(michelle jeng) (vickie hickman) (michelle jeng) packet (5-20).pdf · caprice jones, maria jones,...

The SORTA Board of Trustees may go into Executive “Closed” Session under the Ohio Open Meetings Act: Section 121.22(G)(1) To consider appointment, employment, dismissal, discipline, promotion, demotion, or compensation of a public employee…; Section 121.22(G)(2) To consider the purchase of property for public purposes….; Section 121.22(G)(3) Conferences with an attorney for the public body concerning disputes involving the public body that are the subject of pending or imminent court action; Section 121.22(G)(4) Preparing for, conducting, or reviewing negotiations or bargaining sessions with public employees…, Section 121.22(G)(5) Matters required to be kept confidential by federal law or regulations or stat statues; Section 121.22(G)(6) Details relative to the security arrangements and emergency response protocols for a public body or a public office; Section 121.22(G)(8) To consider confidential information related to the marketing plans, specific business strategy, production techniques, trade secrets…

SORTA FINANCE COMMITTEE MEETING

TUESDAY, May 12th, 2020 - 8:30 A.M.

General Items:

Call to order Pledge of Allegiance Recite Mission and Vision Statement

1. Approval of Finance Committee Minutes: April 14th, 2020

Briefing Items

2. Fuel Hedging Report: Q1 (Michelle Jeng) 3. Internal Audit: Q1 Summary (Michelle Jeng) 4. Financial Reports for April 30, 2020 (Michelle Jeng) To be presented at meeting…

Action Items 5. Investment of Funds Report as of April 2020 (Michelle Jeng) 6. Proposed Resolution: Approval To File 2021 Grant Applications (Michelle Jeng) 7. Proposed Resolution: Approval of Contract with Ascentis Corporation for Timekeeping Services SaaS Migration

(Vickie Hickman) 8. Proposed Resolution: Approval Of The Preliminary 2021 Budget And Funding Request To Balance 2021 Budget

(Michelle Jeng)

Other Items: Adjournment

The next regular meeting of the Finance Committee has been scheduled for June 9th, 2020

at 8:30 a.m.

1

FINANCE COMMITTEETUESDAY, APRIL 14TH, 2020 – 8:30 A.M.

COMMITTEE/BOARD MEMBERS PRESENT: Heidi Black, Roderick Hinton, Thaddeus Hoffmeister, Pete McLinden, Mary Miller, Gwen Robinson and Kathy Wyenandt

COMMITTEE MEMBERS ABSENT: Robert Harris

STAFF MEMBERS PRESENT: Darryl Haley, Donna Adkins, Pat Giblin, Adriene Hairston, Brandy Jones, Caprice Jones, Maria Jones, Michelle Jeng, and Shannel Satterfield

OTHERS PRESENT: Kim Schaefer (Vorys) and Joe Schmidt and Ross Patz (Clark Schafer)

1. Call to Order

Ms. Black called the meeting to order.

2. Pledge of Allegiance

The Pledge of Allegiance was recited.

3. SORTA’s Vision and Mission Statements

SORTA’s vision and mission statements were recited.

4. Approval of Minutes of February 11, 2020

Mr. Hoffmeister moved and Mr. McLinden seconded that the minutes of the February 11th meeting be approved as previously emailed.

5. Internal Audit: IT Infrastructure & Vulnerability Assessment

Mr. Schmidt and Mr. Patz from Clark Schaefer Consulting, LLC presented IT Infrastructure & Vulnerability Assessment audit report. The overall goal of the assessment was to identify vulnerabilities or weaknesses that may impact the organization’s ability to securely manage electronic data. The report also provided the results of the audit, including eight (8) observations and recommendations.

The Committee accepted the report as presented.

6. Financial Reports for March 31st, 2020

Ms. Jeng presented the March financial reports. Total revenues were $7.3 million, which is unfavorable to budget by $727,000. Total expenses were $8.1 million, which is favorable to budget by $350,000 or 4.1%. The final result was a net unfavorable variance of $377,000 for the month. Fare revenue was unfavorable to budget by $323,000. Ms. Jeng then reviewed the contributing factors to these variances.


7. Investment of Funds as March 31st, 2020

Ms. Jeng presented the report noting the yield for decreased to 1.334% for the month of March.


