Minutes - June 5, 2003

MEMBERS PRESENT: Mark Church (Chair), Rich Gordon, John Lee, Ira Ruskin, Michael Guingona, Lee Panza

BOARD MEMBERS ABSENT: Joe Galligan

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

Chairman Mark Church called the meeting to order at 5:00 p.m. and Doris Maez led the Pledge of Allegiance to the flag.

PUBLIC HEARING: ADOPTION OF FY CAPITAL AND OPERATING BUDGET

Susan Stark, Director of Finance and Budget, reported that the proposed FY2004 budget was distributed to the board on May 1. This was followed by a distribution on May 23 which included some additional information and highlighted any changes from the May 1 version. Also during the past month, staff was available to respond to any questions that the board may have had.

Ms. Stark conducted a presentation on the proposed FY2004 Operating Budget. Highlights of the presentation included Revenues & Transfers in FY2004, Revenue Increases & Decreases from FY2003 to FY2004, Program Expenditures, Expenditure Increase & Decreases from FY2003 to FY2004, Transportation Systems Management and the Paratransit Trust Fund for FY2004.

Joe Hurley, Director, Transportation Authority Program, made a presentation on the proposed FY2004 Capital Budget, which included Streets & Highway, Railroad Grade Separations, Oversight and Caltrain budget appropriations and projected cash flow for FY2004.

Chairman Church asked the Board Secretary to review the steps that have been taken to inform the public of the hearing.

Board Secretary, Jennifer Buhr, reported that an advertisement for the proposed annual Operating and Capital Budgets for fiscal year 2004 appeared in the San Mateo County Times on May 6. Additionally, the notice of public hearing was posted at the Samtrans Headquarters and also appeared on the website.

Chairman Church questioned whether any correspondence had been received from the public to incorporate into the record.

Ms. Buhr reported that none had been received.

Chairman Church called for public testimony regarding the proposed annual budgets of the San Mateo County Transportation Authority.

Upon receiving no requests for public comment, Chairman Church asked Legal Counsel for a brief description of the required procedure and proposed action.

David Miller, Legal Counsel, stated that the Board afforded the public an opportunity to comment on the proposed changes. Therefore, all legal requirements have been satisfied and he recommended closing the public hearing.

Motion to close the Public Hearing was approved unanimously.

The motion to approval Fiscal Year 2004 Operating and Capital budgets passed, by roll call, unanimously with resolution number 2003-12.

CONSENT CALENDAR

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

1. Approval of Minutes of May 1, 2003

2. Adoption of Financial Statements, April, 2003

PUBLIC COMMENT

None at this time

CITIZENS ADVISORY COMMITTEE (CAC) REPORT

Doris Maez, CAC Chair, reported:

• Ms. Maez introduced Pat Dixon and Randy Hees, who are also members of the CAC.

• CAC met this past Tuesday, June 3 and the main discussion of the meeting was in regard to the Strategic Plan for the Measure A subcommittee which, is headed by David Cropper. The CAC inclination is to facilitate public awareness of the continuation of Measure A, review projects, make recommendations and to do public outreach. Members have been asked to go to their respective Public Works departments to find out what has been done with the local shares of Measure A.

  Additionally, Ms. Maez and Ms. Dixon reported to the CAC regarding their attendance at the Samceda/P3 event that was held on May 22.

• Currently there is one vacancy and a few upcoming positions opening in July so a recruitment process will begin soon.

• Margaret Okuzumi, Rail Alliance, will be speaking at the next CAC meeting, at her request.

• The next CAC will be on June 30, which will be before the joint CAC meeting.

Director John Lee questioned whether there were any candidates for the open positions.

Ms. Maez replied that the recruitment process had not begun yet.

CHAIRPERSON’S REPORT

Chair Church reported:

• Attended the last CAC meeting, June 2, and found the meeting to be very informative and commended the members for their expertise and commitment.

SAMTRANS LIAISON REPORT

Michael Guingona reported on the following actions from the San Mateo County Transit District Board from the past month:

• Received informational presentations on the proposed FY2004 operations and capital budgets, bus service to the new BART SFO extension stations and the district’s communications plan for the BART extension.

