CORRECTION REVISED June 8, 2018 MINUTES OF THE BOARD OF DIRECTORS REGULAR MEETING May 11, 2018 ITEM 5 BOARD MEMBERS/ALTERNATES IN ATTENDANCE: Votes RCTC: Brian Berkson 12 (2 votes) Adam Rush 1 VCTC: BRIAN HUMPHREY (Vice-Chair) 1 (1 vote) METRO: ARA NAJARIAN (2 nd Vice-Chair) 1 (4 votes) Borja Leon 1 Roxana Martinez 1 Vivian Romero 1 SBCTA: Ray Marquez 2 (2 votes) OCTA: SHAWN NELSON 1 (2 votes) GREGORY WINTERBOTTOM 1 EX-OFFICIO MEMBERS SCAG State of California Art Brown Paul Marquez, Alternate STAFF/PRESENTERS: ARTHUR T. LEAHY, Chief Executive Officer ANDY ALTHORP, Principal Engineer (Project Management) ROD BAILEY, Deputy Chief Operating Officer (Dispatch and Operator Services) MIA BELTRAN, Principal Contract and Compliance Administrator TRACY BERGE, Assistant Director, System Safety THELMA BLOES, Senior Manager, Finance ARUN CHAKLADAR, Senior Director, Information Technology, DON O. DEL RIO, General Counsel
Page 2 RODERICK DIAZ, Director, Planning and Development HENNING EICHLER, Planning Manager, Planning & System Performance Analysis GEOFFREY FORGIONE, Associate General Counsel JUSTIN FORNELLI, Director, Engineering and Construction PATTY FRANCISCO, Director, Human Resources SONNY IBRAHIM, Senior Contract and Compliance Administrator ELISSA K. KONOVE, Deputy Chief Executive Officer ELISABETH LAZUARDI, Senior Manager, Audits ANDY LY, Senior Manager, Fare Collections SANDRA MARTINEZ, Supervisor, Customer Relations DARRELL MAXEY, Deputy Chief Operations Officer (PTC and Engineering) MARGARET MEADOWS, Coordinator, Marketing WHITNEY O NEILL, Senior Manager, Government and Regulatory Affairs ROXANNE RANDOLPH, Senior Human Resources Analyst ANNE LOUISE RICE, Assistant Director, Grants MICHELLE STEWART, Senior Manager, Operations BELINDA VARELA, Recruitment Manager CHRISTINE WILSON, Senior Manager, Finance KARI HOLMAN, Assistant to the CEO/Board Secretary Meeting minutes are prepared in a format that corresponds with the Board Meeting Agenda, which is incorporated by reference with these minutes. Board Agendas are available online at www.metrolinktrains.com under the Meetings and Agendas link or from the Board Secretary at (213) 452-0255. 1. Call to Order The May 11, 2018 Board of Directors Meeting was called to order by Vice-Chair Humphrey who presided over the meeting at 10:02 a.m. at the Metro Board Room, One Gateway Plaza, 3rd Floor, Los Angeles, CA 90012. 2. Pledge of Allegiance 2 nd Vice-Chair Najarian led the group in the pledge of allegiance. 3. Roll Call The Board Secretary called roll to confirm a quorum of the Board was present. 4. Public Comment Vice-Chair Humphrey inquired if the Board Secretary had received any Request to Speak forms, and it was confirmed that no requests were received. The public comment period was then closed.
Page 3 REGULAR CALENDAR Vice-Chair Humphrey announced that the agenda would be taken out of order. 27. Update on Tierra Del Sol Internship Program Belinda Varela, Recruitment Manager, provided a brief background on this item as detailed in the staff report. She introduced the following individuals: Interns Coaches Program Directors Ian Appell Customer Engagement Luiz Jimenez Customer Engagement Nilasha Kurukulasuriya Finance Kendall Sue HR Ana Alfaro Enrique Estrada Jennifer Alfaro Jacqueline Henson Peeriya Patty Supparkpisut The Authority was presented with Tierra Del Sol s Trailblazer Award. Director Winterbottom thanked the Authority for their partnership with Tierra Del Sol and acknowledged this great program. Vice-Chair Humphrey also thanked Tierra Del Sol and welcomed the four interns to the Metrolink family. 5. Approval of Meeting Minutes April 13, 2018 Board of Directors Meeting Upon a motion by 2 nd Vice-Chair Najarian and seconded by Director Marquez the Board approved the recommendation. There was no opposition and the motion passed unanimously. ACTION: The Board approved the Minutes of the April 13, 2018 Board of Directors Meeting. 6. Contract No. E741-15 Project Management, Construction Management and Staff Assistance Services Exercise Two-Year Option PreScience Corporation, Parsons Brinckerhoff, Inc., AECOM Technical Services Inc., and RailPros, Inc. Vice-Chair Humphrey inquired if members of the Board had any questions regarding this item.
