AC TRANSIT DISTRICT Board of Directors Executive Summary
DS Memo No. 08-114 Meeting Date: May 28, 2008
Committees: Planning Committee External Affairs Committee Rider Complaint Committee Board of Directors
Finance and Audit Committee Operations Committee Paratransit Committee Financing Corporation
SUBJECT: FY 2007/2008 3rd Quarter Report on Travel and Meeting Expenses for Directors and Board Officers. RECOMMENDED ACTION: Information Only
Briefing Item
Recommended Motion
Fiscal Impact: Budgeted Background/Discussion: The attached report (Attachment A) is presented for information pursuant to Board Policy No. 180A, Travel and Meeting Expenditure Reimbursements for Directors and Officers. A summary of the funds expended from the Board’s Transportation Advocacy Travel Account is also provided in Attachment B. Attachments: Attachment A: 3rd Quarter Directors and Officers Travel/Meeting Expense Report Attachment B: Transportation Advocacy Travel Account Summary Approved by: Prepared by: Date Prepared:
BOARD ACTION:
Linda A. Nemeroff, District Secretary Kathleen Eichmeier, Assistant District Secretary May 9, 2008
Approved as Recommended [ ] Approved with Modification(s) [ ]
Other
[ ]
The above order was passed on: . Linda A. Nemeroff, District Secretary By
TRAVEL/MEETING EXPENSE Directors and Officers FY 2007/2008 Third Quarter Report Director
Expense Description
WALLACE Beginning Balance 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec) 3rd Quarter Travel/Meetings (Jan/Feb/Mar) 3rd Quarter Report January TRB 87th Annual Meeting, January 13-17, 2008, Washington, DC Registration Affiliate Membership Dues Airfare Lodging Per Diem (IRS Rate $64) Ground Transportation
$3,545.45
$35.00 $36.44
February Purchase of Motorola Q
$99.00
Blackberry - Voice Service * Blackberry - Data Service *
$35.99 $24.99
Blackberry - Voice Service * Blackberry - Data Service * Total:
Quarter
$264.32 $4,770.27 $3,545.45
Declining Balance $9,000.00 $8,735.68 $3,965.41 $419.96
$400.00 $107.00 $340.60 $611.46 $448.00 $147.00
Blackberry - Voice Service * Blackberry - Data Service *
March APTA Legislative Conference, March 9-11,2008, Washington, DC Registration Airfare Lodging Per Diem (IRS Rate $64) Ground Transportation
Page 1 5/22/2008
Expense Q3
$275.00 $144.25 $542.74 $192.00 $45.00 $35.99 $24.99 $3,545.45
DS Memo No. 08-114 Attachment A
*Pursuant to Board Policy 180A, Section V.B, expenses related to District provided faxes and cell phones shall be charged against the funds provided to each Director under Section III.C (Travel).
TRAVEL/MEETING EXPENSE Directors and Officers FY 2007/2008 Third Quarter Report President
Expense Description
Ending January 2008
(Pursuant to Board Policy 180a, the Board President shall receive an additional $2000available during 1st half of fiscal year, and $2,000 available during 2nd half of fiscal year)
HARPER
Beginning Balance 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec) 3rd Quarter Travel/Meetings (Jan/Feb/Mar) 3rd Quarter Report January TRB 87th Annual Meeting January 13-17, 2008 Washington, DC Registration Affiliate Membership Dues Airfare Per Diem (IRS Rate $64) Lodging Ground Transportation
Expense Q3
$4,216.20
Quarter
$249.32 $259.32 $4,216.20
Declining Balance
$11,000.00 $10,750.68 $10,491.36 $6,275.16
$400.00 $107.00 $439.60 $448.00 $680.16 $34.35
Blackberry - Voice Service * Blackberry - Data Service *
$35.00 $36.44
February Blackberry - Voice Service * Blackberry - Data Service *
$35.99 $24.99
March APTA Fare Collection Workshop, March 30-April 3, 2008, Boston, MA Registration Airfare Hotel Blackberry - Voice Service * Blackberry - Data Service * Total:
$425.00 $479.01 $1,008.68 $35.99 $25.99 $4,216.20
Page 2 5/22/2008 *Pursuant to Board Policy 180A, Section V.B, expenses related to District provided faxes and cell phones shall be charged against the funds provided to each Director under Section III.C (Travel).