Page 3 of 29

2

New Business

The next regular meeting of the Finance Committee has been scheduled for Tuesday, May 12th, 2020 at 8:30 A.M.

8. Adjournment

The meeting adjourned at 9:15 A.M.

Page 4 of 29

May 2020

BRIEFING ITEM – DIESEL FUEL HEDGING REPORT – AS OF MARCH 31st, 2020

STRATEGIC PLAN GOAL / OBJECTIVE

Organizational Sustainability

RECOMMENDATION

This is a briefing item. No action is required at this time.

BUSINESS PURPOSE

SORTA spends approximately 7% of its annual budget on diesel fuel. In May 2006 by Resolution 2006-21, the SORTA Board approved an Energy Forward

Pricing Strategy (EFPS) which authorized staff to hedge SORTA’s fuel supply for up to 18 months in an effort to reduce uncertainty regarding the cost and price risk associated with purchasing diesel fuel to operate the system.

In November 2008 by Resolution 2008-62, the SORTA Board amended the EFPS to authorize hedging up to 90% for 24 months and up to 50% for 25-36 months.

SORTA's Energy Forward Pricing Strategy ("EFPS") was developed to:• Increase probability to remain within approved energy cost budget• Reduce the volatility of energy costs• Achieve a lower overall long-term fuel cost• Achieve time diversification/dollar cost averaging• Apply a dynamic strategy that balances risk and opportunity

Attached is SORTA’s Diesel Fuel Hedging Report as of March 31st, 2020.

SUBMITTED BY:

Michelle Jeng CFO/Sr. Vice-President, Finance

Attachments:Report

Page 5 of 29

Southwest Ohio Regional Transit AuthorityDiesel Fuel Hedging Report

As of March 31, 2020

Year to DateTotal Per Gallon

Fuel Purchased $1,056,416 $1.72

Hedging Gains / (Losses) (245,859) ($0.40)

Net Fuel Cost 1,302,275 $2.13

Budget 1,408,200 $2.07

Variance Favorable / (Unfavorable) $105,925 7.5%

Gallons Hedged Average Cost UnrealizedFuture Hedges: Total Percent per Gallon Gain/(Loss)

2020 1,848,000 129% $1.81 ($1,336,045)

2021 2,772,000 104% $1.71 ($1,247,534)

2022 1,050,000 40% $1.61 ($285,327)

($2,868,907)

Hedging Policy Policy Hedged Prior Qtr Hedged

0 - 24 Months 90% 110% 81%

25 - 36 Months 50% 21% 18%

Historical PerformanceFuel Realized

Purchased Gain / (Loss) Net Budget Variance2011 9,055,222 $2,597,327 6,457,895 6,180,421 (277,474)

2012 9,372,628 $1,319,310 8,053,318 8,209,351 156,033

2013 9,132,996 $372,338 8,760,658 9,210,597 449,939

2014 8,830,791 ($117,562) 8,948,353 9,345,585 397,232

2015 5,074,405 ($3,021,063) 8,095,468 8,958,919 863,451

2016 4,065,532 ($2,721,152) 6,786,684 7,162,468 375,784

2017 4,915,044 ($1,114,172) 6,029,216 6,213,987 184,771

2018 6,325,084 $845,763 5,479,321 5,229,423 (249,898)

2019 5,534,869 150,141 5,384,728 5,355,630 (29,098)

YTD 2020 1,056,416 ($245,859) 1,302,275 1,408,200 105,925

Aggregate: $63,362,987 ($1,934,930) $65,297,917 $67,274,581 $1,976,664

Diesel Fuel for Board Quarterly Format 2020 Mar 5/8/2020

Page 6 of 29

May 2020

BRIEFING ACTION – QUARTERLY INTERNAL AUDIT SUMMARY UPDATE


Operational Excellence

RECOMMENDATION


BUSINESS PURPOSE

Internal audits are conducted by Clark Schaefer on SORTA’s behalf

All findings are followed up on to assure compliance with the recommendations

A quarterly report updating the Finance Committee is attached

SUBMITTED BY:

Michelle Jeng CFO

Attachments:Report

Page 7 of 29

AUDIT REPORT FINDINGS

pg. 1

This summary is provided as an overview of both internal and external audit work performed covering the period of 2017-2020 to date that have items not completed. The intent of this report is to provide Management and Board members with an executive level review of the key findings, audit recommendations, as well as a summary of Management’s response to the findings.

