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The Regular Meeting of the Committee for Transit Accessibility (CTA) was called to order at 1:05 p.m. by Chairperson Morrow in Building A, Auditorium, Valley Transportation Authority (VTA), 3331 North First Street, San Jose, California.

ROLL CALL

Members Present

Adam Byrnes, staff aide representing Cindy Chavez (Ex-Officio Board Liaison)
Emma Eljas
Linda Gallo
Sandra Gouveia
David Grant
Katie Heatley (Ex-Officio)
Troy Hernandez
Marjorie Jensen
David Julian
Martin Lasich
Laura Michels
Aaron Morrow, Chairperson
Barbara Rhodes, First Vice Chairperson
Thomas Slack
Barbara Stahl, Second Vice Chairperson
Randy Tamez

Members Absent
Allen F. Marcillet 
Dai Qui Vu

A quorum was present.

David Grant, Interested Citizen, referenced the Transportation Supervisor Information presented at the March 8, 2006 CTA Meeting.   Mr. Grant expressed concern regarding an incident involving Route Line 81 on March 31, 2006.  Mr. Grant stated that he called Customer Service for a Transportation Supervisor but neither the Information Service Representative (ISR) nor the Customer Service Supervisor was aware of the Transportation Supervisor Program.  Mr. Grant expressed concern that no one was available to address the situation or was aware of the Transportation Supervisor Program in the Customer Service Department.  Mr. Grant noted that OUTREACH was contacted and the customers were picked up an hour and forty minutes after the incident was first reported to Customer Service.  Mr. Grant referenced the March 8, 2006 CTA Meeting where staff stated that the Transportation Supervisor Program is a high priority with VTA but noted that it does not appear to be a high priority. 

Mr. Grant expressed concern regarding the information that CTA receives as a Committee versus what is actual reality.   Mr. Grant requested that the Customer Service Manager provide information to the Committee regarding the training that ISR’s and supervisors receive since they are unaware of the Transportation Supervisor Program. 

Ms. Applegate distributed handouts to the Committee related to the Community Bus Program.   Ms. Applegate expressed concern that VTA is trying to have Paratransit Services in-house behind the backs of CTA, the public, and the Board of Directors.  Ms. Applegate noted that the information provided in her handout was not made available in large print or accessible version format for the Committee Members. 

Ms. Applegate referenced Attachment B – side letter of agreement small capacity vehicle operations, noting, “In this discussion, VTA also agrees to discuss the feasibility of operating paratransit service in-house predicated on the determination that it is financially advantageous and operationally feasible” dated January 11, 2005 she added that the union agreement was actually signed on December 19, 2003.

Ms. Applegate expressed concern regarding Attachment D – Addendum to Collective Bargaining Agreement between Santa Clara Valley Transportation Authority (VTA) and Amalgamated Transit Union, Local 265 (ATU), noting “This addendum is with concern for the Authority’s desire to establish a Community Bus Program which may provide for various types of transit service including; fixed route, flex route, demand response and deviated fixed route.”  Ms. Applegate noted that the key word is “demand response”, which is the Federal Transit Administration (FTA) language for Paratransit, which means that the union voted on something that they had no knowledge of.

Ms. Applegate referenced Attachment F – Record of Negotiations between VTA and Booz Allen Hamilton, Inc. for paratransit/small vehicle program analysis and expressed concern that the negotiations were conducted behind the backs of the public, organizations, OUTREACH, and the Board of Directors.

Mr. Bishop distributed handouts to the Committee related to mobility device securement restraint system.   Mr. Bishop stated that he was a former member and chair of the County of Santa Clara Ad-Hoc Committee for the Transportation for the Mobility Impaired, which later transitioned into the Valley Transportation Authority (VTA) Committee for Transit Accessibility (CTA).

Mr. Bishop urged the CTA Committee to endorse a letter by Board of Supervisor Beall forwarded to Michael T. Burns, General Manager, related to development of an amusement park roller coaster vehicle restraint system. 

Mr. Bishop urged the CTA Committee to request that the Administration and Finance (A&F) Committee endorse a Request for Bid (RFB) and a Request for Proposal (RFP) to manufacturers of restraint devices for roller coaster vehicles or bus manufacturers in order to reevaluate all types of wheelchair restraint systems, if appropriate. 

