administration and finance committee minutes of august 20

Administration and Finance Committee

Minutes of August 20, 2020

WILL BE FORWARDED UNDER SEPARATE COVER

Congestion Management Program & Planning Committee

Thursday, August 20, 2020

MINUTES

CALL TO ORDER

The Regular Meeting of the Congestion Management Program & Planning Committee (CMPP) was called to order at 10:01 a.m. by Chairperson Rennie via video and teleconference.

1. ROLL CALL

Attendee Name Title Status Dev Davis Alternate Member Excused Lan Diep Member Present Liz Kniss Alternate Member Excused John McAlister Vice Chairperson Present Howard Miller Alternate Member Excused Raul Peralez Member Present Rob Rennie Chairperson Present

A quorum was present.

2. PUBLIC COMMENT

Roland, Interested Citizen, made the following requests: 1) a report on the operating costs for the Berryessa BART station at the September 18, 2020 VTA Board of Directors (Board) workshop; and 2) a report to Board on BART and Express bus ridership.

Blair Beekman, Interested Citizen, expressed concern about the security of the shot spotter technology being used at Berryessa BART station.

3. ORDERS OF THE DAY

There were no Orders of the Day.

CONSENT AGENDA

Vice Chairperson McAlister referred to Agenda Item #5, FY2020/21 TFCA Program Manager Fund and inquired if the signal timing is linked to the Fast Transit program. Deborah Dagang, Chief of Planning & Programming and CMPP Staff Liaison, noted that the Transportation Fund for Clean Air (TFCA) is independent of the Fast Transit program but there is a connection and transit signal priority can be added to TFCA projects that do not currently have it.

Congestion Management Program & Page 2 of 5 August 20, 2020 Planning Committee Minutes

4. Regular Meeting Minutes of May 21, 2020

M/S/C (McAlister/Diep) to approve the Regular Meeting Minutes of May 21, 2020.

5. FY2020/21 TFCA Program Manager Fund

M/S/C (McAlister/Diep) to recommend that the VTA Board of Directors approve the programming of FY 2020/21 Transportation Fund for Clean Air (TFCA) County Program Manager funds to projects.

6. FY2020/21 TDA3 Project Priorities

M/S/C (McAlister/Diep) to recommend that the VTA Board of Directors adopt a resolution approving the project priorities for the FY 2020/21 Countywide Transportation Development Act (TDA) Article 3 program.

RESULT: APPROVED – Agenda Items #4-6 MOVER: John McAlister, Vice Chairperson SECONDER: Lan Diep, Member AYES: Diep, McAlister, Peralez, Rennie NOES: None

REGULAR AGENDA

7. 2016 Measure B Bicycle & Pedestrian Planning Studies Competitive Grant Criteria

Jane Shinn, Senior Transportation Planner – Grants & Fund Allocation, provided a presentation, entitled “2016 Measure B Bicycle & Pedestrian Planning Studies Competitive Grant Program Criteria.”

Public Comment

Mr. Beekman commented on the following: 1) community engagement; and 2) expressed concern with bike projects using too much pavement.

Mr. Roland noted that there were community engagement problems with Blossom Hill and Highway 101 overpass.

Members of the Committee discussed reallocating the points in the scoring criteria.

Members of the Committee requested data on the correlation between high community engagement and the success of a project.

M/S/C (McAlister/Peralez) to recommend that the VTA Board of Directors approve the criteria for the 2016 Measure B Bicycle & Pedestrian Planning Studies Competitive Grant Program. Further, the Committee


RESULT: APPROVED, as amended – Agenda Items #7 MOVER: John McAlister, Vice Chairperson SECONDER: Raul Peralez, Member AYES: Diep, McAlister, Peralez, Rennie NOES: None

The Agenda was taken out of order.

9. Strategic Plan Update

Scott Haywood, Deputy Director, Transit Planning & Capital Development, provided a presentation, entitled “Strategic Plan & Business Plan Update.”

Public Comment

Mr. Roland commented on growth scenarios and financial protections.

