ADMINISTRATION & FINANCE COMMITTEE MINUTES

Transcription

1 ADMINISTRATION & FINANCE COMMITTEE Thursday, January 25, 2017 MINUTES CALL TO ORDER The Regular Meeting of the Administration and Finance Committee (A&F) was called to order at 12:04 p.m. by Chairperson Hendricks in Conference Room B-106, VTA River Oaks Campus, 3331 North First Street, San Jose, California. 1. ROLL CALL Attendee Name Title Status Jeannie Bruins Member Present Larry Carr Alternate Member Present John McAlister Alternate Member NA Dev Davis Alternate Member Absent Sam Liccardo Member Absent Glenn Hendricks Chairperson Present *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 There were no Orders of the Day. 4. Elect Standing Committee Vice Chairperson for 2017 Chairperson Hendricks opened up nominations from the floor. Member Bruins nominated Member Carr for Vice Chairperson.

2 M/S/C (Bruins/Hendricks) to close nominations and elect Larry Carr as the Committee s Vice Chairperson for calendar year Glenn Hendricks, Member CONSENT AGENDA 5. Meeting Minutes of December 15, 2016 M/S/C (Bruins/Carr) to approve the Regular Meeting Minutes of December 15, A&F Committee Meeting Schedule M/S/C (Bruins/Carr) to approve the 2017 Administration and Finance (A&F) Committee Meeting Schedule. 7. Project Management/Construction Management Software Solution to authorize the General Manager to execute a contract with PMWeb for furnishing a Project Management/Construction Management software solution for a period of five years in an amount up to $1,348, FTA Section 5310 Formula Grant Program to adopt a resolution authorizing the General Manager to submit and execute grant applications and agreements, certifications, assurances, and other documents as necessary to receive funding from the California Department of Transportation (Caltrans) under the Federal Transit Administration (FTA) Section 5310 Formula Grants for the Enhanced Mobility of Seniors and Individuals with Disabilities Program. 9. Contract Award: Four to Six Color Offset Printing Services to authorize the General Manager to execute on-call task order contracts with two (2) selected printing firms, Fong Brothers Printing, Inc. and ImageX, for four to six color printing services to be utilized on an as-needed basis. Each contract shall be for a period of up to five (5) years, with an option to extend the contract for an additional two-year term. The total amount for the two (2) contracts shall not exceed $1 million for a total contract term of five years. NOTE: M/S/C MEANS MOTION SECONDED AND CARRIED AND, UNLESS OTHERWISE INDICATED, THE MOTION PASSED UNANIMOUSLY. Administration and Finance Committee Page 2 of 9 January 25, 2017

3 10. Construction of the Rail Rehabilitation Phase 6 Crossovers & Interlockings Contract (C16189F) to authorize the General Manager to execute a contract with the lowest responsive and responsible bidder, DMZ Transit (Joint Venture), in the amount of $6,891,000 for the construction of the Rail Rehabilitation Phase 6 - Crossovers & Interlockings Contract (C16189F); and an available contract change authority of 25% over the contract amount. 11. Annual Interest Rate Swap Report for Period Ending June 30, 2016 M/S/C (Bruins/Carr) to receive and review the Annual Interest Rate Swap Report for Period Ending June 30, Quarterly Purchasing Report October 1 through December 31, 2016 M/S/C (Bruins/Carr) to review the Quarterly Purchasing Report for October 1 through December 31, Monthly Investment Report - November 2016 to receive the Monthly Investment Report for November Larry Carr, Alternate Member REGULAR AGENDA Tax, Sales Tax Revenue Refunding Bonds, 2017 Series A Michael Smith, Fiscal Resources Manager, provided an overview of the staff report. to adopt a resolution authorizing the refunding of certain maturities of the 2007 Bonds, approving the transaction documents (on file with the Board Secretary), and authorizing the General Manager and Chief Financial Officer to individually take all actions necessary to issue the 1976 Tax, Sales Tax Revenue Refunding Bonds, 2017 Series A (the 2017 Bonds ) and pay issuance costs. Administration and Finance Committee Page 3 of 9 January 25, 2017

