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The Regular Meeting of the Policy Advisory Committee (PAC) was called to order at 4:13   p.m. by Vice Chairperson Kline in Conference Room B-104, Valley Transportation Authority (VTA), 3331 North First Street, San Jose, California.

ROLL CALL

Members Present
Mark Brodsky, representing Monte Sereno
Joseph D. Hernandez, representing Campbell
Yoriko Kishimoto, representing Palo Alto
Norman Kline, Vice Chairperson, representing Saratoga
Linda J. LeZotte, representing San Jose
Laura Macias, representing Mountain View
Jamie McLeod, Alternate, representing Santa Clara
Christopher Moylan, representing Sunnyvale
Greg Sellers, representing Morgan Hill

Members Absent                         
David Casas, representing Town of Los Altos
Dominic Caserta, representing Santa Clara
Steve Glickman, Chairperson, representing Los Gatos
Armando Gomez, representing Milpitas
Pete McHugh, representing Santa Clara County Board of Supervisors
Al Pinheiro, representing Gilroy
Kris Wang, representing Cupertino

A quorum was present. 

Orders of the Day

Vice Chairperson Kline noted that Agenda Item # 12., Transit Sustainability Policy, and Agenda Item # 15., Monte Sereno Transportation Presentation would be presented before Agenda Item # 10., Programming and Project Delivery Process Presentation.

Public Presentations  

Jerry Grace, Interested Citizen, commented that his team would compete in the Special Olympics September 9, 2006 in Sunnyvale, California.

Committee Staff Report

Scott Haywood, Policy and Community Relations Manager, reported that the I-880 Coleman Avenue Interchange has a new and improved off-ramp from southbound I-880 that was recently opened and includes a two-lane exit from southbound providing greater capacity and includes a new traffic signal on Coleman Avenue, and the construction of the Airport Boulevard direct-connector ramp to southbound I-880 with the grand opening for the project September 18, 2006.

Mr. Haywood noted on Wednesday, July 26, 2006 VTA celebrated the reopening of the Paseo de San Antonio Light Rail Station three months ahead of schedule and is a component of the Light Rail Station Platform Retrofit Program.   The Program involved retrofitting older light rail platforms to enable level boarding onto low-floor light rail vehicles.   Mr. Haywood indicated that individuals utilizing mobility devices, commuters with bicycles, and parents with strollers can now easily board and deboard trains improving both service and operation efficiency.   Additional station improvements include hand and leaning rails, lighting, and canopies.  Program speakers at the grand reopening included Cindy Chavez, VTA Board of Directors Chairperson, Aaron Morrow, Chair, VTA Committee for Transit Accessibility, Scott Knies, Executive Director, San Jose Downtown Association, Eyedin Zonobi, Transportation Solutions Manager, San Jose State University, and Jack Collins, VTA Chief Construction officer.

Mr. Haywood commented that the VTA Board of Directors, at their August 3, 2006 Regular Meeting approved a contract with the Hay Group to perform an Organizational and Financial Assessment.   The assessment was based on VTA Chairperson Cindy Chavez’ call for an organizational and financial assessment to analyze VTA’s business practices, including staffing levels, methods and forms of reporting, and available resources as well as industry best practices that could be adopted by VTA.   Mr. Haywood noted the Scope of Work was presented to PAC for comments.   As a result of the RFP, VTA received proposals from 5 firms, and an evaluation panel consisting of the chairpersons of each advisory committee met on Thursday, June 8, 2006 to review and score the five proposals.  Mr. Haywood noted that four firms were interviewed as a result of the process and the panel ranked the proposals and concluded that the Hay Group was the most qualified and their team best suited the project.  Mr. Haywood noted the schedule next expects VTA to issue a Notice to Proceed (NTP) to the consultant
August 2006 containing four technical memos (one for each component of the scope of work) would be due approximately 60 after the issuance of the NTP.  The Draft Report would be due approximately 45 days after the Technical Memoranda are submitted.  Key VTA stakeholders would review the Technical Memoranda and Draft Report.  The Final Report would be due approximately 60 days after the Draft Report, no later than
March 2007. Mr. Haywood reported that the VTA Community Design and Transportation Program Capital Grant Program are commencing and VTA staff is requesting a member of the PAC participate on the scoring committee to evaluate projects submitted for the Program.  Mr. Haywood informed PAC that the program would fund capital projects that implement the guidelines of the Community Design for Transportation Program.  The committee will be evaluating projects that are creative, enhance connections with transit facilities, employ innovative and high quality design, improve the pedestrian environment, apply optimal land use and infrastructure, improve community connectivity, livability, and sustainability.  The scoring committee will meet Monday, August 14, 2006 from 9 a.m. to 11:30 a.m. to evaluate projects submitted by member agencies.  Chairperson Glickman volunteered to serve on the scoring committee.

