revised - monterey-salinas transit · at the approval of the board, vice-chair downey moved to...

REVISED

Board of Directors Regular Meeting

Monday, November 5, 2012 MST Conference Room One Ryan Ranch Road, Monterey 10:00 a.m.

FREE TRANSPORTATION: Ride from Monterey Transit Plaza (Munras Gate) at

9:30 a.m. or Sand City Station at 9:45 a.m. Request a Free Taxi voucher from MST

Customer Service for your return trip. (Taxi Voucher good for a $17 one-way trip).

1. CALL TO ORDER

1-1 Roll call.

1-2 Pledge of Allegiance.

2. CONSENT AGENDA

2-1 Review highlights of Agenda. (Carl Sedoryk)

These items will be approved by a single motion. Anyone may request that an item be discussed and considered separately.

2-2. Adopt Resolution 2013-10 recognizing Jaime Diaz, Utility Service Person,

as Employee of the Month for November, 2012. (Mike Hernandez) (pg. 1)

2-3. Disposal of property left aboard buses. (Sonia Bannister) (pg. 3)

2-4. Minutes of the regular meeting of October 8, 2012. (Deanna Smith) (pg. 5)

2-5. Financial Report – September, 2012. (Kathy Williams) (pg. 13)

2-6. Adopt Resolution 2013-11 recognizing Jesus Camacho, Coach Operator, for twelve years of service. (Robert Weber) (pg. 21)

2-7. Authorize change in Workers Compensation Third Party Administrator. (Kelly Halcon) (pg. 23)

2-8. Authorize the appointment of Nancy Budd to the CTSA Mobility Advisory Committee (MAC). (Tom Hicks) (pg. 25)

2-9. Receive and approve the Revised Business Travel Expense Policy. (Carl Sedoryk) (pg. 29)

2-10. Receive and Approve the Records and Information Management Policy and Records Retention Schedule. (Deanna Smith) (pg. 31)

2-11. Receive and Approve the Access to Public Records Policy.

(Deanna Smith) (pg. 73) 2-12. Receive and Approve the Employee Recognition Policy. (Carl Sedoryk)

(pg. 79) 2-13. Appoint members to the Strategic Planning Workshop Ad Hoc Committee.

(Carl Sedoryk) (pg. 83) End of Consent Agenda

3. SPECIAL PRESENTATIONS 3-1. November Employee of the Month – Jaime Diaz, Utility Service Person.

(Mike Hernandez)

3-2. Retirement - Jesus Camacho, Coach Operator. (Robert Weber) 3-3. 25 years of Service-Benjamin Newman, Risk and Security Manager.

(Kelly Halcon) 3-4. 25 years of Service - Billy McGowan, Coach Operator. (Mike Hernandez)

3-5. Transit 101: Benefits and Retirement Plans. (Kelly Halcon) 3-6. Receive Presentation on Wireless Power Transfer Technology.

(Hunter Harvath)

4. PUBLIC COMMENTS ON MATTERS NOT ON THE AGENDA

Members of the public may address the Board on any matter related to the jurisdiction of MST but not on the agenda. There is a time limit of not more than three minutes for each speaker. The Board will not take action or respond immediately to any public comments presented, but may choose to follow-up at a later time, either individually, through staff, or on a subsequent agenda.

5. COMMITTEE REPORTS

No action required unless specifically noted. 5-1. Whispering Oaks Subcommittee Minutes from October 8, 2012.

(Deanna Smith) (pg. 85)

6. BIDS/PROPOSALS 7. PUBLIC HEARINGS

8. UNFINISHED BUSINESS 9. NEW BUSINESS

10. REPORTS & INFORMATION ITEMS

The Board will receive and file these reports, which do not require any action by the Board.

10-1. General Manager/CEO Report – September, 2012. (pg. 87)

10-2. TAMC Highlights – August and October, 2012. (pg. 121)

10-3. Washington D. C. Lobbyist report – October, 2012. (pg. 127)

10-4. State Legislative Advocacy Update – October, 2012. (pg. 129)

10-5. Staff trip reports. (pg. 131)

10-6. Correspondence. (pg. 133)

11. COMMENTS BY BOARD MEMBERS

11-1. Reports on meetings attended by Board Members at MST expense (AB1234).

11-2. Board Member Comments.

11-3. Board Member Announcements.

11-4. Board Member Referrals for future agendas.

12. ATTACHMENTS

12-1 Disbursement Journal for September, 2012. (pg. 137)

13. CLOSED SESSION As permitted by Government Code §64956 et seq. of the State of California, the Board of Directors may adjourn to Closed Session to consider specific matters dealing with personnel and/or pending possible litigation and/or conferring with the Board's Meyers-Milias-Brown Act representative.

13-1 Conference with Legal Counsel – Litigation, Existing Litigation, Gov. Code § 54956.9 (c). Monterey-Salinas Transit v. County of Monterey. (No enclosure) (Carl Sedoryk)

13-2 General Manager Performance Evaluation, Gov. Code § 54957 (b).

(No enclosure) (Kelly Halcon)

14. RETURN TO OPEN SESSION 14-1. Report on Closed Session and possible action. 15. ADJOURN

NEXT MEETING DATE: December 17, 2012 in MST Conference Room.

NEXT AGENDA DEADLINE: December 4, 2012

Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection at the Monterey-Salinas Transit Administration office at 1 Ryan Ranch Road, Monterey, CA during normal business hours. Upon request, MST will provide written agenda materials in appropriate alternative formats, or disability-related modification or accommodation, including auxiliary aids or services, to enable individuals with disabilities to participate in public meetings. Please send a written request, including your name, mailing address, phone number and brief description of the requested materials and preferred alternative format or auxiliary aid or service at least 5 days before the meeting. Requests should be sent to Deanna Smith, MST, One Ryan Ranch Road, Monterey, CA 93940 or [email protected].

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Agenda # 2-2 November 5, 2012 Meeting

JAIME DIAZ

NOVEMBER 2012

EMPLOYEE OF THE MONTH

WHEREAS, each month Monterey-Salinas Transit recognizes an outstanding employee

as Employee of the Month; and

WHEREAS, the Employee of the Month is recognized for their positive contribution to

MST and to the entire community; and

WHEREAS, Jaime Diaz started his career with Monterey-Salinas Transit District as a

seasonal worker in June of 2008 and was promoted to Utility Service Person in September 2008

due to his dedication and excellent performance; and

WHEREAS, Jaime Diaz is known for consistently doing a great job and played a key role in detailing vehicles during the trolley restoration project and assisting with the GFI farebox project; and WHEREAS, Jaime Diaz has been recognized for job safety in each of his years at MST and is known for helping above and beyond his normal work assignments; and WHEREAS, Jaime Diaz was the lead person responsible for detailing Jazz buses in preparation for Jazz service, expertly detailing the exterior and the interior of the Jazz fleet resulting in customer and employee compliments about the quality of Jaime Diaz’s work; and THEREFORE BE IT RESOLVED that the Board of Directors of Monterey-Salinas Transit recognizes Jaime Diaz as Employee of the Month for November 2012; and

BE IT FURTHER RESOLVED that Jaime Diaz is to be congratulated for his

excellent work at Monterey-Salinas Transit.

THE BOARD OF DIRECTORS OF MONTEREY-SALINAS TRANSIT

PASSED AND ADOPTED RESOLUTION 2013-10 this 5th

day of November, 2012.

_______________________ _______________________

Maria Orozco Carl G. Sedoryk

Chairman Secretary

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To: Board of Directors From: Sonia Bannister, Customer Service Supervisor Subject: Disposal of unclaimed property left on bus

St. Vincent De Paul (P.G.)

4 pairs of sunglasses 8 cell phones 1 bible 5 pairs of eyeglasses 2 sweatshirts 1 remote control 1 shirt 1 baby blanket 1 black bag 2 hats 1 planner 1 back pack 8 bikes 1 jacket 2 folding chairs 20 cassettes

To be disposed 1 baby jacket 1 binder 1 envelope docs 1 water bottle 1 wallet 1 lunch bag 2 shorts 1 sweat shirt 2 I.D’s MST makes an attempt to contact the owners of Lost and Found items. If the items are unclaimed after 30 days, they are added to the above list.

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BOARD OF DIRECTORS

MINUTES OF THE REGULAR MEETING MONTEREY-SALINAS TRANSIT

October 8, 2012

1. CALL TO ORDER

In the absence of Chair Orozco, Vice-Chair Downey called the meeting to order at 10:05 a.m. in the MST Conference Room. Vice-Chair Downey welcomed representatives from the Defense Language Institute and Assemblymember Monning’s office who were in attendance to make a presentation to the Board during public comment. She requested that Public Comments be moved to the top of the agenda to accommodate them.

1-1 Roll call. 1-2 Pledge of Allegiance.

Vice-Chair Downey asked Carrie Theis, alternate for the City of Carmel-by-the-Sea, to lead the pledge of allegiance and Roll Call followed. Vice-Chair Downey conducted a Swearing in Ceremony for Director Theis.

Present: Kristin Clark City of Del Rey Oaks

Alan Cohen City of Pacific Grove Libby Downey City of Monterey

Alvin Edwards City of Seaside Frank O’Connell City of Marina David Pendergrass City of Sand City Patricia Stephens City of Soledad Carrie Theis City of Carmel-by-the-Sea

Absent: Fernando Armenta County of Monterey Susan Kleber City of King

Maria Orozco City of Gonzales Sergio Sanchez City of Salinas

Yvette Gonzalez City of Greenfield

Staff: Carl Sedoryk General Manager/CEO Zoe Shoats Marketing Analyst Kathy Matthews General Accounting & Budget Manager Michael Hernandez Asst. General Manager/COO

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Kelly Halcon Director of Human Resources & Risk Management Hunter Harvath Asst. General Manager/Finance & Administration Deanna Smith Executive Assistant to the GM/CEO Robert Weber Director of Transportation Services Sandra Amorim Purchasing Manager Sonia Bannister Customer Service Supervisor Tom Hicks CTSA Manager Dave Laredo General Counsel/De Lay & Laredo

Others: Lance Atencio MV Transportation

Eric Petersen Green Party Jim Fink MST Rider Renee Leonard MST Passenger Denika Boardman CCCIL Deborah Powell Noelle White Assemblymember Monning’s office

Apology is made for any misspelling of a name.

At the approval of the Board, Vice-Chair Downey moved to Agenda # 4, Public Comments on Matters Not on the Agenda.

2. CONSENT AGENDA

2-1 Review highlights of Agenda.

2-2 Adopt Resolution 2013-08 recognizing Tim Burton, Coach Operator, as Employee of the Month for October, 2012.

2-3 Disposal of property left aboard buses. 2-4 Minutes of the regular meeting of September 10, 2012. 2-5 Financial Report – August, 2012. 2-6 Adopt Resolution of Appreciation 2013-09 for Denika Dallimore

Boardman. 2-7 Authorize purchase of 7 medium size buses for the MST RIDES program.

Public Comment – None. Director Clark made a motion to approve Consent Agenda and was seconded by Director Stephens. The motion carried unanimously. Vice-Chair Downey moved back to Agenda # 5, Committee reports, and continued with the scheduled agenda.

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Close Public Comment.

