ADMINISTRATION & FINANCE COMMITTEE MINUTES

Transcription

1 CALL TO ORDER ADMINISTRATION & FINANCE COMMITTEE Thursday, September 17, 2015 MINUTES The Regular Meeting of the Administration and Finance Committee (A&F) was called to order at 12:08 p.m. by Chairperson Kalra in Conference Room B-104, VTA River Oaks Campus, 3331 North First Street, San Jose, California. 1. ROLL \ Attendee Name Title Status Cindy Chavez Board Member Present Jason Baker Vice Chairperson NA Ash Kalra Chairperson Present Perry Woodward Board Member Absent Larry Carr Alternate Board Member Present David Cortese Alternate Board Member NA Raul Peralez Alternate Board Member NA Howard Miller Alternate Board Member NA * Alternates do not serve unless participating as a Member. A quorum was present. 2. PUBLIC PRESENTATIONS There were no Public Presentations 3. ORDERS OF THE DAY Chairperson Kalra noted the following was an Addenda to the Agenda and requested the items be moved from the Regular Agenda and placed on the Consent Agenda: Agenda Item 14.X.Amend the C831 Property Restoration and Completion Contract for Santa Clara-Alum Rock BRT Project with Geroge Bianchi Construction; and Agenda Item 14.XX Contract Amendment with CH2MHill for Final Design Services and Design Support during construction for the Santa Clara-Alum Rock BRT Project. Raj Srinath, Chief Financial Officer, reported the following revised Agenda items have minor revisions to the Fiscal Impact and have been placed on the table for review: Agenda Item #7. Rail Rehabilitation - Signal and Track Improvements Contract Amendment with Shimmick Construction Company for Additional Work to Install a Track Crossover near Lick Mill Station; Agenda Item 14.X. Amend the C831 Property Restoration and Completion Contract for Santa Clara-Alum Rock Bus Rapid Transit Project with George Bianchi Construction, Inc.; Agenda Item 14.XX. Contract Amendment with CH2MHill for Final Design Services and Design Support During Construction for the Santa Clara- Alum Rock Bus Rapid Transit Project North First Street San Jose, CA Administration Customer Service

2 Public Comment Roland Lebrun, Interested Citizen, made the following comments: 1) expressed support for Agenda Item #7. Rail Rehabilitation - Signal and Track Improvements Contract Amendment; 2) noted the importance of having the scope of work up front; and 3) requested staff gather the overall costs to fund Levi s Stadium and make it availble to the public. M/S/C (Chavez/Carr) to accept the Orders of the Day and approve the Consent Agenda, as amended. CONSENT AGENDA Member Chavez referred to an off agenda report provided by staff from a previous meeting and requested confirmation that all El Paseo drivers part of the Altamont Commuter Express (ACE) Shuttle Service Contract will have an increase in pay from $15.00 to $18.00 in January Mr. Lawson responded that he would confirm the salary increase and report back to Member Chavez. 4. Regular Meeting Minutes of April 16, 2015 M/S/C (Chavez/Carr) to approve the Regular Meeting Minutes of April 16, Regular Meeting Minutes of August 20, 2015 M/S/C (Chavez/Carr) to approve the Regular Meeting Minutes of August 20, Bicycle & Pedestrian Advisory Committee Appointment: Mountain View to ratify the appointment of Greg Unangst to the Bicycle & Pedestrian Advisory Committee, representing the City of Mountain View, for the remainder of the two-year term ending June 30, Rail Rehabilitation - Signal and Track Improvements Contract Amendment with Shimmick Construction Company for Additional Work to Install a Track Crossover near Lick Mill Station to authorize the General Manager to amend Contract C13134F Rail Rehabilitation - Signal and Track Improvements contract with Shimmick Construction Company in an amount of $850,000 for a total contract amount of $6,951,358 for additional work to install a track crossover near Lick Mill Station NOTE: M/S/C MEANS MOTION SECONDED AND CARRIED AND, UNLESS OTHERWISE INDICATED, THE MOTION PASSED UNANIMOUSLY. Administration and Finance Committee Minutes Page 2 of 8 September 17, 2015

