BOARD ADMINISTRATION AND OPERATIONS COMMITTEE MEETING WEDNESDAY, JUNE 3, 2015, 1:00 P.M. RIVERSIDE TRANSIT AGENCY BOARD ROOM 1825 THIRD STREET RIVERSIDE, CA 92507 ITEM RECOMMENDATION 1. CALL TO ORDER 2. SELF-INTRODUCTIONS 3. PUBLIC COMMENTS NON-AGENDA ITEMS RECEIVE COMMENTS Members of the public may address the Board regarding any item within the subject matter jurisdiction of the Board; however, no action may be taken on off-agenda items unless authorized by law. Comments shall be limited to matters not listed on the agenda. Members of the public may comment on any matter listed on the agenda at the time that the Board considers that matter. Each person s presentation is limited to a maximum of three (3) minutes. 4. APPROVAL OF MINUTES MAY 6, 2015 COMMITTEE MEETING (P.3) APPROVE 5. CONSENT CALENDAR All items on the Consent Calendar will be approved by one motion and there will be no discussion on individual items unless a Board member or member of the public requests a specific item to be pulled from the calendar for separate discussion. A. PERSONNEL REPORT APRIL 2015 (P.6) RECEIVE AND FILE B. TRANSPORTATION CENTER MONTHLY REPORT APRIL 2015 (P.13) RECEIVE AND FILE Any person with a disability who requires a modification or accommodation in order to participate in this meeting or any person with limited English proficiency (LEP) who requires language assistance to communicate with the RTA Board during the meeting should contact the RTA Clerk of the Board, telephone number (951) 565-5044, no fewer than two business days prior to this meeting to enable RTA to make reasonable arrangements to assure accessibility or language assistance for this meeting. Agenda related writings or documents provided to the Board of Directors are available for public inspection in the office of the Clerk of the Board and at the reception desk while the meeting is in session.
RTA BOARD ADMINISTRATION AND OPERATIONS COMMITTEE MEETING PAGE 2 JUNE 3, 2015 ITEM 6. APPROVE THE REASONABLE MODIFICATION REQUEST POLICY; 49 CFR PARTS 27 AND 37, TRANSPORTATION FOR INDIVIDUALS WITH DISABILITIES (P.17) 7. APPROVE AND ADOPT REVISIONS TO THE AGENCY S HUMAN RESOURCES POLICIES AND PROCEDURES MANUAL (P.19) 8. ADOPT THE PROMENADE TEMECULA CONCEPTUAL TRANSIT STOP REPORT APRIL 2015 (P.28) RECOMMENDATION APPROVE APPROVE APPROVE 9. BOARD MEMBER COMMENTS AND REMARKS 10. ANNOUNCEMENTS 11. NEXT MEETING BOARD ADMINISTRATION AND OPERATIONS COMMITTEE WEDNESDAY, JULY 1, 2015 1:00 P.M. RTA HEADQUARTERS 1825 THIRD STREET RIVERSIDE, CA 92507 12. ADJOURN
RTA BOARD ADMINISTRATION AND OPERATIONS COMMITTEE MEETING Minutes May 6, 2015 1. CALL TO ORDER Committee Chair Bootsma called the Board Administration and Operations Committee meeting to order at 1:00 p.m., on May 6, 2015, in the RTA Board Room. 2. SELF-INTRODUCTIONS Self-introductions of those in attendance took place. Committee Members Attending 1. Committee Chair Ike Bootsma, City of Eastvale 2. First Vice-Chairwoman Ella Zanowic, City of Calimesa 3. Director Art Welch, City of Banning 4. Alternate Greg August, City of Menifee 5. Director Jesse Molina, City of Moreno Valley 6. Director Tonya Burke, City of Perris 7. Director Daryl Hickman, City of Lake Elsinore 8. Director Andy Melendrez, City of Riverside 9. Director Bridgette Moore, City of Wildomar 10. Alternate Jerry Sincich, County of Riverside, District I 11. Alternate Donna Johnston, County of Riverside, District II RTA Staff 1. Larry Rubio, Chief Executive Officer 2. Tammi Ford, Clerk of the Board 3. Tom Franklin, Chief Operating Officer 4. Craig Fajnor, Chief Financial Officer 5. Vince Rouzaud, Chief Procurement and Logistics Officer 6. Rohan Kuruppu, Director of Planning 7. Jim Kneepkens, Director of Marketing 8. Bob Bach, Director of Maintenance 9. Virginia Werly, Director of Contract Operations 10. Rick Kaczerowski, Director of Information Technologies 11. Brad Weaver, Marketing Manager 12. Rosie Akopyan, Human Resources Manager 13. Eric Ustation, Government Affairs Representative 14. Natalie Zaragoza, Contracts Manager 15. Kelly Bach, Performance Analysis and Reporting Manager 16. Joan Hepworth, Deputy Clerk of the Board 17. Mervin Acebo, Grants Manager Item 4 3