3. SPECIAL PRESENTATIONS 3-1 October Employee of the Month – Tim Burton, Coach Operator.

Mr. Burton was not present.

3-2 Transit 101: Procurement Sandra Amorim, Purchasing Manager, delivered a presentation on MST’s purchasing and contract policy and procedures.

3-3 Resolution of Appreciation – Denika Dallimore Boardman.

Mr. Harvath presented a plaque and thanked Ms. Boardman for her extensive

support and work on behalf of the Central Coast Center for Independent Living and for being an advocate for expanding mobility and transportation options for persons with disabilities in Monterey County.

3-4 JAZZ Bus Rapid Transit Construction Update. Mr. Hernandez delivered a presentation on the progress of MST’s JAZZ Bus

Rapid Transit project. Mr. Sedoryk stated that delays in the construction phases of the BRT project

have resulted in some of the scheduling issues discussed during Public Comment. Mr. Harvath stated that he has met with the City of Monterey to receive a financial offset for some of the street light issues that were in the City of Monterey’s purview. Temporary fixes are being implemented to improve bus service while construction is completed.

Director Edwards asked if MST was still within budget for the project. Mr.

Harvath stated that MST must remain within budget. Delays and problems with concrete and infrastructure installation are being born by the vendors and the City of Monterey.

Director Clark asked if there will be real-time information at the BRT kiosks. Mr.

Harvath stated that real-time information will be available. Director Downey asked how long the bus wraps would last. Mr. Harvath stated

the wraps have an approximate 5 year lifespan and that replacement is included within the marketing plan and is a part of the overall BRT funding.

Public Comment

Mr. Fink is concerned that there are fewer stops along the Fremont Blvd. corridor. He suggests running two lines; one for BRT with fewer stops and one regular line with more stops.

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Ms. Leonard is concerned that the JAZZ line is negatively affecting service in Seaside and does not like that stops have been eliminated.

Close Public Comment

Vice-Chair Downey moved back to Agenda # 2, Consent Agenda.

4. PUBLIC COMMENTS ON MATTERS NOT ON THE AGENDA

Jim Fink stated that last Friday the Line 55 bus passed him by at Tyler Street in front of Bank of America. He took Line 22 instead and the coach operator asked the Line 55 bus to wait for him. This caused a disruption with the riders and coach operator, causing the bus to leave late for San Jose.

Renee Leonard stated that she does not like the service of the small buses at all.

MST maintains high standards, but MV Transportation is terrible. She has witnessed an elderly couple being turned away for service and her granddaughter called for an on-call bus and was told they had no more available appointments. She is also unhappy with the new JAZZ line service and is not happy that service to CHOMP has been reduced to every two hours.

Eric Petersen does not think MST should hold Board meetings on holidays. Vice-Chair Downey asked staff to follow up with Mr. Fink and Ms. Leonard and to

inform Board members on the outcome. Noelle White, representing Assemblymember Bill Monning, presented MST’s

General Manager/CEO, Carl Sedoryk, with a certificate recognizing MST for providing 40 years of public transportation service to Monterey County.

Staff Sergeant Campos, representing the Marine Corps Detachment at the

Defense Language Institute (DLI), presented certificates of appreciation to MST Coach Operators Grace Casey, Jose De Garcia, and Anthony Watts. He also presented a certificate to Mike Gallant, Business Development Planner, for all of his support in developing partnerships between MST and the DLI.

Close Public Comment At the approval of the Board, Vice-Chair Downey moved to Agenda Item #3, Special Presentations.

5. COMMITTEE REPORTS

No action required unless specifically noted.

7-1 CTSA Advisory Committee Minutes from May 23, 2012.

7-2 ADAPTR Committee Minutes from June 13, 2012.

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7-3 Facilities Committee Minutes from July 9, 2012. 7-4 Marketing Committee Minutes from August 13, 2012.

Public Comment – None. 6. BIDS/PROPOSALS

7. PUBLIC HEARINGS

8. UNFINISHED BUSINESS

8-1 Authorize payment for 21 electronic information signs for the JAZZ Bus

Rapid Transit project. Mr. Eccles requested that the Board authorize payment to Trapeze Software

Group for 21 electronic signs for MST’s Bus Rapid Transit project. Through negotiations, staff was able to receive a revised quote of $265, 991, a reduction of $117,353 from their original quote. He stated that while the project was fully funded in the Board approved capital budget, staff did overlook sending a memo to the Board for approval for this item earlier in the process.

Director O’Connell asked how staff was able to obtain such a significant

reduction in cost. Mr. Eccles stated that staff conveyed their disappointment in aspects of Trapeze’s service.

Mr. Fink asked if this will provide real-time information. Mr. Eccles stated the

sings were designed to provide real-time information. Director Edwards made a motion to authorize payment for 20 electronic

information signs for the JAZZ BRT project to Trapeze Software Group, not to exceed $265,991, and was seconded by Director Clark. The motion carried unanimously.

Public Comment – None.

9. NEW BUSINESS

9-1 Authorize purchase of 9 solar powered on-street signs for South County. Mr. Eccles requested that the Board approve the purchase of 9 solar-powered

Transit Master OnStreet signs from Trapeze Group to display real-time bus arrival information. 80% of the funding is available from a 5311(F) FTA grant. The remaining 20% is funded from California Proposition 1B Transportation Bonds approved in the MST FY 2013 Capital Budget.

Director Clark made a motion to approve the purchase of 9 solar-powered

real-time signs from Trapeze Group, not to exceed $140,000, and was seconded by Director Edwards. The motion carried unanimously.

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10. REPORTS & INFORMATION ITEMS

The Board will receive and file these reports, which do not require any action by the Board.

10-1 General Manager/CEO Report – August, 2012.

10-2 Washington D. C. Lobbyist report – September, 2012.

10-3 State Legislative Advocacy Update.

10-4 Staff Trip Reports

10-5 Correspondence.

Director Edwards asked if diesel fuel is spiking. Mr. Hernandez stated that there has been only a .05 cent increase in diesel since last week. The numbers for unleaded gasoline are not available yet.

Director Theis stated that she is very impressed with the data provided to the Board.


11. COMMENTS BY BOARD MEMBERS 11-1 Reports on meetings attended by Board Members at MST

expense (AB1234).

11-2 Board Member Comments.

11-3 Board Member Announcements.

11-4 Board Member Referrals for future agendas.

12. ATTACHMENTS

14-1 Disbursement Journal for August, 2012. The Board adjourned to Closed Session at 11:23 a.m.

13. CLOSED SESSION

13-1 Conference with Legal Counsel – Litigation, Existing Litigation, Gov. Code § 54956.9(c). Monterey-Salinas Transit v. County of Monterey.

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13-2 Conference with property negotiators. (Parcel # APN 259-011-067, 259-011-060, 003-171-024, 003-171-027, 002-248-009-010, 011-486-004, 032-171-005, L.2.1, 1.2.4.3, L.2.4.2, L.2.2.1, L.2.2.2, L.2.3, L.2.4.1)

13-3 General Manager Performance Evaluation, Gov. Code § 54957 (b)

14. RETURN TO OPEN SESSION 14-1 Report on Closed Session and possible action. No reportable action was taken. Public Comment – None.

15. ADJOURN

There being no further business, Vice-Chair Downey adjourned the meeting at 12:05 p.m.

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To: Board of Directors From: Kathy Matthews, General Accounting & Budget Manager Subject: Financial Reports – September 2012 RECOMMENDATION:

1. Accept report of September 2012 cash flow presented in Attachment #1 2. Approve September 2012 disbursements listed in Attachment #2 3. Accept report of September 2012 treasury transactions listed in Attachment #3 4. Accept September 2012 financial statements listed in Attachment #4

FISCAL IMPACT: The cash flow for August is summarized below and is detailed in Attachment #1.

Beginning balance September 1, 2012 $ 5,980,038.28 Revenues 813,781.60 Disbursements

<2,978,853.07> Ending balance September 30, 2012 $ 3,814,966.81

POLICY IMPLICATIONS:

Disbursements are approved by your Board each month and are shown in

Attachment #2. Detail of the disbursements is attached at Agenda # 12-1. Treasury transactions are reported to your Board each month, and are shown in Attachment #3.

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Attachment #1

CASH FLOW

Beginning balance September 1, 2012 5,980,038.28$

Revenues

Passenger Revenue 646,558.62

DOD Revenue 54,295.00

LTF / STA / 5307 0.00

Grants 59,180.98

Rabo LOC advance 0.00

Non Transit Revenue 53,747.00

Total Revenues 813,781.60

Disbursements

Operations (See Attachment #2) 2,857,556.15

Capital 121,296.92

Total Disbursements (2,978,853.07)

Ending balance September 30, 2012 3,814,966.81$

COMPOSITION OF ENDING BALANCE

Checking - First National Bank 4,519.33$

Checking - Rabo Bank (122,066.55)

Checking(s) - Wells Fargo Bank 9,613.54

Local Agency Investment Fund (LAIF) 42,437.27

Money Market - Homeland Security 958,285.48

Money Market - Rabo MM 380,844.32

Money Market - Rabo Prop. 1 B 2,389,060.03

Bank of America - Escrow 61,015.39

Petty cash fund, STC Coin Machine, and 2 change funds 10,250.00

Rabobank-RTA 81,008.00

Total 3,814,966.81$

(REVENUES & DISBURSEMENTS)

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10/26/2012

Attachment # 2

Page 1

PAYROLL ACCOUNT

September 7 Payroll & Related Expenses 508,819.88

September 21 Payroll & Related Expenses 448,843.23

Payroll taxes

Pers 225,106.28

Garnishments 6,616.51

1,189,385.90 1,189,385.90

GENERAL ACCOUNT

Disbursements on Attached Summary 1,745,857.40

Paydown loan -

Workers Comp. Disbursements 30,612.12

Interest expense 897.22

Bank Service Charge/Armored Car 12,100.43

1,789,467.17 $1,789,467.17

Total Disbursements 2,978,853.07

Less Capital Disbursements & Transfers (121,296.92)

Operating Disbursements $2,857,556.15

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Attachment #2

Page 2

DISBURSEMENTS SUMMARY:

GENERAL ACCOUNT DISBURSEMENTS FOR September 1, 2012 - September 30, 2012

VENDOR / DESCRIPTION CHECKS AMOUNT

Accounts Payable 09/14/12 29707 - 29810 926,191.07


Accounts Payable 09/20/12 29814 26,033.04


TOTAL 1,745,857.40

CHECKS $100,000 AND OVER

BOARD CHECK CHECK

VENDOR / DESCRIPTION APPROVED NUMBER DATE AMOUNT

Coast Oil Recurring Expense 29724 09/14/12 116,980.57MV Transportation Recurring Expense 29774 09/14/12 466,185.01Coast Oil Recurring Expense 29836 09/28/12 119,782.05Pers- Health Recurring Expense 29900 09/28/12 202,288.49

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Attachment #3

LAIF ACCOUNT

Date Account Bank Deposit Withdrawal Balance

42,399.61

Transfer to checking for payroll 0.00

37.66 37.66

42,437.27

RABOBANK MM ACCOUNT

Date Account Bank Deposit Withdrawal Balance

2,227,730.87

2,227,730.87

09/04/12 Deposit 127,443.52 2,355,174.39

09/07/12 Deposit 27,277.00 2,382,451.39

09/07/12 To P/R 615,000.00 1,767,451.39

09/14/12 Deposit 90,834.36 1,858,285.75

09/17/12 To A/P 928,000.00 930,285.75

09/20/12 To P/R 550,000.00 380,285.75

09/30/12 Fees 30.00 380,255.75

09/30/12 Interest @ 0.56% 588.57 380,844.32

380,844.32

TREASURY TRANSACTIONSFOR SEPTEMBER 2012

Balance Forward at 09/01/12

RABO MM Balance at 09/30/12

Local Agency Investment Fund:Interest earned - .377%

LAIF Treasury Balance at 09/30/12

Balance Forward at 09/01/12

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JESUS CAMACHO

12 YEARS OF SERVICE

WHEREAS, Jesus Camacho began his career with Monterey-Salinas Transit in January

2000 as a Coach Operator, and

WHEREAS, Jesus Camacho has been recognized with multiple attendance and safe

driving awards throughout his career; and

WHEREAS, Jesus Camacho always comes to work with a tidy uniform ready to greet

his passengers with a smile. He is a wonderful ambassador in the Salinas Community providing

excellent customer service in both Spanish and English; and

WHEREAS, Jesus Camacho has a great attitude in the workplace. He has helped from

time to time in Operations by working longer if there was a missed run or taking on extra work

when he could. He is well liked by his fellow co-workers as well as MST staff; and,

WHEREAS, after 12 years of service with MST, Jesus Camacho retired on October 27,

2012.