Chairperson’s Report

Vice Chairperson Kline recommended Member Sellers be appointed to serve on the Caltrain Subcommittee.   Member Sellers commented that the Morgan Hill City Council approved his appointment, and he accepts the appointment to the Caltrain Subcommittee.

Vice Chairperson Kline reported that the Caltrain Capital Needs Study report was presented to the VTA Board of Directors at the August 3, 2006 Regular Meeting and the Board response was positive to the progress of the committee.   Vice Chairperson Kline noted that the committee is establishing criteria and will rank, score and evaluate a total of 105 proposed projects.   Vice Chairperson Kline indicated that projects identified in 2000 Measure A would establish the prioritization of the projects.  The prioritized projects will be brought before the Board in the fall of 2006.

City Grouping Report.

Vice Chairperson Kline reported that the West Valley Grouping met.
Member Brodsky commented that the discussion regarding VTA services was very informative.

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

CONSENT

Summary Minutes of June 8, 2006

On Order of Vice Chairperson Kline, there being no objection the Committee accepted the Summary Minutes of June 8, 2006 with the amendment of Agenda Item #8., Paragraph # 5, Line # 7 Staff clarified the Fuel Cells must be replaced every 30,000 miles and there is a total of seven Fuel Cell Buses in California with all agencies demonstrating similar performance statistics.

Programmed Projects Quarterly Monitoring Report for April-June 2006

On Order of Vice Chairperson Kline, there being no objection the Committee received the Programmed Projects Quarterly Monitoring Report for April-June 2006.

Proactive CMP Reviewed and Approved Projects Quarterly Status Report April through June 2006

On Order of Vice Chairperson Kline, there being no objection, the Committee reviewed the Proactive CMP Reviewed and Approved Projects Quarterly Status Report April through June 2006.

The Agenda was taken out of Order.

REGULAR

Transit Sustainability Policy

Pamela Vasudeva, Transportation Planner III, gave a report regarding the Transit Sustainability Policy (TSP).  The policy is a VTA Board initiated effort stemming from VTA’s long-term financial stability goals.  The policy is to improve system ridership, support and guide the implementation of new services.  The system sustainability is an integral facet of long-term fiscal health of VTA, the quality of services delivered with the ability to maintain existing service as well as expansion of future service.

The VTA Board of Directors and staff in conjunction with a Business Review Team and the Ad Hoc Financial Stability Committee developed the long term Financial Stability Strategy.  The Financial Stability Strategy was Board adopted in 2004.  The strategy was included in the countywide transportation planning process as a component of the
long-range goals and objectives for the Valley Transportation Plan (VTP) 2030 in 2005.  To maintain the strategic direction, VTP 2030 included the recommendation of the development of a policy framework to guide future transit system development.

The Policy goals and objectives include the identification of a common foundation for evaluation and decision making, improving transit service, investing local governments in service design and delivery, maintaining and improving financial performance, and the expansion of service to meet market needs.  Ms.Vasudeva noted the TSP would be comprised of two components: 1) Service Design Guidelines that will outline an operating environment and necessary conditions to support transit modes and technologies; 2) Guiding Policy Framework would establish the process for use of the Service Design Guidelines in the evaluation of services and projects, work in conjunction with communities to ensure the quality of service.

Ms.Vasudeva noted that the Transit Sustainability Policy is a work in progress and reported the TSP will guide the strategies in the development and implementation of new services and projects that include: Comprehensive Operations Analysis (COA); Annual Service Plan; Corridor studies; Bus/Rail integration plans; and the updating of VTP 2030.   Ms. Vasudeva reported the next steps in development of the TSP would be the scope of work in progress for the COA. 

