1 BSS Representatives - PowerPoint Presentation

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BSS Representatives Steve Williamson – President Sherry Kovach – Fiscal Manager Josh Baker – Transportation Program ManagerDennis Wisor – Medical Assistance Transportation Program Manager 2

Mission, Vision, & Values Mission Statement Blair Senior Services’ Transportation Program is committed to providing mobility and independence to Blair County residents through a seamless transportation delivery system focusing on performance, safety, coordination and customer service Vision Statement Our vision is to increase the mobility of all consumers by offering and providing demand-response service to all areas of Blair County through seamless intake and service delivery that meets the mobility needs of our consumers and communityPrinciples/Values Statement Accountability, Safety, Coordination, Advocacy and Mutual Respect 3

Strategic Planning Blair Senior Services, Inc. is in it’s second year of following a Strategic Planning process. Agency-wide Goals & Objectives Department specific Goals & ObjectivesPlanning focuses on three areas for short, mid, and long-term planning:FinancialOperational Capital Development of goals and objectives through: SWOT & PEST analysisAdministration, supervisory, front-line staff, and consumer feedback4 See Appendix A1

Transportation Strategic Plan Strategic Goals #1 – Develop Department environment and culture that focuses on quality service amongst all stakeholders #2 – Create performance measures that incorporate statistical data and external feedback to guide program evaluation and decision-making#3 – Develop strategies to maximize benefits associated with a regional approach to Human Service Transportation See Appendix A2 5

Transit Agency Status FY 2011-12 Current Financial Position Current Operations Service Statistics/Trends Funding Statistics/Trends Other Information/AssumptionsCapital Status Review6

Current Financial PositionReserves/Retained Earnings - $301,373 Source Balance Service Stabilization $163,064 Penn DOT$57,080State Van Proceeds $55,946 Federal Van Proceeds $17,363 Annual Shared Ride Interest $7,920 7

Current Financial PositionLevel of Short-Term Debt/Loans—Identify each line of credit (excludes long-term bond financing) Name of Financial Institution Amount of Available Credit Interest Rate Current Credit in UseCitizens BankN/A 5.4% $117,729 Citizens Bank $1,000,000 Variable $0 8

Current Financial PositionAccounts Payable – Past due 90 days and over Accounts Receivable – Past due 90 days and over Vendor Amount Past Due Estimated Pay Date N/A N/A N/A Program/Agency Amount Past Due Date Requisitioned Estimated Pay Date MATP $50,417 6/30/11 ? PA Dept of Aging $9,364 6/30/11 - 12/31/11 6/30/12 Consumer Services Co-Pays $407 8/31/11 - 12/31/11 2/29/12 General Public Co-pays $184 7/31/11 - 12/31/11 ? 9

PennDot Financial Reporting Monthly Reporting Software system produces raw dataData analyzed and manipulated to produce monthly DOT Grants invoice through internal spreadsheets Quarterly Monthly report/invoice data tracked internally to produce quarterly progress report data AnnuallyQuarterly reports, and subsequent files, utilized to produce Legacy Budget and Audit data10

Blair Senior Services Financial Reporting Monthly Balance SheetConsolidated FinancialsRevenue and Expense by Cost CenterQuarterly Formal financial review with Fiscal Manager Compare FYTD with original budget and trending AnnuallyFormal budget process to review current fiscal year and plan for following three years See Appendix B1, B2, B311

Current OperationsStaffing LevelContract Provisions Healthcare Pension FuelFaresOther major factors producing cost increases above inflationCost Savings Initiatives 12

Organizational Chart 13

Staffing LevelTransportation Department consists of 55 staff members (10 FT & 45 PT): 3 Supervisors 41 Vehicle Operators 9 Transportation Assistants 2 Mechanics 14