Other Attendees: 1. Frank Johnston, City of Jurupa Valley, Council Member 2. Eric Lewis, City of Moreno Valley 3. PUBLIC COMMENTS NON-AGENDA ITEMS None. 4. APPROVAL OF MINUTES APRIL 1, 2015 COMMITTEE MEETING M/S/C (MOLINA/HICKMAN) approving the minutes of the April 1, 2015 Committee meeting. The motion carried unanimously. 5. CONSENT CALENDAR M/S/C (WELCH/MOORE) approving the receipt and file of Item A Personnel Report March 2015. The motion carried unanimously. M/S/C (WELCH/MOORE) approving the receipt and file of Item B Transportation Center Monthly Report March 2015. The motion carried unanimously. 6. APPROVE A TWO-PERCENT DISADVANTAGED BUSINESS ENTERPRISE (DBE) PARTICIPATION GOAL FOR FEDERAL FISCAL YEARS 2016-2018 AS REQUIRED UNDER FEDERAL TRANSIT ADMINISTRATION (FTA) GUIDELINES PER CODE OF FEDERAL REGULATIONS (CFR), TITLE 49, PART 26 M/S/C (HICKMAN/ZANOWIC) approving and recommending this item to the full Board of Directors for their consideration as follows: Approve a two-percent DBE participation goal for Federal fiscal years 2016-2018. The motion carried unanimously. Item 4 4
7. APPROVE AND ADOPT REVISIONS TO THE AGENCY S PROCUREMENT POLICIES AND PROCEDURES MANUAL M/S/C (ZANOWIC/MOORE) approving and recommending this item to the full Board of Directors for their consideration as follows: Approve and adopt revisions to the Agency s Procurement Policies and Procedures Manuel. The motion carried unanimously. 8. AUTHORIZATION TO RENEW REVENUE AGREEMENT NO. 15-015 WITH THE CITY OF TEMECULA FOR ROUTE 55 M/S/C (ZANOWIC/HICKMAN) approving and recommending this item to the full Board of Directors for their consideration as follows: Authorize staff to renew Revenue Agreement No. 15-015 with the City of Temecula for reimbursement of $17,049 in fare revenue for Route 55 from July 1, 2015 through June 30, 2016. The motion carried unanimously. 9. BOARD MEMBER COMMENTS AND REMARKS Comments were made by the following Board members: Director Art Welch Director Ike Bootsma 10. ANNOUNCEMENTS None. 11. NEXT MEETING Board Administration and Operations Committee Meeting Wednesday, June 3, 2015 1:00 p.m. RTA Headquarters 1825 Third Street Riverside, CA 92507 12. MEETING ADJOURNMENT The meeting was adjourned at 1:24 p.m. Item 4 5
RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507 June 3, 2015 TO: THRU: FROM: BOARD ADMINISTRATION AND OPERATIONS COMMITTEE Larry Rubio, Chief Executive Officer Rosie Akopyan, Human Resources Manager SUBJECT: Personnel Report April 2015 Summary: The attached report summarizes personnel activity that occurred in April 2015. The following information is outlined in the report: Recommendation: Number of budgeted positions versus number of filled positions by department and position. Percentage of minority and female employees by position classification. Number of disciplinary actions by gender. Percentage of minority and female applicants by position. Number of minority and female employees by personnel actions. Receive and file. Item 5A 6
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RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507 June 3, 2015 TO: THRU: FROM: BOARD ADMINISTRATION AND OPERATIONS COMMITTEE Larry Rubio, Chief Executive Officer Jim Kneepkens, Director of Marketing SUBJECT: Transportation Center Monthly Report April 2015 Summary: In April 2015, the Customer Information Center answered 36,921 calls, a 6.3 % increase compared to April 2014. Calls included 289 commendations, general comments and valid complaints. The number of calls to Dial-A-Ride was 11,710, a 3.9% decrease compared to April 2014. 48,631 calls were received between the two call centers, which reflects a 3.6% increase compared to the same period last year. Recommendation: The attached report presents call volume history and details commendations, general comments and complaints by type. Receive and file. Item 5B 13