3 8. Renewal of Employee Health Benefit Contracts to authorize the General Manager to renew benefit contracts with Kaiser, United Health Care Medicare Plans, and Valley Health Plan medical plans for Amalgamated Transit Union, Local 265 (ATU) and Transportation Authority Engineers and Architects Association, Local 21 (TAEA) represented employees and retirees for calendar year Renew Pacific Union Dental and Custom Benefit Administrators for all VTA employees for calendar year Land Use and Transportation Briefing Series: Mountain View M/S/C (Chavez/Carr) to receive the information about land use and transportation in the City of Mountain View 10. Legislative Update Matrix M/S/C (Chavez/Carr) to review the Legislative Update Matrix 14.X Amend the C831 Property Restoration and Completion Contract for Santa Clara- Alum Rock Bus Rapid Transit Project with George Bianchi Construction, Inc. to authorize the General Manager to amend the C831 Property Restoration and Completion Contract with George Bianchi Construction, Inc., by an amount of $4,000,000 for a total contract amount of $6,041,505 for additional completion work for the Santa Clara Alum Rock Bus Rapid Transit Project 14.XX Contract Amendment with CH2MHill for Final Design Services and Design Support During Construction for the Santa Clara-Alum Rock Bus Rapid Transit Project to authorize the General Manager to execute a contract amendment with CH2M Hill Inc. for an additional $1,200,000 for a new contract total amount of $21,668,963 and extend the contract term to March 31, 2017 to perform additional final design services and provide design support during construction for the Santa Clara Alum Rock Bus Rapid Transit Project REGULAR AGENDA 11. Mountain View Double Track Project - Peninsula Corridor Joint Powers Board Contract Agreement for Construction Support Carolyn Gonot, Director of Engineering and Transportation Infrastructure Development, provided an overview of the staff report. to authorize the General Manager to execute a contract amendment with Peninsula Corridor Joint Powers Board in the amount of $1,600,000 for a new contract value of $3,082,000 to provide Construction Support for the Mountain View Double Track Project. Administration and Finance Committee Minutes Page 3 of 8 September 17, 2015

4 The Agenda was taken out of order. 13. Clipper Fare Collection System Memorandum of Understanding (MOU) Ali Hudda, Deputy Director of Accounting, provided an overview of the staff report. Member Chavez made the following comments: 1) inquired about the formal recruitment process for the Executive Director, noting the importance of hiring someone with regional experience and perspective; and 2) inquired if any Board Members will be appointed to the Executive Board. Mr. Hudda informed the Committee that Nuria I. Fernandez, Genreal Manager, will be appointed to the Committee. He further reported the General Managers of the five key agencies in the region will provide input during the recruitment process. Chairperson Kalra noted the importance of receiving input from all individuals and appreciates how Clipper allows for an easier experience when riding VTA. to authorize the General Manager to execute the Amended and Restated Clipper Memorandum of Understanding with the Metropolitan Transportation Commission and other transit operators, clarify their respective roles and responsibilities, define roles and responsibilities for a newly defined Contracting Agency, establish a Clipper Executive Board, establish a Clipper Executive Director, and revise the cost allocation formula to ensure the successful operation and maintenance of Clipper. 12. Permanent Disposition Process and Declaration of Surplus Property Jennifer Rocci, Senior Transportation Planner-Property Development & Management, provided an overview of the staff report. Member Chavez made the following comments: 1) noted if the goal is ground lease there is no need to declare it as surplus; 2) commented that the public sector needs to do a better job at maintaining assets; 3) suggested looking at ground leases first then declare surplus if there is nothing of value to the agency; and 4) commented that this item should be a topic of discussion for the Board of Directors; and 5) recommended VTA staff rethink the overall approach for real estate assets. Ms. Rocci noted that the goal is to maintain flexibility in anything VTA does. Member Carr expressed concern regarding the Main & Hale Park and Ride in the City of Morgan Hill (City), noting the significance of the property to the City s Road Widening Project and the Flood Control Project surrounding the Main and Hale Intersection. Mr. Srinath recommended deferring the item to allow the following: 1) further evaluation of real estate assets; and 2) opportunity for Morgan Hill City Council to have further discussions about the proposed plan regarding Main & Hale Park and Ride. On order of Chairperson Kalra and there being no objection, the Committee deferred the Permanent Disposition Process and Declaration of Surplus Property. Administration and Finance Committee Minutes Page 4 of 8 September 17, 2015

5 14. Presentation on Santa Clara-Alum Rock Project Status Ms. Gonot introduced Mohamed Basma, Transportation Engineering Manager, who provided an update on the Santa Clara-Alum Rock Project status. Mr. Basma distributed a presentation entitled Santa Clarar-Alum Rock Bus Rapid Transit (BRT) Project, highlighting: 1) Project Overview; 2) Background; 3) Current Conditions; 4) Construction Plan to Complete Project; 5) Summary Schedule; and 6) Community Outreach. Mr. Basma further noted the following: 1) Project Alighnment and Station Locations; 2) the goals for Alum Rock Avenue, Santa Clara Street and Capitol Avenue/Expressway; 3) the two main phases of the project; and 4) a Community meeting to be held on September 24, Upon Member Chavez s inquiry, Ms. Gonot responded that VTA staff kept the original September 24, 2015, Community meeting since information regarding it had already been made available to the public. Ms. Gonot stated that VTA staff is planing to hold an additional meeting. Member Chavez made the following comments: 1) requested that VTA publicize their request to hold the September 24, 2015 meeting; 2) inquired if her staff was contacted regarding the meeting date; 3) requested VTA staff provide the information and slides shown to the Committee in a website link, so she may include it in the County news letter; 4) requested the information be provided in multiple languages including Vietnamese and Spanish; 5) suggested VTA staff coordinate a weekly meeting with the community in the area to help ease the impact and promote customer care; 6) requested that in addition to Board Member Carrasco, VTA staff provide information to San Jose Mayor Sam Liccardo, Council Member Raul Peralez, and her office; and 7) inquired about the ownership of Alum Rock street. Ms. Gonot made the following comments: 1) noted that VTA staff plan to send out information immediately to the public in multiple languages; 2) informed the Committee that VTA staff was coming up with different ideas to help limit the impact and construction in certain areas; and 3) VTA staff will provide the detailed information regarding ownership of Alum Rock street. Member Kalra noted the importance of building relationships and communication with the communities. He further noted that vendors should have a plan going forward that would show the history of the area. Public Comment Mr. Lebrun requested more clarity in the agenda packet by including a written report about the item being presented. Mr. Lebrun also inquired about funds related to the budget. On Order of Chairperson Kalra and there being no objection, the Committee received a presentation on Santa Clara-Alum Rock Project Status. Administration and Finance Committee Minutes Page 5 of 8 September 17, 2015

