The SORTA Board of Trustees may go into Executive ldquoClosedrdquo Session under the Ohio Open Meetings Act Section 12122(G)(1) To consider appointment employment dismissal discipline promotion demotion or compensation of a public employeehellip Section 12122(G)(2) To consider the purchase of property for public purposeshellip Section 12122(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 12122(G)(4) Preparing for conducting or reviewing negotiations or bargaining sessions with public employeeshellip Section 12122(G)(5) Matters required to be kept confidential by federal law or regulations or stat statues Section 12122(G)(6) Details relative to the security arrangements and emergency response protocols for a public body or a public office Section 12122(G)(8) To consider confidential information related to the marketing plans specific business strategy production techniques trade secretshellip

SORTA BOARD OF TRUSTEES MEETING

TUESDAY SEPTEMBER 17th 2019 ndash 600 PM

SORTAMETRO BOARD ROOM 602 MAIN STREET SUITE 1100

CINCINNATI OHIO

General Items Call to order Pledge of Allegiance Recite SORTArsquos Vision and Mission Statement CEO STAR Awards Paul Grether and Antonio McClendon Hearings from citizens (3 minutes per person) Chairman Update Action Items

1 Approval of Board Minutes August 20th 2019

Finance Committee (Rod Hinton)

2 Proposed Resolution No 2019-21 Approval of 2020 Healthcare Plan

Planning amp Operations Committee (Kathy Wyenandt) Consent Items

3 Proposed Resolution No 2019-22 Approval of Government Square and Cincinnati Business District Bus Stop and Shelter Cleaning Contract Reinventing Metro (Kreg Keesee)

4 Proposed Motion Access Operations Transition Plan 5 Proposed Motion Approval of Revised Vision Statement

Continued Action Items (SORTA Staff)

6 Proposed Resolution No 2019-23 Approval of Northside Transit Center Construction (Khaled Shammout) 7 Proposed Resolution No 2019-24 Approval of Office Space Lease Agreement (Donna Adkins)

Briefing Items 8 Financial Reports for August 2019 (Cindy Resor) 9 Metro on the Move Report (Darryl Haley)

Other Items New Business

Adjournment

The next regular meeting of the SORTA Board of Trustees is scheduled for Tuesday October 8th 2019 at 1000 AM the SORTAMetro Board Room

602 Main Street Suite 1100 Cincinnati Ohio

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MINUTES OF Regular Meeting of the SORTA Board of Trustees DATE Tuesday August 20th 830 AM

SORTA Metro 602 Main Street Cincinnati OH 45202

BOARD MEMBERS PRESENT

Heidi Black Maurice Brown Brendon Cull Blake Ethridge Allen Freeman Robert Harris Roderick Hinton Thaddeus Hoffmeister Kreg Keesee Gwen Robinson Pete McLinden Mary Miller and Kathleen Wyenandt

BOARD MEMBERS ABSENT

None

STAFF MEMBERS Darryl Haley Donna Adkins Vickie Barker Dave Etienne Dan Feldman Patrick Giblin Paul

Grether Adriene Hairston Mark Huller Michelle Jeng Brandy Jones Caprice Jones Maria Jones Mark McEwan Matt Niehaus John Ravasio Cindy Resor Shannel Satterfield and TJ Thorn

OTHERS Troy Miller (ATU) Cam Hardy (Better Bus Coalition) Chris Moran (LWV) Randy Quisenberry

(Council on Aging) Daron Grey (CABBVI) Calista Hargrove (Cincinnati Works) Susan Lavies (Citizen) Mark Guest (TSA) Gina Marsh (Human Chamber Services) Marilyn Wall (Sierra Club) Bret Isaac (Cincinnati Police Department) Brandy Lewis (Eastern Seals) James Farb (Oakley) D A (ATU) Todd Hershey (DHSTSA) Skip Schultz (Citizen) David Wormald (AECOM) and Donna Lindsay Thomas (Easternseals)

CALL TO ORDER Mr Keesee SORTA Board Chair called the meeting to order PLEDGE OF ALLEGIANCE The Pledge of Allegiance was recited VISION AND MISSION SORTArsquos vision and mission statements were recited HEARINGS FROM CITIZENS Gina Marsh Ms Marsh presented two proposals in her letter from the Human Services Chamber She asked the Board to include the Empowerment Fund $500000 in the Reinventing Metro Plan Randy Quisenberry Mr Quisenberry of the Council of Aging asked the Board to consider the Human Services Chamber proposal to include the Empowerment Fund $500000 in the SORTArsquos Reinventing Metro Plan Aaron Grey Mr Grey of CABVI asked the Board to consider the Human Services Chamber proposal to include the Empowerment Fund $500000 in the SORTArsquos Reinventing Metro Plan Calista Hargrove Ms Hargrove from Cincinnati Works asked the Board to consider the Human Services Chamber proposal to include the Empowerment Fund $500000 in the SORTArsquos Reinventing Metro Plan Troy Miller Mr Miller ATU President thanked the Board for their continued efforts to support the discussion of bringing Access Services in-house Susan LaVies Ms LaVies a citizen and bus rider addressed her concerns of bus operators driving with their cell phones and wearing head phone while driving Also she was disappointed with service from t Sale Office She asked the Board to improve customer safety and service Marylin Wall Ms Wall from the Sierra Club request the Board voting on a levy decision at the next board meeting She asked the Board to prepare language for a levy and vote Andy Shenk NA Cam Hardy Mr Hardy from the Better Bus Coalition thanked the Board for their attendance at the meeting He addressed the recent incident of a bus in a crossfire shootout and asked the Board to better support and offer protection to bus operators

SORTA Board of Trustees August 20 2019

2

Brandy Lewis Ms Lewis from Eastern Seals asked the Board to consider the Human Services Chamber proposal to include the Empowerment Fund $500000 in the SORTArsquos Reinventing Metro Plan CEO STAR Awards IT Department Darryl Haley presented Manager Service Planning and Scheduling Ted Meyer with the CEO STAR Award for 37 years of being the guiding force behind some of Metrorsquos most successful service initiatives CHAIRMAN UPDATE Mr Keesee provided brief updates APPROVAL OF JULY 16TH BOARD MEETING MINUTES Ms Robinson made a motion that the minutes of the July 16th meeting be approved as previously mailed and Ms Wyenandt seconded the motion By voice vote the Board approved the minutes FINANCE COMMITTEE Ms Black reported there was no Finance Committee meeting that was held on August 13th and but there were items to present for Board approval Proposed Resolution No 2019-17 Approval of Revenue Agreement with Cincinnati State Ms Black moved for adoption and Mr Hinton seconded the motion This resolution approves of a one-year agreement for the 2019-2020 academic year for an estimated contract value of $62500 with and Cincinnati State Community amp Technical College for eligible participants unlimited rides on all Metro routes for a $100 cash drop each way for the entire semester By roll call vote the Board approved Resolution No 2019-17 PLANNING AND OPERATIONS COMMITTEE Mr Cull reported there was no Planning and Operations Committee meeting that was held on August 13th and but there were items to present for Board approval Proposed Motion Approval to Purchase Hogan Alley As A Part of the Northside Transit Center Mr Cull moved for adoption and Mr Harris seconded the motion This motion approves approval to purchase the Hogan Ally from the City of Cincinnati allowing the sale of the ally to SORTA at an appraisal cost of $31448 Acquisition of Hogan Alley is critical for the construction of Northside Transit Center as it lies in the middle of the project area By voice vote the Board approves the motion Proposed Resolution No 2019-18 Approval of Lease Agreement Kenwood Baptist Church Park Mr Cull moved for adoption and Mr Harris seconded the motion This resolution approves a five (5) year parking space lease agreement with Kenwood Baptist Church for the period of October 1 2019 through September 30 2024 at a total annual cost not to exceed $6600 for a total cost of $33000 The monthly cost of the lease is $550 (75 spaces x $733 per space) By roll call vote the Board approved Resolution No 2019-18 Mr Cull then presented two resolutions Proposed Resolution No 2019-19 Approval of Access Operations Transition Mr Cull moved for adoption and Mr McLinden seconded the motion This resolution directs the SORTA administration to take all necessary steps to bring Access operations within the existing Metro operations by presenting a cost-neutral final plan for transition by December 31 2019 and directs the SORTA administration to continue to identify innovative methods of delivering Access service that improves the customer experience and reduces the cost per ride By roll call vote the Board approved Resolution No 2019-19

SORTA Board of Trustees August 20 2019

3

Proposed Resolution No 2019-20 Approval to Support of City of Cincinnati Charter Amendment

Mr Cull moved for adoption and Ms Miller seconded the motion This resolution supports the charter amendment that City Council approved to be before voters on November 5 2019 that would eliminate the city earnings tax if Hamilton County voters approve a sales tax to fund the Southwest Ohio Transit Authority and Metro Bus Service

By roll call vote the Board approved Resolution No 2019-20 BRIEFING ITEMS

MONTHLY FINANCIAL REPORT FOR JULY 2019 Ms Jeng presented the July 2019 financial reports Total revenues were $84 million which is favorable to budget by $394000 Total expenses were $85 million which is unfavorable to budget by $158000 or 19 The final result was a net favorable variance of $237000 for the month Fare revenue was favorable to budget by $78000 Ms Jeng then reviewed the contributing factors to these variances She also presented the Cincinnati Bell Connector financial report for June 2019 Total revenues were $344559 which is favorable to budget by $1558 or lt1 Total expenses were $305705 which is favorable to budget by $37296 or 11 The end result is a net favorable variance of $38854 for the month Ms Jeng then reviewed the contributing factors to these variances The Board accepted the report as presented METRO ON THE MOVE Mr Haleyrsquos reviewed a few highlights of Metrorsquos major accomplishments from this year So far SORTA has put 34 new buses into service featuring charging ports Wi-Fi and vinyl seats installed new benches throughout the community at high-demand stops completed successful FAStops project pilot aimed at shortening customer trip times and entered into Phase II of the project saw a 19 percent decrease in complaints compared to 2018 YTD fleet achieved 8379 miles between service interruptions which is 16 percent above goal and 19 percent above 2018 ndash a historic high for fleet reliability etc Please see the Metro on the Move Report to review NEW BUSINESS Mr Keesee made a motion that the Board go into Executive Session as provided in ORC Executive Session ldquoSection 12122(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 actionrdquo and Mr Hinton seconded the motion By roll call vote the Board approved the motion and went into Executive Session at 945 AM Mr Keesee made a motion that the Board return to regular session and Mr Cull seconded the motion By voice vote the Board approved the motion and returned to regular session at 1030 AM ADJOURNMENT The meeting adjourned at 1030 AM NEXT MEETING

The next regular meeting of the SORTA Board of Trustees is scheduled for September 17th 2019 at 600 PM the SORTAMetro Board Room 602 Main Street Suite 1200 Cincinnati Ohio

APPROVED ATTESTED

Kreg Keesee Chair SORTA Board

Darryl Haley CEOGeneral ManagerSecretary-Treasurer

CEO Star Award Presentation Paul Grether

What a rockstar We appreciate you for the expertise in planning and building the streetcar the countless hours and tireless efforts of oversight and coordination with the City FTA ODOT SORTA staff and numerous contractors to get the system into revenue service for your leadership of the Cincinnati Bell Connector streetcar from revenue service through the transition to the City of Cincinnati

Thank you

CEO Star Award Presentation Antonio McClendon Antonio is an 8-year Bond Hill Operator who was driving the bus that was involved in the recent shooting incident Quick-thinking Antonio got the rest of his passengers out of harmrsquos way and drove the bus immediately to UC Medical Center in an effort to save the life of one of his regular passengers who had been shot Thank you Antonio

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION NO 2019-21

APPROVAL OF CONTRACT FOR 2020 HEALTHCARE PROGRAM

WHEREAS

1 SORTA provides contractual health insurance coverage for all employees The current healthcare contract expires December 31 2019

2 SORTArsquos insurance broker HORAN requested proposals based for Metrorsquos medical plan

of both fully insured and self-funded plans 3 SORTA staff recommends that the Board accept the proposals of Humana Inc Sun

Life and Enrollment Management Services to administer a one (1) year self-funded health care program THEREFORE BE IT RESOLVED

4 The Board hereby accepts the proposals of Humana Inc at a cost of $332663 Sun Life

at a cost of $547230 and Enrollment Management Services at a cost of $80000 and as recommended by SORTA staff to be the proposals most advantageous to SORTA price and other factors considered and awards to each a one (1) year contract for the healthcare program and authorizes and directs the CEOGeneral Manager or the CFOSecretary Treasurer to execute contracts on behalf of SORTA

MOVED BY Rod Hinton SECOND BY Heidi Black VOTE Aye Mr Cull Mr Ethridge Mr Harris Mr Hoffmeister Mr Keesee Mr McLinden

Ms Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Presentation

September 2019

ACTION ITEM- APPROVAL OF CONTRACT FOR 2020 HEALTHCARE PROGRAM

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION Approval of a resolution authorizing the Interim CEOGeneral Manager or the Interim CFOSecretary Treasurer to execute one (1) year contracts with Humana Inc Sun Life and Enrollment Management Services for the 2020 healthcare program on behalf of SORTA

FINANCIAL CONSIDERATIONS

The following 2020 Healthcare Program costs are included in the 2020 operating budget

bull Humana is a one (1) year agreement beginning January 1 2020 with a total expenditure of $332663 a decrease from $353953 in 2019

bull Sun Life is a one (1) year agreement beginning January 1 2020 with a total expenditure of $547230

bull Enrollment Management Services is a one (1) year option for continued program administration and

communication for $80000 beginning January 1 2020

BUSINESS PURPOSE

bull Ensure that SORTA continues to provide health care benefits for all eligible participants at a sustainable cost

bull Provide continued health insurance coverage to all eligible participants that meet Affordable Care Act compliance

PROCUREMENT CONSIDERATIONS

bull All solicitations were a Sole Source procurement based on recent bids over the last two years and due to the proprietary nature of the services

DMWBE CONSIDERATIONS

bull None

LEGAL CONSIDERATIONS

bull Sections 30643 of the Ohio Revised Code authorizes SORTA to enter into contracts for the provision of goods and services

bull Section 30786 of the Ohio Revised Code authorizes SORTA to competitively bid for health policies

SUBMITTED BY

Adriene Hairston Darryl Haley VP of Human Resources Interim CEOGeneral Manager

Attachments Presentation

SORTA Healthcare Program 2020

AGENDA

2

bull 2018 2019 Update bull 2018 Performance bull 2019 Projection bull EMS bull Healthcare Reserve Policy

bull 2020 Program bull Renewal Overview bull 2020 Projection bull Cost Summary bull Stop Loss Renewal bull Medical Recommendation bull Dental Recommendation bull Healthcare Calendar

bull3

4

2018 2019 Program Update

2018 Medical Plan Performance

5

bull 2018 healthcare plan ran at 89 of budget resulting in a surplus of $500000

bull $500000 equates to 5 of total healthcare budget bull 2018 continued healthcare cost initiatives to reduce and save

bull Enrollment Management Services bull Wellness Program (Biometric Screening amp Annual Physical)

6

2019 Medical Projection vs Budget

Final 2019 Medical Cost will not be available until Q3 2020

2019 Plan Performance Total Projected Costs Change from 2019

Humana - 2019 Budget $ 10999206

Humana - 2019 Projection $ 10965645

Potential Reserve $ 33561 031

Assumes $850K laser in 2019 projection

7

Enrollment Management Services Update bull EMS team works directly with members to help facilitate enrollment

in alternate insurance options bull EMS proactively offers support to members bull EMS results through July 2019

Financial Impact Implemented Enrollment

Changes Reduction in Claims $1392075 EMS Service Fee (Annual) ($80000) Net Savings to Metro $1312075 ROI on Investment 164009

8

bull Surplus funds are used to build a reserve to fund subsequent year plan expenses that exceed budget

bull The Healthcare Reserve Policy establishes this reserve fund that may be used to pay claims and other costs necessary to operate the self-insurance program

bull Industry standard policy is approximately ~16 of budgeted claims expense

Healthcare Reserve Policy

9

2020 PROGRAM

10

2020 Medical Renewal Overview

No broad marketing of program due to the following bull Keeping plans disease management programs and network

consistent bull Humanarsquos final negotiated administration decrease is 60

bull Total admin decrease of $21290 due to Humanarsquos product elimination ( Nurse Line and Wellness Coaching)

Total administration costs = $332663

11

2020 Medical Projection

Total Spend Enrollment Avg Cost Per

UnitEnrollment 2019 Budget $10999206 689 $15964 2019 Projection $10965645 685 $16008 2020 Budget $11483525 685 $16764

bull Projected medical cost increase is 44 (2020B vs 2019B) ndash 47 increase based on illustrative Stop Loss renewal and projected claims

increase ndash (31) based on volume of enrollment

bull Projected enrollment of 685 vs current enrollment of 689

12

2020 Self-funded Humana

Sun Life 2019P Humana

Sun Life 2020B Administration $353953 $332663 Specific Stop Loss $459857 $547230 Aggregate Stop Loss $32222 $33189 Claims Projection $9569613 $10570442 Laser Liability $550000 $0 ACA Fees $0 $0 TOTAL $10965645 $11483525 Change from 2019 - 47 Sun Life specific stop loss costs include Humanas $9000 carve out fee

Overall increase 2019 Projection to 2020 Budget 47 2019 Budget to 2020 Budget 44

Total Cost Summary

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MINUTES OF Regular Meeting of the SORTA Board of Trustees DATE Tuesday August 20th 830 AM

SORTA Metro 602 Main Street Cincinnati OH 45202

BOARD MEMBERS PRESENT

Heidi Black Maurice Brown Brendon Cull Blake Ethridge Allen Freeman Robert Harris Roderick Hinton Thaddeus Hoffmeister Kreg Keesee Gwen Robinson Pete McLinden Mary Miller and Kathleen Wyenandt

BOARD MEMBERS ABSENT

None

STAFF MEMBERS Darryl Haley Donna Adkins Vickie Barker Dave Etienne Dan Feldman Patrick Giblin Paul

Grether Adriene Hairston Mark Huller Michelle Jeng Brandy Jones Caprice Jones Maria Jones Mark McEwan Matt Niehaus John Ravasio Cindy Resor Shannel Satterfield and TJ Thorn

OTHERS Troy Miller (ATU) Cam Hardy (Better Bus Coalition) Chris Moran (LWV) Randy Quisenberry

