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DRAFT MINUTES Special Operations Committee Meeting Alameda-Contra Costa Transit District 2nd Floor Board Room 1600 Frank...

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DRAFT MINUTES Special Operations Committee Meeting Alameda-Contra Costa Transit District 2nd Floor Board Room 1600 Franklin Street Oakland, California Wednesday, October 14, 2009 3:30 p.m. Operations Committee Members: Director Joel Young, Chair Director Elsa Ortiz Director H. E. Christian Peeples, Vice President

The meeting was called to order at 3:33 p.m. with Chairman Young presiding. Committee Members Present: Director Ortiz, Vice President Peeples and Director Young, Committee Chair. Committee Members Absent: None. Also Present: General Manager Rick Fernandez, General Counsel Ken Scheidig, Deputy General Manager for Service Development Nancy Skowbo, and District Secretary Linda Nemeroff. Public Comment There was no public comment offered. INFORMATION ITEM(S) (Consent Calendar) [Items listed under the Consent Calendar are considered to be routine and may be enacted by one motion/one vote. If discussion is desired, an item may be removed from the Consent Calendar and will be considered individually.] 1. Consider approving Operations Committee minutes of September 9, 2009. MOTION: ORTIZ/PEEPLES to approve the minutes and forward to the Board of Directors recommending receipt (3).

BRIEFING ITEM(S)/ACTION ITEM(S): 2. Consider receiving report on District vehicles, recommend the adoption of amendments to Board Policy 422 –Vehicles, Assignment and Use, and receipt of an administrative regulation implementing Board Policy 422 (Requested by Director Harper – 5/27/09; Vice President Peeples – 8/26/09) (GM Memo No. 09-178). [A revised Attachment 1 to the memo was provided in the red folders for information.] AC Transit District Operations Committee

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Chief Maintenance Officer Joe De Prospero presented the staff report, noting a few minor corrections. Vice President Peeples requested more analysis of pool cars to determine if it would be more cost effective to use City Car Share or Zip Car as opposed to pool vehicles. He further requested additional information on whether we should/should not as matter of policy include a statement about the fuel efficiency or carbon impact of the vehicles purchased by the District. Director Ortiz asked for clarification concerning the Internal Revenue Service (IRS) rules. The General Counsel responded that the District had not been compliant with the IRS rules regarding the personal use of vehicles and needed to be brought into compliance with the law. Director Ortiz explained that she had concerns regarding the 24-hour use of vehicles for several reasons, primarily that the existing policy regarding vehicle assignment and use was not being followed. She further noted that 24-hour use of vehicles should be considered a perk as there appeared to be no clear justification for the assignment of a vehicle to certain positions. She further requested that staff provide justification for all the current 24-hour vehicle assignments. Director Ortiz requested that Board Policy 422 be amended to limit the discretion of the General Manager to assign an employee 24-hour use of a District vehicle without justification. Vice President Peeples commented that a consideration for 24-hour use of a vehicle was the need to haul heavy, bulky equipment or supplies. Vice President Peeples moved to forward the revisions of Policy 422 to the Board for adoption and retain the remainder of the issues in committee. The motion died for lack of a second. MOTION: ORTIZ/YOUNG to forward to the Board of Directors as an A-memo recommending adoption of Board Policy 422 with the requested amendments. Staff to provide additional analysis on the cost effectiveness of using Zip Car or City Car Share service in lieu of pool cars and justification for each currently assigned 24-hour use vehicle (2-1). 3. Consider receiving report the District’s Extraboard Policies and comparison to other transit agencies (Requested by Vice President Peeples – 1/23/08) (GM Memo No. 09-237). Chief Transportation Officer Kathleen Kelly presented the staff report. There was no discussion of the item.

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MOTION: ORTIZ/PEEPLES to forward to the Board of Directors recommending receipt (3). 4. Consider recommending adoption of Resolution No. 09-032 creating the new classifications of Transportation Supervisor Assistant, Sr. Human Resources Administrator, and Electrical Support Worker (GM Memo No. 09-147). Chief Human Resources Officer Kurt De Stigter presented the staff report. Director Ortiz inquired if the positions were for the temporary Transbay Terminal. Mr. De Stigter responded that the Transportation Supervisor Assistant position was and that the classification was being established in anticipation of the move to the temporary terminal. MOTION: PEEPLES/ORTIZ to forward to the Board of Directors recommending approval (3). Agenda Planning Chairman Young requested a report on guidelines for supplemental service. 1-3 Months (October - December) ƒ

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Follow-up report regarding the costs and risks associated with placing all schedule and GPS data onto an outside server for use by the public (Requested by Vice President Peeples – 3/26/08) [Reference: GM Memo No. 09-095a]. November – Nancy Skowbo Review of the MUNI schedule book to determine if this is a viable option for AC Transit (Requested by the Paratransit Committee – 9/24/08). November – Victoria Wake Report on the possibility of producing large print maps and schedules for distribution to senior centers (Requested by the Paratransit Committee – 9/24/08). November – Victoria Wake Report six months or a year from the initiation of the MUNI program as authorized by recent legislation on utilizing video cameras to ticket people who park in bus stops (Requested by Vice President Peeples – 1/23/08). Nancy Skowbo [Staff to advise on new due date] Report comparing the various engines and transmissions, their durable life and whether new ones were better quality (Requested by Vice President Peeples – 8/26/09). Report regarding a review of the District’s full load policy with respect to bicycles, strollers and wheelchairs; and a review of bus interiors for the purpose of making modifications to new buses (Requested by Vice President Kaplan/Director Wallace – 12/5/08 and Director Harper – 3/11/09). November – Kathleen Kelly Discussion regarding security issues in Richmond (Requested by Director Wallace – 9/9/09) Referred to Closed Session.

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3-6 Months (December - May) ƒ ƒ

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Review and report on the regional emergency plan for the 13 cities, 9 unincorporated areas and 2 counties as to what jobs have been allocated to AC Transit’s buses (Requested by President Peeples – 5/16/07). January – Kathleen Kelly and Larry Perea Report regarding amendments to Administrative Regulation 281 concerning Nepotism (Requested by President Harper – 11/29/07) (Reference: GM Memo No. 08-222) [Retained in Committee – 9/24/08 – General Counsel to review the regulation]. February – Ken Scheidig Review and report regarding the fare policies for other transit agencies (Requested by Vice President Peeples – 9/9/09).

Unfunded Projects ƒ

Report on the usefulness of the mobile command vehicle to other agencies in the event of an emergency, i.e. notice to other agencies, procedure for requesting it, and the MOUs that are in place (Requested by Director Harper – 3/26/08). January – Kathleen Kelly and Larry Perea

Quarterly Reports: ƒ APC Data ƒ On-time Performance (Nov) ƒ Performance of the Translink Call Center (Nov) Semi-Annual Reports ƒ Environmental Sustainability Plan (Jan/June) ƒ Report on the outreach efforts for the transition of paper fare media to Translink (Requested by Director Young – 7/8/09) (Jan/June). Adjournment There being no further business to come before the committee, the meeting was adjourned at 4:05 p.m. The next meeting of the Operations Committee is scheduled for Wednesday, November 18, 2009. Respectfully submitted, Linda A. Nemeroff District Secretary

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