6 14.X (Removed from the Regular Agenda and placed on the Consent Agenda.) Authorize the General Manager to amend the C831 Property Restoration and Completion Contract with George Bianchi Construction, Inc., by an amount of $4,000,000 for a total contract amount of $6,041,505 for additional completion work for the Santa Clara Alum Rock Bus Rapid Transit Project. 14.XX (Removed from the Regular Agenda and placed on the Consent Agenda.) Authorize Authorize the General Manager to execute a contract amendment with CH2M Hill Inc. for an additional $1,200,000 for a new contract total amount of $21,668,963 and extend the contract term to March 31, 2017 to perform additional final design services and provide design support during construction for the Santa Clara Alum Rock Bus Rapid Transit Project. 15. Monthly Investment Report for July 2015 Sean Bill, Investment Program Manager, provided an overview of the staff report and distributed a presentation entitled, Economic and Market Watch, highlighting: 1) Progress on Initiatives; 2) Real Gross Domestic Product (GDP) Growth; 3) Consumer Price Index; 4) Nonfarm Payrolls; 5) Civilian Unemployment Rate; 6) China Recap; 7) China Impact on US Economy; 8) Treasury Yields; 9) S&P 500/Sectors; 10) Financial vs. Commodities; 11) Commoditites Indexl; and 12) Portfolio Reviews; Member Chavez left the meeting at 1:07 p.m. and a Committee of Whole was declared. On Order of Chairperson Kalra and there being no objection, the Committee of the Whole received the Monthly Investment Report for July OTHER ITEMS 16. Items of Concern and Referral to Administration There were no Items of Concern and Referral to Administration. 17. Committee Work Plan On order of Chairperson Kalra and there being no objection, the Committee of tge Whole reviewed the Committee Work Plan. 18. Committee Staff Report There was no Committee Staff Report. 19. Chairperson s Report There was no Chairperson s Report. Administration and Finance Committee Minutes Page 6 of 8 September 17, 2015

7 20. Determine Consent Agenda for the October1, 2015, Board of Directors Meeting CONSENT: Agenda Item #6. Ratify the appointment of Greg Unangst to the Bicycle & Pedestrian Advisory Committee, representing the City of Mountain View, for the remainder of the two-year term ending June 30, Agenda Item #7. Authorize the General Manager to amend Contract C13134F Rail Rehabilitation - Signal and Track Improvements contract with Shimmick Construction Company in an amount of $850,000 for a total contract amount of $6,951,358 for additional work to install a track crossover near Lick Mill Station. Agenda Item #8. Authorize the General Manager to renew benefit contracts with Kaiser, United Health Care Medicare Plans, and Valley Health Plan medical plans for Amalgamated Transit Union, Local 265 (ATU) and Transportation Authority Engineers and Architects Association, Local 21 (TAEA) represented employees and retirees for calendar year Renew Pacific Union Dental and Custom Benefit Administrators for all VTA employees for calendar year Agenda Item #10. Review the Legislative Update Matrix. Agenda Item #11. Authorize the General Manager to execute a contract amendment with Peninsula Corridor Joint Powers Board in the amount of $1,600,000 for a new contract value of $3,082,000 to provide Construction Support for the Mountain View Double Track Project. Agenda Item #13. Authorize the General Manager to execute the Amended and Restated Clipper Memorandum of Understanding with the Metropolitan Transportation Commission and other transit operators, clarify their respective roles and responsibilities, define roles and responsibilities for a newly defined Contracting Agency, establish a Clipper Executive Board, establish a Clipper Executive Director, and revise the cost allocation formula to ensure the successful operation and maintenance of Clipper. Agenda Item #15. Receive the Monthly Investment Report for July REGULAR: Agenda Item #14. Receive a presentation on Santa Clara-Alum Rock Project Status. 21. Announcements There were no Announcements. Administration and Finance Committee Minutes Page 7 of 8 September 17, 2015

8 22. ADJOURNMENT On order of Chairperson Kalra and there being no objection, the Committee meeting was adjourned at 12:50 p.m. Respectfully submitted, Theadora Travers, Board Assistant VTA Office of the Board Secretary Administration and Finance Committee Minutes Page 8 of 8 September 17, 2015