The status of these findings is color coded to the following scale:

Management has communicated that the finding has been remediated.Management provided an expected date for remediation of the finding and that date has not yet arrived or has been legitimately extended due to needs of the business.Management provided an expected date for remediation of the finding and that date has passed without remediation occurring or no remediation plan currently exists.

No. Date Audit Team

Audit Finding Observation Recommendation Management Response Owner Status

1 Dec. 2017

Clark Schaefer

Human Resources

Lack of succession planning for key roles

SORTA does not have formally documented succession planning for key roles.

Establish a formal written succession plan for key roles.

HR will design and implement an annual Talent Management/ Succession Planning process for key roles by December 2018.

Adriene Hairston

May 2020 UPDATEThe Talent Management and Succession Planning process is in the design phase and will be implemented in Q4 2020.

2 Dec. 2017

Clark Schaefer

Human Resources

Bargaining unit employees do not receive key company policies

SORTA does not currently provide the administrative employee handbook to bargaining unit employees.

Provide all bargaining unit employees the administrative employee handbook and require a signed acknowledgement.

HR will create an employee handbook for bargaining unit employees by December 2018.

Adriene Hairston

May 2020 UPDATEHandbooks for both Administrative and Bargaining unit employees are in final draft and are expected to be ready for roll-out Q4 2020.

3 Nov. 2018

Clark Schaefer

Storeroom Physical Storeroom Access

Badge access to the storeroom is not limited to employees with a business purpose. At Bond Hill it was noted a lock on an interior door leading to the storeroom did not

Ensure storeroom assets are safeguarded through appropriate badge access and operating locks. Individuals without a business purpose should not be granted badge access to the storeroom. The

SORTA has engaged multiple function groups to determine appropriate policies and procedures that address facility access to high risk areas. In addition, the Inventory Manager will perform a quarterly review of reports to ensure

Mary Moning

May 2020 UPDATEAll tasks have been completed with the exception of a new request form, which is being developed and will be finalized by June 2020.

Page 8 of 29


pg. 2

remain secured if pressure as applied to the handle.

badge access process should be reviewed.

appropriate access is in place. A request form will be developed and provided to all managers to be completed during the onboarding process of new employees. All to be completed by 3/31/19.

4 April 2019

Clark Schaefer

Vendor Management

Documenting Monitoring Activities

There is no formalized documentation of monitoring activities performed by SORTA to ensure contract terms and responsibilities are being met by the vendor.

Inspections performed for monitoring activities should be tracked and documented to provide an audit trail for future use.

SORTA will develop a process to document all required contract deliverables to include changes to work scopes, quantity or quality of goods, or timeline within which deliverables are required. Development and implementation of this process by 7/31/19.

Mary Moning

May 2020 UPDATE Due to turnover within the department, development and implementation of this process has been delayed and is expected to be completed by 9/30/20.

5 April 2019

Clark Schaefer

Vendor Management

Remediation Process for Non-Compliant Vendors

There is not a consistent process for addressing vendors not in compliance with the original contract terms. These issues are handled at the Project Manager level and then escalated to the procurement department if warranted.

Introduce procedures and policies surrounding the issues process. This would allow Project Managers to have direction in handling the various types of issues arising from a lack of compliance from vendors.

SORTA will develop a policy that requires project managers to escalate issues of noncompliance to the Procurement Department for formal procurement mitigation. These procedures will include formal notification to the vendor, instructions for actions required, and consequences for failure to cure. This will be complete by 7/31/19.

Mary Moning

May 2020 UPDATE Due to turnover within the department, development and implementation of this process has been delayed and is expected to be completed by 9/30/20.

6 June 2019

Clark Schaefer

Attendance and Leave Policies

Vault Puller Attendance Policies

Vault pullers do not have an existing attendance policy.

Ensure all employees are subject to written attendance requirements. HR and Operations should jointly create policies for any group of

HR will partner with Operations to develop a Vault Puller Attendance Policy by 8/31/19.

Hairston May 2020 UPDATEHR and Ops will work to create a Vault Puller Attendance Policy for implementation no later than Q4 2020.

Page 9 of 29


pg. 3

employees not currently subject to them.

