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SamTrans > General Information > Board of Directors and Citizens Advisory Committee Meetings > Board of Directors Meeting Minutes - November 5, 2003

Committees and Board of Directors Meeting Minutes - November 5, 2003

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

Board of Directors
Community Relations
Finance

COMMUNITY RELATIONS COMMITTEE
COMMITTEE OF THE WHOLE
(Accessibility, Senior Services, and Community Issues)

Committee Members Present: Jerry Hill (Committee Chair), Shirley Harris, Al Teglia

Other Board Members Present, Constituting Committee of the Whole: John Barbour, Michael Guingona (arrived 2:12 p.m.), Jim Hartnett, Mary Janney, Arthur Lloyd, Michael Nevin (arrived 2:10 p.m.)

Staff Present: Michael Scanlon, Dave Miller, Joan Cassman, George Cameron, Cheryl Cavitt, Roger Contreras, Jim Gallagher, Rita Haskin, Howard Goode, Chuck Harvey, Aurora Jose, Martha Martinez, Bill Welch

Pledge of Allegiance
In the absence of Chair Guingona, Vice Chair Janney called the meeting to order at 2:08 p.m. and led the Pledge of Allegiance to the flag.

Director Hill presided over the Community Relations Committee meeting.

Approval of Minutes of Community Relations Committee Meeting of October 8, 2003
The Committee (Teglia/Lloyd) recommended Board approval of the minutes.

PCC, Advocacy and ATAC Reports
Bill Welch, Manager of Accessible Transit Services, reported that the difficulties associated with the transition from the old to the new software in scheduling Redi-Wheels customer trips are being resolved. Customer service has improved for the month of October. Customer complaints that rose in September went down in October. Regarding the new certification procedure the PCC has invited the contractor's staff to be at their meeting in November to present a simulation of an in-person interview of a Redi-Wheels applicant.

Director Hill inquired if the review of the existing riders for their continued eligibility would take place at the same time. Mr. Welch responded that when the expiration of the current riders' authorization comes up, they will have to come for a recertification. The normal period is three years. However, those who applied during the last 10 months were given 1.5 years so that they could come for an in-person interview earlier than three years.

Dale Edwards, PCC chair, reported:

Ed Stewart, SamTrans Legislative Analyst, made a presentation to the PCC legislative committee regarding issues and the recall election. There was a great turnout. Interesting discussions ensued among those present.
Many former PCC members and friends, SamTrans staff, and special guests, attended the PCC 25th anniversary party on October 14. Mr. Chuck Harvey, SamTrans Chief Operating Officer, gave a historical overview of the PCC and its many accomplishments. He invited the Board members' attention to the brochure that highlights the PCC accomplishments since its inception in 1978. Mr. Edwards thanked the Board members and SamTrans staff for their support.
The Coastside Transportation Committee meeting that was held at the Ted Adcock Senior Center in Half Moon Bay on October 23 was attended by Coastside residents and paratransit customers. He introduced newly elected PCC member, Mel Solomon. Mr. Welch gave an excellent overview of the Redi-Coast, the new name for the Coastside paratransit service.
January 2004 will mark the start of the new eligibility process to certify and recertify all current and future Redi-Wheels and Redi-Coast riders.
On December 9, the PCC and SamTrans will co-host the annual MV Transportation appreciation party.

Mr. Edwards invited the Board members and SamTrans staff to join and attend these important PCC events.

Citizens Advisory Committee (CAC) Liaison Report
The Committee will meet tonight. There is no liaison report at this time.