THEREFORE BE IT RESOLVED that the Board of Directors of Monterey-Salinas

Transit recognizes and congratulates Jesus Camacho for his outstanding service to MST; and

BE IT FURTHER RESOLVED the Board of Directors expresses its sincere gratitude

to Jesus Camacho and wishes him continued success, and a satisfying retirement.

THE BOARD OF DIRECTORS OF MONTEREY-SALINAS TRANSIT

PASSED AND ADOPTED RESOLUTION 2013-11 this 5th day of November 2012.

_______________________ _______________________

Maria Orozco Carl G. Sedoryk

Chairman Secretary

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To: Board of Directors From: K. Halcon, Director of Human Resources/Risk Management Subject: Authorize Change in Workers Compensation Third Party Administrator RECOMMENDATION:

1. Terminate the current contract with LWP Claims Solutions, Inc. to provide Third Party Claims Administration services for Worker’s Compensation.

2. Authorize staff to extend a one (1) year contract to Pacific Claims Management to provide Third Party Claims Administration service for Worker’s Compensation.

FISCAL IMPACT:

$5,000 per month for a total cost of $40,000 for eight months. Funding is available within the reserves set aside for Worker’s Compensation services. POLICY IMPLICATIONS:

Your board approves all contracts great than $25,000. DISCUSSION: In 2008, MST chose to award separate contracts for each Worker’s Compensation service as a means to reduce some of the costs. LWP was selected to provide Third Party Administration service for Claims Administration based on recorded and verified performance and cost. Worker’s Compensation Third Party Administrators are the liaison between the injured party, physicians and the employer. Based on the information they receive for vendors on a claim, they provide recommendations on how to proceed with a claim. As an additional cost savings measure, the board awarded a contract to Occlink to provide MST staff with additional training and expertise in Worker’s Compensation Program Administration and set up of a Medical Provider Network. With their guidance and establishment of the Medical Provider Network, MST has been able to realize a cost savings of $1.3 million in operating dollars. Since 2011, MST has seen a change in the reserve practices of LWP Claims Solutions, that has increased MST’s reserves from approximately $680,000.00 to $1.4 million. The increase in reserves is due to the outstanding claims that have become

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stalled and have not been followed closely by the Third Party Adjuster. In Worker’s Compensation, the longer a claim remains open with no forward progression the more expensive the claim becomes. MST and LWP have spoken numerous times over the last 18 months regarding the ongoing claims administration process and moving claims in a positive direction. At this point in time, it is in the best interest of MST to move forward without LWP Claims Solutions as MST’s Third Party Administrator. As a self insured employer, MST is required to have a Third Party Administrator to adjust our Worker’s Compensation claims. Pacific Claims Management, a subsidiary of Occlink, has come forward to help for a year period until the RFP for Worker’s Compensation Services comes due in August of 2013. Below is a chart showing that Pacific Claims Management’s monthly quote is within a reasonable range for their services.

Third Party Administrator Monthly Cost

LWP Claims Solutions, Inc (Current provider) $4,000.00

Pacific Claims Management $5,000.00

Santa Cruz Metro’s TPA $8,500.00

San Joaquin Regional Transit’s TPA $5,417.00

Staff is asking the Board to grant authorization to terminate the existing contract with LWP Claims Solutions, Inc and entering into a eight (8) months contract not to exceed one (1) year to be implemented by January 1, 2013. With your Board’s approval staff will provide LWP a thirty days notice of intent to terminate our agreement per the terms of our existing contract for services. PREPARED BY: ________________ REVIEWED BY: ____________________ Kelly Halcon Carl G. Sedoryk

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To: Board of Directors From: Tom Hicks, Consolidated Transportation Services Agency Manager Subject: Mobility Advisory Committee (aka CTSA Advisory Committee) RECOMMENDATION:

Appoint Nancy Budd to the CTSA Advisory Committee. FISCAL IMPACT: None POLICY IMPLICATIONS:

Your board appoints members to the MST Mobility Advisory Committee.

DISCUSSION:

The Mobility Advisory Committee (MAC) is a standing committee of the MST Board of Directors. It makes recommendations to MST staff and the Board regarding the transit needs of, and possible solutions for, persons with disabilities, seniors, low income, youth and isolated populations. The Committee acts as a liaison between MST and these communities and assures their members have input into the MST service planning process.

There are currently vacancies on the MAC and its members recommend you appoint Nancy Budd to fill one of those vacancies. Ms. Budd is the Executive Director of the Independent Transportation Network of Monterey County, a nonprofit organization providing transportation for seniors using volunteer drivers. She will replace a senior advocate member who resigned recently for health reasons. Therefore, pursuant to the MAC by-laws (3.4: Vacancies/Removal), the MAC submits

for your approval the nomination of Nancy Budd.

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To: Board of Directors From: Deanna Smith, Executive Assistant/Clerk to the Board Subject: Business Travel Expense Policy. RECOMMENDATIONS:

Receive and approve the revised Business Travel Expense Policy. FISCAL IMPACT:

None. POLICY IMPLICATIONS:

Your Board approves all MST policies.

DISCUSSION: On October 13, 2003, the Monterey-Salinas Transit Joint Powers Agency Board of Directors approved the Business Travel Expense Policy. Upon the formation of the Monterey-Salinas Transit District in July of 2010, your Board adopted Resolution 2011-03 approving all existing policies, guidelines, contracts, agreements, and memoranda of understanding. MST staff is conducting a review of all existing policies to update information such as staff titles, changes in regulatory language and/or guidelines, and other recommended changes in policy. The attached revised Business Travel Expense Policy highlights the recommended non-substantive changes for approval by your Board.

ATTACHMENT 1: Business Travel Expense Policy Prepared by: _________________________ Reviewed by: ______________________

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ATTACHMENT 1

BUSINESS TRAVEL EXPENSES POLICY Approved: 10/13/2003

OBJECTIVE: To establish guidelines for reasonable business travel expenses incurred

while on assignments away from the normal work location.

MST will reimburse employees and Board Members for reasonable business travel expenses incurred while on assignments away from the normal work location. The immediate supervisor must approve all business travel in advance. Employees whose travel plans have been approved should make all travel arrangements through the Office AdministratorExecutive Assistant to the General Manager/CEO. MST Board Members and other personnel designated by the General Manager/CEO will be issued a per diem allowance for business travel away from home as specified in Publication 1542 of the Department of the Treasury, Internal Revenue Service. This will be the maximum per diem rate that can be used without treating part of the per diem allowance as wages for tax purposes. MST will arrange and pay for Airfares, car rentals and hotels. Airfare and car rentals will be arranged by the Office AdministratorExecutive Assistant to the General Manager/CEO and charged directly to MST for reimbursement whenever possible. Employees must waive all insurance clauses on car rental contracts. Additional expenses may be incurred at times for transportation charges to and from hotels and airports when no low cost public transportation is available. Mileage is reimbursed for use of personal vehicles when an MST vehicle is unavailable. The reimbursement will be at current IRS standards. Some airfares, train fares, etc. require an extended stay in order to receive the lowest fare. It is the intent of this policy to take full advantage of such fare and to reimburse the employee for the extended stay expenses when doing so results in the lowest cost for the overall travel. Employees who are involved in an accident while traveling on business must promptly report the incident to their immediate supervisor. Vehicles owned, leased, or rented by MST may not be used for personal use without prior approval.

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Cash advances to cover reasonable additional expenses may be made to employees, after travel has been approved. Employees should submit a written request to their supervisor when travel advances are needed. With prior approval, a family member or friend may accompany employees on business travel, when the presence of a companion will not interfere with successful completion of business objectives. Generally, employees are also permitted to combine personal travel with business travel, as long as time away from work is approved. Additional expenses arising from such non-business travel are the responsibility of the employee. When travel is completed, employees must submit completed travel expense reports within 30 days. Receipts for all individual expenses should accompany reports over the per diem rate allowed. Employees should contact their supervisor for guidance and assistance on procedures related to travel arrangements, travel advances, expense reports, reimbursement for specific expenses, or any other business travel issues. Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, are grounds for disciplinary action, up to and including termination of employment.

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To: Board of Directors From: Deanna Smith, Executive Assistant/Clerk to the Board Subject: Records and Information Management Policy and Records Retention Schedule. RECOMMENDATIONS:

Receive and Approve the MST Records and Information Management Policy and Records Retention Schedule. FISCAL IMPACT:



DISCUSSION: Records and Information Management (RIM) has become a major focus of both public and private agencies in recent years. RIM is the field responsible for efficiently and systematically controlling records including the creation, maintenance, use and disposal of all forms of information including paper, electronic, audio, and graphics. With the emergence of new technologies and the explosion of email and other electronic forms of communication, managing records is more challenging than ever. As a public agency, MST must comply with the California Public Records Act, the California Government Code, and other applicable laws to provide transparency and accountability in maintaining and making available to the public all disclosable records created and maintained by MST. The purpose of the proposed policy and retention schedule is to provide guidelines for properly establishing an agency-wide records management program that protects, retains, and disposes of records in accordance with MST’s operational needs, governmental regulations, fiscal and legal requirements, and historical purposes. In developing a RIM Policy and Records Retention Schedule for MST, national standards were researched including ARMA International and the GARP Information Governance Maturity Model, the American National Standards Institute (ANSI), and the International Organization for Standardization (ISO). The proposed RIM Policy and

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Records Retention Schedule provides MST with a comprehensive program that provides greater assurance of legal compliance to minimize liability and discovery impacts, improve customer service, provide faster retrieval of documents, improve staff productivity, reduce storage costs, and ensure the safety of vital records. If your Board approves the RIM Policy and Records Retention Schedule, staff will begin the process of implementing the program, training staff in the proper creation, maintenance, and disposal of records. The training and implementation process will be incremental and systematic in nature to minimize the disruption of daily staff activities and to ensure a comfortable and controlled transition. The attached RIM Policy and Records Retention Schedule has been reviewed by MST’s legal counsel, De Lay and Laredo, to ensure compliance with all applicable laws.

