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AGENDA PENINSULA CORRIDOR JOINT POWERS BOARD Bacciocco Auditorium, 2Nd Floor 1250 San Carlos Avenue, San Carlos CA 94070 January 9, 2020 – Thursday 9:00 Am

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AGENDA PENINSULA CORRIDOR JOINT POWERS BOARD Bacciocco Auditorium, 2Nd Floor 1250 San Carlos Avenue, San Carlos CA 94070 January 9, 2020 – Thursday 9:00 Am BOARD OF DIRECTORS 2020 DAVE PINE, VICE CHAIR CHERYL BRINKMAN JEANNIE BRUINS CINDY CHAVEZ RON COLLINS DEVORA “DEV” DAVIS CHARLES STONE SHAMANN WALTON MONIQUE ZMUDA JIM HARTNETT EXECUTIVE DIRECTOR AGENDA PENINSULA CORRIDOR JOINT POWERS BOARD Bacciocco Auditorium, 2nd Floor 1250 San Carlos Avenue, San Carlos CA 94070 January 9, 2020 – Thursday 9:00 am 1. Call to Order / Pledge of Allegiance 2. Swearing-in of Monique Zmuda Representing the City and County of San Francisco 3. Roll Call 4. Report of the Nominating Committee a. Election of Officers for 2020 5. Public Comment For Items Not on the Agenda Comments by each individual speaker shall be limited to two (2) minutes. Items raised that require a response will be deferred for staff reply. 6. Consent Calendar Members of the Board may request that an item under the Consent Calendar be considered separately a. Approve Special Meeting/Study Session Minutes of November 21, MOTION 2019 and Meeting Minutes of December 5, 2019 b. Receive Key Caltrain Performance Statistics MOTION c. Receive State and Federal Legislative Update MOTION d. Accept Statement of Revenues and Expenditures for November MOTION 2019 Approved by the Finance Committee e. Approve 2020 Committee Meeting Calendar MOTION f. Authorization to Receive State Rail Assistance Program Funds RESOLUTION Note: All items appearing on the agenda are subject to action by the Board. Staff recommendations are subject to change by the Board. Page 1 of 3 Peninsula Corridor Joint Powers Board January 9, 2020 Agenda Approved by the Work Program-Legislative-Planning Committee: g. Adoption of 2019 Title VI Program (a civil rights program required by RESOLUTION the Federal Transportation Authority) h. Adoption of 2020 Legislative Program MOTION 7. Report of the Chair a. Resolution of Appreciation for former Chair Gillian Gillett 8. Report of the Executive Director a. Peninsula Corridor Electrification Project Monthly Report for INFORMATIONAL November b. Monthly Report on Positive Train Control System INFORMATIONAL 9. Report of the Citizens Advisory Committee 10. Report of the Work Program-Legislative–Planning (WPLP) Committee a. Adoption of Caltrain Rail Corridor Use Policy RESOLUTION 11. Correspondence 12. Board Member Requests 13. General Counsel Report 14. Date/Time of Next Regular Meeting: Thursday, February 6, 2020 at 9:00 a.m. San Mateo County Transit District Administrative Building, 2nd Floor, 1250 San Carlos Avenue, San Carlos, CA 15. Adjourn Page 2 of 3 Peninsula Corridor Joint Powers Board January 9, 2020 Agenda INFORMATION FOR THE PUBLIC All items appearing on the agenda are subject to action by the Board. Staff recommendations are subject to change by the Board. If you have questions on the agenda, please contact the JPB Secretary at 650.508.6242. Agendas are available on the Caltrain website at www.caltrain.com. Communications to the Board of Directors can be emailed to [email protected]. Free translation is available; Para traducción llama al 1.800.660.4287; 如需翻译,请电 1.800.660.4287 Location, Date and Time of Regular Meetings Regular meetings are held at the San Mateo County Transit District Administrative Building located at 1250 San Carlos Avenue, San Carlos, one block west of the San Carlos Caltrain Station on El Camino Real, accessible by SamTrans bus Routes ECR, 260, 295 and 398. Additional transit information can be obtained by calling 1.800.660.4287 or 511. The JPB meets regularly on the first Thursday of the month at 9:00 a.m. The JPB Citizens Advisory Committee meets regularly on the third Wednesday of the month at 5:40 p.m. at the same location. Date, time and place may change as necessary. Public Comment If you wish to address the Board, please fill out a speaker’s card located on the agenda table and hand it to the JPB Secretary. If you have anything that you wish distributed to the Board and included for the official record, please hand it to the JPB Secretary, who will distribute the information to the Board members and staff. Members of the public may address the Board on non-agendized items under the Public Comment item on the agenda. Public testimony by each individual speaker shall be limited to two minutes and items raised that require a response will be deferred for staff reply. Accessible Public Meetings/Translation Written materials in appropriate alternative formats, disability-related modification/accommodation, as well as sign language and foreign language interpreters are available upon request; all requests must be made at least 72 hours in advance of the meeting or hearing. Please direct requests for disability-related modification and/or interpreter services to the Title VI Administrator at San Mateo County Transit District, 1250 San Carlos Avenue, San Carlos, CA 94070-1306; or email [email protected]; or request by phone at 650-622-7864 or TTY 650-508-6448. Availability