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The Regular Meeting of the Citizens Advisory Committee (CAC) was called to order at    4:39 p.m. by Chairperson Schulter in Conference Room B-104, Valley Transportation Authority (VTA), 3331 North First Street, San Jose, California.

ROLL CALL

 A quorum was present.

Member Tebo requested that VTA consider adding more late night light rail service from Downtown San Jose to Campbell to better accommodate and service people who attend late night performances/events in Downtown San Jose.

Matthew Tucker, Chief Operations Officer, responded that the Transit Planning and Operations Committee meeting in February 2006 would include discussion on transit services.   He further noted that staff proposes to expand evening light rail service to address transit needs of people who attend performances at Downtown San Jose.

Member Okuzumi expressed concern that the previous Lifeline Transportation Funding Committee meeting was not properly noticed.

Carolyn Gonot, Chief Development Officer, responded that Santa Clara County noticed the meeting using the CalWORKS list with a supplemental list from VTA and Metropolitan Transportation Commission (MTC).   Ms. Gonot advised that the Lifeline Transportation Funding Committee would meet again in March 2006.

Member Okuzumi requested that Advisory Committees be informed of meeting dates of other committees such as the Lifeline Transportation Funding Committee.

Jim Lawson, Government Affairs Manager, introduced new CAC Member Charlotte Powers and noted that she was formerly a member of the San Jose City Council and former member and chairperson of the VTA Board.   He noted that Member Powers’ expertise and sense of history would be very helpful to VTA and CAC.

The Committee welcomed Member Powers.

Mr. Lawson reported that the Board of Directors deferred the VTA Scenario to their March 2, 2006 regular meeting.   At the January 27, 2006 Board Workshop, the Board received an orientation and overview of VTA.   At the same meeting, the Board discussed the VTA Scenario and received an update regarding the Infrastructure Bond Subcommittee.

Mr. Lawson noted that CAC was provided with the Board Orientation binder for their information.

Chairperson Schulter acknowledged and thanked 2004 CAC Chairperson Blaylock for his hard work and dedication. 

Chairperson Schulter noted items to be discussed in future CAC meetings including:   Member Fletcher’s letter regarding no-smoking policy at bus shelters in March 2006; Lessons Learned by 1996 Measure B Transportation Improvement Program Citizens Watchdog Committee presentation by Jeff Davis; and Diane Tripousis’ presentation on the Attendance Subcommittee waiver.   Chairperson Schulter noted that the April 2006 meeting might be the best opportunity to honor Ms. Tripousis for her  contribution and hard work as a former CAC member.

Chairperson Schulter encouraged CAC Members to participate in VTA events such as the dedication of the Rosa Parks memorial bus on February 15, 2006.

BUSINESS REFERRED TO COMMITTEE BY THE BOARD OF DIRECTORS/GENERAL MANAGER

CONSENT AGENDA

On order of Chairperson Schulter, there being no objection, the Committee reviewed the Proactive CMP Reviewed and Approved Projects Quarterly Status Report October through December 2005.

REGULAR AGENDA

M/S/C (Fletcher/Burnett) to approve the Minutes of December 7, 2005.

Member Probst noted correction on Page 4 of 10, paragraph 2, to replace “Delbarton” to “Dumbarton” and Page 6 of 10, first line, to replace “so” to “no.”

Member Burnett noted correction on Page 7 of 10, paragraph 5, to add “which” before the word dedicates and Page 8 of 10, paragraph 7 to replace “2005” to “2006.”

M/S/C (Probst/Hashimoto) to approve the Minutes of January 11, 2006, as amended.

Mr. Lawson informed the Committee that the orientation aims to provide an overview and historical background of VTA and provide the opportunity for Advisory Committees to meet VTA’s executive staff.

Mr. Lawson stated that VTA’s current workforce is 2,217 and will decline to 2,166 by  FY 2007.  Unlike most transit organizations, VTA performs three functions:  Transit, which includes bus, light rail, commuter rail, and paratransit; Construction which includes transit facilities, rail expansion, and highway improvements, and lastly; Planning and Funding for Santa Clara County which includes Local and Regional Funding Programs, Land-Use programming, and Congestion Management.

Mr. Lawson discussed the organizational structure of VTA and noted that the Board of Directors is the governing board.  The General Manager, Michael Burns, and General Counsel, Suzanne Gifford, directly report to the Board of Directors while the other departments within VTA directly report to the General Manager. 

The Office of the General Manager is responsible for Board support, policy development, strategic planning, and intergovernmental & business relations.  Under the Office of the General Manager are the Board Secretary’s Office and Government Affairs.  The goals of the General Manager’s Office are to increase ridership, improve financial stability, improve relationships, and deliver capital programs.