(Council on Aging) Daron Grey (CABBVI) Calista Hargrove (Cincinnati Works) Susan Lavies (Citizen) Mark Guest (TSA) Gina Marsh (Human Chamber Services) Marilyn Wall (Sierra Club) Bret Isaac (Cincinnati Police Department) Brandy Lewis (Eastern Seals) James Farb (Oakley) D A (ATU) Todd Hershey (DHSTSA) Skip Schultz (Citizen) David Wormald (AECOM) and Donna Lindsay Thomas (Easternseals)

CALL TO ORDER Mr Keesee SORTA Board Chair called the meeting to order PLEDGE OF ALLEGIANCE The Pledge of Allegiance was recited VISION AND MISSION SORTArsquos vision and mission statements were recited HEARINGS FROM CITIZENS Gina Marsh Ms Marsh presented two proposals in her letter from the Human Services Chamber She asked the Board to include the Empowerment Fund $500000 in the Reinventing Metro Plan Randy Quisenberry Mr Quisenberry of the Council of Aging asked the Board to consider the Human Services Chamber proposal to include the Empowerment Fund $500000 in the SORTArsquos Reinventing Metro Plan Aaron Grey Mr Grey of CABVI asked the Board to consider the Human Services Chamber proposal to include the Empowerment Fund $500000 in the SORTArsquos Reinventing Metro Plan Calista Hargrove Ms Hargrove from Cincinnati Works asked the Board to consider the Human Services Chamber proposal to include the Empowerment Fund $500000 in the SORTArsquos Reinventing Metro Plan Troy Miller Mr Miller ATU President thanked the Board for their continued efforts to support the discussion of bringing Access Services in-house Susan LaVies Ms LaVies a citizen and bus rider addressed her concerns of bus operators driving with their cell phones and wearing head phone while driving Also she was disappointed with service from t Sale Office She asked the Board to improve customer safety and service Marylin Wall Ms Wall from the Sierra Club request the Board voting on a levy decision at the next board meeting She asked the Board to prepare language for a levy and vote Andy Shenk NA Cam Hardy Mr Hardy from the Better Bus Coalition thanked the Board for their attendance at the meeting He addressed the recent incident of a bus in a crossfire shootout and asked the Board to better support and offer protection to bus operators

SORTA Board of Trustees August 20 2019

2

Brandy Lewis Ms Lewis from Eastern Seals asked the Board to consider the Human Services Chamber proposal to include the Empowerment Fund $500000 in the SORTArsquos Reinventing Metro Plan CEO STAR Awards IT Department Darryl Haley presented Manager Service Planning and Scheduling Ted Meyer with the CEO STAR Award for 37 years of being the guiding force behind some of Metrorsquos most successful service initiatives CHAIRMAN UPDATE Mr Keesee provided brief updates APPROVAL OF JULY 16TH BOARD MEETING MINUTES Ms Robinson made a motion that the minutes of the July 16th meeting be approved as previously mailed and Ms Wyenandt seconded the motion By voice vote the Board approved the minutes FINANCE COMMITTEE Ms Black reported there was no Finance Committee meeting that was held on August 13th and but there were items to present for Board approval Proposed Resolution No 2019-17 Approval of Revenue Agreement with Cincinnati State Ms Black moved for adoption and Mr Hinton seconded the motion This resolution approves of a one-year agreement for the 2019-2020 academic year for an estimated contract value of $62500 with and Cincinnati State Community amp Technical College for eligible participants unlimited rides on all Metro routes for a $100 cash drop each way for the entire semester By roll call vote the Board approved Resolution No 2019-17 PLANNING AND OPERATIONS COMMITTEE Mr Cull reported there was no Planning and Operations Committee meeting that was held on August 13th and but there were items to present for Board approval Proposed Motion Approval to Purchase Hogan Alley As A Part of the Northside Transit Center Mr Cull moved for adoption and Mr Harris seconded the motion This motion approves approval to purchase the Hogan Ally from the City of Cincinnati allowing the sale of the ally to SORTA at an appraisal cost of $31448 Acquisition of Hogan Alley is critical for the construction of Northside Transit Center as it lies in the middle of the project area By voice vote the Board approves the motion Proposed Resolution No 2019-18 Approval of Lease Agreement Kenwood Baptist Church Park Mr Cull moved for adoption and Mr Harris seconded the motion This resolution approves a five (5) year parking space lease agreement with Kenwood Baptist Church for the period of October 1 2019 through September 30 2024 at a total annual cost not to exceed $6600 for a total cost of $33000 The monthly cost of the lease is $550 (75 spaces x $733 per space) By roll call vote the Board approved Resolution No 2019-18 Mr Cull then presented two resolutions Proposed Resolution No 2019-19 Approval of Access Operations Transition Mr Cull moved for adoption and Mr McLinden seconded the motion This resolution directs the SORTA administration to take all necessary steps to bring Access operations within the existing Metro operations by presenting a cost-neutral final plan for transition by December 31 2019 and directs the SORTA administration to continue to identify innovative methods of delivering Access service that improves the customer experience and reduces the cost per ride By roll call vote the Board approved Resolution No 2019-19

SORTA Board of Trustees August 20 2019

3

Proposed Resolution No 2019-20 Approval to Support of City of Cincinnati Charter Amendment

Mr Cull moved for adoption and Ms Miller seconded the motion This resolution supports the charter amendment that City Council approved to be before voters on November 5 2019 that would eliminate the city earnings tax if Hamilton County voters approve a sales tax to fund the Southwest Ohio Transit Authority and Metro Bus Service

By roll call vote the Board approved Resolution No 2019-20 BRIEFING ITEMS

MONTHLY FINANCIAL REPORT FOR JULY 2019 Ms Jeng presented the July 2019 financial reports Total revenues were $84 million which is favorable to budget by $394000 Total expenses were $85 million which is unfavorable to budget by $158000 or 19 The final result was a net favorable variance of $237000 for the month Fare revenue was favorable to budget by $78000 Ms Jeng then reviewed the contributing factors to these variances She also presented the Cincinnati Bell Connector financial report for June 2019 Total revenues were $344559 which is favorable to budget by $1558 or lt1 Total expenses were $305705 which is favorable to budget by $37296 or 11 The end result is a net favorable variance of $38854 for the month Ms Jeng then reviewed the contributing factors to these variances The Board accepted the report as presented METRO ON THE MOVE Mr Haleyrsquos reviewed a few highlights of Metrorsquos major accomplishments from this year So far SORTA has put 34 new buses into service featuring charging ports Wi-Fi and vinyl seats installed new benches throughout the community at high-demand stops completed successful FAStops project pilot aimed at shortening customer trip times and entered into Phase II of the project saw a 19 percent decrease in complaints compared to 2018 YTD fleet achieved 8379 miles between service interruptions which is 16 percent above goal and 19 percent above 2018 ndash a historic high for fleet reliability etc Please see the Metro on the Move Report to review NEW BUSINESS Mr Keesee made a motion that the Board go into Executive Session as provided in ORC Executive Session ldquoSection 12122(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 actionrdquo and Mr Hinton seconded the motion By roll call vote the Board approved the motion and went into Executive Session at 945 AM Mr Keesee made a motion that the Board return to regular session and Mr Cull seconded the motion By voice vote the Board approved the motion and returned to regular session at 1030 AM ADJOURNMENT The meeting adjourned at 1030 AM NEXT MEETING

The next regular meeting of the SORTA Board of Trustees is scheduled for September 17th 2019 at 600 PM the SORTAMetro Board Room 602 Main Street Suite 1200 Cincinnati Ohio

APPROVED ATTESTED

Kreg Keesee Chair SORTA Board

Darryl Haley CEOGeneral ManagerSecretary-Treasurer

CEO Star Award Presentation Paul Grether

What a rockstar We appreciate you for the expertise in planning and building the streetcar the countless hours and tireless efforts of oversight and coordination with the City FTA ODOT SORTA staff and numerous contractors to get the system into revenue service for your leadership of the Cincinnati Bell Connector streetcar from revenue service through the transition to the City of Cincinnati

Thank you

CEO Star Award Presentation Antonio McClendon Antonio is an 8-year Bond Hill Operator who was driving the bus that was involved in the recent shooting incident Quick-thinking Antonio got the rest of his passengers out of harmrsquos way and drove the bus immediately to UC Medical Center in an effort to save the life of one of his regular passengers who had been shot Thank you Antonio

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION NO 2019-21

APPROVAL OF CONTRACT FOR 2020 HEALTHCARE PROGRAM

WHEREAS

1 SORTA provides contractual health insurance coverage for all employees The current healthcare contract expires December 31 2019

2 SORTArsquos insurance broker HORAN requested proposals based for Metrorsquos medical plan

of both fully insured and self-funded plans 3 SORTA staff recommends that the Board accept the proposals of Humana Inc Sun

Life and Enrollment Management Services to administer a one (1) year self-funded health care program THEREFORE BE IT RESOLVED

4 The Board hereby accepts the proposals of Humana Inc at a cost of $332663 Sun Life

at a cost of $547230 and Enrollment Management Services at a cost of $80000 and as recommended by SORTA staff to be the proposals most advantageous to SORTA price and other factors considered and awards to each a one (1) year contract for the healthcare program and authorizes and directs the CEOGeneral Manager or the CFOSecretary Treasurer to execute contracts on behalf of SORTA

MOVED BY Rod Hinton SECOND BY Heidi Black VOTE Aye Mr Cull Mr Ethridge Mr Harris Mr Hoffmeister Mr Keesee Mr McLinden

Ms Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Presentation

September 2019

ACTION ITEM- APPROVAL OF CONTRACT FOR 2020 HEALTHCARE PROGRAM

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION Approval of a resolution authorizing the Interim CEOGeneral Manager or the Interim CFOSecretary Treasurer to execute one (1) year contracts with Humana Inc Sun Life and Enrollment Management Services for the 2020 healthcare program on behalf of SORTA

FINANCIAL CONSIDERATIONS

The following 2020 Healthcare Program costs are included in the 2020 operating budget

bull Humana is a one (1) year agreement beginning January 1 2020 with a total expenditure of $332663 a decrease from $353953 in 2019

bull Sun Life is a one (1) year agreement beginning January 1 2020 with a total expenditure of $547230

bull Enrollment Management Services is a one (1) year option for continued program administration and

communication for $80000 beginning January 1 2020

BUSINESS PURPOSE

bull Ensure that SORTA continues to provide health care benefits for all eligible participants at a sustainable cost

bull Provide continued health insurance coverage to all eligible participants that meet Affordable Care Act compliance

PROCUREMENT CONSIDERATIONS

bull All solicitations were a Sole Source procurement based on recent bids over the last two years and due to the proprietary nature of the services

DMWBE CONSIDERATIONS

bull None

LEGAL CONSIDERATIONS

bull Sections 30643 of the Ohio Revised Code authorizes SORTA to enter into contracts for the provision of goods and services

bull Section 30786 of the Ohio Revised Code authorizes SORTA to competitively bid for health policies

SUBMITTED BY

Adriene Hairston Darryl Haley VP of Human Resources Interim CEOGeneral Manager

Attachments Presentation

SORTA Healthcare Program 2020

AGENDA

2

bull 2018 2019 Update bull 2018 Performance bull 2019 Projection bull EMS bull Healthcare Reserve Policy

bull 2020 Program bull Renewal Overview bull 2020 Projection bull Cost Summary bull Stop Loss Renewal bull Medical Recommendation bull Dental Recommendation bull Healthcare Calendar

bull3

4

2018 2019 Program Update

2018 Medical Plan Performance

5

bull 2018 healthcare plan ran at 89 of budget resulting in a surplus of $500000

bull $500000 equates to 5 of total healthcare budget bull 2018 continued healthcare cost initiatives to reduce and save

bull Enrollment Management Services bull Wellness Program (Biometric Screening amp Annual Physical)

6

2019 Medical Projection vs Budget

Final 2019 Medical Cost will not be available until Q3 2020

2019 Plan Performance Total Projected Costs Change from 2019

Humana - 2019 Budget $ 10999206

Humana - 2019 Projection $ 10965645

Potential Reserve $ 33561 031

Assumes $850K laser in 2019 projection

7

Enrollment Management Services Update bull EMS team works directly with members to help facilitate enrollment

in alternate insurance options bull EMS proactively offers support to members bull EMS results through July 2019

Financial Impact Implemented Enrollment

Changes Reduction in Claims $1392075 EMS Service Fee (Annual) ($80000) Net Savings to Metro $1312075 ROI on Investment 164009

8

bull Surplus funds are used to build a reserve to fund subsequent year plan expenses that exceed budget

bull The Healthcare Reserve Policy establishes this reserve fund that may be used to pay claims and other costs necessary to operate the self-insurance program

bull Industry standard policy is approximately ~16 of budgeted claims expense

Healthcare Reserve Policy

9

2020 PROGRAM

10

2020 Medical Renewal Overview

No broad marketing of program due to the following bull Keeping plans disease management programs and network

consistent bull Humanarsquos final negotiated administration decrease is 60

bull Total admin decrease of $21290 due to Humanarsquos product elimination ( Nurse Line and Wellness Coaching)

Total administration costs = $332663

11

2020 Medical Projection

Total Spend Enrollment Avg Cost Per

UnitEnrollment 2019 Budget $10999206 689 $15964 2019 Projection $10965645 685 $16008 2020 Budget $11483525 685 $16764

bull Projected medical cost increase is 44 (2020B vs 2019B) ndash 47 increase based on illustrative Stop Loss renewal and projected claims

increase ndash (31) based on volume of enrollment

bull Projected enrollment of 685 vs current enrollment of 689

12

2020 Self-funded Humana

Sun Life 2019P Humana

Sun Life 2020B Administration $353953 $332663 Specific Stop Loss $459857 $547230 Aggregate Stop Loss $32222 $33189 Claims Projection $9569613 $10570442 Laser Liability $550000 $0 ACA Fees $0 $0 TOTAL $10965645 $11483525 Change from 2019 - 47 Sun Life specific stop loss costs include Humanas $9000 carve out fee

Overall increase 2019 Projection to 2020 Budget 47 2019 Budget to 2020 Budget 44

Total Cost Summary

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

SORTA Board of Trustees August 20 2019

2

Brandy Lewis Ms Lewis from Eastern Seals asked the Board to consider the Human Services Chamber proposal to include the Empowerment Fund $500000 in the SORTArsquos Reinventing Metro Plan CEO STAR Awards IT Department Darryl Haley presented Manager Service Planning and Scheduling Ted Meyer with the CEO STAR Award for 37 years of being the guiding force behind some of Metrorsquos most successful service initiatives CHAIRMAN UPDATE Mr Keesee provided brief updates APPROVAL OF JULY 16TH BOARD MEETING MINUTES Ms Robinson made a motion that the minutes of the July 16th meeting be approved as previously mailed and Ms Wyenandt seconded the motion By voice vote the Board approved the minutes FINANCE COMMITTEE Ms Black reported there was no Finance Committee meeting that was held on August 13th and but there were items to present for Board approval Proposed Resolution No 2019-17 Approval of Revenue Agreement with Cincinnati State Ms Black moved for adoption and Mr Hinton seconded the motion This resolution approves of a one-year agreement for the 2019-2020 academic year for an estimated contract value of $62500 with and Cincinnati State Community amp Technical College for eligible participants unlimited rides on all Metro routes for a $100 cash drop each way for the entire semester By roll call vote the Board approved Resolution No 2019-17 PLANNING AND OPERATIONS COMMITTEE Mr Cull reported there was no Planning and Operations Committee meeting that was held on August 13th and but there were items to present for Board approval Proposed Motion Approval to Purchase Hogan Alley As A Part of the Northside Transit Center Mr Cull moved for adoption and Mr Harris seconded the motion This motion approves approval to purchase the Hogan Ally from the City of Cincinnati allowing the sale of the ally to SORTA at an appraisal cost of $31448 Acquisition of Hogan Alley is critical for the construction of Northside Transit Center as it lies in the middle of the project area By voice vote the Board approves the motion Proposed Resolution No 2019-18 Approval of Lease Agreement Kenwood Baptist Church Park Mr Cull moved for adoption and Mr Harris seconded the motion This resolution approves a five (5) year parking space lease agreement with Kenwood Baptist Church for the period of October 1 2019 through September 30 2024 at a total annual cost not to exceed $6600 for a total cost of $33000 The monthly cost of the lease is $550 (75 spaces x $733 per space) By roll call vote the Board approved Resolution No 2019-18 Mr Cull then presented two resolutions Proposed Resolution No 2019-19 Approval of Access Operations Transition Mr Cull moved for adoption and Mr McLinden seconded the motion This resolution directs the SORTA administration to take all necessary steps to bring Access operations within the existing Metro operations by presenting a cost-neutral final plan for transition by December 31 2019 and directs the SORTA administration to continue to identify innovative methods of delivering Access service that improves the customer experience and reduces the cost per ride By roll call vote the Board approved Resolution No 2019-19

SORTA Board of Trustees August 20 2019

3

Proposed Resolution No 2019-20 Approval to Support of City of Cincinnati Charter Amendment

Mr Cull moved for adoption and Ms Miller seconded the motion This resolution supports the charter amendment that City Council approved to be before voters on November 5 2019 that would eliminate the city earnings tax if Hamilton County voters approve a sales tax to fund the Southwest Ohio Transit Authority and Metro Bus Service

By roll call vote the Board approved Resolution No 2019-20 BRIEFING ITEMS

MONTHLY FINANCIAL REPORT FOR JULY 2019 Ms Jeng presented the July 2019 financial reports Total revenues were $84 million which is favorable to budget by $394000 Total expenses were $85 million which is unfavorable to budget by $158000 or 19 The final result was a net favorable variance of $237000 for the month Fare revenue was favorable to budget by $78000 Ms Jeng then reviewed the contributing factors to these variances She also presented the Cincinnati Bell Connector financial report for June 2019 Total revenues were $344559 which is favorable to budget by $1558 or lt1 Total expenses were $305705 which is favorable to budget by $37296 or 11 The end result is a net favorable variance of $38854 for the month Ms Jeng then reviewed the contributing factors to these variances The Board accepted the report as presented METRO ON THE MOVE Mr Haleyrsquos reviewed a few highlights of Metrorsquos major accomplishments from this year So far SORTA has put 34 new buses into service featuring charging ports Wi-Fi and vinyl seats installed new benches throughout the community at high-demand stops completed successful FAStops project pilot aimed at shortening customer trip times and entered into Phase II of the project saw a 19 percent decrease in complaints compared to 2018 YTD fleet achieved 8379 miles between service interruptions which is 16 percent above goal and 19 percent above 2018 ndash a historic high for fleet reliability etc Please see the Metro on the Move Report to review NEW BUSINESS Mr Keesee made a motion that the Board go into Executive Session as provided in ORC Executive Session ldquoSection 12122(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 actionrdquo and Mr Hinton seconded the motion By roll call vote the Board approved the motion and went into Executive Session at 945 AM Mr Keesee made a motion that the Board return to regular session and Mr Cull seconded the motion By voice vote the Board approved the motion and returned to regular session at 1030 AM ADJOURNMENT The meeting adjourned at 1030 AM NEXT MEETING

