Pledge of Allegience 3. Confirm

SOLTRANS BOARD OF DIRECTORS AGENDA Board of Directors 3:00 PM, Thursday, May 17, 2018 Vallejo Council Chamber City Hall, 555 Santa Clara St., Vallejo

Public Comment: Pursuant to the Brown Act, the public has an opportunity to speak on any matter on the agenda or, for matters not on the agenda, issues within the subject matter jurisdiction of the agency. Comments are limited to no more than 3 minutes per speaker unless modified by the Board Chair, Gov’t Code § 54954.3(a). By law, no action may be taken on any item raised during the public comment period (Agenda Item IV) although informational answers to questions may be given and matters may be referred to staff for placement on a future agenda of the agency.

Americans with Disabilities Act (ADA): This agenda is available upon request in alternative formats to persons with a disability, as required by the ADA of 1990 (42 U.S.C. §12132) and the Ralph M. Brown Act (Cal. Govt. Code §54954.2). Persons requesting a disability related modification or accommodation should contact Suzanne Fredriksen, Clerk of the Board, at (707) 736-6993 during regular business hours at least 72 hours prior to the time of the meeting.

Staff Reports: Staff reports are available for inspection at the SolTrans office, during regular business hours, 8:00 a.m. to 5:00 p.m., Monday-Friday. You may also contact the Clerk of the Board via email at [email protected]. Supplemental Reports: Any reports or other materials that are issued after the agenda has been distributed may be reviewed by contacting the SolTrans Clerk of the Board and copies of any such supplemental materials will be available on the table at the entry to the meeting room.

Agenda Times: Times set forth on the agenda are estimates. Items may be heard before or after the times shown.

1. CALL TO ORDER/ CLOSED SESSION PERSONNEL MATTERS (GC § 549547): Public Employee Performance Review – SolTrans Executive Director (3:00 p.m.)

2. CALL TO ORDER REGULAR MEETING/ PLEDGE OF ALLEGIENCE Elizabeth Patterson, Chairperson, City of Benicia (3:30 - 3:35 p.m.) Times set forth on the agenda are estimates, and the regular meeting will be called to order directly following closed session.

3. CONFIRM QUORUM/STATEMENT OF CONFLICT An official who has a conflict must, prior to consideration of the decision; (1) publicly identify in detail the financial interest that causes the conflict; (2) recuse himself/herself

The complete SolTrans Board Meeting Packet is available on SolTrans’ Website at www.soltransride.com from discussing and voting on the matter; (3) leave the room until after the decision has been made. Cal. Gov’t Code § 87200.

4. APPROVAL OF AGENDA

5. OPPORTUNITY FOR PUBLIC COMMENT (3:35 - 3:40 p.m.)

6. EXECUTIVE DIRECTOR'S REPORT (3:40 - 3:45 p.m.)

7. PROCLAMATIONS & PRESENTATIONS (3:45 - 3:55 p.m.) 7.A. 2018 CalACT/RTAP Bus Driver Safety Roadeo Presentation Suggested Action: Informational. (PRESENTER: Beth Kranda, Executive Director)

8. CONSENT CALENDAR Recommendation: Approve the following consent items in one motion. Note: Items under consent calendar may be removed for separate discussion. (3:55 – 4:00 p.m.)

8.A. Meeting Minutes of April 19, 2018 Suggested Action: Approve the meeting minutes of April 19, 2018. (PRESENTER: Suzanne Fredriksen, Board Clerk) pg. 7 Board Meeting Minutes of 4-19-18.pdf

8.B. Adoption of a Resolution Establishing SolTrans Records Retention Schedule Suggested Action: Adopt Resolution No. 2018-04 establishing the SolTrans Records Retention Schedule and authorizing the destruction of specified records, as shown in Attachment A. (PRESENTER: Suzanne Fredriksen, Board Clerk) pg. 13 Staff Report - Approve Proposed Retention Schedule.docx Attachment A - Reso No. 2018-04 Adopting SolTrans Records Retention Schedule.docx Exhibit 1 - Proposed SolTrans Records Retention Schedule.pdf

8.C. Transportation Development Act (TDA), State Transit Assistance Funds (STAF) and Regional Measure 2 (RM2) Claims Suggested Action: 1) Approve the resolutions as shown in Attachments A and B. 2) Authorize the Executive Director to execute and submit required documents for claiming SolTrans’ FY 2018-19 Allocation Requests for TDA and STAF Funds as needed. 3) Authorize the Executive Director to execute and submit required documents for claiming SolTrans’ FY 2018-19 Allocation Request for RM2 Funds in the amount of $1,572,308. (PRESENTER: Dennis Ybarra, Program Analyst II) pg. 29 Staff Report - TDA STAF and RM2 Claims.docx 2

The complete SolTrans Board Meeting Packet is available on SolTrans’ Website at www.soltransride.com Attachment A - Resolution for MTC Claims for TDA Funds.docx Attachment B - Resolution to File Claim with MTC for FY 2018-19.docx

8.D. Authorize the Purchase of an Electric Bus Manufactured by BYD Motors through the State of Washington Department of Transportation Master Contract Suggested Action: 1) Authorize the Executive Director to request authorization from the State of Washington Department of Enterprise Services to purchase off of the Washington State Department of Transportation master vehicle contract, subject to Legal Counsel approval as to form. 2) Authorize the Executive Director to issue a purchase order for one BYD battery electric bus, with Legal Counsel oversight. pg. 37 Staff Report - Purchase of BYD Electric Bus.docx

REGULAR CALENDAR

9. ACTION ITEMS (4:00 - 4:10 p.m.) 9.A. Fiscal Year (FY) 2018-19 Proposed Operating and Capital Budget Suggested Action: Approve the FY 2018-2019 Proposed Operating Budget and Capital Budget New Requests, as presented in Attachments A and B, and carryover of unspent FY 2017-2018 approved capital budget amounts. (PRESENTER: Kristina Botsford, Finance and Administration Manager). pg. 39 Staff Report - Proposed 2018-19 Operating and Capital Budget.docx Attachment A FY 2018-19 Proposed Operating Revenue and Expense.pdf Attachment B - Proposed Capital Budget.pdf

