INDIANAPOLIS PUBLIC TRANSPORTATION CORPORATION – INDYGO
BOARD OF DIRECTORS’ PUBLIC MEETING
AGENDA – OCTOBER 27, 2016
New Business
RECOGNITIONS
ACTION ITEMS
A–1
Consideration of Approval of Minutes from the Board Meeting held on August 25,
2016 – Danny Crenshaw
A–2
Consideration and Approval of Contract for Coach Operator Uniforms – Roscoe
Brown
A–3
Consideration and Approval of Contract for IPTC Audit Services – Nancy Manley
A–4
Consideration and Approval of Contract for Radio Equipment and System
Programming - Richard Joseph
A–4
Consideration and Approval of Contract for Trapeze Hardware- Richard Joseph
Old Business
INFORMATION ITEMS
I–1
Consideration of Receipt of Finance Report for September 2016 – Nancy Manley
I–2
Consideration of Receipt of Operations Report for September 2016 – Roscoe Brown
I–3
Consideration of Receipt of Planning Report for September 2016 – Annette
Darrow/Justin Stuehrenberg
I–4
Consideration of Receipt of Business Development Report for September 2016 –
Bryan Luellen
I–5
Consideration of Receipt of Human Resources Report for September 2016 –
Phalease Crichlow
I–6
CEO Update – Mike Terry
Executive Session Prior to Board Meeting
[Per IC 5-14- 1.5.6.1(b) (2) (A) and (B) & IC 5-14-1.5.6.1 (b) (9)]
Our next Board Meeting will be Thursday, December 8, 2016@ 5:00 p.m.
AUGUST 25, 2016
IPTC BOARD MEETING
MINUTES
INDIANAPOLIS PUBLIC TRANSPORTATION CORPORATION
BOARD OF DIRECTORS BOARD MEETING
MINUTES
Thursday, August 25, 2016
The Board of Directors of Indianapolis Public Transportation Corporation met on Thursday,
August 25, 2016, at 5 p.m. at the office of the Corporation. Present were board members
Danny Crenshaw Alan Rowland, Juan Gonzalez, Tommie Jones, Gregory Hahn, Mark Fisher and
Greg Bedan.
Also present: Michael A. Terry- President/CEO, Jill Russell – General Counsel, Roscoe BrownCOO/VP of Operations, Nancy Manley – CFO/VP of Finance and Controller, Richard Joseph – VP
of Information Technology, and other members of staff. Members of the public were also
present.
Chair, Danny Crenshaw, called the August 25, 2016 Indianapolis Public Transportation
Corporation Board of Directors’ Meeting to order.
Mike Terry, President/CEO asked that the new employees be introduced: Jill Russell, General
Counsel, stated that Jennifer Bruner has recently transitioned into a contractor position, so
Marilyn Sadler is the new replacement as Director of Compliance and Civil Rights.
Lauren Day, Manager of Marketing and Communications, introduced Ellen Forthofer as the new
Communications and Outreach Coordinator.
Action Items
ACTION ITEM 1: CONSIDERATION OF APPROVAL OF MINUTES FROM THE BOARD MEETING HELD
ON AUGUST 1, 2016 AND MINUTES FROM THE PUBLIC HEARING HELD ON AUGUST 11, 2016
Mr. Crenshaw asked if everyone had an opportunity to review the minutes from the board
meeting held on August 1, 2016 and Minutes from the Public Hearing held on August 11, 2016,
and if there were any changes or amendments. The motion by Greg Hahn to accept the
minutes from the June 30, 2016 board meeting was seconded by Juan Gonzalez and carried
unanimously.
ACTION ITEM 2: Consideration and Approval of the Proposed Financial &
Management Plan for Budget 2017 and Special Property Tax Resolution
Mike Terry, President/CEO, presented the action item.
The budget was introduced to the board on August 1st for approximately $71 million and the
public hearing was held on August 11, 2016. A number of people provided input through emails and the website. On August 1st, we presented our revised budget incorporating the
property tax that we are anticipating. We incorporated $1.5 million additional to operating
budget. That with be the levy amount that will be paid off at the end of this year, we have
revised the budget and will no longer be utilizing or recommending utilization of any levy from
the debt to be used for operating.
The budget is reduced with only a 2.97% increase in our expenses over 2016. The new budget
that is being presented of $70,927,963.00 is due to personnel increases, wages/benefits, and
overtime. This budget is going to have a reduction in the property tax impact over 2016 and the
debt service will be paid off. In addition to the special property tax, which is the same amount
that is in place for 2016 of $14.8 million, would be continued for the budget approval process
and the acceptance through a resolution that will be published. This incorporates our 2017
budget for operating costs and also the 2016 budget for our capital expenses.
Board Discussion:
The motion by Greg Bedan to approve the Proposed Financial & Management Plan for Budget
2017 and Special Property Tax Resolution was seconded by Tommie Jones and carried
unanimously.
ACTION ITEM 3: Consideration and Approval of New MAC Members
Paula Haskin, Director Flexible Service/Contract Services, presented the action item.
Recommended to the Board to accept the nominations of two new Mobility Advisory
Committee Members. The MAC nominations interviews were held in the month of July to fill 3
vacancies’ which consisted of two riders and one agency member position. After conducting the
interviews, the committee chose two individuals to fill the rider positions, Mr. Mark Early and
Mr. Terry Sutherland. Shortly after their interview, they were presented to the full MAC counsel
at the last meeting in July, votes were taken and they were approved. They were also presented
to the service committee on August 23. Both of the individuals are in attendance. Ms. Haskin
recognized Mr. Terry Sutherland and Mr. Mark Early.
Board Discussion:
The motion by Juan Gonzalez to approve Mark Early and Terry Sutherland as New MAC
members was seconded by Greg Hahn and carried unanimously.
___________________________________________________
INFORMATION ITEMS
INFORMATION ITEM 1: MOBILITY ADVISORY COMMITTEE (MAC) UPDATE
Addison Pollock, MAC Chair, delivered the report.
Presented the second quarter update for the Mobility Advisory Committee. Meeting was held
on July 20th at the Downtown Transit Center. They voted and approved the two new MAC
members, Terry Sutherland and Mark Early. Extended appreciation to the nominations
committee for giving such quality nominees with 1 remaining vacancy and looking to fill that as
soon as possible.
Discussed the open door report that was presented by Paula Haskin at the July 20 th MAC
meeting. At that time Ms. Haskin stated that the total number of trips requested and the ontime performance for the second quarter has increased, as well as the second quarterly
newsletter that went out and distributed to all open door riders. During the Mac meeting. Mr.
Terry updated the committee on the 2017 budget process, and concluded the meeting with a
DTC tour. MAC also discussed plans to voice, support, and educate, the Marion County citizens
on the transit plan and the associated referendum in the upcoming months. Also, MAC is
planning to support the IndyGo budget that will be introduced to the city council committee.
Juan Gonzalez asked if the service committee will be opening doors for feedback and taking any
suggestions? And what can be done for improvement? Addison Pollock stated that there is no
need for improvement right now and the board has been very receptive.
Board Discussion:
The Board accepted the report.
INFORMATION ITEM 2: CONSIDERATION OF RECEIPT OF THE FINANCE REPORT FOR JULY 2016
Nancy Manley, VP of Finance/CFO, delivered the report.
Revenue from FTA assistance was over budget by 4% in July however, year-to-date it is under
budget by 1%.
Other Operating Income for the month was over projections by 30% as a result of effective
advertising contract.
Passenger service revenue was under budget projection by 18% year-to-date. This is partially
due to the fee fare days at the beginning of July.
Year-to-date revenue was 1% under budget projection.
Personal Services expenditures were 4% under budget as of July 31, 2016 and under budget
YTD by 7%.
Claims came in under budget in July by 31%.
Through the end of July 2016 miscellaneous expenses were 27% over expectation as a result of
travel and conference attendance during the month but 49% under budget allocation.
Total expenses in July were 6% under the appropriated budget.
Overall, spending continues to remain less than the monthly budget allocation. YTD spending is
9% under anticipated levels due to the excellent oversight by IPTC staff.
Revenue collection continued to outpace expenses through July 31, 2016.
Board Discussion:
The Board accepted the report.
INFORMATION ITEM 3: CONSIDERATION OF RECEIPT OF THE OPERATIONS REPORT FOR JULY 2016
Roscoe Brown, COO/ VP of Operations, delivered the report.
The following Transportation employees were recognized for their extraordinary customer
service during the month of July: Andy Carpenter, Nichelle Green, Rodriguez McGuire and
Melvin Wright.
The following Professional Coach Operators have achieved an on-time performance rating of
90% or better during the month of July: Stephen Thein, – 98%, Sean Cox – 97%, Richard Boysen
Burt Garcia, Rachel Comer and Dewayne Sims – 96%, Beth Murray – 95%, Corene Wellington,
Dennis Clark and Maurice Bowen, Sr. – 94%, Byron Reed, Rose Anderson, Steven Jones, Gregory
Scott and Anthony Love – 93%, Adrian Lewis, Billy Crutcher, Roy Dishno, Mark Wills, Tamanka
Morrow, Garry Staggs, Sandra Hook, Mistiel Shabazz and Akemee Bryant – 92%, Dilexi
Gonzalez, Rhonda Watts, Terry Lagrone, Jerome Norris, Donald Owens and Wesley Robertson
91%, Kevin Mallory, Tracy Penn, Candice Draper, Patrick Gray, Quinton Gray, Deborah Newell,
Lacretia Hinton and Thomas Jacobs – 90%.
A random drawing is held each month from this group of operators, and the winner receives an
extra personal day. The winner for the month of July is Sandra Hook.
The following Operators were recognized for their safe driving: Roxanne Thames – 21 years,
Philip Scalf – 19 years, Rodriquez McGuire – 12 years, James Bledsoe – 6 years, Roy Dishno – 5
years, Michael Detienne, Sandra Hook, and Donnisha Johnson – 4 years, Rolando Carter,
Shilanda Moss, Wesley Robertson, Corene Wellington and Darryl Donahue – 3 years, Alford
Caldwell, Karnese Jones, Brandy Matthews and Garry Staggs – 2 years, Misti El Shabazz and
Shanez Savage – 1 year.
During the reporting period The Transportation Department supported the Indianapolis Motor