7 Jan. 2020

Clark Schaefer

Pass Sales Review

Cash Management– Sales Transactions & Refunds

Sales representatives are responsible for all sales transactions as well as customer refunds with no secondary approval process in place or a set of written procedures outlining this process.

Approvals related to customer refunds should be done by someone not performing the initial sales transaction as well as the return. The return should be clearly documented and periodically reviewed by someone outside of the sales department. A written set of policies should be reviewed and updated.

Management to include a written policy around customer refunds in the finalized operating procedures. These policies will include an ongoing log of all approved customer refunds.

Cindy Resor May 2020 UPDATE The development and implementation of this process is expected to be completed by 6/30/20.

8 Jan. 2020

Clark Schaefer

Pass Sales Review

Cash Management – Deposit Details

After reviewing the deposit details for the dates selected, there were instances when check detail was not attached to the deposit slip, but reconciled to the bank statement.

All daily deposits include the proper and necessary backup to support the full deposit amount on any given day.

Employees will spend additional time to ensure all deposit details have been copied and properly attached as daily backup. Also, SORTA staff has validated detail from the bank.

Cindy Resor May 2020 UPDATE This is complete

Page 10 of 29

May 2020

BRIEFING ITEM – MONTHLY FINANCIAL REPORTS – AS OF APRIL 30TH, 2020



RECOMMENDATION


BUSINESS PURPOSE

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

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

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.

A separate Executive Summary is also prepared to give narrative descriptions behind key favorable and unfavorable actual results compared with budget values.

Attached are Monthly Financial Reports for SORTA and the Connector as of April 30th, 2020.

SUBMITTED BY:

Michelle JengCFO/Sr. Vice-President, Finance

Attachments:Executive Summary

Financial Report

Page 11 of 29

SOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY Monthly Financial Report

Executive Summary April 2020

SORTA’s financial report for the three months ending April 30, 2020 is attached. • Total Revenue of $6.0 million was unfavorable to budget by $(2,285,000) or (27.7%).

• Total Expense of $7.5 million was favorable to budget by $1,123,000 or 13.0%;

• Deficit for the month before using prior year surplus to balance was $(1,583,000).

• Prior year surplus of $1,583,000 was used to balance the operating results in April.

• Total operating results before reserves were unfavorable $(1,162,000) or (276.0%) for the

month and unfavorable $(1,060,000) or (62.9%) year to date Below is a summary of the most significant factors driving the results for April:

• Fare Revenue: Unfavorable to budget by $(1,049,000) or (73.8%). Metro fare revenue was unfavorable to budget by $(969,000) as a result of a 59.2% fixed route regular ridership decline directly related to COVID-19. Another contributing factor was due to the free fares at the beginning of the month which were reinstated April 12. The fare box recovery ratio of 7.3%, unfavorable to budget by (11.5%), was due to the reduced fare revenue, partially offset by favorable operating expenses.

• Non-Transportation Revenue: Unfavorable to budget by $(112,000) or (70.0%) primarily due to investment income of $(34,000) and advertising income of $(67,000).

• CPS Contract Revenue: Unfavorable to budget by $(856,000) or (100%) due to school closures as of March 17th.

• Federal Subsidies: Unfavorable to budget by $(202,000) or (19.3%) as a result of the reduced miles driven on school and regular route service.

• State Subsidies: Unfavorable to budget by $(59,000) or (23.3%) due to reduced diesel fuel purchased for the month which resulted in lower reimbursement from the Ohio Fuel Tax Reimbursement. The unfavorable revenue is almost entirely offset by favorable fuel tax expense.

• Employee Wages & Benefits: Favorable to budget by $781,000 or 11.6% primarily due to favorable operator and maintenance wages.

• Fuel & Lubricants: Favorable to budget by $159,000 or 32.5% primarily due to lower

fuel cost due to reduced miles.