NON-ACTION/ INFORMATIONAL

10. DISCUSSION ITEMS (4:10 - 4:20 p.m.) 10.A. Regional Measure 3 (RM3) Update Suggested Action: Informational. (PRESENTER: Daryl Halls, Executive Director, Solano Transportation Authority) pg. 45 RM3 Update - Verbal Presentation Only.docx RM3 Update PowerPoint.pdf

11. NON-DISCUSSION ITEMS

11.A. System Performance Report Suggested Action: Informational. pg. 65 Staff Report - System Performance Report.docx Attachment A - System_Performance Report PPT.pdf 3

The complete SolTrans Board Meeting Packet is available on SolTrans’ Website at www.soltransride.com 11.B. Public Outreach Report for May 2018 Suggested Action: Informational. pg. 75 Staff Report - Public Outreach Report for May.docx

12. STAFF BRIEFINGS

13. BOARD OF DIRECTORS COMMENTS

14. ADJOURNMENT

MEETING MINUTES

Meeting Minutes of May 17, 2018. Suggested Action: Informational. Board Meeting Minutes of 05-17-18.pdf

The complete SolTrans Board Meeting Packet is available on SolTrans’ Website at www.soltransride.com SOLTRANS ACRONYMS LIST OF TRANSPORTATION TERMS Solano County Transit Last Updated: July 12, 2017 A MPO Metropolitan Planning Organization ABAG Association of Bay Area Governments MTC Metropolitan Transportation Commission ADA Americans with Disabilities Act N, O, & P APC Automatic Passenger Counter NEXT National Express Transit APTA American Public Transit Association NTD National Transit Database AVL Automated Vehicle Location System O&M Operations and Maintenance B PAC Public Advisory Committee BAFO Best and Final Offer PARS Public Agency Retirement Services BART Bay Area Rapid Transit PCC Paratransit Coordinating Council C PNR Park & Ride CalACT California Association for Coordinated PPP (3P) Public Private Partnership Transportation PTAC Partnership Technical Advisory CalOES California Office of Emergency Services Committee Caltrans California Department of Transportation PY Prior Year CAM Cost Allocation Model R & S CARB California Air Resources Board RFP Request for Proposals CCC Contra Costa County Connections RM2 Regional Measure 2 Funds CMAQ Congestion Mitigation & Air Quality Program RVH Revenue Vehicle Hours CNG Compressed Natural Gas RVM Revenue Vehicle Miles COV City of Vallejo SNCI Solano Napa Commuter Information CTA California Transit Association SRTP Short Range Transit Plan CTC California Transportation Commission STA Solano Transportation Authority D STAF State Transit Assistance Fund DAR Dial-a-Ride T DBE Disadvantaged Business Enterprise TAC Technical Advisory Committee DOT Department of Transportation TCP Transit Capital Priorities E & F TDA Transportation Development Act FAST Fairfield and Suisun Transit TIP Transportation Improvement Program FAST Act Fixing America's Surface Transportation Act U, V, W, Y FHWA Federal Highway Administration UA Urbanized Area FTA Federal Transit Administration VMT Vehicle Miles Traveled FY Fiscal Year VTC Vallejo Transit Center G, H, I, & J WETA Water Emergency Transportation GFI Gen-fare Industries Farebox Authority GP General Public (as in GP Dial-a-Ride) YTD Year to Date GPS Global Positioning System HOV High Occupancy Vehicle IFB Invitation for Bid IPR Initial Project Report JARC Job Access Reverse Commute JPA Joint Powers Authority L & M LCTOP Low Carbon Transit Operations Program LoNo Low or No Carbon emissions MCI Motor Coach Industries MOD Mobility on Demand 5 MOU Memorandum of Understanding This page intentionally left blank.

AGENDA ITEM 8A BOARD MEETING DATE: MAY 17, 2018

SOLANO COUNTY TRANSIT DRAFT Board Minutes for Meeting of April 19, 2018

1. CALL TO ORDER Chairperson Patterson called the regular meeting of the SolTrans Board to order at 4:00 p.m.

A quorum was confirmed by the Clerk of the Board, Suzanne Fredriksen. There was no Statement of Conflict declared at this time.

MEMBERS PRESENT: Elizabeth Patterson, Mayor City of Benicia, Chairperson Jesus Malgapo, Councilmember City of Vallejo, Vice Chairperson (arrived at Tom Campbell, Councilmember City of Benicia 4:05 p.m.) Bob Sampayan, Mayor City of Vallejo Pete Sanchez, Mayor Ex-Officio – STA Representative

MEMBERS ABSENT: Jim Spering, Supervisor, MTC Representative County of Solano

STAFF PRESENT: In Alphabetical Order by Last Name: Kristina Botsford SolTrans Finance & Administration Manager Patricia Carr SolTrans General Services Manager Bernadette Curry SolTrans Legal Counsel Suzanne Fredriksen SolTrans Board Clerk Bisi Ibrahim SolTrans Program Analyst I Angela Jackson SolTrans Program Analyst I Beth Kranda SolTrans Executive Director Mandi Renshaw SolTrans Program Analyst II John Sanderson SolTrans Operations & Planning Manager Dennis Ybarra SolTrans Program Analyst II

OTHERS PRESENT: In Alphabetical Order by Last Name: Cathy Campos National Express Transit Ron Grassi Solano Transportation Authority Shanne Hern National Express Transit Christopher Jones National Express Transit Stephanie Maher National Express Transit 7 Brandon Thomson Solano Transportation Authority

Keith Ward SolTrans Public Advisory Committee, and National Express Transit

3. APPROVAL OF AGENDA On a motion by Director Sampayan and a second by Director Malgapo, the SolTrans JPA Board unanimously approved the Agenda, to include an amendment to table Agenda Item 10B, System Performance Report until the May 17, 2018 meeting. (4 Ayes, 1 Absent)

4. OPPORTUNITY FOR PUBLIC COMMENT None presented.

5. EXECUTIVE DIRECTOR’S REPORT Beth Kranda introduced Stephanie Maher, the new General Manager of National Express Transit, and John Sanderson the new SolTrans Operations and Planning Manager.

6. PROCLAMATIONS AND PRESENTATIONS

CONSENT CALENDAR On a motion by Director Sampayan and a second by Director Malgapo, the SolTrans JPA Board unanimously approved Consent Calendar Items 7A through 7F. (4 Ayes, 1 Absent)

7A. Meeting Minutes of February 15, 2018 Recommendation: Approve the meeting minutes of February 15, 2018.