Caltrain Performance Report
Mr. Chuck Harvey reported:

On-Time Performance: The trendline is below 95 percent which is not good. One reason for this is that after the tracks are replaced, there are some speed restrictions to allow the ballast to settle. Also, there are other reasons like mechanical problems, malfunctions and performance problems. Staff is investigating and will also discuss mechanical issues with Amtrak as there is shortage of mechanics at this time.
Ridership: After the economic downturn, ridership is flattening out.
Fatalities: There have been nine fatalities on the railroad. The one that occurred last month was a probable suicide. Several Operation Lifesaver sessions are being conducted. Contractors are being trained to make sure they are aware of safety precautions. He thanked Director Lloyd for his help in this area.
Fare Collection: This is the last report prior to the institution of the Proof of Payment system on September 22. The conductor's share in the revenue from ticket sales is about two percent. TVM sales are close to 60 percent. The rest are sold at stations and by mail. TVM machines are good. A couple of key strokes were eliminated to make it easier for customers to buy their tickets. Inspectors were present at the stations to assist customers in buying their tickets. Passengers are not being cited yet. They are just being warned. The rate of non-compliance to the Proof of Payment system is below three percent.
CTX Project: All equipments are on board including the locomotives. The centralized traffic control system is starting to come together. Signal bridges are being installed. Mr. Harvey presented photographs showing the magnitude of work going on at the tracks during the weekend. Millbrae Station has been completed. Work at the Bayshore Station is going on.
Baby Bullet: Phase 1 is almost complete. Six public meetings were held, the last was at Gilroy. Staff continues to receive public input. Cost analysis is being done at this point to develop a timetable. There will be additional public outreach efforts. A public hearing will be held to adopt the schedule early in 2004. The goal is to have the Baby Bullet up and running in the spring of 2004.

Multimodal Ridership Report, August 2003
Mr. Harvey noted that overall ridership is up by 5.1 percent. There are nearly 110,000 daily riders. The different percentages indicated on the report on various modes reflect the changes related to the BART opening. Shuttle service is adjusted according to the schedule changes. The report reflects decent signs of ridership recovery. The Millbrae Station ridership has grown from the opening month of about 4,700 to nearly 5,700 riders per day. More activity is being seen at the Millbrae Station. The growth of approximately 1,200 riders per day is attributed to the increase in transfers between the BART and the Caltrain systems. Ridership is still less than the projection but it is beginning to pick up.

BART and SamTrans Communications Departments are working together to market this connection.

Director Hill remarked that with the parking fee lowered plus more incentives, this would be a "win-win" arrangement for everyone.

Adjourned: 2:27 p.m.

FINANCE COMMITTEE
COMMITTEE OF THE WHOLE

Committee Members Present: Shirley Harris (Committee Chair), John Barbour, Jim Hartnett

Other Board Members Present, Constituting Committee of the Whole: Michael Guingona, Jerry Hill, Mary Janney, Arthur Lloyd, Michael Nevin, Al Teglia

Director Harris called the meeting to order at 2:27 p.m.

Approval of Finance Committee Minutes of October 8, 2003
The Committee (Hartnett/Barbour) recommended Board approval of the minutes.

Acceptance of Statement of Revenue and Expense for September 2003 and Supplemental Information
Roger Contreras, Chief Financial Officer, reported that year-to-date, operating revenues are $.7 million lower than the revised budget. Last month, sales tax did not come as anticipated, necessitating a revision of the estimate for the fiscal year. Projected sales tax receipts were decreased by $1.2 million from $56 million to $54.8 million. For the year 2000, the District received $63 million and $67 million for 2001. The District felt the slowdown of the economy when it received $57 million in 2002 and $55 million in 2003.

On the expenditure side, the District has a year-to-date savings of $.9 million, of which $200,000 came from employee benefits and $100,000 from property maintenance. The rest of the savings came from different categories.

Responding to a question raised by Director Hartnett, Mr. Contreras advised that in developing the estimates for sales tax and as an in-house process, staff does a trend analysis of the different revenues in the past 10 to 15 years. They also gather information from the Metropolitan Transportation Commission (MTC) with respect to the Transportation Development Act (TDA) fund and the State Board of Equalization.

Director Hartnett wondered if staff could take advantage of the preparations made by finance directors in some of the cities throughout the county on a city basis. He said some analyses are quite extensive noting the losses of sales taxes that are unique in particular areas. Mr. Contreras responded that the MTC gets information from the cities and the county with respect to sales taxes. They are put together in the database and that is how staff is able to determine the sales tax.