Page 12 of 29

Southwest Ohio Regional Transit Authority

2020 Profit & Loss Satement

4 Months Ended April 30, 2020 Month Year to Date($ In Thousands) Actual Budget Fav(Unfav) Actual Budget Fav(Unfav) Prior Year

RidershipFixed Route 376,055 920,931 (544,876) (59.2%) 2,795,144 3,383,704 (588,560) (17.4%) 3,574,193

CPS 45 254,775 (254,730) (100.0%) 512,879 815,079 (302,200) (37.1%) 811,441

Access 2,334 20,373 (18,039) (88.5%) 50,861 77,183 (26,322) (34.1%) 76,325

Total Ridership 378,434 1,196,079 (817,645) (68.4%) 3,358,884 4,275,966 (917,082) (21.4%) 4,461,959

Recovery Ratio 7.3% 18.8% (11.5%) 15.2% 17.8% (2.6%) 20.6%

RevenueMetro Fares 367$ 1,336$ (969)$ (72.5%) 3,994$ 4,943$ (949)$ (19.2%) 5,549$

Access Fares 5 85 (80) (94.1%) 203 322 (119) (37.0%) 317

Total Fares 372 1,421 (1,049) (73.8%) 4,197 5,265 (1,068) (20.3%) 5,866

CPS Contract - 856 (856) (100.0%) 1,910 2,957 (1,047) (35.4%) 3,419

Other Contract Revenue 159 166 (7) (4.2%) 651 666 (15) (2.3%) 730

Non Transportation 48 160 (112) (70.0%) 426 720 (294) (40.8%) 632

Transit Fund 4,341 4,341 - - 17,792 17,792 - - 15,651

Federal Subsidies 847 1,049 (202) (19.3%) 3,960 4,197 (237) (5.6%) 5,562

State Subsidies 194 253 (59) (23.3%) 907 1,000 (93) (9.3%) 244

Total Revenue 5,961 8,246 (2,285) (27.7%) 29,843 32,597 (2,754) (8.4%) 32,104

ExpensesEmployee Wages & Benefits 5,950 6,731 781 11.6% 25,514 26,593 1,079 4.1% 24,085

Fuel & Lubricants 330 489 159 32.5% 1,695 1,965 270 13.7% 1,629

Parts & Supplies 414 520 106 20.4% 2,051 2,087 36 1.7% 2,131

Casualty & Liability 29 128 99 77.3% 238 510 272 53.3% 480

Other 821 799 (22) (2.8%) 3,089 3,126 37 1.2% 4,864

Total Expenses 7,544 8,667 1,123 13.0% 32,587 34,281 1,694 4.9% 33,189

Surplus(Deficit) Before Reserves (1,583)$ (421)$ (1,162)$ (276.0%) (2,744)$ (1,684)$ (1,060)$ (62.9%) (1,085)$

Use of Designated Reserves - 152 152 100.0% 354 607 253 41.7% 934

Use of Prior Year(s) Surplus 1,583 269 (1,314) (488.5%) 2,390 1,077 (1,313) (121.9%) 454

Surplus(Deficit) After Reserves -$ -$ -$ -$ 303$

Page 13 of 29

May 2020

ACTION ITEM – INVESTMENT OF FUNDS REPORT – AS OF APRIL 30th, 2020



RECOMMENDATION

This item requires Finance Committee approval.

BUSINESS PURPOSE

Ohio Revised Code Section 135.14 states, "Whenever, during a period of designation, the treasurer classifies public moneys as interim moneys, he shall notify the governing board of such action. Such notification shall be given within thirty days after such classification . . ."

This report is prepared by the Treasury department at the end of each month. The report provides a summary of overnight and long-term investment balances, as well

as interest rates, purchase dates and maturity dates. In addition, it provides a weighted interest rate yield by investment type. Attached is SORTA’s Investment of Funds Report as of April 30th, 2020.

SUBMITTED BY:

Michelle JengInterim CFO/Sr. Vice President, Finance

Attachments:Report

Page 14 of 29

Principal Maturity Purchase 4/30/2020 Sec Days to Amount Date Date Yield Days Maturity

Overnight InvestmentsSTAR Ohio 15,657,974$ 0.840%Fifth Third Bank Concentration Account 95,558$ 0.100%

Subtotal Overnight Investments / Average Rate 15,753,533$ 0.836%

Securities & CD'sR.J. O'Brien (Hedging):

U.S. Treasury Note 325,294$ 10/15/20 10/31/19 1.604% 350 168Fifth Third Bank Custody Account:

Commercial Paper 423,992$ 07/31/20 11/05/19 1.896% 269 92Commercial Paper 266,309$ 08/28/20 12/06/19 1.876% 266 120

TriState Capital:CD 2,000,000$ 05/28/20 05/30/19 2.500% 364 28Subtotal Securities & CD's / Weighted Yield / Maturity 3,015,595$ 2.263% 340 60