Speedway by providing buses as cooling stations for the Crown Royal at the Brickyard.
Open Door comments are trending downward and fixed route on time performance is trending
upward during the report period having a complete month of 4 points to 80%. Open door
percentage was down 1 point unchanged from last month of 89%.
Receiving positive feedback from the public regarding the Julia Carson Transit Center. The use
of security and Supervisors patrolling the facility, has helped the crowd control and a safe
environment for customers along with employees.
The electric lighting upgrade continued in July, also the instillation of LED lighting and paint
booth area was completed. Work continued on the lighting upgrade in the front parking lot
along with additional lighting upgrades.
In the maintenance department, the 13 of the 2016 series diesel buses have arrived at the end
of July. As of today, all 13 of the new buses are on the street and providing revenue service.
Roscoe Brown thanked the maintenance team, finance department, and IT Team for providing
help on turning the buses around in 30 days.
Cummins Engine finalized a test protocol to test 15 buses with telematics at Indygo. All 15
buses will be installed the first week of August. This will provide WIFI for the bus which will
send issues, calls, and alerts to the maintenance part department in real-time.
Mark Emmons and Dwight Benjamin will be hosting a bus roadeo at noon on Sunday August
28th which will be held at the old Indianapolis Airport east parking area at Sam Jones and High
School Rd. The bus roadeo allows the opportunity for operators to demonstrate skills and
knowledge of the bus. There will be a 1st and 3rd place award that is presented and the winner
will be representing IndyGo at the International Bus Roadeo Conference in Reno Nevada in May
of 2017.
Board Discussion:
Juan Gonzalez requested an inventory report of the buses and Mark Fisher requested new
verses old. Greg Bedan discussed the performance decrees from Open Door. Also, Danny
Crenshaw inquired about the procedures regarding weather. The Board accepted the report.
INFORMATION ITEM 4: CONSIDERATION OF RECEIPT OF THE PLANNING REPORT FOR JULY 2016
Annette Darrow, Director of Planning, delivered the Report for Ridership.
For the month of July Ridership is down 9.3% over last July and 4.9% year-to-date due to low
fuel cost and unemployment. An on board survey is required to be done every 5 years by the
FTA and the MPO starting in September and October. Demographic and income information
will be collected, also trip pattern data to determine where passengers are going and coming
from. A draft report in will be provided in December along with the Title 6 update for the
board’s approval in January for submission by February 1st.
Adjustment will be made on 11 routes in October. Also, Hastus scheduling and operations
software was upgrade from 2005 version to the 2015 version which is working well.
Danny Crenshaw asked if there were any changes in route 5 or 18. The route 18 changed to
every 2 hours and route 5 and 6 are the same route depending if you’re going east or west.
Juan Gonzalez asked if the routes can be together and discussed Meridian routes which are 19,
38, and 39. The 18 got moved to capitol and Illinois due to it coming less often. During the week
it’s a 7 ½ min service down meridian. Route 38 had branches taken off on the Westside.
Greg Bedan asked if the survey will be conducted by IndyGo employees. Annett explained the
MPO contracted it out with a group out of Kansas called ETC who work with transit agencies
across the county.
Justin Stuehrenberg, Director of Special Transit Projects, delivered the report.
In July, the Redline had four public meetings which had roughly 400 public attendees between
the four meetings. Received a very good response from the public and overall the responses
were positive.
CDM Smith is under contract for their final design amendment and they have a huge team
working quickly on the plans sets and will have a deliverable plan in the September time frame.
The new project team is making headway on other sub projects such as a small business loan
stabilization fund to help any small business that may struggle during construction.
Board Discussion:
The Board accepted the report.
INFORMATION ITEM 5: CONSIDERATION OF RECEIPT OF BUSINESS DEVELOPMENT REPORT FOR
JULY 2016
Bryan Luellen, Director of Public Affairs, delivered the report.
The website traffic has been leveling off since the first month of the transit center being
opened. Total visits were 170,000 approximately with almost half a million page views.
Net4 is the provider for our customer service, they provide call center, retail center, and
fulfillment services. With the transition, there was a slight dip due to higher call volumes with
opening of the transit center. In July they have recovered and staffed up their abandonment
rate is in line with what was showed before the transition. 41,000 calls and only 5.5% were
abandoned in que. Financials need a little work on the reporting. There is a new POS System
that Net4 just rolled out and working with finance and auditing on reconciliation processes.
Business Development supported the Redline Outreach and received great response. Also, the
Redline Station Design Competition which was ran by Lauren Day with the help of Cody Hedges.
They convened a group of professionals to judge the designs that the public submitted. Around
30 designs where submitted and public voting was opened up with more than 2000 people
voted. Also, through the Transit Program Funds that is funded by the advertisement revenue
contract with clear channel.
There were three top winners that were selected for the design competition which was Sean
Morrissey who was 1st place for $5000.00. This design is being finalized through CDM Smith.
Will be continuing to educate the public on the Marion County Transit Plan by having a
demonstration on a fully electric 60-foot bus that will be out making its rounds in the public to
help draw attention to the rapid transit projects that are part of the Marion County Transit
Plan.
Communicating route changes that will take effect on October 9th and with the Hastus
scheduling upgrade, there will be a new trip planner for the public.
Board Discussion:
The Board accepted the report.
INFORMATION ITEM 6: CONSIDERATION OF RECEIPT OF THE HUMAN RESOURCES REPORT FOR
JULY 2016
Phalease Crichlow, VP of Human Resources, delivered the report.
The life cycle of an employee and the human resource department is to successfully hire, train,
develop, promote and retire the employee. Over the past 4 years the organization has grown
about 20% and there has been a consistent turnover rate of a little under 3%. There have been
32 new nonunion positions and approximately 35 union positions added to the organization
during this period. With that said, IndyGo is committed to investing in its human capital and
made necessary investments in the comprehensive benefit package including the onsite
primary care clinic that is free for the employees and their covered dependents.
In the same period of 4 years, there have been 40 internal promotional opportunities for
employees. This includes nonunion positions to union and union to nonunion. Over the past
few months the human resource team has partnered with an organization called ETI and IUPUI
to assess, develop, and implement a pilot employee development program for employees. ETI
performance improvement along with TTI provided initial online assessment for employees.
The objective of the tool was to assess employees in order to create a development plan to
coach and train for current and future positions.
IUPUI was asked to develop a pilot program to address the communication gap due to recent
new roles and turnover in key areas in the organizations. In the past few weeks all 90 nonunion
employees have completed 3 out of 7 leadership development series. In those series are
building communities and organizations, managing difficult conversations, and communications
in the work place. The upcoming series which are another four classes that are geared towards
the supervisors who supervise other employees are building strong teams, principal of leader
ships, the inspiring leader, and how to create a shared vision. Updates will be provided to the
board after receiving feedback from the employees.
Discussed a program involving Mark Emmons called Returning Citizens which is an employment
training, acquisitions and maintenance program. It is initiated by DPW, ATU Local, and other
agencies. This is a new partnership between private, public and, nonprofit sectors which
provides ex-offenders with access to employment training, acquisition, and maintenance.
IndyGo is a partner with this pilot program and it will allow qualified candidates to have access
to the same training and opportunity’s as other citizens specifically related to the CDL training
program.
Board Discussion:
Juan Gonzalez requested information on the pilot program. The Board accepted the report.
INFORMATION ITEM 7: CONSIDERATION OF CEO TOPICS
Michael Terry, President/CEO, delivered the report.
Mr. Terry welcomed the new MAC members Terry Sutherland and Mark Early and thanked
them for their leadership. Also thanked the board for all the work they contributed in putting
together the budget.
The next step for the budget will be introduced in a Municipal Corporation by the City Council
on Monday September 12th. Also a presentation will be presented on Wednesday September
21st to the Municipal Corporation Committee. In addition, on Monday September 26, the City
Council will hear all the budgets in terms of the public hearing. On Wednesday September 28th,
the Municipal Corporation will review and make final recommendations for the budget to go to
full Council. Monday October 10th, is the day that all budgets will be reviewed and action taken
by the full City Council.
DTC service is going well, still working with contractors on the remaining pavers due to a
shortage and addressed the issue with a temporary fix. Also some repairs need to be made by
the contractors.
IndyGgo will be attending the Indy Chambers HobNob on September 1st and it’s a great
opportunity to network also to get information.