ATTACHMENT 1: Records and Information Management Policy ATTACHMENT 2: Records Retention Schedule

Prepared by: _________________________ Reviewed by: ______________________

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ATTACHMENT 1

RECORDS AND INFORMATION MANAGEMENT POLICY

Adopted: TBD

Policy Statement: To provide guidelines for an agency-wide records management program

that maintains, protects, retains, and disposes of records in accordance

with operational needs, governmental regulations, fiscal/legal

requirements, historical, and reference purposes in compliance with the

California Public Records Act, the California Government Code, and other

applicable laws.

OBJECTIVES

1. Records and Information Management (RIM) is the systematic control of all records,

regardless of media, from their creation or receipt through their processing, distribution,

organization, storage, and retrieval to their disposition. Information flows through the

agency in the form of paper and electronic records such as word processing documents,

spreadsheets, email, graphical images, and voice or data transmissions. Information can

be stored on a variety of storage media, such as microfilm, microfiche, diskette, optical

disc, CD-ROM, videotape, and paper.

2. This policy details the requirements and responsibilities to initiate a well-defined RIM

program.

a. Ensure only essential records of continuing value are preserved. Records

should be retained in the active office areas as long as they serve the immediate

administrative, legal, or fiscal purpose for which they were created.

b. Establish safeguards against the illegal removal, loss, or destruction of records.

Records either should be disposed of in accordance with an approved records

retention schedule or transferred to the archival storage area until the prescribed

retention period has expired.

c. The records retention schedule is the key tool for departments to use to manage

their records effectively. Information is a valuable asset. However, Monterey-

Salinas Transit District (MST) must have the ability to retrieve records

efficiently.

BENEFITS

1. The benefits of an effective RIM program include:

a. Greater assurance of legal compliance to minimize liability and discovery

impacts.

b. Improved customer service with higher quality of service and faster retrieval of

documents.

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c. Improved staff productivity with effective records management systems

d. Reduced storage costs through elimination of unnecessary and duplicate

documents

e. Ensured safety of vital organizational records

f. Efficient, cost-effective records retention and disposal system

2. The components of an effective RIM program include:

a. records retention program

b. vital records program

c. active records management program

d. inactive records management program

e. electronic records management program

f. records management handbook/record handler training

g. micrographics/video program

h. copy and reprography program

3. Significant recurring activities initiated by the records manager include:

a. annual inventory of the records center

b. annual review of the records retention schedule

c. annual files purge program

RESPONSIBILITIES

1. The Records Manager (Deputy Secretary of the Board) or designee is the proponent for

the RIM program.

2. All questions concerning compliance with this policy should be directed to the Records

Manager unless otherwise indicated.

Responsibilities in the Records Management Program

The Records Manager has overall responsibility for management of information at MST

that includes the records management program.

The Records Manager is responsible for administering the program, establishing

standards, establishing and implementing records retention programs, managing inactive records,

identifying and protecting vital records, using technologies in records management programs,

securing records, establishing destruction protocols and providing training and assistance in all

records management matters to requesting departments.

As the records management system for MST includes an array of elements, it is

incumbent upon each department to ensure proper safekeeping and destruction pursuant to the

criteria set forth herein.

All departments are responsible for adhering to the precepts stated in the policy statement

regarding the proper safeguarding of Monterey-Salinas Transit‟s records in whatever format the

record is maintained; e.g. paper, electronic, photographic, or optical.

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RECORDS RETENTION AND DESTRUCTION

Pursuant to California Government Code § 12236, the Secretary of State has established

guidelines for local government records retention. MST‟s Records Retention Schedule is based

upon these guidelines to ensure records are maintained legally and efficiently, minimizing the

risk of liability and inefficiency.

In all instances that documentation of destruction is required, an Authorization to Destroy

Obsolete Records must be completed and signed by the Records Manager and department

director. This form serves as a permanent record, and would be utilized in any legal proceedings

as evidence of proper destruction.

It is the goal of MST to move toward an electronic imaging program. Until an electronic

system is in place, a concerted effort will be made to adhere to the retention schedule and to

destroy all appropriate records that are being stored in various locations, and prepare archival

material for electronic filing. Preparation of archival material will include indexing according to

MST‟s Filing System. Once an electronic imaging or other acceptable system has been installed

and training has been provided, all departments will manage the backlogged materials and

proceed with proper archiving or destruction pursuant to the requirements in the retention

schedule under the direction of the Director of Information Technology, or their designate. This

process will eliminate a large number of storage boxes and release space for other uses, as well

as bring the records management program into full compliance.

In most cases, records not addressed in the records retention schedule should be

considered routine in nature and identified as general information under a specific record series.

Retention for those files would be two years unless specific laws, decisions, or opinions apply to

that record series. Transitory correspondence files, consisting of correspondence, routine

transactions, memoranda, or emails holding no administrative, fiscal, historical, or legal value

should not be filed in working files. Examples of transitory documents may be, but are not

limited to, transmittal letters, forms, emails (see section on email below), requests for routine

information or publications, announcements, and other documents not requiring action by the

receiving office.

Documents that are not transitory in nature, not addressed in this schedule, and for which

there are legal requirements or the record is essential either for legal, historical, fiscal, or

administrative value, shall have a record series title assigned to them and added to the retention

schedule. The retention schedule is not a permanently fixed document, but flexible in nature to

accommodate legal, administrative, or fiscal policy changes. Contact the Records Manager for

review of any requested changes.

Email Retention Policy

It is MST‟s policy that MST emails and email systems are intended to be a medium of

communication. MST email systems are not intended to be and may not be used for the

electronic storage or maintenance of records. The email system, to function as intended,

anticipates or requires that employees regularly delete communications from the system.

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Email messages and attachments comparable to hard copy documents that would be

retained under this policy should be managed as follows: The document must be categorized in

the appropriate record series and converted to the appropriate electronic format or printed in hard

copy and retained for the required time period as outlined in MST‟s Records Retention Schedule.

No matter what form in which the record is retained, proper procedures as outlined in the

Records Retention Schedule must be followed prior to the destruction of any record.

Routine email messages comparable to telephonic communications are non-records. They

are not intended to be retained in the ordinary course of business, and the informational content

of such communications is neither necessary nor intended to be preserved for future use or

reference. Each user will have the responsibility to remove such non-records from folders within

MST‟s email system on a rolling 120-day schedule unless and until an email management

software program is implemented, in which case emails will be routinely deleted according to

established guidelines prior to implementation. This includes items in “received” and “sent”

folders as well as any folders set up by individual users. Upon removal from the MST‟s email

system, the non-records will be disposed of in the ordinary course of business. An email is

considered destroyed as soon as it has been deleted from a user‟s mailbox, even though it is

temporarily stored in the trash folder before being purged from the email system. This action is

analogous to throwing a paper document into an office trashcan. Digital email back-up tapes are

destroyed on a regular basis.

Each email user will be trained in the application and implementation of this policy.

This policy does not prohibit employees from maintaining temporary working files or folders to

allow for quick reference to recent emails.

Retention of Other Electronic Data

With the increased use of electronic data, attention to the retention requirements for

electronic records becomes extremely important. Other than Internal Revenue Service Revenue

Procedure 91-59, which recognizes electronic data interchange records and specifies that these

records may be retained in electronic form unless a visible record is requested by a tax auditor,

no other law at this time requires an organization to maintain both the electronic and hard copy

form of the same information. MST may, therefore, maintain records in any form unless the law

either specifies the form or restricts the forms that can be used.

Databases

Databases consist of electronic files and fields of data that provide useful information to

the organization. Typically, databases are modified over time through the addition, deletion, or

modification of records. Reports are periodically prepared to reflect information from the

databases that may be useful for specific purposes. Due to the large volume of information

maintained in databases, reports rarely reflect all the information found in the database. Backups

of databases, which are stored on MST servers, are performed daily and would be used to restore

the databases in case of accidental erasure or disaster.

Databases maintained by MST could include, but are not limited to, financial

information, mailing lists, ridership information, customer service reports, employee

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information, work order tracking, marketing information, historical data, records management

information, etc. Since reports typically do not reflect the entire content of the database, the

electronic form of the database contains different information than the visible reports. Electronic

databases are often more useful than the paper reports, so visible reports are not equivalent to

electronic databases.

For records retention purposes, a database is an official record of the organization. The

retention period is established as “until superseded (SUP)” to reflect that only the current version

needs to be maintained. Daily digital backup tapes are overwritten after four days; weekly

backup tapes are overwritten every three weeks; and monthly backup tapes are overwritten on a

rolling twelve-month cycle. Periodic reports, which are produced in hard copy format from a

database and used for administrative, fiscal, legal or historical purposes, may be official records.

These reports must be maintained for the requisite retention period according to the particular

records series they are assigned. For example, MST‟s annual Budget Report is a “snapshot” of

our financial position at the end of the fiscal year, and is used to inform the Board (legal), staff

(administrative) and citizens (legal & historical). That snapshot must be retained for its

designated retention period to reflect operational needs.

Word Processing Files

Word processing computer information is treated differently than databases. The

computer information from a word processing file is printed letter-for-letter onto a final paper

document, which in many instances is then signed. In essence, the paper document “mirrors” the

information in the word processing systems and may contain authorizing signatures, so only the

most useful version becomes the official record and is retained in the normal course of business.

Many organizational documents are prepared using word processing. A draft of the

document is generally typed into the word processing system from handwritten notes or other

materials, or transcribed from automated dictation devices. The word processing document is

then printed and revised until the final printed version is accepted by the author.

For records retention purposes, the original notes and recorded media from dictation are

non-records or work-in-progress. These versions should be destroyed upon acceptance of the

final draft. Similarly, successive drafts of a document and the successive revisions of the

electronic word processing file are non-records or work-in-progress. Only the final, approved,

paper record should be considered an official organization document.

If the final product of the word processing process is a communication in an electronic

mail system, the communication will only become an official record of the organization if the

formalization process discussed above is followed.

For operational reasons, MST may want to maintain some of the electronic-word

processing files for extended periods of time to facilitate the revision of drafts. These decisions

should be made based upon the importance of the final document produced and the likelihood of

revision or use of the material for other purposes. The word processing operator would then

destroy the computer version when it is no longer needed.

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Note: Lawyers sometimes argue for the preservation of multiple drafts of contracts,

contending problems with a final contract can often be resolved by determining the party‟s intent

through the use of previous drafts. MST‟s policy prohibits the consideration of previous drafts or

other information that has not been incorporated into this final written document. Therefore,

drafts and earlier versions of the computer files related to each draft should not be kept; only the

most current version should be retained.

Disaster Prevention and Damaged Records Recovery Policy It is the policy of MST to ensure that its records are identified and protected as much as

humanly possible from natural and man-made disasters. This policy applies to all employees who

create, receive, and maintain MST records.

Vital Records Program Policy

As part of the records management program, those records essential to the survival of

MST have been identified for protection from destruction in the event of a disaster. Such records

are known as vital records.