The next regular meeting of the SORTA Board of Trustees is scheduled for September 17th 2019 at 600 PM the SORTAMetro Board Room 602 Main Street Suite 1200 Cincinnati Ohio

APPROVED ATTESTED

Kreg Keesee Chair SORTA Board

Darryl Haley CEOGeneral ManagerSecretary-Treasurer

CEO Star Award Presentation Paul Grether

What a rockstar We appreciate you for the expertise in planning and building the streetcar the countless hours and tireless efforts of oversight and coordination with the City FTA ODOT SORTA staff and numerous contractors to get the system into revenue service for your leadership of the Cincinnati Bell Connector streetcar from revenue service through the transition to the City of Cincinnati

Thank you

CEO Star Award Presentation Antonio McClendon Antonio is an 8-year Bond Hill Operator who was driving the bus that was involved in the recent shooting incident Quick-thinking Antonio got the rest of his passengers out of harmrsquos way and drove the bus immediately to UC Medical Center in an effort to save the life of one of his regular passengers who had been shot Thank you Antonio

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION NO 2019-21

APPROVAL OF CONTRACT FOR 2020 HEALTHCARE PROGRAM

WHEREAS

1 SORTA provides contractual health insurance coverage for all employees The current healthcare contract expires December 31 2019

2 SORTArsquos insurance broker HORAN requested proposals based for Metrorsquos medical plan

of both fully insured and self-funded plans 3 SORTA staff recommends that the Board accept the proposals of Humana Inc Sun

Life and Enrollment Management Services to administer a one (1) year self-funded health care program THEREFORE BE IT RESOLVED

4 The Board hereby accepts the proposals of Humana Inc at a cost of $332663 Sun Life

at a cost of $547230 and Enrollment Management Services at a cost of $80000 and as recommended by SORTA staff to be the proposals most advantageous to SORTA price and other factors considered and awards to each a one (1) year contract for the healthcare program and authorizes and directs the CEOGeneral Manager or the CFOSecretary Treasurer to execute contracts on behalf of SORTA

MOVED BY Rod Hinton SECOND BY Heidi Black VOTE Aye Mr Cull Mr Ethridge Mr Harris Mr Hoffmeister Mr Keesee Mr McLinden

Ms Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Presentation

September 2019

ACTION ITEM- APPROVAL OF CONTRACT FOR 2020 HEALTHCARE PROGRAM

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION Approval of a resolution authorizing the Interim CEOGeneral Manager or the Interim CFOSecretary Treasurer to execute one (1) year contracts with Humana Inc Sun Life and Enrollment Management Services for the 2020 healthcare program on behalf of SORTA

FINANCIAL CONSIDERATIONS

The following 2020 Healthcare Program costs are included in the 2020 operating budget

bull Humana is a one (1) year agreement beginning January 1 2020 with a total expenditure of $332663 a decrease from $353953 in 2019

bull Sun Life is a one (1) year agreement beginning January 1 2020 with a total expenditure of $547230

bull Enrollment Management Services is a one (1) year option for continued program administration and

communication for $80000 beginning January 1 2020

BUSINESS PURPOSE

bull Ensure that SORTA continues to provide health care benefits for all eligible participants at a sustainable cost

bull Provide continued health insurance coverage to all eligible participants that meet Affordable Care Act compliance

PROCUREMENT CONSIDERATIONS

bull All solicitations were a Sole Source procurement based on recent bids over the last two years and due to the proprietary nature of the services

DMWBE CONSIDERATIONS

bull None

LEGAL CONSIDERATIONS

bull Sections 30643 of the Ohio Revised Code authorizes SORTA to enter into contracts for the provision of goods and services

bull Section 30786 of the Ohio Revised Code authorizes SORTA to competitively bid for health policies

SUBMITTED BY

Adriene Hairston Darryl Haley VP of Human Resources Interim CEOGeneral Manager

Attachments Presentation

SORTA Healthcare Program 2020

AGENDA

2

bull 2018 2019 Update bull 2018 Performance bull 2019 Projection bull EMS bull Healthcare Reserve Policy

bull 2020 Program bull Renewal Overview bull 2020 Projection bull Cost Summary bull Stop Loss Renewal bull Medical Recommendation bull Dental Recommendation bull Healthcare Calendar

bull3

4

2018 2019 Program Update

2018 Medical Plan Performance

5

bull 2018 healthcare plan ran at 89 of budget resulting in a surplus of $500000

bull $500000 equates to 5 of total healthcare budget bull 2018 continued healthcare cost initiatives to reduce and save

bull Enrollment Management Services bull Wellness Program (Biometric Screening amp Annual Physical)

6

2019 Medical Projection vs Budget

Final 2019 Medical Cost will not be available until Q3 2020

2019 Plan Performance Total Projected Costs Change from 2019

Humana - 2019 Budget $ 10999206

Humana - 2019 Projection $ 10965645

Potential Reserve $ 33561 031

Assumes $850K laser in 2019 projection

7

Enrollment Management Services Update bull EMS team works directly with members to help facilitate enrollment

in alternate insurance options bull EMS proactively offers support to members bull EMS results through July 2019

Financial Impact Implemented Enrollment

Changes Reduction in Claims $1392075 EMS Service Fee (Annual) ($80000) Net Savings to Metro $1312075 ROI on Investment 164009

8

bull Surplus funds are used to build a reserve to fund subsequent year plan expenses that exceed budget

bull The Healthcare Reserve Policy establishes this reserve fund that may be used to pay claims and other costs necessary to operate the self-insurance program

bull Industry standard policy is approximately ~16 of budgeted claims expense

Healthcare Reserve Policy

9

2020 PROGRAM

10

2020 Medical Renewal Overview

No broad marketing of program due to the following bull Keeping plans disease management programs and network

consistent bull Humanarsquos final negotiated administration decrease is 60

bull Total admin decrease of $21290 due to Humanarsquos product elimination ( Nurse Line and Wellness Coaching)

Total administration costs = $332663

11

2020 Medical Projection

Total Spend Enrollment Avg Cost Per

UnitEnrollment 2019 Budget $10999206 689 $15964 2019 Projection $10965645 685 $16008 2020 Budget $11483525 685 $16764

bull Projected medical cost increase is 44 (2020B vs 2019B) ndash 47 increase based on illustrative Stop Loss renewal and projected claims

increase ndash (31) based on volume of enrollment

bull Projected enrollment of 685 vs current enrollment of 689

12

2020 Self-funded Humana

Sun Life 2019P Humana

Sun Life 2020B Administration $353953 $332663 Specific Stop Loss $459857 $547230 Aggregate Stop Loss $32222 $33189 Claims Projection $9569613 $10570442 Laser Liability $550000 $0 ACA Fees $0 $0 TOTAL $10965645 $11483525 Change from 2019 - 47 Sun Life specific stop loss costs include Humanas $9000 carve out fee

Overall increase 2019 Projection to 2020 Budget 47 2019 Budget to 2020 Budget 44

Total Cost Summary

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

SORTA Board of Trustees August 20 2019

3

Proposed Resolution No 2019-20 Approval to Support of City of Cincinnati Charter Amendment

Mr Cull moved for adoption and Ms Miller seconded the motion This resolution supports the charter amendment that City Council approved to be before voters on November 5 2019 that would eliminate the city earnings tax if Hamilton County voters approve a sales tax to fund the Southwest Ohio Transit Authority and Metro Bus Service

By roll call vote the Board approved Resolution No 2019-20 BRIEFING ITEMS

MONTHLY FINANCIAL REPORT FOR JULY 2019 Ms Jeng presented the July 2019 financial reports Total revenues were $84 million which is favorable to budget by $394000 Total expenses were $85 million which is unfavorable to budget by $158000 or 19 The final result was a net favorable variance of $237000 for the month Fare revenue was favorable to budget by $78000 Ms Jeng then reviewed the contributing factors to these variances She also presented the Cincinnati Bell Connector financial report for June 2019 Total revenues were $344559 which is favorable to budget by $1558 or lt1 Total expenses were $305705 which is favorable to budget by $37296 or 11 The end result is a net favorable variance of $38854 for the month Ms Jeng then reviewed the contributing factors to these variances The Board accepted the report as presented METRO ON THE MOVE Mr Haleyrsquos reviewed a few highlights of Metrorsquos major accomplishments from this year So far SORTA has put 34 new buses into service featuring charging ports Wi-Fi and vinyl seats installed new benches throughout the community at high-demand stops completed successful FAStops project pilot aimed at shortening customer trip times and entered into Phase II of the project saw a 19 percent decrease in complaints compared to 2018 YTD fleet achieved 8379 miles between service interruptions which is 16 percent above goal and 19 percent above 2018 ndash a historic high for fleet reliability etc Please see the Metro on the Move Report to review NEW BUSINESS Mr Keesee made a motion that the Board go into Executive Session as provided in ORC Executive Session ldquoSection 12122(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 actionrdquo and Mr Hinton seconded the motion By roll call vote the Board approved the motion and went into Executive Session at 945 AM Mr Keesee made a motion that the Board return to regular session and Mr Cull seconded the motion By voice vote the Board approved the motion and returned to regular session at 1030 AM ADJOURNMENT The meeting adjourned at 1030 AM NEXT MEETING

The next regular meeting of the SORTA Board of Trustees is scheduled for September 17th 2019 at 600 PM the SORTAMetro Board Room 602 Main Street Suite 1200 Cincinnati Ohio

APPROVED ATTESTED

Kreg Keesee Chair SORTA Board

Darryl Haley CEOGeneral ManagerSecretary-Treasurer

CEO Star Award Presentation Paul Grether

What a rockstar We appreciate you for the expertise in planning and building the streetcar the countless hours and tireless efforts of oversight and coordination with the City FTA ODOT SORTA staff and numerous contractors to get the system into revenue service for your leadership of the Cincinnati Bell Connector streetcar from revenue service through the transition to the City of Cincinnati

Thank you

CEO Star Award Presentation Antonio McClendon Antonio is an 8-year Bond Hill Operator who was driving the bus that was involved in the recent shooting incident Quick-thinking Antonio got the rest of his passengers out of harmrsquos way and drove the bus immediately to UC Medical Center in an effort to save the life of one of his regular passengers who had been shot Thank you Antonio

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION NO 2019-21

APPROVAL OF CONTRACT FOR 2020 HEALTHCARE PROGRAM

WHEREAS

1 SORTA provides contractual health insurance coverage for all employees The current healthcare contract expires December 31 2019

2 SORTArsquos insurance broker HORAN requested proposals based for Metrorsquos medical plan

of both fully insured and self-funded plans 3 SORTA staff recommends that the Board accept the proposals of Humana Inc Sun

Life and Enrollment Management Services to administer a one (1) year self-funded health care program THEREFORE BE IT RESOLVED

4 The Board hereby accepts the proposals of Humana Inc at a cost of $332663 Sun Life

at a cost of $547230 and Enrollment Management Services at a cost of $80000 and as recommended by SORTA staff to be the proposals most advantageous to SORTA price and other factors considered and awards to each a one (1) year contract for the healthcare program and authorizes and directs the CEOGeneral Manager or the CFOSecretary Treasurer to execute contracts on behalf of SORTA

MOVED BY Rod Hinton SECOND BY Heidi Black VOTE Aye Mr Cull Mr Ethridge Mr Harris Mr Hoffmeister Mr Keesee Mr McLinden

Ms Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Presentation

September 2019

ACTION ITEM- APPROVAL OF CONTRACT FOR 2020 HEALTHCARE PROGRAM

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION Approval of a resolution authorizing the Interim CEOGeneral Manager or the Interim CFOSecretary Treasurer to execute one (1) year contracts with Humana Inc Sun Life and Enrollment Management Services for the 2020 healthcare program on behalf of SORTA

FINANCIAL CONSIDERATIONS

The following 2020 Healthcare Program costs are included in the 2020 operating budget

bull Humana is a one (1) year agreement beginning January 1 2020 with a total expenditure of $332663 a decrease from $353953 in 2019

bull Sun Life is a one (1) year agreement beginning January 1 2020 with a total expenditure of $547230

bull Enrollment Management Services is a one (1) year option for continued program administration and

communication for $80000 beginning January 1 2020

BUSINESS PURPOSE

bull Ensure that SORTA continues to provide health care benefits for all eligible participants at a sustainable cost

bull Provide continued health insurance coverage to all eligible participants that meet Affordable Care Act compliance

PROCUREMENT CONSIDERATIONS

bull All solicitations were a Sole Source procurement based on recent bids over the last two years and due to the proprietary nature of the services

DMWBE CONSIDERATIONS

bull None

LEGAL CONSIDERATIONS

bull Sections 30643 of the Ohio Revised Code authorizes SORTA to enter into contracts for the provision of goods and services

bull Section 30786 of the Ohio Revised Code authorizes SORTA to competitively bid for health policies

SUBMITTED BY

Adriene Hairston Darryl Haley VP of Human Resources Interim CEOGeneral Manager

Attachments Presentation

SORTA Healthcare Program 2020

AGENDA

2

bull 2018 2019 Update bull 2018 Performance bull 2019 Projection bull EMS bull Healthcare Reserve Policy

bull 2020 Program bull Renewal Overview bull 2020 Projection bull Cost Summary bull Stop Loss Renewal bull Medical Recommendation bull Dental Recommendation bull Healthcare Calendar

bull3

4

2018 2019 Program Update

2018 Medical Plan Performance

5

bull 2018 healthcare plan ran at 89 of budget resulting in a surplus of $500000

bull $500000 equates to 5 of total healthcare budget bull 2018 continued healthcare cost initiatives to reduce and save

bull Enrollment Management Services bull Wellness Program (Biometric Screening amp Annual Physical)

6

2019 Medical Projection vs Budget

Final 2019 Medical Cost will not be available until Q3 2020

2019 Plan Performance Total Projected Costs Change from 2019

Humana - 2019 Budget $ 10999206

Humana - 2019 Projection $ 10965645

Potential Reserve $ 33561 031

Assumes $850K laser in 2019 projection

7

Enrollment Management Services Update bull EMS team works directly with members to help facilitate enrollment

in alternate insurance options bull EMS proactively offers support to members bull EMS results through July 2019

Financial Impact Implemented Enrollment

Changes Reduction in Claims $1392075 EMS Service Fee (Annual) ($80000) Net Savings to Metro $1312075 ROI on Investment 164009

8

bull Surplus funds are used to build a reserve to fund subsequent year plan expenses that exceed budget

bull The Healthcare Reserve Policy establishes this reserve fund that may be used to pay claims and other costs necessary to operate the self-insurance program

bull Industry standard policy is approximately ~16 of budgeted claims expense

Healthcare Reserve Policy

9

2020 PROGRAM

10

2020 Medical Renewal Overview

No broad marketing of program due to the following bull Keeping plans disease management programs and network

consistent bull Humanarsquos final negotiated administration decrease is 60

bull Total admin decrease of $21290 due to Humanarsquos product elimination ( Nurse Line and Wellness Coaching)

Total administration costs = $332663

11

2020 Medical Projection

Total Spend Enrollment Avg Cost Per

UnitEnrollment 2019 Budget $10999206 689 $15964 2019 Projection $10965645 685 $16008 2020 Budget $11483525 685 $16764

bull Projected medical cost increase is 44 (2020B vs 2019B) ndash 47 increase based on illustrative Stop Loss renewal and projected claims

increase ndash (31) based on volume of enrollment

bull Projected enrollment of 685 vs current enrollment of 689

12

2020 Self-funded Humana

Sun Life 2019P Humana

Sun Life 2020B Administration $353953 $332663 Specific Stop Loss $459857 $547230 Aggregate Stop Loss $32222 $33189 Claims Projection $9569613 $10570442 Laser Liability $550000 $0 ACA Fees $0 $0 TOTAL $10965645 $11483525 Change from 2019 - 47 Sun Life specific stop loss costs include Humanas $9000 carve out fee

Overall increase 2019 Projection to 2020 Budget 47 2019 Budget to 2020 Budget 44

Total Cost Summary

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

CEO Star Award Presentation Paul Grether

What a rockstar We appreciate you for the expertise in planning and building the streetcar the countless hours and tireless efforts of oversight and coordination with the City FTA ODOT SORTA staff and numerous contractors to get the system into revenue service for your leadership of the Cincinnati Bell Connector streetcar from revenue service through the transition to the City of Cincinnati

Thank you

CEO Star Award Presentation Antonio McClendon Antonio is an 8-year Bond Hill Operator who was driving the bus that was involved in the recent shooting incident Quick-thinking Antonio got the rest of his passengers out of harmrsquos way and drove the bus immediately to UC Medical Center in an effort to save the life of one of his regular passengers who had been shot Thank you Antonio

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION NO 2019-21

APPROVAL OF CONTRACT FOR 2020 HEALTHCARE PROGRAM

WHEREAS

1 SORTA provides contractual health insurance coverage for all employees The current healthcare contract expires December 31 2019

2 SORTArsquos insurance broker HORAN requested proposals based for Metrorsquos medical plan

of both fully insured and self-funded plans 3 SORTA staff recommends that the Board accept the proposals of Humana Inc Sun

Life and Enrollment Management Services to administer a one (1) year self-funded health care program THEREFORE BE IT RESOLVED

4 The Board hereby accepts the proposals of Humana Inc at a cost of $332663 Sun Life

at a cost of $547230 and Enrollment Management Services at a cost of $80000 and as recommended by SORTA staff to be the proposals most advantageous to SORTA price and other factors considered and awards to each a one (1) year contract for the healthcare program and authorizes and directs the CEOGeneral Manager or the CFOSecretary Treasurer to execute contracts on behalf of SORTA