The PAC requested involvement in the development of the Service Design Guidelines and the Guiding Policy Framework process.  Ms. Vasudeva commented that VTA staff would work closely with the PAC to produce a TSP to provide optimal transit service to the community.

Several committee members requested that the Technical Advisory Committee (TAC) become involved in the development of the Service Design Guidelines and the Guiding Policy Framework.   Member Kishimoto noted that consideration for the diversity of the communities in the County should be recognized when establishing formulas for density and ridership. 

Member Brodsky requested a forum to provide a presentation to increase VTA ridership using the web and a creation of high - speed routes.

On Order of Vice Chairperson Kline, there being no objection the Committee reviewed the Transit Sustainability Policy.

Monte Sereno City Transportation Presentation

Member Mark Brodsky provided a powerpoint presentation on Monte Sereno Transportation Projects and Priorities.

Member Brodsky gave a brief overview of the community profile reporting that the City of Monte Sereno covers 1.5 square miles with one-eighth of the area is privately owned open space, with a population of 3,800 residents plus 300 annexed residents.
Member Brodsky commented that there are no commercial businesses except
La Hacienda Restaurant and Lodge and the United States Post Office.   Monte Sereno is comprised of 99 percent single-family homes.

Member Brodsky noted the Suggested Transit Plan Goals for Monte Sereno include: high level of safety for motorists, pedestrians and bicyclists, efficient roadway network for all users, minimal impacts on residential neighborhoods, less reliance on single-occupant vehicles, convenient local and regional transit system, encourage and promote bicycling and walking with the transportation possibilities of a Community Bus Program and a Safe Routes to School Program. 

Member Brodsky noted that the Community Bus Program should maintain the existing Los Gatos Shuttle and retain two buses, (one in each direction), add wireless status for web and phone, remain a free service, with faster connections to regional express service. Member Brodsky suggested the proposed Highway 9 Shuttle connect to Los Gatos, Monte Sereno and Saratoga, provide a quarter mile off route electronic pickup, and connect to the regional Highway 9 Express Service to Cupertino. 

Member Brodsky suggested that the residential arterial street redesign goals would promote walking, bicycling, and transit use while improving safety, reducing accidents, and a street beautification program. Mr. Brodsky commented that conceptually the Palo Alto Charleston/Arastradero Corridor Project could be used as a guide and model for future Monte Sereno Transit projects such as: Highway 9 Safety Redesign with the consideration of a lane reduction and improvement to the bike lane, Winchester Boulevard Corridor traffic calming, slow down Daves Avenue dog legs and, coordinate with Los Gatos for a reduced Blossom Hill Road lane.   Member Brodsky noted several street redesign features would include: narrow travel lanes to 11 feet, reduce lanes from 4 lanes to 2 lanes with a center median or left turn pockets, widen bike lanes and parking areas, in-pavement light crosswalks, create wide landscaped medians, infill street trees, and implement Traffic Adaptive Technology. 

Member Brodsky commented on transit technology in Asia and suggested implementing those technologies into transit services for the Santa Clara Valley.

Member Brodsky noted Monte Sereno Regional Needs include: 1) Coordinating with Los Gatos to speed their Comprehensive Traffic Study; 2) Working in conjunction with VTA to locate Community Design and Development funding; 3) Providing safer routes to schools; and 4) Creating a safer, more pedestrian friendly environment, and increasing attractiveness and value. 

On Order of Vice Chairperson Kline, there being no objection the Committee received the City Transportation Presentation from Monte Sereno.

Programming and Project Delivery Process Presentation

Marcella Rensi, Transportation Planning Manager, directed attention to the powerpoint presentation and provided a report, highlighting: 1) Planning Process; 2) Major Funding Sources; 3) Programming and Project Delivery Process; 4) How Projects Get Grants;5) How Project Sponsors Claim Their Money; 6) Building the Projects; 7) The Federal Aid Process; 8) VTA’s Project Monitoring Program; and 9) a sample of the Programmed Projects Quarterly Monitoring Report.   Ms. Rensi noted that the report itself contains a summary sheet listing projects that have received funding, which will expire this fiscal year.   She indicated that the project summary sheet identifies projects in the following color coded categories: 1) Red – Projects at the risk of losing funds due to delivery difficulties; 2) Yellow – Projects that may need extra attention or will risk running into difficulties, and 3) Green – Project is progressing smoothly.

