Report No: Meeting Date:
16- 046 February 24, 2016
Alameda-Contra Costa Transit District
STAFF REPORT TO:
AC Transit Board of Directors
FROM:
Michael A. Hursh, General Manager
SUBJECT:
Proposed FY 2016-17 Budget Goals and Objectives
BRIEFING ITEM RECOMMENDED ACTION{S):
Consider receiving an overview of Staff's proposed FY 2016-17 Budget Goals and Objectives. EXECUTIVE SUMMARY:
The Board adopted a budget development calendar in November 2015, which included the development of goals and objectives for the FY 2016-17 Operating and Capital Budget. The Go als and Objectives are based upon the performance management model established for the District, and include the following: 1.) Provide Quality & Reliable Service; 2.) Create a Safety Culture; 3.) Utilize Financial Resources Efficiently and Effectively; 4.) Attract and Retain a High Quality Workforce; 5.) Effective Communication, Messaging & Marketing. BUDGETARY/FISCAL IMPACT:
There is no budgetary/fiscal impact associated w ith th is report.
BACKGROUND/RATIONALE:
Th e Goal s and Obj ectives provided in thi s report are based upon the performance man agement model established for the District. In July 2012, an executive strategy session wa s conqucted to develop the District's organizational goals. The session included conducting a Strength s, Weaknesses, Opportunities, Threats (SWOT) analysis related to achieving the goals and objectives. A new mission statement w as established along with five overarching organizational goals. AC Transit's Mission Statement Connecting our comm unities with safe, reliable, susta inable service .... we'll get you th ere. AC Transit's Organizational Goals 1. Provid e Qu ality & Reliable Service 2. Create a Safety Culture 3.
Utilize Financial Resources Efficiently and Effectively
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Report No. 16-046 Page 2 of 2 4. Attract & Retain a High Quality Workforce 5. Effective Communication, Messaging & Marketing A list of goals and objectives were included in the FY 2013-14, FY 2014-15, and FY 2015-16 budget review processes and incorporated into the final approved budget books for those fiscal years. The executive management team reviewed the goals and objectives with their staff and made adjustments to ensure the new goals reflected the current work plan and are relevant and achievable for the new fiscal year. A summary of the high level District goals along with the key performance indicators are shown in Attachment 1. ADVANTAGES/DISADVANTAGES:
The Goals and Objectives provide a road map for the allocation of resources in the FY 2016-17 budget development process. ALTERNATIVES ANALYSIS:
This report is being provided to the Board as part of the scheduled activities in the development of the FY 2016-17 Operating and Capital Budget. PRIOR RELEVANT BOARD ACTIONS/POLICIES:
SR 15-273 Budget Development Process and Calendar, November 2015 ATTACHMENTS: 1: Proposed FY 2016-17 Goals and Objectives
Executive Staff Approval:
Claudia L. Allen, Chief Financial Officer
Prepared by:
Donald Eckert, Director of Management and Budget
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SR16-046 ATT.1
FY 2016-17 BUDGET DEVELOPMENT PROCESS AC TRANSIT DISTRICT GOALS AND OBJECTIVES
District Goal1: Provide Quality and Reliable Service Reduce Cancelled and Out late assignments to <125 system wide cancellations each month based upon monthly division average. Improve Bus Cleanliness to 8.1 out of 10 rating on a monthly basis through the end of the fiscal year. Maintain Mean Miles Between Road Calls above the goal of 5,400 miles on a monthly basis through the end of the fiscal year. Maintain a monthly On-Time Performance target of 72% on a monthly basis through the end of the fiscal year. Improve Operator Courtesy as evidenced by reducing complaints by 5% with a monthly target of 14.8 complaints per 100,000 miles. Reduce absenteeism in accordance with the terms of the new Collective Bargaining Agreement to achieve an unavailability rate of less than 21% for combined scheduled and unscheduled time off. Reduce Missed Trips to a monthly total of less than 275 system-wide through the end of the fiscal year. Conduct baseline Customer Satisfaction Survey Study of current rider base every two years. Conduct a study this year and receive final report by June 30, 2017. Increase responsiveness by establishing a minimum Service Level Agreement with response to 60% of customer issues where feedback is requested within 10 calendar days. Increase Ridership with improved service quality by 3% by June 2017. Develop, update, and maintain project schedules for all capital projects, Work Breakdown Structures, and schedule specification documents by September 2016. Establish standard workflows to enable better collaboration among various internal departments, with completion of process rollout session and process flow data chart definition by October 2016.
