Minutes - August 7, 2003

MEMBERS PRESENT: Mark Church (Chair), Joe Galligan, John Lee, Ira Ruskin

BOARD MEMBERS ABSENT: Rich Gordon, Michael Guingona, Lee Panza

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

Chairman Mark 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 June 5, 2003

2. Adoption of Financial Statements, May 2003
3. Adoption of Financial Statements, June 2003

PUBLIC COMMENT

None at this time

CITIZENS ADVISORY COMMITTEE (CAC) REPORT

Doris Maez, CAC Chair, reported:

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

• CAC met this past Tuesday, July 28 and there were three main discussion items. The first item involved review of the TA logo, where there was no formal action taken. There was also discussion of the Joint CAC meeting. An opinion was voiced that there needs to be a more comprehensive policy for the County as a whole and land use in conjunction with transportation policy. Lastly, the CAC discussed their attendance policy. Currently the CAC is in a period of transition and want to be sure to have a policy that can be enforced and useful to the CAC and would like to make recommendations at the next board meeting.

Director Lee reported that the Interview Committee to fill the three vacancies on the TA CAC met. The Committee recommends the reappointment of two incumbents, Pat Dixon and Ken Coleman. The Committee also recommends new member, Robert Caughlin. The Committee interviewed six applicants and each application was reviewed carefully.

The motion to appoint Pat Dixon, Ken Coleman and Robert Caughlin to the TA CAC passed unanimously.

CHAIRPERSON’S REPORT

No report at this time.

SAMTRANS LIAISON REPORT

Michael Scanlon reported on the following actions from the San Mateo County Transit District Board from its June 11 and July 9 meeting.

• The Board presented bus Theodore Mack with a 20-year Safe Driving Award.
• Approved the district’s FY04 Operating and Capital budgets.
• Approved the district’s procurement policy.
• Authorized the district to enter into an Interagency Agreement for the regional Translink Project.
• Approved the district’s FY04 DBE Overall Annual Goal.
• Approved the district’s FY04 Insurance Program.
• Supported the following legislation:
  • AB 1546 (Simitian): San Mateo County Vehicle Registration Fees
  • AB 1410 (Wolk): Use of Surplus Public Property for Transit-oriented Development
  • AB 98 (Korretz): Meal and Rest Breaks for Public Transit Operators

• The Board recognized the extraordinary accomplishment of the Maintenance Department, with support from other departments, in repowering 137 buses. The repower will extend the life of the buses and result in lowered emissions and increased fuel efficiency.
• Held a public hearing regarding changes to its codified tariff to accommodate an increase in the cost of a Muni sticker for SamTrans pass holders.
• Approved a Resolution of Appreciation for retiring Superintendent of Bus Transportation John Gerbo.
• Approved an amendment to the FY04 operating budget in the amount of $1.9 million to pay for the operating deficit of the BART-SFO Extension.
• Authorized the District to execute the proper documentation to join the Investment Trust of California, a Joint Powers Authority; invest funds with other public agencies in the trust up to a limit of $50 million; adopt the Declaration of Trust; and file the Information Statement.
• Supported the following legislation:
  • AB 1358 (Simitian): Use of Redevelopment Funds for Affordable Housing

JOINT POWERS BOARD REPORT

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

• Chairman McLemore reported that the ribbon cutting for the Millbrae Intermodal Station was held on Saturday, June 21. Chair McLemore, Director Janney, Director Nevin were present at the celebration.
• MTC Liaison Report was given by Sue Lempert. MTC has started the initiatives with the local Congestion Management Agencies (CMA) to give the local CMA’s a larger role. MTC expects land use planning with transportation to come from the city council members and the board of supervisors who are part of the CMA’s. While at the initiation VTA passed out their toolkit guide regarding transit oriented development. Additionally, MTC met with ABAG to discuss better coordination of land use planning and transportation.
• Caltrain CAC met June 30 for a joint CAC meeting with the San Mateo County Transportation Authority CAC and SamTrans CAC to discuss the renewal of the San Mateo County sales tax. There was a general presentation on how the plan is coming together and how each CAC can be helpful in outreach.
• Key Caltrain Performance Statistics:
  1. Average Weekday Ridership May was down 12.6 percent, from 32,454 riders to 28,378.
  2. Year-to-Date Average Weekday Ridership is at 27,740, down from 31,490, a 12 percent difference.
  3. Total Revenue was off 14.6 percent from $1.97 million to $1.68 million.
  4. On-Time Performance off at 91.2 percent versus 95.8 percent from last May.
  5. Shuttle Ridership had an increase of 4.7 percent with 4,249 riders up from 4,059.
• Millbrae Station opening ceremonies were successful. The long awaited great opportunity for Caltrain and BART to open a lot of travel options. At this time it is too early to draw any conclusions or trends.
• The Monthly Safety and Security Report was distributed.
• Commended Amtrak and Caltrain staff for efforts on the BART Extension Program with frontline employees. Additionally, acknowledgments were made to the Caltrain, SamTrans and Transportation Authority employees that volunteered to be ambassadors.
• Caltrain staff is preparing for the Proof-of-Payment rollout.
• Training drills for the San Mateo County fire department in the way of preparing for emergencies were conducted.
• On June 23 there was a temporary relocation of the Bayshore platform. The northbound platform has also been moved.
• There was the long awaited joint CAC meeting, which was very successful and productive.
• There was a presentation in regard to the Centralized Equipment Maintenance and Operations Facility (CEMOF). The presentation included information pertaining to the project purposes & needs, project description, history & background and an implementation plan.
• The Board gave authorization to enter into a Memorandum of Understanding (MOU) with the California High Speed Rail Authority (CHSRA).
• The Board gave authorization for an amendment to the increase the FY2004 Capital Budget.