OperationsShared-Ride transportation provider for Blair County Provide door-to-door transportation services Provided transportation services to 3,187 unduplicated passengers in FY 2010-2011 FYTD 2011-2012 – 2,340 unduplicated passengersTransportation services available to general publicFleet of 36 vehiclesLift-equipped based on ADA standards Vehicle operators trained using rotating schedule – 3 sessions/year Defensive driving, customer service, disability awareness, safety orientation, passenger assistance, CPR/First Aid, and operational review Process over 109,000 incoming phone calls in FY 2010-2011FYTD 2011-2012 – 53,032 incoming phone callsCoordinate trip intake, scheduling, dispatching, and verificationTrips taken up to 60 days in advance See Appendix C 15

Operations Shared-Ride transportation services provided : Monday-Friday7:30 am – 5:00 pmADA Complementary Para-transitMonday-Friday7:00 am – 6:30 pm Transportation office hours of operation : Monday-Friday7:00 am – 4:30 pm16

Shared-Ride Service Schedule 17

Labor Provisions Vehicle Operators Current2012-2013 Starting wage $8.72 $8.72Top wage$14.61$14.90 Average wage $11.07 $11.29 Contract wage increase N/A N/A Mechanics Current 2012-2013 Starting wage $11.00 $11.00 Top wage $15.48 $15.79 Average wage $14.02 $14.30 Contract wage increase N/AN/A 18 See Appendix D

Labor Provisions Trans Assistant Current2012-2013 Starting wage $9.80 $9.80Top wage$14.50$14.79Average wage $11.00 $11.22 Contract wage increase N/A N/A Trans Supervisor Current 2012-2013 Starting wage $34,199 $34,199 Top wage $50,568 $51,579 Average wage $43,074 $43,935 Contract wage increase N/AN/A 19 See Appendix D

Labor Provisions Full-time benefits include: Health InsurancePension Plan403b Retirement Savings PlanPaid Time Off (sick and vacation)Long-Term D isability Life Insurance Paid Holidays (10)Optional employee paid supplemental benefitsTrans Manager Current 2012-2013 Starting wage $38,426 $38,426 Top wage $48,400 $49,368 Average wage $48,400 $49,368 Contract wage increase N/A N/A Part-time benefits include: Health Expense Reimbursement ($750/year) Pension Plan 403b Retirement Savings Plan Paid Time O ff (sick and vacation) Life Insurance Paid Holidays (10) Optional employee paid supplemental benefits 20 See Appendix D

Important Labor Provisions Use of part-time employees Part-time staff are utilized for Vehicle Operators (39/41) and Transportation Assistants (6/9)Number/percent of “split shift” driversDo not utilize split shiftsVehicle Operator Overtime FY 2010-2011 – 42.71 hours - $642.11 FYTD 2011-2012 – 17.5 hours - $282.86 Outsourcing Maintenance program outsources front end alignments, transmission rebuilds, major welding, body, and exhaust workOutside repairs – FY 2010-2011 - $3,955; FYTD 2011-2012 - $979 21

Healthcare No proposed coverage changes for FY12-13; costs for FY12-13 projected at 10% increase based on historical evidence See Appendix E Union Non-Union Basic Coverage Current N/A $5,566.32 - $17,222 FY 2012-13 N/A $6,122.95 - $18,944.20 Employee Contributions Current N/A $1,113.26 - $3,444 FY 2012-13 N/A $1,224.59 - $3,788.40 Co-Payment Current N/A $20 general/specialist; $75 ER FY 2012-13 N/A Same as FY 2011-12 22

Pension Union Non-Union Employee Contributions Current N/A $0 FY 2012-13 N/A $0 Minimum Age to Qualify for Retirement Current N/A 55 FY 2012-13 N/A 55 Minimum Number of Years to Qualify for Retirement Current N/A 20 FY 2012-13 N/A 55 Minimum Number of Years to be Vested Current N/A 3 FY 2012-13 N/A 3 23 See Appendix F