Board Discussion:
Danny Crenshaw welcomed all the new employees and MAC members. The Board accepted
the report.
Danny Crenshaw adjourned the meeting.
-----------------------------------------------------------------------------------------------------------
________________________________
Jill D. Russell
General Counsel
IndyGo Agenda
October 27, 2016
Item No. A-2
TO:
Chair and Board of Directors
FROM:
Dwight Benjamin, Director of Transportation
Dave Adamson, Contract Specialist
Subject:
RFP 16-07-236 Coach Operators, Service Center Personnel and Transportation
Supervisor Uniforms
Background:
A uniformed appearance of our Professional Coach Operators is critical to our success as the
public transportation provider of the residents and visitors of our great city and is a reflection of
the IndyGo brand.
In accordance with our labor agreement, IPTC will competitively procure qualified vendors that
will provide approved employee uniform attire for all IndyGo Professional Coach Operators,
Service Center Employees, and Transportation Supervisors.
The approved uniform inventory items will be purchased and will not be leased.
Procurement Process:
On July 25, 2016 IPTC released RFP 16-07-236 Coach Operator published with a posting on the
IPTC website and an email blast to all registered IPTC vendors. Advertisements were placed in
The Indianapolis Star, The Indianapolis Recorder, The Court and Commercial Record, La voz de
Indiana, and Mass Transit Magazine, and ran from July 25, 2016 through August 1, 2016;
On August 9, 2016 IPTC held a pre-proposal meeting in which five people attended representing
three firms;
On August 16, 2016 IPTC received twenty- three (23) written questions regarding RFP 16-07236 Coach Operator Uniforms.
On August 23, 2016 IPTC issued an addendum answering written questions received and
providing clarification;
Item No. A-2
Page 2
On September 9, 2016 IPTC received two (2) proposals with Clothing Samples in response to
RFP 16-07-236 Coach Operator Uniforms; HP Products and The Uniform House. Of the two
(2), Both were found to be responsive and responsible.
DBE Requirement:
There was no DBE requirement for this procurement.
Vendor Evaluation:
The evaluation committee consisted of three (3) IPTC representatives and two (2)
representatives from the labor union.
The two (2) respondents were determined to be responsive, responsible and capable with good
references to meet IndyGo requirements.
On Sept. 26, 2016 the evaluation committee scored proposals utilizing the following criteria:
Program Management/Cost/References/Uniform Material Quality.
Based on the scoring of the Evaluation Committee, responding firms were ranked as follows:
1. The Uniform House
2. HP Products
Funding:
As you are aware, IPTC’s labor agreement with the Amalgamated Transit Union provides
uniform vouchers for represented employees. The current agreement calls for $450 uniform
allotment for new hires and $300 uniform allotment annually thereafter per qualified
employee. Funding for employee uniform allotments are provided through operating funds.
Recommendation:
In a manner consistent with IndyGo contract award standards, it is requested that the Board
authorize the President/CEO to enter into contract with The Uniform House to provide uniform
supplies and services for a period not to exceed three (3) years plus two (2) one year options.
Though there was no DBE requirement, the selected vendor is DBE/MBE certified.
Dwight Benjamin
Director of Transportation
Dave Adamson
Contract Specialist
IndyGo Agenda
Item No. A-3
To:
Chair and Board of Directors
FROM:
Brian Atkinson, Director of Accounting
Dave Adamson, Contract Specialist
SUBJECT:
RFP 16-08-240 INDEPENDENT AUDIT SERVICES
Background:
The purpose of this procurement is, through a full and open competitive process, to find the most costeffective, fully-qualified and experienced firm to provide IPTC with Independent Audit Services including,
but not limited to, 2 CFR 200 subpart F Audits with SEFA disclosures. As experience, qualifications and
cost-effectiveness are paramount; the substance of proposals will carry more weight than their form or
manner of presentation. The proposal should demonstrate the qualifications of the firm and of the
particular staff to be assigned to this engagement. IPTC is soliciting proposals for Independent Audit
Services for its financial department. The proposals will cover financial audits of reporting and processes
with reporting to include services through the close of the fiscal audit. IPTC’s fiscal year is Jan 1 through
Dec 31.
PROCUREMENT PROCESS:
On August 29, 2016 IPTC released RFP 16-08-240 Independent Audit Services published with a
posting on the IPTC website and an email blast to all registered IPTC vendors. Advertisements
were placed in The Indianapolis Star, The Indianapolis Recorder, The Court and Commercial
Record, La Voz de Indiana and Mass Transit Magazine. Ads ran from August 15, 2016 through
August 29, 2016.
On Sept. 1, 2016 IPTC held a pre-proposal meeting in which three people attended representing
three firms.
On Sept. 12, 2016 IPTC received twenty (20) written questions regarding RFP 16-08-240
Independent Audit Services.
On Sept. 16, 2016 IPTC issued an addendum answering written questions received and
providing clarification.
On September 28, 2016 IPTC received three (3) proposals in response to RFP 16-08-240
Independent Audit Services; KSM (KATZ SAPPER & MILLER), RSM (US LLP), BKD (CPAs &
ADVISORS) found to be responsive and responsible.
Item No. A-3
Page 2
On October 12, 2016 the evaluation committee scored proposals:
 The audit firm proposing must be independent and licensed to practice in the
state of Indiana. (Pass/Fail)
 Experience & Performance of the firm. (30 Pts.)
 Proposed Engagement Team Qualifications. (30 Pts.)
 Pricing (40 Pts.)
The evaluation team selected BKD as the best firm to provide Independent Audit Services to
IPTC. BKD was found to meet all qualifications and has extensive audit experience with
municipal corporations as well as state, municipal and county governments. In addition to
government experience, BKD has more than 30 years of knowledge and experience working
with FTA rules and regulations, as well as reporting to the National Transit Database. A list of
12 public transit agencies throughout the country was provided that BKD has maintained a
working relationship. In addition to meeting the qualifications for the RFP request, BKD was
the lowest bidder with the following proposed costs:
First Year Audit 2016
Second Year Audit 2017
Third Year Audit 2018
Option 1 Audit 2019
Option 2 Audit 2020
Total Five Years with all Options
$
$
$
$
$
$
59,295.00
59,295.00
59,295.00
61,350.00
63,500.00
302,735.00
FUNDING:
Independent Audit Service is funded by federal grants and from the operating budget.
DBE REQUIREMENT: 5%
The recommended contractor, BKD, has met the DBE goal with contracted services of 8.8%
participation.
VENDOR EVALUATION:
It was determined that the three (3) finalists were capable and had good references with the
ability to meet IndyGo requirements.
Based on the scoring of the Evaluation Committee, responding firms were ranked as
follows:
Item No. A-3
Page 3
1. BKD (CPAs & ADVISORS)
2. KSM (KATZ SAPPER & MILLER)
3. RMS (US LLP)
RECOMMENDATION:
In a manner consistent with IndyGo contract award standards, it is requested that the Board
authorize the President/CEO to enter into contract negotiations with BKD (CPAs & ADVISORS)
and upon successful negotiations enter into a contract that will allow BKD (CPAs & ADVISORS) supply
independent audit service.
Brian Atkinson
Director of Accounting
Dave Adamson
Contract Specialist
IndyGo Agenda
Oct. 27, 2016
Item No. A-4
TO:
Chair and Board of Directors
FROM:
Richard Joseph - Chief Information Officer
SUBJECT:
Consideration of Approval of Contract for Motorola Handheld Radios
BACKGROUND:
IndyGo Operations and Security Support staff currently use Motorola two-way hand-held
radios to support Transit Operations. The radio communications platform is owned and
managed by the Indianapolis Department of Public Safety. The current equipment in use has
been deemed end-of-life by both the manufacturer and the Indianapolis Department of Public
Safety.
Note: Programming and maintenance of the required equipment will be provided by IndyGo IT
staff.
PROCUREMENT PROCESS:
Motorola is the sole manufacturer of radio equipment which is compatible with the Public
Radio Network. Further, Motorola defines retail pricing for their radio equipment.
Due to the proprietary nature and required compatibility with the City of Indianapolis’
network, IndyGo has provided a sole source purchase of this equipment from Motorola
Solutions, Inc.
Motorola Solution, Inc. is an American data communication and telecommunications
equipment provider. Motorola warrants that no other equipment or products are available for
purchase that would serve the same purpose or function and there is only one price provided
for the required equipment controlled through exclusive distribution and marketing rights.
FUNDING:
The funding source for this procurement is provided by federal 5307 formula grant IN-90-X605.
This grant contains a 20% local match fund requirement from the IndyGo Capital Cum Fund.
RECOMMENDATION:
In a manner consistent with IndyGo contract award standards, it is requested that the
Board authorize the President / CEO to enter into a contract with Motorola Solutions, Inc.
to provide the required radio communications equipment in the amount of $247,831.30.
Richard Joseph- Chief Information Officer
IndyGo Agenda
Oct. 27, 2016
Item No. A-4
TO:
Chair and Board of Directors
FROM:
Richard Joseph - Chief Information Officer
SUBJECT:
Consideration of Approval of Contract for Trapeze CAD AVL Hardware
BACKGROUND:
Indianapolis Public Transportation Corporation (IndyGo) has implemented technological tools
to assist in managing operations and serving customers through the collection, analysis and
dissemination of reliable data on their existing fleet of transit vehicles.
IndyGo has deployed Computer-Aided Dispatch (CAD) and Automatic Vehicle Location (AVL)
systems for fixed route, demand response and in the future bus rapid transit (BRT) fleets of
vehicles. As these systems and related hardware experience failures or reach the end of their