MOVED BY Rod Hinton SECOND BY Heidi Black VOTE Aye Mr Cull Mr Ethridge Mr Harris Mr Hoffmeister Mr Keesee Mr McLinden

Ms Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Presentation

September 2019

ACTION ITEM- APPROVAL OF CONTRACT FOR 2020 HEALTHCARE PROGRAM

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION Approval of a resolution authorizing the Interim CEOGeneral Manager or the Interim CFOSecretary Treasurer to execute one (1) year contracts with Humana Inc Sun Life and Enrollment Management Services for the 2020 healthcare program on behalf of SORTA

FINANCIAL CONSIDERATIONS

The following 2020 Healthcare Program costs are included in the 2020 operating budget

bull Humana is a one (1) year agreement beginning January 1 2020 with a total expenditure of $332663 a decrease from $353953 in 2019

bull Sun Life is a one (1) year agreement beginning January 1 2020 with a total expenditure of $547230

bull Enrollment Management Services is a one (1) year option for continued program administration and

communication for $80000 beginning January 1 2020

BUSINESS PURPOSE

bull Ensure that SORTA continues to provide health care benefits for all eligible participants at a sustainable cost

bull Provide continued health insurance coverage to all eligible participants that meet Affordable Care Act compliance

PROCUREMENT CONSIDERATIONS

bull All solicitations were a Sole Source procurement based on recent bids over the last two years and due to the proprietary nature of the services

DMWBE CONSIDERATIONS

bull None

LEGAL CONSIDERATIONS

bull Sections 30643 of the Ohio Revised Code authorizes SORTA to enter into contracts for the provision of goods and services

bull Section 30786 of the Ohio Revised Code authorizes SORTA to competitively bid for health policies

SUBMITTED BY

Adriene Hairston Darryl Haley VP of Human Resources Interim CEOGeneral Manager

Attachments Presentation

SORTA Healthcare Program 2020

AGENDA

2

bull 2018 2019 Update bull 2018 Performance bull 2019 Projection bull EMS bull Healthcare Reserve Policy

bull 2020 Program bull Renewal Overview bull 2020 Projection bull Cost Summary bull Stop Loss Renewal bull Medical Recommendation bull Dental Recommendation bull Healthcare Calendar

bull3

4

2018 2019 Program Update

2018 Medical Plan Performance

5

bull 2018 healthcare plan ran at 89 of budget resulting in a surplus of $500000

bull $500000 equates to 5 of total healthcare budget bull 2018 continued healthcare cost initiatives to reduce and save

bull Enrollment Management Services bull Wellness Program (Biometric Screening amp Annual Physical)

6

2019 Medical Projection vs Budget

Final 2019 Medical Cost will not be available until Q3 2020

2019 Plan Performance Total Projected Costs Change from 2019

Humana - 2019 Budget $ 10999206

Humana - 2019 Projection $ 10965645

Potential Reserve $ 33561 031

Assumes $850K laser in 2019 projection

7

Enrollment Management Services Update bull EMS team works directly with members to help facilitate enrollment

in alternate insurance options bull EMS proactively offers support to members bull EMS results through July 2019

Financial Impact Implemented Enrollment

Changes Reduction in Claims $1392075 EMS Service Fee (Annual) ($80000) Net Savings to Metro $1312075 ROI on Investment 164009

8

bull Surplus funds are used to build a reserve to fund subsequent year plan expenses that exceed budget

bull The Healthcare Reserve Policy establishes this reserve fund that may be used to pay claims and other costs necessary to operate the self-insurance program

bull Industry standard policy is approximately ~16 of budgeted claims expense

Healthcare Reserve Policy

9

2020 PROGRAM

10

2020 Medical Renewal Overview

No broad marketing of program due to the following bull Keeping plans disease management programs and network

consistent bull Humanarsquos final negotiated administration decrease is 60

bull Total admin decrease of $21290 due to Humanarsquos product elimination ( Nurse Line and Wellness Coaching)

Total administration costs = $332663

11

2020 Medical Projection

Total Spend Enrollment Avg Cost Per

UnitEnrollment 2019 Budget $10999206 689 $15964 2019 Projection $10965645 685 $16008 2020 Budget $11483525 685 $16764

bull Projected medical cost increase is 44 (2020B vs 2019B) ndash 47 increase based on illustrative Stop Loss renewal and projected claims

increase ndash (31) based on volume of enrollment

bull Projected enrollment of 685 vs current enrollment of 689

12

2020 Self-funded Humana

Sun Life 2019P Humana

Sun Life 2020B Administration $353953 $332663 Specific Stop Loss $459857 $547230 Aggregate Stop Loss $32222 $33189 Claims Projection $9569613 $10570442 Laser Liability $550000 $0 ACA Fees $0 $0 TOTAL $10965645 $11483525 Change from 2019 - 47 Sun Life specific stop loss costs include Humanas $9000 carve out fee

Overall increase 2019 Projection to 2020 Budget 47 2019 Budget to 2020 Budget 44

Total Cost Summary

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

CEO Star Award Presentation Antonio McClendon Antonio is an 8-year Bond Hill Operator who was driving the bus that was involved in the recent shooting incident Quick-thinking Antonio got the rest of his passengers out of harmrsquos way and drove the bus immediately to UC Medical Center in an effort to save the life of one of his regular passengers who had been shot Thank you Antonio

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION NO 2019-21

APPROVAL OF CONTRACT FOR 2020 HEALTHCARE PROGRAM

WHEREAS

1 SORTA provides contractual health insurance coverage for all employees The current healthcare contract expires December 31 2019

2 SORTArsquos insurance broker HORAN requested proposals based for Metrorsquos medical plan

of both fully insured and self-funded plans 3 SORTA staff recommends that the Board accept the proposals of Humana Inc Sun

Life and Enrollment Management Services to administer a one (1) year self-funded health care program THEREFORE BE IT RESOLVED

4 The Board hereby accepts the proposals of Humana Inc at a cost of $332663 Sun Life

at a cost of $547230 and Enrollment Management Services at a cost of $80000 and as recommended by SORTA staff to be the proposals most advantageous to SORTA price and other factors considered and awards to each a one (1) year contract for the healthcare program and authorizes and directs the CEOGeneral Manager or the CFOSecretary Treasurer to execute contracts on behalf of SORTA

MOVED BY Rod Hinton SECOND BY Heidi Black VOTE Aye Mr Cull Mr Ethridge Mr Harris Mr Hoffmeister Mr Keesee Mr McLinden

Ms Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Presentation

September 2019

ACTION ITEM- APPROVAL OF CONTRACT FOR 2020 HEALTHCARE PROGRAM

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION Approval of a resolution authorizing the Interim CEOGeneral Manager or the Interim CFOSecretary Treasurer to execute one (1) year contracts with Humana Inc Sun Life and Enrollment Management Services for the 2020 healthcare program on behalf of SORTA

FINANCIAL CONSIDERATIONS

The following 2020 Healthcare Program costs are included in the 2020 operating budget

bull Humana is a one (1) year agreement beginning January 1 2020 with a total expenditure of $332663 a decrease from $353953 in 2019

bull Sun Life is a one (1) year agreement beginning January 1 2020 with a total expenditure of $547230

bull Enrollment Management Services is a one (1) year option for continued program administration and

communication for $80000 beginning January 1 2020

BUSINESS PURPOSE

bull Ensure that SORTA continues to provide health care benefits for all eligible participants at a sustainable cost

bull Provide continued health insurance coverage to all eligible participants that meet Affordable Care Act compliance

PROCUREMENT CONSIDERATIONS

bull All solicitations were a Sole Source procurement based on recent bids over the last two years and due to the proprietary nature of the services

DMWBE CONSIDERATIONS

bull None

LEGAL CONSIDERATIONS

bull Sections 30643 of the Ohio Revised Code authorizes SORTA to enter into contracts for the provision of goods and services

bull Section 30786 of the Ohio Revised Code authorizes SORTA to competitively bid for health policies

SUBMITTED BY

Adriene Hairston Darryl Haley VP of Human Resources Interim CEOGeneral Manager

Attachments Presentation

SORTA Healthcare Program 2020

AGENDA

2

bull 2018 2019 Update bull 2018 Performance bull 2019 Projection bull EMS bull Healthcare Reserve Policy

bull 2020 Program bull Renewal Overview bull 2020 Projection bull Cost Summary bull Stop Loss Renewal bull Medical Recommendation bull Dental Recommendation bull Healthcare Calendar

bull3

4

2018 2019 Program Update

2018 Medical Plan Performance

5

bull 2018 healthcare plan ran at 89 of budget resulting in a surplus of $500000

bull $500000 equates to 5 of total healthcare budget bull 2018 continued healthcare cost initiatives to reduce and save

bull Enrollment Management Services bull Wellness Program (Biometric Screening amp Annual Physical)

6

2019 Medical Projection vs Budget

Final 2019 Medical Cost will not be available until Q3 2020

2019 Plan Performance Total Projected Costs Change from 2019

Humana - 2019 Budget $ 10999206

Humana - 2019 Projection $ 10965645

Potential Reserve $ 33561 031

Assumes $850K laser in 2019 projection

7

Enrollment Management Services Update bull EMS team works directly with members to help facilitate enrollment

in alternate insurance options bull EMS proactively offers support to members bull EMS results through July 2019

Financial Impact Implemented Enrollment

Changes Reduction in Claims $1392075 EMS Service Fee (Annual) ($80000) Net Savings to Metro $1312075 ROI on Investment 164009

8

bull Surplus funds are used to build a reserve to fund subsequent year plan expenses that exceed budget

bull The Healthcare Reserve Policy establishes this reserve fund that may be used to pay claims and other costs necessary to operate the self-insurance program

bull Industry standard policy is approximately ~16 of budgeted claims expense

Healthcare Reserve Policy

9

2020 PROGRAM

10

2020 Medical Renewal Overview

No broad marketing of program due to the following bull Keeping plans disease management programs and network

consistent bull Humanarsquos final negotiated administration decrease is 60

bull Total admin decrease of $21290 due to Humanarsquos product elimination ( Nurse Line and Wellness Coaching)

Total administration costs = $332663

11

2020 Medical Projection

Total Spend Enrollment Avg Cost Per

UnitEnrollment 2019 Budget $10999206 689 $15964 2019 Projection $10965645 685 $16008 2020 Budget $11483525 685 $16764

bull Projected medical cost increase is 44 (2020B vs 2019B) ndash 47 increase based on illustrative Stop Loss renewal and projected claims

increase ndash (31) based on volume of enrollment

bull Projected enrollment of 685 vs current enrollment of 689

12

2020 Self-funded Humana

Sun Life 2019P Humana

Sun Life 2020B Administration $353953 $332663 Specific Stop Loss $459857 $547230 Aggregate Stop Loss $32222 $33189 Claims Projection $9569613 $10570442 Laser Liability $550000 $0 ACA Fees $0 $0 TOTAL $10965645 $11483525 Change from 2019 - 47 Sun Life specific stop loss costs include Humanas $9000 carve out fee

Overall increase 2019 Projection to 2020 Budget 47 2019 Budget to 2020 Budget 44

Total Cost Summary

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION NO 2019-21

APPROVAL OF CONTRACT FOR 2020 HEALTHCARE PROGRAM

WHEREAS

1 SORTA provides contractual health insurance coverage for all employees The current healthcare contract expires December 31 2019

2 SORTArsquos insurance broker HORAN requested proposals based for Metrorsquos medical plan

of both fully insured and self-funded plans 3 SORTA staff recommends that the Board accept the proposals of Humana Inc Sun

Life and Enrollment Management Services to administer a one (1) year self-funded health care program THEREFORE BE IT RESOLVED

4 The Board hereby accepts the proposals of Humana Inc at a cost of $332663 Sun Life

at a cost of $547230 and Enrollment Management Services at a cost of $80000 and as recommended by SORTA staff to be the proposals most advantageous to SORTA price and other factors considered and awards to each a one (1) year contract for the healthcare program and authorizes and directs the CEOGeneral Manager or the CFOSecretary Treasurer to execute contracts on behalf of SORTA

MOVED BY Rod Hinton SECOND BY Heidi Black VOTE Aye Mr Cull Mr Ethridge Mr Harris Mr Hoffmeister Mr Keesee Mr McLinden

Ms Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Presentation

September 2019

ACTION ITEM- APPROVAL OF CONTRACT FOR 2020 HEALTHCARE PROGRAM

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION Approval of a resolution authorizing the Interim CEOGeneral Manager or the Interim CFOSecretary Treasurer to execute one (1) year contracts with Humana Inc Sun Life and Enrollment Management Services for the 2020 healthcare program on behalf of SORTA

FINANCIAL CONSIDERATIONS

The following 2020 Healthcare Program costs are included in the 2020 operating budget

bull Humana is a one (1) year agreement beginning January 1 2020 with a total expenditure of $332663 a decrease from $353953 in 2019

bull Sun Life is a one (1) year agreement beginning January 1 2020 with a total expenditure of $547230

bull Enrollment Management Services is a one (1) year option for continued program administration and

communication for $80000 beginning January 1 2020

BUSINESS PURPOSE

bull Ensure that SORTA continues to provide health care benefits for all eligible participants at a sustainable cost

bull Provide continued health insurance coverage to all eligible participants that meet Affordable Care Act compliance

PROCUREMENT CONSIDERATIONS

bull All solicitations were a Sole Source procurement based on recent bids over the last two years and due to the proprietary nature of the services

DMWBE CONSIDERATIONS

bull None

LEGAL CONSIDERATIONS

bull Sections 30643 of the Ohio Revised Code authorizes SORTA to enter into contracts for the provision of goods and services

bull Section 30786 of the Ohio Revised Code authorizes SORTA to competitively bid for health policies

SUBMITTED BY

Adriene Hairston Darryl Haley VP of Human Resources Interim CEOGeneral Manager

Attachments Presentation

SORTA Healthcare Program 2020

AGENDA

2

bull 2018 2019 Update bull 2018 Performance bull 2019 Projection bull EMS bull Healthcare Reserve Policy

bull 2020 Program bull Renewal Overview bull 2020 Projection bull Cost Summary bull Stop Loss Renewal bull Medical Recommendation bull Dental Recommendation bull Healthcare Calendar

bull3

4

2018 2019 Program Update

2018 Medical Plan Performance

5

bull 2018 healthcare plan ran at 89 of budget resulting in a surplus of $500000

bull $500000 equates to 5 of total healthcare budget bull 2018 continued healthcare cost initiatives to reduce and save

bull Enrollment Management Services bull Wellness Program (Biometric Screening amp Annual Physical)

6

2019 Medical Projection vs Budget

Final 2019 Medical Cost will not be available until Q3 2020

2019 Plan Performance Total Projected Costs Change from 2019

Humana - 2019 Budget $ 10999206

Humana - 2019 Projection $ 10965645

Potential Reserve $ 33561 031

Assumes $850K laser in 2019 projection

7

Enrollment Management Services Update bull EMS team works directly with members to help facilitate enrollment

in alternate insurance options bull EMS proactively offers support to members bull EMS results through July 2019

Financial Impact Implemented Enrollment

Changes Reduction in Claims $1392075 EMS Service Fee (Annual) ($80000) Net Savings to Metro $1312075 ROI on Investment 164009

8

bull Surplus funds are used to build a reserve to fund subsequent year plan expenses that exceed budget

bull The Healthcare Reserve Policy establishes this reserve fund that may be used to pay claims and other costs necessary to operate the self-insurance program

bull Industry standard policy is approximately ~16 of budgeted claims expense

Healthcare Reserve Policy

9

2020 PROGRAM

10

2020 Medical Renewal Overview

No broad marketing of program due to the following bull Keeping plans disease management programs and network

consistent bull Humanarsquos final negotiated administration decrease is 60

bull Total admin decrease of $21290 due to Humanarsquos product elimination ( Nurse Line and Wellness Coaching)

Total administration costs = $332663

11

2020 Medical Projection

Total Spend Enrollment Avg Cost Per

UnitEnrollment 2019 Budget $10999206 689 $15964 2019 Projection $10965645 685 $16008 2020 Budget $11483525 685 $16764

bull Projected medical cost increase is 44 (2020B vs 2019B) ndash 47 increase based on illustrative Stop Loss renewal and projected claims

increase ndash (31) based on volume of enrollment

bull Projected enrollment of 685 vs current enrollment of 689

12

2020 Self-funded Humana

Sun Life 2019P Humana

Sun Life 2020B Administration $353953 $332663 Specific Stop Loss $459857 $547230 Aggregate Stop Loss $32222 $33189 Claims Projection $9569613 $10570442 Laser Liability $550000 $0 ACA Fees $0 $0 TOTAL $10965645 $11483525 Change from 2019 - 47 Sun Life specific stop loss costs include Humanas $9000 carve out fee

Overall increase 2019 Projection to 2020 Budget 47 2019 Budget to 2020 Budget 44

Total Cost Summary

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

September 2019

ACTION ITEM- APPROVAL OF CONTRACT FOR 2020 HEALTHCARE PROGRAM

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION Approval of a resolution authorizing the Interim CEOGeneral Manager or the Interim CFOSecretary Treasurer to execute one (1) year contracts with Humana Inc Sun Life and Enrollment Management Services for the 2020 healthcare program on behalf of SORTA

FINANCIAL CONSIDERATIONS

The following 2020 Healthcare Program costs are included in the 2020 operating budget

bull Humana is a one (1) year agreement beginning January 1 2020 with a total expenditure of $332663 a decrease from $353953 in 2019

bull Sun Life is a one (1) year agreement beginning January 1 2020 with a total expenditure of $547230

bull Enrollment Management Services is a one (1) year option for continued program administration and

communication for $80000 beginning January 1 2020

BUSINESS PURPOSE

bull Ensure that SORTA continues to provide health care benefits for all eligible participants at a sustainable cost

bull Provide continued health insurance coverage to all eligible participants that meet Affordable Care Act compliance

PROCUREMENT CONSIDERATIONS

bull All solicitations were a Sole Source procurement based on recent bids over the last two years and due to the proprietary nature of the services

DMWBE CONSIDERATIONS

bull None

LEGAL CONSIDERATIONS

bull Sections 30643 of the Ohio Revised Code authorizes SORTA to enter into contracts for the provision of goods and services

bull Section 30786 of the Ohio Revised Code authorizes SORTA to competitively bid for health policies