7B. Public Advisory Committee (PAC) Meeting Minutes of March 26, 2018 Recommendation: Approve the PAC meeting minutes of March 26, 2018.

7C. Technical Advisory Committee (TAC) Informal Meeting Notes of March 29, 2018 Recommendation: Receive the informal TAC meeting notes of March 29, 2018.

7D. Commuter Coach Procurement Recommendation: Authorize the issuance of a Purchase Order in an amount not to exceed $4,800,000 for the purchase of six buses from the existing contract between SolTrans and Motor Coach Industries, Inc., subject to Legal Counsel approval as to form.

7E. Draft Fiscal Year (FY) 2018-19 SolTrans Performance Measures Recommendation: At the recommendation of the Finance Subcommittee, approve the Draft Fiscal Year (FY) 2018-19 Performance Goals and Measures, as shown in Attachment A.

7F. Approve Amendment of Contracts with Raymundo Engineering Company, Inc. and APSI Construction Management for the Compressed Natural Gas (CNG) Facility Project Recommendation: 1) Authorize the Executive Director to execute a fifth amendment to the contract with Raymundo Engineering Company, Inc. for $3,000, increasing the maximum contract 8 amount to $235,177 and extending the term to May 31, 2018;

2) Authorize the Executive Director to execute a third amendment to the contract with APSI Construction Management for $6,000, increasing the maximum contract amount to $206,634 and extending the term to June 30, 2018.

REGULAR CALENDAR

8. ACTION ITEMS (at this time, Director Campbell arrived at the meeting)

8A. Budget Outlook Through Fiscal Year (FY) 2027-2028 Kristina Botsford provided an overview of the Budget Outlook through FY 2027-28, including major considerations utilized in the development of the budget outlook, revenue and expenses, the upcoming fare analysis, issues of concern over the next ten years, as well as potential opportunities over the next ten years.

Public Comments: None presented.

Board Comments: Members of the Board provided the following comments and concerns:  Concurrence was expressed with spreading out bus replacement purchases over a period of several years, to lessen the impact to the agency’s budget in a given year.  It was noted that the types of vehicles the agency purchases, as well as fuel, related maintenance, and alignment with routes, will play a significant role in potential cost savings.  Several additional potential opportunities were noted, such as the State Cap and Trade program, as well as the anticipated increase in ridership on the Solano Express Routes resulting from the STA Corridor Program.  It was requested that Staff place an item on a future agenda to discuss a possible support position for the State Cap and Trade program.  It was requested that the Board consider a possible study session to explore better ways to manage the different demographics within Vallejo and Benicia.

Recommendation: Provide feedback on the Budget Outlook through FY 2027-28.

With no further feedback from the SolTrans Board, Chairperson Patterson closed the agenda item.

8B. Fiscal Year (FY) 2018-19 Proposed Operating and Capital Budget and Projected Actual Operating Expenses for FY 2017-18 Kristina Botsford provided highlights of the FY 2018-19 Proposed Operating Budget, including the main cost drivers of the operating budget, transit service revenue hours, fuel cost assumptions, and operating revenue assumptions. She also provided highlights of the FY 2018-19 Proposed Capital Budget, including vehicle replacements, vehicle maintenance and equipment needs.

Public Comments: None presented.

Board Comments: None presented.

Recommendation: Provide feedback on the FY 2018-19 Proposed Operating and Capital Budget Assumptions and Framework.

With no further feedback from the SolTrans Board, Chairperson Patterson closed the agenda item.

8C. Solano Express Fare Changes Kristina Botsford provided a summary of the Solano Express Fare Structure that was developed in order to provide consistency in fare structures among the Solano Express operators.

Public Comments: None presented.

Board Comments: None presented.

Recommendation: Authorize the following changes to the Solano Express fare structure as of July 1, 2018 for the routes operated by SolTrans: 1) On Route 85, a route that runs within Solano County only, reduce the adult one-way fare from $5.00 to $2.75, the youth fare from $4.00 to $2.00, and the Senior/Disabled/ Medicare (SDM) fare from $2.50 to $1.35. 2) On Route 85, reduce the 31-day adult pass from $114 to $70 and add a 31-day SDM pass for $35. 3) On Route 80 and the new Yellow Line (formerly Route 78), add a 31-day SDM pass for $57. 4) On all Solano Express routes, discontinue the 10-ride pass.

On a motion by Director Sampayan and a second by Director Malgapo, the SolTrans JPA Board unanimously approved the recommendation. (5 Ayes)

NON-ACTION/ INFORMATIONAL

9. DISCUSSION ITEMS

10. NON- DISCUSSION ITEMS

10A. April 2018 Service Changes and Bus Stop Relocation at Sereno Transit Center Recommendation: Informational.

10B. System Performance Report Tabled until the May 17, 2018 meeting. Recommendation: Informational. 10 11. STAFF BRIEFINGS

12. BOARD OF DIRECTORS COMMENTS A suggestion was made for Staff to explore a bus stop at the Martinez Amtrak on Route 80.

Beth Kranda stated that Staff could add such a stop to the agency’s future wish list, and also explore the idea with the STA under the Solano Express Corridor Plan.

Staff was encouraged to advertise the realignment of the Sereno Transit Center bus stop at the apartment complex located directly behind the stop.

Director Sampayan provided an update regarding the recent CalACT Bus Driver Safety Roadeo, expressing appreciation to Patricia Carr, SolTrans General Services Manager, for coordinating and organizing the event.

Director Malgapo provided an update on the recent Public Advisory Committee candidate interview process.

13. ADJOURNMENT The meeting was adjourned at 4:40 p.m. The next regular meeting of the SolTrans Board is scheduled for Thursday, May 17, 2018, 4:00 p.m., in the Vallejo Council Chamber, located at 555 Santa Clara Street, Vallejo, with a closed session scheduled at 3:00 p.m.

Attested by:

4/20/2018 Suzanne Fredriksen Date Clerk of the Board

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12 AGENDA ITEM: 8B BOARD MEETING DATE: MAY 17, 2018

Solano County Transit

TO: BOARD OF DIRECTORS PRESENTER: SUZANNE FREDRIKSEN, BOARD CLERK SUBJECT: ADOPTION OF A RESOLUTION ESTABLISHING SOLTRANS RECORDS RETENTION SCHEDULE ACTION: RESOLUTION

ISSUE:

California Government Code section 12236(a) requires the Secretary of State to establish a statewide records retention policy, and each governmental entity is encouraged to develop its own policy in accordance with its business needs, within the parameters of federal and state retention guidelines. Likewise, California Government Code section 34090 specifies that agency records may not be destroyed unless approved by the Board of Directors by resolution and the written consent of Legal Counsel and the Executive Director.