Mr. Bishop urged the CTA Committee to formally agendize their recommendations to the Board of Directors at the next CTA Committee Meeting. 

Chairperson Morrow requested that the Office of the Board Secretary distribute the handouts presented by Ms. Applegate and Mr. Bishop to the Committee via electronic mail (e-mail) and regular mail in the appropriate format for CTA Committee Members. 

The Committee requested that Mr. Bishop’s item regarding the development of an amusement park roller coaster type vehicle restraint system be agendized on a future CTA Agenda.   Chairperson Morrow requested that Mr. Bishop’s item be placed on CTA Workplan as an item of discussion on a future CTA Agenda. 

Member Gouveia requested that Ms. Applegate’s item be agendized on the next CTA Agenda.   Chairperson Morrow requested that Ms. Applegate’s item be placed on the next CTA Agenda as an item of discussion. 

Second Vice Chairperson Stahl stressed the importance for the CTA Committee Members to determine what items are placed on CTA’s Agenda.   Chairperson Morrow responded that CTA Committee Members determine what items are placed on CTA’s Agenda but noted that as the Chairperson he works collaboratively with staff to ensure that appropriate items are forwarded to CTA in a timely manner.  

Chairperson Morrow welcomed and introduced Randy Tamez to the Committee for Transit Accessibility.   Member Tamez expressed appreciation to the Committee for the opportunity to serve again as a member on CTA.  Member Tamez expressed appreciation and acknowledged the Committees accomplishments over the years in pubic transportation.  The Committee welcomed Member Tamez back to CTA.

Chairperson Morrow requested that Agenda Item # 5.X., Request for Proposal (RFP) for Organizational and Financial Assessment Consulting Services be added to the Agenda.

Adam Byrnes, staff aide representing Cindy Chavez (Ex-Officio Board Liaison) reported that at the March 2, 2006 Board of Directors Regular Meeting, the Board approved all the Agenda Items.   Mr. Byrnes commented that the Board approved the Proposed Modifications to the Paratransit Eligibility Certification Program Process as well as the authorization of the General Manager to amend the current Collective Bargaining Agreement between VTA and the ATU Local 265 to implement the Community Bus Program. 

Mr. Byrnes noted that VTA Board of Directors Chairperson Chavez requested a timeline to respond to Ms. Applegate’s concerns related to the Community Bus Program.  Mr. Byrnes noted that Chairperson Chavez requested that staff provide information regarding discussion with OUTREACH related to the purchase of fuel for the Paratransit Program and other cost savings for OUTREACH and VTA.   Mr. Byrnes added that staff would forward the information on the purchase of fuel for the Paratransit Program to the CTA Committee via e-mail and regular mail in the appropriate format for CTA Committee Members. 

Mr. Byrnes noted that the Board approved the RFP process related to the Organizational and Financial Assessment, which will be presented to the CTA Committee today.

M/S/C (Jensen/Rhodes) to recommend that staff provide the Committee the information to bring paratransit in-house, including an accounting of all-meeting dates, minutes, records of meeting room reservations, etcetera, especially the discussions held with ATU Local 265 Executive Board.  Copies of grant requests for the purchase of vehicles between the dates of 2003 to the present will also be provided to the Committee.  Additionally, CTA would like a copy of the timeline, as requested by Board Member Chavez from Mr. Tucker in one week’s time.  This should include discussions, memos, and teleconferences within all VTA departments that were involved in the efforts to look at bringing paratransit in-house.  This timeline should be distributed to CTA Members via electronic format and mail.

Member Gouveia expressed concern and noted that CTA never endorsed bringing paratransit in-house.   Mr. Byrnes responded that the paratransit in-house concern was brought to the attention of the Board of Directors; accordingly Chairperson Chavez requested a timeline regarding the process along with cost saving measures for OUTREACH as it relates to the Paratransit Program. 

Ex-Officio Member Heatley commented that discussions with VTA are ongoing regarding the request for public resources for unused facilities, parking yards, and access to less expensive gas without tax to be used for the Paratransit Program to contain costs.   Mr. Byrnes noted that a more in-depth memorandum regarding the request for public resources used for the Paratransit Program is forth coming in the next couple of months, which will be distributed to the CTA Committee.

