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SamTrans > General Information > Board of Directors and Citizens Advisory Committee Meetings > Board of Directors Meeting Minutes - February 13, 2002

Committees and Board of Directors Meeting Minutes - February 13, 2002

SAMTRANS ADMINISTRATIVE OFFICE
2nd FL. AUDITORIUM
1250 SAN CARLOS AVENUE, SAN CARLOS, CALIFORNIA

Planning and Development

COMMUNITY RELATIONS COMMITTEE

COMMITTEE OF THE WHOLE

(Accessibility, Senior Services, and Community Issues)

Committee Members Present: Michael Nevin, Shirley Harris, Al Teglia

Other Board Members Present: Michael Guingona, Jerry Hill, Mary Janney, Arthur Lloyd, Stephen Schmidt

Board Member Absent: John Barbour

Staff Present: Michael Scanlon, David Miller, Joan Cassman, George Cameron, April Chan, Roger Contreras, John Ficarra, Jim Gallagher, Chuck Harvey, Aurora Jose, Martha Martinez, Ian McAvoy, Bill Welch

Pledge of Allegiance

Chair Hill led the pledge of allegiance to the flag.

All Committee members were present. Director Nevin called the meeting to order at 2:10 p.m.

Approval of Community Relations Committee Minutes of January 9, 2002

The Committee (Lloyd/Hill) recommended Board approval of the minutes.

[MOTION]

PCC and PCC Advocacy Reports

Bill Welch, Manager, Accessible Transit Services, reported the replacement vehicles that have been put in service since last month have been giving Redi-Wheels customers a much better and more comfortable ride. He recognized the Paratransit Coordinating Council (PCC) for their assistance in the program.

Marianne Mannia, PCC Chair, referred to the PCC’s winter edition of the "On the Move" newsletter that featured the driver’s recognition party and the caroling event organized by MV Transportation and Redi-Wheels. She also read a letter from a rider thanking Redi-Wheels for making the ride so comfortable for patrons. M. Mannia remarked this testimonial is probably echoed by other Redi-Wheels users. She mentioned Ian McAvoy; Director of Capital, Grants and Legislation for SamTrans gave the PCC an overview of Proposition 42 in its February meeting. The PCC will put information about the Proposition in the PCC website and promote it. Regarding the plan for a fare increase, she thanked the District for the amount of resources dedicated to the paratransit system in the last few years to improve the quality of service. She also expressed empathy for the difficult decision that is ahead of the District. She trusts that staff will consider the economic standing of the Redi-Wheels riders. She offered assistance and requested that the PCC be involved in the consensus building.

Citizens Advisory Committee (CAC) Liaison Report

Kim Nobles stated she is the relentless advocate of the availability of Spanish language materials in the 390 and 391 buses and submits written reports each month. She also invited Board members who are on the Community Relations Committee to attend one of the CAC meetings and speak of the Board’s expectations of the Committee. Director Harris stated she would attend the meeting. Ms. Nobles reported Larry Moody was disappointed there was no SamTrans participation in the January 20^th celebration that he organized in East Palo Alto that was attended by the City Mayor. Pat Boland, Marketing Manager, said he was not made aware of it. He however agreed to send a letter to the Mayor indicating interest in cooperating in future events. She also mentioned the CAC:

Was pleased to meet Tad Wood from South Base Operations and welcomed his attendance at the meeting.
Was glad that protective service officers would be patrolling SamTrans buses and the Caltrain tracks.
Suggests the public be informed that Caltrain would be more aggressive in collecting damages from trespassers on the tracks. SamTrans was commended for the low fatality rate on bus accidents.
Meeting with Caltrain and Transportation Authority CACs was postponed pending determination of the format and objectives of such a meeting. There are concerns on how the Brown Act would impact the meeting.
Was pleased that the route 295 sign problem at the San Carlos Station had been fixed.
Member K. Shankari, informed that Yahoo Group website called Bay Area Transportation News posts news clippings relating to transportation projects in the Bay Area.
CAC Members submitted to Vice Chair Mary Lou Ciranni 31 proposed projects for 2002. Three proposals had already been addressed.
Mary Lou Ciranni, Richard Poe and Kalyanaraman Shankari will be liaison to the SamTrans Board for 2002. Chair Kym Valente will advise the Board Secretary if no one is available to do the report to the Board.