DISCUSSION:

A Records Retention Schedule is an important part of a systematic Records Management Program. The Retention Schedule is a list of the types of records, in any format (whether paper, electronic, audio, video, etc.), received or created by SolTrans that are retained in the normal course of business. The Retention Schedule is organized into broad categories that represent high level business functions which may be handled by one or more departments. It is used to outline how long records shall be retained by SolTrans and has been prepared in compliance with federal and state law, with consideration for certain business necessities that may dictate a longer retention span than is required by law for specific records.

In order to simplify the Retention Schedule, a “big bucket” approach was utilized. Under this approach, records that are grouped together within a specified business process category that have varying legal retention requirements, are all placed within the largest retention requirement (or “bucket”) for any given record within that group. For instance, if most confidential personnel records need to be retained for six years following termination, but a select few records may be destroyed after two or three years, then all of the personnel records are recommended to be retained for six years post termination. This approach condenses the size of the Retention Schedule and makes it less cumbersome for Staff to administer the retention and disposition of records.

The Records Retention Schedule is flexible in nature, as over time, laws and/or business practices may change which may impact the retention requirements or needs for those records. It is recommended that such minor changes to the Records Retention Schedule be made by request of the Board Clerk, approval of Legal Counsel and concurrence of the Executive Director. 13 Legal Counsel has reviewed and approved as to form, Resolution No. 2018-04 Establishing SolTrans Records Retention Schedule, as shown in Attachment A; along with Exhibit 1, the Proposed SolTrans Records Retention Schedule.

FISCAL IMPACT:

There is no direct fiscal impact to the agency budget as a result of adopting a records retention schedule. However, implementing a records retention schedule will reduce the amount of storage needed for paper records, as well as the space required on our server for electronic files. Additionally, by managing public records in accordance with federal and state retention guidelines, the agency reduces its risk of any potential liability under the Public Records Act by ensuring records are available for public inspection and duplication for the time frame required by legislation.

PERFORMANCE GOAL:

Goal 3: Governance – ensure best practices with balanced objectives and equal concern for all stakeholders while maintaining accountability and transparency.

RECOMMENDATION:

Adopt Resolution No. 2018-04 establishing the SolTrans Records Retention Schedule and authorizing the destruction of specified records, as shown in Attachment A.

Attachments: A. Resolution No. 2018-04 Adopting SolTrans Retention Schedule

14 ATTACHMENT A Agenda Item 8B

RESOLUTION NO. 2018-04

RESOLUTION OF SOLANO COUNTY TRANSIT (“SOLTRANS”) ADOPTING A RECORDS RETENTION SCHEDULE

WHEREAS, Section 12236(a) of the Government Code of the State of California requires the Secretary of State to establish a statewide records retention policy, and each governmental entity is encouraged to develop its own retention policy in accordance with federal, state and local guidelines, as well as agency business needs; and

WHEREAS, Section 34090, et seq., of the Government Code of the State of California provides the parameters whereby any agency record which has served its purpose and is no longer required may be destroyed; and

WHEREAS, a system for the retention and schedule for the destruction of records and working papers that are no longer needed for administrative, legal, fiscal, historical, or research purposes is deemed appropriate; and . WHEREAS, a comprehensive Records Retention Schedule is a vital component of a successful, systematic Records Management Program; and

WHEREAS, the Records Retention Schedule will enable SolTrans to function efficiently with minimum equipment and storage, and will facilitate access to public records; and

WHEREAS, the Records Retention Schedule is a ‘flexible’ document to accommodate legal, administrative and fiscal policy changes.

NOW, THEREFORE, BE IT RESOLVED by the Governing Board of SolTrans as follows:

Section 1. The Records Retention Schedule, attached as Exhibit A, is approved.

Section 2. The future disposition of the types of records generated or received by SolTrans, as listed in Exhibit A, is authorized for disposition as outlined in accordance with Section 34090, et seq., of the Government Code of the State of California, subject to the written approval of SolTrans Legal Counsel and the Executive Director.

Section 3. The Clerk of the Board is authorized to amend the adopted Records Retention Schedule with the concurrence of the Executive Director and SolTrans Legal Counsel without further approval from the Board as necessary, to ensure compliance with federal, state and local law.

Passed by the Solano County Transit (SolTrans) Board on this 17th Day of May, 2018 by the following vote:

15 Ayes: ______Noes: ______Absent: ______Abstain: ______

______Elizabeth Patterson, Chair Solano County Transit (SolTrans)

Attest: ______Suzanne Fredriksen Clerk of the Board

16 Exhibit 1 - Proposed SolTrans Records Retention Schedule.xlsx

Explanations and Definitions This Retention Schedule serves as the starting point for establishing the guidelines that define the length of time for which SolTrans should retain records and information. Records refer to information — regardless of its format or media — that documents the actions and transactions of SolTrans, as well as information that is needed to comply fully with legal, financial, reporting, and regulatory requirements, and to maximize business efficiencies.

Column Heading Explanations Record No. - a unique identifying number for the category of information (to be added after all categories have been determined) Business Process - the high-level grouping of business processes within SolTrans (this is not the departments or functions of SolTrans, but rather high-level general business functions) Record Category Name - the actual category or grouping of "like" information upon which retention will be applied Record Category Description - a description of the category or grouping of "like" information for clarification purposes Example Records - records and information names that fall within the category or grouping; many actual departmental retention schedule record series are mapped to one of these high-level categories Retention - how long information in this category must be retained, including any triggering events (described at the top of the schedule, with additional codes below) Legal Citations - the legal or regulatory requirements or statutes that lead to the calculation of retention (not all information has a legal requirement to be kept; other considerations are mentioned above) Comments - any special handling or other requirements for information of this category

Other Records Retention Event Codes and Acronyms CCP - Code of Civil Procedure CCR - California Code of Regulations CFR - Code of Federal Regulations ERISA - Employee Retirement Income Security Act GOV - Government HSC - Health and Safety Code LAB - Labor Code MAINT - Maintain records UIC - Unemployment Insurance Code USC - US Code

17 Exhibit 1 - Proposed SolTrans Records Retention Schedule.xlsx

Definitions Obtained from the California Secretary of State Guidelines, last updated February 2006.