Suzanne Gifford, General Counsel, stated that the Office of the General Counsel is comprised of seven attorneys and two staff.  She noted that although she directly reports to the Board of Directors, her office works closely with the General Manager and all of the departments within VTA.  The responsibility of the General Counsel’s Office is to provide legal advice on all areas of VTA business except for Worker’s Compensation.  Ms. Gifford specified all the legal areas of expertise of the General Counsel’s Office.    Ms. Gifford noted that their office would be producing a monthly comprehensive status report for the Board of Directors. 

Member Elias took his seat at 5:02 p.m.

Mr. Tucker provided an overview of the functions and responsibilities of the Operations Division, including maintenance, transportation, and support.  He noted that the Operations Division provides bus and light rail service, provides various shuttle services, manages paratransit service, conducts service plans and schedules, and conducts operator training.  Under the division is the Protective Services Department that ensures safe VTA operations.  Mr. Tucker noted that the Operations Division is the largest in VTA with 1,700 employees and its budget is dominated by labor costs.  Among its accomplishments are the Vasona light rail Opening, Community Bus, Rapid Line 522, productivity improvements, Zero Emission Bus Pilot Program, and increased ridership.  The goal of the division is to further increase ridership, streamline costs, improve customer service, and conduct the Comprehensive Operations Analysis (COA).

Jack Collins, Chief Construction Officer, stated that the Construction Division manages rail, highway, and facilities projects for VTA.  Among the division’s accomplishments are the completion of the Vasona Light Rail three months ahead of schedule and on budget, 880 widening landscape, 152 Phase B1, and 85 Noise Mitigation. The goals of the division is to complete the following projects:  River Oaks Bicycle/Pedestrian Bridge, Preliminary Engineering (PE) for the Silicon Valley Rapid Transit Corridor (SVRTC),  PE for Capitol Expressway light rail project, Coleman/880 Interchange project, 85/101 N Interchange Project, 17 Auxiliary Lanes from Hamilton to Camden, Route 87 North High Occupancy Vehicle (HOV) lane, Route 152 B2, and commence construction of the Downtown Platform Retrofit Project.

Roger Contreras, Chief Financial Officer, stated that the Fiscal Resources Division is comprised of four departments:   Accounting and Compliance Review, responsible for preparing financial reports and audits; Contracts and Materials Management, responsible for awarding and administering various contracts; Disbursement and Revenue Services, responsible for paying invoices and payroll; and Treasury and Financial Planning,  responsible for issuing bonds, managing investment portfolio, and preparation and budget.  The Fiscal Resources Division’s accomplishment include sublease of Light Rail Vehicles, lease service for low floor light rail vehicle, refunded 2001 bonds, all of which benefited VTA millions of dollar earning/savings.  Also, the division implemented the first biennial budget.  Among the goals are completion of financing transactions, fund accounting conversion, hold annual vendor fair, perform annual compliance review plan, and automate budget system. 

George Barlow, Chief Technology Officer, stated that the Technology Division is responsible for providing technology assistance to all divisions.  The four areas in the division are:  Office of the Chief Technology Officer, Infrastructure, Applications, and Communications.  The division’s accomplishments include completion of the Technology Strategic Plan/Capital Investment Program, installation of cameras on light rail vehicles, implementation of cost reductions, and completion of the set-up of the VTA back-up recovery center.  The goals are to upgrade the SAP hardware and software, implement a new budget system, implement real time customer information, and upgrade security cameras on buses.

Ms. Gonot provided an overview of the functions and responsibilities of each of the four departments in Development Congestion Management Division including: Marketing and Public Affairs; Congestion Management and Transportation Planning and Development; Programming and Highway Project Development; and Commercial and Joint Development.   CMP is responsible for long-range planning such as the countywide plan, community design and transportation program, bicycle plan, and conceptual designs for transit projects.  Project development is responsible for funding and programming, environmental planning, resource planning, real estate, development agreements and highway programs.  Commercial Development is responsible for examining excess parcels that could be developed.

Bernice Alaniz, Marketing and Public Affairs Deputy Director, provided an overview of the functions and responsibilities of the four sub-departments of Marketing and Public Affairs, including:  Customer Service, Marketing and Sales, Creative Services, and Public Outreach and Public Affairs. 

Mr. Lawson noted that the Administrative Services Division currently does not have a Chief Administrative Officer but noted that once hired, the new CAO will come to the Committee.  The division is comprised of three departments:  Employee Services, Risk Management, and Employee Relations. 

Mr. Lawson noted that the Committee will be advised of the VTA facilities tour when the date becomes available. 