On Order of Vice Chairperson Kline, there being no objection the Committee received the Programming and Project Delivery Process Presentation.

Paratransit Operations – Vehicles, Fueling, Facility and Vendor Contract

Dan Smith, Chief Operating Officer, provided an overview of VTA’s current paratransit program and a summary of cost-saving initiatives underway in partnership with
Outreach, Inc. related to vehicles, fueling, operating facility and vendor contracts.
Mr. Smith indicated that VTA has no intention of providing paratransit services directly and commented that VTA has contracted with Outreach, Inc., a local nonprofit agency providing paratransit broker services.   VTA’s current agreement with Outreach is in effect through June 30, 2011.

Mr. Smith noted Outreach receives and schedules trip requests, builds vehicle schedules, handles daily service changes, and subcontracts and monitors the daily service provided.   Outreach subcontracts with local taxi service and van service providers.

At the April 2006 VTA Board of Directors Regular meeting, the Board approved a plan that includes contracting with Outreach to manage the paratransit eligibility and appeals process.   Outreach commenced performing the management and appeals function on
July 1, 2006.

Mr. Smith noted VTA Chairperson Chavez requested that staff provide an informational memorandum to the Board examining the possibility of sharing fuel costs and extending VTA’s benefit of not paying gasoline sales tax to Outreach.   

Mr. Smith commented that VTA and Outreach have developed several strategies to continue to provide cost effective and quality paratransit service.

Mr. Smith commented that VTA and Outreach have developed a plan to obtain 173 vehicles for paratransit operations including 113 vehicles costing $4.6 million and 60 Prius sedans costing $1.5 million.   Mr. Smith noted the 60 Prius sedans would be procured using a combination of federal and local funds. 

Mr. Smith noted that the use of a publicly controlled facility would reduce Paratransit expenses by the elimination of lease payments the Outreach subcontractor makes, which are then passed on to Outreach and VTA as a component of the operating rate.   VTA and Outreach have determined that a location at 100 West Younger Street, San Jose, which is currently leased at no cost to VTA from the County of Santa Clara, would be an appropriate location.   A 3,000-foot modular building is located at the site and has ample parking for vehicles.   VTA’s lease with the County for this location is at no cost in exchange for VTA allowing the Santa Clara County Sheriff’s Office the use of some VTA property.  The location is centrally located and near the County fueling station, which will be used for fueling paratransit vehicles.

Mr. Smith commented that VTA is a public transit agency and is exempt from the Federal Excise Tax of $0.183 per gallon and part of the State Excise Tax of $0.06 per gallon on fuel.   The fuel procurement strategy is focused on providing this $0.243 per gallon benefit to paratransit operations.   Mr. Smith reported VTA is working with Outreach on a fuel purchase arrangement with Santa Clara County for the paratransit fleet of vehicles.

Member LeZotte noted that Page 4 of 5 of the staff memorandum indicates that VTA and Outreach have discussed the need for an additional location for parking and dispatching paratransit vehicles on the Westside of San Jose.   She suggested that staff investigate the use of the Bollinger Road Park and Ride property.   Scott Haywood indicated that he would investigate that option with David Miller, VTA’s Commercial Development Manager. 

Member Kishimoto questioned if the County would be able to service and perform maintenance on the paratransit fleet at reasonable rates.   Mr. Smith responded that vehicle maintenance would be performed through a contract with the County of Santa Clara, with oversight by an Outreach maintenance supervisor.   Mr. Smith responded the County would provide comprehensive maintenance service to the paratransit fleet at reduced rates.

Alternate Member McLeod queried if additional drivers are needed for the new vehicles. Mr. Smith answered that the vehicles to be procured are replacement vehicles.