Member Slack queried about the Paratransit Program in-house concerns and if that meant dissolving OUTREACH.  Mr. Byrnes responded that Chairperson Chavez is very adamant that OUTREACH does not come in-house nor is it a current or future desire of VTA to have OUTREACH come in-house.  Samuel Lau, VTA Operations Planning and Support Services Deputy Director and CTA Staff Liaison, responded that Mr. Burns stated at the April 6, 2006 Board of Directors Regular Meeting that there are no current or future plans to bring the Paratransit Program in-house.

Ex-Officio Member Heatley commented that VTA is a public agency that contracts with OUTREACH for paratransit services.  Ex-Officio Member Heatley continued if VTA decided to bring the Paratransit Program in-house then OUTREACH would no longer have the paratransit service contract.  Ex-Officio Member Heatley noted that OUTREACH is an independent non-profit organization; OUTREACH therefore is not able to come under the umbrella of a public agency, as is VTA.

Member Tamez requested clear information on the OUTREACH budget.   Member Tamez requested the actual cost of an OUTREACH Paratransit ride and where the money is going if it is not going to OUTREACH.  Member Tamez stressed the importance for the Committee and the public to receive an actual accounting of the OUTREACH budget, which would provide the actual cost of a paratransit trip and where funding could be saved. 

Member Grant expressed appreciation and thanked Mr. Byrnes and Chairperson Chavez for their work to address concerns related to the Community Bus Program and Paratransit Program.

Ms. Applegate expressed concern and noted that on March 7, 2006 a few members from the non-profit community met with Mr. Burns.  They expressed concern about bringing the Paratransit Program in-house and noted that Mr. Burns’ response was that VTA was not planning to end the contract with the vendor in the immediate future.  Ms. Applegate expressed concern and queried about the grant funding application to purchase paratransit vehicles and if the vehicles were being used for the Community Bus Program or Paratransit Program.   Ms. Applegate stressed the importance for staff to provide the grant information from 2003 to the present date.

Second Vice Chairperson Stahl requested that the Paratransit Program in-house concern be agendized for the May 10, 2006 CTA Meeting.  Mr. Byrnes suggested that the items regarding the Paratransit Program be combined into one item for the next CTA agenda related to the OUTREACH budget and various issues related to OUTREACH.  Member Tamez stressed it is important to be specific with the OUTREACH budget agenda item in order for the Committee to discuss and take action.

Mr. Bishop stressed the importance to consider that OUTREACH Paratransit Services brings federal funding that is set aside for the services that OUTREACH provides.

Member Jensen requested that her request related to the Paratransit Program in-house concerns be distributed to the Committee in one week’s timeframe.   Mr. Lau suggested that the item be agendized due to time constraints to distribute the information to the Committee in the one-week timeframe.  Mr. Lau noted that staff would have to forward the information to the Board of Directors first but the information would be distributed to the CTA Committee before the next CTA Meeting.

Mr. Lau commented that staff is currently working on a memorandum related to Paratransit Fuel and Paratransit Vehicles facility, which is separate from the Paratransit Program in-house issue.  Staff is currently working on the vehicles for OUTREACH and will provide the information to the Committee.  Mr. Lau commented that staff is working on a memorandum with the chronology of the entire Community Bus Agreement along with supporting documentation and timelines.  The memorandum will be presented to the CTA Committee.

Mr. Lau referenced the March 8, 2006 CTA Meeting, noting Member Grant’s recommendation that VTA reinstate the 800-telephone number for customers to call to report non-operating lifts and noted that staff is currently working with the Operations and Marketing Department to address the concern.   Mr. Lau recommended that a meeting be scheduled with Operations Department, Marketing Department, Mr. Lau, and Member Grant to discuss and address the issues related to the incident involving Route Line 81 on March 31, 2006.

Mr. Lau noted that beginning next month the CTA Agenda will include a discussion item related to the ADA Sensitivity Training and Securement Training issues.   Mr. Lau continued that Doug Cross, Consultant, was hired to review the entire training program to improve the ADA Operator Sensitivity Training and Securement Training Programs. 

Mr. Lau announced that Camille Williams is VTA’s new Accessible Services Manager.  She will assume her responsibilities in June 2006.