Riverside Transit Agency April 2015 Transportation Center Call Totals Customer Information Center (CIC) April 2015 April 2014 Percent Change Information Calls 36,632 34,470 6.3% Complaints 226 230-1.7% Comments 39 26 50.0% Commendations 24 22 9.1% Total CIC Calls 36,921 34,748 6.3% Dial-A-Ride (DAR) Total DAR Calls 11,710 12,179-3.9% Total Calls 48,631 46,927 3.6% 55,000 45,000 35,000 25,000 15,000 5,000 Item 5B 14
Complaints, Comments & Commendations Valid Complaints 12 Month Average per Month Complaints per 10,000 Passengers Category April 2015 April 2014 Bus Stop 0 3 4 0.00 Careless Driving 14 14 11 0.17 Conduct 1 2 2 0.00 Crowded 5 12 9 0.06 Customer Service 18 2 2 0.01 Early Bus 1 4 18 0.26 Fare Dispute 19 24 8 0.21 Late Bus 4 6 3 0.01 Missed Transfer 7 2 22 0.22 No Show 20 25 5 0.05 Passed By 3 2 5 0.08 Passenger Conduct 0 1 17 0.24 Other 134 133 3 0.06 Total 226 230 106 1.37 Ridership April 2015 April 2014 12 Month Average per Month All services 844,526 847,873 804,343 Comments April 2015 April 2014 12 Month Average per Month Comments per 10,000 Passengers General Comments 39 26 48 0.46 Commendations April 2015 April 2014 12 Month Average per Month Commendations per 10,000 Passengers General Commendations 24 22 23 0.28 Item 5B 15
Complaints, Comments and Commendations Category Descriptions Complaints Bus Stops: Stop needs cleaning, nearby landscape needs cleaning, stop equipment broken or not working properly. Driving Concerns: Driver makes inappropriate lane change, brakes too hard, drives too slow, accelerates too fast, stops too far from stop or curb, blocks traffic, bus temperature too hot. Driver Conduct: Driver provided poor customer service, does not assist customers needing help, rushes customer. Crowded: Customer is uncomfortable due to bus being too full, customer unable to find a seat. Customer Service: Customer provided with wrong information, employee provided poor customer service. Early Bus: Bus arrives or departs bus stop ahead of schedule. Fare Dispute: Pass stuck in farebox, college ID card not working, customer overpaid and requests a refund, customer not provided appropriate discount. Late Bus: Bus arrives or departs bus stop behind schedule. Missed Transfer: Early or late bus causes customer to miss transfer with another bus. No Show: Bus does not arrive as scheduled. Passed By: Bus passes stop without picking up customer Passenger Conduct: Fellow customer plays music too loud, talks too loud, uses profanity, uses extra seat for personal belongings. Other: Bike rack full, pass outlet out of passes, bus displays the wrong headsign. Comments Request for new, later or more frequent bus service; request for restroom at transfer facility; request for new fare category; request for bus stop amenities; request for new bus stop. Commendations Customer appreciates new buses, commends driver for courtesy, assisting customer with special needs, providing great customer service or returning lost item. Item 5B 16
RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507 June 3, 2015 TO: THRU: FROM: SUBJECT: Summary: BOARD ADMINISTRATION AND OPERATIONS COMMITTEE Larry Rubio, Chief Executive Officer Virginia Werly, Director of Contract Operations Approve the Reasonable Modification Request Policy; 49 CFR Parts 27 and 37, Transportation for Individuals with Disabilities On March 13, 2015, the U.S. Department of Transportation (DOT) released, through the Federal Register, a Final Rule regarding 49 CFR Parts 27 and 37, Transportation for Individuals with Disabilities; Reasonable Modification of Policies and Practices. This new governance is a revision to the rules under the Americans with Disabilities Act (ADA) and section 504 of the Rehabilitation Act of 1973, and applies specifically to providers of public transportation. The ruling requires entities to make reasonable modifications or accommodations to policies, practices, and procedures to avoid discrimination, and to ensure that the Agency s programs are accessible to individuals with disabilities. While ensuring