AC TRANSIT DISTRICT Board of Directors
DS Memo No. 10-052 Meeting Date: February 24, 2010
Committees: Operations Committee External Affairs Committee Board of Directors
Planning Committee Finance and Audit Committee Financing Corporation
SUBJECT: FY 2009/10 Second Quarter Report on Travel and Meeting Expenses for Directors and Board Officers. RECOMMENDED ACTION: Information Only
Briefing Item
Recommended Motion
Receive report. Fiscal Impact: Budgeted. Total second quarter travel and meeting expenses for the Board of Directors amounted to $6,254.91. There were no expenses for Board Officers. Background/Discussion: Board Policy No. 180A - Travel, Meeting and Miscellaneous Expense Reimbursements for Directors and Board Officers, provides that the Board of Directors receive an itemized quarterly summary of travel, meeting and miscellaneous expenses reimbursed under the policy (Attachment A). On February 25, 2009, the Board of Directors approved a 10% (or $900) reduction in each Director’s travel budget for FY 2008/09 and FY 2009/10 with an informal goal of 20%. Expenses for the first and second quarters of FY 2009/10 totaled $14,006.39, which is 23% of the FY 2009/10 yearly budget after the 10% reduction (Attachment B). There were no reportable expenses from the Board’s Transportation Advocacy Travel Account for the second quarter 2009/10 (Attachment C). Prior Relevant Board Actions: Board Policy 180A: Travel, Meeting and Miscellaneous Expense Reimbursements for Directors and Board Officers. DS Memo No. 09-044: Approving a 10% reduction in each Director’s travel budget for FY 2008/09 and FY 2009/10. Attachments: Attachment A: Second Quarter Directors and Officers Travel/Meeting Expense Report Attachment B: Board Annual Expense Summary Attachment C: Transportation Advocacy Travel Account Summary Approved by: Reviewed by: Prepared by: Date Prepared: Rev. 1/10
Linda A. Nemeroff, District Secretary Kathleen Eichmeier, Assistant District Secretary Toshonna Ross, Senior Administrative Assistant February 16, 2010
TRAVEL/MEETING EXPENSE Directors and Officers FY 2009/2010 Second Quarter Report Director
Expense Description
WALLACE
Beginning Balance Less 10% Reduction (Approved by Board on 2/25/09) 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec)
Expense Q2
$193.62
2nd Quarter Report October PDA Service Fee
$50.00
November 11/19/09 - Office Supply - Dayminder Calendar
$18.12
PDA Service Fee
$50.00
December Computer Training, December 21-23, 2009, San Francisco, CA Transportation - BART
$25.50
PDA Service Fee Total:
Quarter
$2,443.30 $193.62
Declining Balance $9,000.00 -$900.00 $5,656.70 $5,463.08
$50.00 $193.62
*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).
DS Memo No. 10-052 Attachment A
Page 1
TRAVEL/MEETING EXPENSE Directors and Officers FY 2009/2010 Second Quarter Report Director
Expense Description
Expense Q2
HARPER
Beginning Balance Less 10% Reduction (Approved by Board on 2/25/09) 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec)
$150.00
2nd Quarter Report October PDA Service Fee
$50.00
November PDA Service Fee
$50.00
December PDA Service Fee Total:
$50.00 $150.00
Quarter
$180.60 $150.00
Declining Balance $9,000.00 -$900.00 $7,919.40 $7,769.40
Page 2
*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 2009/2010 Second Quarter Report Director
Expense Description
ORTIZ
Beginning Balance Less 10% Reduction (Approved by Board on 2/25/09) 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec)
Expense Q2
$5.80
Quarter
$93.87 $5.80
Declining Balance $9,000.00 -$900.00 $8,006.13 $8,000.33
2nd Quarter Report October No Reportables November No Reportables December 12/02/09 - BART Transportation - TJPA Interviews, San Francisco, CA Total:
$5.80 $5.80
Page 3
*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 2009/2010 Second Quarter Report President
Expense Description
Beginning July 2009
(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)
FERNANDEZ