Page 4 Director Leon commented that he did not see any small business participation or goals listed in the report and wanted to know the status of this contract. Andy Althorp, Principal Engineer (Project Management) replied that the contract had a 12% commitment and noted that at present they were below the percentage and staff was working with the consultants to raise it. Director Leon wanted assurance that the percentage goals would be improved. Andy Althorp assured the Board that they are committed to working with the consultants to raise performance level of the disadvantaged business enterprises on this project. Upon a motion by Director Berkson and seconded by 2 nd Vice-Chair Najarian the Board approved the recommendation. There was no opposition and the motion passed unanimously. ACTION: The Board authorized the Chief Executive Officer to: 1) Exercise a single two-year option for Contract No. E741-15, Project Management, Construction Management and Staff Assistance Services, to a bench of firms as listed below: E741A-15 PreScience Corporation (PreScience) E741B-15 Parsons Brinckerhoff, Inc. (Parsons Brinckerhoff) E741C-15 AECOM Technical Services, Inc. (AECOM) E741D-15 RailPros, Inc (RailPros) 2) Maintain the not-to-exceed contract funding authorization amount of $10 million for contracts E741A-15 (PreScience) and E741B-15 (Parsons Brinckerhoff) and increase the not to-exceed contract funding authorization amount to $15 million for contracts E741C-15 (AECOM) and E741D-15 (RailPros) for the three-year base term and two-year option. 7. Contract No. SP466-16 Law Enforcement Services Recommendation to Amend Period of Performance and Increase Contract Funding Authorization County of Los Angeles Sheriff s Department Sonny Ibrahim, Senior Contract and Compliance Administrator, provided a brief background on this item as detailed in the staff report and requested approval of staff s recommendation. Matt Rodriguez, Security Manager stated that his team engaged in discussions and were pleased with the agreement. He noted that one deputy would be reinstated by this new agreement who would support homeless and Right-of-Way enforcement. Captain Schow was introduced and remarked that the Sheriff s department was in support of this agreement.
Page 5 Vice-Chair Humphrey commented that the Board and the Authority expected that the key performance indicators were expected to be met at the minimum requirements and hoped that the performance goals would be exceeded. Upon a motion by 2 nd Vice-Chair Najarian and seconded by Director Berkson the Board approved the recommendation. There was no opposition and the motion passed unanimously. ACTION: The Board authorized the Chief Executive Officer to amend Contract No. SP466-16 for Law Enforcement Services with the County of Los Angeles Sheriff s Department for a three-year base term with one two-year option, and increase contract authority to an amount not to exceed $27,600,000. 8. FY2017-18 Trade Low Carbon Transit Operations Program Resolution for Fare Voucher Program Anne Louise Rice, Assistant Director, Grants, provided a brief background on this item as detailed in the staff report and requested approval of staff s recommendation. Upon a motion by Director Winterbottom and seconded by 2 nd Vice-Chair Najarian the Board approved the recommendation. There was no opposition and the motion passed unanimously. ACTION: The Board adopted Resolution 18-95 (Attachment A of the staff report) to authorize the Chief Executive Officer to execute for and on behalf of the Authority, any actions necessary for the purpose of obtaining financial assistance provided by Caltrans. The Chief Executive Officer may delegate these actions to the Deputy Chief Executive Officer; the Deputy Operating Officer for Project Planning and Delivery; or the Director of Planning. 9. Dodgers Express Service Proposed Pilot Program Roderick Diaz, Director, Planning and Development, provided a brief background on this item as detailed in the staff report and requested approval of staff s recommendation. 2 nd Vice-Chair Najarian commented that the key to the success of this program would be proper and aggressive marketing and suggested a possibility for the 2019 season to provide a waiver for season ticket holders and to seek funding from Mobile Source Air Pollution Reduction Review Committee (MSRC) and other funding opportunities. He remarked that Metrolink should not only be associated with commuter trips, but also providing service for transportation to museums, events and weekend activities.
