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The Regular Meeting of the Citizens Advisory Committee (CAC) was called to order at    4:36 p.m. by Vice Chairperson Blaylock in Conference Room B-104, Valley Transportation Authority (VTA), 3331 North First Street, San Jose, California. 

ROLL CALL

Members Present
Stephen Blaylock, Vice Chairperson
Don Burnett
Chris Elias
Ellen Fletcher
Ray Hashimoto
Roberta Hughan
Luiz Mendez
Gaye Morando
Margaret Okuzumi
Jennifer Paedon
Charlotte Powers
Sally Probst
Connie Rogers
Noel Tebo

Members Absent
Irene Hsu
Patricia Saucedo
Martin Schulter, Chairperson

A quorum was present.

There were no Public Presentations.

Committee Staff Report

Jim Lawson, Government Affairs Manager, reported that the Project Advisory Committee met twice and the Committee adopted the guiding principles.   He noted the future meeting dates, locations, and topics for discussion. 

Mr. Lawson informed the Committee of late Senator Al Alquist’s passing on March 27, 2006. 

Mr. Lawson reported that the Silicon Valley Leadership Group (SVLG)   hosted the 1996 Measure B Completion Celebration on March 30, 2006.   Board Member Forrest Williams represented VTA in the event.  Mr. Lawson reviewed the completed 1996 Measure B Projects and stated that over the past six years, VTA successfully delivered over $900 million in Rail Program and managed over $500 million in Highway Improvements.  VTA was also able to help secure over $170 million for Highway Program and over $228 million for Rail Program in federal, state, and local funding. 

Mr. Lawson reminded the Members of the VTA Tour scheduled for April 14 and  April 28, 2006.   He added that part of the tour would be the Route 87 High Occupancy Vehicle and Coleman/880 Interchange Improvements. 

Mr. Lawson reported on the successful VTA Senior Free Fare Promotion that ran from January to March 2006.   He also reported on the Capitol Corridor ten-millionth rider celebration at the Emeryville Station. 

Upon inquiry of Member Fletcher, Mr. Lawson stated that River Oaks Bicycle and Pedestrian Bridge’s completion is delayed due to construction issues and the rainy weather.

Request for Proposals (RFP) – VTA Organizational and Financial Assessment

Mr. Lawson noted that Board Chairperson Chavez and Mr. Burns, General Manager are looking at performing a thorough audit of VTA.   He introduced Robert Kuo of   Robert Kuo Consulting.

Mr. Kuo noted that the review will include an organizational and financial audit of VTA.   The objective of the audit is to examine VTA’s business practices, staffing levels, and the method VTA uses to communicate information to the Board, Committees, and stakeholders.  It also aims to identify opportunities for cost savings and maximize VTA’s ability to provide service.  Mr. Kuo noted that he was contracted to assist Mr. Burns in developing the scope of work.

Mr. Kuo reported he interviewed VTA Executive Management and representatives from VTA’s three bargaining units to solicit ideas for the review.   Because of the breadth of work scope, VTA is expecting to hire a team of consultants. 

Mr. Kuo reviewed the RFP’s four parts.   First, the Organizational Review and Financial Assessment would involve evaluation of VTA performance, organizational structure, and the Financial Stability work.  Second, the Division by Division Review and Assessment would involve evaluation of staffing levels, goals of the division, and performance.  Third, Financial Information and Financial Policies would involve review and analysis of VTA financial reports, financial policies, and various transit plans.  This area would also focus on how to improve these reports to make it clearer.  Lastly, the Program Specific Review would include an evaluation of fringe benefits, worker’s compensation, ATU Pension Fund, paratransit services, contracted services, security, use of consultants, procurement process, and Information Technology. 