Active Records - As a measure of activity for records that are referred to at least once a month per cubic foot of records. 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 also Perpetual Record) Administrative Records - Records commonly found in all offices and typically retained only for short time periods - less than five years. Examples include subject, chronological, budget, and policy files. Archival Records - Records with enduring value because they reflect significant historical events, document the history and development of an agency, or provide valuable research data. Discovery - The pretrial disclosure of pertinent facts or documents by one or both parties to a civil action or processing. 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 holdings until release by opposing attorney or the court. Local Government - Government Code, Section 6252 states: "'Local Agency' includes a county; city, whether general law or charter; 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." Non-Records - Material not usually included within the definition of records, such as unofficial copies of documents kept only for convenience or reference, working papers, appointment logs, stocks of publications and processed documents, and library or museum material 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. (See also Discovery) Permanent Records - Records that are required in perpetuity, usually identified by statute or other written guidance. Examples include original birth certificates, death certificates, Spanish land grants, etc. Perpetual Records - Records retained for an indefinite period of time and then stored or destroyed after some event takes place. Examples include office personnel files which are kept until a person leaves the office, policy files kept until the policy is changed, contract files kept until the contract terminates, etc. Program Records - Records that relate to the primary function of the agency in response to its daily mission. Examples include lien files, recorders files, election files, probate records, medical records, etc. Public Records - Any information relating to the conduct of the public's business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics. Records - All papers, maps, exhibits, magnetic or paper tapes, photographic films and prints, punched cards, and other documents produced, received, owned or used by an agency, regardless of physical form or characteristics. Records Retention Schedule - A list of all records produced or maintained by an agency and the actions taken with regards to those records. A retention schedule is an agency's legal authority to receive, create, retain, and dispose of official public records. It assists the agency by documenting which records require office or temporary storage, which records have historic or research value, and which records should be destroyed because they no longer have any administrative, fiscal, or legal value. In the event of litigation, courts accept a retention schedule as establishing an agency's "normal course of doing business". Retention Period - The length of time a record must be retained to fulfill its administrative, fiscal and/or legal function. Then, a record should be disposed of as soon as possible in accordance with an approved Records Retention Schedule.

Solano County Transit (SolTrans) Retention Schedule AC = Active AU = Audit AY = Award Year CL = Closed/Completion FR = Final Resolution FY = Fiscal Year LA = Last Activity LI = Life (of contract, program, asset) PR = Permanent S = Superseded TE = Termination Record No. Business Process Record Category Name Record Category Description Example Records Retention Legal Citations Comments 001 Administrative Audits Records and information related to preparation and follow up on auditing Expense reports AU*+7Y CA - GOV 12236 - SOS Guidelines (7Y) * Closure of audit activities, including operational, compliance, or financial information created as a Budgets part of an audit. Procurement records Exception: If grant specifies a longer retention period, Audit reports retain per the grant's requirements. 002 Administrative Authorizations - Executive Director Authorizations for staff members to act on behalf of the Executive Director in the Authorization Forms (from various Government entities, etc. ) AC+3Y* CA - GOV 34090 - (2Y) *Audit complete after 3Y Executive Director’s absence. Authorizations for staff members to sign for grants, Related Communication CA - GOV 12236 - SOS Guidelines (4/7Y or Certifications and Assurances, etc. until audited, whichever is first) 003 Administrative Chronological and Non-Specific Correspondence, memos, notes, emails that do not require acknowledgment or Casual Correspondence AC+2Y* CA - GOV 34090 - (2Y) *Correspondence, including emails, related to specific Correspondence follow-up, pertain to non-essential subjects, or are not subject to another category. Chronological Files CA - GOV 12236 - SOS Guidelines (2Y) projects or a policy-making decision should be retained Internal memos (announcements, new programs, notices) per the project or related subject's retention time frame. Form Letters Notes of Appreciation General emails 004 Administrative Department Administration General internal administrative records of SolTrans administrative departments, Computing Equipment (inventories, manuals, software, licenses, AC+2Y CA - 8 CCR 3203 - (CY+1Y) Per CA GOV 12236 SOS Guidelines, inventories, including: warranties, service records ) CA - GOV 34090 - (2Y) software/hardare documentation, plans and goals - Documentation of department activities Department Administrative Documents (calendars, project remain active until revised/superseded/rescinded. - Information captured on a log or a list goals/objectives, staff/dept. meeting agendas and minutes, etc.) Logs

005 Administrative Policies and Procedures All documentation of SolTrans or department policy and procedures. Correspondence AC+3Y* CA - GOV 34090 - (2Y) Per CA GOV 12236 SOS Guidelines, all organizational Directives US - 29 CFR 1602.14 - (FR+1Y) policies and procedures remain active until revised. Guidelines US - 29 CFR 1627.3 - (TE+1Y) *Retain 3Y for audit. Handbooks Policies Procedure Manuals Procedures Records Retention Schedule Rules / Regulations Standards Legislative Principles/Programs

006 Administrative Project and Subject Files Records documenting activities related to specific projects or subjects (unrelated Consultants AC+3Y CA - GOV 34090 - (2Y) Exception: If grant specifies a longer retention period, to construction, facilities/ infrastructure). Data Processing Subject Files (Correspondence, Reference CA - GOV 12236 - SOS Guidelines (3Y) retain per the grant's requirements. If pertaining to Publications, Reports) facilities/ infrastructure, please follow the retention Extracted Data Summaries requirements for Construction, Engineering and Forms Infrastructure Project Files (Operations business Project Files process). Project/Program Plan Project Reporting Project Studies Subject Files Templates & Letterhead Working Files