The Committee (Hartnett/Janney) recommended Board acceptance of the report.

Acceptance of Quarterly Investment Report and Fixed Income Market Review and Outlook
Bill Osher of Harris, Bretall, Sullivan and Smith reported on the positive signs of economic growth like the decline in the number of people claiming unemployment insurance. For the last quarter, economy grew by 7.2 percent, the fastest in 20 years. He stated that as the economy gets better and the equity market does better, people start shifting their money away from bonds and towards stocks. As interest rates rise, it hurts bond returns. However, all year along, the District has been taking a conservative approach. The way the District's portfolio is structured, it is getting small but positive rates of returns.

Director Barbour inquired about statistics in the San Francisco Bay Area. Mr. Osher elucidated that the economic growth in the Bay Area is not as healthy as the nation as a whole. There are some segments that are doing well and segments that continue to do poorly. The Bay Area is heavily involved in financing. Rising equity markets are very positive for financing. This is coming to an end and those types of financing jobs are having lay-offs and there are some in the Bay Area. The Bay Area may be looking better but not as robust as some areas in the country.

The Committee (Barbour/Nevin) recommended Board acceptance of the report.

Approval in Concept of a Lease to Service Contract Financing Transaction of the District's Bus Fleet and Appointment of Ross Financial, Orrick Herrington & Sutcliffe LLP, and Allco Finance Corporation as Arranging Team
Mr. Contreras advised that SamTrans is a non-profit organization. As such, it cannot take advantage of tax benefits. Through this transaction, the District can turn tax benefits around and receive cash amounts instead.

He noted that what is requested at this time is approval in concept of the transaction. The final transaction will be taken to this Board for approval once all the details have been finalized. He stressed that the final transaction will also be submitted to the Federal Transit Administration (FTA) for approval. The District is expected to benefit in the range of from $750,000 to $1 million. Other agencies like the Valley Transportation Authority (VTA) and the Joint Powers Board (JPB) benefited from similar transactions in the past years. SamTrans, in 2001, completed a similar transaction where it gained $1.2 million.

Mr. Contreras further clarified that fees for outside legal counsel and the arranging team are contingent upon the successful closing of the transaction, thus, eliminating any risk from SamTrans in this respect. The transaction will not hinder the use and operation of the buses.

The Committee (Hill/Hartnett) recommended Board approval of the proposed action.

Approval of Modifications to the BART SFO Extension Parking Program as Follows:

Suspension of Parking Fees and 24-Hour Time Limit at Certain Stations to Take Effect November 15, 2003.

Fixing Temporary Parking Fees at Certain Stations to Take Effect December 1, 2003

Mr. Harvey reported that BART and SamTrans, as partners in the SFO Extension, want to continue to promote and increase ridership. This proposal was developed in concert by the respective staffs and was adopted by the BART board. Approval of the proposed action will suspend parking fees on the weekend and the 24-hour parking time limit. Also, it will reduce accordingly, the weekday, monthly, and reserved parking charges. The proposed action would also authorize the General Manager/CEO to enter into this agreement with BART and amend the Codified Tariff.

General Manager/CEO Michael J. Scanlon added that the resolution would authorize him, in cooperation with the BART general manager, to adjust the parking rates from nothing up to the maximum that the Board had set previously. The BART general manager and he will have the flexibility to adjust the parking rates up and down to market the service.

The Committee (Nevin/Lloyd) recommended Board approval of the proposed actions.

Authorizing Disposition of 38 Forty-Foot, 1990 Model Surplus Rolling Stock and Related Bus Parts and Equipment
Cheryl Cavitt, Director for Contracts and Procurement, reported that it is the District's policy to routinely dispose of used surplus rolling stock and equipment through sealed bid procedure, auction sale, negotiation, transfer to another public agency, or by discarding the items as scrap, as appropriate.

