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CALLED TO ORDER at 12:05 p.m.

ROLL CALL: Members Present:  Dando, Gage, Kennedy, Williams

Members Absent: McHugh, Pirzynski

A quorum was present.

PUBLIC PRESENTATIONS

There were no Public Presentations.

ORDERS OF THE DAY

Removed from the Consent Agenda and placed on the Regular Agenda, Agenda Item # 12., Authorize the General Manager to execute a contract with Amland, the lowest responsible bidder, in a the amount of $756,758 for construction of the Route 85/87 Interchange Highway Planting Project in the City of San Jose.

CONSENT AGENDA

Approved the Regular Meeting Minutes of September 18, 2003.

Received and filed the Report on Santa Clara Valley Transportation Authority Investments for the month of August 2003.

Received and filed the Monthly Legislative Reports.

Approved the 2003 Quarterly Attendance Report.

Approved submitting a recommendation to the Board of Directors to approve the appointment of Bill Reisinger representing the City of Milpitas and Herman H. Wadler representing the City of Campbell to VTAs Bicycle and Pedestrian Advisory Committee with a term expiration of June 30, 2004.

Approved submitting a recommendation to the Board of Directors to approve the re-appointments of Cynthia Aleman, Jeanette Bruntz, Emma Eljas, Linda Gallo, Sandra Gouveia, Michelle HammCiric, Gerry James, Martin Lasich, Laura Michels, Maryjane Naughten, Marian Otis, and Barbara Stahl to the Committee for Transit Accessibility for a two-year term.

Approved submitting a recommendation to the Board of Directors to approve the 2004 Administration and Finance Committee Meeting Schedule.

Approved submitting a recommendation to the Board of Directors to authorize the General Manager to amend the contract with Hayden J. Lee Consultants, for Disadvantaged Business Enterprise (DBE) professional services in the amount of $30,000, for the current fiscal year for a new total of $129,680.   Additionally amend years two and three of the agreement in the amount of $69,320 for a new total for the three-year agreement of $397,000.

(Removed from the Consent Agenda and placed on the Regular Agenda.)

1996 Measure B Transportation Improvement Program (MBTIP)
Route 85/87 Interchange Highway Planting Construction Contract Award

Authorize the General Manager to execute a contract with Amland, the lowest responsible bidder, in the amount of $756,758 for construction of the Route 85/87 Interchange Highway Planting Project in the City of San Jose.

Approved submitting a recommendation to the Board of Directors to authorize the General Manager to execute various construction contract change orders with DeSilva Gates-Harris, a Joint Venture, for construction of the I-880 Widening Project within an increased contract amount of not to exceed $48,910,645, an increase of $300,000 over the current level of authority delegated to the General Manager.

Approved submitting a recommendation to the Board of Directors to adopt a resolution authorizing the General Manager to execute fund transfer agreements with the State of California Department of Transportation (Caltrans) for fiscal years 2002/2003 and 2003/2004 State Transportation Improvement Program (STIP) Planning, Programming and Monitoring Program.

REGULAR AGENDA

Approved submitting a recommendation to the Board of Directors to authorize the General Manager to execute a contract with Amland, the lowest responsible bidder, in the amount of $756,758 for construction of the Route 85/87 Interchange Highway Planting Project in the City of San Jose.

Inquired on the area section of the planting project and queried if it is basic landscaping.   Inquired if the landscaping treatments were consistent with what was discussed at previous meetings.  Staff noted that additional information on the landscaping treatments will be provided.

Approved submitting a recommendation to the Board of Directors to determine that approximately 1.78 +/- acres of vacant land adjacent to Morgan Hill Caltrain Station Park and Ride Lot within the City of Morgan Hill is surplus and authorize the General Manager to execute all necessary documents to sell VTAs undivided 59% interest in the parcel to the Redevelopment Agency of the City of Morgan Hill (RDAMH) for a purchase price of $503,215.

Noted support as long as the property is sold at a fair market value.

Approved submitting a recommendation to the Board of Directors to authorize the General Manager to extend the existing agreement with Smith, Watts & Company for state legislative advocacy services for a period of 25 ½ months in the amount of $97,363 for a new contract total of $465,723.   From November 15, 2003, to December 31, 2004, the fixed retainer would be the current rate of $3,765 per month.  From January 1, 2005, to December 31, 2005, the rate would be $3,878 per month.  Further authorize the General Manager, at his discretion, to extend this agreement beyond December 31, 2005, for two additional one-year periods at a retainer rate to be negotiated, but which will not exceed $5,000 per month.

Noted that the Board Members have not received a report from the advocacy service company who represent VTA and inquired on the absence of reporting by the advocacy service company. 