• Approved a revised absence policy for the Citizens Advisory Committee.

• Called for a public hearing on proposed codified tariff changes.

• Authorized an application to the Metropolitan Transportation Commission for funding to support the SamTrans bus fleet particulate matter and nitrogen oxide reduction program.

• Proclaimed May as Older Americans Month.

• Presented Bus Operator Earnest Hamilton with a 20-year Safe Driving Award.

• Supported the following legislation:

• SCA 7 (Murray): Loans of Transportation Revenues
• SB 916 (Perata): Bridge Toll Increase for Transit. A letter of support will be sent that also conveys the board’s concern about a proposed Altamont alignment for high-speed rail.

JOINT POWERS BOARD REPORT

Michael J. Scanlon reported on the actions taken by the Peninsula Corridor Joint Powers Board:

• Approved FY2004 Insurance Program

• Approved proposed DBE overall annual goal for FY2004.

• MTC Liaison Report was given by Sue Lempert. MTC will be hosting a transportation conference summit in San Francisco on June 14. Ms. Lempert also reported that at the last MTC meeting there was a controversial discussion regarding High Speed Rail and how High Speed Rail should enter the Bay Area. The issue of whether the Altamont Pass should be reconsidered was in discussion. The previous recommendation was for the Pacheco Pass, coming through San Jose. MTC reaffirmed the support of the Pacheco Pass with an eight to five vote.

• Michael Kiesling gave the report of the CAC. The last CAC meeting was held in Santa Clara County and the Historical Society provided a tour within the historical Depot. There was a presentation on the update of the website so that the CAC is more easily located on the site. A representative from VTA was also present to provide information on their proposed budget.

• Key Caltrain Performance Statistics:

  1. Average Weekday Ridership for April was down 7.9 percent, from 31,376 riders to 28,886.
  2. Year to Date Average Weekday Ridership is at 27,676 down from 31,393 which is an 11.8 percent difference.
  3. Total Revenue was off 4.1 percent from $1.86 million to $1.79 million.
  4. On Time Performance off slightly at 93.5 percent versus 94.2 percent from last April.
  5. Shuttle Ridership off slightly with 4,041 riders down from 4,116.

• Commented that BART will be opening in just 17 days. This will open a world of opportunities that will be very attractive for public transit. Hopefully the opening will attract new riders and increase ridership. Marketing has been aggressively conducting outreach for the opening so the JPB is prepared to meet and greet the riders.

• Acknowledged the Municipal Railway and Michael Burns because of his efforts in coordinating a schedule adjustment of a four-minute hold to allow Caltrain riders to catch bus #47 to facilitate both transfers at Millbrae and San Francisco.

• Staff have continued working with Courtyard Condominiums to mitigate the impact of the signal bridge in Santa Clara. There are plans of strategically placing trees and shrubbery to lessen the impact of the signal bridge.

• The Monthly Safety and Security Report was distributed. Highlights include:

  1. VTA Safety Fair was held on May 13. Approximately 400 youths attended Operation Lifesavor presentations.

  2. Officer on the Train event was on May 21^st and was very successful.

• Rita Haskin, Chief Communications Officer, presented the GO Pass Pilot Program, which was approved to begin on July1.

• Authorization was granted to file for two Transportation Fund for Clean Air (TFCA) regional grant applications in support of the Caltrain Shuttle Program.

• Proposed FY2004 Operating and Capital Budgets were approved.

• Ian McAvoy, Deputy Chief of Development, presented the Strategic Plan- Three Scenarios. The assumptions of the Three Scenarios will influence the development of the Service, Capital and Financial elements of the Strategic Plan. The scenarios include Baseline, Enhanced, and Build- Out. Each one of the scenarios will include service, capital and financial plans for the future.

REPORT OF THE EXECUTIVE DIRECTOR

Michael Scanlon, Executive Director reported:

• Commended Chairman Church for attending the CAC meeting and showing support.