4 Larry Carr, Alternnate Member 15. Approve On-Call List of Law Firms Evelynn Tran, Assistant General Council, provided an overview of the staff report. to authorize the General Counsel, or his designee, to execute contracts and future extensions thereof with law firms in twelve specialized areas of law and litigation that were selected through a competitive procurement process. Each contract may be for a term of up to five years or until the conclusion of pending matters, whichever occurs later, and in a total amount not to exceed amounts budgeted for such legal services in any given year. Larry Carr, Alternate Member 16. Adopt VTA's Transit Asset Management Program Project List Marcella Rensi, Transportation Planning Manager, provided an overview of the staff report and distributed a presentation entitiled FTA Grant Funded, highlighting: 1) FTA s Final Transit Asset Management Rule; 2) Transit Asset Management Plan Requirements; 3) VTA Asset Management Program Development; 4) VTA State of Good Repair Project List; and 5) VTA Management Program Going Forward. Members of the Committee and VTA staff discussed President Trump s Executive Orders and any potential federal funding impacts to sanctuary cities. Nuria I. Fernandez, General Manager and CEO, reported that it is too early to assume that there is any threat to transportation funds. Ms. Fernandez noted that the Fixing America s Surface Transportation Act (FAST Act) was signed into office on December 4, 2015, that provides long-term funding for surface transportation infrastructure planning and investment. Public Comments Roland Lebrun, Interested Citizen, made the following comments: 1) requested including track geometry equipment in the program; 2) noted the need for increased light rail speed; and 3) commented that the Metropolitan Transportation Commission (MTC) approved express lanes in the region. Administration and Finance Committee Page 4 of 9 January 25, 2017

5 Omar Chatty, Interested Citizen, requested that funds be set aside for SR 152 s Environmental Impact Report (EIR). Mr. Chatty also expressed support for High Occupancy Vehicle (HOV) lanes. to adopt VTA's Federal Transit Administration (FTA) grant-funded state-of-good-repair investment program. Larry Carr, Alternnate Member 17. Contract Award for Access Paratransit Services Aaron Vogel, Regional Transportation Services Manager, provided an overview of the staff report. Mr. Vogel reported that VTA staff is confident that MV Transportation will meet the needs of the paratransit community. Members of the Committee commended VTA staff for working diligently for the past six months to ensure there is paratransit service and that the transition is smooth from the previous contractor to the emergency contractor. M/S/C (Carr/Bruins) to approve submitting a recommendation to the Board of Directors to authorize the General Manager to execute a contract to the successful proposer providing the most responsive, responsible and best value proposal for VTA ACCESS Paratransit Services. Larry Carr, Member Jeannie Bruins, Alternate Member 18. Paratransit Account Balance Practice Change Mr. Vogel provided an overview of the staff report. Discussion ensued about the following: 1) the financial hardships of some paratransit riders; 2) how all the changes will affect the paratransit community; 3) reasons for the debt; 4) how to assist with the riders who can no longer pay; and 5) the other organizations/programs that assist with financial hardships. The Committee urged staff to consider phasing the implementation to make the transition to the new policy seamless with little impact. Administration and Finance Committee Page 5 of 9 January 25, 2017

6 On order of Chairperson Hendricks and there being no objection, the Committee received and reviewed the Paratransit Account Balance Practice Change to eliminate the allowance of negative account balances. 19. FY 2018 & FY 2019 Biennial Budget Assumptions Carol Lawson, Fiscal Resources Manager, provided an overview of the staff report. Members of the Committee engaged in discussion about: 1) any foreseen changes/impacts with the new Federal administration changes; 2) wages and benefits; and 3) differences of sale tax revenue collection between VTA and the cities. Public Comment Mr. Chatty made the following comments: 1) requested factoring SR 152 into budget assumptions, noting lives matter; 2) noted the change to electronic agendas has made it difficult to review and attend meetings; and 3) inquired about the implementation costs for VTA s rebranding effort, particularly the printing and advertising cost for the new logo VTA. Mr. Lebrun commented about President Trump s Executive Order that imposed a hiring freeze to the federal government. Member Bruins thanked the VTA finance team for their work. On order of Chairperson Hendricks and there being no objection, the Committee reviewed the Fiscal Year 2018 & Fiscal Year 2019 Biennial Budget Assumptions. 20. Next Network Draft Plan Jim Unites, Executive Manager, Transit Planning & Capital Development, provided an overview of the staff report. Mr. Unites highlighted the continued outreach efforts VTA staff is doing to get the public aware about the draft plan and receive feedback. Members of the Committee made the following comments: 1) thanked staff for their professionalism and commended them for how well put together the presentations were at the meetings; 2) requested that going forward staff come up with ways to reach out to the seniors; 3) challenged staff to find more ways to make VTA transparent; 4) noted the importance of communicating to the public the reasons for eliminating bus routes; and 5) commented that the reports to the Board and public need to include positive and negative feedback received. Mr. Unites reported that VTA staff plans to present an outreach plan specifically for seniors and will be presenting it at the next meeting. Upon inquiries of the Committee, Ms. Fernandez noted the opportunity for VTA to do a survey surrounding bus route 88 in Palo Alto, to see how many know about the route and how many use it. On order of Chairperson Hendricks and there being no objection, the Committee Receive a report on the Draft Transit Service Plan. Administration and Finance Committee Page 6 of 9 January 25, 2017