PensionPension fund is fully funded by Blair Senior Services, with no employee contribution. The Agency contributes 7.5% of an employee’s annual earnings beginning on the 1 st anniversary date. Employees are 100% vested after three years of employment. Agency contribution to Money Purchase Pension Plan for FY 2010-2011 (Transportation Department only) $81,740403b Retirement Savings Plan (optional employee benefit) – fully funded by employee contributions only; no Agency contributionsEmployee contributions for FY 2010-2011 (Transportation Department only) $13,336 No proposed changes to Money Purchase Plan or 403b Retirement Savings Plan for FY 2012-2013 24

FuelCurrent Cost per Gallon is $3.05Contract rate with County of Blair No taxes $0.15 surcharge for pump/labor and delivery expenses Projected Cost per Gallon and Basis for Projection$3.17 Projection based on historical average of cost/gallon increase of $0.12 from first half of fiscal year (July-Dec) to second half of fiscal year (Jan-June)Information utilized from FY 2002-2003 through FY 2010-2011 25

Fuel – Historical Data FY 2007-08 FY 2006-07 FY 2005-06 2004-05 2003-04 2002-03 Gallons Cost/Gallon Gal/Day Gallons Cost/Gallon Gal/Day Gallons Cost/Gallon Gal/Day Gallons Cost/Gallon Gal/Day Gallons Cost/Gallon Gal/Day Gallons Cost/Gallon Gal/Day July 8,615 $2.54 410 7,658 $2.35 383 8,800 $1.76 440 8,796 $1.38 419 9,132 $1.04 415 9,223 $0.94 419 August 9,548 $2.37 415 8,853 $2.48 385 9,839 $1.94 428 9,129 $1.40 415 8,496 $1.10 405 9,552 $0.97 434 September 8,003 $2.44 421 7,588 $1.93 379 9,102 $2.35 433 9,151 $1.41 436 8,897 $1.21 424 9,019 $0.98 451 October 10,059 $2.42 437 7,948 $1.80 361 8,636 $2.18 4118,978$1.564289,992$1.134349,795$1.01426November8,707$2.574357,287$1.833648,077$1.734048,546$1.554277,967$1.104438,268$1.03413December8,004$2.664216,892$1.923458,094$1.773849,357$1.454468,649$1.104127,951$0.93379January9,332$2.694447,842$1.863738,252$1.954129,217$1.364618,558$1.204288,999$1.03429February8,534$2.644276,820$1.813597,857$1.874148,722$1.514598,016$1.194227,829$1.10412March8,657$2.834338,501$2.193869,313$1.924059,618$1.5643710,550$1.264598,928$1.21425April9,435$2.964297,751$2.403887,491$2.283949,175$1.754379,366$1.334468,803$1.06419May8,715$3.304158,649$2.603938,225$2.413739,166$1.704369,095$1.514558,676$1.04413June9,320$3.424448,658$2.614128,521$2.403859,754$1.674439,476$1.584318,165$1.05389Total106,928$2.7442894,447$2.17378102,207$2.05406109,609$1.53437108,194$1.23431105,208$1.03417high vs low44.11%44.49%39.59%28.68%51.92%28.72%FY 2008-09FY 2009-10FY 2010-11FY 2011-12GallonsCost/GallonGal/DayGallonsCost/GallonGal/DayGallonsCost/GallonGal/DayGallonsCost/GallonGal/DayJuly9,970$3.594539,288$2.0742210,010$2.194779,673$3.15484low monthAugust9,515$3.224539,451$2.1845010,135$2.1846110,529$3.16458high monthSeptember8,917$3.234258,546$2.144079,165$2.174368,967$3.15427October9,482$2.794128,542$2.093888,153$2.303888,495$2.96405November7,593$2.084227,469$2.323938,096$2.414058,286$3.00414December8,686$1.373958,672$2.283948,843$2.514218,608$2.90410January8,208$1.214108,078$2.334258,311$2.67416   February8,040$1.544237,525$2.324167,877$2.67415   March9,070$1.594128,925$2.363889,759$2.72424   April8,585$1.624098,728$2.464168,657$3.10433   May8,054$1.794038,088$2.404049,062$3.40432   June9,461$2.114309,751$2.1944310,143$3.26461   Total105,581$2.22421103,063$2.26411108,212$2.63431   high vs low195.11%18.99%56.81% 26