007 Administrative Records, Information Management Documentation of the compliance with Records and Information Management Certificates of Destruction AC+4Y CA - GOV 34090 - (2Y) policy and procedures. Document Hold Notices, Updates CA - GOV 12236 - SOS Guidelines (4Y) Lists of Stored / Destroyed Records Master Records Inventory Records Transfers (to storage, to other depts .) 008 Administrative Reference Materials Documents and materials retained for ongoing personal reference or ongoing Census Data S Considered non-record research material research purposes not covered in a more specific process related series. Data Processing Subject Files (Correspondence, Reference Publications, Reports ) Environmental Regulatory Data Extracted Data Summaries Records Inventory 009 Communications Historical Documents, Events, Memorabilia, Records and information documenting the history and significant milestones of Brochures PR CA - GOV 34090 - (2Y) Retain permanently for historical reference. Collections, Artifacts, Schedules, Brochures, SolTrans; and publications providing information on routes, schedules and Bus Schedules services provided by SolTrans. Executive, SolTrans Official Communications, Speeches, Videos Tickets/Passes Historical Events, Artifacts, Architecture Mission Statement Artwork, Pictures, Video Collections (logos, identity/branding) Organization Charts Significant News Clippings, Releases (regarding agency milestones) Transit Services Maps Transit Tickets and Passes 19

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011 Communications Customer Service Documentation regarding customers and passengers, including participation in Customer Correspondence AC+3Y CA - GOV 34090 - (2Y) Regardless of how received (e.g., phone, email, etc.) SolTrans programs, and customer complaints or issues and the actions taken to Dial-A-Ride (DAR Eligibility List, No Show Letters, Reduced Fare CA - GOV 12236 - SOS Guidelines (3Y) address and resolve them. Applications, etc.) Exception: If pertaining to grant funds, and grant Issues Log specifies a longer retention period, retain per the grant's Passenger Information requirements. 012 Compliance Non-Financial Reporting Official non-financial reports and studies issued by SolTrans to meet and comply Actuarial Studies 6Y CA - 8 CCR 14300.33 - (5Y) Retention is 6 yrs, because most records in this with regulatory requirements*. OSHA 300, 300a, 301 Reports / Logs CA - GOV 34090 - (2Y) grouping must be retained for 5 yrs following the Risk Management Reports (Federal OSHA, loss analysis, safety ) CA - LAB 6401.7 - (MAINT) calendar year in which they pertain. Workers Compensation Reports (monthly, annua l) US - 29 CFR 1602.14 - (FR+1Y) *Exception: If pertaining to Transit Operator Compliance US - 29 CFR 1904.4 - (MAINT) Records, and Transit Program Reports, retain as US - 29 CFR 1904.33 - (CY+5Y) specified under the respective record category's retention period. 013 Compliance Legal Compliance Forms and filings mandated by state and federal laws, including those related to Form 700 Filings AC*+7Y CA - GOV 34090 - (2Y) *Remains active until individual leaves SolTrans. economic interests of Officials designated in SolTrans’ Conflict of Interest Code. Conflict of Interest Code (Revisions, Correspondence) CA - GOV 81009(e), (f) - (4Y, 7Y) Fair Political Practices Commission (FPPC) Statements of Economic Interest 014 Compliance Public Information Records requested by the public, required for provision to the public, and related Public Records Requests CL+2Y CA - GOV 34090 - (2Y) inquiries. CA - GOV 12236 - SOS Guidelines (2Y) 015 Finance Accounting Records and information related to management of SolTrans accounts, including 1099 *FY+7Y CA - GOV 60201 - (AU) *Retain FY+7Y or until audited, whichever comes first. payables, receivables, grants, expenses, books and ledgers. Accounts Payable CA - GOV 12236 - SOS Guidelines (7Y, or Exception: If pertaining to grant funds, and grant Accounts Receivable until audited, whichever is first) specifies a longer retention period, retain per the grant's Bank Reconciliations US - 26 CFR 1.162-17 - (MAINT) requirements. Cash US - 26 CFR 31.6001 (4Y) Chart of Accounts Expenses General Ledger Journal Entries Liabilities (Accounts Payable, Payroll Accruals) Revenue (Fare, Federal, State, etc.) W-9

016 Finance Banking Administration Records and information related to the administration of banking activities. Banking Resolutions AC+2Y CA - GOV 34090 - (2Y) Signature Authority 017 Finance Budgets Records and information relating to creating and implementing organizational Capital Budget *FY+7Y CA - GOV 34090 (2Y) *Retain FY+7Y or until audited, whichever comes first. budgets. Operating Budget CA - GOV 12236 - SOS Guidelines (7Y, or Budget Adjustments until audited, whichever is first) Budget Outlook Presentations Supporting Documents

018 Finance Final Reports Final versions of SolTrans financial reports, whether required by regulations or Audit Report PR CA - GOV 34090 (2Y) Retain permanently for historical reference. generated to track financial transactions and achievements. NTD CA - GOV 12236 - SOS Guidelines (7Y, or State Controller Report (Finance, Compensation) until audited, whichever is first) Triennial Reviews (Reports, Findings, Correspondence, Financial Management, Capacity, Maintenance, ADA, Title VI, Procurement, DBE, Legal, Project Planning/Program, Public Comment, Safety, Security, Drug Free Workplace, Drug and Alcohol, EEO, etc.)

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021 Finance Payroll Records and information related to the accounting of SolTrans payroll. This also Bi-monthly Processing FY+5Y CA - 2 CCR 570.5 - (5Y) includes records and information reflecting all remuneration paid to each Quarterly Payroll Taxes CA - 2 CCR 571(b)(1)(E) - (5Y) employee, including: W-2 CA - 22 CCR 1085-2 (c) - (4Y) - Name, address, SSN CA - GOV 12946 - (TE+2Y) - Total amount and date of payments CA - GOV 60201 - (2Y) - Period of service covered for each CA - LAB 226a (3Y) - Withholding CA - LAB 1174(d) - (3Y) - Tax collected CA - LAB 1197.5 - (3Y) US - 29 CFR 516.5 - (3Y) US - 29 CFR 516.6 - (2Y) US - 29 CFR 1620.32 - (2Y) US - 29 CFR 1627.3 - (3Y)

022 Human Resources Benefit Plans Plans established to provide employee benefits, including changes to those plans Correspondence LI*+6Y US - 29 CFR 1627.3 - (TE+1) * LI = Life of Plan or System; plan/system is considered and associated administrative documents. Dental US - 29 CFR 4007.10 - (6Y) alive while any employee, retiree, or other eligible Life Insurance US - 29 CFR 4041.5 - (LI*+6Y) participant is receiving benefits. Medical US - 29 USC 1027 - (6Y) Reporting US - 29 USC 1059 - (TE+1Y) Vision US - 29 USC 1113 - (6Y) Workers Compensation US - 29 USC 1451 - (6Y) FSA US - 29 Code Chapter 18 ERISA (LI*+6Y) PARS STD/ LTD