7 OTHER ITEMS 21. Items of Concern and Referral to Administration There were no Items of Concern and Referral to Administration. 22. Committee Work Plan On order of Chairperson and there being no objection, the Committee reviewed the Committee Work Plan. 23. Committee Staff Report There was no Committee Staff Report. 24. Chairperson's Report Chairperson Hendricks thanked the Board Members for appointing him Chairperson for the Administration and Finance Committee. 25. Determine Consent Agenda for the February 2017, Board of Directors Meeting CONSENT: AGENDA ITEM #7 -Authorize the General Manager to execute a contract with PMWeb for furnishing a Project Management/Construction Management software solution for a period of five years in an amount up to $1,348,250. AGENDA ITEM #8 -Adopt a resolution authorizing the General Manager to submit and execute grant applications and agreements, certifications, assurances, and other documents as necessary to receive funding from the California Department of Transportation (Caltrans) under the Federal Transit Administration (FTA) Section 5310 Formula Grants for the Enhanced Mobility of Seniors and Individuals with Disabilities Program. AGENDA ITEM #9-Authorize the General Manager to execute on-call task order contracts with two (2) selected printing firms, Fong Brothers Printing, Inc. and ImageX, for four to six color printing services to be utilized on an as-needed basis. Each contract shall be for a period of up to five (5) years, with an option to extend the contract for an additional two-year term. The total amount for the two (2) contracts shall not exceed $1 million for a total contract term of five years. AGENDA ITEM #10-Authorize the General Manager to execute a contract with the lowest responsive and responsible bidder, DMZ Transit (Joint Venture), in the amount of $6,891,000 for the construction of the Rail Rehabilitation Phase 6 - Crossovers & Interlockings Contract (C16189F); and an available contract change authority of 25% over the contract amount. AGENDA ITEM #13-Receive the Monthly Investment Report for November Administration and Finance Committee Page 7 of 9 January 25, 2017

8 AGENDA #15 -Authorize the General Counsel, or his designee, to execute contracts and future extensions thereof with law firms in twelve specialized areas of law and litigation that were selected through a competitive procurement process. Each contract may be for a term of up to five years or until the conclusion of pending matters, whichever occurs later, and in a total amount not to exceed amounts budgeted for such legal services in any given year. AGENDA ITEM#16-Adopt VTA's Federal Transit Administration (FTA) grant-funded state-of-good-repair investment program. AGENDA ITEM #19-Review the Fiscal Year 2018 & Fiscal Year 2019 Biennial Budget Assumptions. REGULAR: AGENDA ITEM #14 -Adopt a resolution authorizing the refunding of certain maturities of the 2007 Bonds, approving the transaction documents (on file with the Board Secretary), and authorizing the General Manager and Chief Financial Officer to individually take all actions necessary to issue the 1976 Tax, Sales Tax Revenue Refunding Bonds, 2017 Series A (the 2017 Bonds ) and pay issuance costs. AGENDA ITEM #17-Authorize the General Manager to execute a contract to the successful proposer providing the most responsive, responsible and best value proposal for VTA ACCESS Paratransit Services. Note: Due to the timing of the vendor interview selection process, the proposed vendor and contract amounts may not be available for Administration and Finance (A&F) review. However, vendor and contract value will be available for a later Board of Directors meeting. 26. Announcements Chairperson Hendricks commented that staff could decide whether to put the following on the Consent or Regular Agenda for the February Board: Agenda Item #18. Receive and review the Paratransit Account Balance Practice Change to eliminate the allowance of negative account balances. 27. Adjournment On order of Chairperson Hendricks and there being no objection, the meeting was adjourned at 1:45 pm. Respectfully submitted, Theadora Abraham, Board Assistant VTA Office of the Board Secretary Administration and Finance Committee Page 8 of 9 January 25, 2017