Mr. Beekman commented on the following: 1) Uber and Lyft may be not operating in California soon and the potential effects on ridership; and 2) using the honor system for fares.

On order of Chairperson Rennie, and there being no objection, the Committee received a presentation on update to the Strategic Plan & Business Plan.

8. Ridership Results from New Transit Service Plan

Ms. Dagang provided a presentation, entitled “Initial Ridership Results: New Transit Service Plan (NTSP).”

Public Comment

Mr. Roland commented on the increase in ridership.

Mr. Beekman commented that efficiency plans appear to be working.

Members of the Committee made the following requests: 1) information on the anticipated growth increase; and 2) ridership on all bus routes.

On order of Chairperson Rennie, and there being no objection, the Committee received a report on ridership results from the New Transit Service Plan, implemented December 28, 2019.

10. Innovation Oversight Discussion and Program Update

Gary Miskell, Deputy Director of Innovation and Technology, provided an overview of the staff report.


Public Comment

Mr. Beekman commented on the following: 1) expressed concern about data collection; and 2) honor system for collecting fares.

Mr. Roland made the following comments: 1) safety improvements for track workers and light rail operators; and 2) the bus simulator.

Members of the Committee had a brief discussion on connected vehicles.

On order of Chairperson Rennie, and there being no objection, the Committee received a report on VTA’s Innovation Oversight discussion and Program update.

11. Fast Transit Program Update: Transit Signal Priority

Tamiko Percell, Transportation Planner, provided a presentation, entitled “Fast Transit Program: Transit Signal Priority Update.”

Public Comment

Mr. Roland commented on using technology to address signal timing.

Mr. Beekman commented that the City of San José and VTA received money for new signal timing.

Members of the Committee discussed rapid transit and the benefit to cities in the county.

Members of the Committee requested seeing a funding strategy for fast transit projects.

On order of Chairperson Rennie, and there being no objection, the Committee received information on the transit signal priority work plan within the Fast Transit Program.

OTHER ITEMS

12. Items of Concern and Referral to Administration

There were no Items of Concern and Referral to Administration.

13. Committee Work Plan

Nuria I. Fernandez, CEO and General Manager, noted that innovation items have been added to the work plan.

On order of Chairperson Rennie, and there being no objection, the Committee reviewed the Committee Work Plan.

14. Committee Staff Report

Ms. Dagang reviewed the July 2020 placemat for 2016 Measure B.


Public Comment

Mr. Roland made the following comments: 1) requested having the timer smaller on the screen; 2) BART Phase II is entirely funded from 2000 Measure A and nothing from 2016 Measure B; and 3) requested a 2000 Measure A placement.

On order of Chairperson Rennie, and there being no objection, the Committee received the Committee Staff Report.

15. Chairperson’s Report

There was no Chairperson’s Report.

16. Determine Consent Agenda for the September 3, 2020 Board of Directors Meeting

CONSENT: Agenda Item #5. Recommend that the VTA Board of Directors approve the Programming of FY 2020/21 Transportation Fund for Clean Air (TFCA) County Program Manager funds to projects.

Agenda Item #7. Recommend that the VTA Board of Directors adopt a resolution approving the project priorities for the FY 2020/21 Countywide Transportation Development Act (TDA) Article 3 program.

Agenda Item #11. Receive information on the transit signal priority work plan within the Fast Transit Program. REGULAR: Agenda Item #6. Recommend that the VTA Board of Directors approve the criteria for the 2016 Measure B Bicycle & Pedestrian Planning Studies Competitive Grant Program.

17. ANNOUNCEMENTS

There were no Announcements.

18. ADJOURNMENT

On order of Chairperson Rennie, and there being no objection, the meeting was adjourned at 11:52 a.m.

Respectfully submitted,

Thalia Young, Board Assistant VTA Office of the Board Secretary

Governance and Audit Committee

Thursday, August 6, 2020

MINUTES

CALL TO ORDER

The Regular Meeting of the Governance and Audit Committee (“Committee”) was called to order at 4:00 p.m. by Chairperson Chavez via video and teleconference.