Total All Securities (04/30/2020) / Weighted Yield / Maturity 18,769,128$ 1.065% 11

Total All Securities (03/31/2020) / Weighted Yield / Maturity 12,910,804$ 1.334% 22

Funds provided by (required for) Operations during April 6,006,127$ Monthly Investment Income 15,012$ Funds provided by (required for) Capital during April (147,804)$ Year to Date Investment Income 105,904$

Change in Cash during APRIL 2020 5,858,323$

Total All Securities (04/30/19) 27,630,388$

Reviewed and Approved by:

Michelle JengCFO

Investment of Funds ReportApr-20

Page 15 of 29

BOARD OF TRUSTEESSOUTHWEST OHIO REGIONAL TRANSIT AUTHORITY

RESOLUTION NO. 2020-xx

APPROVAL TO FILE 2021 GRANT APPLICATIONS WHEREAS:

1. SORTA is a Designated Recipient of federal grant funds for the Ohio portion of the Greater Cincinnati urbanized area.

2. Each year, SORTA must apply for federal, state, and local funds for the upcoming fiscal year. SORTA wishes to apply for the maximum amount available in federal, state, and local assistance for federal fiscal year (FFY) 2021.

3. Other sources of federal, state, and local funding or opportunities for funding and partnerships with outside agencies may become available. In such circumstances, management plans to submit applications for the maximum amounts available consistent with SORTA’s needs and long-term priorities.

THEREFORE, BE IT RESOLVED:

4. The Board authorizes and directs the CEO/General Manager/ Secretary-Treasurer or the CFO, or their designee, to file applications with the appropriate entities, including the Federal Transit Administration (FTA) and the State of Ohio, for the maximum amount deemed to be in SORTA’s best interest for any federal, state, and local grants or other sources of funding that may become available during the year.

5. The Board authorizes the CEO/General Manager/ Secretary-Treasurer or the CFO to: (i) execute all contracts, agreements, certifications, assurances, and other documents necessary to apply for, receive and comply with such grants and sources of funding; and (ii) undertake all of the activities set forth in Category 01.A. of the FTA Fiscal Year 2021 Certifications and Assurances.

Attachments:Action Item

Page 16 of 29

May 2020

ACTION ITEM - APPROVAL TO FILE 2021 GRANT APPLICATIONS


Operational Excellence Strategic Partnering

RECOMMENDATION

Approval of a resolution authorizing the CEO/General Manager/ Secretary-Treasurer or the CFO to file applications with the appropriate entities for the maximum amount deemed to be in SORTA’s best interest for any federal, state, and local grants or other sources of funding that may become available during the year.

FINANCIAL CONSIDERATIONS

None

BUSINESS PURPOSE

Each year, SORTA must apply for federal, state, and local funds for the upcoming fiscal year. Board approval is required by the Federal Transit Administration (FTA) and the State of Ohio. Maximum flexibility is required to allow staff to react to changing conditions at the federal, state, and local level.

Historically, the Board has authorized both the Chief Executive Officer (CEO) and/or the Chief Financial Officer (CFO) to carry out the filing and executing of grant contracts.

SORTA staff is developing a list of projects for the 10-year Capital Plan which will include the anticipated sources of federal, state, and local funding for these projects. The capital plan will be finalized in conjunction with the operating budget.

Other sources of federal, state, and local funding or opportunities for funding and partnerships with outside agencies may become available. In such circumstances, management plans to submit applications for the maximum amounts available consistent with SORTA’s needs and long-term priorities.

PROCUREMENT CONSIDERATIONS None

D/M/WBE CONSIDERATIONS None

LEGAL CONSIDERATIONS Section 306.35 of the Ohio Revised Code empowers SORTA to apply for and accept grants or loans from

the United States, the state, or any other public or private source.

SUBMITTED BY:

Michelle JengCFO

Darryl HaleyCEO/General Manager/Secretary-Treasurer

Attachments:N/A

Page 17 of 29



APPROVAL OF MODIFICATION TO ASCENTIS CORPORATION CONTACT FOR MIGRATION OF TIMEKEEPING SERVICES

WHEREAS:

1. On August 26, 2014, SORTA entered into a five year contract with an additional five year option totaling $59,099 with Cincinnati Time Systems, which has since been purchased by Ascentis Corporation.