Page 6 He stated that he supported the concept and inquired as to the costs for the program. Roderick Diaz stated that there were separate costs associated with the options: a) Friday night games; b) Weekend service; or c) Combination of both 2 nd Vice-Chair Najarian stated that he was in favor of the combination of service and suggested that the Authority not limit options just for the Dodger service but also to market train service to Downtown Los Angeles for all events. Director Romero inquired as to the security and marketing costs for this program. She mentioned that this program would provide a great opportunity to address freeway traffic, she moved to implement the options. Director Romero commented that this service would be a shared cost between the Los Angeles County Metropolitan Transportation Authority (Metro) and the San Bernardino County Transportation Authority (SBCTA), she requested staff to work with SBCTA to fund this program. Arthur T. Leahy also asked the Board to authorize staff to explore the funding options for the 2019 baseball season, noting that much of the possible funding opportunities were not available since this request came at the beginning of the 2018 baseball season. Director Marquez stated that the SBCTA was supportive of this program, but wanted to have the costs be as close to revenue neutral as possible and asked for clarification as to the costs for SBCTA. Roderick Diaz responded that he did not have the exact costs available but believed them to be approximately $70,000 for SBCTA. Director Martinez commented that she was excited to be able to provide this service on the Antelope Valley Line, and noted that on behalf of Director Barger would desire to have the service provided up to the Palmdale station. She also asked that staff provide information to the Board on the safety plan for the late night return trains. It was asked of the Board which option they were seeking to pursue. Director Romero stated that she was in favor of pursuing both of the options. Upon a motion by Director Romero and seconded by Director Winterbottom the Board approved the recommendation as amended. A no vote was received by Director Marquez. The motion passed. ACTION: The Board provided direction for staff to operate and market the pilot program with the two options for Friday night and weekend game service.
Page 7 10. San Bernardino Line Promotional Fare Reduction Pilot Henning Eichler, Planning Manager, Planning & System Performance Analysis, provided a brief background on this item as detailed in the staff report and requested approval of staff s recommendation. Upon a motion by Director Marquez and seconded by 2 nd Vice-Chair Najarian the Board approved the recommendation. There was no opposition and the motion passed unanimously. ACTION: The Board received the recommendations of the Metro and SBCTA Boards and direct staff to implement a 25% fare reduction pilot for an initial period of six months effective July 1, 2018, with an extension for an additional six months following the completion of a Title VI fare equity analysis in October 2018. Promotional San Bernardino Line fares will not be valid for travel on Riverside Line trains. (Riverside Line fares continue to be valid on both the Riverside and San Bernardino Lines.) 11. Funding Agreement with Los Angeles County Metropolitan Transportation Authority for Doran Street Crossing Grade Separation Project; Valley Subdivision Mile Post 7.99, Design Review and Project Support Andy Althorp, Principal Engineer (Project Management), provided a brief background on this item as detailed in the staff report and requested approval of staff s recommendation. 2 nd Vice-Chair Najarian remarked that this crossing is located in the City of Glendale and there had been fatalities at that location. He was pleased to see safety improvements made at this crossing. Vice-Chair Humphrey stressed the need to have this project move forward. He emphasized that if there are any delays during the project that staff shall inform the Board. Upon a motion by Director Leon and seconded by Director Marquez the Board approved the recommendation. There was no opposition and the motion passed unanimously. ACTION: The Board authorized the Chief Executive Officer to negotiate and execute this Funding Agreement between Metro and the Authority in the amount of $390,300, defining the roles, responsibilities and funding commitments for the Doran Street Crossing Grade Separation Project.