Each department will determine which records in its area contain information vital for

continued operations should a disaster occur and the method by which such vital records would

be protected. Vital records and record copies (original documents required to have a wet

signature) will be kept in a secure, offsite location within fire-resistant and environmentally

controlled records protection equipment designed for the type of media being stored. Record

copies that are frequently accessed may be stored on-site within appropriate disaster resistant

storage equipment.

Personal Records Policy

Records created for MST or received by employees of MST during the course of their

employment are owned by MST. As a result of this policy, no personal records belong to

employees.

Litigation Policy

Once notice is received of a pending litigation or government investigation, destruction

of any records involved in the litigation or investigation is put on hold pending its outcome.

Serious consequences (as defined in the MST Policies and Procedures Manual) are involved for

MST and for anyone who destroys records during the Litigation Hold.

IMPLEMENTATION

The purpose of this policy is to provide guidelines for properly establishing an agency-

wide records management program that maintains, protects, retains, and disposes of records in

accordance with operational needs, governmental regulations, fiscal/legal requirements,

historical, and reference purposes in compliance with the California Public Records Act, the

California Government Code, and other applicable laws.

The Board of Directors of MST establishes the policy to be followed with respect to

records retention and records management. MST staff establishes specific internal processes,

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procedures, and training for implementing the policy of the Board and maintaining all records.

The processes and procedures for creating, retaining, and disposing of paper and electronic

records are specified in the MST Records and Information Management Processes and

Procedures Manual.

DEFINITIONS

Active Records: Records that are accessed within four years of creation. Also, as a

retention period for a Perpetual Record that remains “active” until some event occurs to

change its status, at which time it has fulfilled its function. (See Perpetual Record).

Administrative Records: Records commonly found in all offices and used in the

conduct of daily business. These are typically retained for short time periods, i.e., fewer

than five years. Examples include subject, chronological, work plans, and policy files.

Archival Records: Records with enduring value because they reflect significant

historical events, document the history and development of MST, or provide valuable

research data.

Damaged Records: Records that have been damaged by water, fire, and other forms of

contamination during natural and man-made disasters. Dependent on the severity of the

damage, records may be recovered or may need to be declared unrecoverable and

destroyed.

Discovery: The pretrial disclosure of pertinent facts or documents by one or both parties

to a civil action or proceeding. Anything requested during discovery must be disclosed if

it exists – even non-records and records that should have been destroyed earlier.

Discovery effectively freezes selected records until released by the opposing attorney or

the court.

Email: The transmission of messages over communications networks. The messages

can be notes entered from the keyboard or may include attachments of electronic files

stored on a disk.

Inactive Records: Records that are accessed more than four years beyond creation, but

that have not completed their full retention period. These records may be stored in a

separate location from active files. Also, a Perpetual Record that has fulfilled its function.

(See Perpetual Record)

Local Government: Government Code § 6252 provides: „„„Local Agency‟ includes a

county; city, whether general law or chartered; city and county; school district; municipal

corporation; district; political subdivision; or any board, commission or agency thereof;

other local public agency; or nonprofit entities that are legislative bodies of a local

agency pursuant to subdivisions (c) and (d) of Government Code, Section 54952.” See

also "Public agency" as defined in § 53050.

Non-Records: Material not usually included within the definition of records or kept in

the ordinary course of business, such as transitory documents, voicemail, email,

unofficial copies of documents kept only for convenience or reference, working papers,

appointment logs, stocks of publications and blank forms, and library or museum material

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intended solely for reference or exhibition. Also, documents such as rough notes,

calculations or drafts assembled or created and used in the preparation or analysis of

other documents. NOTE: A draft that contains substantive comments from a project

applicant, an applicant‟s attorney, consultant or agent, should be treated as a record of

comments received from that source, and the draft or portions showing the substantive

comments should ordinarily be retained accordingly. (See Discovery)

Permanent Records: Records required to be kept in perpetuity, usually identified by

statute or other written guidance. Examples include original minutes, ordinances,

resolutions, land grant deeds, etc.

Perpetual Records: Records retained as active files for an indefinite period of time and

then stored or destroyed after some event takes place. Examples include office personnel

files which are active until a person terminates employment; policy files kept until the

policy is changed; contract files that are active until the contract terminates, then

destroyed a fixed number of years later; current database information until it is

superseded; etc.

Program Record: Records that relate to the primary function of MST in response to its

daily mission. Examples include customer service records, ridership data, bus routes, etc.

Public Record: For purposes of the California Public Records Act, any writing

containing information relating to the conduct of the public‟s business prepared, owned,

used, or retained by MST regardless of physical form or characteristics.

Record: A thing that constitutes an objective, lasting indication of a writing, event, or

other information that is in the custody of a public officer and has been kept because it is

necessary or convenient to the discharge of the public officer‟s duties and was made or

retained for the purpose of preserving its informational content for future reference.

Substantive written communications from individuals or entities who are not MST

employees, officials, or contractors are ordinarily not considered records.

Records Retention Schedule: A list of all records produced or maintained by MST and

the actions taken with regards to those records. A retention schedule is MST‟s legal

authority to receive, create, retain, and dispose of official public records. In the event of

litigation, courts accept a retention schedule as establishing MST‟s “normal course of

doing business.”

Retention Period: The length of time a record must be retained to fulfill its

administrative, fiscal historical and/or legal function. Then a record should be disposed

of as soon as possible in accordance with an approved Records Retention Schedule.

Software: Any system, program, application, instruction, or protocol designed to store,

control or process data.

Vital Record: Records that are: (1) essential to the daily operations and survival of the

organization and to resume those operations after a disaster; (2) necessary to recreate the

organization‟s legal and financial position; and (3) necessary to preserve its claims and

rights and those of its stakeholders. A Vital Records program protects records from the

effects of the disaster and assists in recovery from the event.

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To: Board of Directors From: Deanna Smith, Executive Assistant/Clerk to the Board Subject: Access to Public Records Policy. RECOMMENDATIONS:

Receive and approve the Access to Public Records Policy. FISCAL IMPACT:



DISCUSSION: At the November 5, 2012, meeting your Board will be reviewing for approval the Records and Information Management Policy and Records Retention Schedule. As a support to this proposed policy, and due to an increase in public requests for information and records, MST has created the Access to Public Records Policy to comply with the California Public Records Act (PRA) (Government Code §6250-6270). As a public agency, MST must comply with the California PRA to provide transparency and accountability in making available to the public all disclosable records maintained by MST. This policy will assist MST staff in efficiently responding to these requests, and will provide the public with clear guidelines for requesting and receiving desired records. ATTACHMENT 1: Access to Public Records Policy Prepared by: _________________________ Reviewed by: ______________________

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ATTACHMENT 1

ACCESS TO PUBLIC RECORDS POLICY Adopted: TBD

OBJECTIVE: To comply with the Public Records Act and establish guidelines that promote

transparency and an efficient response to requests for public information.

Government Code §6250 of the California Public Records Act states:

"In enacting this chapter, the Legislature, mindful of the right of individuals to privacy, finds and declares that access to information concerning the conduct of the people's business is a fundamental and necessary right of every person in this state."

Monterey-Salinas Transit (MST) makes public records available upon request. Public records maintained by MST are available for inspection by members of the public pursuant to the following guidelines and procedures: HOW TO OBTAIN ACCESS TO A PUBLIC RECORD: MST asks that a Public Records Request Form be requested from the Executive Assistant/Clerk to the Board and be filled out by the Requestor. Requests should be sufficiently specific and focused to enable proper identification, location, and retrieval of the records. §6253.1(a) MST makes every effort to:

1. Assist the requester in identifying public records specifically responsive to the intent or purpose of the request;

2. Help identify the electronic or physical location in which the public records exist; and 3. Allow MST staff to provide suggestions for overcoming any practical barriers to

disclosure of the public records sought; 4. Determine whether requested documents are public or restricted information.

MST does not supplement responses to previous requests when new records are created or received. MST does not provide documents on a rolling basis; if new or supplemental information is desired, a new request must be submitted. All Requests for Public Records should be submitted to the Executive Assistant/Clerk to the Board, who will coordinate the response with the appropriate MST department(s). Individuals inspecting MST’s public records shall not destroy, mutilate, deface, alter, or remove any such records from MST facilities. MST reserves the right to have a staff member present

http://sunshinereview.org/index.php/California_Public_Records_Act

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during the inspection of public records, or to take other precautions in order to prevent the loss or destruction of records. HOW SOON WILL RECORDS BE AVAILABLE? MST will notify the requestor within ten (10) calendar days whether MST possesses the disclosable public records requested. IF MST has custody of such records, MST will notify the requestor in writing when the documents will be available for inspection. §6253(c) MST may extend the ten-day (10-day) response time for a period of up to fourteen (14) additional calendar days in the event that the request requires MST to: §6253(c)

1. Search for, collect, and examine a large volume of separate and distinct records; 2. Consult with another agency having an interest in the request; 3. Obtain records from offsite archives; or 4. In the case of electronic records, compile data, write programming language or a

computer program, or construct a computer report to extract data. WHEN MAY PUBLIC RECORDS BE INSPECTED? Public records maintained by MST shall be available for inspection and copying during the regular business hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, excepting state and federal holidays and administrative furlough days. §6253(a) HOW MAY RECORDS BE INSPECTED? Disclosable public records in MST’s custody will be available for inspection during normal business hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, excepting state and federal holidays and administrative furlough days. If the request seeks inspection of numerous records, MST and the requestor will agree on a mutually agreeable time for the inspection. Records may not be removed from MST offices. A MST employee may be present during the inspection. IS THERE A FEE FOR REQUESTED RECORDS? There is no fee to inspect records. If copies of documents are requested, the following charges will be collected before being taken from the premises:

1. $.25 per page for 8 ½ x 11 black and white copies 2. $.35 per page for 8 ½ x 11 color copies 3. $.35 per page for 8 ½ x 14 and 11 x 17 black and white copies 4. $.50 per page for 8 ½ x 14 and 11 x 17 color copies 5. Large volume (over 200 pages) or bound documents may be sent out for reproduction.

The requestor will be charged for the total cost of reproduction; or 6. If reproduction can be done in house, MST will charge either $5.00 per CD/DVD; $15 per

flash drive; plus $.15 per scanned page (media storage type will be determined by size of job, at lowest cost to requestor)

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ARE THERE RECORDS THAT MAY NOT BE DISCLOSED? Certain categories of confidential records are not subject to disclosure under the Public Records Act §6253-6255. These records include, but are not limited to:

1. Preliminary drafts of certain documents that are not retained by MST in the ordinary course of business;

2. Records related to pending litigation 3. Attorney-client communications 4. Personnel records, medical information, or other similar records the disclosure of which

would constitute an unwarranted invasion of personal privacy 5. Corporate financial and proprietary information, including trade secrets 6. Confidential personal information on an application, i.e. home address and telephone

number, financial information 7. Information relative to a juvenile on a police report 8. Architectural site plans that contain a copy-righted architectural seal 9. Names and addresses on customer service and code complaints 10. Initiative, referendum or recall petitions unless by court order 11. Materials relating to ongoing complaints and investigations 12. Records protected by state or federal law

The MST Board of Directors has approved a Records and Information Management Policy and a Records Retention Schedule. Pursuant to the policy and retention schedule, records are only retained as long as required. If requested records have been destroyed according to the approved schedule, a copy of the Certificate of Destruction will be provided.