1. ROLL CALL

Attendee Name Title Status Larry Carr Member Present Cindy Chavez Chairperson Present Glenn Hendricks Vice Chairperson Present Chappie Jones Member Present Rob Rennie Member Present

A quorum was present.

2. PUBLIC COMMENT

There were no Public Comments.

3. ORDERS OF THE DAY

There were no Orders of the Day.

CONSENT AGENDA

4. Regular Meeting Minutes of June 4, 2020

M/S/C (Hendricks/Rennie) to approve the Regular Meeting Minutes of June 4, 2020.

5. Appointment to the 2016 Measure B Citizens' Oversight Committee

M/S/C (Hendricks/Rennie) to recommend that the Board of Directors approve the appointment of Jason Baker to serve on the 2016 Measure B Citizens' Oversight Committee in the Regional Business Organization Representative position, per the recommendation of the Evaluation Subcommittee.

NOTE: M/S/C MEANS MOTION SECONDED AND CARRIED AND, UNLESS OTHERWISE INDICATED,

THE MOTION PASSED UNANIMOUSLY.

Governance and Audit Committee Minutes Page 2 of 5 August 6, 2020

RESULT: APPROVED – Consent Agenda Item #4-5 MOVER: Glenn Hendricks, Vice Chairperson SECONDER: Rob Rennie, Member AYES: Chavez, Hendricks, Jones, Rennie NOES: None ABSENT: Carr

Member Carr joined the teleconference meeting at 4:04 p.m.

REGULAR AGENDA

6. Policy on Operating Cost Impact Provision for New Projects or Programs in Future Ballot Measures

Stephen Flynn, Senior Policy Analyst, provided an overview of the staff report.

Chairperson Chavez thanked Mr. Flynn for his work in creating a policy based on Members feedback and noted the importance of understanding long-term financial impacts of capital projects.

Public Comment

Ms. Mallon expressed support for the policy.

M/S/C (Jones/Rennie) to recommend that the VTA Board of Directors adopt a policy requiring that the Board must be provided, prior to its policy decision and to the extent reasonably practicable, with a comprehensive analysis of the projected long-term financial impacts to VTA for the operations and/or maintenance of the projects and/or programs that would result from passage of the ballot measure. This applies to any proposed ballot measure that the Board proposes, approves, or is statutorily required to approve.

APPROVED - Agenda Item #6 MOVER: Chappie Jones, Member SECONDER: Rob Rennie, Member AYES: Carr, Chavez, Hendricks, Jones, Rennie NOES: None ABSENT: None

7. Risk Assessment Strategy

Scott Johnson, Auditor General, provided a presentation entitled Auditor General Risk Assessment Strategy.

Members of the Committee discussed the following: 1) reporting frequency and structure; and 2) evaluating the previous Auditor General work plan and making necessary changes; and 3) the importance of having a primary document to work from.


On order of Chairperson Chavez and there being no objection, the Committee reviewed and received the Auditor General's Risk Assessment Strategy.

8. Reassign Board Governance Enhancement Innovation Recommendations to the Congestion Management Program & Planning Committee

Mr. Flynn provided an overview of the staff report.

Public Comment

Roland, Interested Citizen, commented about the following:1) a letter he submitted opposing the appointee for the 2016 Measure B Citizens' Oversight Committee; and 2) Macias, Gini, and O'Connell (MGO).

Eugene, Interested Citizen, echoed Roland’s comments and requested the Committee reconsider the appointment for the 2016 Measure B Citizens' Oversight Committee.

Members of the Committee expressed their support for staff’s recommendation.

M/S/C (Carr/Rennie) to reassign responsibility for the detailed evaluation of the six innovation-related Board Governance Enhancement recommendations from the Safety, Security, and Transit Planning & Operations Committee to the Congestion Management Program & Planning Committee.