Beginning Balance Less 10% Reduction (Approved by Board on 2/25/09) Additional $2000 available during 1st half of fiscal year Additional $2000 available during 2nd half of fiscal year 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec)
Expense Q2
$150.00
2nd Quarter Report October PDA Service Fee
$50.00
November PDA Service Fee
$50.00
December PDA Service Fee Total:
$50.00 $150.00
Quarter
$150.00 $150.00
Declining Balance $9,000.00 -$900.00 $2,000.00 $2,000.00 $11,950.00 $11,800.00
Page 4
*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 2009/2010 Second Quarter Report Director
Expense Description
Expense Q2
DAVIS
Beginning Balance Less 10% Reduction (Approved by Board on 2/25/09) 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec)
$3,498.85
2nd Quarter Report October APTA 2009 Annual Meeting, October 4-7, 2009, Orlando, FL Registration Airfare (*Airline Credit of $403.83 for Cancelled Flights) Ground Transportation Lodging Per Diem (IRS Rate of $56) Miscellaneous (Gala Reception Ticket)
$600.00 $958.23 $169.00 $1,175.62 $336.00 $75.00
10/15/09 - Registration - Fremont City Managers Luncheon, Fremont, CA
$35.00
PDA Service Fee
$50.00
November PDA Service Fee
$50.00
December PDA Service Fee Total:
$50.00 $3,498.85
Quarter
$150.00 $3,498.85
Declining Balance $9,000.00 -$900.00 $7,950.00 $4,451.15
Page 5
*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 2009/2010 Second Quarter Report Director
Expense Description
PEEPLES
Beginning Balance Less 10% Reduction (Approved by Board on 2/25/09) 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec)
$591.43
2nd Quarter Report October 10/02/09 - Registration - Contra Costa Central Labor Council's Labor 2 Labor Event, Concord, CA
$125.00
PDA Service Fee November 11/06/09 - Registration - The Right Stuff Awards Dinner (Clean Energy Economy), San Francisco, CA
Expense Q2
$9,000.00 -$900.00 $6,432.25 $5,840.82
$250.00 $23.44
11/21/09 - Registration - Newark Rotary's Charities Benefit Crab Feed, Newark, CA
$35.00
PDA Service Fee
$50.00
PDA Service Fee Total:
$1,667.75 $591.43
Declining Balance
$50.00
11/19/09 - Office Supply - Stapler for Office
December 12/17/09 - Office Supply - Micro Binder Clips
Quarter
$7.99 $50.00 $591.43
Page 6
*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 2009/2010 Second Quarter Report Director
Expense Description
YOUNG
Beginning Balance Less 10% Reduction (Approved by Board on 2/25/09) 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec) 2nd Quarter Report October 10/02/09 - Registration - Contra Costa Central Labor Council's Labor 2 Labor Event, Concord, CA 10/07/09 - Mileage - ILC Meeting, Alameda, CA 10/08/09 - Alameda County 9th Annual Save the Day Heroes Breakfast,Oakland, CA 10/09/09 - Registration - UC Berkeley Labor Center Gala Fundraiser, Oakland, CA Celebration of SF Fleet Week, October 12, 2009, Pier 32, San Francisco, CA Mileage Bridge Toll 10/15/09 - Registration - EBASE's 10th Anniversary Dinner, Emeryville, CA
Expense Q2
$1,665.21
$3,065.96 $1,665.21
Declining Balance $9,000.00 -$900.00 $5,034.04 $3,368.83
$125.00 $4.95 $45.00 $150.00
$11.55 $4.00 $100.00
AABA Luncheon Event, October 21, 2009, Oakland, CA Registration Mileage
$40.00 $8.80
10/25/09 - Registration - 11th Annual Sisters of Fire Awards, Oakland, CA
$50.00
10/28/09 - Mileage - Transit Town Hall Meeting, Oakland, CA
Quarter
$9.35
10/28/09 - Lunch - w/ Lewis Clinton Regarding District Finances
$23.00
PDA Service Fee
$50.00 Page 7
*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 2009/2010 Second Quarter Report Director
Expense Description
YOUNG
Beginning Balance Less 10% Reduction (Approved by Board on 2/25/09) 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec)
Expense Q2
$1,665.21
Quarter
$3,065.96 $1,665.21
Declining Balance $9,000.00 -$900.00 $5,034.04 $3,368.83
2nd Quarter Report (Continued) November 11/12/09 - Registration - Ella Baker Center 3rd Annual Fundraising Event, Oakland, CA 11/19/09 - Office Supply - Printer Cartridges for HP All-In-One Printer 11/04/09 - Mileage - Meeting with Nathaniel Ford of MUNI, San Francisco, CA