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FY 2016-17 BUDGET DEVELOPMENT PROCESS AC TRANSIT DISTRICT GOALS AND OBJECTIVES
Implement Flex Service in low-density areas to replace ineffective and infrequent fixed-route service, with Implementation of the Line 275 Flex Service Pilot by March 2016. Implement Service Expansion Plan proposals with Measure BB revenues, with half of all recommendations by December 2016.
District Goal 2: Create a Safety Culture Maintain or improve existing Deputy Sheriff response time to crimes in progress. Contract with consulting agency to implement Safety Security Management Plan by December 2016. Reduce Worker's Compensation costs, by focusing on early resolution of Worker's Compensation claims. Dedicate staff time to account for employee exposure hours and total injuries with a goal of reducing the injury frequency rate by 5% throughout the year. Maintain a monthly collision rate goal of achieving less than 4.0 collisions per 100,000 miles. Maintain a monthly passenger accidents/incidents rate goal of less than 3.25 incidents per 100,000 miles.
District Goal 3: Utilize Financial Resources Efficiently and Effectively Development and implementation of new budget development system, with initiation of a statement of work and procurement by June 2017. Develop streamlined approach to District procurement processes to ensure an average procurement cycle of 180 days or less for most procurements. Monitor developments with the Affordable HealthCare Act, and maintain all compliance to reporting requirements by end offiscal year. Partner with other public and transit agencies and the Employee Benefits Broker to strategize ways to control healthcare costs without eroding employee benefits by end of fiscal year.
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FV 2016-17 BUDGET DEVELOPMENT PROCESS AC TRANSIT DISTRICT GOALS AND OBJECTIVES
Implement Employee Development programs to provide new learning opportunities, with rollout of employee development program by end of fiscal year. Reduce the Pay to Platform hours by 1% to provide additional operating efficiencies. Control overtime expenditures by limiting overtime assignments at 5% below budgeted levels. Manage employees on long-term leave to ensure best practice for return to work is followed, with Implementation of a return to work program by September 2016. Increase farebox revenue with increased ridership by 3% by June 2017. Review fare policy and implement marketing efforts to increase Clipper penetration rate by 3 percentage points from the previous fiscal year's average monthly penetration rate. Control Paratransit operating costs through capitalization measures and improving productivity. • Reduce cost/passenger by 2% • Increase productivity 2% by June 2017.
District Goal 4: Attract and Retain a High Quality Workforce Improve the diversity of the District's workforce with improved adherence to the EEO plan by June 2017. Establish a performance feedback system (in addition to current goal setting processes) for AFSCME employees by June 2017. Implement employee onboarding process by December 2016. New performance review process implemented as part of the performance management process implemented by December 2016.
District Goal S: Effective Communication, Messaging and Marketing Enhance AC Transit's image among external audiences as measured by a 15% improvement in positive brand rating perception as determined by a general public perception survey every two years.
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FY 2016-17 BUDGET DEVELOPMENT PROCESS AC TRANSIT DISTRICT GOALS AND OBJECTIVES
Continue bi-monthly newsletter to improve internal and external communications. Publish GM eNewsletter, On the Move bi-monthly throughout the year. Evaluate EasyPass pricing matrix and policies, establish criteria and make recommendations to Board by December 2016. Host District Town Halls to update public officials on AC Transit's programs, projects and operations, with completion of five (S) Town Halls by March 2017. Outreach to area Chambers of Commerce, with attendance at 50 Chamber meetings and/or events by April2017. Visit state and federal legislative representatives, with 16 meetings with legislators by May 2017. Develop and produce FY 16-17 Legislative Funding Book, with completion of legislative funding priority book by November 2016. Implement the updated Title VI program and policies submitted to FTA in 2014. Implement 1/2 of the program elements by June 30,2016 in order to meet FTA compliance ofthe program by the next triennial update in Fall2017. Improve Stakeholder relationships and communications. Conduct a transit workshop for local officials and stakeholders.
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