Shared-Ride Fares Date of Last Fare Increase – 7/1/2011 5% Increase Consumer co-pays remained unchanged except for consumers paying full 15% (i.e. recreational trip purposes)Current Fares $12.30 & $16.00 Average fare - $13.76 (as of 12/1/11) Average Lottery fare - $11.42 (as of 12/1/11)Sponsorship arrangementsLottery – 85% of fares for 65+ passengersAAA (BSS) – Aging Block Grant for 60-64 passengersAMTRAN – ADA less $3.00 co-pay (all ages)PwD – fare less $3.00 co-pay (18-64)MATP – MA medical trips (all ages)Third Party – sponsorship by outside agencies of fares (all ages)Planned Changes Date of planned increase - n/a Estimated average fare – n/a Sponsorship arrangements – n/a 27

Shared-Ride FaresShared-Ride fare structure Zone based fare structure $12.30 – total fare within service area $16.00 – total fare from service area to service areaSee handout for complete fare structure breakdownContract rate$38.00/hourCharged per hour of service provided outside of Shared-Ride operating hours 28

Shared-Ride Fare Structure 29

Other Major Factors Producing Cost Increases Beyond Inflation Factors Current Amount Projected Future Amount Explanation Health Insurance$81,855 $90,040 Projected increase of 10% based on historical data Fuel $340,351 $355,320 Based on historical data on cost per gallon and average fuel usage per day Fleet Insurance $48,620 $51,051 Projected increase of 5% based on inflation plus claims Worker’s Compensation Insurance $55,455 $61,000 Projected increase of 10% based on experience rate Technology $19,968 ? Statewide software implementation and cost Fleet Maintenance $65,472 $68,745 Projected increase of 5% based on historical data 30

Cost Savings Initiatives Initiative Current Cost Planned Action and Implementation Date Projected Savings Maintenance purchasing - tires$16,788 Bulk purchasing – 7/2011 $1,587 Maintenance purchasing - oil $2,957 Bulk purchasing – 7/2010 $650 Staff reduction – 1.2 FTE $152,768 Reduced office staff and Vice President resignation $30,000 Driver hours $359,514 Reduce number of vehicle hours due to reduced demand – 7/2011 $11,568 31

Shared-Ride Funding FY 2010-11 FY 2011-12 FY 2012-13 FY 2013-14 FY 2014-15 Operating Expense $2,021,685 $2,157,266 $2,242,934 $2,291,825 $2,344,455 Passenger Revenue $97,332 $96,355 $96,355 $96,355 $96,355 Lottery $1,067,007 $1,136,135 $1,136,135 $1,136,135 $1,136,135 MATP $431,983 $440,390 $440,390 $440,390 $440,390 Other $415,000 $442,081 $442,315 $442,318 $442,318 Balance ($10,363) ($42,305) ($127,739) ($176,627) ($229,257) 32 See Appendix G1,G2, G3

Shared-Ride Funding 33 See Appendix G1,G2, G3

Shared-Ride Statistics/Trends See Appendix G1, G2, G3 Shared-Ride FY 2010-11 FY 2011-12 FY 2012-13FY 2013-14FY 2014-15 Total Vehicle Miles 804,518 798,960 799,000 799,000 799,000 Cost per Mile $2.51 $2.70 $2.81 $2.87 $2.93 Total Vehicle Hours 57,193 56,300 56,300 56,300 56,300 Cost per Hour $35.35 $38.32 $39.84 $40.71$41.64 Total Pass Trips 153,957 146,738 147,839 147,839 147,839 Cost per Trip $13.13 $14.70 $15.17 $15.50 $15.86 Revenue per Trip $13.06 $14.41 $14.31 $14.31 $14.31 Trips per Hour 2.69 2.61 2.63 2.63 2.63 34