that services are inclusive and are accessible by persons with disabilities has always been a priority of the Agency, this new guidance seeks to formalize this process throughout the transit industry. One requirement of the guidance is for agencies to have a formal policy regarding the reasonable modification process, and to document within this policy how such requests will be administered. Staff has developed a policy to comply with these new requirements, and is seeking Board approval to implement this new administrative policy. The new policy will: Ensure the coach operator training process includes written procedures relating to reasonable modification requests. Develop and implement an internal tracking mechanism to ensure all requests for modification of policies are properly documented. Ensure passengers requesting modification of policies are contacted in a prompt, courteous manner and that if requests cannot be granted (typically for safety reasons) to work with Item 6 17
Fiscal Impact: Recommendations: each person individually to ensure all possible solutions are explored. Designate a single employee at the Agency, as required under this guidance, to coordinate all efforts related to compliance. Ensure all forms of communication with the public include information regarding this process and how requests for accommodation can be made. The final rule requires this policy to be implemented no later than July 13, 2015. There is no fiscal impact to the implementation of this policy. Approve and recommend this item to the full Board of Directors for their consideration as follows: Approve the Reasonable Modification Request Policy; 49 CFR Parts 27 and 37, Transportation for Individuals with Disabilities. Item 6 18
RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507 June 3, 2015 TO: THRU: FROM: SUBJECT: Summary: BOARD ADMINISTRATION AND OPERATIONS COMMITTEE Larry Rubio, Chief Executive Officer Rosie Akopyan, Human Resources Manager Approve and Adopt Revisions to the Agency s Human Resources Policies and Procedures Manual The RTA Board of Directors last approved an update to the Agency s Human Resources Policies and Procedures Manual in July 2014. If approved, the revisions presented for adoption hereto will be effective July 1, 2015. Revision to the Agency s policies and contractual language are prompted by statutory changes in California law due to the adoption of the Healthy Workplace Healthy Family Act of 2014 (AB1522). The Board was presented with an introduction to the upcoming changes regarding this legislature on January 22, 2015. At this time, the item before the Board is being respectfully submitted for approval of the necessary amendments. The purpose of the Agency s Human Resources Policies and Procedures Manual is to establish the general guidelines for various employment related benefits and rules. The policy affected by AB1522, Sick Leave Policy 4-1, has been revised and would become effective on July 1, 2015. The changes are described as follows: I. Sick Leave Policy changes applicable to Non-Bargaining Unit employees. a. Eligibility of part-time and on-call employees to earn sick leave. Item 7 19
b. Non-bargaining unit part-time and on-call employees who work 30 days or more within a year from beginning of employment are entitled to paid sick leave. c. Paid sick leave will accrue at the rate of one (1) hour for every 30 hours worked at the employee s regular wage rate. d. Earned sick leave hours may be used beginning on the 90 th day of employment. e. Earned sick leave hours will be capped at forty eight (48) hours per calendar year for the affected employees. II. Changes within the Agency s Human Resources Policies and Procedures Manual are identified in underlined or strikethrough format. Summary of the changes is as follows: a. Paid sick leave benefit is now applicable to all employees, as opposed to differentiations between fulltime and non-bargaining unit part-time and on-call employees. b. Sick leave earning method for non-bargaining unit