Page 8 12. Master Cooperative Agreement with the Metro Gold Line Foothill Extension Construction Authority for the Metro Gold Line Phase 2B Project Justin Fornelli, Director, Engineering and Construction, provided a brief background on this item as detailed in the staff report and requested approval of staff s recommendation. Upon a motion by 2 nd Vice-Chair Najarian and seconded by Director Winterbottom the Board approved the recommendation. There was no opposition and the motion passed unanimously. ACTION: The Board authorized the Chief Executive Officer to finalize and execute this MCA between the Construction Authority and the Authority, in an amount notto-exceed $4,929,370, at the Construction Authority s sole cost, defining roles and responsibilities of the Construction Authority and the Authority for the design and construction of the Metro Gold Line Phase 2B Project. 13. Fuel Hedging Program Update Quarter Ended March 31, 2018 Christine Wilson, Senior Manager, Finance, provided a brief background on this item 2 nd Vice-Chair Najarian remarked that although this program has proven successful, he reiterated that the goal of this program was to maintain a predictable budget that was reliable and sustainable. He noted that the market could change and the focus for a steady budget point was needed. 14. Comparative Operating Statement Actual vs Budget through the Third Quarter of Fiscal Year 2018 and vs Third Quarter Actual of Fiscal Year 2017 and Year- End Forecast for Fiscal Year 2018 with Comparisons to Budget and Prior Year Actual Christine Wilson, Senior Manager, Finance, provided a brief background on this item
Page 9 15. FY2017-18 Quarterly Accounts Receivable Status Report Quarter Ended March 31, 2018 Thelma Bloes, Senior Manager, Finance, provided a brief background on this item 16. FY2017-18 Quarterly Investment Report Quarter Ended March 31, 2018 Thelma Bloes, Senior Manager, Finance, provided a brief background on this item 17. FY2018-19 Budget Development Update Christine Wilson, Senior Manager, Finance, provided a brief background on this item 18. Capital Grant Summary for January through March 2018 Anne Louise Rice, Assistant Director, Grants, provided a brief background on this item 19. 2018 Transit and Intercity Rail Capital Program Grant Application Status Update Anne Louise Rice, Assistant Director, Grants, provided a brief background on this item Arthur T. Leahy stated that a meeting with State representatives was conducted earlier that week. Staff was in the process of gathering a list of projects and timeline. Director Leon requested that staff provide a report of an educational tenor which would provide information to the public to understand what this investment means / will do for the communities. He also inquired if staff would provide outreach to the various cities and counties about this award and projects that would be part of the grant.
Page 10 2 nd Vice-Chair Najarian expressed his excitement about this award. He noted that although a lot of the funding would go towards the Los Angeles County Metropolitan Transportation Authority (Metro) LINK Union Station project, the Authority had much to be excited about. Anne Louise Rice concurred and thanked the several departments that were involved in the submission of this grant application and named the following departments: Engineering Government Relations Public Affairs Planning 20. State and Federal Legislative Update Whitney O Neill, Senior Manager, Government and Regulatory Affairs, provided a brief background on this item 21. Positive Train Control Program Update of Project Status, Including Interoperability with BNSF Railway, Union Pacific Railroad, Amtrak, and North County Transit District Darrell Maxey, Deputy Chief Operating Officer (PTC and Engineering), provided a brief background on this item Director Leon inquired as to why Amtrak had slipped from their implementation schedule. Darrell Maxey referred the Board to slide 4 of the presentation. He reported that staff had been working closely with Amtrak and that although Amtrak was committed to be running Positive Train Control (PTC) in June, it appears that it will be delayed until the July / August timeframe. Director Leon commented that safety was number one at the Authority and was concerned about the delays. He requested that staff continue to keep the Board informed, and added that if the City of Los Angeles Mayor s office needed to be involved, to please let him know. Vice-Chair Humphrey expressed his concern and noted that it was Amtrak representative that appeared before the Board on their timeline and wanted them to be reminded of their commitment. Arthur T. Leahy stated that the Authority held conversations with officials in Washington DC regarding the federal mandated 2018 deadline and issues for those