Ms. Applegate queried why the Board of Directors Meeting Minutes included with the CTA Member Meeting Packet is three months behind.  Michelle Garza, Board Assistant, responded that the Committee receives the previous month of the Board Meeting Minutes with the Committee Member Meeting Packet but due to the inclusion of Board of Directors Workshop Meeting Minutes, the Committee is three months behind.  Chairperson Morrow requested that the January 5, 2006; January 27, 2006;
February 2, 2006; and March 2, 2006 VTA Board of Directors Meeting Minutes be distributed to the Committee Members.

The Agenda was taken out of order.

Ms. Weymouth provided a brief overview of the Request for Proposal (RFP) for Organizational and Financial Assessment Consulting Services.  Ms. Weymouth commented that at the January 5, 2006 Board of Directors Regular Meeting, Chairperson Chavez called for an organizational and financial assessment analysis of VTA and directed the General Manager to put forth a RFP to accomplish the request.   Ms. Weymouth continued that Mr. Burns has contracted with Robert Kuo, Principal of Robert Kuo Consulting, LLC, to develop the RFP.  Ms. Weymouth noted that Mr. Kuo is here to provide a brief overview on the scope, timeline, and the process, which was presented at the April 6, 2006 Board of Directors Regular Meeting.  Ms. Weymouth introduced Mr. Kuo, who commented that the purpose of the RFP is to obtain consulting services to analyze VTA’s business practices, staffing levels, and the way the agency communicates with the Board of Directors and various stakeholders.  The consultant will identify cost savings as well as make recommendations to do a better job of providing information to the stakeholders. 

Mr. Kuo commented that he has a prior working relationship with Mr. Burns and was contracted to assist in the development of the scope of work for the study.  Mr. Kuo interviewed with VTA’s Executive Committee and representatives from VTA’s three bargaining units, ATU Local 265, Service Employees International Union (SEIU) Local 715, and Transportation Authority Engineers and Architects (TAEA).  Their input is reflected in the RFP scope.

Mr. Kuo commented that the RFP is organized into four parts and serves as a guide; it is not an inclusive list of all the tasks necessary to complete the assessment project. 
Mr. Kuo noted the four parts of the RFP are Part I – Organizational Review and Assessment; Part II – Division-by-Division Review and Assessment; Part III – Financial Information and Financial Policies; and Part IV – Program Specific Reviews. 

Mr. Kuo referenced Part I – Organizational Review and Assessment, noting that it is to evaluate how well VTA has performed to date in meeting its stated goals and objectives; it will evaluate whether VTA possesses the financial capacity to meet its goals and objectives during the next ten years; and will assess VTA’s ability to communicate effectively within the organization and with stakeholders.

Mr. Kuo referenced Part II – Division-by-Division Review and Assessment, noting that it anticipates a review and evaluation of VTA’s five Divisions, performance and effectiveness in meeting goals and objectives; and a review and evaluate their staffing levels.

Mr. Kuo referenced Part III – Financial Information and Financial Policies, noting that it anticipates a review of VTA’s biennial operating and capital budget; meeting with key stakeholders and summarizing their feedback; developing recommendations for improving the clarity and completeness of financial documents; assess VTA’s current financial policies; and develop recommendations for changes to existing Board policies or staff-level polices and utilizing a best practices for recommendations regarding improvements.

Mr. Kuo referenced Part IV – Program Specific Reviews, noting that it anticipates a review and subsequent recommendations relating to Employee Fringe Benefits; Workers’ Compensation; ATU Pension Fund; Paratransit Program; Contracted Services; Security; use of Consultants; Procurement Process; and Information Technology.

Mr. Kuo commented that an evaluation panel will be comprised of VTA executive staff and external stakeholders to review and evaluate responses to the RFP.   They will establish a list of finalists based on pre-established criteria.  The evaluation panel will interview the finalist firms to determine the successful proposer. 

Mr. Kuo continued and noted that the RFP went out for advertisement on April 7, 2006; the pre-proposal conference is scheduled for April 28, 2006; proposals are due on May 31, 2006; and the intent is to have the VTA Board of Directors award a contract at the August 3, 2006 Board Meeting then issue a notice to proceed where the consultant will be given an aggressive timeline to complete the report.   The consultant will have 60 days to turn in technical memorandums on each of the topics outlined in the scope of services; 45 days to turn in a draft report; and another 60 days to turn in a final report.  Mr. Kuo stated that the consultant will present to the Board of Directors and the stakeholder groups at the technical, draft, and final report stages. 