• The Board meeting was held at the HP Pavillion in San Jose.
• Chairman McLemore reported that the APTA Transit Board Seminar was informative and successful. Shirley Harris, Art Lloyd and Martha Martinez were all in attendance.
• At the APTA conference Art Lloyd was elected as Secretary Treasurer of the Transit Board Committee.
• John Hronowski was unanimously reappointed to the Caltrain CAC.

• MTC Liaison Report was given by Sue Lempert. At the last MTC meeting, the main discussion involved what is what is happening with transportation dollars and the impact on Caltrain projects. MTC has been working very hard to try to preserve as many projects as possible.

• Michael Kiesling reported that there was not a CAC meeting last month due to a power failure.

• Key Caltrain Performance Statistics:

  1. Average Weekday Ridership for June was down 11 percent, from 31,873 riders to 28,281.
  2. Year-to-Date Average Weekday Ridership is at 27,785, down from 31,521, which is a 12 percent difference.
  3. Total Revenue was off 8 percent from $1.89 million to $1.74 million.
  4. On-Time Performance at 93.2 percent versus 96.3 percent from last June.
  5. Shuttle Ridership had an increase of 8 percent with 4,126 riders up from 3,819.

• Noted that there is an acute ridership loss at the Gilroy extension and stated that the 10-trip tickets in May and June are off 41 percent and the monthly tickets are off 18 and 19 percent for May and June, respectively. The future of the Gilroy line will be watched very closely.

• Expressed appreciation for Vice Chair Maria Ayerdi who joined the staff in hosting a visit by the Speaker of the House for Georgia, Jerry Coleman.

• All activities for the temporary relocation program for all station platforms along the line are now successfully implemented and construction has begun.

• Caltrain has had good ridership turnouts for recent special events including the Dixie Chicks concert and the Giants games.

• The Bicycle Advisory Committee had a successful meeting on July 8. Progress has been made on the bike station at the San Francisco terminal.

• Monthly Safety and Security Reports were distributed. Key highlights include proactive actions on preventing suicides and efforts on outreaching for public safety training.

• In preparation for Proof-of-Payment, classes have begun for conductors.

• In regards to the budget crisis, staff believes that there are not any foreseeable problems with the JPB projects.

• The Board unanimously approved the authorization to augment the Grant Anticipation Notes (GAN’s) program by $231 million from $222.5 million to $453.5 million for cash-flow financing purposes to support capital projects approved by the Board. The Board also approved the execution and delivery of a Second Supplemental Trust Agreement.
• The Board unanimously rejected the low monetary bid received from Globe Data Systems, Inc. as non-responsive and awarded the contract to the next lowest responsive and responsible bidder, Weldon, Williams & Lick, Inc.
• The Board unanimously approved authorization to execute a supplemental agreement with the City of Sunnyvale to share increased costs for the construction of the Sunnyvale Multimodal Transit Station.
• Howard Goode presented the Quarterly Capital Program Status and Electrification Report, which included an update on ongoing construction projects including the Lawrence Station undercrossing and the completion of the Millbrae Multimodal Station. The schedule for the completion of the EA/EIR has been delayed due to extended review by the FTA and the need to update land use information and reanalyze service level and ridership projections.
• VTA and City of San Jose staff made presentations on the VTA Vasona Light Rail Project, Silicon Valley Rapid Transit Corridor (BART to Santa Clara County) and the City of San Jose Diridon Area Redevelopment Plans.

REPORT OF THE EXECUTIVE DIRECTOR

1. Route 92 Half Moon Bay Funding Adjustment Informational Report

Michael J. Scanlon introduced Dan Pincetich who is the new City Manager of Half Moon Bay.