Director Nevin announced the Operation LifeSaver event to be held tomorrow morning to be participated in by Director Lloyd and himself. He suggested that Ms. Nobles confer with Jayme Maltbie, Public Information Officer, to get information on the various efforts being made by the Board regarding accidents and fatalities and report it back to the CAC.

Redi-Wheels Performance Report

Chuck Harvey, Chief Operating Officer, reported:

Ridership is growing but at slow rate.
Zero denials are maintained.
On-Time performance is above standard.
No-Shows have dropped and flattened.
El Dorado paratransit and Activans were put in service to replace the old buses. He described their significant features and amenities that enhance service quality.
The taxi pilot project will be put in place in April or May. He discussed its operation.

Multimodal Ridership Report, December 2001

Chuck Harvey reported:

SamTrans ridership is down on weekday average at approximately 7.3 percent.
Paratransit remains up but at a lower rate.
Shuttles ridership, although down, is better than those of other transit properties in the region.

Verbal Report on Safe Harbor Program

Chuck Harvey stated the Board authorizes annually the operation of the Winter Homeless Shelter Program or Safe Harbor Program. A suggestion to go year-round was received from the Shelter Task Force. SamTrans’ participation is the issuance of bus tickets and other types of amenities to support the program. The current Board authorization expires March 31^st. Staff will report to the Board on what is being done and seek guidance on what needs to be done on this program.

Adjourned: 2:30 p.m.

FINANCE COMMITTEE

COMMITTEE OF THE WHOLE

Committee Members Present: Mary Janney, Michael Guingona, Shirley Harris

Other Board Members Present: Jerry Hill, Arthur Lloyd, Michael Nevin, Stephen Schmidt, Al Teglia

Board Member Absent: John Barbour

All members were present. Director Janney called the meeting to order at 2:30 p.m.

Approval of Finance Committee Minutes of January 9, 2002

The Committee (Harris/Schmidt) recommended Board approval of the minutes.

[MOTION]

Approval of Statement of Revenues and Expenses for December 2001

Roger Contreras, Chief Financial Officer, indicated passenger fares are down. Local Transportation Development Act (TDA) and State Transit Assistance (STA) funds are flat. Other Revenues show a plus because in September, some adjustments were made in revenues to reflect shuttles that were not originally included in the budget and the employer’s share of the shuttle. Sales Tax declined 10 percent. Because the Fed lowered the interest rates, the District’s budget for interest income is being trimmed. Reductions in operating costs were identified. Some capital projects may be reclassified, deferred or cancelled completely. Staff will continue to look for more ways to cut down expenses.

For the year 2003, Mr. Contreras stated no improvement is foreseen on passenger fares. The State has already indicated through MTC that they will reduce subsidies by $8.2 million in FY 2003. Staff has also determined that there will be less income from paratransit trust funds in terms of interest income. Sales tax is expected to flatten or get smaller. Further reduction in interest rates is also anticipated.

Responding to the question of Director Teglia, Mr. Contreras stated cut backs would be on professional services and Caltrain shuttles that are not productive. There will be no change in service for the remainder of the year.

General Manager Scanlon advised the expense side would further exacerbate the situation because the opening of BART next year would be a major added expense. Also, a new collective bargaining agreement is due for negotiation.

The Committee (Guingona/Harris) recommended Board approval of the statement.

[MOTION]

Approval of Setting Precautionary Public Hearing on Possible Fare Adjustments

John Ficarra, Senior Management Consultant, reported cost of services is right on budget. However, revenues have fallen short due to decrease in revenues from half cents sales tax and interests. This predicament is expected to continue until next year due to significant drop of TDA and STA funds. Four possible remedies to balance the budget are to (1) increase subsidies; (2) reduce service; (3) increase fares; and (4) use the reserves. He stated increase of subsidies is not an option at this time. Service reduction would affect a small portion of riders but would yield savings for the District. Mr. Ficarra discussed the proposed fare increase and emphasized it would be modest and that impact on regular users would be very slight. Some patrons will not be affected such as the youths or students, the "Needy Family", senior and disabled monthly pass users, and the "Lifeline" fares. The District, in view of the present emergency situation, is inclined to use the reserves this year and next year.

Director Hill asked for the amount of current reserves and the anticipated uses.