TRAVEL/MEETING EXPENSE Directors and Officers FY 2007/2008 Third Quarter Report Director
Expense Description
ORTIZ
Beginning Balance 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec) 3rd Quarter Travel/Meetings (Jan/Feb/Mar) 3rd Quarter Report January 01/17/08 - BART Transportation - TJPA Office, San Francisco Fax Line* (AT&T) for Billing of December 2007 Charges Fax Line* (AT&T) for Billing of January 2008 Charges February 02/21/08 - BART Transportation - TJPA Office, San Francisco Fax Line* (AT&T) March APTA Legislative Conference, March 9-11, 2008, Washington, DC Registration Airfare Lodging Per Diem (IRS Rate $64) Ground Transportation Parking 03/14/08 - Mileage - Tri Valley Elected Women's Luncheon, San Ramon 03/20/08 - BART Transportation - TJPA Office, San Francisco Fax Line* (AT&T) Total:
Expense Q3
Quarter
$93.63 $168.04 $2,293.46 $2,293.46
Declining Balance $9,000.00 $8,906.37 $8,738.33 $6,444.87
$5.80 $18.01 $17.83
$5.80 $17.75
$575.00 $439.00 $820.98 $256.00 $65.00 $34.53
$14.21 $5.80 $17.75 $2,293.46
Page 3 5/22/2008 *Pursuant to Board Policy 180A, Section V.B, expenses related to District provided faxes and cell phones shall be charged against the funds provided to each Director under Section III.C (Travel).
TRAVEL/MEETING EXPENSE Directors and Officers FY 2007/2008 Third Quarter Report Director
Expense Description
FERNANDEZ
Beginning Balance 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec) 3rd Quarter Travel/Meetings (Jan/Feb/Mar) 3rd Quarter Report January Blackberry - Voice Service* Blackberry - Data Service* February 2/15/08 Affiliate Membership Dues, TRB Blackberry - Voice Service* Blackberry - Data Service* March APTA Legislative Conference, March 9-11, 2008, Washington, DC Registration Airfare Lodging Blackberry - Voice Service* Blackberry - Data Service* Total:
Expense Q3 Quarter
$214.32 $142.88 $1,917.21 $1,917.21
Declining Balance $9,000.00 $8,785.68 $8,642.80 $6,725.59
$35.00 $36.44
$107.00 $35.99 $24.99
$575.00 $494.50 $547.31 $35.99 $24.99 $1,917.21
Page 4 5/22/2008 *Pursuant to Board Policy 180A, Section V.B, expenses related to District provided faxes and cell phones shall be charged against the funds provided to each Director under Section III.C (Travel).
TRAVEL/MEETING EXPENSE Directors and Officers FY 2007/2008 Third Quarter Report Director
Expense Description
DAVIS
Beginning Balance 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec) 3rd Quarter Travel/Meetings (Jan/Feb/Mar) 3rd Quarter Report January Blackberry - Voice Service* Blackberry - Data Service* February 2/15/08 Affiliate Membership Dues, TRB
Expense Q3 Quarter
$2,735.47 $142.88 $449.40 $449.40
$9,000.00 $6,264.53 $6,121.65 $5,672.25
$35.00 $36.44
$107.00
Purchase of Blackberry
$99.00
Blackberry - Voice Service* Blackberry - Data Service*
$35.99 $24.99
March APTA Legislative Conference, March 9-11, 2008, Washington, DC - Cancelled Registration - Cancellation Fee
$50.00
Blackberry - Voice Service* Blackberry - Data Service*
$35.99 $24.99
Total:
Declining Balance
$449.40
Page 5 5/22/2008 *Pursuant to Board Policy 180A, Section V.B, expenses related to District provided faxes and cell phones shall be charged against the funds provided to each Director under Section III.C (Travel).