useful life, this equipment must be replaced with compatible hardware provided by the
current CAD AVL vendor, Trapeze Software Group, Inc.
Note: Installation, configuration and maintenance of the required equipment will be provided
by IndyGo IT staff.
PROCUREMENT PROCESS:
The CAD/AVL equipment for the Indianapolis Public Transportation Corporation (IndyGo) is a
sole source product. The equipment, software, and related hardware are manufactured, sold,
and distributed exclusively by Trapeze Software Group, Inc. of Cedar Rapids, Iowa, in the
United States of America.
Trapeze Software Group, Inc. maintains all copyright privileges for their products and these
products must be purchased directly from their company. There are no agents or dealers
authorized to represent these products and no division of Trapeze Software Group, Inc. has
any right of sub-license to make a similar or competing product.
Trapeze Software Group, Inc. provides technology solutions for computer automated dispatch,
automatic vehicle location, fleet systems integration, and vehicle telematics reporting for fixed
route, paratransit, and light rail transit agencies worldwide.
Trapeze Software Group, Inc. warrants that no other items or products are available for
purchase that would serve the same purpose or function without costly re-integration and reinstallation and there is only one price for the above-named products because of exclusive
distribution and marketing rights.
Item No. A-4
Page 2
FUNDING:
The funding source for this procurement is provided by federal 5307 formula grant IN-90-X605.
This grant contains a 20% local match fund requirement from the IndyGo Capital Cum Fund.
RECOMMENDATION:
In a manner consistent with IndyGo contract award standards, it is requested that the
Board authorize the President / CEO to enter into a contract with Trapeze Software Group,
Inc. to provide the required CAD AVL equipment in the amount of $163,477.62.
Richard Joseph
Chief Information Officer
IPTC FINANCE NARRATIVE SEPTEMBER 2016
October 27, 2016
Item No. I – 1
To:
Chair and Board of Directors
From: Nancy Manley- Controller
FINANCIAL REPORT – SEPTEMBER 2016
Notes to the Comparative Statement of Activities – General Fund
Revenue Comparison
By Funding Source
100%
90%
80%
70%
60%
15.2%
18.6%
18.8%
15.9%
14.8%
16.1%
16.3%
15.5%
15.4%
50.8%
48.7%
47.8%
50%
40%
30%
20%
10%
0%
Sept 2016 Revenue
YTD Revenue
YTD Budgeted Revenue
Property & Excise Tax Revenue
PMTF Revenue
Passenger Service Revenue
Federal Assistance
Other Operating Income
Special Route Guarantees
For the month ending September 30, 2016
FTA Assistance
Year-to-date the revenue from FTA assistance is below budget by 2.1%. Each year the FTA shuts
down for a period of at least two weeks to close out the prior fiscal year. IPTC staff worked
diligently to process draws for all eligible expenses prior to the shutdown however, there are a
few items which will not be drawn until October once the system is available. The organization
is experiencing reduced preventative maintenance expenses which allows more grant money to
go toward capital projects.
Other Operating Income
Other Operating Income YTD remains over budget by 65%. The advertising and recycling
programs have proven positive for the organization.
Passenger Service Revenue
Passenger service revenue was below budget by 7% as of the end of September.
Item No. I – 1
Page 2
Special Route Guarantees
Special Route Guarantee revenue was under budget by 25% for the month. As of September 30,
2016 there were a few outstanding account receivable payments due from local entities for
which we provide service.
Total Revenue
Year-to-date revenue through September 30, 2016 was on target with budget projection.
Expenditures
Actual Monthly Expense versus Monthly Budget
(by Category)
Personal Services Actual
Materials & Supplies Actual
100.0%
100.0%
100.0%
Personal Services Budget
Materials & Supplies Budget
100.0%
100.0%
100.0% 101.1%
Other Services Actual
Total Expense for Month
100.0%
101.2%
87.0%
89.7%
80.8%
80.0%
60.0%
57.7%
57.7%
54.1%
51.9%
100.0%
100.0%
100.0%
89.0%
Other Services Budget
Total Budget for Month
59.0%
56.1%
58.7%
58.4%
48.0%
46.9%
88.1%
86.5%
83.2%
60.5%
58.6%
58.5%
58.9%
56.1%
50.5%
58.8%
55.9%
40.0%
29.3%
29.3%
28.4%
25.2% 22.2%
21.8%
28.6%
21.0%
20.0%
13.0%
11.2%
13.0%
11.8%
12.6%
11.4%
12.7%
11.8%
28.8%
25.1%
12.8%
11.2%
28.5%
27.6%
12.6%
13.0%
28.7%
24.4%
12.6%
11.7%
29.3%
28.7%
28.9%
18.6%
15.8%
13.6%
12.7%
12.6%
Aug
Sep
0.0%
Jan
Feb
Mar
Apr
May
Jun
Jul
Oct
Nov
Dec
Personal Services
Overall Personal Services are trending 7% under budget YTD. Overtime is higher than expected
in September, staff will continue to monitor overtime and address any areas of concern as we
move into the last quarter of the year.
Claims
Claims for August were 7% over budget but still trending 16% under budget YTD. The timing of
claim resolutions is unpredictable, consequently a significant variance in this line item from
month-to-month may occur.
Item No. I – 1
Page 3
Materials and Supplies
There were noticeable increases in this category of expenses in August. Information Technology
purchased a number of hardware items. Tires and tubes were 176% over budget projection for
the month due to the payment of a number of outstanding invoices.
Overall Materials and Supplies categories are on target YTD and are under budget by 1%.
Total Expenses
Total expenses in September were 12% under the appropriated budget.
SUMMARY
Year-to-date spending continues to remain less than budget allocation coming in at 8% under
anticipated levels.
Revenue collection continues to outpace expenses through the end of September. The
cumulative YTD expenditure goal set through the end of September was ≤74.8%. Collectively,
total expenditures for the three main expense categories came in at 69.8% even though one of
the three major categories came in slightly higher than the established goal. IPTC is on pace to
come in at or below budget by December 31, 2016.
YTD Expenditures as a Percentage of Allocated Budget
by Major Category
Personal Services
YTD Expenditured
projected to be
≤74.8% at end of
September.
Other Services
69.8%
75.7%
63.9%
Nancy E. Manley
Vice President/CFO/Controller
Materials & Supplies
IndyGo Agenda
OPERATIONS REPORT SEPTEMBER 2016
Item No. I-2
To:
Chair and Board of Directors
From: Roscoe Brown, Chief Operating Officer/VP of Operations
Operations Division Report-September 2016
TRANSPORTATION
EMPLOYEE RECOGNITION
The Fixed Route Employee of the Month for August was Amber Ferguson.
The Fixed Route Employee of the Month for September was Akemee Bryant.
COMMENDATIONS
The following Transportation employees were recognized for their extraordinary customer
service during the months of August and September:
August: Rose Anderson, Joetta Camden, Rena’ Dean, George Evans, Daryl Passwater, Atlanta
Smith and Pamela Williams
September: Toure Meadows, Efrain Amaya, James Gray and one anonymous
The Professional Coach Operators listed below have achieved an on-time performance rating of
90% or better during the months of August and September.
AUGUST
1. ANTHONY COX
98%
SEPTEMBER
1. MICHAEL HALE
1180
2451
96%
2. BURT GARCIA
8479
98%
2. BURT GARCIA
8479
95%
3. RON BURTON
798
97%
3. GARRY STAGGS
8376
95%
4. SEAN COX
1190
96%
4. MISTI EL SHABAZZ
8619
95%
5. ADRIAN LEWIS
8192
95%
5. RACHEL COMER
8665
95%
6. MICHAEL HALE
2451
94%
6. STEPHEN THEIN
5963
94%
7. RACHEL COMER
8665
94%
7. VICTOR GARRETT
2163
94%
8. STEPHEN EDMONDS
1156
93%
8. ADRIAN LEWIS
8192
94%
9. RICHARD BOYSEN
590
93%
9. ANTHONY LOVE
3571
92%
Item No. I-2
Page 2
10. STEVEN JONES
8340
93%
10. DEWAYNE SIMS
8456
92%
11. ANTHONY LOVE
3571
92%
11. AKEMEE BRYANT
8336
91%
12. STEPHEN THEIN
5963
92%
12. DEBORAH NEWELL
8577
91%
13. BILLY CRUTCHER
8041
92%
13. PATRICK GRAY
2339
91%
14. GARRY STAGGS
8376
92%
14. DENNIS CLARK
1022
90%
15. AKEMEE BRYANT
8336
91%
15. SAMUEL GARRISON
2180
90%
16. JENNIFER JOURNEY
8235
91%
16. DAVID JOY
8726
90%
17. MISTI EL SHABAZZ
8619
91%
17. ROY DISHNO
8319
90%
18. PATRICK GRAY
2339
91%
18. STEVEN JONES
8340
90%
19. ANDY CARPENTER
880
91%
19. GENEVA HARTWELL
2581
90%
20. VICTOR GARRETT
2163
91%
20. GREGORY SCOTT
8719
90%
21. SAMUEL GARRISON
2180
91%
21. RAY WRIGHT
6979
90%
22. TERRY LAGRONE
8727
91%
22. TAWANA CLAYPOOL
8366
90%
23. CAMERON IRWIN
2877
91%
23. ANDY CARPENTER
880
90%
24. GREGORY SCOTT
8719
90%
24. BETH MURRAY
8218
90%
25. RHONDA WATTS
8271
90%
25. MARILYN HUGHES
8234
90%
26. BETH MURRAY
8218
90%
26. MARK WILLS
8132
90%
27. MARY WILLIAMS
6709
90%
27. TENISHA BAINE
6978
90%
28. DEWAYNE SIMS
8456
90%
29. ROXANNE THAMES
5944
90%
30. DILEXI GONZALEZ
2277
90%
31. JEROME NORRIS
4405
90%
32. ANTHONY WHITE
3334
90%
A random drawing is held each month from this group of operators, and the winner receives an
extra personal day. The winner for the month of August is Rachel Comer. The winner for the
month of September is Beth Murray.
Fixed Route Update:
During this reporting period, the Transportation Department held the 2017 Local Bus Roadeo,
which test the Professional Coach Operators driving skills, pre-trip inspection process and
uniform inspection. There were 8 participants that competed in this year’s Roadeo, and the top
three Professional Coach Operators are; Mark Stewart [1st place winner], Lelia Watts [2nd place
winner] and Janie Jamison [3rd place winner]. Mark Steward will be sent to participate in the
2017 National Roadeo in Reno, NV.
Item No. I-2
Page 3
The Department continues to conduct interviews for Professional Coach Operators.
The Transportation Department and Safety and Training Department’s safe drivers award
banquet was held on September 18, 2016, at Bankers Life Field House.
Service Delivery Data:
Key Performance Indicators
Fixed Route Lift
Boardings
Positive Operator
Contacts
1,195
1,976
3,600
Positive Operator Contacts
Jul-16
Aug-16
Sep-16
4,429
4,636
Aug-16
38
32
4,575
27
Qualifying Operators
Lift Boardings
Jul-16
Fixed Route 90% Club
Sep-16
Jul-16
Aug-16
Sep-16
Positive Operator Contacts represent every time a Transportation Supervisor engages a
Professional Coach Operator whether it be on site at an IndyGo or by visiting their coach.
Item No. I-2
Page 4
COMMUNITY OUTREACH
Operation’s had representatives attend the following community stakeholder meetings in
August:


