Minutes - May 1, 2003

MEMBERS PRESENT: Mark Church (Chair), Joe Galligan, Rich Gordon, John Lee, 

Ira Ruskin

BOARD MEMBERS ABSENT: Michael Guingona, Lee Panza

STAFF PRESENT: Michael Scanlon, David Miller, Joan Cassman, Howard Goode, Joe Hurley, Liz Wiecha, Martha Martinez, Jennifer Buhr, Rita Haskin, Roger Contreras

Chair Church called the meeting to order at 5:00 p.m. and led the Pledge of Allegiance to the flag.

CONSENT CALENDAR

The Board unanimously approved the following items under the Consent Calendar:

1. Approval of Minutes of March 6, 2003

2. Approval of Minutes of April 3, 2003
3. Adoption of Financial Statements, February 2003
4. Adoption of Financial Statements, March 2003
5. Authorization of an Award of Contract for On-Call Professional Consulting Services- Real Estate Broker

PUBLIC COMMENT:

None at this time.

CITIZENS ADVISORY COMMITTEE (CAC) REPORT

Doris Maez, CAC Chair, reported:

• CAC met this past Tuesday, April 29^th and reviewed the agenda. Item 10b, Authorization of a Funding Agreement for Dumbarton Rail Studies, 10c, Authorization of Allocations to the JPB for Preliminary Engineering and Project Study Report at San Bruno Grade Separation and Station, and item 10d, Authorization of a two-year lease with Abrahim Aboukhalil dba Colma Auto Sales and Brokers, were discussed and unanimously endorsed by the CAC members.

• George Medina is moving out of state, therefore there will be a vacancy.

• Expressed appreciation for Kenneth Coleman for his contributions as Chair for the past two years.

CHAIRPERSON’S REPORT

Chair Church reported:

• Congruent with a CAC suggestion, future subcommittees for filling vacancies within the CAC will include a representative of the CAC.

• Chair Church presented a Commendation to Kenneth Coleman for his contributions as Chairman of the Citizens Advisory Committee.

SAMTRANS LIAISON REPORT

Michael J. Scanlon reported, on behalf of Michael Guingona, of the following actions from the San Mateo County Transit District Board from the past two months:

March 13, 2003:

• Recognized two bus operators for driving 25 years each without a preventative accident.

• North Base was awarded the Operations Safety Award for the most miles with the least amount of preventative accidents and South Base was awarded the Maintenance Base Safety Award for the least number of lost-time injuries per hours worked.

• Awarded Georgory Rescke Maintenance Employee of the Year and Kitty Mae Mansfield Operator of the Year.

• Supported lowering the two-thirds vote requirement for transportation sales taxes.

• Awarded contract to Ross Financial for providing independent financial advisory services.

• Awarded contract to Guardian Life Insurance Company for provision of life and accidental death and dismemberment insurance coverage.

• Authorized the purchase of up to five 40-foot buses from Gillig Corporation.

• Approved a grant of easement to JSM Enterprise on district-owned property near the Colma BART Station.

• Received an update on the state and federal legislative programs.

April 9, 2003:

• San Mateo County Transit District Board appointed six volunteers to the Citizens Advisory Committee (CAC).

• Authorized the disposition of surplus rolling stock and related eqquipment.

• Authorized the purchase of a paratransit bus for the Coastside Opportunity Center.

• Supported the following legislation:

  • SB541 (Torlakson): Gas Tax Indexing
  • SB 557 (Lowenthal): Yield to Buses
  • AB 839 (Salinas): Storage of Video Recording

JOINT POWERS BOARD REPORT

Michael J. Scanlon on the actions taken by the Peninsula Corridor Joint Powers Board over the past two months:

April 3, 2003

• Held a Public Hearing on the proposed Fare Structure/Proof-of-Payment. The proposal included a reduction from nine to six zones, the elimination of the round trip ticket with an introduction of a zoned Day Pass, the standardization of the youth age to 17, the discontinuation of acceptance for the Muni Fast Pass on Caltrain, enforcement changes, fare media expirations and validators all while maintaining revenue neutrality. Over time there will be a direction towards Point-to-Point system however, adoption of the Proof-of-Payment and Fare Structure was taken and will begin on September 22, 2003.

• Ridership in February was down 7.8 percent from 28,400 to 26,245 riders.

• Revenue in February was down 4.5 percent.

• Recent special events at Pac Bell Park were successful. The special soccer event had a turn out of about 3,200 riders and the exhibition baseball game had about 3,600 riders.

• The new Caltrain schedule went into effect March 24^th with only minor problems.

• The San Bruno Station was moved and re-opened.

• Monthly Safety Reports were distributed.

• Introduced Robert Doty who was recently hired as the Manager, Rail Operations.