023 Human Resources Confidential Records Confidential records and information related to Human Resources activities not Classification Studies & Job Descriptions S CA - GOV 60201 covered by other record categories. Compensation Studies & and Salary Schedules CA - GOV 12236 - SOS Guidelines (Active until revised/superseded) 024 Human Resources Employee Medical Records - Confidential Documents related to paid employees (whether full or part-time), including but not Employee Injury / Accident Reports TE+30Y US - 29 CFR 1910.1020 - (TE+30Y) Exception: The medical records of employees who have limited to: Exposure Monitoring CA - 8 CCR 3204 - (TE+30Y) worked for less than (1) year for SolTrans need not be - medical records, including exposure and drug screens (includes records subject FMLA/CFRA CA - 8 CCR 14300.33 - (5Y) retained beyond the term of employment if they are to HIPAA requirements) PDL US - 29 USC 1027 - (6Y) provided to the employee upon termination of - workers compensation Other Medical Leaves of Absence US - 29 CFR 825.500 - (3Y) employment. Hazardous Exposure Incident Reports (Occupational Illness or Injury) Medical Waivers and Changes Pre-employment Physical Workers Compensation (claims, claim logs, incident/accident reports) Health and Welfare Benefit Plan Documents (kept in personnel file if no medical information is included)

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Solano County Transit (SolTrans) Retention Schedule AC = Active AU = Audit AY = Award Year CL = Closed/Completion FR = Final Resolution FY = Fiscal Year LA = Last Activity LI = Life (of contract, program, asset) PR = Permanent S = Superseded TE = Termination Record No. Business Process Record Category Name Record Category Description Example Records Retention Legal Citations Comments 025 Human Resources Employee Records - Confidential Documents related to paid employees (whether full or part-time), including but not Awards TE+6Y CA - GOV 12946 - (2Y) Where a charge of discrimination has been filed, or an limited to: COBRA CA - 8 CCR 3203 - (CY+1Y) action brought by the Commission or the Attorney - hiring documents (application, resume, job description) Correspondence CA - 8 CCR 11040(7) - (3Y) General, against an employer under title VII, the ADA, - promotion Death Claims, Life Event Documents, Disciplinary Actions US - 29 CFR 1602.14 - (FR+1Y) or GINA, the respondent employer shall preserve all - demotion Employment Authorizations, Terminations, Confirmations, Status CA - GOV 53235.2b - (5Y) personnel records relevant to the charge or action until - transfer Changes, Coverage Changes US - 29 CFR 4007.10 - (6Y) final disposition of the charge or the action. - layoff / recall / out-placement Exit Form US - 29 USC 1027 - (6Y) - retirement plan reporting and disclosure records (plan summaries, participant Incident Reports (non-injury or illness related incidents) US - 29 CFR 1602.31 - (TE+2Y) benefit statements, etc.) Job Descriptions US - 29 CFR 1627.3 - (3Y, TE+1Y) - termination / discharge / resignation Leaves of Absence US - 29 CFR 1904.33 - (CY+5Y) - training (harassment/discrimination, ethics, fire extinguisher, first aid/CPR, Personnel Files (Personnel Action Form, Master log records, safety, Title VI non-discrimination) Onboarding documentation, Compensation, etc.) - pay rates / other terms of compensation PARS Plan Summaries Participant Benefit Statements Policy Acknowledgements Recruitment (Applications, Applicant Tracking, Background Checks, Interview Notes, Job Postings, Board & Executive Candidates) Timesheets Training certificates

027 Human Resources Employee Benefits Records - Confidential Benefits Determination Records Beneficiary Designations LI*+6Y US - 29 Code Chapter 18 ERISA (LI*+6Y) *For the life of the plan/document, or until the Benefits (elections, enrollment, terminations, additions, changes) participant's complete withdrawal from the plan, plus an Custodial agreements additional 6 years. Essentially, records are active until Eligibility/ vesting/ breaks in service records no longer relevant to a determination of benefit Health and Welfare Benefit Plan Documents (retain in EE medical entitlements. record file instead, if medical information is included) PARS/ Retirement Trust documents

028 Human Resources Work Authorizations - Confidential Employment eligibility verification forms collected for active employees and I-9 Documents TE+3Y* US - 20 CFR 655 Subpart H - (TE+1Y) *Form I-9 and ID copies must be retained for the entire supporting documentation regarding immigration status. US - 8 CFR 274a.2 - (3Y, or TE+1Y) time an employee works for the agency, and 3 years after date of hire or 1 year after employment ended, whichever is later. (USCIS Forms and Information guidelines) 029 Information Technology Application, System Development and Technical documentation related to development of SolTrans technology Backups (Security, System) LI*+2Y CA - GOV 34090 - (2Y) *LI = Life of Application, System Maintenance processes, applications, or systems, as well as conversions, changes or Business, Functional Requirements modifications to existing applications or systems. End User Documentation, User Manuals Hardware (licenses, purchases, maintenance, upgrades) Hardware Configurations Network Circuits Inventories Network/Equipment Control Support Documentation (Service Histories, Site Visit Reports, Trouble Reports) Program Listings Software (licenses, purchases, maintenance, upgrades ) Source Code Support Documentation (Logical & Physical Architectural Diagrams, Specifications, Systems Support Materials) System Documentation (Codebooks, Record Layouts, Reference Guides, Specifications) System Test Files System, Application Maintenance Documentation (Hardware/Operating System Requirements, Monitoring Logs, Operating Manuals) Telecommunications System (Telephones, Phones)