IMPD Monthly Downtown District Community Task Force Meeting
Event Advisory Board Meeting
MAINTENANCE

The 2016 BusCon convention was held during September, making it BusCon’ s third
straight year in Indianapolis with intentions on returning in 2017 and beyond. One of
this year’s main topics was the continuing evolution of electric vehicles. On the panel
was Maintenance Director Victoria Learn, New Flyer, BYD and CCW. The Moderator Len
Engle the Executive Director from Antelope Valley Transit in California. Both Antelope
Valley (AVTA) and IndyGo were selected to represent the Transit sector and the
manufactures of electric vehicles, New Flyer, BYD and CCW, were also selected to
discuss the evolving market. Many topics were discussed such as emergency protocols
for thermal events, developing specifications for implementation and several other
areas of development.

During August, Maintenance Quality and Production Manager Robert Williams was
nominated for the Medal of Valor. Bob is a Reserve Officer Sergeant with the IMPD.
Reserve Officers are volunteers and are not paid for their services. During late July,
IMPD was involved with a vehicle pursuit where shots were fired. Bob was engaged in
the pursuit and his vehicle was hit by several gunshots. Bob has been an IndyGo
employee for over 38 years and in his spare time volunteers to protect our community.
Please wish Bob well and we will keep the board apprised of any more information on
his Medal of Valor nomination.