Mr. Kuo reviewed the process and stated that VTA will assemble an evaluation panel comprised of VTA Executive Staff and external stakeholders to review the proposal and make recommendations for consultant selection to the Board.  The RFP was provided to the Board of Directors as an informational item at its April 6, 2006 meeting and was advertised in Wall Street Journal, San Jose Mercury News, and American Public Transportation (APTA) Association on April 7, 2006.  Proposals are due by  May 31, 2006 and the Board is scheduled to award the contract by August 2006.  The selected consultant team is expected to provide technical memoranda on each of the topics within 60 days.  A draft report will be required 45 days later, and subsequently, a final report 6 days later.

Member Fletcher suggested incorporating the analysis of how to transmit Advisory Committees’ concerns to the Board of Directors more effectively than through the minutes.  She also suggested an evaluation of the roster and rotation of the Board of Directors to ensure more representation.

Member Powers expressed concern about the coordination.  She commented that  60 days may not provide sufficient time to prepare a report.  She stressed the importance of having the right team and inquired about the planned efforts for managing the team.  She further inquired about the changes that the Board recommended at their meeting.

Mr. Kuo responded that the General Manager intends to spend time on the review, but he is unsure if someone will be designated to manage the team of consultants.  On the changes, Mr. Kuo noted that Board Member Perry wanted to see productivity highlighted. Mr. Kuo stated that additional ideas could be put in the form of an addendum to amend the scope before proposals are due. 

Upon inquiry of Member Probst, Mr. Lawson responded that there have been discussions about having a role similar to an Inspector General and this could be one of the recommendations that would come out from the study.    

Member Elias commented about benchmarking and stated that it would be helpful to form a sub-committee of the Board that will oversee the study.

Mr. Lawson indicated that there will be continued input from Advisory and Standing Committees, Board, and stakeholders as the intention is to ensure that the assessement is adequately reviewed.   Mr. Lawson stressed that VTA does not want to influence the report in any way.

Member Powers referred to Page 2 of 7 of the report, #4, and commented that the item will truly evaluate the role and increase impact of Advisory Committees to the Board.

Member Mendez noted that it may be helpful to involve Advisory Committees in the formulation of interview questions.

Chairperson’s Report

Vice Chairperson Blaylock welcomed new CAC Member Jennifer Paedon.

Member Paedon stated that she represents the Silicon Valley Leadership Group and added that she works under SVLG’s Transportation Policy Committee.

The Members individually introduced themselves and welcomed Member Paedon.

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

CONSENT AGENDA

Programmed Projects Quarterly Monitoring Report for January to March 2006 

On order of Vice Chairperson Blaylock, there being no objection, the Committee reviewed the Programmed Projects Quarterly Monitoring Report for January to March 2006.

REGULAR AGENDA

Minutes of March 8, 2006

Member Burnett referred to Page 7 of 9, Agenda Item #12, and noted that he meant that requirements should be consolidated and simplified.

M/S/C (Fletcher/Burnett) to approve the Minutes of March 8, 2006, as amended.

FY 2007 Transportation Fund for Clean Air (TFCA) Program Manager Fund

Bill Hough, Transportation Planner, provided a brief background and noted that Attachment A illustrates that VTA received nine projects from Member Agencies with total recommended grant amount of $1,739,155.   In order to fund all of the eligible projects, staff is recommending borrowing approximately $539,476 from the Countywide Bicycle Expenditure Plan (BEP) TFCA 40 percent funds this year.   For the remaining  $811,895, staff is recommending that this be programmed to the Metropolitan Transportation Commission’s (MTC’s) Vehicle Buyback Program, as part of the exchange for the Congestion Mitigation and Air Quality (CMAQ) funds.

Upon inquiry of Member Probst, Marcella Rensi, Programming & Grants Manager, responded that   a Call for Projects for this program happens during late January/February each year. 

Mr. Hough stated that there is no local match requirement, but a project scores better if it has local match.

Member Elias commented that Advisory Committees should be given feedback on their recommendation and should be provided with the status of the programmed projects.

Ms. Rensi stated that a report is prepared annually every November and staff could come back and report on the progress of the projects.