Staff noted that a monthly summary of state legislative advocacy service activities will be included in the monthly legislative report.

Requested additional information on the advocacy service activities, periodical reports and more visibility.

Recommended that the General Manager negotiate a fair price for the advocacy services.

Requested some indication that the advocacy service company is earning their keep and benefiting VTA.

Noted concern regarding the absence of reporting to the Board of Directors by the advocacy service company who represents VTA. 

OTHER ITEMS

Discussed the Fare Policy addressing both recovery ratio and pricing/structure goals for the Santa Clara Valley Transportation Authority (VTA).

Discussed the Service Management Plan.

Staff distributed the Draft Service Management Plan and power point presentation overview handout to Committee Members.

Noted that the Route Evaluation Policy goes against smaller cities in the Northern and Southern parts of the County.  Noted that these smaller cities will not meet service performance standards; therefore, placing certain routes in jeopardy of being eliminated.  Queried on how VTA would balance this matter out because the Gilroy ridership will never meet service performance standards and queried on an overriding factor to keep certain routes within the system.

Noted that VTA may be cutting service that affects the very low income, Senior/Disabled population, and wanted staff to be aware of this matter.

Reviewed Committee Work Plan.

Queried if it would be beneficial for the A&F Committee to receive a presentation on HOT Lanes.   Staff noted that the information is scheduled to be presented at the January 30, 2004 Board of Directors Workshop.

Committee Staff Report 

There was no Committee Staff Report.

Chairpersons Report

There was no Chairpersons Report.

Determine Consent Agenda for the November 6, 2003 Board Meeting

CONSENT: Agenda Item # 8., Approve the appointment of Bill Reisinger representing the City of Milpitas and Herman H. Wadler representing the City of Campbell to VTAs Bicycle and Pedestrian Advisory Committee with a term expiration of June 30, 2004; Agenda Item #9., Approve the re-appointments of Cynthia Aleman, Jeanette Bruntz, Emma Eljas, Linda Gallo, Sandra Gouveia, Michelle HammCiric, Gerry James, Martin Lasich, Laura Michels, Maryjane Naughten, Marian Otis, and Barbara Stahl to the Committee for Transit Accessibility for a two-year term; Agenda Item #11., Authorize the General Manager to amend the contract with Hayden J. Lee Consultants, for Disadvantaged Business Enterprise (DBE) professional services in the amount of $30,000, for the current fiscal year for a new total of $129,680.  Additionally amend years two and three of the agreement in the amount of $69,320 for a new total for the three-year agreement of $397,000;Agenda Item #12., Authorize the General Manager to execute a contract with Amland, the lowest responsible bidder, in the amount of $756,758 for construction of the Route 85/87 Interchange Highway Planting Project in the City of San Jose; Agenda Item # 13., Authorize the General Manager to execute various construction contract change orders with DeSilva Gates-Harris, a Joint Venture, for construction of the I-880 Widening Project within an increased contract amount of not to exceed $48,910,645, an increase of $300,000 over the current level of authority delegated to the General Manager; Agenda Item #14., Adopt a resolution authorizing the General Manager to execute fund transfer agreements with the State of California Department of Transportation (Caltrans) for fiscal years 2002/2003 and 2003/2004 State Transportation Improvement Program (STIP) Planning, Programming and Monitoring Program and Agenda Item #16., Authorize the General Manager to extend the existing agreement with Smith, Watts & Company for state legislative advocacy services for a period of 25 ½ months in the amount of $97,363 for a new contract total of $465,723.   From November 15, 2003, to December 31, 2004, the fixed retainer would be the current rate of $3,765 per month.  From January 1, 2005, to December 31, 2005, the rate would be $3,878 per month.  Further authorize the General Manager, at his discretion, to extend this agreement beyond December 31, 2005, for two additional one-year periods at a retainer rate to be negotiated, but which will not exceed $5,000 per month.

REGULAR:   Agenda Item #15., Determine that approximately 1.78 +/- acres of vacant land adjacent to Morgan Hill Caltrain Station Park and Ride Lot within the City of Morgan Hill is surplus and authorize the General Manager to execute all necessary documents to sell VTAs undivided 59% interest in the parcel to the Redevelopment Agency of the City of Morgan Hill (RDAMH) for a purchase price of $503,215.

Announcements

Staff noted the I-880 Widening Project Ribbon Cutting Ceremony scheduled for Thursday, November 13, 2003 at 10:30 a.m. in the San Jose Mercury News Parking Lot.

Noted the opening of the Santa Clara Transit Center on Tuesday, October 14, 2003.

ADJOURNED at 1:46 p.m.