The Maintenance Department continues to address A/C services now using a process of
consistent Steam Cleaning. When a radiator is clogged or blocked with debris it inhibits
air flow and the cooling ability for the motor and the A/C. Steam cleaning also enhances
the mechanics ability to be able to see and locate leaks more efficiently.

Maintenance has increased the monthly regen process with the use of diesel particulate
filters (DPF) and usage of catalysts have drastically decreased. The filters are designed
to remove diesel particulate matter and soot from the exhaust gas of the diesel engines.
The catalyst lowers the soot combustion temperature allowing the filter to selfregenerate during periods of high exhaust temperature. This saves on the amount of
filters and catalyst the store room sends out to be cleaned, and this process helps the
environment.
Item No. I-2
Page 5
Flexible & Contracted Services
Congratulations to IndyGo Open Door Customer Service Representative, Esmeralda Soriano.
After 28 years of living in the United States, Esmeralda became a U. S. citizen on the fourth of
July. She was featured, along with many others, on the news and in an article posted by WTHR
Channel 13. Esmeralda is excited, and the Open Door staff is very proud of her. She states that
the main reasons she wanted to become a citizen of the United States would be granted the
right to vote and increase opportunities for herself and her family. Esmeralda was also
featured in the 4th quarter Open Door newsletter.
Hawkeye Health, the contractor for Open Door assessments signed a contract for a one-year
option. The option year is the first of three, which was approved by the Board of Directors in
2014. Hawkeye employees continue to perform their duties as required and look forward to
another successful year with IndyGo.
Open Door staff is currently working on procuring fifteen (15) paratransit vehicles. Due to the
unavailability of diesel fueled vehicles, Open Door is working toward securing regular unleaded
fueled vehicles. More information will follow in an upcoming board packet.
Total trips show that if trip growth continues at the same pace Open Door will hit a point of
averaging about 25,000 trips a month. The chart also shows that on average the service
completed roughly 600 trips more each month this year than last year.
With regard to revenue hours, Open Door is averaging over 100 revenue hours more this year
than last year. This number is a little deceptive as previous years have had major swings,
mainly under the previous year’s totals. When focusing on and comparing January 2015/2016
through July 2015/2016 the service averages approximately 800 revenue hours over last
year. Equally eye catching, since January 2016 Open Door averaged roughly 500 revenue hours
over the allotted amount. However, it is good to note that when the service has an increase in
revenue hours, on time performance is at 90% or better.
Item No. I-2
Page 6
After looking at trips and only comparing January – July 2015 to 2016, the trips are up during
this period by roughly 1,100 per month.
Finally, the productivity graph shows that while more is spent on the service, it is being done so in a wise
manner. The higher the productivity, the more bang for your buck. On the current path, Open Door is
on schedule to hit and maintain 1.75 trips per revenue hour.
Item No. I-2
Page 7
Open Door reservations and dispatch call comparison chart: Telephone response performance
for both reservations and dispatch in Open Door is shown in the charts below. Staff continues
to monitor and evaluate the call response performance and work toward a minimum answer
rate of 95%.
SERVICE DELIVERY DATA:
GRANTS:
Staff is making preparations for October audits and the signing of new contracts for subrecipient vehicles. Additional information will be provided in the next board packet.
Item No. I-2
Page 8
Facilities