Page 11 railroads not compliant by that time. He reassured the Board that staff would closely monitor this project and keep the Board informed. A copy of the PowerPoint presentation is available upon request from the Board Secretary. 22. Service Improvements to Burbank Glendale Los Angeles Corridor Arthur T. Leahy requested that this item be pulled and presented at a future meeting to allow staff to provide additional information to respond to the Board s request on frequency of service and current opportunities. ACTION: The Board agreed to defer this item to a future Board meeting. 23. Burbank Airport North (AV Line) Station Opening Margaret Meadows, Coordinator, Marketing, provided a brief background on this item 2 nd Vice-Chair Najarian remarked that he served as emcee at the event. He noted that the event was attended by Eric Garcetti, Mayor, City of Los Angeles, council members with the cities of Glendale, Burbank and Santa Clarita, along with staff from the Authority, Metro, the City of Los Angeles and Burbank Airport. He also commented that the Tier 4 locomotive provided a nice backdrop and everyone was excited to see the locomotive at the event. Arthur T. Leahy commented that a plaque was dedicated to former Board member, Supervisor Michael Antonovich who played a pivotal role in the opening of the station. It was noted that the new station would serve as a placeholder until the airport remodel was completed. 2 nd Vice-Chair Najarian commented that Director Martinez was also present at the event. He remarked that this was a great Public Relations opportunity and hoped that the Authority was going to share this event with the public. 24. Updates to Human Resources Policies and Procedures Roxanne Randolph, Senior Human Resources Analyst, provided a brief background on this item
Page 12 25. Compensation Report FY2017-18 3 rd Quarter (January 1, 2018 through March 31, 2018) Patty Francisco, Director, Human Resources, provided a brief background on this item 26. Update on Vacant Information Technology Positions Arun Chakladar, Senior Director, Information Technology, provided a brief background on this item 28. Internship Program Update Belinda Varela, Recruitment Manager, provided a brief background on this item as detailed in the staff report. 2 nd Vice-Chair Najarian asked if the internships were paid or volunteer positions. Belinda Varela responded that the internships were paid positions and each intern made $10.00 per hour. 29. Mobile and Online (Web-Based) Ticketing Project Update Andy Ly, Senior Manager, Fare Collections, provided a brief background on this item as detailed in the staff report and requested approval of staff s recommendation. 30. Ticket Vending Machine Availability and Performance Update Andy Ly, Senior Manager, Fare Collections, provided a brief background on this item as detailed in the staff report and requested approval of staff s recommendation.
Page 13 31. Tier 4 Locomotive Update and Delivery Status Michelle Stewart, Senior Manager, Operations, provided a brief background on this item Five locomotives are in service. 10 units will be phased into service shortly. 912 will be in service next week. We ve been working closely with Progress Rail Gary Eelman: appointment of Michelle on Metrolink and Rich on our side improved communications. We have made a lot of progress in the last few months and open for questions. Director Winterbottom was pleased to hear that the prior issues were resolved and urged the Authority to continue with introducing more locomotives into the fleet. 32. Performance Update on Contract No. OP136-10 Operator Services Quarter Ended March 31, 2018 Rod Bailey, Deputy Chief Operating Officer (Dispatch and Operator Services), provided a brief background on this item Director Martinez requested to be provided information on what trains the sheriff s ride especially during the evening hours 1. Arthur T. Leahy stated that staff regularly communicates with the sheriffs regarding service on the San Bernardino and Antelope Valley lines during evening service. 33. Quarterly Report on Bus Bridge Response for Unplanned Service Disruptions Quarter Ended March 31, 2018 Sandra Martinez, Supervisor, Customer Relations, provided a brief background on this item Director Martinez was pleased with staff s work and response to service disruptions. Vice-Chair Humphrey stated that he spoke with a bus operator regarding providing buses when there are disruptions and it was noted that the one of the main issues was locating an available operator. Sandra Martinez confirmed that the number one reason that buses could not be available was a lack of operators. 1 Attachment A of these minutes includes requested information.