Mr. Contreras responded the reserve is a proprietary fund that contains several items. The exact figure is not available at this point. Mr. Scanlon advised the projected fare increase would not eliminate the existing problem because it would only yield a very modest amount of revenue. He stated underwriting of BART would cost about $10 to $15 million and labor settlement would cost a significant amount of money. In view of the prevailing economic reverses, staff will continue looking at ways to reduce overhead without sacrificing the present quality of service.

With respect to the projected fare increase, Mr. Ficarra requested that the Committee recommend Board approval of conducting a public hearing at the Board meeting of April 10, 2002. Prior to this, meetings will be held with the PCC, CAC, and stakeholders that ride the service. Also public meetings will be held in the north, central, and south counties. Final decisions will be made regarding the fares in April.

The Committee (Guingona/Hill) recommended Board approval of setting the public hearing.

[MOTION]

Quarterly Investment Report and Fixed Income Market Review, December 2001

Bill Osher of Harris, Bretall, Sullivan and Smith reported on the volatility of the bond market during the fourth quarter of 2001 and the movement of interest rates both for short-term and long-term investments. The District’s portfolio was kept very short during this period of time and it did exceptionally well. It is expected that the Fed will leave short-term interest rates at about 1.75 for most of this year and start to raise them by the end of the third quarter. Under this condition, the plan is to maintain a lower than normal interest rate risks but have the opportunity to extend maturities on a higher yield for a longer period of time and not suffer capital losses. It is expected that there will be modest economic growth during the first half of 2002 and have a much better and self-sustaining recovery during the second half of the year.

The Committee (Harris/Lloyd) recommended Board approval of the report.

[MOTION]

Reduction of FY 2002 Capital Budget by $155,451 for New Total of $46,791,175 to Reflect Reduction in Procurement of Replacement Revenue Vehicles and Reduction of Sales Tax Requirement for the Clean Fuel Bus Demonstration Program

April Chan, Senior Planner, Capital and Grant Development, reported the Board previously approved the replacement of 17 articulated buses and 38 standard coaches. Staff was able to secure production slots with the North American Bus Industries (NABI) and is recommending change of the mix to 25 articulated and 23 standard coaches. MTC is providing the Federal grants and has approved the switching of funds. There will be no change in the overall budget. The remaining portion of the grant would be available the following year.

The other amendment of the budget involves the change of mix of funding sources for the Clean Fuel Bus Demonstration Program for 2002. The Board has previously approved $6.7 million in District sales tax for this project. Staff was able to secure a Federal earmark in the amount of $2.475 million thereby reducing the sales tax requirement this year by that amount.

The Committee (Teglia/Lloyd) recommended approval of the amendment.

[RESOLUTION]

Authorization to Dispose of Surplus Rolling Stock and Related Equipment by Sale or Transfer to Local Agencies in San Mateo or by Public Auction

The Committee having no questions (Nevin/Teglia) recommended Board approval of the action.

[RESOLUTION]

Rejection of All Monetary Bids Received for Furnishing and Delivery of Ultra-Low Sulfur Diesel Fuel

[MOTION]

Award of Contract to Cambridge Systematics, Inc. for Consultant Services for the Preparation of the SamTrans Strategic Plan and Ten-Year Short Range Transit Plan at a Cost Not to Exceed $370,000

[RESOLUTION]

The Committee having no questions (Guingona/Teglia) recommended Board approval of the actions requested pertaining to the two contract items cited above - the rejection of all bids on the ultra low sulfur diesel fuel and the award of contract to Cambridge Systematics, Inc.

Adjourned: 3:10 p.m.

LEGISLATIVE COMMITTEE

COMMITTEE OF THE WHOLE

Committee Members Present: Arthur Lloyd, Michael Nevin, Stephen Schmidt

Other Board Members Present: Michael Guingona, Shirley Harris, Jerry Hill, Mary Janney, Al Teglia

Board Member Absent: John Barbour

Director Lloyd called the meeting to order at 3:10 p.m.

Approval of Minutes of Legislative Committee Meeting of January 9, 2002

The Committee (Janney/Guingona) recommended Board approval of the minutes as resubmitted by the Board Secretary.