Member Macias queried if the number of vehicles to be procured are the same number of vehicles currently in operation for 2006.   Mr. Smith responded the 173 vehicles represent the projected number of vehicles for use in 2007 with the anticipated growth of paratransit passengers of 5.3 percent. 

Member Sellers requested VTA staff provide data on cost of fuel and saving for the paratransit fleet.   Mr. Smith responded that he would provide that information to the PAC.

On Order of Vice Chairperson Kline, there being no objection the Committee reviewed the Paratransit Operations – Vehicles, Fueling, Facility and Vendor Contract.

Community Bus Implementation Plan

Mr. Smith reported that at the VTA Board of Directors Regular Meeting of April 6, 2006, the Board approved an addendum to the Collective Bargaining Agreement between VTA and the Amalgamated Transit Union (ATU) Local 265, to support the Implementation of Community Bus Service.   Mr. Smith reviewed the conceptual framework for the Implementation of the Community Bus Program including four issues: vehicle procurement; routes identified for transition to Community Bus service; Marketing/Branding of Community Bus service; and Fares. 

Mr. Smith reported that at the March 30, 2005 Board meeting, the Board authorized the purchase of up to 25 gasoline-powered, small capacity vehicles and support equipment in the amount of $4,000,000 using a contract awarded by the State of California.   The initial purchase was for five buses at a cost of $130,000 each totaling $650,000 plus equipment that includes radio systems, fareboxes and other equipment total approximately $200,000.  The initial five buses were purchased to support the pilot program implementation of the Los Gatos Community Bus service, Lines 48 and 49, which VTA brought in-house
July 3, 2006.  Mr. Smith commented that the Los Gatos Community Bus service has been successful and the two bus routes combined averaged 813 weekday passengers during the first year of operation.  

Mr. Smith noted that the remaining 20 of the original 25-vehicle procurement fleet were recently ordered with the expected delivery date of April 2007 and with the in-service date of July 2007.  Mr. Smith noted that the 25 vehicles comprise VTA’s Phase I Community Bus Implementation.

Mr. Smith noted that VTA staff projects the need for up to 75 small-capacity vehicles to operate the Community Bus service throughout Santa Clara County.  Mr. Smith commented that staff has evaluated the commercial market availability of small-capacity vehicles that meet the demands of public transit operation, are ADA compliant preferably low-floor vehicles, meet California Air Resources Board (CARB) standards, and use gasoline/electric hybrid technologies.  Mr. Smith indicated that given the limited availability of commercial vehicles, staff recommends VTA continue to implement the State’s contract to procure gasoline-powered vehicles.

Mr. Smith indicated that Phase II, consisting of another 25 vehicles, would be ordered January 2007 for delivery in September 2007 and would be in revenue service in January 2008.  Staff is presently identifying funding for those vehicles.  A recommendation to authorize the VTA Board of Directors to authorize the purchase of the vehicles, with the known source of funds, would be forwarded fall 2006.

The complete scope of Phase III would consist of the final 25 vehicles and would be determined in early 2007.  Results from the COA would provide information on new and existing markets that would be appropriate for implementation of Community Bus services.  The next biennial budget would need to include funding to purchase the vehicles and for service expansion.  If the budget and service decisions are made, then the Phase II Community Bus implementation could occur in Fiscal Year 2009.

Mr. Smith noted the implementation schedule for Phase III is dependent on the commercial availability of hybrid technologies.  Mr. Smith indicated the life expectancy of the gasoline powered, small capacity buses is five years or 200,000 miles, which is considerably less than the 15-year 600,000 mile life expectancy of standard size diesel buses.   VTA’s expectation is that hybrid technology would become commercially available in the next two or three years, and staff is confident that VTA would be able to purchase this type of vehicle.

Mr. Smith noted that bus ridership is beginning to rebound with a positive up trend, but VTA continues to operate low productivity routes that fall below the service standards established in the Board approved Service Management Plan.  The resources saved by converting low productivity routes to lower cost Community Bus service could be reallocated to better-performing routes by increasing frequencies, or operating the routes earlier or later in the day.

A number of routes with potential for transition to the smaller vehicle Community Bus operations have been identified.  These routes would form the basis for the proposed Phases I and II Community Bus implementation, utilizing 50 small capacity vehicles.  A public participation process will be conducted in early 2007 leading up to requesting the Board to take action to approve the phased Community Bus implementation.