SUBMITTED BY

Adriene Hairston Darryl Haley VP of Human Resources Interim CEOGeneral Manager

Attachments Presentation

SORTA Healthcare Program 2020

AGENDA

2

bull 2018 2019 Update bull 2018 Performance bull 2019 Projection bull EMS bull Healthcare Reserve Policy

bull 2020 Program bull Renewal Overview bull 2020 Projection bull Cost Summary bull Stop Loss Renewal bull Medical Recommendation bull Dental Recommendation bull Healthcare Calendar

bull3

4

2018 2019 Program Update

2018 Medical Plan Performance

5

bull 2018 healthcare plan ran at 89 of budget resulting in a surplus of $500000

bull $500000 equates to 5 of total healthcare budget bull 2018 continued healthcare cost initiatives to reduce and save

bull Enrollment Management Services bull Wellness Program (Biometric Screening amp Annual Physical)

6

2019 Medical Projection vs Budget

Final 2019 Medical Cost will not be available until Q3 2020

2019 Plan Performance Total Projected Costs Change from 2019

Humana - 2019 Budget $ 10999206

Humana - 2019 Projection $ 10965645

Potential Reserve $ 33561 031

Assumes $850K laser in 2019 projection

7

Enrollment Management Services Update bull EMS team works directly with members to help facilitate enrollment

in alternate insurance options bull EMS proactively offers support to members bull EMS results through July 2019

Financial Impact Implemented Enrollment

Changes Reduction in Claims $1392075 EMS Service Fee (Annual) ($80000) Net Savings to Metro $1312075 ROI on Investment 164009

8

bull Surplus funds are used to build a reserve to fund subsequent year plan expenses that exceed budget

bull The Healthcare Reserve Policy establishes this reserve fund that may be used to pay claims and other costs necessary to operate the self-insurance program

bull Industry standard policy is approximately ~16 of budgeted claims expense

Healthcare Reserve Policy

9

2020 PROGRAM

10

2020 Medical Renewal Overview

No broad marketing of program due to the following bull Keeping plans disease management programs and network

consistent bull Humanarsquos final negotiated administration decrease is 60

bull Total admin decrease of $21290 due to Humanarsquos product elimination ( Nurse Line and Wellness Coaching)

Total administration costs = $332663

11

2020 Medical Projection

Total Spend Enrollment Avg Cost Per

UnitEnrollment 2019 Budget $10999206 689 $15964 2019 Projection $10965645 685 $16008 2020 Budget $11483525 685 $16764

bull Projected medical cost increase is 44 (2020B vs 2019B) ndash 47 increase based on illustrative Stop Loss renewal and projected claims

increase ndash (31) based on volume of enrollment

bull Projected enrollment of 685 vs current enrollment of 689

12

2020 Self-funded Humana

Sun Life 2019P Humana

Sun Life 2020B Administration $353953 $332663 Specific Stop Loss $459857 $547230 Aggregate Stop Loss $32222 $33189 Claims Projection $9569613 $10570442 Laser Liability $550000 $0 ACA Fees $0 $0 TOTAL $10965645 $11483525 Change from 2019 - 47 Sun Life specific stop loss costs include Humanas $9000 carve out fee

Overall increase 2019 Projection to 2020 Budget 47 2019 Budget to 2020 Budget 44

Total Cost Summary

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

SORTA Healthcare Program 2020

AGENDA

2

bull 2018 2019 Update bull 2018 Performance bull 2019 Projection bull EMS bull Healthcare Reserve Policy

bull 2020 Program bull Renewal Overview bull 2020 Projection bull Cost Summary bull Stop Loss Renewal bull Medical Recommendation bull Dental Recommendation bull Healthcare Calendar

bull3

4

2018 2019 Program Update

2018 Medical Plan Performance

5

bull 2018 healthcare plan ran at 89 of budget resulting in a surplus of $500000

bull $500000 equates to 5 of total healthcare budget bull 2018 continued healthcare cost initiatives to reduce and save

bull Enrollment Management Services bull Wellness Program (Biometric Screening amp Annual Physical)

6

2019 Medical Projection vs Budget

Final 2019 Medical Cost will not be available until Q3 2020

2019 Plan Performance Total Projected Costs Change from 2019

Humana - 2019 Budget $ 10999206

Humana - 2019 Projection $ 10965645

Potential Reserve $ 33561 031

Assumes $850K laser in 2019 projection

7

Enrollment Management Services Update bull EMS team works directly with members to help facilitate enrollment

in alternate insurance options bull EMS proactively offers support to members bull EMS results through July 2019

Financial Impact Implemented Enrollment

Changes Reduction in Claims $1392075 EMS Service Fee (Annual) ($80000) Net Savings to Metro $1312075 ROI on Investment 164009

8

bull Surplus funds are used to build a reserve to fund subsequent year plan expenses that exceed budget

bull The Healthcare Reserve Policy establishes this reserve fund that may be used to pay claims and other costs necessary to operate the self-insurance program

bull Industry standard policy is approximately ~16 of budgeted claims expense

Healthcare Reserve Policy

9

2020 PROGRAM

10

2020 Medical Renewal Overview

No broad marketing of program due to the following bull Keeping plans disease management programs and network

consistent bull Humanarsquos final negotiated administration decrease is 60

bull Total admin decrease of $21290 due to Humanarsquos product elimination ( Nurse Line and Wellness Coaching)

Total administration costs = $332663

11

2020 Medical Projection

Total Spend Enrollment Avg Cost Per

UnitEnrollment 2019 Budget $10999206 689 $15964 2019 Projection $10965645 685 $16008 2020 Budget $11483525 685 $16764

bull Projected medical cost increase is 44 (2020B vs 2019B) ndash 47 increase based on illustrative Stop Loss renewal and projected claims

increase ndash (31) based on volume of enrollment

bull Projected enrollment of 685 vs current enrollment of 689

12

2020 Self-funded Humana

Sun Life 2019P Humana

Sun Life 2020B Administration $353953 $332663 Specific Stop Loss $459857 $547230 Aggregate Stop Loss $32222 $33189 Claims Projection $9569613 $10570442 Laser Liability $550000 $0 ACA Fees $0 $0 TOTAL $10965645 $11483525 Change from 2019 - 47 Sun Life specific stop loss costs include Humanas $9000 carve out fee

Overall increase 2019 Projection to 2020 Budget 47 2019 Budget to 2020 Budget 44

Total Cost Summary

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

AGENDA

2

bull 2018 2019 Update bull 2018 Performance bull 2019 Projection bull EMS bull Healthcare Reserve Policy

bull 2020 Program bull Renewal Overview bull 2020 Projection bull Cost Summary bull Stop Loss Renewal bull Medical Recommendation bull Dental Recommendation bull Healthcare Calendar

bull3

4

2018 2019 Program Update

2018 Medical Plan Performance

5

bull 2018 healthcare plan ran at 89 of budget resulting in a surplus of $500000

bull $500000 equates to 5 of total healthcare budget bull 2018 continued healthcare cost initiatives to reduce and save

bull Enrollment Management Services bull Wellness Program (Biometric Screening amp Annual Physical)

6

2019 Medical Projection vs Budget

Final 2019 Medical Cost will not be available until Q3 2020

2019 Plan Performance Total Projected Costs Change from 2019

Humana - 2019 Budget $ 10999206

Humana - 2019 Projection $ 10965645

Potential Reserve $ 33561 031

Assumes $850K laser in 2019 projection

7

Enrollment Management Services Update bull EMS team works directly with members to help facilitate enrollment

in alternate insurance options bull EMS proactively offers support to members bull EMS results through July 2019

Financial Impact Implemented Enrollment

Changes Reduction in Claims $1392075 EMS Service Fee (Annual) ($80000) Net Savings to Metro $1312075 ROI on Investment 164009

8

bull Surplus funds are used to build a reserve to fund subsequent year plan expenses that exceed budget

bull The Healthcare Reserve Policy establishes this reserve fund that may be used to pay claims and other costs necessary to operate the self-insurance program

bull Industry standard policy is approximately ~16 of budgeted claims expense

Healthcare Reserve Policy

9

2020 PROGRAM

10

2020 Medical Renewal Overview

No broad marketing of program due to the following bull Keeping plans disease management programs and network

consistent bull Humanarsquos final negotiated administration decrease is 60

bull Total admin decrease of $21290 due to Humanarsquos product elimination ( Nurse Line and Wellness Coaching)

Total administration costs = $332663

11

2020 Medical Projection

Total Spend Enrollment Avg Cost Per

UnitEnrollment 2019 Budget $10999206 689 $15964 2019 Projection $10965645 685 $16008 2020 Budget $11483525 685 $16764

bull Projected medical cost increase is 44 (2020B vs 2019B) ndash 47 increase based on illustrative Stop Loss renewal and projected claims

increase ndash (31) based on volume of enrollment

bull Projected enrollment of 685 vs current enrollment of 689

12

2020 Self-funded Humana

Sun Life 2019P Humana

Sun Life 2020B Administration $353953 $332663 Specific Stop Loss $459857 $547230 Aggregate Stop Loss $32222 $33189 Claims Projection $9569613 $10570442 Laser Liability $550000 $0 ACA Fees $0 $0 TOTAL $10965645 $11483525 Change from 2019 - 47 Sun Life specific stop loss costs include Humanas $9000 carve out fee

Overall increase 2019 Projection to 2020 Budget 47 2019 Budget to 2020 Budget 44

Total Cost Summary

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

bull3

4

2018 2019 Program Update

2018 Medical Plan Performance

5

bull 2018 healthcare plan ran at 89 of budget resulting in a surplus of $500000

bull $500000 equates to 5 of total healthcare budget bull 2018 continued healthcare cost initiatives to reduce and save

bull Enrollment Management Services bull Wellness Program (Biometric Screening amp Annual Physical)

6

2019 Medical Projection vs Budget

Final 2019 Medical Cost will not be available until Q3 2020

2019 Plan Performance Total Projected Costs Change from 2019

Humana - 2019 Budget $ 10999206

Humana - 2019 Projection $ 10965645

Potential Reserve $ 33561 031

Assumes $850K laser in 2019 projection

7

Enrollment Management Services Update bull EMS team works directly with members to help facilitate enrollment

in alternate insurance options bull EMS proactively offers support to members bull EMS results through July 2019

Financial Impact Implemented Enrollment

Changes Reduction in Claims $1392075 EMS Service Fee (Annual) ($80000) Net Savings to Metro $1312075 ROI on Investment 164009

8

bull Surplus funds are used to build a reserve to fund subsequent year plan expenses that exceed budget

bull The Healthcare Reserve Policy establishes this reserve fund that may be used to pay claims and other costs necessary to operate the self-insurance program

bull Industry standard policy is approximately ~16 of budgeted claims expense

Healthcare Reserve Policy

9

2020 PROGRAM

10

2020 Medical Renewal Overview

No broad marketing of program due to the following bull Keeping plans disease management programs and network

consistent bull Humanarsquos final negotiated administration decrease is 60

bull Total admin decrease of $21290 due to Humanarsquos product elimination ( Nurse Line and Wellness Coaching)

Total administration costs = $332663

11

2020 Medical Projection

Total Spend Enrollment Avg Cost Per

UnitEnrollment 2019 Budget $10999206 689 $15964 2019 Projection $10965645 685 $16008 2020 Budget $11483525 685 $16764

bull Projected medical cost increase is 44 (2020B vs 2019B) ndash 47 increase based on illustrative Stop Loss renewal and projected claims

increase ndash (31) based on volume of enrollment

bull Projected enrollment of 685 vs current enrollment of 689

12

2020 Self-funded Humana

Sun Life 2019P Humana

Sun Life 2020B Administration $353953 $332663 Specific Stop Loss $459857 $547230 Aggregate Stop Loss $32222 $33189 Claims Projection $9569613 $10570442 Laser Liability $550000 $0 ACA Fees $0 $0 TOTAL $10965645 $11483525 Change from 2019 - 47 Sun Life specific stop loss costs include Humanas $9000 carve out fee

Overall increase 2019 Projection to 2020 Budget 47 2019 Budget to 2020 Budget 44

Total Cost Summary

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

4

2018 2019 Program Update

2018 Medical Plan Performance

5

bull 2018 healthcare plan ran at 89 of budget resulting in a surplus of $500000

bull $500000 equates to 5 of total healthcare budget bull 2018 continued healthcare cost initiatives to reduce and save

bull Enrollment Management Services bull Wellness Program (Biometric Screening amp Annual Physical)

6

2019 Medical Projection vs Budget

Final 2019 Medical Cost will not be available until Q3 2020

2019 Plan Performance Total Projected Costs Change from 2019

Humana - 2019 Budget $ 10999206

Humana - 2019 Projection $ 10965645

Potential Reserve $ 33561 031

Assumes $850K laser in 2019 projection

7

Enrollment Management Services Update bull EMS team works directly with members to help facilitate enrollment

in alternate insurance options bull EMS proactively offers support to members bull EMS results through July 2019

Financial Impact Implemented Enrollment

Changes Reduction in Claims $1392075 EMS Service Fee (Annual) ($80000) Net Savings to Metro $1312075 ROI on Investment 164009

8

bull Surplus funds are used to build a reserve to fund subsequent year plan expenses that exceed budget

bull The Healthcare Reserve Policy establishes this reserve fund that may be used to pay claims and other costs necessary to operate the self-insurance program

bull Industry standard policy is approximately ~16 of budgeted claims expense

Healthcare Reserve Policy

9

2020 PROGRAM

10

2020 Medical Renewal Overview

No broad marketing of program due to the following bull Keeping plans disease management programs and network

consistent bull Humanarsquos final negotiated administration decrease is 60

bull Total admin decrease of $21290 due to Humanarsquos product elimination ( Nurse Line and Wellness Coaching)

Total administration costs = $332663

11

2020 Medical Projection

Total Spend Enrollment Avg Cost Per

UnitEnrollment 2019 Budget $10999206 689 $15964 2019 Projection $10965645 685 $16008 2020 Budget $11483525 685 $16764

bull Projected medical cost increase is 44 (2020B vs 2019B) ndash 47 increase based on illustrative Stop Loss renewal and projected claims

increase ndash (31) based on volume of enrollment

bull Projected enrollment of 685 vs current enrollment of 689

12

2020 Self-funded Humana

Sun Life 2019P Humana

Sun Life 2020B Administration $353953 $332663 Specific Stop Loss $459857 $547230 Aggregate Stop Loss $32222 $33189 Claims Projection $9569613 $10570442 Laser Liability $550000 $0 ACA Fees $0 $0 TOTAL $10965645 $11483525 Change from 2019 - 47 Sun Life specific stop loss costs include Humanas $9000 carve out fee

Overall increase 2019 Projection to 2020 Budget 47 2019 Budget to 2020 Budget 44

Total Cost Summary

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

2018 Medical Plan Performance

5

bull 2018 healthcare plan ran at 89 of budget resulting in a surplus of $500000

bull $500000 equates to 5 of total healthcare budget bull 2018 continued healthcare cost initiatives to reduce and save

bull Enrollment Management Services bull Wellness Program (Biometric Screening amp Annual Physical)

6

2019 Medical Projection vs Budget

Final 2019 Medical Cost will not be available until Q3 2020

2019 Plan Performance Total Projected Costs Change from 2019

Humana - 2019 Budget $ 10999206

Humana - 2019 Projection $ 10965645

Potential Reserve $ 33561 031

Assumes $850K laser in 2019 projection

7

Enrollment Management Services Update bull EMS team works directly with members to help facilitate enrollment

in alternate insurance options bull EMS proactively offers support to members bull EMS results through July 2019

Financial Impact Implemented Enrollment

Changes Reduction in Claims $1392075 EMS Service Fee (Annual) ($80000) Net Savings to Metro $1312075 ROI on Investment 164009

8

bull Surplus funds are used to build a reserve to fund subsequent year plan expenses that exceed budget

bull The Healthcare Reserve Policy establishes this reserve fund that may be used to pay claims and other costs necessary to operate the self-insurance program

bull Industry standard policy is approximately ~16 of budgeted claims expense

Healthcare Reserve Policy

9

2020 PROGRAM

10

2020 Medical Renewal Overview

No broad marketing of program due to the following bull Keeping plans disease management programs and network

consistent bull Humanarsquos final negotiated administration decrease is 60

bull Total admin decrease of $21290 due to Humanarsquos product elimination ( Nurse Line and Wellness Coaching)

Total administration costs = $332663

11

2020 Medical Projection

Total Spend Enrollment Avg Cost Per

UnitEnrollment 2019 Budget $10999206 689 $15964 2019 Projection $10965645 685 $16008 2020 Budget $11483525 685 $16764

bull Projected medical cost increase is 44 (2020B vs 2019B) ndash 47 increase based on illustrative Stop Loss renewal and projected claims

increase ndash (31) based on volume of enrollment

bull Projected enrollment of 685 vs current enrollment of 689

12

2020 Self-funded Humana

Sun Life 2019P Humana

Sun Life 2020B Administration $353953 $332663 Specific Stop Loss $459857 $547230 Aggregate Stop Loss $32222 $33189 Claims Projection $9569613 $10570442 Laser Liability $550000 $0 ACA Fees $0 $0 TOTAL $10965645 $11483525 Change from 2019 - 47 Sun Life specific stop loss costs include Humanas $9000 carve out fee

Overall increase 2019 Projection to 2020 Budget 47 2019 Budget to 2020 Budget 44

Total Cost Summary

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

6

2019 Medical Projection vs Budget

Final 2019 Medical Cost will not be available until Q3 2020

2019 Plan Performance Total Projected Costs Change from 2019

Humana - 2019 Budget $ 10999206

Humana - 2019 Projection $ 10965645

Potential Reserve $ 33561 031

Assumes $850K laser in 2019 projection

7

Enrollment Management Services Update bull EMS team works directly with members to help facilitate enrollment

in alternate insurance options bull EMS proactively offers support to members bull EMS results through July 2019

Financial Impact Implemented Enrollment

Changes Reduction in Claims $1392075 EMS Service Fee (Annual) ($80000) Net Savings to Metro $1312075 ROI on Investment 164009