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To: Board of Directors From: Carl Sedoryk, General Manager/CEO Subject: Employee Recognition Policy RECOMMENDATIONS:

Receive and approve the Employee Recognition Policy. FISCAL IMPACT:



DISCUSSION:

MST has a long history of recognizing employee achievement that supports organizational goals and objectives in a variety of fashions including, but not limited to, the provision of commemorative items (plaques, pins, certificates, etc.) cash incentives, paid time off incentives and inclusion of employee names and photos in paid print advertisements.

While a long accepted practice and part of doing business at MST, your Board

has not adopted an official policy authorizing MST funds to be expended on employee recognition programs. Staff believes that it would be appropriate for your Board to adopt a policy that authorizes staff to budget for, and expend appropriate amounts of funds for, activities that recognize employees for exceeding expectations and achievement of organizational goals and objectives. Attached you find a draft policy for the review and approval of your Board. ATTACHMENT 1: Employee Recognition Policy Prepared by: ___________________________

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ATTACHMENT 1

EMPLOYEE RECOGNITION POLICY Adopted: TBD

OBJECTIVE: To authorize the General Manager/CEO to implement employee incentive and

recognition programs reflecting MST’s commitment to reward employees for exceptional performance in the achievement of district mission and goals.

Monterey-Salinas Transit has as a core value of maintaining high value relationships with its employees and recognizing and rewarding individual and group achievements. Individual recognition may occur in a number of manners including selection of the Employee of the Month, Employee of the Year, General Manager Excellence Award, Coach Operator Performance Excellence Awards, Safety Awards, and Attendance Awards. It is the policy of the district to authorize the General Manager/CEO, and his/her designate(s), to recognize and reward individual and group achievements that support the achievement of the mission and goals of the district. A reasonable amount of funding allocated for recognition activities will be included in the Annual Operating Budget approved by the board each year. Recognition may take many forms including, but not limited to, memo, resolution, and paid advertising and/or press release to media outlets. Individual and group rewards may also be provided and may take the form of monetary rewards, additional time off, gift certificates, food, or other commemorative items that are valued by the district employees. Performance recognition and incentive activities will not include changes to base salaries or wages of employees. The General Manager/CEO will conduct regular attitude and opinion surveys to determine employee satisfaction levels and report the results of these surveys to the Board.

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To: Board of Directors From: C. Sedoryk, General Manager/CEO Subject: Strategic Planning Workshop Ad-Hoc Committee

RECOMMENDATION: Authorize Chair to appoint board members to Strategic Planning Workshop Ad-Hoc Committee.

FISCAL IMPACT: None.

POLICY IMPLICATIONS:

Your Board approves appointments of its members to Ad-Hoc Committees.

DISCUSSION:

Every three years, the MST Board adopts strategic goals and priorities to guide staff in their activities and the decision making process in the achievement of our agency mission of leading, advocating and delivering quality public transportation. In January 2013, staff intends to conduct a facilitated workshop to review and update our strategic goals for the period beginning July 1, 2013 through June 30,

2016.

Staff anticipates conducting this workshop on Monday January 14, 2013, in lieu

of our regularly scheduled Board meeting. Per earlier direction from your Board, staff will include a substantial amount of time to discuss the need for additional local revenue sources to support the public transit program within our county and whether a future sales tax initiative is desired to be placed on the ballot.

Staff has identified Steven Alexander as a consultant to assist with the facilitation of this strategic planning process. Mr. Alexander has conducted a wide variety of strategic planning services for local public jurisdictions and entities. The consultant has requested to meet with a subcommittee of the MST Board to discuss workshop expectations and to develop survey materials for the Board.

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Staff recommends your Board authorize the chair to appoint an Ad Hoc Strategic Planning Committee composed of MST Board members, and two representatives of South County cities, to work with our consultant on the planning of the workshop. Your board chair, Maria Orozco, from the City of Gonzales has indicated that she would like to appoint herself, along with Director Clark from Del Rey Oaks and Director Cohen from Pacific Grove to sit on this committee.

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Whispering Oaks Ad Hoc Subcommittee

October 8, 2012 Minutes

Present: Directors: Downey, O’Connell, Stephens Absent: Director Sanchez Staff: Carl Sedoryk, GM/CEO; Hunter Harvath, Asst. General Manager of

Finance & Administration; Dave Laredo, General Counsel 1. Call to Order

Director Downey called the meeting to order at 9:00 a.m.

2. Closed Session

As permitted by Government Code §54957 et seq. of the State of California, The Board of Directors may adjourn to Closed Session to consider specific matters dealing with personnel and/or pending possible litigation and/or conferring with the Board's Meyers-Milias-Brown Act representative.

3-1 Conference with Legal Counsel – Litigation, Existing Litigation, Gov. Code § 54956.9(c). Monterey-Salinas Transit v. County of Monterey. (No enclosure) (Carl Sedoryk)

3. Return to Open Session

No reportable action taken. 4. Adjourn

There being no further business, Director Downey adjourned the meeting at 9:50 a.m.

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Agenda # 10-1

November 5, 2012 Meeting

To: Board of Directors From: C. Sedoryk, General Manager/CEO Subject: Monthly Report – September, 2012

Attached are the most recent monthly statistics and the reports from the Administration and Operations/Maintenance Departments.

Reduced service levels required to balance the current fiscal year budget were

implemented in September. Less service, combined with higher fares, have resulted in an 11% reduction of overall passenger boardings during the month. Overall productivity as measured by passengers per hour of service has increased by 8% for the month as well. This means that while we are carrying fewer passengers, the services that we are providing are being more fully utilized (i.e. fuller buses) with the number of trips, with more than 10 standees doubling from 59 in September 2011 to 120 trips with more than 10 standees in September 2012.

September 10 – 13, I travelled to Washington DC to meet with legislative staff

and Congressman Sam Farr to advocate for restoration of the federal transit benefit levels for Department of Defense employees, and to advocate for increased funding for public transit services for dialysis patients and for other treatments covered under Medicare or the Affordable Healthcare Act of 2012. I also met with the Executive Director of the Federal Transit Administration to discuss the status of current MST programs and projects.

MST staff hosted the California Association for Coordinated Transportation

conference which brought over 300 transit professionals to our area to participate in the conference. Additionally, I made a presentation on the importance of hospitality and public transit partnerships to the attendees of the Environmentally Sustainable Tourism Conference at the Monterey Conference Center.

Attachment #1 – Operations Department Report September, 2012 Attachment #2 – Facilities & Maintenance Department Report September, 2012 Attachment #3 – Administration Department Report September, 2012

PREPARED BY: ____________________________

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ATTACHMENT 1 October 25, 2012

To: M. Hernandez, Assistant General Manager / C.O.O. From: R. Weber, Director of Transportation Services Cc: MST Board of Directors

Subject: Transportation Department Monthly Report September 2012

FIXED ROUTE BUS OPERATIONS: System Wide Service: (Fixed Route & DART Services): Preliminary boarding statistics indicate that ridership decreased by 11.9% in September 2012, (368,721), as compared to September 2011, (418,519). Fiscal year-to-date, this represents an 9.60% decrease in passenger boardings for the same period last year. Productivity increased 8.2% from 18.4 passengers per hour (September 2011), to 19.9 PPH in September of this year. Trolley Services: MST Monterey Trolley: No data is available at this time. MST Pacific Grove Trolley: No data is available at this time. MST CSUMB “OTTER” Trolley: No data is available at this time. Supplemental / Special Services: MST provide transportation services in support of multiple special events in September, however, at this time there is no passenger boarding information available. Events included; Monterey County Fair, Jazz Festival, Continental Tire Sports Car races at Laguna Seca, and the Salinas International Airshow. System Wide Statistics:

Ridership: 368,721 Vehicle Revenue Hours: 18,448 Vehicle Revenue Miles: 303,122 System Productivity: 19.9 Passengers Per Vehicle Revenue Hour Scheduled One-Way Trips: 30,903

Time Point Adherence: Of 103,589 total time-point crossings sampled for the month of

September, the TransitMaster system recorded 23,236 delayed arrivals to MST’s published

90

time-points system-wide. This denotes that 77.57% of all scheduled arrivals at published time-points were on time. (See MST Fixed-Route Bus ~~ On Time Compliance Chart FY 2013.) Service arriving later than 5 minutes beyond the published time point is considered late. The on-time compliance chart, (attached), reflects system wide “on-time performance” as a percentage to the total number of reported time-point crossings. Note: On time performance for the month of September down by 5.32% from the 2011 month to date average. Heavy traffic due to construction for the Jazz BRT project along the Fremont St and Lighthouse corridors may have had a significant role in this decline, however, the recent service change in the Salinas area may have also been a contributing factor. Trips With 10 or More Standees: There were one hundred and twenty one (121) reported trips with 10 or more standees for the month of September. (See Operations Summary report for further information) Cancelled Trips: As listed below, there were a total of sixty four (64) cancelled trips for the month of September for both directly operated and contracted services.

Reason MST MV Transportation % Of All Missed

Collision 2 3.13%

Extended Boarding 1 1.56%

Mechanical 1 1.56%

Other 4 6.25%

Staffing Shortage 6 9.38%

Traffic 50 78.13%

Totals 64 100%

Note: The overwhelming majority of the cancelled trips due to traffic occurred on the Jazz A & B lines. (Construction along the Fremont / Lighthouse corridors.) Documented Occurrences: MST Coach Operators are required to complete an occurrence report for any unusual incident that occurs during their work day. The information provided within these reports is used to identify trends, which often drive changes in policy or standard operating procedures. The following is a comparative summary of reported incidents for the month(s) of September 2011 and 2012:

Occurrence Type September-

11 September-

12

Collision: MST Involved 7 8

Medical Emergency 0 1

Object Hits Coach 0 0

Passenger Conflict 3 4

Passenger Fall 3 4

Passenger Injury 1 1

Employee Injury 0 0

Other 2 4

Near Miss 0 1

Unreported Damage 0 1

91

Fuel / Fluid Spill 1 0

Total Occurrences 17 24

CONTRACTED SERVICES: MST RIDES ADA / ST Paratransit Program:

Preliminary boarding statistics for the MST RIDES program reflect that for the month of September there were 8,982 passenger boardings. This represents a 7.57% decrease in passenger boardings from September of 2011, (9,718). Fiscal year-to-date, this represents a 0.40% increase in passenger boardings for the same period last year.

For the month of September, 81.93 % of all scheduled trips for the MST RIDES Program arrived on time, decreasing slightly from 83.95 % in September of 2011. (See MST RIDES ~~ On Time Compliance Chart FY 2013.)