Member Okuzumi took her seat at 5:20 p.m.

Member Mendez commented that the cost benefit analysis for air quality purposes should be the entire cost of project and not just the money from the Air Quality District. 

Vice Chairperson Blaylock suggested more information be provided for each project for the next round of programming.

On order of Vice Chairperson Blaylock, there being no objection, the Committee reviewed and recommended that the VTA Board of Directors approve the programming of FY 2007 Transportation Fund for Clean Air Program Manager (TFCA 40%) funds.

CAC’s Role as Measure A Watchdog Committee

Mr. Lawson read the responsibilities of the Citizens Watchdog Committee from the 2000 Measure A Ballot language, highlighting that the Committee must review all expenditures, conduct public hearings, issue reports at least annually to inform the County residents how funds are spent, conduct annual independent audits, publish report of audits and annual reports in local newspapers and for public review.

Mr. Lawson suggested providing CAC at its workshop copies of the bylaws, ballot measure language, and information on selection of independent consultant.   He also suggested that CAC discuss at its workshop the best methodology to conduct its public hearings and venue.

Member Powers suggested dedicating a full meeting for the Measure to discuss the monies that have been allocated or proposed to be allocated to projects and timeline of projects.   Member Probst suggested discussing at the same workshop the appropriate time to meet as the Citizens Watchdog Committee.

Member Tebo inquired if there will be a particular VTA staff assigned to the Measure and the Watchdog Committee similar to that of the 1996 Measure B. 

Mr. Lawson stated that the current plan is to have the current staff support for CAC support the Watchdog Committee.   Mr. Lawson added that if there are additional responsibilities that need additional manpower, it will be evaluated.   However, Mr. Lawson pointed out that VTA is working on a budget that is not so robust, therefore, VTA is trying to be very efficient.

Vice Chairperson Blaylock suggested that CAC Members who were formerly/presently 1996 Measure B Watchdog Committee members discuss and relay their experience in that Committee.

Member Okuzumi commented that without the approved expenditure plan, it would be difficult for the Watchdog Committee.   Members Okuzumi and Tebo inquired about how monies collected since April 1, 2006 are being spent. 

Mr. Lawson stated that staff could provide what has been spent to date at the Workshop.   He noted that the Board has not approved an expenditure plan. 

On order of Vice Chairperson Blaylock, there being no objection, the Committee discussed the CAC’s role as Measure A Watchdog Committee.

CAC Work Plan

Upon inquiry of Member Powers, Mr. Lawson stated that the major issue that the Board of Directors would have to decide on is the expenditure plan.  He stated that the expenditure plan brought to CAC last year is the same expenditure plan that the Project Advisory Committee will review.  He encouraged CAC Members to attend the Project Advisory Committee meetings.

Mr. Lawson noted the progress of CAC’s suggestion on the “No Smoking Policy” at bus shelters. 

On order of Vice Chairperson Blaylock, there being no objection, the Committee reviewed the CAC Work Plan.

OTHER

Announcements

Mr. Tebo followed up on his inquiry regarding the closure of the Downtown San Jose light rail stations.

Member Elias congratulated VTA on its “Circle of Friends” Award from the National Association for the Advancement of Colored People (NAACP).

Members Elias and Okuzumi suggested changing the language of “Announcements” in the Agenda to “Announcement/Customer Feedback.”

Member Okuzumi expressed concern regarding buses that do not stop at certain stops at certain times.   She noted that VTA should post the times that buses would not stop at those stops.

ADJOURNMENT

On order of Vice Chairperson Blaylock, there being no objection, the Meeting was adjourned at 6:00 p.m.

Respectfully submitted,

Elaine F. Baltao, Board Assistant
VTA Board of Directors

NOTE:    M/S/C MEANS MOTION SECONDED AND CARRIED AND, UNLESS OTHERWISE INDICATED, THE MOTION PASSED UNANIMOUSLY.