8

bull Surplus funds are used to build a reserve to fund subsequent year plan expenses that exceed budget

bull The Healthcare Reserve Policy establishes this reserve fund that may be used to pay claims and other costs necessary to operate the self-insurance program

bull Industry standard policy is approximately ~16 of budgeted claims expense

Healthcare Reserve Policy

9

2020 PROGRAM

10

2020 Medical Renewal Overview

No broad marketing of program due to the following bull Keeping plans disease management programs and network

consistent bull Humanarsquos final negotiated administration decrease is 60

bull Total admin decrease of $21290 due to Humanarsquos product elimination ( Nurse Line and Wellness Coaching)

Total administration costs = $332663

11

2020 Medical Projection

Total Spend Enrollment Avg Cost Per

UnitEnrollment 2019 Budget $10999206 689 $15964 2019 Projection $10965645 685 $16008 2020 Budget $11483525 685 $16764

bull Projected medical cost increase is 44 (2020B vs 2019B) ndash 47 increase based on illustrative Stop Loss renewal and projected claims

increase ndash (31) based on volume of enrollment

bull Projected enrollment of 685 vs current enrollment of 689

12

2020 Self-funded Humana

Sun Life 2019P Humana

Sun Life 2020B Administration $353953 $332663 Specific Stop Loss $459857 $547230 Aggregate Stop Loss $32222 $33189 Claims Projection $9569613 $10570442 Laser Liability $550000 $0 ACA Fees $0 $0 TOTAL $10965645 $11483525 Change from 2019 - 47 Sun Life specific stop loss costs include Humanas $9000 carve out fee

Overall increase 2019 Projection to 2020 Budget 47 2019 Budget to 2020 Budget 44

Total Cost Summary

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

7

Enrollment Management Services Update bull EMS team works directly with members to help facilitate enrollment

in alternate insurance options bull EMS proactively offers support to members bull EMS results through July 2019

Financial Impact Implemented Enrollment

Changes Reduction in Claims $1392075 EMS Service Fee (Annual) ($80000) Net Savings to Metro $1312075 ROI on Investment 164009

8

bull Surplus funds are used to build a reserve to fund subsequent year plan expenses that exceed budget

bull The Healthcare Reserve Policy establishes this reserve fund that may be used to pay claims and other costs necessary to operate the self-insurance program

bull Industry standard policy is approximately ~16 of budgeted claims expense

Healthcare Reserve Policy

9

2020 PROGRAM

10

2020 Medical Renewal Overview

No broad marketing of program due to the following bull Keeping plans disease management programs and network

consistent bull Humanarsquos final negotiated administration decrease is 60

bull Total admin decrease of $21290 due to Humanarsquos product elimination ( Nurse Line and Wellness Coaching)

Total administration costs = $332663

11

2020 Medical Projection

Total Spend Enrollment Avg Cost Per

UnitEnrollment 2019 Budget $10999206 689 $15964 2019 Projection $10965645 685 $16008 2020 Budget $11483525 685 $16764

bull Projected medical cost increase is 44 (2020B vs 2019B) ndash 47 increase based on illustrative Stop Loss renewal and projected claims

increase ndash (31) based on volume of enrollment

bull Projected enrollment of 685 vs current enrollment of 689

12

2020 Self-funded Humana

Sun Life 2019P Humana

Sun Life 2020B Administration $353953 $332663 Specific Stop Loss $459857 $547230 Aggregate Stop Loss $32222 $33189 Claims Projection $9569613 $10570442 Laser Liability $550000 $0 ACA Fees $0 $0 TOTAL $10965645 $11483525 Change from 2019 - 47 Sun Life specific stop loss costs include Humanas $9000 carve out fee

Overall increase 2019 Projection to 2020 Budget 47 2019 Budget to 2020 Budget 44

Total Cost Summary

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

8

bull Surplus funds are used to build a reserve to fund subsequent year plan expenses that exceed budget

bull The Healthcare Reserve Policy establishes this reserve fund that may be used to pay claims and other costs necessary to operate the self-insurance program

bull Industry standard policy is approximately ~16 of budgeted claims expense

Healthcare Reserve Policy

9

2020 PROGRAM

10

2020 Medical Renewal Overview

No broad marketing of program due to the following bull Keeping plans disease management programs and network

consistent bull Humanarsquos final negotiated administration decrease is 60

bull Total admin decrease of $21290 due to Humanarsquos product elimination ( Nurse Line and Wellness Coaching)

Total administration costs = $332663

11

2020 Medical Projection

Total Spend Enrollment Avg Cost Per

UnitEnrollment 2019 Budget $10999206 689 $15964 2019 Projection $10965645 685 $16008 2020 Budget $11483525 685 $16764

bull Projected medical cost increase is 44 (2020B vs 2019B) ndash 47 increase based on illustrative Stop Loss renewal and projected claims

increase ndash (31) based on volume of enrollment

bull Projected enrollment of 685 vs current enrollment of 689

12

2020 Self-funded Humana

Sun Life 2019P Humana

Sun Life 2020B Administration $353953 $332663 Specific Stop Loss $459857 $547230 Aggregate Stop Loss $32222 $33189 Claims Projection $9569613 $10570442 Laser Liability $550000 $0 ACA Fees $0 $0 TOTAL $10965645 $11483525 Change from 2019 - 47 Sun Life specific stop loss costs include Humanas $9000 carve out fee

Overall increase 2019 Projection to 2020 Budget 47 2019 Budget to 2020 Budget 44

Total Cost Summary

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

9

2020 PROGRAM

10

2020 Medical Renewal Overview

No broad marketing of program due to the following bull Keeping plans disease management programs and network

consistent bull Humanarsquos final negotiated administration decrease is 60

bull Total admin decrease of $21290 due to Humanarsquos product elimination ( Nurse Line and Wellness Coaching)

Total administration costs = $332663

11

2020 Medical Projection

Total Spend Enrollment Avg Cost Per

UnitEnrollment 2019 Budget $10999206 689 $15964 2019 Projection $10965645 685 $16008 2020 Budget $11483525 685 $16764

bull Projected medical cost increase is 44 (2020B vs 2019B) ndash 47 increase based on illustrative Stop Loss renewal and projected claims

increase ndash (31) based on volume of enrollment

bull Projected enrollment of 685 vs current enrollment of 689

12

2020 Self-funded Humana

Sun Life 2019P Humana

Sun Life 2020B Administration $353953 $332663 Specific Stop Loss $459857 $547230 Aggregate Stop Loss $32222 $33189 Claims Projection $9569613 $10570442 Laser Liability $550000 $0 ACA Fees $0 $0 TOTAL $10965645 $11483525 Change from 2019 - 47 Sun Life specific stop loss costs include Humanas $9000 carve out fee

Overall increase 2019 Projection to 2020 Budget 47 2019 Budget to 2020 Budget 44

Total Cost Summary

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

10

2020 Medical Renewal Overview

No broad marketing of program due to the following bull Keeping plans disease management programs and network

consistent bull Humanarsquos final negotiated administration decrease is 60

bull Total admin decrease of $21290 due to Humanarsquos product elimination ( Nurse Line and Wellness Coaching)

Total administration costs = $332663

11

2020 Medical Projection

Total Spend Enrollment Avg Cost Per

UnitEnrollment 2019 Budget $10999206 689 $15964 2019 Projection $10965645 685 $16008 2020 Budget $11483525 685 $16764

bull Projected medical cost increase is 44 (2020B vs 2019B) ndash 47 increase based on illustrative Stop Loss renewal and projected claims

increase ndash (31) based on volume of enrollment

bull Projected enrollment of 685 vs current enrollment of 689

12

2020 Self-funded Humana

Sun Life 2019P Humana

Sun Life 2020B Administration $353953 $332663 Specific Stop Loss $459857 $547230 Aggregate Stop Loss $32222 $33189 Claims Projection $9569613 $10570442 Laser Liability $550000 $0 ACA Fees $0 $0 TOTAL $10965645 $11483525 Change from 2019 - 47 Sun Life specific stop loss costs include Humanas $9000 carve out fee

Overall increase 2019 Projection to 2020 Budget 47 2019 Budget to 2020 Budget 44

Total Cost Summary

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

11

2020 Medical Projection

Total Spend Enrollment Avg Cost Per

UnitEnrollment 2019 Budget $10999206 689 $15964 2019 Projection $10965645 685 $16008 2020 Budget $11483525 685 $16764

bull Projected medical cost increase is 44 (2020B vs 2019B) ndash 47 increase based on illustrative Stop Loss renewal and projected claims

increase ndash (31) based on volume of enrollment

bull Projected enrollment of 685 vs current enrollment of 689

12

2020 Self-funded Humana

Sun Life 2019P Humana

Sun Life 2020B Administration $353953 $332663 Specific Stop Loss $459857 $547230 Aggregate Stop Loss $32222 $33189 Claims Projection $9569613 $10570442 Laser Liability $550000 $0 ACA Fees $0 $0 TOTAL $10965645 $11483525 Change from 2019 - 47 Sun Life specific stop loss costs include Humanas $9000 carve out fee

Overall increase 2019 Projection to 2020 Budget 47 2019 Budget to 2020 Budget 44

Total Cost Summary

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

12

2020 Self-funded Humana

Sun Life 2019P Humana

Sun Life 2020B Administration $353953 $332663 Specific Stop Loss $459857 $547230 Aggregate Stop Loss $32222 $33189 Claims Projection $9569613 $10570442 Laser Liability $550000 $0 ACA Fees $0 $0 TOTAL $10965645 $11483525 Change from 2019 - 47 Sun Life specific stop loss costs include Humanas $9000 carve out fee

Overall increase 2019 Projection to 2020 Budget 47 2019 Budget to 2020 Budget 44

Total Cost Summary

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

13

bull Sun Life 179 projected increase $88340 bull Below trend of 20 bull Reduced laser amount from $850k to $0k bull Continue offering several additional valuable benefits

bull Up to 20 premium back based on performance bull Program refunded Metro $83k for 2018 Performance bull 2019 benefit to be determined in July 2020 (~92k)

bull No new lasers at renewal bull Removal of current laser bull 50 renewal cap on 2021 renewal

Specific Stop Loss Illustrative Renewal

Laser amount is what SORTA will be responsible for prior to stop loss reimbursement Entire laser amount removed from 2020 budget projection

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

14

2020 Medical Recommendations

Based on expected costs employee impact maximum projected costs and other terms the following are recommended for approval bull Continue partnership with Humana administration and network bull Continue partnership with Sun Life stop loss

Total Medical Program Costs Increase to

2019 Budget Increase to 2019 Proj

Humana Sun Life - 2019 Budget $10999206 NA Humana Sun Life - 2019 Projected $10965645 -3 Humana Sun Life - 2020 $11483525 44 47

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

15

bull Two plans through DCP with one including Orthodontia coverage ndash Greater access to dentists through DCP BVN narrow network

bull Decreased costs for both DCP plans vs 2019 budget due to increased enrollment

Dental Program Costs Final

Projected Costs 2019 Budget 2019 Projection DCP Self-funded Dual Option - 2020 $341317 -12 -31

2020 Dental Coverage and Recommendations

Based on cost and benefits recommend renewal of existing DCP plans

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

16

September 17th Board approval of 2020 program October 20th ndash November 1st Biometric Screenings scheduled October 20th ndash November 1st Open Enrollment period (passive open enrollment) December 2nd Physician Health Assessments due (annual preventive physicals deadline) January 1 2020 Program begins

Healthcare Calendar

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

17

Thank You

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

18

Appendix

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

19

Note Does not include nicotine surcharge of $25mo which will further lower SORTArsquos costs

MetroSORTAContribution Scenario 1 - Maintaining current EmployeeEmployer SplitJanuary 1 2020 Renewal

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 31 $68457 $6721 10 $71690 $7038 10 $317 47Family 38 $190005 $18655 10 $198978 $19536 10 $881 47

HDHP - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $110069 $115267 $5198 47Employer Cost $1011014 $1058761 $47747 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 101 $68125 $6689 10 $71342 $7005 10 $316 47Family 165 $189083 $18565 10 $198013 $19442 10 $877 47

PPO - Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $448658 $469847 $21189 47Employer Cost $4120861 $4315479 $194618 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 36 $68457 $11427 17 $71690 $11967 17 $540 47Family 26 $190005 $31714 17 $198978 $33212 17 $1498 47

HDHP - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $148312 $155317 $7004 47Employer Cost $740238 $775197 $34959 47

Tier Enrollment Current Total Rate EE Rate ($) EE Rate () Renewal Total Rate EE Rate ($) EE Rate () EE Rate $ ∆ EE Rate ∆Single 148 $68125 $11370 17 $71342 $11907 17 $537 47Family 140 $189083 $31559 17 $198013 $33049 17 $1490 47

PPO - Non-Wellness Cost Summary Current Renewal $ Change ChangeEmployee Cost $732122 $766699 $34576 47Employer Cost $3654372 $3826959 $172587 47

HDHP - WellnessCurrent January 1 2020 Renewal

PPO - WellnessCurrent January 1 2020 Renewal

HDHP - Non-WellnessCurrent January 1 2020 Renewal

PPO - Non-WellnessCurrent January 1 2020 Renewal

Contributions

ampG

ampP

Sheet1

image1jpeg

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

MetroSORTA																101		040562249		148			059437751		249			31		04492753623		38		05507246377			69
Contribution Scenario 1 - Maintaining current EmployeeEmployer Split																163		05397350993		139			04602649007		302			40		05882352941		28		04117647059			68
January 1 2020 Renewal
												Strategy		Same as Today
																				2 Plans
HDHP - Wellness
Current							January 1 2020 Renewal							Same as Today		Same $ as Today		Defined Contribution		Same for All		Diff by Plans					1 Plan		2 Plans		3 Plans		4 Plans		5 Plans		6 Plans
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	2
Single		31		$68457		$6721		10			$71690		$7038		10		$317		47			10		$61736		$40000		200		200		04492753623				$391180		$71690		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		3
Employee + Spouse													0		$000		$60000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		4
Employee + Child(ren)													0		$000		$50000		200		200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		5
Family		38		$190005		$18655		10			$198978		$19536		10		$881		47			10		$171350		$80000		200		200		05882352941				$1085734		$198978		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		6
																										7
HDHP - Wellness Cost Summary		Current		Renewal		$ Change		Change																							8
Employee Cost		$110069		$115267		$5198		47																							9
Employer Cost		$1011014		$1058761		$47747		47																							10
																										11
PPO - Wellness																											12
Current							January 1 2020 Renewal																					13
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	14
Single		101		$68125		$6689		10			$71342		$7005		10		$316		47			10		$61436				200		040562249				$000		$71342		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		15
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		16
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		17
Family		165		$189083		$18565		10			$198013		$19442		10		$877		47			10		$170518				200		05397350993				$000		$198013		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		18
																										19
PPO - Wellness Cost Summary		Current		Renewal		$ Change		Change																							20
Employee Cost		$448658		$469847		$21189		47																							21
Employer Cost		$4120861		$4315479		$194618		47																							22
																										23
HDHP - Non-Wellness																											24
Current							January 1 2020 Renewal																					25
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	26
Single		36		$68457		$11427		17			$71690		$11967		17		$540		47			17		$57030				200		05507246377				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		27
Employee + Spouse													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		28
Employee + Child(ren)													0		$000				200					$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		29
Family		26		$190005		$31714		17			$198978		$33212		17		$1498		47			17		$158291				200		04117647059				$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		ERRORDIV0		30
																										31
HDHP - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							32
Employee Cost		$148312		$155317		$7004		47																							33
Employer Cost		$740238		$775197		$34959		47																							34
																										35
PPO - Non-Wellness																											36
Current							January 1 2020 Renewal																					37
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	38
Single		148		$68125		$11370		17			$71342		$11907		17		$537		47			17		$56755				200		059437751				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		39
Employee + Spouse													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		40
Employee + Child(ren)													0		$000				200					$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		41
Family		140		$189083		$31559		17			$198013		$33049		17		$1490		47			17		$157524				200		04602649007				$000		$000		$000		ERRORDIV0		ERRORDIV0		ERRORDIV0		42
																										43
PPO - Non-Wellness Cost Summary		Current		Renewal		$ Change		Change																							44
Employee Cost		$732122		$766699		$34576		47																							45
Employer Cost		$3654372		$3826959		$172587		47																							46
																										47
TRADITIONAL																											48
Current							January 1 2020 Renewal																					49
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	50
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		51
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		52
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		53
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		ERRORDIV0		ERRORDIV0		54
																										55
TRADITIONAL Cost Summary		Current		Renewal		$ Change		Change																							56
Employee Cost		$0		$0		$0		ERRORDIV0																							57
Employer Cost		$0		$0		$0		ERRORDIV0																							58
																										59
TRADITIONAL 2																											60
Current							January 1 2020 Renewal																					61
Tier		Enrollment		Current Total Rate		EE Rate ($)		EE Rate ()			Renewal Total Rate		EE Rate ($)		EE Rate ()		EE Rate $ ∆		EE Rate ∆																	62
Single		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		63
Employee + Spouse		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		64
Employee + Child(ren)		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		65
Family		0		$000		$000		ERRORDIV0			$000		$000		ERRORDIV0		$000		ERRORDIV0			ERRORDIV0		$000				200					$000		$000		$000		$000		$000		ERRORDIV0		66
TRADITIONAL 2 Cost Summary		Current		Renewal		$ Change		Change
Employee Cost		$0		$0		$0		ERRORDIV0
Employer Cost		$0		$0		$0		ERRORDIV0
Total Cost Summary
	Current		Renewal		$ Change		Change
Employee Cost		$1439161		$1507129		$67968		47
Employer Cost		$9526484		$9976395		$449911		47
Employer HSA Cost		$139636		$139636		$0		00
Employer HRA Cost		$406920		$406920		$0		00
Opt-Out Costs		$500698		$500698		$0		00
Hardship		$7700		$7700		$0		00
EMS		$90000		$90000		$0		00
Biometric Screening		$135180		$135180		$0		00
Tobacco Screening		$22530		$22530		$0		00
Total Employer Cost		$10829148		$11279059		$449911		42
NOTES
1 WellnessNon-Wellness counts based on allocation provided by MetroSORTA in 2019 monthly reporting
2 HSA HRA Opt-out Costs Hardship EMS Biometric screening and Tobacco costs based on 2019 Budget figures provided by MetroSORTA
							HSA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000
							HRA Calc
							Enrollment		Current Annual Contr		Renewal Annual Contr
						Single
						Employee + Spouse
						Employee + Child(ren)
						Family
								$000		$000