• There was an informational report on the Caltrain Maintenance and Operations Facility (CEMOF). Cost has escalated due to project site condition, escalation and a modified project scope to address community concerns.

• Approved the Vision and Guiding Principles document.

• Announced that the APTA Transit Board Conference will be in July in Baltimore.

• Announced that there will be a Board Meeting in Santa Clara County in late summer.

• Announced that Director Mike Nevin appeared on 60 minutes in regard to financial privacy issues.

• Sue Lempert, MTC, gave an update on Senator Perata’s Toll increase measure. If the bill were approved, there would be a $1 increase on area bridges, except the Golden Gate. The bill would include $150 million set aside for the Transbay Terminal and $135 million for the Commuter Rail Service over the Dumbarton Bridge. Further, there would be an annually set aside of $5.5 million for Caltrain Operations.

• The CAC reported that during the last meeting there was discussion of the BART and Caltrain interactions at the BART/SFO Station.

• Key Caltrain Performance Statistics:

  1. Average Weekly Ridership for March was down 6.7 percent, from 30,159 riders to 28,129.
  2. Total Revenue was $1.69 million down from $1.77 million, which is down 4.7 percent from last March.
  3. One Time Performance off slightly at 95.4 percent versus 97.0 percent from last March.
  4. Shuttle Ridership was up 3.4 percent from 3,907 to 4,040 riders.

• Monthly Safety Report was distributed. Staff is continuing efforts within Engineering, Education and Enforcement.

• Friday, April 4^th, there was a very successful inauguration of the Baby Bullet at the Burlingame Station. The Baby Bullet is currently in revenue service. Senator Speier, Chair McLemore, Mike Nevin, Mary Janney and Art Lloyd attended the event. Mayor Mike Coffey, Burlingame, also spoke at the event. Within a year, the Baby Bullet Express service will begin.

• BART announced that revenue service would begin on June 22^nd, 2003. The interface at Millbrae will be critical, particularly to this railroad and region, and will provide many attractive commuting options. Staff is continuing to work with BART in finalizing a host of operational details, including ambassadors to aid in a smooth opening.

• The Lawrence Station will be temporarily relocated to allow for constructional improvements. The station will be re-opening in Spring of 2004.

• The Officer on the Train event will be on May 21^st. A special train will run from Santa Clara and Palo Alto and there will be training with various local peace officers, police departments, sheriffs and Amtrak Police to familiarize themselves with what needs to happen on Caltrain in the event of an emergency situation.

• Rail grinding is being done until May 11^th. Rail grinding is essential to the life of the track although it is a temporary disturbance. Outreach was done to forewarn neighbors of where the track work would be conducted.

• Presented the proposed Operating and Capital Budgets for Fiscal Year 2004. The item was presented as information only and action will be taken at the June meeting.

• Authorized a Change Order to the North CTX Project for Phase II of the Bayshore Station Construction Project.

• Presented updates on the Quarterly Capital Program Status Report and the Electrification Report.

REPORT OF THE EXECUTIVE DIRECTOR

Michael Scanlon, Executive Director reported:

• The Progress Seminar was an instrumental component in educating many city officials and business leaders on Measure A. Further outreach will continue to get the message of Measure A to the public.

• On May 22^nd Samceda/P3 will be having an event, The Future of Peninsula Transportation and Measure A, at Oracle. There will be a host of speakers at the event and will act as an outreach to the public.

• Bay Relations is continuing their work by constructing Focus Groups for putting programs together.

• San Mateo County Citizens for Traffic Relief has been formed. The group will raise private money to advocate for Measure A. The goal for raised money is set at $1 million. David Cropper, from the CAC, has been elected Chairman.

FINANCE

1. Setting a Public Hearing for the Proposed Capital and Operating Budgets of FY2004

Susan Stark, Director of Finance and Budget, requested to establish a public hearing on June 5, 2003 to consider adoption of the proposed Fiscal Year 2004 Capital and Operating budgets. Appointments to review the budgets with staff will be available to all board members.

The motion for a public hearing on June 5, 2003 carries unanimously.

2. Authorization of a Funding Agreement for Dumbarton Rail Studies

Howard Goode, Chief Development Officer, requested that the Authority authorize the Executive Director to execute an agreement with the Alameda County Transportation Authority (ACTIA) for a $200,000 contribution to the Scoping Phase for the Dumbarton Corridor Project. Remaining funding would in value equal $200,000 shares from Santa Clara VTA and The Manufacturing Group. The San Mateo County Transportation Authority share of $200,000 will be available from previously approved capital funds.

The Board, by roll call, unanimously approved the authorization of a funding agreement for Dumbarton Rail Studies and passed Resolution No. 2003-XX.