Member Tamez queried if fixed route was going to be reviewed since the Paratransit Program will be reviewed.  Mr. Kuo responded that aspects of fixed route will be reviewed as part of the Operations Division assessment.

Member Tamez stressed the importance to focus and treat fixed route and the Paratransit Program equally.  Mr. Lau responded that staff is currently working in-house on the Comprehensive Operations Analysis (COA) study, which is looking specifically at fixed route efficiencies.  The consultant is looking at various types of contracted services.

Member Tamez asked if the CTA Committee could receive the COA information when it becomes available.  Mr. Lau responded that the CTA Committee has received the COA information overview and will present every stage of information to the CTA Committee as it becomes available.

Ex-Officio Member Heatley stressed the importance and the opportunity to bring in completely objective and qualified outside parties to work with everyone. 

Second Vice Chairperson Stahl stressed the importance to obtain an objective fresh approach.

M/S/C (Tamez/Gouveia) to recommend that the CTA Committee be included in the RFP process.

Ms. Applegate expressed concern and noted that VTA staff has too much input and involvement in the RFP process.   Ms. Applegate expressed concern and noted that many important issues are not being addressed in the RFP proposal. 

First Vice Chairperson Rhodes asked about the cost to hire the consultant to conduct the RFP for Organizational and Financial Assessment Consulting Services.   Mr. Kuo responded that he is unaware if a budget has been established but part of the RFP is cost proposals to get a sense of the cost estimates.  

Member Gouveia expressed concern regarding money spent on consultants without any results being provided.

Member Slack commented that there must be some way that staff could determine an estimate or range of expected cost savings to come out of this in comparison to hiring a consultant.

Chairperson Morrow expressed concern that Mr. Kuo and Mr. Burns have a prior working relationship and stressed the importance to have an objective consultant without any ties to the organization to conduct a complete investigation.

Chairperson Morrow commented that at the Friday, March 24, 2006 Mobility Securement Task Force Meeting the main topics of discussion were related to the activities accomplished, such as the retrofitting of coaches with the Q’Straint System securement equipment and distributing brochures and information to the public.   The Mobility Securement Task Force focus is on the current status of training of operators with the securement system.  Chairperson Morrow noted that 90 percent of the operators have completed the securement training, which is an ongoing requirement of the verification transit training process.  Chairperson Morrow noted that the Mobility Securement Task Force will continue to work on the training component with Doug Cross, Consultant, and will report back to CTA regarding the progress. 

Chairperson Morrow commented that the next Mobility Securement Task Force Meeting is scheduled for Friday, April 14, 2006. 

Chairperson Morrow noted that staff recently distributed Mr. Cross’ resume to the CTA Committee and requested that staff distribute the scope of work to the CTA Committee. 

Chairperson Morrow continued that he and First Vice Chairperson Rhodes have been invited to meet with Mr. Burns on May 10, 2006 to provide an update on the CTA Committee.

Chairperson Morrow announced the VTA Facilities and Construction Projects Tours scheduled for Friday, April 14 and 28, 2006 and encouraged fellow Committee Members to participate in the tour.

First Vice Chairperson Rhodes requested a tour of the VTA Emergency Operations Center.   Mr. Lau responded that staff could provide a description of the VTA Emergency Operations facility at the VTA Facilities and Construction Projects Tour. 

Member Slack queried about driver training on the securement equipment and suggested that part of the training include emergency information procedures.    Chairperson Morrow responded that Mr. Cross’s analysis of the training component includes emergency evacuation procedures. 

Member Grant asked when the CTA Committee would receive the training curriculum.   Chairperson Morrow responded that staff would like to allow Mr. Cross the opportunity to review and evaluate the training information first then submit the recommendations, which will be presented to the CTA Committee.  Mr. Lau commented that the training information update would be presented on a monthly basis to the CTA Committee.

Member Grant queried about the fourth tether on the restraint that is located under a floor plate that needs to be raised up and expressed concern that none of the drivers have the tether available.   Member Grant requested that the fourth tether be addressed at the next Mobility Securement Task Force Meeting.  Chairperson Morrow responded that this concern was raised at the Mobility Securement Task Force Meeting and is an on-going training issue, which staff is working to address. 