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-22

APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING WHEREAS

1 Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTA for the cleanliness of the Government Square facility and the bus stops and shelters in downtown Cincinnatirsquos Central Business District (CBD)

2 DCI is a non-profit agency funded by the Downtown Cincinnati Improvement

District (DCID) a quasi-government entity leading a revitalization team that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Intergovernmental agreements are excluded from competition under Ohio law

3 SORTA staff recommends the Board approve an eighteen (18) month contract with two (2) one year options with DCI for the cleaning of the Government Square facility and all bus stops and shelters in downtown Cincinnatirsquos CBD at a total cost not to exceed $623606 THEREFORE BE IT RESOLVED

4 The Board hereby approves the award of an eighteen (18) month contract with two (2) one year options as recommended by SORTArsquos staff to Downtown Cincinnati Incorporated (DCI) at a total cost not to exceed $623606

5 The Interim CEOGeneral Manager Secretary Treasurer Interim COO or the

Interim CFO shall execute the above mentioned agreement on behalf of SORTA 6

MOVED BY Robert Harris SECOND BY Gwen Robinson VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Miller and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Procurement Summary

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

September 2019

ACTION ITEM- APPROVAL OF GOVERNMENT SQUARE AND CINCINNATI BUSINESS DISTRICT BUS STOP AND SHELTER CLEANING CONTRACT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence

RECOMMENDATION Approval a of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute an eighteen (18) month contract with two (2) one year options with Downtown Cincinnati Incorporated on behalf of SORTA at a cost not to exceed $623606

FINANCIAL CONSIDERATIONS

bull This is an eighteen (18) month contract with two (2) one year options with a total expenditure of $623606 beginning July 1 2019 ending December 31 2022

bull This agreement replaces a prior six (6) month agreement from January 1 2019- June 30 2019 at a total cost of $86853 and one year contract which totaled $149496 for 2018 year

bull In order to maintain cleanliness and safety standards gum and snow removal services were added resulting in overall increase of approximately 3 from the previous contract

bull This expenditure will be funded with 100 local operating funds

BUSINESS PURPOSE

bull Government Square is the main transit hub in Cincinnati SORTA needs to ensure this facility is maintained clean and safe for a pleasant more appealing transit experience for patrons

bull Since 1996 Downtown Cincinnati Incorporated (DCI) who recently merged with 3CDC has been under contract with SORTAMetro for the janitorial cleanliness of the government square facility bus stops and shelters in Cincinnatirsquos downtown Business District (CBD) DCI is a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) a quasi-government entity that is dedicated to the revitalization of our downtown business district for a cleaner safer and more vibrant downtown experience

bull DCI provides Ambassadors dedicated to the cleanliness at Government Square and to the 39 bus stops and shelters within the CBD The schedule keeps an Ambassador available at Government Square and the surrounding shelters from 600 am to 1000 pm Monday - Saturday DCI will also provide 6 high pressure washings of Government Square and Shelters A-H

PROCUREMENT CONSIDERATIONS

Attachments Procurement Summary

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

bull This is a Sole Source purchase

bull This is a contract for eighteen (18) months with two (2) one (1) year options

bull The contract procurement summary is attached

DMWBE CONSIDERATIONS

bull Downtown Cincinnati Incorporated is a quasi-government non-profit entity

bull No DBEWBE considerations were made on this contract

LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

Procurement Summary Report Intergovernmental Agreement

Contract No 60-2019

Contract Information

A Description Cleaning of bus stops and shelters for Government Square and downtown Central Business District

B Contractor Downtown Cincinnati Inc (DCI)

C Contract Amount Not to exceed $623606 (includes 2 one-year options)

D Determination of Price Reasonableness A business relationship between DCI and Metro has been in place for twenty-three years and because of that relationship DCI is committed to providing Metro with the most cost effective services The previous contract was for a term of six months This contract is for eighteen months and two one-year options (42 mos) Adding gum removal services (on an as needed basis) resulted in an overall increase of approximately 3

E Contract Type Firm Fixed Price

F Performance Period July 1 2019 ndash December 31 2020 (Eighteen Months)

G Options Available Two (2) One-year options

H Funding Source Local operating funds

I Type of Procurement Sole Source

Recommendation for Award

Downtown Cincinnati Inc has merged with 3CDC 3CDC is also a non-profit agency funded by the Downtown Cincinnati Improvement District (DCID) that is dedicated to a cleaner safer friendlier and more vibrant downtown experience Downtown Cincinnati Inc is determined to have submitted pricing acceptable to SORTA cost and all other factors considered it has the capacity to perform this contract in all respects and is recommended for award

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

Concur _____________________________________ Date 962019 Project Manager Prepared by _________________________________ Date 962019 BuyerPurchasing Agent Reviewed and Approved _______________________ Date 962019 Director of Procurement

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

BOARD OF TRUSTEES

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY MOTION

ACCESS OPERATIONS TRANSITION PLAN

I move that the SORTA Board of Trustees approve the proposed Access Operations transition plan and authorize Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

MOVED BY Kreg Keesee SECOND BY Robert Harris VOTE Aye Ms Black Mr Cull Mr Hinton Mr Hoffmeister Mr McLinden Ms Miller Ms

Robinson and Ms Wyenandt Nay

Abstain

Blake Ethridge

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Transition Project Plan

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

September 2019

ACTION ITEM- ACCESS TRANSITION PLAN

STRATEGIC PLAN GOAL OBJECTIVE

bull Reinventing Metro RECOMMENDATION Approval of a motion authorizing Interim CEO Secretary-Treasurer Interim COO or the Interim CFO to take all necessary steps to terminate the current contract with MV Transportation effective January 1 2020 and to begin providing Access paratransit services with Metro employees by January 1 2020

FINANCIAL CONSIDERATIONS

bull Based upon budgetary forecasting this plan is operationally cost neutral in comparison to the current agreement with MV Transportation

bull The plan includes one-time only transition costs estimated at $350000

BUSINESS PURPOSE

bull Access is a critical part of Hamilton Countyrsquos public transit offerings and delivered more than 230000 rides in 2018 SORTA is working toward a levy in 2020 that will dramatically expand Access service throughout the county SORTA has been evaluating operational scenarios for Access service which is currently operated by MV Transportation

bull The Reinventing Metro plan will be most efficient if SORTA has full operational control of the Access paratransit service in order to begin finding innovative ways to serve Access customers by reducing scheduling time reducing trip time reducing overall cost and improving the customer experience

bull MV Transportation employees are valued team members within the SORTA organization and most are currently members of the ATU

LEGAL CONSIDERATIONS

bull The current agreement with MV Transportation expires February 28 2020 and includes an early termination clause which allows for a January 1 2020 transition in order to coincide with the SORTA employee benefits calendar year

Attachments Transition Project Plan

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

SUBMITTED BY

John Ravasio Darryl Haley Interim COO Interim CEOGeneral Manager

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

Access update

Sept 2019

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

Access a historic change

bull Wersquore preparing to bring Access services in-house

bull Very productive and cooperative discussions with ATU ndash Reached tentative agreements on the large fiscal items

wages benefits etc

bull Developed Transition Plan for a 1120 start

bull Achieved a Cost-neutral 2020 model bull Includes management economies of scale and ATU

concessions

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

Customer Service Improvements

bull SORTA and ATU have agreed to a re-designed Customer Service experience

ndash Metro Call Center + Access Reservationists Customer Service

ndash Creates 7 daysweek Metro Customer Service

ndash Will develop additional Access Customer Service improvements

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

Additional Improvements

bull Through upgrading Trapeze (early 2020)

bull Real-time text alerts of vehicle arrival times

bull Through data analysis

bull Improve unfulfilled trips and failed trip negotiations bull Target lengthy trips to find better solutions for customers

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

2020 Comparison In-house v MV contract ($ in millions)

In-House OperationWages amp Benefits 523$ Other Operating Costs 216$

Total Cost for In House 739$

MV 2020 Estimated Cost 739$

Sheet1

Sheet2

Sheet3

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

In-House Operation
Wages amp Benefits		$ 523
Other Operating Costs		$ 216
Total Cost for In House		$ 739
MV 2020 Estimated Cost		$ 739
Increase (Decrease) In House Cost		$ - 0

Access transition process plan

Project Task Completion DateComplete employee onboarding process 10252019Set up parts inventory management process and systems 11182019Set up work process management system 11182019Complete benefits enrollment process 11232019Complete payroll set up 11292019Safety review 11292019Set up PC and user accounts for admin employees 1262019Run parallel mock payroll 12132019Go live 112020

Tasks

General

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Access Transition Implementation Team
General Timeline
Department		Project Task		Completion Date
HR		Complete employee onboarding process		102519
Maintenance		Set up parts inventory management process and systems		111819
Maintenance		Set up work process management system		111819
HR		Complete benefits enrollment process		112319
Payroll HR Maintenance Access		Complete payroll set up		112919
Safety		Safety review		112919
IT		Set up PC and user accounts for admin employees		12619
Payroll HR Maintenance Access		Run parallel mock payroll		121319
All		Go live		1120
Payroll		First paychecks issued		11720
Transit OpsDriver issues

Access Transition Implementation Team
Project Time Line Tasks
Department		Task		Start Date		Completion Date		Comments
Maintenance		Build location in Maximo			92319
Maintenance		Build Store Room location in Maximo			10719
Maintenance		Load coaches and PM into Maximo			10719
Maintenance		Create Maximo work flows			111819
Maintenance		Create Maximo start centers for individual employees			111819
Maintenance		Set up Novatime			112519
Maintenance		Maximo Novatime training			12919
HR		Employee group meetings		92219		92619
HR		Employee letters of instruction		92219
HR		Selection process - Create job descriptions
HR		Selection process - Post positions		92519		10919
HR		Onboarding - Accept applications		92619
HR		Onboarding - Issue offer letters		10219		10419
HR		Onboarding - Conduct background checks		10719		102519
HR		Onboarding - Conduct drug testing		10319		102519
HR		Benefits - Group sessions		11419			Complete benefits review
HR		Benefits - Open enrollment		111019		112319		One on one meetings
HR		Benefits - Biometrics		111019		112319		On-site
HR		FMLA - Solicit and process applications				Notification to FMLA Source
HR		FMLA - Recertify existing cases				Medical certification
HR		Short Term Disability - Solicit and process applications
HR		Short Term Disability - Recertify existing cases
Payroll		Create PR for purchase and installation of time clocks			91719
Payroll		Form Payroll committee (Maintenance IT Ops)			91719
Payroll		Discovery (document current procedures)		92319		92719
Payroll		Kick-off meeting with vendor			10119
Payroll		Accruals loaded (if carried over)			112919
Payroll		Parallel (mock timekeeping)		113019		121319
Payroll		Employee import for Paycor			121319
Payroll		Mock Payroll (gross to net comparison)			121619
Payroll		First Paycheck			11720
Safety		Safety review			112919
IT		PC and user accounts for administrative employees		112219		12619
All		Go live			1120

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

MOTION

APPROVAL REVISED VISION STATEMENT

To align with SORTArsquos Reinventing Metro Plan I move that the SORTA Board adopt the revised vision statement as followed 20 Million Rides by 2026

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr

McLinden Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments NA

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO 2019-23

APPROVAL OF NORTHSIDE TRANSIT CENTER CONSTRUCTION WHEREAS

1 SORTA staff identified an area along Blue Rock Hamilton and Spring Grove in Northside as a potential transit hub location There are currently eight (8) Metro routes that service Northside and surrounding areas

2 The Northside Transit Center was designed to improve bus stops in the areas with high

levels of passenger activity to provide a more attractive and safer environment for passengers The improvements include custom designed passenger shelters renovated sidewalks and curbs lighting signage landscaping and driver restroom

3 Bids were solicited to construct the Northside Transit Center and five (5) bids were received

4 Representatives from SORTA evaluated the bids and recommends that the Board accept the bid of Graybach LLC as the lowest bid from a responsible bidder for the construction of improvements of the Northside Transit Center at a total cost of $3728710 Staff also recommends that the Board authorize a contingency fund of $372871 bringing the total project cost to $4101581

5 Funding for this project will be a combination of federal and local funds THEREFORE BE IT RESOLVED

6 The Board hereby finds the bid of Ford Development Corporation of Cincinnati Ohio as recommended by the SORTA staff to be the lowest responsive bid from a responsible bidder and awards to it a contract for the furnishing thereof in accordance with the foregoing specifications at a total cost not to exceed $4101581

7 Either the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO shall execute the contract on behalf of SORTA

MOVED BY Kreg Keesee SECOND BY Brendon Cull VOTE Aye Ms Black Mr Ethridge Mr Harris Mr Hinton Mr Hoffmeister Mr McLinden Ms

Miller Ms Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Lease TerminationRelocation

Assistance Agreement Office Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

September 2019

ACTION ITEM- APPROVAL OF THE NORTHSIDE TRANSIT CENTER CONSTRUCTION STRATEGIC PLAN GOAL OBJECTIVE

bull Innovation bull Cultural Alignment

RECOMMENDATION

Approve a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to award a one (1) year contract to Graybach LLC for the construction of the Northside Transit Center at a total contract value up to $4101581

FINANCIAL CONSIDERATIONS

bull This is a general construction contract with the amount of $3728710 plus a 10 contingency ($372871) that will require an approved contract modification or change order to the initial contract to use bringing the total amount to $4101581

bull This project is expected to be completed by August of 2020

bull The expenditure will be funded with a combination of grants from federal and local

BUSINESS PURPOSE

bull The project is part of a larger effort by Metro to move from a traditional hub and spoke model to a system that is more flexible in connecting people to jobs throughout the region

bull This particular project supports the new model by enhancing existing transit services

to an estimated 4000 jobs retail (Business District) and Cincinnati State College

PROCUREMENT CONSIDERATIONS

bull Graybach is determined to have submitted the lowest responsive bid from a responsible bidder it has the capacity to perform this contract in all respects and is recommended for award

bull The contract Procurement Summary is attached

Attachments Action Item

Procurement Summary

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

DMWBE CONSIDERATIONS

bull This solicitation was published through Public Purchase website

bull SORTA established a 694 DBE participation goal for this contract

bull Graybach has committed to 70 DBE participation LEGAL CONSIDERATIONS

bull Section 30643 of the Ohio Revised Code authorizes SORTA to contract for the

provision of goods and services SUBMITTED BY

Khaled Shammout Darryl Haley Director of Transit Development Interim CEOGeneral Manager

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

BOARD OF TRUSTEES SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY RESOLUTION

NO 2019-24

APPROVAL OF LEASE TERMINATION AGREEMENT AND NEW OFFICE SPACE LEASE

WHEREAS

1 The SORTA lease with the Gwynne Building expires in June 2022 In March 2019 staff was notified

that the building had been sold to new owners with the intention of converting the building to residential living space 2 Staff contacted a commercial leasing agent to identify available office space in the Cincinnati

market The leasing agent identified 13 properties that met the square footage requirements 3 A request for proposals was then issued to three (3) properties that met SORTArsquos established

criteria and proposals were received from all three (3) properties After reviewing locations and proposals negotiations were conducted with the proposer deemed most advantageous to SORTA price and other factors considered

4 SORTA staff further recommends that the Board authorize staff to execute a 16 year lease with

Huntington Center Cincinnati Realty LP with terms substantially equivalent to those contained in the attached recommendation at a total estimated cost of $6723747

5 To facilitate the relocation project SORTA staff further recommends that it be authorized to execute

a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

THEREFORE BE IT RESOLVED

6 The Board hereby approves the recommendation of staff and finds the proposal of Huntington Center Cincinnati Realty LP to be the most advantageous to SORTA price and other factors considered and authorizes and directs the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a 16 year lease the terms of which will be substantially of those contained in the recommendation attached hereto

7 The Board further authorizes the Interim CEOGeneral ManagerSecretary-Treasurer Interim

COO or the Interim CFO to execute a Lease Termination and Relocation Agreement with 602 Main Street LLC valued at $417610

MOVED BY Robert Harris SECOND BY Mary Miller VOTE Aye Ms Black Mr Cull Mr Ethridge Mr Hinton Mr Hoffmeister Mr Keesee Mr McLinden Ms

Robinson and Ms Wyenandt Nay

Abstain

None

ABSENT AT THE TIME Maurice Brown and Allen Freeman APPROVED September 17 2019

Attachments Action Item

Lease Agreement

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

September 2019

ACTION ITEM- APPROVAL OF LEASE TERMINATIONRELOCATION ASSISTANCE AGREEMENT AND OFFICE LEASE AGREEMENT

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence bull Customer Focus

RECOMMENDATION

Approval of a resolution authorizing the Interim CEOGeneral ManagerSecretary-Treasurer Interim COO or the Interim CFO to execute a Lease Termination amp Relocation Assistance Agreement with 602 Main Street LLC valued at $417610 and to execute a lease agreement in substantially the form attached with Huntington Center Cincinnati Realty LP on behalf of SORTA at a cost not to exceed $6723747

FINANCIAL CONSIDERATIONS

bull The Lease Termination and Relocation Assistance Agreement will provide $417610 in funds that will be utilized to cover relocation expenses as a result of rent abatement beginning September 1 2019 This includes

o $134321 in rent abatement from September 1 2019 through April 30 2020 o $106464 lump sum payment in May 2020 for moving allowance o $176825 lump sum payment in May 2020 for rent due during the period from May 1

2020 through June 30 2021

bull The new lease agreement will begin April 1 2010 with a total expenditure of $6723747 which includes base rent of $6403569 and contingency for operating expense of $320178 (5 of lease) The average cost is estimated at $420234 per year Rent is abated for the first six (6) months of the lease

bull This expenditure will utilize operating funds

BUSINESS PURPOSE

bull In March of 2019 new ownership of the Gwynne Building notified SORTA of their intention to convert the building to residential living space Negotiations began for early termination of the current office space lease and relocation assistance in order to defray moving costs Negotiations were completed in September 2019

bull SORTA contacted a commercial leasing agent to identify available office space in the Cincinnati real estate market The leasing agent identified thirteen properties available that met the square footage requirements SORTA staff reviewed the properties based on established criteria including cost accessibility to board members and citizens attending board meetings bus service for customers and employees security services ADA requirements and proximity to other SORTA locations