2. Since then, the contract has undergone several modifications for additional administrative timekeeping services bring the contract value to $80,399.

3. The current timekeeping system has not been enhanced since 2017 and has reached End of Life (EOL) status. In order to maintain timekeeping rules and scheduling modules efficiently, as well as upgrade to mobile leave request capabilities SORTA must purchase NOVATime 5000.

4. Staff recommends that the Board approve a modified contract with Ascentis Corporation for enhanced timekeeping services, at cost up $76,168.34 for a total contract value not to exceed $156,567.34


5. The Board hereby approves the contract modification as recommended by SORTA Staff and authorizes the CEO/General Manager/Secretary-Treasurer or the CFO to execute a modified contract with Ascentis on behalf of SORTA, at cost up $76,168.34 for a total contract not to exceed $156,567.34.

Attachments:Action Item

Page 18 of 29

May 2020

ACTION ITEM- APPROVAL OF MODIFICATION TO ASCENTIS CORPORATION CONTACT FOR MIGRATION OF TIMEKEEPING SERVICES


Operational Excellence Innovation

RECOMMENDATION

Approval of a resolution authorizing the CEO/General Manager or CFO/Secretary-Treasurer to execute a modification to an existing contract with Ascentis on behalf of SORTA, at cost up $76, 168.34 for a total contract not to exceed $156,567.34.


On August 26, 2014, SORTA entered into a five year contract with an additional five year option with Cincinnati Time Systems (which has since been purchased by Ascentis Corporation) which totaled $59,099. Since then, the contract has undergone modifications of $14,012 added August, 2015 for administrative timekeeping and an additional $7,288 added October, 2019 for Access timekeeping. An additional two modifications have been executed to exercise option years five and six and option years seven through ten of the contract.

This modification to the contract will add an additional $76,168.34 for the migration from NOVAtime 4000 to NOVAtime 5000.

This extended agreement is expected to cost $16,512.34 year one (inclusive of first year proration and implementation costs) and $14,914 per year for years two through five.

This contract will start in May 2020, has been budgeted for 2020 and will be funded with local funds.

BUSINESS PURPOSE

SORTA has utilized Ascentis (a.k.a. NOVAtime) timekeeping applications since 2014. Since this time, the software capabilities have been expanded to include additional employee populations with unique timekeeping rules. The migration from NOVAtime 4000 Starbox to NOVAtime 5000 will provide SORTA with the ability to address these timekeeping rules in a more efficient manner.

The current timekeeping system has not been enhanced since 2017 and is in EOL (End of Life) status.

Attachments:Contract Procurement Summary

Cost Summary

Page 19 of 29

The upgraded system will benefit SORTA through enhanced timekeeping and scheduling modules as well as mobile leave request capabilities.

PROCUREMENT CONSIDERATIONS

The contract procurement summary is attached.

D/M/WBE CONSIDERATIONS

This is a specialized software-as-a-service catering to timekeeping and there are no known D/M/WBE's that can provide such services.

LEGAL CONSIDERATIONS

Section 306.35 of the Ohio Revised Code authorizes SORTA to contract for the provision of goods and services.

SUBMITTED BY:

Michelle Jeng Darryl HaleyCFO CEO/General Manager

Page 20 of 29

DocuSign Envelope lD: 8C3B635$CFE241B4-MD4-DA7AE1 DD5B24

SORTA Procurement Summary RepoftTime and Attendance System

Contract No. 09-14-1

Contract lnformation

A. Description: Modification 05 is issued to add migration services to the contract - SORTA ismigrating from NOVAtime 4000 Starbox to Ascentis' cloud based system, NOVAtime 5000SaaS. The cloud based solution will increase efficiencies in the payroll department andeliminate the unsupported end of life platform.

B. Contractor: Ascentis Corporation dba CincinnatiTime Systems

C. Modification Amount: Not to exceed $76,168.34

D. Determination of Price Reasonableness: This is a standard commercial service. Theprice is equal to or less than the price of the same service sold to the general public or othergovernment agencies. A written statement from the contractor is included in themodification file, along with the proposal.