[MOTION]

Report on State Legislative Affairs

Josh Shaw of Shaw/Yoder reported the State Transit Assistance Program is projected to go down. The General Fund has a deficit of $12 billion and the Governor is calling for loans from the Traffic Congestion Relief Program. This loan is not supposed to slow down local projects because monies are already committed and accounted for but still there will be a slow down on the State Assistance Program. The sales tax exemption for diesel fuel is going to exacerbate the problem. The Board of Equalization is expanding the application of the exemption to transportation, thereby cutting transit funding. That would take the current year State Assistance Program down more than 50 percent. The California Transit Association (CTA) is working on the reversal of the action that is pending at the Board of Equalization. The deadline for bill introduction is next Friday. Mr. Shaw will report on the legislative program that this Board adopted last month, give an update on the new bills and make appropriate recommendations for Board action.

Questioned by Director Lloyd on the effect of Proposition 42, Mr. Shaw advised it would take about four years for the Proposition to take effect. In the meantime transit would be facing some problems.

Director Harris stated she was moved and impressed with the letter sent by the CTA to the legislative bodies. She said it was well stated and hoped that the legislators would listen.

Report on Federal Legislative Affairs

Ian McAvoy, Director, Capital, Grants and Legislation, reported the transportation budget is being debated upon right now. He stated at the March APTA Legislative Conference, Directors Lloyd, Schmidt, Harris, Janney and staff will be meeting with key staffers and legislators to work out some funding earmarks for the District, get more money and continue on with the Zero Emissions Program in partnership with the VTA. If successful, this would help further reduce sales tax requirements. Staff will also be looking at the ITS (radio communications system) program to build in some safety/security program. Staff will exert every effort to come back with the funding.

Adjourned: 3:20 p.m.

PLANNING AND DEVELOPMENT COMMITTEE

COMMITTEE OF THE WHOLE

Committee Members Present: Michael Guingona, Stephen Schmidt

Committee Member Absent: John Barbour

Other Board Members Present: Shirley Harris, Jerry Hill, Mary Janney, Arthur Lloyd, Michael Nevin, Al Teglia

Committee Chair Barbour being absent, Director Guingona presided over and called the meeting to order at 3:20 p.m.

Approval of Minutes of Planning and Development Committee Meeting of January 9, 2002

The Committee (Harris/Nevin) recommended Board approval of the minutes.

[MOTION]

Report on C/CAG Countywide Congestion Relief Plan

Howard Goode, Chief Development Officer, reported this is a follow-up presentation from last month on the C/CAG Countywide Deficiency Plan. The name of the plan has been changed to C/CAG Countywide Congestion Relief Plan. Mr. Goode stated this is an opportunity for additional revenue and this is an initiative under consideration by C/CAG. Staff has closely studied the plan and after discussion, is recommending that SamTrans be a partner. Action to adopt a congestion relief program for the county will be taken by C/CAG tomorrow night. Although this item is listed as informational on the agenda, Mr. Goode proposed that the Committee endorse the program and take it to the Board for approval. The District’s level of involvement needs to be part of the annual budget so that each year, there will be a conscious decision as to the level of involvement.

Legal Counsel advised that the Board may take action on this matter.

The Committee (Schmidt/Janney) recommended Board approval of the District’s partnership in the plan.

[MOTION]

Adjourned: 3:24 p.m.

SAN MATEO COUNTY TRANSIT DISTRICT

BOARD OF DIRECTORS

Board Members Present: Michael Guingona, Shirley Harris, Jerry Hill, Mary Janney, Arthur Lloyd, Michael Nevin, Stephen Schmidt, Al Teglia

Board Member Absent: John Barbour

Staff Present: Michael Scanlon, David Miller, Joan Cassman, George Cameron, April Chan, Roger Contreras, John Ficarra, Jim Gallagher, Chuck Harvey, Rita Haskin, Aurora Jose, Martha Martinez, Ian McAvoy, Bill Welch

Chair Hill called the meeting to order at 3:24 p.m.

CONSENT CALENDAR

Motion

The Board (Teglia/Janney) unanimously approved the following items under the consent calendar:

Adoption of Minutes of Board of Directors Meeting of January 9, 2002
Approval of Statement of Revenues & Expenses Report, December 2001
Approval of Quarterly Investment Report and Fixed Income Market Review, December 2001

PUBLIC COMMENT: None at this time.

REPORT OF THE CHAIR: None at this time.