Joe Hurley, Director, Transportation Authority Program referred to a letter sent to both Half Moon Bay and Caltrans on May 9, insisting that the two parties reach a consensus on project scope. The date of July 25 was set as a deadline to reach that consensus. If a consensus was reached, the TA staff was prepared to take the project forward to the Board for additional funding consideration. In the event that consensus was not reached, staff was prepared to make the recommendation to redirect the currently budgeted money, $3.9 million, to another project. The TA staff has worked closely with both Caltrans and Half Moon Bay over the past few months and has brokered an agreement on the scope of the project that doesn’t compromise what is important to either party. In the agenda packet, there was a letter from Caltrans dated June 10 illustrating their concerns and proposed solutions and also a resolution from the City of Half Moon Bay accepting Caltran’s letter and expressing a willingness to work together to deliver this important project and an acknowledgment of the community benefits that it will deliver. Mr. Hurley pointed out that the TA is not only improving roadways but also improving relationships between Caltrans, Half Moon Bay and the Transportation Authority.

Mr. Hurley reported that this project has incurred cost escalations, which can be attributed to Capital support and Right-of-Way cost increases. Staff is continuing to work with both parties to identify the additional funding requirements, which will allow this project to go to construction next year.

Director Galligan questioned whether the TA’s participation is the same as was anticipated six months ago.

Mr. Hurley responded that the funding agreement that was entered into between Half Moon Bay and the Transportation Authority back in 1998 was for $3.92 million. Staff will be coming back to the Board for additional allocations.

Howard Goode, Chief Development Officer, clarified that the Transportation Authority previously approved the funding agreement, which allocated $3.92 million. Based upon the design that has been agreed upon by the two parties, additional funding will be required. Staff is preparing a recommendation to the Board for the additional funding request. The TA would have to authorize additional funding for the project.

Director Galligan questioned whether TA staff knew how much more money would need to be allocated.

Mr. Hurley responded that staff is anticipating between an additional $3-5 million dollars.

Director Lee questioned whether the money would be for the same project or additional work.

Mr. Hurley responded that for the most part it is for the same project, although there have been some scope changes and some additional components.

Director Lee commented that the funding seems double what the original estimates were.

Mr. Hurley stated that it is about a 45 percent increase from what was approved previously.

2. Michael J. Scanlon, Executive Director reported a favorable settlement has been reached in regard to recovering some environmental remediation expenses that were incurred as part of the Jefferson Avenue grade separation. The Authority’s share of the settlement is about $418,664.98. Mr. Scanlon commended the staff working on the project and for the great help from Redwood City.

FINANCE

Calculation and Adoption of Appropriations Limit for Fiscal Year 2004

Jim Shelton, Budget Manager, reported that Article XIIB of the California Constitution, and implementing legislation, requires each local agency, subject to review, adopt its appropriations limitation on an annual basis. It also requires that a Notice of Determination be posted in a conspicuous place at the Authority’s office at least fifteen days before the Authority takes final action. The notice was posted on July 23. Staff proposed that the Authority approve an appropriations limit, which is applicable to the Authority during Fiscal Year 2004 in the amount of $390,907,889.Mr. Shelton noted that the Authority’s funds subject to the limit are$56,046,000 or 14.3 percent of the appropriations limit for Fiscal year 2004.

The motion to approve a Calculation and Adoption of Appropriation Limit for Fiscal Year 2004 was approved unanimously, roll call, and resolution 2003-12 was adopted.

PROGRAM

a) New Design for Transportation Authority Logo Presentation

Rita Haskin, Chief Communications Officer, made the presentation for the new visual identity for the TA. Key highlights of the presentation included details of why a redesign of the logo is being pursued, what the TA image should convey, designer qualifications, input received and images of the three finalists.

Ms. Haskin reported that the CAC did not take a formal action but took a straw vote. The majority of members favored the third of the three finalists.

Board comments included adding a second color to compliment the green, reviewing the shade of green used, altering the angles of the "TA" to make it more dynamic. The Board favored options one and three and selected Director Ruskin to provide input on behalf of the Board to staff members on redesigning the logo. The Board did not take any formal action on this item but delegated the authority of selecting a new logo to staff.

Pat Dixon, TA CAC, stated that she prefers the current logo because it portrays strength. Ms. Dixon agreed with Directors in that she would like to see that the "TA" was more prominent. She reiterated the need to utilize the stationary that has the current logo before new stationary is ordered. Additionally, Ms. Dixon thanked the Board for her reappointment to the CAC. She reported that she was also appointed a commission seat on MTC for the disabled.

Mr. Scanlon commented that although green was selected for ecology issues, the TA is not locked into green and a different color may be chosen in the final analysis.

b) Potential Actions to Mitigate the Affects of the State Budget Crisis

Howard Goode, Chief Development Officer, reported that the TA was on notice from Caltrans that after August 20, 2003, they would no longer be able to reimburse construction contractor invoices. The TA was concerned because of the projects on 101 with auxiliary lanes. However, this item has been seeded for the time being and staff will continue to assess the issue and will report back to the Board as more information surfaces.

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, September 4, 2003, 5:00 p.m. at the SamTrans Administrative Building, 1250 San Carlos Avenue, San Carlos, CA 94070

ADJOURNED: 5:48 p.m.