Page 14 Arthur T. Leahy noted that there was also an issue on how Metrolink was viewed by the agencies, and stressed that the executive leadership and the Board worked diligently to make providing bus bridges a priority to its riders. He thanked Director Barger for working with transit agencies in the Antelope Valley. Arthur T. Leahy remarked that the Authority has had similar issues with coroners, but noted that staff continues to work on improving in this area. 34. Federal Railroad Administration Inspections, Exceptions and Violations Update Tracy Berge, Assistant Director, System Safety, provided a brief background on this item 35. Internal Audit Department Update Elisabeth Lazuardi, Senior Manager, Audit, provided a brief background on this item 36. Contract Audit: Mass Electric Construction Company Contract No. MS222-09R (#2018-02-CA) Elisabeth Lazuardi, Senior Manager, Audit, provided a brief background on this item 37. Performance Audit: Fare Revenue Reconciliation Processes (#2017-14-IA) Elisabeth Lazuardi, Senior Manager, Audit, provided a brief background on this item
Page 15 38. Performance Audit: Grant Accounting and Management of Grants Receivables (#2017-19-IA) Elisabeth Lazuardi, Senior Manager, Audit, provided a brief background on this item 39. Corrective Action Status Update Quarter Ended March 31, 2018 Elisabeth Lazuardi, Senior Manager, Audit, provided a brief background on this item 40. Chief Executive Officer s Report Arthur T. Leahy reported on the following items: Upcoming Bus Bridges May 12 and 13, 2018 there would be a scheduled bus bridge on the San Bernardino line between El Monte and Baldwin Park stations. New Headquarters the Authority moved to their new headquarters location 900 Wilshire Blvd., Suite 1500, Los Angeles, CA 90017 and looked forward to holding future Board meetings in the new building. He thanked Elissa K. Konove, Deputy Chief Executive Officer for her lead on the move along with staff for their support. Technical Advisory Committee (TAC) Charter staff began work on a TAC charter and would share with the Board once it was completed. Recent Assaults four assaults occurred in the last few weeks. Two assaults were on the Antelope Valley line and involved a conductor who suffered injuries as a result, and one with an armed security guard. An ambassador was assaulted at Los Angeles Union Station, and a Metro bus driver was assaulted while assisting with a bus bridge on the San Bernardino line and suffered minor injuries. 41. Board Members' Comments Director Berkson referred back to Item No. 33 of the agenda and mentioned that one of the things he would like to see occur if possible, would be for cross training and suggested housing buses at some of the Metrolink stations to help in quicker response times. He suggested, for example, that a security officer could be trained as a bus operator. Vice-Chair Humphrey commented that there could be union issues with that suggestion but appreciated the creative thinking. Arthur T. Leahy also noted that there would be cost issues, but staff could compile an analysis and provide to the Board at a future meeting.
Page 16 Director Leon commented that this would be the last board meeting at the Gateway building and was appreciative to holding the Board meetings here. 42. Chair s Comments Vice-Chair Humphrey commented on the following items: Use of Metro Board room Thanked both the Authority and Metro staff for providing the Board room and expressed appreciation for Metro s welcome and use of the room for several years. Recent Assaults regarding injuries to staff, he urged staff to inform the Board if someone receives a life-threatening injury or is hospitalized. Mother s Day adjourn in the honor of those women present who are mothers. CLOSED SESSION 43. Closed Session The Board convened into Closed Session at 11:27 a.m. to discuss Item No. 43 a. and reconvened in Open Session at 12:10 p.m., at which time Counsel indicated there was nothing to report. a. CONFERENCE WITH LEGAL COUNSEL ANTICIPATED LITIGATION Initiation of Litigation pursuant to Government Code section 54956.9(d)(4) (1 potential case) 44. ADJOURNMENT There being no further business for consideration by the Board, the meeting was adjourned at 12:11 p.m. Respectfully Submitted, Kari Holman Assistant to the CEO/Board Secretary
May 11, 2018 Minutes Attachment A Train rides by deputies are not conducted on a predetermined schedule. They can be affected by various factors on a daily basis and adjustments can be made throughout a shift. We request that our deputies try to ride at least four trains during their eight hour shift which we will feel provides a broader coverage and visibility over a greater number of trains. Therefore, end to end runs are usually not conducted since those could take up about five hours of a deputy s eight hour shift and would result in only two trains being ridden. Other considerations that affect trains ridden on a daily basis are calls for service, requests from conductors or Metrolink to ride certain trains, targeted enforcement operations such as Grade Crossing operations and Homeless Encampment operations. Another factor is the train schedules themselves. Deputies have to consider their travel time from the Sheriff s station to a platform and then the availability of trains to take them in both directions and get them back to their starting point and their vehicle. All the train rides are documented on the Metrolink Bureau Shift Summary which is provided to Metrolink on a daily basis. During the month of May (May 1 May 29, 2018), the following trains were ridden on the Antelope Valley Line: 201 2 times 203 16 times 204 3 times 205 15 times 206 8 times 207 19 times 208 5 times 209 4 times 210 18 times 211 8 times 214 18 times 215 8 times 217 12 times 218 2 times 219 3 times 220 7 times 221 15 times 222 10 times 223 16 times 224 20 times 226 17 times 227 17 times