TRAVEL/MEETING EXPENSE Directors and Officers FY 2007/2008 Third Quarter Report Director
Expense Description
KAPLAN
Beginning Balance 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec) 3rd Quarter Travel/Meetings (Jan/Feb/Mar)
Expense Q3
$243.92
3rd Quarter Report January Cell Phone Service* Earthlink Invoice# 356071229
$51.96
February Mayor's Economic Outlook Breakfast, February 19, 2008, Oakland Marriott City Center, Oakland Registration
$70.00
Blackberry - Voice Service* Blackberry - Data Service*
$35.99 $24.99
March Blackberry - Voice Service* Blackberry - Data Service*
$35.99 $24.99
Total:
Quarter $161.85 $221.85 $243.92
Declining Balance $9,000.00 $8,838.15 $8,616.30 $8,372.38
$243.92
Page 6 5/22/2008 *Pursuant to Board Policy 180A, Section V.B, expenses related to District provided faxes and cell phones shall be charged against the funds provided to each Director under Section III.C (Travel).
TRAVEL/MEETING EXPENSE Directors and Officers FY 2007/2008 Third Quarter Report President
Expense Description
Beginning January 2008
(Pursuant to Board Policy 180a, the Board President shall receive an additional $2000 available during 1st half of fiscal year, and $2,000 available during 2nd half of fiscal year)
PEEPLES
Beginning Balance 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec) 3rd Quarter Travel/Meetings (Jan/Feb/Mar) 3rd Quarter Report January TRB 87th Annual Meeting, Washington, DC, January 13-17, 2008 Registration Affiliate Membership Dues Airfare Ground Transportation Per Diem (IRS Rate $64) Lodging Bridge Tolls
Expense Q3
$3,231.77
Quarter
$480.00 $744.30 $3,231.77
Declining Balance
$11,000.00 $10,520.00 $9,775.70 $6,543.93
$400.00 $107.00 $312.10 $90.95 $384.00 $744.25 $4.00
Cell Phone Charges*
$35.99
February League of Conservation Voters Event, February 20, 2008, Oakland Registration
$40.00
Cell Phone Charges*
$35.99
March NHA Annual Hydrogen Conference 2008, March 30-April 4, 2008, Sacramento, CA Per Diem (IRS Rate $59) Lodging Ground Transportation Cell Phone Charges* Page 7 5/22/2008
Total:
$545.00 $236.00 $214.50 $46.00 $35.99 $3,231.77
*Pursuant to Board Policy 180A, Section V.B, expenses related to District provided faxes and cell phones shall be charged against the funds provided to each Director under Section III.C (Travel).
TRAVEL/MEETING EXPENSE Directors and Officers FY 2007/2008 Third Quarter Report Expense Description BOARD OFFICERS
FERNANDEZ, General Manager 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec) 3rd Quarter Travel/Meetings (Jan/Feb/Mar)
Expense Q3
$0.00
Quarter
Declining Balance
$0.00 $2,043.12 $0.00
3rd Quarter Report January No Reportables February No Reportables March No Reportables Total:
$0.00
Page 8 5/22/2008 *Pursuant to Board Policy 180A, Section V.B, expenses related to District provided faxes and cell phones shall be charged against the funds provided to each Director under Section III.C (Travel).