REPORTS OF THE GENERAL MANAGER/CEO

General Manager/CEO Michael J. Scanlon:

Commended everyone in Bus Maintenance, Operations, Training, and Safety departments for all their good work performance and support. He honored the North Base Operators and North Base Maintenance awardees of the annual safety award. On behalf of the employees, Union President Ed Proctor, Superintendent John Gerbo and Superintendent Jerie Moeller received the plaques from Chair Hill and Vice Chair Guingona.
Reported the new run book was released January 20. Also, on the same day, the 24-hour a day bus service up and down El Camino Real from San Francisco to the Palo Alto Caltrain station began. SamTrans forces are now operating this service.
Noted that a prototype of the replacement articulated buses that are being purchased by the District was received from North American Bus Industries (NABI).
Informed that SamTrans does not have any extra buses but sent some volunteer operators and mechanics to help drive and service the buses that were loaned to the Olympics in Salt Lake City.
Stated BART and District employees are working together on parking charges and other issues. Staff will report to the Board on the progress.
Gave an update on the moves being taken and meetings scheduled to get the reauthorization of Measure "A".
Mentioned pursuant to CARB regulations, the repair of buses is going on splendidly.
Was pleased that in addition to the $4 million earmark identified earlier in today’s meeting, another Federal funding of $2.5 million was earmarked for the District.

Director Teglia appreciated Mr. Scanlon’s sensitivity to the plight of transit users by not reducing the level of service and expressed concurrence in using the reserves to alleviate the present financial shortfall.

COMMUNITY RELATIONS COMMITTEE

Motion

The Board (Nevin/Lloyd) unanimously approved the minutes of Community Relations Committee meeting of January 9, 2002.

Subjects Discussed

Director Nevin reported the Committee discussed the PCC and PCC Advocacy Reports, Citizens Advisory Committee Liaison Report, Redi-Wheels Performance Report, Multimodal Ridership Report for December 2001, and Safe Harbor Program.

FINANCE COMMITTEE

Resolutions

The Board (Lloyd/Harris) unanimously approved the following resolutions:

Resolution No. 2002-7: Authorizing an Amendment to Decrease the Fiscal Year 2002 Capital Budget by $155,451 for a Total Budget of $46,791,175

Resolution No. 2002-8: Authorizing Disposition of Surplus Rolling Stock and Related Equipment

Resolution No. 2002-9: Authorizing Award of Contract to Cambridge Systematics, Inc. for Consultant Services for the SamTrans 2020 Strategic Plan and the SamTrans Ten-Year Short Range Transit Plan for a Sum Not to Exceed $370,000

Motions

The Board (Harris/Schmidt) unanimously approved the following:

Minutes of Finance Committee Meeting of January 9, 2002
Approval of Setting Precautionary Public Hearing on Possible Fare Adjustments
Rejection of All Monetary Bids Received for Furnishing and Delivery of Ultra-Low Sulfur Diesel Fuel

LEGISLATIVE COMMITTEE

Motion

The Board (Lloyd/Schmidt) unanimously approved the minutes of Legislative Committee meeting of January 9, 2002.

Subjects Discussed

Director Lloyd reported an update was made by Josh Shaw on the State Legislative Affairs and by Ian McAvoy on the Federal Legislative Affairs.

PLANNING AND DEVELOPMENT COMMITTEE

Motions

The Board (Guingona/Teglia) unanimously approved the following:

Minutes of Planning and Development Committee meeting of January 9, 2002
Support of C/CAG Countywide Congestion Relief Program

GENERAL COUNSEL PROPOSAL

Attorney David Miller announced the item under closed session is a pending litigation identified on the agenda.

DIRECTOR HILL ANNOUNCED THE SPECIAL BOARD MEETING SCHEDULED ON MARCH 1, 2002 AT 2:00 P.M. WHICH IS A TOUR OF THE BART/SFO EXTENSION CONSTRUCTION SITES.

THE BOARD ADJOURNED INTO CLOSED SESSION AT 3:42 P.M. AND RECONVENED AT 3:50 P.M.

Closed Session: Existing Litigation – Closed Session pursuant to Government Code Section 54956.9(a); San Mateo County Transit District v. Luis Yribarren/Chevron

Motion

Attorney Miller reported this is a case associated with the BART/SFO Extension Project. Based upon the report of the BART liaison, counsel and staff, he recommended that the Board authorize settlement with respect to all parties, inclusive of all interests, in the total sum of $145,913.

The Board (Nevin/Janney) unanimously approved the settlement.

Adjourned: 4:00 p.m.