Productivity for September of this year was at 1.92 passengers per hour, decreasing

slightly from 1.95 in September of 2011. Other: September 20: MVTI was involved in a non injury non- preventable collision in RIDES vehicle # 9004 resulting in $8,278 in damage to the coach. COMMUNICATIONS CENTER: In September, the Communications Center summoned public safety agencies on eleven (11) separate occasions to MST’s transit vehicles and facilities:

Agency Type Incident Type Number Of Responses

Police Passenger Incident / Other 7

Emergency Medical Services Medical Emergency 4

Robert Weber

ATTACHMENTS: MST Fixed-Route Bus ~~ On Time Compliance FY 2013. MST Fixed-Route Bus ~~ Boarding Statistics FY 2013. MST Trolley Service ~~ Boarding Statistics FY 2013 MST RIDES ~~ On Time Compliance FY 2013 MST RIDES ~~ Boarding Statistics FY 2013

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ATTACHMENT 2 October 23, 2012 To: Carl G. Sedoryk, General Manager/CEO From: Michael Hernandez, Assistant General Manger/COO Subject: Monthly Maintenance Report for September 2012 This monthly report summarizes information about fuel prices and the activities of the Maintenance/Facilities Departments during the month of September. Detailed statistical information is also attached. Fuel Prices:

Sept. Low

Sept. High

Aug. Average

Sept. Average

% Change

Diesel: $3.51 $3.91 $3.64 $3.70 1.6%

Gasoline: $3.85 $3.93 $3.78 $3.90 3.2%

Fleet Status:

Road Call Rate Goal: 7,000 Miles

Miles Between

Road Calls: Operating Cost Per Mile:

September: 15,545 September: $1.19

FY2013 - Year to Date: 16,115 FY2013 - Year To Date: $1.17

Comments: In September there were a total of 21 road calls, 18 were maintenance related. The highest road call category was for engine and emission issues. During September work continued on the new bus wrap and paint work for the seven Jazz buses. The newly wrapped Jazz buses entered service on September 21. The emissions cleaning filter system at TDA was out of service for several weeks for repairs. An outside vendor was used to clean and service filters during that time. In late September one of the HVAC (heating/ventilation/air conditioning) units at TDA was replaced. Construction at bus stops continued along the Jazz route, with work extending to Fremont/Aguajito (MPC) and downtown Monterey.

Michael Hernandez

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Fleet SeriesManufacturer

Model/YearQuantity Engine

Fuel

TypeMPG

Average Life To

Date Miles

1101 - 1121 Gillig Phantom

200021

Cummins ISM

280 HP

ULSD

Diesel4.2 561,055

1122 - 1129 Gillig Phantom

20038

Detroit DC

Series 50 ERG

ULSD

Diesel4.1 373,249

1701 - 1712Gillig Low-floor

200212

Cummins ISM

280 HP

ULSD

Diesel4.4 406,713

1713 - 1724 Gillig Low-floor

200312

Detroit DC

Series 50 ERG

ULSD

Diesel3.8 333,431

1725 - 1729 Gillig Low-floor

20075

Cummins ISM

280 HP

ULSD

Diesel3.6 171,693

1801 - 1804 Gillig Suburban

20024

Cummins ISM

280 HP

ULSD

Diesel4.5 631,466

1805 -1808Gillig Suburban

20034

Detroit DC

Series 50 ERG

ULSD

Diesel4.6 557,676

2001 - 2010Gillig Low-floor

200710

Cummins ISM

280 HP

ULSD

Diesel4.0 208,650

4501 - 4504 MCI D4500

2009, 2010, 2012 4

Cummins ISM

480 HP

ULSD

Diesel5.5 148,943

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Historical Fleet:

Bus 80

Model: Fageol Twin

Coach 1948

Fleet Size: 1

Gasoline

Powered

Revenue Diesel

Fleet

Non-

Revenue

Fleet

Inventory Value

Miles: 279,810 35,411

Fuel,

Coolant &

Lubricants

:

$109,693

Gallons: 65,286 1,818Parts &

Supplies:$200,146

Average Miles

Per Gallon: 4.3 19.5

Total

Value:$309,839

September 2012

MST Operated Fixed Route Bus Fleet - Summary Information

Total Revenue Vehicles:

103

104

Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Aver. YTD

FY12 16,586 14,659 13,711 20,563 17,503 18,506 13,879 13,046 11,478 21,376 13,255 12,747 14,985

FY13 22,629 10,171 15,545 16,115

0

3,500

7,000

10,500

14,000

17,500

21,000

24,500

Miles

Miles Between Roadcalls FY12 vs. FY13

Year to Date Comparison

Goal 7,000 Miles

105

Air Sys. Brakes Exhaust Cooling Doors Electrical Engine Trans Fare box Other Passenger Radio Tire Vandal W/C Lift Total

FY12 9 7 42 29 9 55 43 5 18 21 11 7 6 0 20 282

FY13 - YTD 4 0 8 5 4 17 18 1 1 4 3 0 1 0 1 67

Sept. 2012 3 0 5 2 1 1 6 0 0 0 2 1 0 0 0 21

0

10

20

30

40

50

60

70

80

90

100

OC

CU

REN

CES

All ROAD CALLS - BY CATEGORY FY 2012 & 2013

CUMULATIVE YEAR-TO-DATE

106

Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 June-12 Jul-12 Aug-12 Sept 12

Total PMs 104 93 84 90 102 108 102 88 90 79 87 80

% On Time 94% 97% 92% 96% 86% 99% 95% 95% 89% 84% 82% 90%

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

0

20

40

60

80

100

120

% O

n-T

ime In

sp

ecti

on

s

To

tal P

M In

sp

ecti

on

sPREVENTIVE MAINTENANCE INSPECTIONS

PAST TWELVE MONTHS

Goal

80%

Fleet Series &

Model Year Labor Parts Fuel Oil/Fluid TOTAL COST MILES

Cost Per

Mile

1101-21 (2000) $6,390 $6,028 $54,399 $1,897 $68,714 61,610 $1.12

1122-29 (2002) $5,575 $4,886 $23,463 $1,127 $35,052 25,604 $1.37

1701-12 (2002) $4,578 $3,570 $41,190 $888 $50,227 48,398 $1.04

1713-24 (2003) $6,102 $8,292 $34,462 $2,251 $51,107 35,553 $1.44

1725-29 (2007) $5,988 $3,630 $5,638 $1 $15,258 5,552 $2.75

1801-04 (2002) $7,204 $8,808 $14,975 $585 $31,571 18,140 $1.74

1805-08 (2003) $2,537 $729 $17,593 $756 $21,615 21,600 $1.00

2001-10 (2007) $2,955 $883 $29,616 $1,077 $34,531 31,599 $1.09

4501-04 (2009/10/12) $2,192 $1,555 $21,739 $635 $26,121 31,754 $0.82

Total Sept. 2012: $43,523 $38,379 $243,076 $9,217 $334,195 279,810 $1.19

Labor: Parts: Fuel: Oil: Cost Per Mile:

September Fleet

Average: $0.16 $0.14 $0.87 $0.03 $1.19

FY13 Cost

Per Mile:$0.17 $0.15 $0.80 $0.03 $1.17

Clean Diesel Fleet - September 2012

79% 67% 82% 67% 37% 47% 81% 86% 83%

9%

16%

9%

12%

39%

23%

12%

9%8%

9%14%

7%

16% 24%28%

3% 3% 6%

3% 3% 2% 4% 0% 2% 3% 3% 2%

0%

25%

50%

75%

100%

$1.121100s

(2000)

$1.371100s

(2003)

$1.041700s

(2002)

$1.441700s

(2003)

$2.751700s

(2007)

$1.741800s

(2002)

$1.001800s

(2003)

$1.092000s

(2007)

$0.824500s

(2009/10/12)

Cost Per Mile:Fleet Series &

Model Year

Revenue Fleet: Operating Cost Per Mile September 2012

Oil

Parts

Labor

Fuel

107

108

0

5

10

15

20

25

30

35

40

45

50

55

60

Ro

ad

Ca

lls

Bus Series & Model Year

MECHANICAL ROAD CALLS BY BUS SERIES

Total Miles: 279,810 September Roadcalls: 18

Total FY2012

FY2013 YTD

Sept. 2012

109

Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 Jul-12 Aug-12 Sept-12

Buses $59 $33 $89 $0 $398 $66 $197 $32 $66 $33 $24 $33

Bus Stops $490 $680 $736 $1,158 $524 $416 $259 $296 $437 $341 $550 $296

Salinas TC $0 $0 $0 $13 $0 $0 $0 $0 $0 $0 $0 $0

Marina TE $0 $3,500 $0 $0 $0 $0 $0 $0 $12 $0 $0 $0

MRY. TP $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0

$0

$100

$200

$300

$400

$500

$600

$700

$800

VANDALISM COSTS: PAST 12 MONTHS

110

$2,000

$2,500

$3,000

$3,500

$4,000

$4,500

$5,000

$0

$50,000

$100,000

$150,000

$200,000

$250,000

$300,000

Inventory Value

Fuel Value

Inventory Value Per Bus

Tota

l In

ven

tory

& F

uel

Val

ue

Inve

nto

ry $

Val

ue

Per

Bu

s

12 Month Rolling Parts Inventory, Fuel & Fluids Value: Sept. 2012 Total Parts Inventory: $200,146 Value Per Bus: $2,502 Fuel Inventory: $109,693

111

$0

$10,000

$20,000

$30,000

$40,000

$50,000

$60,000

$70,000

$80,000

$90,000

$100,000

$110,000

$120,000

FLeet Maintenance Inventory Purchases & Parts Usage Past 12 Months

Purchased

Used

112

$2.50

$2.70

$2.90

$3.10

$3.30

$3.50

$3.70

$3.90

$4.10

$4.30

Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 Jul-12 Aug-12 Sep-12

12 Month Rolling Fuel Cost - As of September 30, 2012Diesel Gasoline

113

ATTACHMENT 3 Date: November 2012 To: C. Sedoryk, General Manager/CEO From: Hunter Harvath, Assistant General Manager Finance & Administration; Mark

Eccles, Director Information Technology; Kathy Williams, General Accounting Manager; Kelly Halcon, Director of Human Resources/Risk Management; Tom Hicks, CTSA Manager; Sonia Bannister, Office Administrator; Zoe Shoats, Marketing Analyst

Subject: Administration Department Monthly Report September, 2012 The following significant events occurred in Administration work groups for the month of September 2012: Human Resources A total employment level for September 2012 is summarized as follows:

Positions Budget FY13 Actual Difference

Coach Operators / Trainees 138 126 -12

C/O on Long Term Leave * 2* 0 -2

Coach Operators Limited Duty 2 0 -2

Operations Staff 25 24 -1

Maintenance & Facilities 43 42 0

Administration (Interns 2 PT) 22 18.5 -3.5

Total 232 210.5 -21.5

*Total budget numbers to not include the C/O on Long Term Leave as those

numbers are already reflected in the Coach Operators/Trainees number.

September Worker’s Compensation Costs

Indemnity (paid to employees) $10,411.46

Other (includes Legal) $4,312.01

Medical includes Case Mgmt,UR, Rx & PT $15,888.65

TPA Administration Fee $4,000.00

Excess Insurance $5,550.08

Total Expenses $40,162.20

Reserves $1,401,149.76

Excess Reserved ($375,145.50)

# Ending Open Claims 49

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0123456789

10111213

Nu

mb

er

of

Acc

ide

nts

Accident Statistics non-preventable

preventable

Training

Description Attendees

Annual VTT Training 11

Risk Management Update September 2012 September 2011

Preventable Preventable

Description Yes No Yes No

Vehicle hits Bus 0 2 0 5

Bus hits object 4 0 2 0

TOTAL 4 2 2 5

During the month of September 2012 there were four preventable collisions. Although a rise from our trend, monitoring and prevention measures are in effect and preventable collisions are expected to lower.