TRAVEL/MEETING EXPENSE Directors and Officers FY 2007/2008 Third Quarter Report Expense Description BOARD OFFICERS SCHEIDIG, General Counsel 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec) 3rd Quarter Travel/Meetings (Jan/Feb/Mar)
Expense Q3
$3,799.30
Quarter
Declining Balance
$2,290.05 $3,539.54 $3,799.30
3rd Quarter Report January No Reportables February APTA Legal Affairs Workshop, February 9-14, 2008, San Antonio, TX Registration Per Diem (IRS Rate $54) Lodging Ground Transportation Airfare (This includes the $200 international cancellation fee charged by American Airlines when the Van Hool trip was cancelled) March APTA Procurement Steering & Accessibility Meetings, March 8-13, 2008, Washington, DC Per Diem Lodging Ground Transportation Airfare (1/2 of RT Airfare, the remainder to be paid by APTA) Total:
$425.00 $270.00 $1,074.12 $234.64
$647.97
$17.25 $837.00 $109.32 $184.00 $3,799.30
Page 9 5/22/2008 *Pursuant to Board Policy 180A, Section V.B, expenses related to District provided faxes and cell phones shall be charged against the funds provided to each Director under Section III.C (Travel).
TRAVEL/MEETING EXPENSE Directors and Officers FY 2007/2008 Third Quarter Report Expense Description BOARD OFFICERS NEMEROFF, District Secretary 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec) 3rd Quarter Travel/Meetings (Jan/Feb/Mar)
Expense Q3
$0.00
Quarter
Declining Balance
$0.00 $1,287.01 $0.00
3rd Quarter Report January No Reportables February No Reportables March No Reportables Total:
$0.00
Page 10 5/22/2008 *Pursuant to Board Policy 180A, Section V.B, expenses related to District provided faxes and cell phones shall be charged against the funds provided to each Director under Section III.C (Travel).
TRAVEL/MEETING EXPENSE Directors and Officers FY 2007/2008 Third Quarter Report BOARD MEMBER Wallace Harper (President July '07-Dec. '07) Ortiz Fernandez Davis Peeples (President Jan '08-Present) Kaplan GRAND TOTALS
Expense Q1
Expense Q2
Expense Q3
$264.32 $249.32 $93.63 $214.32 $2,735.47 $480.00 $161.85 $4,198.91
$4,770.27 $259.32 $168.04 $142.88 $142.88 $744.30 $221.85 $6,449.54
$3,545.45 $4,216.20 $2,293.46 $1,917.21 $449.40 $3,231.77 $243.92 $15,897.41
Expense Q4
TOTAL
YTD BALANCE $419.96 $6,275.16 $6,444.87 $6,725.59 $5,672.25 $6,543.93 $8,372.38
$0.00
$8,580.04 $4,724.84 $2,555.13 $2,274.41 $3,327.75 $4,456.07 $627.62 $26,545.86
Page 11 5/22/2008 *Pursuant to Board Policy 180A, Section V.B, expenses related to District provided faxes and cell phones shall be charged against the funds provided to each Director under Section III.C (Travel).
TRAVEL AND MEETING EXPENSES Transportation Advocacy Travel Account Summary FY 2007/2008 Expense Description Transportation Advocacy Travel Account 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec) 3rd Quarter Travel/Meetings (Jan/Feb/Mar)
Page 1 5/22/2008
Expense Q3
$2,862.87
3rd Quarter Report January APTA Task Force Mtg (Transit CEO Seminar), January 25, 2008, Orlando, FL Director Wallace Airfare Lodging Per Diem (IRS Rate ($49)) Ground Transportation
$360.50 $425.25 $147.00 $106.00
February Legislative Meetings, February 13-15, 2008, Washington, DC - Director Wallace Lodging Per Diem (IRS Rate $64) Airfare Ground Transportation
$407.64 $320.00 $405.00 $188.80
March APTA Reauthorization Committee Meeting, March 8, 2008, Washington, DC - Director Wallace Lodging Per Diem (IRS Rate $64) Airfare Ground Transportation
$153.43 $128.00 $144.25 $77.00
Total:
$2,862.87
Quarter
$0.00 $0.00 $2,862.87
Declining Balance $5,000.00 $5,000.00 $5,000.00 $2,137.13
DS Memo No. 08-114 Attachment B
*Pursuant to Board Policy 180A, Section III.C (2) Directors shall be allowed additional monies for expenses related to Federal Transportation Funding Act business, subject to Board approval.