Upon inquiry of Member Elias regarding surveys, Mr. Tucker explained that the COA is focused on determining what is the preferred transportation system in the County and how to increase ridership.

Ms. Gonot added that public perception survey, on-board survey, and market segmentation survey that VTA has conducted or will conduct will help in a variety of activities such as marketing campaigns, expansion of different types of services, and Board policy decisions.

Upon inquiry of Member Okuzumi, Mr. Tucker noted that the Automatic Passenger Counters (APC) on light rail vehicles will be implemented in March/April 2006 timeframe.  He further noted that the VTA will be able to collect more valid and larger data from APC’s compared to manual counts.  The APC will count all hop on and off passengers.

Member Okuzumi suggested that VTA launch a campaign to encourage passengers to exit at the rear door of the bus.

Member Tebo inquired about the timeframe for the real time passenger information.  Mr. Barlow responded that goal is to implement the real time passenger information by the end of the year at major routes and transfer stations.

Upon inquiry of Member Tebo, Mr. Barlow responded that VTA is involved in the Translink Program and is moving forward with the Translink smart card, which will be a transit pass for the region.

Member Tebo inquired about the relationship between County Roads and Airport Department and VTA.  Mr. Collins explained that County Roads and Airport completed some Measure B Projects such as signals and level of service at expressways.  VTA on the other hand, has taken a lead on the highway improvement on State right-of-way such as the U.S. 101 Widening, 85/87 Interchange.

Member Tebo commented that VTA has done a fantastic job on Measure B projects. 

Member Fletcher inquired about the process for customer complaints and relayed her experience where the bus driver drove by and failed to see the passengers waiting at the bus stop.

Ms. Gonot noted that staff is currently streamlining the customer complaint process to make it more clear, efficient, and responsive.   

Mr. Tucker apologized for the driver behavior and noted that VTA is taking steps to ensure that passengers will have a more positive riding experience.  He noted that VTA is planning to implement a program for bus operators similar to “mystery shoppers” to ensure that bus drivers comply with procedures.  Mr. Tucker noted that VTA is committed to address these types of issues and will report back to the Committee regarding the results and the plans of actions.

Chairperson Schulter thanked staff for the presentation and information provided to CAC.

On order of Chairperson Schulter, there being no objection, the Committee received the Orientation presentation.

Mr. Lawson stated that Chairperson Chavez’ direction to VTA staff in 2006 is “Full Information, Full Participation” in order to improve how VTA conduct its business. It is divided into three initiatives:  Financial and Organizational Assessment, Advisory Committee and Board Relationships, and Legislative Advocacy. 

The Financial and Organizational Assessment involves an independent third party review of resources, analysis of VTA methods and forms of reporting, evaluation of business practices and staffing levels, analysis of the industry best practices and assessment of applicability to VTA.   The goal is to maximize VTA’s ability to provide services to various communities.  Request for Qualifications for the independent third party review will be done within the next quarter.  The Advisory Committee and Board Relationship mainly focuses on increasing the value of communication as it relates to Advisory Committees and Board relationships.  Lastly, the Legislative Advocacy involves an  Ad-Hoc Infrastructure Bond Committee that consist of nine members from the Board of Directors, VTA staff, private business, and labor and community groups.  In addition, this initiative also evaluates existing contractual relationships with advocacy firms in Washington DC and Sacramento. 

Mr. Lawson conveyed Chairperson Chavez’ interest and commitment to Full Information, Full Participation. 

Member Mendez referred to the Advisory Committees and Board relationship initiative and requested that the Committee considers sending a CAC member to Board Meetings.

Member Tebo stated that it will also be helpful if a representative of the Board of Directors could come to Advisory Committees once in a while.

Chairperson Schulter stated that in his conversation with VTA staff, they discussed the possibility of assigning a member of CAC to attend, on a quarterly basis, other Advisory Committee meetings to establish a connection with other committees.

Member Tebo referred to Chairperson Chavez’ concern that conversations were not deep enough and there is insufficient information, and stated that the Committees should be given “advanced warning” and ample time to fully study and discuss issues.

Member Burnett left the meeting at 6:03 p.m.

Member Blaylock commented that having Member Powers in CAC will be helpful as she had the perspective of a Board Member.

Upon inquiry of Member Tebo, Member Powers stated that the Board wants to hear what the citizens’ opinions are.  She noted that although there is always a citizen’s comment section in the Board agenda, there is no formal process where direct comments/recommendations regarding Board policies and decisions from the citizens group comes to the Board.  Member Powers noted that the Board Workshops are good opportunities as there is more information on what is going on.