Mr. Smith commented on the Community Bus Implementation Summary, noting that Phase I with 25 Community Bus vehicles with a service start date of July 2007, Phase II with 25 Community Bus vehicles with a service start date of January 2008, and Phase III with 25 Community Bus vehicles with a service date to be determined.

Mr. Smith reported that VTA Marketing and Public Affairs Department is developing a comprehensive community outreach plan that includes branding and a promotional program supporting the launch of the Community Bus Program.   Mr. Smith commented that an overall design would be implemented to identify and be displayed on vehicles, signage, time-guides, system map, and promotional materials for the program. Mr. Smith noted that one overall branding scheme will be used for all vehicles and routes in the program.  Mr. Smith commented that the five vehicles being used for the Los Gatos Community Bus would retain their current look until the vehicles are replaced, rewrapped, or repainted to the overall branding scheme.  Certain routes such as DASH (Downtown San Jose Shuttle) would retain their unique look based on funding support and community involvement in the service. 

Mr. Smith stated that fares for the Community Bus Program will be consistent with VTA’s fare policy and all Community Buses will be equipped with fareboxes.   Mr. Smith noted if the community desires to operate on a free-fare basis, a subsidy equaling at least 25 percent farebox recovery for those routes would need to be provided.  Mr. Smith commented that the Los Gatos Community Bus service pilot program expired July 2006 and VTA staff and the Town of Los Gatos continue to work toward an implementation plan for the community. 

Member Moylan queried why Phase II vehicles would be ordered prior to receiving funding for the vehicles, and the determination of routes appears as the last component of the process.  Member Moylan commented that the procedural order appears convoluted. Member Moylan referenced the Sunnyvale/Cupertino transit corridor agreement of 1993, and expressed concern that the Community Bus Implementation Schedule did not include the City of Sunnyvale for future service.

Member Kishimoto commented the City of Palo Alto would consider restructuring the routes and to provide Community Bus Service.   She inquired as to whether GPS technology would be utilized on the Community Bus Service.  Mr. Smith responded in the affirmative.  Member Kishimoto asked if future plans involve utilizing mid–size vehicles larger than the small capacity bus, but smaller than the standard size for revenue service. 

Member Brodsky inquired as to whether VTA would consider utilizing new technologies for capturing fares to increase convenience for passengers. Member Brodsky noted that this is a great opportunity to introduce new technologies that are rapidly evolving.
Mr. Haywood indicated that the Translink card reader would be introduced to the system in 2007. 

Vice Chairperson Kline expressed concern that the City of Saratoga was not included on the Community Bus Route Implementation Schedule.  Further, he expressed concern that the original concept of the Community Bus Program was lost in the framework as described by staff and the routes do not reflect Community Bus service.  Member Kline expressed concern that community involvement and community based transportation needs were not considered as criterion for Phases I and II of the Community Bus Route Implementation Schedule.

Member Kishimoto expressed concern that the COA address regional transportation needs and recommended a one-fare policy including transfers between shuttles and buses.

Member Macias expressed concern that the Community Bus Route Implementation Schedule does not truly reflect the Community Bus concept.

Vice Chairperson Kline requested Bill Capps, Service Planning Manager, address the PAC and explain the determination for the Community Bus routes.

Jerry Grace, addressed the committee and supported the need for regional Community Bus service.

Member Kishimoto requested an update of GPS technology to be used in revenue service.

On Order of Vice Chairperson Kline, there being no objection the Committee reviewed the Bus Implementation Plan.

2005-2006 VTA Passenger Survey

On Order of Vice Chairperson Kline, there being no objection the Committee deferred the 2005-2006 VTA Passenger Survey.

OTHER

Committee Work Plan. 

On Order of Vice Chairperson Kline, there being no objection, the Committee reviewed the Workplan.

Announcements

There were no announcements.

ADJOURNMENT

On order of Vice Chairperson Kline, there being no objection, the meeting was adjourned at 6:20 p.m.

Respectfully submitted,

Jacqueline F. Golzio, Board Assistant
VTA Board of Directors