parttime and on-call employees is defined. c. Sick leave use applicability is expanded to include that 24 hours of sick leave earned may be applied to reasons covered under AB1522. III. Compliance with required notification will be met as follows: a. AB1522 poster will be displayed in all employee lounges (Attachment A) and written notice will be distributed to all employees on July 1, 2015 (Attachment B). Fiscal Impact: Recommendation: Non-Bargaining Unit: Approximately $7,300.00 Approve and recommend this item to the full Board of Directors for their consideration as follows: Approve revisions to the Agency s Human Resources Policies and Procedures Manual. Item 7 20
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RIVERSIDE TRANSIT AGENCY 1825 Third Street Riverside, CA 92507 June 3, 2015 TO: THRU: FROM: SUBJECT: Summary: BOARD ADMINISTRATION AND OPERATIONS COMMITTEE Larry Rubio, Chief Executive Officer Rohan Kuruppu, Director of Planning Adopt the Promenade Temecula Conceptual Transit Stop Report April 2015 Riverside Transit Agency (RTA) has an operational need to improve the bus stop at the Promenade Mall (mall) in Temecula to meet future transit needs of this regional destination. Recognizing the value and the need for quality transit services, the management of the mall and RTA, in partnership with the City of Temecula, developed a conceptual plan to improve the current stop. The conceptual plan was approved by the mall/forest City Inc. in April 2015 (Exhibit. 1) and was also endorsed by the Temecula City Council s Mall Subcommittee. Katalyst Inc. was the consultant, an architectural and engineering firm specializing in the development of major retail centers and place making. The current bus stop, with capacity to accommodate 2-3 small to mid-size buses, is located on Ring Road and adjacent to the East Parking Garage. It is currently served by six bus routes: 55, 79, 202, 206, 208, and 217 and due to space constraints, making frequency improvements and timed transfer connections is challenging. In addition to several accessibility concerns, this capacity constraint is limiting RTA s ability to fully implement the recommendations of the 10-Year Plan that resulted from the Comprehensive Operational Analysis (COA). The proposed improvements will increase capacity from 2-3 small to midsize buses to 4-6, widen the sidewalk to improve accessibility, add a new sidewalk to connect the bus stop to the northeast area of the mall, increase the number of shelters and benches from one to five and add improved lighting. Additionally, a new bus stop will be constructed at the south entrance of the mall to accommodate community shuttles. This community shuttle stop will be shared with privately operated shuttles. Item 8 28
Fiscal Impact: Recommendation: To blend in with the current architecture of the mall, the amenities (shelters, benches, trash receptacles, security features, lighting, etc.), landscape treatments, and building materials will require the approval of the mall. These transit improvements will add value to the overall mall destination experience, while improving transit operations, the rider experience and access to other alternative modes of transportation. The next steps, contingent on timely resolution of the interaction between Federal transit law s 13(c) labor provisions and California s Public Employee Pension Reform Act (PEPRA) issue, are: Initiate architectural and engineering services procurement September 2015 Begin architectural and engineering work February 2016 Construction procurement October 2016 Begin construction April 2017 Project completion August 2017 Adopting this report has no financial impact. Funding for architectural and engineering and construction phases are programed in the adopted FY2016 Short Range Transit Plan (SRTP)/Budget. Receive and recommend this item to the full Board of Directors for their consideration as follows: Adopt the Promenade Temecula Conceptual Transit Stop Report April 2015 (Attached). Item 8 29
Exhibit. 1 Item 8 30