Shared-Ride Statistics/Trends 35

Shared-Ride Statistics/Trends 36

MATP Blair Senior Services, Inc. administers the local Medical Assistance Transportation Program Staff of two FTE’s run program’s daily operations Eight providers (including BSS Shared-Ride vans)MATP Shared-Ride FY 2010-2011 statistics31,821 one-way trips (20.7% of total SR trips)$431,982 (19% of total SR revenue)Total MATP FY 2010-2011 statistics 129,976 one-way trips 2,242 unduplicated consumers $1,758,894FY 2011-2012 allocation cut by $395,165Due to decreased allocation, the program has implemented two approved, cost saving initiatives 37

MATP Service Changes–Phase 1 Regional approach to delivering out-of-county MATP service Beginning December 1, 2011, the service area and schedule for out-of-county transportation will be as follows (NO EXCEPTIONS):  Cambria, Centre, and Children’s Hospital of Pittsburgh (only)Monday-Wednesday-Friday Bedford , Clearfield, Huntingdon, Somerset, and Fulton Tuesday-ThursdayMileage reimbursement decreased from $0.25/mile to $0.12/mile (DPW mandate)38 See Appendix H1

MATP Service Changes–Phase 1 Important Notes regarding MATP Service Changes – Phase 1: Mileage reimbursement is eligible any day and any time to any eligible locationOut-of-county consumers will be expected to share vehicle with other passengersPassengers must have documentation of need for escorts (includes Shared-Ride BSS van)Out-of-county transportation must be arranged with two (2) business days notice (does not include Shared-Ride BSS van) Reservations must be made between the hours of 9:00 am and 2:00 pmBlair County service days, times, and reservation process does not change 39

MATP Service Changes–Phase 2 Beginning March 5, 2012 the following changes will be implemented: Rides for medical appointments to Tyrone and Claysburg will take place during the following hours: Monday-FridayMedical appointments must be made between the hours of 10:00 am and be concluded before 1:30 pm Rides for medical appointments in Blair County excluding Tyrone and Claysburg will take place during the following hours: Monday-Saturday Medical appointments must be made between the hours of 7:00 am and be concluded before 5:00 pmRides for Pharmacy in Blair County will only be made to one of the nearest two pharmacies. No Sunday Service 40 See Appendix H2

Capital Status Review 41 BLAIR SENIOR SERVICES' 12 YEAR CAPITAL PLAN   Fiscal Year Budget Buses A/Y Buses A/K Radios Mobile Data Computers Computers Software Garage Equipment IVR Project Descripton Year 2 FY 11-12 $420,000 6 $ 300,000 2 $120,000                     Year 3 FY 12-13 $206,000 4 $ 200,000                   $6,000   Tire machine Year 4 FY 13-14 $260,400 5 $ 250,000                   $10,400   Air conditioning recycling and recovery equipment; air powered floor jack and hand operated floor jack Year 5 FY 14-15 $460,800 6 $ 300,000         36 $10,800         $150,000.00   Year 6 FY 15-16 $303,000 6 $ 300,000             $3,000 Air compressorYear 7FY 16-17$390,0003 $ 150,000 4 $240,000           Year 8FY 17-18$420,0006 $ 300,000 2 $120,000           Year 9FY 18-19$260,0004 $ 200,000 1 $ 60,000           Year 10FY 19-20$250,0005 $ 250,000             Year 11FY 20-21$300,0006 $ 300,000             Year 12FY 21-22$300,0006 $ 300,000             Year 13FY 22-23$330,0003 $ 150,000 3 $180,000            updated shifted See Appendix I