115

0

50,000

100,000

150,000

200,000

250,000

300,000

350,000

400,000

Standard = Notmore than 1 preventable collision per 100k miles

Monthly Miles Between Preventable Collisions (MBPC)with 12 Month Rolling Average

Miles Between Prev. Collisions

MBPC: 12 Month Average

There were no claim recoveries during this period and no claims paid. Accounting Update General Accounting General Accounting staff has been working on finalizing our annual audit and beginning the numerous reports that are due to regulatory agencies. Payroll/Accounts Payable Staff continues to meet their respective weekly deadlines. Grants/Compliance During the month of September, staff participated in an APTA Small Operators Committee Legislative Subcommittee Conference Call, attended the Air District Board Meeting where MST was awarded a $350,000 grant, worked with Salinas Public Libraries Staff on a joint grant application, and participated in several teleconferences

116

regarding MST‟s Clean Fuels grant award. Staff also worked on requests for reimbursements from Caltrans and FTA on existing grants Purchasing/Inventory Staff is continually trying to keep track of costs of inventory and alternate methods of securing necessary parts and supplies while attempting to lower costs. Staff is currently negotiating contracts, issuing RFP‟s and IFB‟s as needed for various projects that MST requires. Customer Service Update

Service Report Type Sep ‘12 %

Sep ‘11 %

Valid

Employee Compliment 1 2.70%

3 3.95%

Service Compliment 1 2.70%

0 0.00%

Improper Employee Conduct 1 2.70%

11 14.47%

Improper Driving 7 18.92%

9 11.84%

Request To Add Service 1 2.70%

9 11.84%

Late Arrival 2 5.41%

12 15.79%

No Show 2 5.41%

12 15.79%

Late Departure 0 0.00%

2 2.63%

Passed By 5 13.51% 1 2 2.63%

Inaccurate Public Information 0 0.00%

5 6.58%

Passenger Injury 3 8.11% 1 0 0.00%

Bus Stop Amenities 1 2.70%

2 2.63%

Service Schedule 1 2.70%

0 0.00%

Early Departure 3 8.11% 2 4 5.26%

Agency Policy 1 2.70% 1 0 0.00%

Request to reduce service 1 2.70%

0 0.00%

ADA Compliance 1 2.70%

1 1.32%

Full bus/left behind 1 2.70%

1 1.32%

Service Other 3 8.11%

2 2.63% Discriminatory behavior by employee 0 0.00%

1 1.32%

Off Route 1 2.70%

0 0.00%

Title VI Complaint 1 2.70%

0 0.00%

37 100.00%

76 100.00%

Of the five “Passed By” reports that were submitted by customers in September,

staff investigations found that one was a valid complaint. When the bus pulled into the

117

stop, the passenger sitting on the bench made no attempt to get up; it wasn‟t until the bus pulled back out into traffic and was at the stop sign that the Coach Operator saw the passenger waving towards the bus.

Of the three early departure reports that were submitted by customers, two

incidents were found to be valid. One involved leaving Hartnell College earlier than time posted and the line 75 leaving designated time points earlier than the posted schedule.

MST received one employee compliment report involving MST contracted service -- Ms. Garianne Sholiton (passenger) – complimented MV Coach Operator Charles Chambers. She expressed her gratitude towards Mr. Chambers for helping her at the downtown Monterey Post Office when her wheelchair got caught in between the railing.

IT Update Staff configured the Trapeze ITS Transitmaster system. Staff continued to monitor and configure software and hardware for the Assetworks Maintenance system. Staff continued to support and monitor the Serenic Navision Financial system. Staff continued to configure data for the GIRO DDAM Timekeeping system. Staff updated software components of MST workstations. Staff continued developing functionality of the Customer Service and RIDES databases. Staff liaised with the Installation contractor regarding the federally mandated Narrowbanding requirement. Staff kept the MST web page updated and made the appropriate changes as required. Staff continued to support MST staff as needed, proactively ensuring MST staff was supported fully with their IT needs. Marketing and Sales Update

Published news stories include: “Handy Transportation” (Best of Monterey Bay Smart Guide 2012-2013, 9/6/12); “Free bus service for Laguna Seca ticket holders” (Monterey County Business Council‟s Friday Facts, 9/7/12); “MST receives $1.7M grant” (The Californian, 9/12/12); “MST gets $1.7 million grant for wireless electric trolley” (Monterey County Herald, 9/12/12); “Electric Trolley coming to Monterey-Salinas Transit” (KION, 9/13/12); “MST hosts job fair open house” (Monterey County Business Council‟s Friday Facts 9/14/12); “MST gets $1.7 million grant to launch wireless electric trolley” (Monterey County Business Council‟s Friday Facts 9/14/12); “California agencies get millions in federal grants for cleaner buses” (Los Angeles Times, 9/14/12); “MST to hold jobs fair” (Cedar Street Times, 9/14/12); “Bus stop upgrades in New Monterey cause closures” (KION, 9/14/12); “MST holding job fair” (The Californian, 9/17/12); “Monterey Jazz Festival turns 55 with mix of wily veterans, exciting newcomers, added „enhancements‟” (Monterey County Herald, 9/20/12); “Free bus service for Airshow attendees this weekend” (The Californian, 9/20/12); “Free bus service to Jazz Festival” (The Californian, 9/20/12); “MST: Mobility Management by the Sea” (Passenger Transport, 9/24/12); “Under the bus: MST files claim against the county for Whispering Oaks plans; feds waver on loan,” (Monterey County Weekly, 9/27/12); “MST upgrades on Lighthouse cause closures” (Monterey County Business

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Council‟s Friday Facts, 9/28/12); “Male adult reported he was punched…” (The Californian, 9/30/12). Press releases sent include: “Free bus service for Laguna Seca ticket holders Continental Tire Sports Car Festival September 8 & 9, 2012” (9/6/12); “MST job fair open house” (9/12/12); “MST awarded $1.7 in Clean Fuels Grant from FTA” (9/12/12); “Bus stop upgrades in New Monterey cause closures” (9/14/12); “Free bus service to the California International Airshow Salinas provided by MST” (9/20/12); “MST bus service to the Monterey Jazz Festival” (9/20/12); “MST bus stop upgrades on Lighthouse Ave. cause closures” (9/26/12). Marketing activities: Ordered military GoPasses; updated pricing on bus advertising media kit with rate increases; created a brand and logo for real-time information signage at bus stops; created posters with MST specialty line logos to sell online and at MST Bus Stop Shop; implemented Bus Stop Shop upgrades and created a “shopping atmosphere” in lobby; updated JAZZ rack card; planned to host CalACT conference; attended Monterey Peninsula Chamber of Commerce‟s Annual Leadership Luncheon; sponsored and attended 2012 EcoTourism and Sustainable Tourism conference; attended CalACT Fall Conference; met with MV‟s public relations specialist to discuss ways MV can help with MST‟s promotions; ordered cupcakes for passengers for MST‟s 40th anniversary; ordered MST promotional materials; managed MST website content and Facebook page; coordinated delivery of printed promotional materials. Mobility Programs Update The CTSA Manager attended the California Association for Coordinated Transportation (CalACT) September 2012 conference in Monterey and made three presentations: two at the conference site and one at the Monterey Mobility Management Center. MST was the official host of the conference and provided 29.5 staff assistance hours to the gathering by assigning MST Mobility Specialists and MST Navigators to various logistic duties. When not staffing the conference, MST staff and Navigators were able to attend several sessions focusing on mobility management issues.

The Mobility Advisory Committee (MAC) met in Salinas at TAMC on September 26th and discussed expanding committee activities and replacing committee members who recently resigned due to health and work concerns. It was agreed that the next MAC meeting will focus on Unmet Transit Needs per its agreement with TAMC to serve as the Social Services Advisory Council as well as receive a presentation by MST staff on the purpose and implementation of the MST ADA Paratransit Program (RIDES). The meeting will be held in Monterey at the Monterey Mobility Management Center on November 28th.

For the month of September, MST Navigators provided shopping assistance for senior customers on MST Line 92 for a total of 12 hours. Navigators staffed host centers at Pacific Meadows, Sally Griffin Center, Scholze Park Center and the Carmel Foundation to answer questions about fixed-route services and travel training. The CSUMB intern volunteered 18 hours to the RIDES program to learn about the RIDES certification process as part of her capstone project.

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The Mobility Specialist continued group travel training exercises. Along with MST Navigators, travel training trips were guided from local host centers to select recreation locations accessible by using the fixed-route system. The Mobility Specialist also continued community outreach to affected senior living communities in Salinas to organize a senior taxi voucher program to compensate for a loss of underutilized fixed-route services in their neighborhood that took effect on September 1, 2012.

September 2012 Travel Training and Navigators Report YTD*

Total persons travel trained (including orientations) 43 649

Total persons contacted during public presentations 52 672

Total persons otherwise contacted 39 232

Total volunteer Navigator service hours 46 505

September 2012 RIDES Program Report

New applications received. 31

Recertification applications received. 13

Incomplete applications. 10

Approved applications. 44

Applications denied. 1

Certifications deactivated. 39

Total active customers. 3,021

Planning Update During the month of September, staff implemented the fall service change, which contained numerous schedule and route adjustments primarily focused in the Salinas community as well as along the Monterey Peninsula with the new JAZZ lines. Staff continued planning and construction efforts on the JAZZ Fremont/Lighthouse Bus Rapid Transit program and worked closely with the AGM/Chief Operating Officer on the new paint scheme for the JAZZ buses. Staff attended the Monterey Architectural Review Commission hearing to secure permission to install new signage at a JAZZ BRT stop location and met with representatives of the Jazz Festival‟s recording distribution company regarding historical recordings of performances at the festival throughout its 55-year history. Staff met with representatives from Caltrans District 5 to discuss studying congestion reduction proposals along Highway 1, including “bus on shoulder” concepts. Staff met with Monterey County‟s interim Economic Development Director and interim Assistant Chief Administrative Officer to orient them regarding MST and public transportation issues facing the county. Staff met with representatives of the city of Monterey to discuss future transit facilities and bus rapid transit concepts for the downtown/waterfront areas. Staff continued working with MST‟s military partners at the Presidio of Monterey, Naval Postgraduate School and Fort Hunter Liggett on improving transportation

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services to these facilities as well as the new automated ticket machine installation initiative currently under way to accommodate the Department of Defense‟s new federal transit benefit distribution program. Staff continued planning efforts with Monterey Bay Aquarium Staff on its “Free to Learn” program offering free admission and transportation to minority and disadvantaged residents of the Salinas Valley and Pajaro Valley. Staff participated in a pre-bid conference for MST‟s purchased transportation procurement and continued research into strategies to reduce fuel cost volatility. Staff continued planning efforts for the electric trolley project with team partners in Utah and met with counterparts at Santa Cruz Metropolitan Transportation District to share strategies, issues and experiences regarding our respective transit agencies. Staff attended sessions at the 2012 EcoTourism and Sustainable Tourism conference, and the 2012 CalACT Fall Conference, both held here in Monterey. Staff participated in regular meetings of the Workforce Investment Board, Monterey Peninsula Chamber of Commerce, Hartnell Student Senate, and Monterey Bay Unified Air Pollution Control District. Staff traveled to Seattle, Washington, to participate in the 2012 American Public Transportation Association Annual Meeting.