The Downtown Transit Center is continuing to see steady traffic and has been well
received by the public. The general public is finding the site very easy to maneuver
around and use and the real time signage is a huge help to all our customers. Contracted
Security and Transportation Supervisors have been a great help to the facility in making
sure all customers are safe.

Final completion continues at the Downtown Transit Center with “punch list” items.
These are items found on final walk through and inspection that need correction.

Minor concrete repairs were made in the wash rack area where an area of about 6 feet
was collapsing into the setting bed, so the concrete was removed and filled in and a new
concrete surface applied.

Employees at the Washington Street Campus are enjoying new LED lighting upgrades
completed in late August. Exterior lighting around the exterior of the building has
provided increased safety and visibility for the employees as well as the community
using the surrounding sidewalks. The new LED lighting in the interior of the building has
made work areas brighter and more functional.

The Solar Energy System was deployed in December 2015 and has been exceeding
original expectations. The original plan was to recover enough energy to charge 13
electric buses and to date IndyGo is able to generate energy equivalent to that needed
to charge the full fleet of 21.
September again was a busy month in Shelter Glass repairs shelter vandalism, shelter
glass breaks, and graffiti being spray painted in many shelters. Crews continue to work
to restore shelters to IndyGo brand expectations. We are keeping IMPD informed for
their neighborhood patrols.

RISK & SECURITY

On September 26, 2016, IndyGo held its quarterly Safety and Security Committee meeting. The
committee consists of members of the union and management. The committee meets to
discuss issues that have happened in all departments since, and then discuss steps taken to
correct those issues. If any new issues are brought before the committee, they will attempt to
find solutions to those issues. Anything that needs to be reported to all employees will be put in
the newsletter, mailboxes, and on the television screens in the break rooms.
Item No. I-2
Page 9
SAFETY & TRAINING
SAFE DRIVERS
The following Operators were recognized for their safe driving:
AUGUST
Samuel Garrison
Joe Monaughan
Victor Garrett
Jo Ann Sanders Snorten
Maurice Wilburn
Linda Harris
George Evans
Alvin Knox
Bevelyn Robinson
Hortensia Smith
Sheddrick Pittman
Jennifer Journey
Samuel Abebe
Rose Anderson
Tracy Clark
Janie Jones
Deborah Sturdevant
Newell
Michael Waire
Adam Burke
William England
Robert Feiock
Reginald Taylor
Latricia Bahar
Terry Lagrone
Catherin Nance
Latoya Robinson
Alexander Weah
SEPTEMBER
38 Years
11 Years
10 Years
10 Years
10 Years
8 Years
7 Years
7 Years
6 Years
6 Years
5 Years
4 Years
3 Years
3 Years
3 Years
3 Years
Ronnie Burton
29 Years
Michael Flowers
25 Years
Stephen Thein
24 Years
Phillip Boicourt
20 Years
Stephen Edmonds
18 Years
Michael Hale
17 Years
Donald Turentine
15 Years
Richard Boysen
14 Years
Timothy Martin
14 Years
Leo Scott
12 Years
Peter Reintjes
9 Years
Calvin Jackson
5 Years
Marc Stewart
5 Years
Rhonda Watts
5 Years
Leonard Augustus
4 Years
Lisa Campbell
4 Years
3 Years
Kevin Mallory
3 Years
3 Years
2 Years
2 Years
2 Years
2 Years
1 Year
1 Year
1 Year
1 Year
1 Year
Albert Redd
3 Years
Raymond Ford
1 Year
Item No. I-2
Page 10








Director of Safety, Training and Security, Mark Emmons, along with Phalease Crichlow,
met with the city's Department of Public Works and other business to discuss a CDL
training program. This program will help train individuals, that have been released
from incarceration, get their CDL to help them find a job that would require one.
IndyGo is one of the five businesses that are participating in this program.
IndyGo held its local Bus Roadeo on Sunday, August 28, 2016. The Roadeo
competition consists of an obstacle course with 11 different obstacles, a bus pre-trip
event, and a uniform inspection. There were 8 fixed route coach operators that
participated this year. With the help of staff from multiple departments the event was
a great success. The 1st, 2nd, and 3rd place winners will be presented plaques at this
board meeting. The winner will be representing IndyGo in the International Bus
Roadeo and Conference to be held in May in Reno, NV.
IndyGo Class #16-05, began on July 18, 2016, with five fixed route operator trainees
and one fixed route supervisor. The class currently has three fixed route operator
trainees still present and they have started the subbing-in portion of the class. The
Transportation Supervisor was transferred to the Operations Department on August
28, 2016.
IndyGo Class #16-06, began on August 29, 2016 with a class of four fixed route
operator trainees. The class should start the route familiarization portion of the class
in mid-September.
On September 28, 2016, IndyGo performed a severe weather drill at the 1501 W.
Washington location. This drill was performed after some programming was
completed that fixed issues found during the last drill. The drill was a success and all
systems operated as they were designed. This was the last drill for this 2016 year and
IndyGo will perform at least two drills per year at both the 1501 W Washington St and
201 E Washington St locations.
IndyGo Class #16-05, began on July 18, 2016, with five fixed route operator trainees
and one fixed route supervisor. Three of the five students were able to complete all
portions of the training program and were release to Operations on September 11,
2016.
IndyGo Class #16-06, began on August 29, 2016 with a class of four fixed route
operator trainees. There are currently three students left in training and they have
completed the route familiarization portion of the class and has started revenue
service training. The training department expects this class to be complete and
release to Operations by mid-October.
Training staff has started forklift evaluations as required by the Occupational Safety
and Health Administration (OSHA) for all employees that operate a forklift. OSHA
requires that every forklift operator's performance be evaluated every three years.
Item No. I-2
Page 11
The following training sessions were conducted in August and September:

Staff performed the following trainings:
- Two administrative employees for new hire orientation training.
- Two full-time general laborers for the Vehicle Maintenance Department.
- One Vehicle Maintenance Supervisor.
- One Learning & Development Manager for the HR Department.
- Continuation of the 2016 Fixed Route Operator In-Service.