• Recognized and congratulated Director Michael Guingona for his recent visit to the White House.

• Commended those who attended the Samceda/P3 event at Oracle on May 22 and also noted that it was a great opportunity to blend the needs with the resources available.

Director Lee commended the Caltrain service to and from the San Francisco Giants game.

PROGRAM

1. Quarterly Projects Status Report

Mr. Hurley presented the Quarterly Projects Status Report and advised the board of the financial status of ongoing capital projects. Mr. Hurley reported that the Half Moon Bay Route 1 project has stalled. The TA has been working with Half Moon Bay and Caltrans to try to reach a consensus on the project scope. The deadline to meet a consensus is July 25, 2003. If there is not an agreement than the TA would recommend that the currently budgeted project money be directed to another project however, if consensus were reached than the TA would come to the board requesting additional funding and consideration. A follow up meeting with Half Moon Bay and Caltrans will be on June 30.

2. Update on Measure A Reauthorization- Focus Group Summary

Rita Haskin, Chief Communication Officer, presented the Focus Group survey results. The presentation included highlights in regard to the groups, group breakdown, what was learned, program report card, elected officials & experts, corridor vs. local, public transportation, general comments from seniors, south county, north county, coastside, transit riders and countywide. Ms. Haskin also reported what steps are being taken to move forward.

Director Lee questioned whether the individuals clarified how to better the service.

Ms. Haskin replied that those surveyed would like to see station improvements and more frequency.

Howard Goode, Chief Development Officer, distributed copies of the presentation from the Samceda/P3 event. Mr. Goode reported that the members that presented at the Samceda/P3 event stated that there was a strong support for the reauthorization.

Director Ruskin questioned whether the Focus Group expressed support for the reauthorization.

Ms. Haskin responded that after educating the individuals, 65 of 67 said yes. The two that said no initially had said yes and then after looking at it, decided they would not vote for it.

Ms. Scanlon commented that when a survey is conducted, people often don’t like to admit that they are not familiar with the subject in question. When the selected individuals were asked if they were aware that a half cent sales tax has been collected, 44 percent openly said no. Depending on what happens with the State, then there may be a need to go back out and re-poll.

3. Funding Agreement for Dumbarton Rail Studies

Mr.Goode reported that staff recommends that the Authority authorize the Executive Director to execute an agreement with the Santa Clara Valley Transportation Authority (VTA) for a $200,000 contribution to the Scoping Phase for the Dumbarton Corridor Project. Staff has been working with VTA, Alameda County Transportation Improvement Authority (ACTIA) and Silicon Valley Manufacturing Group to pull together funding for the project. This agreement is the third of three agreements needed. Mr. Goode also noted that the agreement is scheduled for VTA approval today, June 3, 2003.

The motion to execute the agreement with VTA passed, by roll call, unanimously with resolution number 2003-13.

REPORT OF THE AUDIT COMMITTEE

Director Rich Gordon reported that for the award of the independent audit services, the standard procurement process was followed. After extensive review, the Audit Advisory Committee recommended County of San Mateo because of a lower cost and because Vavrinek, Trine, Day & Company already handles the SamTrans audit so there was a desire to have two separate firms.

Director Lee reaffirmed that there were thorough evaluations between all firms that submitted bids for the contract.

Director Panza asked for clarification as to what firm was currently conducting the auditing for the TA and whether the firm was able to make any improvements in the TA’s audits.

Mr. Scanlon reported that the County of San Mateo has been doing the audits and they have been able to help make improvements and the TA has received clean reports for the past two years.

Stan Arend, Director of Accounting, stated that the County has been the auditor and re-iterated that there have been some improvements made in internal processes which have helped obtain clean reports for the past several years.

The motion for recommendation for the procurement of independent audit services from the County of San Mateo passed, by roll call, unanimously with resolution number 2003-14.

REQUESTS FROM THE AUTHORITY

None at this time

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, August 7, 5:00 p.m. at the SamTrans Administrative Building, 1250 San Carlos Avenue, San Carlos, CA 94070

ADJOURNED: 6:00 p.m.