Director Hartnett asked if there is any plan on how the disposition of the 38 buses would be handled. Ms. Cavitt answered they will be auctioned. The District has retained an auctioneer under a separate contract.

Responding to the next question of Director Hartnett, Mr. Harvey noted that the auction will take place at the North Base Facility at 301 North Access Road. He recalled that a couple of years ago, the District disposed of the 1985 model buses and because they were so dirty from the emissions point of view, they were crushed. The emissions of the engines of the buses that will be auctioned this time are very low. They are good for sale and the District should get a return.

Director Harris inquired about the District's liability after the sale. Ms. Cavitt answered they will be sold "as-is" without further liability on the part of the district.

The Committee (Lloyd/Janney) recommended Board approval of the proposed action.

Contracts:

Authorizing Award of Contracts to:

Cleansource, Inc. for Furnishing Cleaning Equipment for a Total Estimated Cost of $103,392 for a Five-Year Term; and

Unisource Maintenance Supply Systems for Furnishing Cleaning Supplies and Related Items for a Total Estimated Cost of $26,699 for a Five-Year Term

Authorizing Award of a Contract to Romic Environmental Technologies Corporation for Handling, Transporting, Recycling, and/or Disposal of Hazardous Wastes for a Five-Year Term at an Estimated Total Cost of $362,250

Authorizing Award of Contract to Orbital Transportation Management Systems for the Removal and Reinstallation of Advanced Communication System Equipment for Not-to-Exceed Cost of $100,566

Authorizing amendment to the PeopleSoft USA, Inc. Contract for Continued Support Services Pursuant to the PeopleSoft Software License for a Five-Year Period at an Estimated Not-to-Exceed Cost of $770,000

There being no questions on the foregoing contract items, the Committee (Nevin/Guingona) recommended Board approval of the proposed actions.

Adjourned: 2:50 p.m.

SAN MATEO COUNTY TRANSIT DISTRICT
BOARD OF DIRECTORS

Board Members Present: Michael Guingona (Chair), Mary Janney (Vice Chair), John Barbour, Shirley Harris, Jim Hartnett, Jerry Hill, Arthur Lloyd, Michael Nevin, Al Teglia

Chair Guingona called the meeting to order at 2:50 p.m.

CONSENT CALENDAR
Motion
The Board (Teglia/Janney) unanimously approved the following items:

Adoption of Minutes of Board of Director's Meeting of October 8, 2003
Acceptance of Statement of Revenues & Expenses, September 2003 and Supplemental Information
Acceptance of Quarterly Investment Report and Fixed Income Market Review and Outlook

PUBLIC COMMENT: None at this time.

REPORT OF THE CHAIR
Motion
The Board (Guingona/Teglia) unanimously approved the 2004 Board Meeting Calendar.

REPORT OF THE GENERAL MANAGER/CEO
Michael J. Scanlon honored the following:

Julian W. Tobar with a Twenty Years Safe Driver Award; and
Orvilla Taylor with a Twenty Years Safe Worker Award.

The certificates were presented to the awardees by Chair Guingona and Vice Chair Janney.

Likewise, Mr. Scanlon honored bus operator David Orteaga for helping a bus passenger, a disoriented elderly man, who turned out to have been missing for some time and had been wandering around. Through Mr. Orteaga's concerns and efforts, this person was reunited with his family. This is only one of the many commendable works of Mr. Orteaga. As a token of appreciation from the District, Mr. Harvey handed him a gift certificate.