Member Grant expressed concern regarding an incident last week on Route Line 60 where a driver was rude to customers because he felt that the customers were taking too long to de-board the vehicle.  Member Grant stressed the importance for the drivers to have sensitivity training. 

Ex-Officio Member Heatley commented that securement training is a complex area and stressed the importance to determine the solutions to existing training.  Ex-Officio Member Heatley stressed the importance of determining the amount of time it truly takes to secure a mobility device to ensure safety while remaining on schedule.  Ex-Officio Member Heatley noted it is important for individuals to understand the challenges involved with securement training since it is a complex area.

Member Slack stressed the importance of and benefit to CTA Members to be able to participate in selective driver-training programs.   Mr. Lau responded that in the past several CTA Members participated in the ADA driver sensitivity training program.  Mr. Lau noted that he would forward the suggestion to the training department and the consultant for review and evaluation.  

Member Grant asked about the transit system secret shopper results and requested that the information be agendized for a future CTA Meeting.  Mr. Lau responded that staff has the transit system secret shopperplanned in the training review with the consultant.   Mr. Lau noted that staff will provide the results to the CTA Committee once it is completed.

M/S/C (Gouveia/Julian) on a vote of 13 Ayes, to 1 Noes, to 0 Abstentions to approve the Minutes of March 8, 2006.   Member Grant opposed.

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

Nanci Eksterowicz, Risk Manager, provided a brief overview of the Emergency Planning for Assisting Person with Disabilities.  Ms. Eksterowicz commented that at the January 11, 2006 CTA Meeting, guest speakers from the Santa Clara County Office of Emergency Services (OES) and Collaborating Agencies Disaster Relief Effort (CADRE) presented information about emergency preparedness and response in Santa Clara County.  The CTA Committee requested that VTA work collaboratively with OUTREACH in emergency planning within the VTA and OES Systems.  VTA met with OUTREACH in February 2006 to familiarize and discuss both organizations Emergency Operations Centers (EOCs) and develop ways to improve communication between both organizations.

Ms. Eksterowicz noted that in March 2006, VTA invited OUTREACH to observe and participate in VTA’s regional emergency exercise simulation with the Metropolitan Transit Commission (MTC).  VTA and OUTREACH will re-evaluate emergency response planning and response to determine the next steps needed to allow for improved planned response to emergencies.

Ms. Eksterowicz commented that VTA has a formal Emergency Operations and Safety and Security Plan but it is not posted on the website due to the 911 terrorist incident.  Many of VTA’s Emergency, Safety, and Security Plans have become confidential since customers and transit operations could be at risk.  Ms. Eksterowicz commented that Homeland Security has reviewed and provided suggestions regarding VTA’s Emergency Operations Plan (EOP).  VTA was one of the first transit properties that Homeland Security visited after the 911 terrorist incident.

Ms. Eksterowicz continued that the EOP includes strategies for customer and employee life safety, emergency communications, public information for customers, and assessments of damage to VTA property, service ability, and plans for business recovery and return to normal operations.  The EOP has a configuration that is based on one that is used state-wide so each emergency operation organization in the various transit counties and cities have the same organization chart configuration, which is set up to communicate with one another.

Ms. Eksterowicz commented that VTA also has a position in the County’s EOC, and VTA may receive requests for evacuations.  VTA is able to deploy accessible equipment including both VTA and OUTREACH vehicles for a quick way to move individuals in and out of the area.  VTA’s main goal is to receive information and requests as well as utilize VTA’s best ability to exercise the emergency plan.  Ms. Eksterowicz stated that VTA has training sessions at least every year in addition to one MTC emergency exercise and internal emergency scenarios.  The internal emergency scenarios are created to determine if staff is aware of the emergency plans and how to utilize resources in the event of an emergency.  Ms. Eksterowicz added that VTA has a permanent EOC site that is well equipped and always in a state of readiness.

VTA’s Protective Services Division has a Safety and Security Plan, which includes training and field exercises with local law enforcement and fire department, to ensure that these agencies can safely respond and assist in incidents involving VTA passengers, employees, and equipment.

Member Gouveia queried if the individuals with disabilities are used in the emergency scenarios.   Ms. Eksterowicz responded that individuals with disabilities and individuals simulating disabilities are used in the emergency scenarios. 