APPROVED - Agenda Item #8 MOVER: Larry Carr, Member SECONDER: Rob Rennie, Member AYES: Carr, Chavez, Hendricks, Jones, Rennie NOES: None ABSENT: None

9. Board Governance Enhancement Recommendations: (A) Board Member Terms, (B) Revised Board Memo Format; (C) Process to Decommission Committees; and (D) Process to Sunset Ad Hoc Committees

Mr. Flynn and Elaine Baltao, Board Secretary, provided an overview of the staff report.

Members of the Committee discussed the following related to the Board term length: 1) support to leave the two-year term as is; 2) communicating the Board roles, terms, and responsibilities to member agencies; 3) removing from the work plan 9.A. Increase the Director term length to four years; 4) the value in having the Vice Chairperson working side by side with the Chair; and 5) challenges the smaller cities have.

Members of the Committee made the following comments related to revising the Board Memo: 1) commended staff for the new Board Memo template, noting it will help provide a better understanding in what VTA staff is trying to achieve; and 2) noted the importance of having the advisory/standing committee discussion in order to see their input; 3) suggested reviewing the format after one year.


Members of the Committee made the following comments related to establishing and/or deleting Committees: 1) requested the item be left on the work plan so staff can continue to provide recommendations and/or options as it relates to decommissioning Committees; 2) look into the possibility of how to establish and decommission Committees without making a change in the Administrative Code; and 3) noted the importance of having a start/end date when establishing certain committees.

Members of the Committee discussed the following related to sunsetting Ad Hoc Committees and Working Groups: 1) staff will continue to provide various options to review; and 2) including the full Board in the decision process.

Public Comment

Roland commented about the following: 1) Board term length; 2) Board Memo format; and 3) records for the Committees decommissioned.

On order of Chairperson Chavez and there being no objection, the Committee reviewed, evaluated, and provided direction to staff on specific Board Governance Enhancement recommendations.

10. Work Plan and Current Status of Standing Committee Evaluation of VTA Board Governance Enhancement Recommendations

Mr. Flynn provided an overview of the staff report.

On order of Chairperson Chavez and there being no objection, the Committee reviewed the current completion status of the Work Plan for Standing Committee evaluation of VTA Board Governance Enhancement Process recommendations.

OTHER ITEMS

11. Items of Concern and Referral to Administration

There were no Items of Concern and Referral to Administration.

12. Committee Work Plan

Nuria I. Fernandez, General Manager/CFO, reported the following: 1) the next meeting will he held on September 3, 2020; 2) the August standing committees will focus on several Board Enhancement recommendations; and 3) the Auditor General will provide an update on Risk Assessment.

Public Comment

Roland commented about the Governance and Audit Committee start time.

13. Committee Staff Report

Ms. Fernandez welcomed back the Committee from their summer break.


14. Chairperson’s Report

Chairperson Chavez thanked all VTA employees who have been working through Covid-19, specifically those who have continued to work with the public during these difficult times.

15. Determine Items for the Consent Agenda for Future VTA Board of Directors’ Meetings

CONSENT:

Agenda Item #5. Recommend that the Board of Director approve the appointment of Jason Baker to serve on the 2016 Measure B Citizens' Oversight Committee in the Regional Business Organization Representative position, per the recommendation of the Evaluation Subcommittee.

Agenda Item #6. Recommend that the VTA Board of Directors adopt a policy requiring that the Board must be provided, prior to its policy decision and to the extent reasonably practicable, with a comprehensive analysis of the projected long-term financial impacts to VTA for the operations and/or maintenance of the projects and/or programs that would result from passage of the ballot measure. This applies to any proposed ballot measure that the Board proposes, approves, or is statutorily required to approve.

REGULAR:

None.

16. ANNOUNCEMENTS

There were no Announcements.

17. ADJOURNMENT

On order of Chairperson Chavez and there being no objection, the Committee was adjourned at 5:46 p.m.

Respectfully submitted,

Theadora Abraham, Board Assistant VTA Office of the Board Secretary

Safety, Security, and Transit Planning and Operations

Committee

Regular Meeting Minutes August 19, 2020

WILL BE FORWARDED UNDER SEPARATE

COVER

administration and finance committee minutes of august 20

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