Mr. Scanlon further reported:

Steve Frew, Chief of Protective Services, is leaving the District for a job with the Municipal Utilities District (MUD) in the East Bay. He wished Mr. Frew good luck.
Micque Redding, new Superintendent of Transportation, was appointed to the position vacated by John Gerbo. Mr. Scanlon introduced Mr. Redding and wished him good luck.
October 16 is the "Communities in Motion Day." Celebration is sponsored by the American Public Transportation Association. Staff will be present at strategic locations to thank the riders for using public transit.
Mr. Harvey has just completed his inspection of the base facilities. They are in excellent condition. Mr. Scanlon expressed appreciation to those who work hard to keep the facilities in that condition.
The District was called on to assist in transporting firemen to southern California and back. Staff, complete with supervisors, operators and mechanics were prepared to go via the SamTrans articulated buses. However, because of the change in weather, the fire was put under control and the requested assistance was no longer needed.
Rita Haskin, Chief Communications Officer, and her staff, received the Gold Award from the American League of Communications Professionals for the "Faces of Transit" report.
SamTrans raised over $37,000 for the American Heart Association.
49er football service continues and through seven games, ridership was slightly ahead of last year's number, having carried over 30,000 riders.
Next week from November 12 through 15, the District will be co-hosting the California Transit Association Annual Conference that will be held in the Hyatt Hotel in Burlingame. He welcomed attendance of those interested.
The popular "Train for Tots" will run on November 29 and 30 along the Peninsula. SamTrans, in coordination with the Marine Corps will be soliciting toys for the needy children.

COMMUNITY RELATIONS COMMITTEE
Motion
The Board (Hill/Janney) unanimously approved the minutes of Community Relations Committee meeting of October 8, 2003.

Subjects Discussed
Director Hill reported that the Committee discussed the following:

PCC, Advocacy and ATAC Report
Citizens Advisory Committee Liaison Report
Caltrain Performance Report
Multimodal Ridership Report, September 2003

FINANCE COMMITTEE
Resolutions
The Board (Harris/Nevin) unanimously approved the following:

Resolution No. 2003-52: Approval in Concept of a Lease to Service Contract Financing of Certain Buses
Resolution No. 2003-53: Modifying the BART West Bay Parking Program and Amending the Codified Tariff
Resolution No. 2003-54: Authorizing Disposition of Surplus Rolling Stock and Related Equipment
Resolution No. 2003-55: Authorizing Award of Contracts to Cleansource, Inc. of San Jose for Furnishing Cleaning Equipment for a Five-Year Term at an Estimated Total Cost of $104,392 and to Unisource Maintenance Supply Systems of Hayward for Furnishing Cleaning Supplies for a Five-Year Term at an Estimated Total Cost of $26,699
Resolution No. 2003-56: Authorizing Award of a Contract to Romic Environmental Technologies Corporation for the Handling, Transporting, Recycling, and/or Disposal of Hazardous Wastes for a Five-Year Term at a Total Estimated Cost of $362,250
Resolution No. 2003-57: Authorizing Award of a Sole Source Contract to Orbital Sciences Corporation of Columbia, MD to Remove and Reinstall Advanced Communication System Components at a Cost Not to Exceed $100,566
Resolution No. 2003-58: Authorizing an Amendment to the Contract with PeopleSoft USA, Inc. of Pleasanton for Continued Support Services for an Estimated Not-to-Exceed Cost of $770,000 for a Five-Year Period

Motion
The Board (Harris/Hartnett) unanimously approved the minutes of Finance Committee meeting of October 8, 2003.

GENERAL COUNSEL PROPOSAL
Attorney David Miller noted that there is one existing litigation item and one anticipated litigation item for closed session. He requested rescheduling item (c) the Performance Evaluation of General Manager/CEO and General Counsel for next month.

The Board adjourned into closed session at 3:15 p.m. and reconvened in open session at 3:48 p.m.

Closed Session: Anticipated Litigation - significant exposure to litigation pursuant to Government Code Section 54956.9(b) and (c) [One potential case.]
Closed Session: Conference with Legal Counsel - Existing Litigation - Closed Session pursuant to Government Code Section 54956.9(a): Vogt et al vs. SamTrans

Attorney Miller reported that the Board met in closed session as permitted by the Brown Act. Instructions have been given to General Counsel, the General Manager/CEO and staff pertaining to item (b) above. Discussions regarding item (a) will be carried over to the next Board meeting.

Adjourned: 3:50 p.m.