Member Fletcher referred to staff’s comment that the Committee’s discussion is forwarded to the Board and asked in what form and how much detail of Committee’s discussion is forwarded to the Board.

Member Probst replied that one of the ways that the Board could obtain the discussion of the Advisory Committees is through the Advisory Committee minutes that are part of their board agenda packet. 

Member Powers commented that considering the amount of items in the Board agenda, reading the minutes from committees may be time consuming.  She noted that it might be a better option to incorporate the Committee’s  recommendations/comments on a particular item in the actual board memo for that item.

Member Elias stated that one of the options to ensure that the committees’ feedback are reported to the Board of Directors is by considering assigning a designated Board Member to act as a Board Liaison to the committee meetings on a quarterly basis.  Another option is to have a standing item in the Board of Directors agenda where the committees could report out their recommendations and the Board of Directors could turn those committee recommendations to some action.

Upon inquiry of Member Powers, Stephen Flynn, Management Analyst, explained that when a committee has a strong feeling about a particular item, staff provides a verbal report to either the Policy Advisory Committee (PAC) or Standing Committees.

Member Mendez referred to the Legal Advocacy Initiative, and provided a brief update on the governor infrastructure bond. 

Member Elias stated that CAC should consider the scope and breadth of the CAC work plan.  Member Elias noted that revisiting the work plan would provide the CAC the opportunity to limit items to areas where the CAC could make a difference and make its best efforts.

Chairperson Schulter noted the importance of looking at the big picture as the CAC’s role is going to be more complex when the Measure A sales tax revenue is collected.   CAC would have to determine strategies on how to fulfill its role as an advisory to the Board of Directors and as a Watchdog Committee to Measure A. 

Member Mendez referred to the goals of VTA as included in the Board Orientation.   He expressed concern that these goals were established in 1995 and inquired about the possibility of revisiting these goals to determine the relevance as of this time.

Member Powers commented that revisiting the goals is a good idea, but cautioned that the CAC should focus on working together on the most important issues at hand and at the direction where VTA is headed.

Chairperson Schulter stated that when the CAC’s role as a Watchdog Committee commences, the CAC could conduct business as an advisory committee first then adjourn and reconvene as the Watchdog Committee.

On order of Chairperson Schulter, there being no objection, the Committee received an overview of VTA Chairperson Chavez’ 2006 Initiative, “Full Information, Full Participation,” discussed strategies to increase effectiveness of the CAC, and will continue discussion on March 2006 CAC meeting.

Mr. Flynn confirmed that Mr. Jeff Davis will be at the CAC’s March 2006 meeting and noted that other items may be added to the CAC work plan.

Chairperson Schulter noted the addition of the discussion regarding Member Fletcher’s letter regarding the no smoking policy at bus stops and Diane Tripousis’ presentation in April 2006.

Member Tebo advised the Committee that the current Watchdog Committee meets every second Tuesday of the month at the County building.

Member Elias noted that the CAC work plan has limited action items and more “for information” items.   He noted the importance of spending the Committee’s time in a more meaningful way to provide more useful comments/recommendations to the Board and VTA operations.

Chairperson Schulter commented that part of the discussion Member Elias mentioned is how VTA staff could use CAC better in planning and how to increase CAC’s involvement more proactively.   He noted that there is a culture change and he is optimistic that CAC would be used more wisely as time passes.

Member Okuzumi noted that the current Watchdog Committee has a audit sub-committee and inquired if there is a replacement to Sausedo. 

Mr. Flynn responded that staff is currently in the outreach phase and is looking for organizations who would be interested in having a seat at the CAC.   He noted that the Board action regarding the seat will be sometime in April 2006.

Member Okuzumi referred to the CAC’s future role as a Watchdog Committee and expressed concern that CAC needs to diversify its membership in terms of member’s area of expertise.   She noted that it is important to ask Mr. Davis at the March 2006 CAC meeting if there is anyone from the Measure B Watchdog Committee who had financial background/expertise. 

On order of Chairperson Schulter, there being no objection, the CAC Work Plan was reviewed.

OTHER

Member Elias thanked VTA’s for its efforts in remembering Rosa Parks and her contribution and commended VTA for its efforts in the upcoming February 15, 2006 Rosa Parks Memorial Bus Dedication.

Member Blaylock congratulated Chairperson Schulter for his election as 2006 CAC Chairperson.

Member Mendez referred to the survey on express bus and noted that findings show that express bus users access the bus by foot.  He noted the need to be more attentive to pedestrians’ needs.

On order of Chairperson Schulter, there being no objection, the Meeting was adjourned at 6:30 p.m.

Respectfully submitted,