of Public Records All public records relating to an open session item on this agenda, which are not exempt from disclosure pursuant to the California Public Records Act, that are distributed to a majority of the legislative body will be available for public inspection at 1250 San Carlos Avenue, San Carlos, CA 94070-1306, at the same time that the public records are distributed or made available to the legislative body. Page 3 of 3 AGENDA ITEM #6 (a) Peninsula Corridor Joint Powers Board Board of Directors Meeting Special Meeting/Study Session 107 Broadway Avenue, Half Moon Bay, CA MINUTES OF NOVEMBER 21, 2019 MEMBERS PRESENT: G. Gillett, (Chair), C. Brinkman, J. Bruins, C. Chavez, R. Collins, D. Davis, D. Pine, S. Walton, C. Stone MEMBERS ABSENT: None STAFF PRESENT: J. Hartnett, M. Bouchard, J. Cassman, D. Hansel, C. Mau, S. Petty, D. Seamans CALL TO ORDER/ROLL CALL Chair Gillett called the meeting to order at approximately 9:04 am. A quorum was present. CALTRAIN BUSINESS PLAN ORGANIZATIONAL ASSESSMENT WORKSHOP (INCLUDING SERVICE DELIVERY, INTERNAL ORGANIZATION AND GOVERNANCE) Jim Hartnett, Executive Director, thanked Board members and staff for attending the special meeting. He provided a brief history of Caltrain and stated that it is a good time to assess the agency strengths and weaknesses. Mr. Hartnett expressed appreciation for the dedication and support to the staff and partners in the private sector for the hard work done recently on the Business Plan. PRESENTATION & DISCUSSION – Grace Crunican and Howard Permut Mr. Hartnett introduced Grace Crunican and Howard Permut, consultants hired to discuss the Caltrain Business Plan Organization Assessment, including service delivery, internal organization and governance, and facilitate the workshop. Ms. Crunican acknowledged the location was not ideal for public transit access and apologized for that. However, she felt the relaxed atmosphere was more conducive for board collaboration. She requested board members to try to think of themselves as one board and not individuals representing their “home” agencies that appointed them. She cited the strength that comes from acting as a group, not as individuals from each county. Ms. Crunican reviewed the success of Caltrain and stated the workshop is intended to discussion how to seize more opportunities for success. She introduced Howard Permut, consultant, to discuss Service Delivery. Service Delivery Mr. Permut stated his presentation was a shortened version from the August 1, 2019 Caltrain meeting. He reiterated the fact that change is coming and Caltrain can no longer stay still and there’s a need to have an organization that would deliver the Page 1 of 7 Caltrain Board of Directors Minutes of November 21, 2019 Special Meeting service vision; a significant expansion over current service delivery. He discussed the three areas of the agenda for the day regarding the entire Caltrain organization: service delivery, internal organization, and governance. Guidelines for the retreat were discussed, which were to focus on the Board’s shared accountability to Caltrain, use of the organization assessment report as a factual basis for discussion, engage in an open and respectful dialog and strive to reach consensus on conclusions and next steps. Mr. Permut discussed the current train service delivery with use of contractor, Transit America Services, Inc. (TASI) and its impending contract expiration date of 2022 (with an optional one-year extension). He discussed three options for service delivery: extension of the contract, solicit a new service provider or provide the services in-house. Timing was discussed with the recommendation that Caltrain pursue the extension of the TASI contract, with an inter-disciplinary task force of senior staff, including a deadline for negotiations, and the setting of a deadline, should negotiations are unsuccessful. Mr. Permut introduced Michelle Bouchard, Chief Operating Officer, to continue the presentation. Ms. Bouchard recalled the last train operator procurement process, which resulted in choosing TASI as the contracted train operator. She emphasized the high level of effort and time required in the process itself, which took the full attention of a cross section of the entire organization. She stated that staff acknowledged the recommendation from August and have begun negotiations on the TASI extension. She noted that contract provisions would be subject to certain conditions. Ms. Bouchard also noted that the Federal Transit Administration has been advised of the proposed extension and internal/ external task forces are in place, noting the Board’s future ad-hoc committee would be able to assist staff through the process. Ms. Bouchard responded to inquiries on the TASI contract components, which included the following: continuation of Disadvantaged/Small Business/Women-Owned business enterprise opportunities, quantitative and qualitative contract components, workforce protections provisions needs to be addressed, potential in-house options, and Board subcommittees and briefings. As an aside, Ms. Crunican stated the board issue of considering new special legal counsel would be placed on the board’s agenda in December.
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