Member Julian queried if the plan included emergency vehicles able to move mobility devices.  Member Julian expressed concern that the police, sheriff, fire departments, and ambulance companies do not have emergency equipment to move a power chair.   Ms. Eksterowicz responded that VTA has access to OUTREACH vehicles, VTA Transportation Supervisor vans, and VTA bus vehicles to address this issue.

Member Jensen asked about emergency training for staff.   Ms. Eksterowicz commented that the emergency training does not involve all employee staff and noted that the emergency operations organization consists of management employees.

Member Grant asked how OUTREACH would be contacted in the event of an emergency.   Mr. Unites responded that VTA’s EOC and Operations Control Center (OCC) has every contact phone number for OUTREACH and is able to contact OUTREACH on a 24 hour, 7 days a week basis.  Member Grant queried about VTA’s emergency resources.  Mr. Unites responded that VTA has over 500 buses and field supervisor vehicles that are wheelchair equipped.  Mr. Unites noted that VTA has the largest fleet of wheelchair accessible vehicles in the County.  

Member Grant noted the benefit to simulate the real world by having individuals with disabilities participate in the emergency exercises.

Member Jensen referenced the hurricane Katrina and queried about solutions to address communication issues during an emergency.  Ms. Eksterowicz responded staff is in the process of obtaining satellite phones through MTC and Homeland Security.  MTC manages the funds of other transit agencies so they will receive the satellite phones, which will enable VTA to work collaboratively and communicate with other agencies in the event of an emergency.

Second Vice Chairperson Stahl noted the benefit of having a two-way radio to address communication issues during an emergency.   Second Vice Chairperson Stahl stressed the importance to brainstorm and plan emergency evacuations on bus and light rail.

Member Slack asked how does VTA inform the public regarding who to call when people need to be evacuated and queried if it was part of VTA’s emergency plan.   Ms. Eksterowicz responded that VTA’s Public Information Officer has the responsibility to communicate with employees and the public through radio, television, and possibly the Internet.  Ms. Eksterowicz noted that the County would be responsible to communicate in the event of a larger emergency and most emergency services would come flow from the County out to the agencies.

Member Gallo commented that the Town of Los Gatos has an EOC and Community Emergency Response Team (CERT) and queried if VTA was connected or part of a CERT.   Ms. Eksterowicz responded, “no” and noted that the County EOC is the clearinghouse for everything.  Ms. Eksterowicz stated that all resources are within the County.

Member Tamez referenced a bomb treat at De Anza College and asked Ex-Officio Member Heatley to provide a brief overview of the incident.  Ex-Officio Member Heatley responded that law enforcement would not allow OUTREACH vehicles to enter the emergency area since OUTREACH was not authorized as first responders at the time.  Ex-Officio Member Heatley commented that OUTREACH is currently working collaboratively with the County OES to allow OUTREACH vehicles to enter emergency areas in order to evacuate individuals.  Ex-Officio Member Heatley stated that OUTREACH offered to work with the County OES on a database related to vulnerable populations in the event of an emergency.  Ex-Officio Member Heatley expressed appreciation and thanked VTA for inviting and allowing OUTREACH to participate in the regional emergency exercise simulation with the MTC.  Ex-Officio Member Heatley noted that OUTREACH is working with VTA and the County to address issues and concerns related to emergency planning for assisting individuals with disabilities and vulnerable populations.

Member Grant asked if there was public funding or a plan to purchase equipment to transport heavy mobility devices in the event of an emergency in an effort not to overwhelm OUTREACH or other emergency services.  Ms. Eksterowicz responded that she does not know of any funding or plan but will inquire regarding the concern.

Ms. Applegate expressed concern and noted that VTA’s emergency planning does not contain any details in the plan.   Ms. Applegate referenced an all day conference on community planning for emergencies and asked who from VTA was in attendance at the conference.  Ms. Applegate stressed the importance to be prepared for an emergency situation and noted that many fatalities occur in nursing homes and hospitals with individuals with disabilities.

The Fiscal Year 2006 – 2007 Section 5310 Funding Cycle Local Review Committee (LRC) Recommended Project Review Scores was deferred.

The CTA Transit System Ridership Report was deferred.