Attachments Lease TerminationRelocation Assistance

Agreement Office Lease Agreement

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

bull SORTA staff and the leasing agent issued a request for proposals to the three properties that met the established criteria All three properties submitted proposals Negotiations were then conducted with all three for price lease terms and floor space Total cost for a 16-year lease at each property are as follows

o 525 Vine Street $6723747 o Building B $7337667 o Building C $8087811

bull Based upon pricing location visits and other factors staff recommends relocating the SORTA

administration offices to the fifth floor of the Huntington Bank Building located at 525 Vine Street Cincinnati Ohio 45202 The lease agreement contains the following o 16 year lease with starting rate of $1650 per square foot o Beginning in Year 3 of the lease annual rent increase is $025 per square foot o 463 square feet of storage space is included on the 19th floor at $600 per square foot with

no annual rent increase o Huntington Center Cincinnati Realty LP will pay for all design and build-out to building

design standards o SORTA will have ongoing right of first refusal for space available on the 6th floor which is

currently unoccupied o SORTA will have right of first refusal at all times for usage of a state-of-the-art common

conference room being built to our specifications with 70 person capacity for Board and Committee meetings as well as public hearings employee training sessions and quarterly organizational leadership meetings

o Anticipated move in date is April 2020

PROCUREMENT CONSIDERATIONS

bull Per Procurement Policies and Procedures lease agreements are not subject to competition and exempt from sole source justification

LEGAL CONSIDERATIONS

bull Section 30635 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services

SUBMITTED BY

Donna Adkins Darryl Haley VP and Chief of Staff Interim CEOGeneral Manager

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

September 2019

BRIEFING ITEM ndash MONTHLY FINANCIAL REPORTS ndash AS OF AUGUST 31ST 2019

STRATEGIC PLAN GOAL OBJECTIVE

bull Operational Excellence RECOMMENDATION This is a briefing item No action is required at this time

BUSINESS PURPOSE

bull As part of the monthly closing of the general ledger the Accounting Department prepares various financial reports

bull One of the key reports is the Statement of Revenues and Expenses also known as an Income Statement

bull This report gives summary information about how actual SORTA revenues and expenses in the newly closed month (as well as calendar year-to-date) compare with budgeted and prior year values

bull A separate Executive Summary is also prepared to give narrative descriptions behind

key favorable and unfavorable actual results compared with budget values

bull Attached are Monthly Financial Reports for SORTA and the Connector as of August 31st 2019

SUBMITTED BY

Michelle Jeng Interim CFOSr Vice-President Finance

Attachments Executive Summary

Financial Report

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

Monthly Financial Report

Executive Summary August 2019

SORTArsquos financial report for the month ending August 31 2019 is attached

Total Revenue of $83 million was favorable to budget by $144000 or 18

Total Expense of $86 million was unfavorable to budget by $(146000) or (17)

o Operations expense of $74 million was 893 of revenue and

o Selling General amp Administrative (SGampA) expense of $12 million was 146 of revenue

o Depreciation expense of $13 million was incurred but not included in the budgeted expense figures

Result was a net unfavorable variance before reserves and prior year surplus of $(317000) in the month of

August

Budgeted reserves of $234000 and prior year surplus of $82000 were used in the month

The final result was a net unfavorable variance of $(2000) for the month and favorable variance of $277000

year to date

Below is a summary of the most significant factors driving the results for June

Fare Revenue Favorable to budget by $6000 or 04 Metro fare revenue was favorable to budget by

$9000 and resulted in a farebox recovery ratio of 191 which was unfavorable to budget by (02)

Non-Transportation Revenue Favorable to budget by $52000 or 249 primarily due to an adjustment

to recognize deferred income from expired passes that was favorable to budget by $135000 partially offset

by unfavorable advertising revenue of $(65000)

State amp Other Subsidy Revenue Favorable to budget by $183000 or 709 primarily due to the accrued

revenue from the Ohio Assistance subsidy of $142000 and the increase to the Reimbursement of Ohio Fuel

Tax of $54000 as a result of the higher fuel tax

CPS Contract Revenue Unfavorable to budget by $(97000) or (188) due to the service reductions

implemented by CPS for the new school year

Employee Wages Wages from Operations were unfavorable to budget by $(38000) or (11) primarily

due to unfavorable operator trainee wages of $(63000) SGampA wages were favorable to budget by

$10000 or 18

Employee Benefits Benefits from Operations were favorable to budget by $31000 or 16 due to

favorable sick and vacation leave of $29000 Benefits from SGampA were favorable $8000 to budget or

33

Parts amp Supplies (Operations) Unfavorable to budget by $(42000) or (89) due to unfavorable revenue

vehicle parts of $(80000) driven primarily from the increased productivity in the main shop

Salary Headcount There were 9 open positions at the end of August

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Eight Months Ended 8312019

Prior Yr

Actual

Fixed Route Ridership (47683) (40) (104137) (12) 9006965 Access Ridership (518) (26) (3774) (24) 155562

Total Ridership (48201) (40) (107911) (12) 9162527

Farebox Recovery Ratio (1) 194

Dollars Rev Dollars Rev $ Dollars Rev Dollars Rev $ $

FaresMetro Fares (2) $ 1527 185 $ 1518 187 $ 88 06 $ 11509 171 $11246 177 $ 2624 23 $ 11914 Access Fares 80 10 83 10 (30) (37) 633 09 652 10 (191) (29) 641

Total Fares 1607 194 1601 197 57 04 12141 181 11898 187 2433 20 12555

CPS Contract Revenue 416 50 512 63 (965) (188) 4433 66 4759 75 (3263) (69) 4969Non-Transportation Revenue (3) 260 31 208 26 518 249 1658 25 1366 21 2913 213 1223

2282 276 2321 286 (390) (17) 18232 271 18023 283 2084 12 18747

Transit Fund Receipts 4054 490 4054 499 00 00 38375 571 35375 556 30000 85 38277Federal Cash Grants 1496 181 1496 184 00 00 8263 123 8263 130 00 00 7672State amp Other Subsidy Revenue (4) 442 53 259 32 1832 709 2337 35 1993 31 3433 172 1948

5992 724 5808 714 1832 32 48974 729 45631 717 33433 73 47897

8274 1000 8130 1000 1442 18 67206 1000 63654 1000 35517 56 66644

Wages 3465 419 3428 422 (375) (11) 27212 405 26858 422 (3544) (13) 26496Employee Benefits 1850 224 1880 231 305 16 15229 227 15153 238 (758) (05) 14671Fuel amp Lubricants 534 65 500 62 (334) (67) 3517 52 3462 54 (549) (16) 3847Parts amp Supplies 510 62 468 58 (419) (89) 3997 59 3720 58 (2765) (74) 3766Purchased Transportation 606 73 604 74 (16) (03) 4746 71 4755 75 93 02 4510Services 112 14 121 15 87 72 793 12 1005 16 2114 210 963Utilities 52 06 56 07 36 65 690 10 645 10 (450) (70) 599Casualty amp Liability 110 13 90 11 (204) (226) 3543 53 721 11 (28225) (3917) 1093Taxes amp Leases 119 14 69 08 (498) (722) 652 10 554 09 (984) (178) 584Other (5) 28 03 7 01 (208) (2938) 49 01 57 01 84 146 78

7386 893 7224 889 (1625) (22) 60428 899 56929 894 (34983) (61) 56607

Wages 555 67 565 70 102 18 4203 63 4270 67 663 16 4115Employee Benefits 222 27 230 28 77 33 1722 26 1815 29 927 51 1702Parts amp Supplies 45 05 34 04 (107) (312) 211 03 215 03 38 18 205Services 253 31 260 32 66 25 2039 30 2116 33 772 36 2305Utilities 23 03 15 02 (80) (527) 132 02 121 02 (108) (89) 129Taxes amp Leases 60 07 62 08 19 31 405 06 495 08 902 182 298Other (5) 47 06 55 07 85 154 439 07 343 05 (960) (280) 576

1205 146 1221 150 163 13 9151 136 9375 147 2235 24 9330

8591 1038 8445 1039 (1462) (17) 69579 1035 66304 1042 (32749) (49) 65937Use of Prior Year Reserves 234 28 234 29 00 00 1868 28 1868 29 00 00 197Use of Prior Year Surplus 82 10 82 10 00 00 782 12 782 12 00 00 0

$ (2) (00) $ - 00 $ (20) $ 277 04 $ - 00 $ 277 $ 904

Depreciation Expense $ 1313 159 $ 8153 121 $ 8896

(05)191 194 (02) 178 183

Subtotal Operating Revenue

RevenueOperating Revenue

VarianceFav(Unfav)

Profit amp Loss StatementDollars In Thousands

Current Month Year To Date

Actual BudgetVariance

Fav(Unfav)Actual Budget

8723466 8619329

Subtotal Subsidy Revenue

Subsidy Revenue

Total Cost of Operations (6)

Total Revenue

Cost of Operations

Surplus (Deficit)

Notes(1) Farebox Recovery Ratio = Metro Fares Revenue (Total Expenses less Purchased Transportation Expense and $30 M Claims Exp as a result of receipt of funds from City) Full Year Budgeted Farebox Recovery Ratio is 191(2) Metro Fare Revenue includes Regular Fares amp Passes Fare Deal and Special Program Fares(3) Non-Transportation revenues include advertising investment income parking revenue warranty recoveries amp fee SORTA receives from the City to manage the streetcar(4) Other Subsidy Revenue includes county contracts and payments from 53 Bank Duke Energy UC and Cincinnati State(5) Other includes advertising training dues and subscriptions travel and incentive fares(6) Full year 2019 Budget Operating Expense 851 of Revenue amp SGampA 149 of Revenue

Total SGampA (6)

Total Expenses

Selling General amp Administrative

1182225 1134542

8880016 8772105 1202245 1154044 156550 152776 20020 19502

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

CINCINNATI BELL CONNECTOR

MONTHLY FINANCIAL REPORT

EXECUTIVE SUMMARY

AUGUST 2019

The Cincinnati Bell Connector financial report for the month ending August 31 2019 is attached

Total Revenues were $339732 which is favorable to budget by $7182 or 2

Total Expenses were $323981 which is favorable to budget by $8569 or 3

August result is net favorable income of $15751 and a favorable variance to budget of $15751

Year to date result is net favorable income of $54605 and a favorable variance to budget of $54605

Below is a summary of the most significant factors driving results for the month

Connector Advertising Favorable $7668 or 111 for the month due to advertising contracts

exceeding budgeted expectations

Marketing Expense (Direct Cost) Favorable $7793 or 94 for the month due to expenses below

budgeted expectations

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

Southwest Ohio Regional Transit Authority

Cincinnati Bell ConnectorYear to Date Financial ReportAs of August 31 2019

Curr Mo

Actual

Curr Mo

Budget

YTD

Actual

YTD

Budget

Ridership 56402 49178 7224 15 114784 107187 7597 7

FaresRegular Fares amp Passes $32381 $32181 $200 1 $67590 $70140 -$2550 -4Charter Service 0 0 0 - 0 0 0 -

Total Fares 32381 32181 200 1 67590 70140 (2550) -4

Other RevenueCity Parking Meter Contribution (Net of City Overhead Expense and additional cost for parking enforcement) 83934 83934 0 0 167868 167868 0 0City Appropriated Surplus Parking 98835 98835 0 0 202343 202343 0 0Haile Foundation 75000 75000 0 0 150000 150000 0 0Federal Formula Funding 19514 16365 3149 19 35879 32730 3149 10Connector Advertising 14568 6900 7668 111 29611 13800 15811 115Naming Rights 15500 19335 (3835) -20 31000 38670 (7670) -20

Total Fares and Other Revenue 339732 332550 7182 2 684291 675551 8740 1

ExpensesTransdev Contract 291927 289894 (2033) -1 552832 579788 26956 5SORTA Management Fee 12739 12739 0 0 35931 35931 0 0Direct Costs 19315 29917 10602 35 40923 59832 18909 32

Total Expenses 323981 332550 8569 3 629686 675551 45865 7

NET INCOME (DEFICIT) $15751 $0 $15751 $54605 $0 $54605

Month Variance

Fav (Unfav)

YTD Variance

Fav (Unfav)

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

September 2019 In the spotlight Wersquore pleased to share that we are nearly fully staffed with Operators Thanks to successful marketing and HR recruitment efforts along with improved training we currently have 482 of our goal of 500 full-time operators with 10 more scheduled to finish training this month Wersquore also on track to have 10 part-time operators on staff shortly This is the highest operator staffing wersquove had since 2009 ldquoRiding is Believingrdquo Thatrsquos the name of our new marketing campaign designed to increase ridership by spreading awareness about the many recent Metro improvements including

bull New buses with Wi-Fi charging ports and vinyl seats bull New app with real-time information and bus tracking bull New Northside Transit Center

The campaign launched Sept 9 with animated and static digital and radio ads A robust social media print and web campaign will follow Individuals may also enter to win a $30 stored-value card on our website to see for themselves that Metro is something to believe in ndash because well ldquoRiding is Believingrdquo Therersquos an app for that Beginning Oct 23 customers will be able to use one app Transit App with EZFare to plan their trip pay their fare and track their bus in real-time Riders may also purchase fare for our regional partners TANK and BCRTA including the new $5 MetroTANK day pass There will be a launch event on Government Square on Oct 23 beginning at 630 am featuring food giveaways demos and more More event details will be shared soon RetroMetro 1986 was a good year Wersquore taking customers (almost) back in time with the new ldquoRetro Metrordquo campaign Two buses (one at each garage) will feature the retro branding from 1986 These two buses will be randomly assigned to routes throughout the system and will offer a throwback fare of only $65 (the base fare from 1985-1993) This fun social media campaign will take advantage of the current interest in transit nostalgia and generate excitement about riding the bus as customers post photos and comments about the bus using RetroMetro Focus on wellness Itrsquos that time of year again Metrorsquos open enrollment process will kick off on Oct 21 and last through Nov1 This year wersquove beefed up efforts to educate employees more about all the outstanding health and dental benefits we offer along with tips tools and resources to maximize their plans These efforts have also resulted in a significant increase in the Go365 program enrollment with 40 percent of employees enrolled ndash up from just 18 employees enrolled in 2018

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

ldquoBe Cool Donrsquot Run Hotrdquo campaign update Perhaps the ldquocoolestrdquo news of all is the success of the new on-time performance campaign ldquoBe Cool Donrsquot Run Hotrdquo aimed at better using data to keep buses on schedule

bull August was our best month since August 2017 with just 33 percent of trips ahead of schedule or ldquorunning hotrdquo by one minute or more

bull Early operations reduced to under 4 percent for three straight months (this is better than all of 2018)

bull June 2019 saw the highest on-time performance in a year and a half While there is still more work to do we took the opportunity to celebrate this accomplishment in the garages with an ice cream to thank employees for their commitment to improving service for our customers Living United being a community that shares Metro and the ATU will be teaming up again this year to raise funds during the annual employee giving campaign to benefit the organizations supported by the United Way and Community Shares The campaign kicks off on Oct1 Save the Date Look for invitations coming soon for the Northside Transit Center groundbreaking celebration on Oct 29 If you have any questions please call me at (513) 632-7690

Darryl Haley Interim CEOGeneral Manager

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373

• Board Agenda (9-19)
• • 8 Financial Reports for August 2019 (Cindy Resor)
  • 9 Metro on the Move Report (Darryl Haley)
  • New Business
  • • Board Minutes (8-19)
    • CEO Star Award-Paul Grether (9-19)
    • • Slide Number 1
      • • CEO Star Award-McClendon STAR presentation
        • • Slide Number 1
          • • 2019-21 (9-19) Approval of 2020 Healthcare Plan
            • • BOARD OF TRUSTEES
              • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                • • Action Item - Approval of 2020 Healthcare Plan (9-19)
                  • 2020 Healthcare Program (Presentation to Board)
                  • • Slide Number 1
                    • Slide Number 2
                    • Slide Number 3
                    • Slide Number 4
                    • Slide Number 5
                    • Slide Number 6
                    • Slide Number 7
                    • Slide Number 8
                    • Slide Number 9
                    • Slide Number 10
                    • Slide Number 11
                    • Slide Number 12
                    • Slide Number 13
                    • Slide Number 14
                    • Slide Number 15
                    • Slide Number 16
                    • Slide Number 17
                    • Slide Number 18
                    • Slide Number 19
                    • • 2019-22 (9-19) Approval of Government Square Cleaning
                      • • APPROVAL OF CONTRACT FOR GOVERNMENT SQUARE CLEANING
                        • • Action Item-Approval of Government Square Cleaning (8-19)
                          • Procurement Summary Report vf1
                          • • Recommendation for Award
                            • • Approval of Governement Square Cleaning Contract with DCI (9-19)
                              • Motion - Access Tranistion (9-19)
                              • Action Item- Access Transition Plan (9-19)
                              • Attach- Access Operation Tranistion Plan (9-19)
                              • • Slide Number 1
                                • Slide Number 2
                                • Slide Number 3
                                • Slide Number 4
                                • Slide Number 5
                                • Slide Number 6
                                • • Motion - Approval of Revised Vision Statement (9-19)
                                  • • BOARD OF TRUSTEES
                                    • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                      • • 2019-23 (9-19) Approval of Northside Transit Center Construction
                                        • • BOARD OF TRUSTEES
                                          • • SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY
                                            • • Action Item-Approval of Northside Transit Center Construction (9-19)
                                              • • RECOMMENDATION
                                                • FINANCIAL CONSIDERATIONS
                                                • BUSINESS PURPOSE
                                                • PROCUREMENT CONSIDERATIONS
                                                • DMWBE CONSIDERATIONS
                                                • LEGAL CONSIDERATIONS
                                                • SUBMITTED BY
                                                • • Attach- Procurement Summary -Approval of Northside Transit Center Construction(9-19)
                                                  • Approval of Northside Construction Contract (9-19)
                                                  • 2019-24 (9-19) Approval of Sale Office Lease
                                                  • • BOARD OF TRUSTEES
                                                    • • Action Item- Lease Agreement and Gwynne Early TerminationSept 2019 v3
                                                      • SORTA Offer
                                                      • Briefing Item - Financial Report (9-19)
                                                      • 0819 Executive Summary vF
                                                      • 819 Profit and Loss Statement vFF_1
                                                      • • Sheet1
                                                        • • Connector Executive Summary August 2019
                                                          • Connector Monthly Financial Report Aug 2019 v1
                                                          • Metro on the Move Report (9-19)
                                                          • 20190918155419373