11/05/09 - Mileage - African American Chamber of Commerce Luncheon, Oakland, CA 11/07/09 - Mileage - NAACP Awards, San Francisco, CA 11/19/09 - Mileage - Alameda County Labor Council, Oakland, CA TURN (The Utility Reform Network) Event, 11/19/09, San Francisco, CA Registration Mileage PDA Service Fee December 12/04/09 - Mileage - Sierra Club Holiday Party, Berkeley, CA 12/05/09 - Mileage - Basketball Game for Elected Officials, Richmond, CA
$20.00 $135.51 $12.65
$8.80 $12.10 $8.80
$125.00 $12.65 $50.00
$6.05 $12.65
Page 8
*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 2009/2010 Second Quarter Report Director
Expense Description
YOUNG
Beginning Balance Less 10% Reduction (Approved by Board on 2/25/09) 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec)
Expense Q2
$1,665.21
2nd Quarter Report (Continued) December 12/11/09 - Mileage - Northern California Carpenters Regional Council Annual Holiday Moose Feed Luncheon, San Francisco, CA
$12.05
12/11/09 - Registration - Contra Costa Labor Council's 5th Annual Black and White Ball, Concord, CA
$25.00
12/17/09 - Office Supply - All in One Printer 12/17/09 - Office Supply - USB Cable for All in One Printer
$3,065.96 $1,665.21
Declining Balance $9,000.00 -$900.00 $5,034.04 $3,368.83
$406.06 $21.94
12/28/09 - Postage - Christmas Cards (118 x .44 cents) 12/29/09 - Postage - Christmas Cards (49 x .44 cents) 12/29/09 - Postage - Christmas Cards (15 x .44 cents)
$51.92 $21.56 $6.60
12/30/09 - Lunch - w/ Chief of Staff to Supervisor Keith Carson Re: ACTIA Issues, Oakland, CA
$44.22
PDA Service Fee Total:
Quarter
$50.00 $1,665.21
Page 9
*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 2009/2010 Second Quarter Report Expense Description BOARD OFFICERS GENERAL MANAGER 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec)
FERNANDEZ
Expense Q2
$0.00
Quarter
Declining Balance
$0.00 $0.00
2nd Quarter Report October No Reportables
KING
November No Reportables
KING
December No Reportables Total:
$0.00
Page 10
*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 2009/2010 Second Quarter Report Expense Description BOARD OFFICERS SCHEIDIG, General Counsel 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec)
Expense Q2
$0.00
Quarter
Declining Balance
$929.88 $0.00
2nd Quarter Report October No Reportables November No Reportables December No Reportables Total:
$0.00
Page 11
*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 2009/2010 Second Quarter Report Expense Description BOARD OFFICERS NEMEROFF, District Secretary 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec)
Expense Q2
$0.00
Quarter
Declining Balance
$0.00 $0.00
2nd Quarter Report October No Reportables November No Reportables December No Reportables Total:
$0.00
Page 12
*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 Board of Directors FY 2009/2010 Annual Summary As of January 29, 2010 BOARD MEMBER Wallace Harper Ortiz Fernandez (Board President) Davis Peeples Young GRAND TOTALS
Expense Q1
Expense Q2
Expense Q3
Expense Q4
$2,443.30 $180.60 $93.87 $150.00 $150.00 $1,667.75 $3,065.96 $7,751.48
$193.62 $150.00 $5.80 $150.00 $3,498.85 $591.43 $1,665.21 $6,254.91
$2,575.26 $150.00 $0.00 $1,362.31 $2,709.49 $1,304.85 $262.00 $8,363.91
$150.00 $150.00 $0.00 $150.00 $150.00 $150.00 $150.00 $900.00
TOTAL $5,362.18 $630.60 $99.67 $1,812.31 $6,508.34 $3,714.03 $5,143.17 $23,270.30
YTD BALANCE
% Available
$2,737.82 $7,469.40 $8,000.33 $10,287.69 $1,591.66 $4,385.97 $2,956.83 $37,429.70
33.80% 92.21% 98.77% 85.02% 19.65% 43.43% 36.50% 61.66%
*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).
DS Memo No. 10-052 Attachment B
Page 1
TRAVEL AND MEETING EXPENSES Transportation Advocacy Travel Account Summary FY 2009/2010 Expense Description Transportation Advocacy Travel Account 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec)
Expense Q2
$0.00
Quarter
$0.00 $0.00
Declining Balance $5,000.00 $5,000.00 $5,000.00
2nd Quarter Report October No Reportables November No Reportables December No Reportables Total:
$0.00
*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.
DS Memo No. 10-052 Attachment C
Page 1