OTHER

First Vice Chairperson Rhodes provided a brief overview of the MTC Elderly/Disabled Advisory Committee Report.   First Vice Chairperson Rhodes commented that MTC is working on a program to address issues related to an emergency preparedness plan in the event of an emergency. 

First Vice Chairperson Rhodes asked if CTA Committee Members are able to view the Emergency Operations Center.   Ms. Eksterowicz responded that the Committee Members will have the opportunity to view the Emergency Operations Center at the Guadalupe Yard if they attend the April 14 or April 28, 2006 VTA Tour of Facilities and Construction Projects. 

First Vice Chairperson Rhodes noted that she will attend a TransLink Meeting and will provide the information to CTA. 

Ex-Officio Member Heatley stressed the importance to include paratransit in the MTC emergency preparedness plan and noted that it would be extremely difficult and challenging for VTA and OUREACH if paratransit were not included in the emergency preparedness plan at the transit regional level.   Ex-Officio Member Heatley stressed the importance to work to receive funding for satellite phones and other relevant items for the Paratransit Program.  Ex-Officio Member Heatley continued and noted that the MTC regional database has relevant information on individuals in the Bay Area related to their residence, disability, and if they utilize paratransit, which is extremely important in the event of an emergency.

Chairperson Morrow noted that staff could provide copies of the CTA Workplan to Committee Members via e-mail and regular mail in the appropriate format for CTA Committee Members.

Chairperson Morrow commented on the CTA Workplan, noting the CTA Agenda Items for the month of May 2006 are Community Bus Agreement with ATU, Community Bus Vehicles overview, Quarterly General Manager Report, and Operator Training.

Chairperson Morrow commented on the CTA Workplan, noting the CTA Agenda Items for the month of June 2006 are Quarterly Transit Operations Performance Report, Semi-Annual Legislative Update, Senior/Disabled Free Fare Program Results, Committee Attendance Report, Palo Alto Transit Center issues update, On-Board Survey Results, and Operator Training. 

Member Tamez queried and asked if the Committee could take action on any item identified on the agenda.   Chairperson Morrow responded that the Committee Agenda has a section regarding the Business referred to the Committee by the Board of Directors and or General Manager.  

Member Tamez queried if the change is a management decision or legal issue.   Member Tamez stressed the importance for the Committee to be able to take action on any particular item identified on the agenda.  Suzanne B. Gifford, Legal Counsel, responded that historically the note stating, “The Committee could take action on any time identified on the Agenda” was placed on the Board of Directors Workshop Agendas but now as it relates to VTA Committee and the Board of Directors Agendas, if an item is not listed as an action item then no action can be taken on that item.  Ms. Gifford continued that the reason that this is important is that it may be misleading to the public who may or may not attend the meeting then if some action takes place then the public did not have the opportunity to participate and provide their input. 

M/S/C (Rhodes/Gouveia) to recommend extending the Committee Meeting. 

Ms. Applegate expressed concern and noted it is important for the Committee to have the authority and ability to make motions that are carried out.   Ms. Applegate expressed concern that VTA Legal Counsel decides how the rules are made and interpreted and noted that this issue needs to be addressed. 

Member Slack left the meeting at 3:06 p.m.

Ms. Gifford commented that when an item states review then that implies that the Committee will provide input and suggestions, which is different from receiving a report or presentation.  Ms. Gifford noted that when the Committee is asked to evaluate an item it involves commenting and making suggestions on that item.

Members Hernandez and Jensen left the meeting at 3:09 p.m. and the quorum was lost and a Committee of the Whole was declared.

Ms. Gifford noted that an item could be submitted to CTA for review to obtain comments and suggestions or submitted to the Committee for approval and recommendation to be forwarded to the Board of Directors for consideration.   Ms. Gifford commented that when the Committee provides comments or suggestions it is reflected in the meeting record either by means of a motion or as comments and suggestions on the various items. 

Second Vice Chairperson Stahl commented that the word evaluate implies taking an action; therefore, the Committee would be taking action by evaluating whether to approve or reject an item.   Ms. Gifford responded that the Committee’s motion, recommendations, comments, and suggestions are reflected in the meeting records, which are forwarded to the Board of Directors reflecting the Committee’s feelings regarding items, concerns, and issues related to the CTA Committee.

There were no Announcements.

The Committee of the Whole adjourned the meeting at 3:12 p.m.

Respectfully submitted,

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