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Home My Public Portal About05a Resolution 2016-11-04 2016 Transit Expenditures and WP Request for Payment TOWN OF FRASER RESOLUTION 2016-11-04 A RESOLUTION AUTHORIZING 2016 TRANSIT EXPENDITURES WHEREAS, Fraser voters approved a new 1% sales tax to fund transit, trails and capital projects and the Town of Fraser has been engaged in providing enhanced transit services to the community; and WHEREAS, it has been the intent of the Towns of Fraser and Winter Park to enter into an intergovernmental agreement regarding transit services; and WHEREAS, despite the interest of both parties, an intergovernmental agreement has not been approved given that the implementation of the new services and development of more data has been a priority; and WHEREAS, it is the intent of the Fraser Town Board to confirm its partnership in provision of transit services by approving certain 2016 transit expenditures and reimbursing the town of Winter Park accordingly. NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE BOARD OF TRUSTEES OF THE TOWN OF FRASER, COLORADO THAT: The Town Manager is authorized to make payment to the Town of Winter Park for certain 2016 transit expenditures in the amount of $398,025.91 READ, PASSED ON ROLL CALL VOTE, AND ADOPTED BY THE BOARD OF TRUSTEES THIS 16th DAY OF November, 2016. Votes in favor: ___ BOARD TRUSTEES OF THE Votes opposed: ___ TOWN OF FRASER, COLORADO Absent: ___ Abstained: ___ BY: Mayor ATTEST: (S E A L) Town Clerk MEMORANDUM To: Jeff Durbin, Town Manager, Town of Fraser From: Drew Nelson, Town Manager, Town of Winter Park Date: November 4, 2016 Re: Request for Payment – Transit Services – November 2015 through September 2016 BACKGROUND As you are aware, the Town of Winter Park has been providing public transit service in the Upper Fraser Valley for the past year, commencing on November 11, 2015 and providing daily service ever since. Thorough its Memorandum of Understanding with Winter Park Resort, Winter Park has assumed the operating contract with First Transit that provides drivers, rolling stock, maintenance and other operational functions of the service. Winter Park received (and paid) all invoices for service since November and is obligated to do so until August of 2017, at which time the existing contract expires. In addition to the transition of service requirements in the MOU, Winter Park has provided service to the Town of Fraser since November of 2015 as well as provided a seat on the Transit Advisory Committee upon the approval of sustainable funding sources in last November’s election. The TAC has worked diligently to provide a high level of service in Fraser and the surrounding area and is continuing to do so as we enter the winter season. It is Winter Park’s belief that we have met or exceeded all of our obligations in the MOU as well as to the general public. To date, Winter Park has paid invoices to First Transit in the amount of $1,960,670.24. Winter Park Resort has been billed for (and has paid) its portion of the fixed cost of service. Below is a further breakdown of costs since the inception of the public service as it relates to routes affecting Fraser through the end of September 2016. ANALYSIS Winter Park’s analysis of cost for each route provided in Fraser is as follows:  The minutes-per-hour for the Summer route apportion to 40% Fraser and 60% Winter Park. This same time analysis can be extended to the Black and Night Lift routes as well as the Link Call and Ride.  The Purple day route timing is split evenly between Fraser, Winter Park and the unincorporated Meadowridge area. Apportionment should be a three-way split between the parties.  The Night Purple circulated through both Fraser and Meadowridge, and sh ould be apportioned 50% Fraser and 50% Meadowridge.  Paratransit is an essential service that is required to be provided in Fraser, Winter Park, and unincorporated Grand County within three-quarters of a mile from any fixed route. This route is logically split three ways between Fraser, Winter Park, and Meadowridge.  The Granby route serves four stop locations in Fraser. There are 27 total stops on the route, which calculate as follows: Winter Park – 10 stops (37%), Fraser – 4 stops (14.8%), Granby – 6 stops (22.2%), Grand County – 7 stops, (30%). Below is a spreadsheet reflecting the routes, riders, and costs affiliated with providing service to -date: Route Hours Riders Cost Winter Park Grand County Fraser Black 4,010.75 65,654 $257,016.42 $154,209.85 $102,806.57 Night Lift 1,624.25 38,457 $104,085.00 $62,451.00 $41,634.00 Purple 2,750.75 56,660 $176,273.24 $58,757.75 $58,757.75 $58,757.75 Night Purple 964.5 11,214 $61,806.98 $30,903.49 $30,903.49 Granby 1,510.5 15,448 $96,795.69 $35,814.40 $29,038.71 $14,325.76 Link CNR 1,816.5 36,924 $116,404.74 $69,842.85 $46,561.90 Paratransit 1,520 3,440 $97,404.46 $32,468.15 $32,468.15 $32,468.15 Summer 3595.00 35,249 $231,084.93 $138,650.96 $92,433.97 Total 17,143.75 257,100 $1,147,433.89 $553,412.79 $151,168.10 $420,855.91 A few items to note about this analysis:  The cost breakdown is for actual amounts paid to First Transit for service, and the Resort’s portion of the fixed rate cost has already been applied to the total cost.  This only includes invoice amounts and does not include Winter Park’s personnel costs, marketing costs, new bus acquisition (which drives down the fixed cost of service), bus painting and maintenance costs, consultant fees, legal counsel review, the new RideHop smartphone application and other functions of the service. These items will need to be addressed in the Intergovernmental Agreement that we have discussed entering into between Fraser and Winter Park.  Winter Park administered and managed contracts with fourteen homeowner associations in the Meadowridge area in the amount of $73,964, all of which has been paid by the HOAs. We also received payment from Grand County in the amount of $14,000. These amounts were not removed from the total in the spreadsheet above, but they do represent a close approximation for the Purple and Night Purple expenses as apportioned to that area.  Winter Park applied for and received a Section 5311 Operating Award from the Colorado Department of Transportation in the amount of $100,000 for 2016. This grant helped to provide service in Fraser via the Black and Summer routes. This amount was not applied to the total in the spreadsheet above, but some allocation of that grant should flow to Fraser’s costs. Hours of service provided to the Fraser routes noted above equate to 22.83% of the total hours of service for the entire system. We would propose the grant be allocated in a similar fashion, reducing costs to Fraser in the amount of $22,830 for 2016 to-date.  There were no additional amounts allocated to either Fraser or Winter Park for special events held throughout the summer (such as the Divide Music Festival). These were collaborative events held with the overall community in mind, which is a fair way to perceive their impacts to the transit system. Based on this analysis, the cost of service provided to Fraser for the time period of November 11, 2015 through September of 2016 is $398,025.91. Again, it should be noted that there are other hard and soft costs incurred that have not been addressed in this breakdown of transit services provided. REQUEST FOR PAYMENT Winter Park respectfully requests payment from the Town of Fraser in the amount of $398,025.91 for transit services provided to-date. We anticipate an invoice from First Transit for the month of October within the next week, so additional information on nearly a year’s worth of service will be forthcoming. In looking ahead, early winter service commences on November 14th, and the full operating schedule starts on December 19th. Should you require any additional information, please feel free to contact me at your earliest convenience.