3. Authorization of Allocations to the JPB for Preliminary Engineering and Project Study Report at San Bruno Grade Separation and Station

Howard Goode, Chief Development Officer, requested to amend the FY2003 Capital Budget and make the allocation to the Peninsula Corridor Joint Powers Board. The JPB staff is working closely with the City of San Bruno in preparation of the Project Study Report and Preliminary Engineering Plans. The origin of this report was based on tragic accidents in San Bruno with pedestrian and vehicular issues. The conclusion of the meetings with the City of San Bruno, the San Bruno Citizen Advisory Committee and with their Department of Public Works, along with other staff and businessmen, includes a grade separating San Bruno Avenue, San Mateo Avenue and Angus Avenue, and will include platforms, pedestrian access, station kiosks, parking, various architectural and aesthetic treatments, and enhanced vehicular access to and around the station.

Doris Maez, commended the staff working on the project and the efforts that were made to come to a compromise that is agreeable to the city of San Bruno.

Director Gordon questioned where the money is coming from and whether it was already in the capital budget and was just being moved to a different line item.

Roger Contreras clarified that the money was coming out of a fund balance, meaning an increase to the allocation from the general fund reserves to increase the budget.

The Board, by roll call, unanimously approved the authorization the allocation to the JPB for preliminary engineering and project study report at San Bruno Grade Separation and Station and passed Resolution No. 2003-XX.

Scott Munds, Public Works Director of San Bruno, complimented the JPB and staff regarding the process that was used in San Bruno. Mr. Munds encouraged the use of the process as a model or blueprint for how to engage other communities.

4. Authorization of a Two-Year Lease with Abrahim Aboukhalil dba Colma Auto Sales and Brokers

Brian Fitzpatrick, Manager Real Estate, requested authorization for a two-year lease for the property located at 281 El Camino Real, San Carlos.

The Board, by roll call, unanimously approved the authorization of a two-year lease with Abrahim Aboukhalil dba Colma Auto Sales and Brokers and passed Resolution No. 2003-XX.

5. Adoption of Annual Investment Policies

Susan Stark, Director of Finance and Budget, requested that the Authority adopt the annual investment policies and resolutions approving the Authority’s investment in the State of California Local Agency Investment Fund (LAIF). In accordance with California Government Code, it is necessary to delegate this authority on an annual basis at a public meeting. Staff along with Legal Counsel and the San Mateo County Treasurer’s Office are recommending only one change. The recommended change is the inclusion of Section III in the General Funds Investment Policy referencing the benchmarks used by San Mateo County Treasurer’s Office to measure the performance of the pooled funds.

The Board, by roll call, unanimously approved the adoption of annual investment polices and passed Resolution No. 2003-XX.

REPORT OF THE AUDIT COMMITTEE

• Director Galligan reported that the Request for Proposal (RFP) was sent out and four firms responded. Interviews were conducted with each of the four firms. The Audit Committee was to meet today, May 1^st, but the meeting was postponed. The Committee hopes to have a recommendation in June.

Director Galligan asked for clarification as to whether the Audit Committee was considered an Ad-hoc Committee and if so, in accordance with the Brown Act, could the committee meet privately.

David Miller, Legal Counsel, clarified that the intention of creating the committee was to make an Advisory or Ad-hoc Committee, which is not a Brown Act committee and can be distinguished from a Standing Committee. Mr. Miller advised that the committee be deemed and Advisory Committee with the purpose of dealing with the auditors and is a limited term committee made up of less than a quorum of the board.

The motion to deem the Audit Committee a Standing Committee carries unanimously.

REQUESTS FROM THE AUTHORITY

• Director Gordon called attention to item 3d, Adoption of Financial Statements for March 2003, and asked for clarification with the columns entitled "Revised Budget", on the Statement of Revenue and Expenditures. Director Gordon reported that he met with Roger Contreras and it is understood that staff will alter the column on a periodic basis as the revenue or expenses are changing. Further Director Gordon expressed discomfort with entitling the columns "Revised Budget" since the board has not taken action to revise the budget.

Roger Contreras stated that the column headings would be changed.

Chair Church requested Mr. Contreras to establish revised terminology for the columns.

Director Galligan questioned whether approving the board packet, with the report included, amended the budget. Further, Director Galligan also expressed concern with altering the budget frequently.

REPORT FROM LEGAL COUNSEL

None at this time

WRITTEN COMMUNICATION TO AUTHORITY

The communications packets were distributed to the Board members.

DATE/TIME OF NEXT MEETING:

Thursday, June 5, 2003, 5:00 p.m. at the SamTrans Administrative Building, 1250 San Carlos Avenue, San Carlos, CA 94070

ADJOURNED: 5:58 p.m.