E. Performance Period: Four (4) Years Ten (10) Months - (May 19,2020 to March 18,2025)

F. Funding Source: Localfunding

Recommendation for Award

Ascentis is determined to have submitted a proposa! acceptable to SORTA, cost and all otherfactors considered; it has the capacity to perform this contract in all respects and isrecommended for award.

5/8/2020Date

Prepared or, K4-Pfu* arr"Buyer/Pu rchasi ng AgenUContract Adm in istrator

Reviewed and Approvefi' \-tvla,v<

5t8t2020

oocuSigncd by:

Project Manager

'-r4.--\Procureni6ntDirector

Date 5-t..aaao

Page 21 of 29



APPROVAL OF THE CITY FUNDING REQUEST FOR CITY FISCAL YEAR 2021

WHEREAS:

1. The Operating Agreement between SORTA and the City of Cincinnati provides that SORTA prepare a biennial funding request for City approval.

2. SORTA staff has now prepared a preliminary transit operating plan for the first 6 months 2021 which is being submitted to the SORTA Board for approval. In accordance with the 2021 operating plan of $103,934,459, SORTA staff recommends requesting funding from the City of Cincinnati Transit Fund of $51,281,638 for operating purposes; which includes use of the $5,000,000 in City held Reserves in order to balance the 2021 budget.


3. The Board hereby adopts the first six (6) months of the 2021 preliminary budget of $103,934,459 and requests the City of Cincinnati provide funding for calendar year 2021 in accordance with SORTA’s funding request.

4. The Chair or Vice Chair of the Board are hereby authorized and directed to transmit the funding request to the City of Cincinnati.

Approval of the City Funding Request for City Fiscal Year 2021

Attachments:Action ItemPowerPoint

Page 22 of 29

City Fiscal Year2021

Funding Request

Page 23 of 29

Southwest Ohio Regional Transit AuthorityCity Fiscal Year 2021

Funding Request Agenda

• Assumptions• Fare & Contract Revenue• Non Fare Revenue• Operating Expense

• Projected Operating Statement for CFY 2021

2

Page 24 of 29

Fare & Contract Revenue• Regular service for all routes

• No service cuts• No fare increase

• Total fixed route regular ridership down 18% from pre-pandemic levels by June 2021

• Full CPS service as of August 1, 2020

• Paratransit ridership down 16% from pre-pandemic levels by June 2021


Assumptions

3

Page 25 of 29

Non Fare Revenue• Transit fund revenue provided by City

• No prior year surplus available

• Investment income adjusted for lower interest rates and cash balance

• CARES Act funds used to balance

Operating Expense• 2021 Medical coverage increase of 8% compared to 2020

• COVID 19 expenditures projected


Assumptions Continued

4

Page 26 of 29

Southwest Ohio Regional Transit

Authority

2021 City Fiscal Year

Projected Statement of Operations

5

Page 27 of 29


Funding Request Agenda

THANK YOU

6

Page 28 of 29

May 2020

ACTION ITEM- APPROVAL OF THE CITY FUNDING REQUEST FOR CITY FISCAL YEAR 2021



RECOMMENDATION

Approval of the funding request to the City of Cincinnati of $51,281,638 for operating purposes; which includes use of the $5,000,000 in City held Reserves.


The City of Cincinnati’s budget year is from July 1 – June 30, while SORTA is on a calendar year budget.

SORTA staff has now prepared a preliminary transit operating plan for the first 6 months of 2021.

The Last 6 months of the SORTA Board approved budget for 2020 and the preliminary transit operating plan for the first 6 months of 2021 is $103,934,459.

SORTA staff recommends requesting funding from the City of Cincinnati Transit Fund of $51,281,638 for operating purposes, $5,000,000 of which will be from the Reserves to balance the budget.

BUSINESS PURPOSE

Approval of the first 6 months 2021 operating plan allows staff to continue operations in 2021.

PROCUREMENT CONSIDERATIONS

N/A

D/M/WBE CONSIDERATIONS

N/A

LEGAL CONSIDERATIONS

Section 306.35 of the Ohio Revised Code (ORC) states that that a regional transit authority may maintain funds that it considers necessary for the efficient performance of its duties.

SUBMITTED BY:

Michelle Jeng Darryl HaleyCFO CEO/General Manager

Attachments:PowerPoint

Page 29 of 29

(michelle jeng) (vickie hickman) (michelle jeng) packet (5-20).pdf · caprice jones, maria jones,...

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