Continuation of the 2016 Fixed Route Operator In-Service, with completion
expected on October 25, 2016.
Fixed Route Accidents
Sep-16
21
Aug-16
Open Door Accidents
Sep-16
Sep-15
28 27
9
8
Aug-16
All Traffic Preventable All Passenger Preventable
Accidents
Traffic
Accidents Passenger
Accidents
Accidents
Sep-15
4
3,373
0
0
3,471
3,612
4,287
4,585
4,260
0
Operator Contacts
All Accidents
0 0 0
Transit Officer - Patrol Activity
4
0
3
0 0
Garage Accidents
Sep-16
6 5
4
0 1 1
All Traffic Preventable
All
Preventable
Accidents
Traffic
Passenger Passenger
Accidents Accidents Accidents
Sep-15
11
7
14 11
1 3 1
Aug-16
Preventable Accidents
Jul-16
Passenger Contacts
Aug-16
Sep-16
Item No. I-2
Page 12
Transit Officer - Patrol Activity
1,040
929
Transit Officer - Patrol Activity
98
985
Aug-16
78
Ride Checks
Downtown Details
Jul-16
106
Sep-16
Jul-16
Transit Officer Patrol Activity
9
6
7
Arrests
Jul-16
Aug-16
Sep-16
Recommendation:
Receive the report.
Roscoe Brown, Chief Operating Officer/VP of Operations
Aug-16
Sep-16
PLANNING REPORT
October 27, 2016
Item No. I-3
TO:
Chair and Board of Directors
FROM:
Annette Darrow, Director of Planning
Justin Stuehrenberg, Director of Special Transit Projects
PLANNING UPDATE
Issue
A Planning Report will be presented at the board meeting.
Recommendation:
Receive the report.
Item No. I-3
Page 2
PLANNING
The new transit center has been open for three months. With the magnitude of changes to the
entire bus network, staff is currently working on timing adjustments for 10+ routes to help
improve on time performance. The next pick took effect on Sunday, October 9, 2016.
Operators completed the picking process of their new work on September 21.
The MPO in partnership with IndyGo is conducting an on board passenger survey that began
after Labor Day. This type of survey is now required every five years. This survey will capture
demographic information which is used for Title VI reporting as well as travel patterns. The trip
data will be used for the MPO travel demand model as well as for IndyGo service planning. It
will give IndyGo a clearer picture of who is riding and how they are using the service. The
company doing the survey has a great deal of survey experience in transit across the country.
IndyGo’s Title VI update is due to FTA on February 1, 2017. It will be presented at the January
board meeting for adoption. This update is required every three years and it is analysis of our
service equity under Title VI. Board adoption is required prior to submittal to FTA.
The Hastus 2015 software update took place on August, 12. It went well overall and staff is
adjusting to the updated functions and features. Many of the new features will help staff do
many of their job functions more efficiently. The October pick is the first full use of the
upgraded software and so far things appear to be going well.
RED LINE
The Red Line project continues moving forward into final design, with the 60% design
submission due October 28. Design is still on target for 90% completion by the end of the year.
The Red Line project is moving forward into final design. A public meeting was held on
September, 12th with IndyCog. The purpose of this meeting was to inform the cycling
community about how the Red Line would impact them and gathering feedback on cycling
related aspects of the project. Some concerns were expressed about the implementation of the
two-way bicycle facility on Illinois St. and bike lanes on Shelby St. However, overall feedback
was constructive.
The winning Red Line Station Design continues into engineering. IndyGo and CDM Smith have
begun basic tweaks to the station design to make sure it is functional while retaining elements
of the conceptual design submitted by Sean Morrisey. Adjustments include inverting the roof to
control rain overflow and removing columns from the platform edges to create a more open
design.
Item No. I-3
Page 3
The internal IndyGo team continues work on development of the project focusing on the
Project Management Plan and Public Involvement Plan. Regular Key Stakeholder meetings will
begin next month to talk about the construction process and how IndyGo and HNTB will work
with the community. The Red Line Team hosted a Peer Review with the FTA and other transit
agency representatives from around the country to critique the Red Line Project and gather
feedback. The meeting was held over two days with many constructive comments and feedback
given. Construction management firm HNTB is now under contract and will conduct final design
reviews and guide the project through bid and construction. CDM Smith is close to releasing
60% plan drawings for the project which are due by October 28th, 2016.
Annette Darrow
Director of Planning
Justin Stuehrenberg
Director of Special Transit Projects
BUSINESS DEVELOPMENT REPORT
October 27, 2016
Item I –4
To:
From:
Chair and Board of Directors
Bryan Luellen, Director of Public Affairs
CONSIDERATION OF BUSINESS DEVELOPMENT REPORT FOR OCTOBER 2016
ISSUE:
A report of IndyGo Business Development will be presented at the board meeting.
RECOMMENDATION:
Receive the report.
Bryan Luellen
Director of Public Affairs
Attachments
Contributing Staff includes:
Lauren Day, Manager of Marketing and Communications
Betsy Sattler, Graphic Specialist
Allison Potteiger, Communications Specialist
Chauncyia Coleman, Manager of Customer Service
Ellen Forthofer, Communications and Outreach Coordinator
Item No. I-4
Page 2
INDYGO.NET MONTLY SESSIONS:
August
September
Page Views
400,189
375,774
New /Returning Visitors
24.75%/75.25%
24.5%/75.5%
Total Sessions
163,220
154,545
IndyGo.net Website Sessions
200,000
180,000
160,000
140,000
120,000
100,000
80,000
60,000
40,000
20,000
0
Month
January
February
March
April
May
June
July
August
September
2014
2015
2016
Mobile
82.54%
78.80%
79.25%
79.79%
78.55%
77.25%
79.42%
80.32%
82.08%
Desktop
14.65%
18.03%
17.64%
17.49%
18.37%
19.49%
17.29%
16.96%
15.51%
Tablet
2.82%
3.17%
3.10%
2.72%
3.08%
3.26%
3.28%
2.72%
2.41%
New
25.55%
27.85%
26.91%
27.19%
29.30%
28.47%
25.81%
24.75%
24.5%
Returning
74.45%
72.15%
73.09%
72.81%
70.70%
71.53%
74.19%
75.25%
75.5%
Item No. I-4
Page 3
SEPTEMBER NEWS RECAP:
“Cost of transit plan outweighs benefits” – Indy Star
“City hasn’t shown need for expanded transit” – Indy Star
“Transit backers push for ‘Yes’ Vote on Referendum” – WIBC
“IndyGo Congratulates Transit Center Landscape Designer on Professional Award” – Mass Transit
Magazine
“Put down your car keys, Indy!” – NUVO News
Broadcast mentions: 115
News mentions: 80
Social Media mentions: 327
Topics Include:
information about the Marion County Transit Plan and upcoming referendum. Articles from
early to mid-September focus on education about the Marion County Transit Plan and
referendum, with mentions of informational sessions such as the Lunch ‘n Learns. Media
mentions in late September begin to become more polarized with stances on the referendum.
Other articles to note include coverage on Rundell Ernstberger Associates’ acceptance of a
professional award for their work on the Transit Center.
Share of Voice by Volume, 9/1/16 – 9/30/16
News
15%
Social
63%
Broadcast
22%
Item No. I-4
Page 4
Mention Sentiment Analysis, 9/1/16 – 9/30/16
1
69
37
44
9
38
154
37
116
IndyGo News
IndyGo Broadcast
IndyGo Social
Negative
Neutral
Positive
AUGUST NEWS RECAP:
“Festival Connects Central Indiana Communities with ‘Home’” – Indianapolis Recorder Newspaper
“IndyGo Brings Rapid Transit Demo Bus to Indianapolis” – Mass Transit Magazine
Red Line Station Winners – multiple news outlet coverage
“Transit Advocates Launch Info Blitz” – Indy Star, Mass Transit Magazine
Media mentions: 33
Social Media mentions: 326
Topics Include: BRT demo bus and information about the upcoming referendum. Articles from
early August focused on the winner of the Red Line Station design competition. Other articles
to note included coverage on the “Moving Stories” project that will be featured at the Spirit &
Place Festival.
SEPTEMBER CALL CENTER REPORT:
40,283 total calls
6.5% calls abandoned in queue
Item No. I-4
Page 5
60,000
Call Center Total Calls
50,000
TOtal
40,000
30,000
2014
20,000
2015
10,000
2016
0
CUSTOMER COMMENTS: 516
2015 DTC ROUTE CHANGES
ADA
BUS STOP
CIVIL
COMPLIMENT
COURTESY
CUSTOMER SERVICE
DENIAL
DISCRIMINATION- TITLE VI
FACILITY MAINTENANCE
FARES
INFORMATION TECHNOLOGY
MARKETING
1
1
13
1
15
62
6
8
1
33
10
1
4
MCTP
OTHER
PASS BY
RED LINE
REQUESTS
ROUTE
RULES
SAFETY
SCHEDULE ADHERENCE
SUGGESTION
SUPERBOWL
VEHICLE MAINTENANCE
WRONG INFORMATION
6
51
79
3
16
33
5
68
66
16
1
11
4
OUTREACH SUMMARY FOR SEPTEMBER:
Since 2009, the Indy Connect planning effort (a collaborative of public sector partners including
the MPO, CIRTA and IndyGo) has been advancing plans for enhanced public transportation in
Central Indiana. Hundreds of public meetings have been held where public agency staff have
collected more than 10,000 public comments, which have helped shape the plan. The Indy
Connect vision was adopted by the IRTC as the long range transit plan for the region. Soon
after, the State Legislature enabled a county-by-county funding mechanism that would allow
some Central Indiana Counties to call an advisory referendum for an income tax of up to 0.25%
to pay for public transit improvements and new projects.
Item No. I-4
Page 6
In early 2016, IndyGo rolled out the Marion County Transit Plan—a revised scope of the larger
Indy Connect Plan. The Indianapolis City-County Council in March authorized a ballot question
for November that could generate new revenues for IndyGo to implement the plan. Since
January of this year, the outreach team has organized standalone public meetings, participated
in neighborhood meetings and other community events to refine the plan with public feedback
and to educate voters on the details of the plan. Our team has offered nearly 550 appearances
of an Indy Connect representative to educate the public on the Marion County Transit Plan just
this year.
If the vote passes with majority support in Marion County, the Council may enact a tax up to
0.25%. The plan requires the full tax rate to be enacted. If Council does act, IndyGo will begin
ramp up for implementation, including a hiring blitz, additional public meetings and detailed
operational plans. A new income tax of 0.25$ in Marion County will generate approximately
$56M annually dedicated for transit. This new revenue stream will allow IndyGo to increase
service by 70% in the county. The majority of the spending would address hours of service and
frequency for the existing bus system, but a robust capital plan also includes local match for
Blue and Purple rapid transit lines, bus replacement, and critical infrastructure for efficient
operations.
9/1/2016
BYD demo bus @ HobNob
9/7/2016
MCTP Presentation – Indy Ambassadors
9/13/2016
BYD demo bus @ AARP Movie Day
9/13/2016
MCTP Presentation – Community Heights Neighborhood Association
9/14/2016
Dinner Series with IndyHub: Kennedy King
9/14/02016
Lunch ‘n Learn: Beech Grove & Fountain Square library branches
9/15/2016
Nora Community Meeting
9/20/2016
BYD demo bus in service: Blue Line
9/21/2016
BYD demo bus in service: Purple Line
9/21/2016
MCTP Presentation: Mid-North Shepherd’s Center
9/22/2016
BYD demo bus @ Car Free Day Indy
9/22/2016
Red Line Presentation – Development on Tap: Transit
9/25/2016
MCTP Presentation – IUPUI SPEA Congress to Campus
HUMAN RESOURCE REPORT
Oct. 27, 2016
Item No. I – 5
To: Chair and Board of Directors
From: Phalease M. Crichlow, Vice President of Human Resources
CONSIDERATION OF HUMAN RESOURCES AUGUST/SEPTEMBER
ISSUE:
A written report of Human Resources information will be presented at the board meeting.
RECOMMENDATION:
Receive Human Resources report.
Phalease M. Crichlow
Vice President of Human Resources
Contributing Staff:
Teresa Boone, Director of Employee Services
Brandon Jackson, Human Resources Program Manager
Lillian Motton, Benefits Manager
Oreanna Crain, Human Resources Generalist
Item No. I – 5
Page 2
AUGUST/SEPTEMBER
HUMAN RESOURCES DEPARTMENT BOARD REPORT
STAFFING AND RECRUITMENT
STAFFING - AS OF 9/30/2016
Active Employees: 533
Union: 437
Non-Union: 96
SEPARATIONS:4
Union: 3
Non-Union: 1
NEW HIRES: 0
Union: 0
Non-Union: 0
TURNOVER RATE
AUGUST 2016 – 2.40%
SEPTEMBER 2016 – 0.75%
YTD 9/2016 – 2.11%
STAFFING CAPACITY
6.82% Below Maximum Capacity
572.0 FTE Budget
533.0 FTE Actual – September 2016
3rd Quarter Review
4%2% 9%
6%
11%
43%
7%
3%
Abandoned Job
Negligence
Resignation
Attendance Events
Performance
Retirement
15%
License
Preventable Accident
Item No. I – 5
Page 3
STAFFING
Month
January
February
March
April
May
June
July
August
September
October
November
December
Annual Average
2015 Monthly
Turnover Rate
1.73
1.94
1.74
2.32
1.17
1.35
1.90
1.33
1.91
0.76
1.89
1.53
1.63
2016 Monthly
Turnover Rate
1.35
2.40
1.50
1.32
1.32
1.86
1.86
2.40
0.75
2.11
RECRUITMENT
In the month of August /September there were no significant staffing level increases, however
year to date there has been a 3.2% increase in overall staffing levels. Recruitment efforts are
continuous in the areas where vacancies exist. We continue to partner with the operations
department to develop and implement recruitment strategies to meet their staffing needs.
The IndyGo HR team has attended several Job Fairs in the month of August and September
including Andre Carson and the Wayne Township Adult Education Program Job Fair, just to name
a few. We continue to partner with community agencies to assist us with meeting the staffing
needs of the organization.
DRUG AND ALCOHOL COMPLIANCE
Every year, IndyGo and other FTA drug and alcohol covered employers are required to submit
their drug and alcohol testing results through the annual MIS (Management Information
Systems) report around March 15. The FTA this year released the results for the 2014 calendar
year. The results show the drug testing positive rates increasing to their highest levels in several
years. The random positive drug rate is at its highest since 2003, the first year the random positive
test fell below 1.0%. Related to the increase in the positive rate is the increase in number of
specimens testing positive for THC. The number of specimens positive for THC increased by more
than 40% in just a two-year period. The IndyGo drug and alcohol team continues to educate all
employees on the effects drugs and alcohol can have on a person and how it can lead to problems
in the workplace. The drug and alcohol policy at IndyGo allows for employees to voluntarily
disclose a substance abuse problem (before a disciplinary matter develops and/or before
notification of a required test) and take a leave of absence for a prescribed rehabilitation
program.
Item No. I – 5
Page 4
FTA Drug and Alochol. (2016, March). 2014 Drug and Alcohol MIS
(Management Information Systems) Results. Retrieved from
https://transitsafety.fta.dot.gov/drugandalcohol/newsletters/issue59/pdf/Issue59.pdf
Test Type
August 2016
Number of Tests
Pre-Employment
Random
Post Accident
Reasonable Suspicion
Return-to-Duty
Follow-Up
9
13
4
0
0
2
September 2016
Test Type
Pre-Employment
Random
Post Accident
Reasonable Suspicion
Return-to-Duty
Follow-Up
Number of Tests
17
11
4
0
0
0
Item No. I – 5
Page 5
EMPLOYEE SERVICES
EMPLOYEE BENEFITS AND WELLNESS
The Activate Clinic continues to engage employees in this third quarter of the wellness program.
An average of 78% of employees are engaged and meeting 75% of their goals. These employees
are receiving all or a portion of their “goal incentive payments” up to $150.00. This is in addition
to their reduced premium incentive of 15%.
Currently, IPTC is in the request for proposal process for the on-site clinic services and wellness
program. The Activate Clinic contract will end February 28, 2017. The goal is to revamp,
rejuvenate and revive the clinic services and the entire wellness program. This will also include
ensuring that we are in compliance with all current and new regulations in providing incentives,
activities and programs for our workforce.
Activate Clinic Stats for August/September 2016
Appointments
Participation
Acute Care/ Physicals
103/83
Employee Encounters
324/356
Lab Draw
5/13
Spouse Encounters
10/4
Other visits (includes coaching)
236/268
Dependent Encounters
10/4
Total
344/364
Total
344/364
EMPLOYEE & LABOR RELATIONS
In the month of August and September, IPTC management team along with the ATU Local 1070
leadership had limited weekly meetings due to other scheduling conflicts on both sides. However,
we continue to work together to communicate and manage employee relations and mediate
labor disputes.
LEAVE MANAGEMENT & WORKERS’ COMPENSATION
LEAVE MANAGEMENT
The Human Resources Department and the Operations Department continue to meet weekly to
address “leaves” and staffing productivity. In the month of August and September productivity
hours lost due to FMLA and other leaves have decrease by 30% over the previous month. There
was an average of 832 hours of lost time recorded in the area of sick, FML no-pay, FML–sick, FMLvacation and FML-personal.
Item No. I – 5
Page 6
WORKERS’ COMPENSATION
There were nineteen (19) “incidents” for the months of August and September. Of these
nineteen (19) incidents, 10 were reportable (became worker’s compensation claims) and 9 were
non-reportable. There were zero denied claims in this period. There were a total of four (4)
temporary total disability (TTD) claimants. The light duty program was assigned to 9 of the 9 new
claimants with an average 3.2 day(s) off work before being assigned. There was a total of 1,136
hours lost from regular work hours (does not include light duty hours). IPTC ends the month with
seven (7) open claims out of 82 total claims.
Phalease M. Crichlow
Vice President of Human Resources
CEO REPORT
Oct. 27, 2016
Item No. I-6
To: Chair and Board of Directors
From: Michael A. Terry, President/CEO
CONSIDERATION OF CEO REPORT
ISSUE:
An oral report of IndyGo business and Information will be presented at the board meeting.
RECOMMENDATION:
Receive CEO report.
Michael A. Terry
President/CEO