Capital Status Review - Vehicles 42 Blair Senior Services, Inc. - - - - - - Vehicle Replacement Schedule BSS# Year Last Four Vin# Make max amb max w/c 12/1/2011 Owner funds used Vendor Date in-service Month to be replaced Estimated odometer when replaced age when replaced (months) Current mo. in-service (Dec-11) Replacement Requested Priority 37 2004 9063 Ford 8 2 144,372 BSS 5310 Bus Serv Nov-04 Aug-12 140,893 81 83 1 31 2005 6836 Ford 14 2 147,959 County CTC Bus Serv Jul-05 Aug-12 167,687 85 75 2 36 2006 7127 Ford 8 2 138,440 County CTC Bus Serv Jul-06 Aug-12 160,415 73 63 4 21 2006 5961 Ford 9 2 149,070 BSS 5310 Bus Serv Jul-06 Aug-12 172,732 73 63 5 49 2006 5965 Ford 9 2 134,819BSSBSSBus ServJul-06Aug-12156,219736374020067128Ford82134,416CountyCTCBus ServJul-06Aug-12155,752736363020066171Ford92140,315BSS5310Bus ServJul-06Aug-12162,587736332520071290Ford142150,963BSS5310RohrerAug-07Aug-13217,3877250FY2011-12 is 882320076549Ford92107,978BSS5310Bus ServSep-07Aug-13158,662724942620076553Ford9299,111BSS5310Bus ServSep-07Aug-13145,632724932720076559Ford92101,932County5310Bus ServSep-07Aug-13149,778724922820076562Ford92105,332BSS5310Bus ServSep-07Aug-13154,7747249FY 2012-13 is 412920086092Ford82100,785BSS5310RohrerJul-08Sep-14186,452744015020083338Ford8273,814BSS5310RohrerJul-08Sep-14136,556744045120088759Ford8274,806BSSPwDRohrerJul-08Sep-14138,391744055220086090Ford8276,253BSS5310RohrerJul-08Sep-14141,068744035320083339Ford8279,124BSS5310RohrerJul-08Sep-14146,3797440FY 2013-14 is 522220094459Ford8246,703BSS5310RohrerSep-09Sep-15129,331722652420093247Ford8246,089BSS5310RohrerSep-09Sep-15127,631722664220093248Ford8250,140BSS5310RohrerSep-09Sep-15138,849722624420094460Ford8249,438BSSPwDRohrerSep-09Sep-15136,905722634520094461Ford8248,824BSSPwDRohrerSep-09Sep-15135,205722644620094462Ford8257,936BSS5310RohrerSep-09Sep-15160,4387226FY 2014-15 is 614320117582Ford8216,045BSS5310RohrerMar-11Sep-16128,36072934720117586Ford8215,278BSSCTCRohrerMar-11Sep-16122,22472954820117587Ford8217,858BSS5310RohrerMar-11Sep-16142,86472915420117589Ford8214,811BSSPwDRohrerMar-11Sep-16118,48872965520117590Ford8215,343BSS5310RohrerMar-11Sep-16122,74472945620117588Ford8216,102BSS5310RohrerMar-11Sep-16128,816729FY 2015-16 is 623220129112Ford122580BSS5310RohrerJan-12Jan-18720 3320129113Ford122570BSS5310RohrerJan-12Jan-18720 3420129114Ford122507BSS5310RohrerJan-12Jan-18720 3520129115Ford122631BSS5310RohrerJan-12Jan-18720 3820129104Ford73568BSS5310RohrerJan-12Jan-18720 3920129105Ford73562BSS5310RohrerJan-12Jan-18720 4120129106Ford73817BSS5310RohrerJan-12Jan-18 720FY 2016-2017 is 7  See Appendix I

Blair Senior Services Review Strategic Planning Yearly planning cycle to produce short, mid, and long-term goals Incorporates financial, operational, and capitalFinancial PlanningYearly budget process that produces 3-year rolling financial projections Capital Planning process that produces 12-year rolling capital plan 43

Blair Senior Services, Inc.Contact Information Transportation Department (814) 695-3500 (800) 458-5552 Jbaker@blairsenior.org Blair Senior Services Main Office (814) 946-1235(800) 245-3282Websitewww.blairsenior.org44