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Solano County Transit (SolTrans) Retention Schedule AC = Active AU = Audit AY = Award Year CL = Closed/Completion FR = Final Resolution FY = Fiscal Year LA = Last Activity LI = Life (of contract, program, asset) PR = Permanent S = Superseded TE = Termination Record No. Business Process Record Category Name Record Category Description Example Records Retention Legal Citations Comments 030 Legal Claims, Litigation, Arbitration and Resolution Records and information created or collected to support SolTrans' position in Accident/ Incident Files - claim filed (accident/incident reports, FR*+10Y CA - 2 CCR 11013 - (FR+2Y) * Until claim, litigation or complaint has been actual or potential litigation or to otherwise evaluate actual or potential litigation courtesy, related photographs/ video footage, supporting CA - 8 CCR 10102 - (5Y; AC+1Y) satisfactorily resolved and closed/settled, the file relating to the organization, including claims, constituent complaints, grievances, documentation ) CA - 8 CCR 10103.1 - (5Y) remains open. worker compensation. Litigation includes third party litigation, government ADA Case Files CA - 22 CCR 1085-2 - (4Y) investigations, mediations, arbitrations, and other judicial or quasi-judicial Amicus Briefs CA - CCP 315 - (10Y) Exception: If paid with grant funds, and grant specifies a proceedings, whether handled by the General Counsel or outside counsel on Case Correspondence CA - CCP 337.15 - (10Y) longer retention period, retain per the grant's behalf of SolTrans. Claims CA - GOV 945.6 - (2Y) Complaints CA - GOV 60201 - (2Y) requirements. Contract Disputes CA - LAB 5410 - (5Y) Court Orders CA - UIC 1132 - (3Y) Demand Letters US - 26 CFR 31.6001 (4Y) Discovery US - 26 USC 6531 - (6Y) EEO Charges, Cases US - 29 USC 255 - (2Y) Evidence US - 29 USC 626 (d) - (300D) Exhibits US - 42 USC 2000e-5 (e) - (180D) Injury Reports US - 42 USC 2000e-5 (f) - (180D) Judgments Meet and Confer Pleadings (Affidavits, Depositions, Exhibits, Court Filings) Related Correspondence Releases Settlement Agreements Stipulations Subpoenas Unemployment Compensation Claims Unemployment Compensation Data, Weekly Earnings Data Worker Compensation Benefits (Claims, Orders, Reports, Rewards)

031 Legal Joint Powers Records of agreements between SolTrans and JPA member agencies. Joint Powers Agreements (JPA) PR CA - CCP 336a - (6Y) Bylaws CA - GOV 34090 - (2Y) 032 Legal Legal Advice and Opinions Memoranda containing legal advice prepared by General Counsel or other Memos S+10Y attorneys for SolTrans. Opinions - Covered by Attorney/Client Privilege Opinions - Public

033 Legal Purchasing and Agreements, Awarded - Records and information created or retained in the requisitioning, purchasing, Addendums AC+5Y CA - CCP 337 - (4Y) Exception: If paid with grant funds, and grant specifies a General contracting or acquisition of goods and services other than for real property, Agreements CA - CCP 337.2 - (4Y) longer retention period, retain per the grant's infrastructure or facilities, between SolTrans and other parties. Includes: Amendments CA - CCP 343 - (4Y) requirements. Attachments / Exhibits CA - GOV 34090 - (2Y) - Executed agreements and contracts Bids, Awards - Terms and conditions and associated ancillary documents Certificates of Insurance - Consultant agreements Change Orders - Professional services Contracts Correspondence Delivery/Receipt Records Disclosures Exhibits Invitation for Bids (IFBs) Leases Letters of Intent License Agreements, Licenses Memoranda of Agreement (MOAs) Memoranda of Understanding (MOUs) Price Lists Proof of Insurance Certificates Purchase Orders Quotes/Quotations Requests for Proposals (RFP) Requests for Qualifications Requests for Quotes (RFQ) Reports Scorecards Specifications Staff Reports Statements of Work (SOW) Surety Bonds (bid bonds, payment bonds, performance bonds, ancillary bonds ) Warranties 23

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035 Legal Purchasing and Agreements, Cancelled Records and information created or retained in the requisitioning of goods, Exhibits AC+2Y CA - GOV 34090 - (2Y) services, or real property between SolTrans and other parties, but where the Invitation for Bid (IFB) purchase order or contract was cancelled or unsuccessful. Price Lists Quotations Requisitions Requests for Proposals (RFP) Requests for Qualifications Requests for Quotes (RFQ) Scorecards Specifications Staff Reports

036 Legislative Real Estate Records Records and information related to the ownership, purchase, sale, lease or Acquisitions PR CA - CCP 337.15 - (10Y) improvement of real property, infrastructure and facilities owned by or used by Amortization CA - GOV 34090 - (INDEF) SolTrans. Attachments US - 2 CFR 200.33 - (AC+3Y) Buildings US - FTA Master Agreement - (AC+3Y) Capital Asset Records Capital Improvements (CIP) Deeds Deeds of Trust Depreciation Schedules Easements Encroachments Right of Way Land Mortgages Possessory Interest Rights of Way Schedule of Infrastructure and Buildings Title Title Insurance Valuation Information

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038 Legislative SolTrans JPA Board Official Meetings and Official records of the SolTrans JPA Board of Directors that document meetings, Agendas PR CA - CCP 336 - (5Y) Decisions decisions and policies. Agenda Packets CA - CCP 336a - (6Y) Attachments / Exhibits CA - CCP 337 - (4Y) Bylaws CA - CCP 337.5 - (LA10Y) Minutes CA - GOV 34090 - (PR) Minute Books & Index CA - GOV 60201 - (PR) Oaths of Office CA - GOV 60201 - (AC+5Y) Resolutions Supplemental Meeting Handouts/ PowerPoint Presentations

039 Legislative SolTrans Standing Committees and Ad Hoc Documentation associated with administration, planning and communication of Action logs (distributed to staff) / Follow-Up AC+5Y CA - GOV 34090 - (2Y) Retain 5Y for reference in SRTP planning, as well as Committee(s) Administrative Records and the activities of the Public Advisory Committee (PAC), Techncial Advisory Agendas audits. Committee (TAC), Executive Management Committee and various Ad Hoc Agenda Packets Meetings - May Contain Some Confidential Committees; as well as, official records of meetings. Attachments/ Exhibits Records Informal Meeting Notes Minutes Supplemental Meeting Handouts/ PowerPoint Presentations 040 Legislative Meetings - Audio Recordings Audio recordings of SolTrans official meetings. Recordings - Board of Directors, PAC, and TAC (audio ) AC+2Y CA - GOV 34090 - (2Y) CA - GOV 34090.7 - (90D) CA - GOV 54953.5(b) - (30D) 041 Operations Public Notices Records documenting compliance with laws requiring public notice of SolTrans Proof of Posting (Agendas, Notice of Adjournment) 4Y CA - CCP 343 - (4Y) activities. Affidavits of Publication/Legal Notices (Solicitation Advertisement, CA - GOV 34090 - (2Y) Service Changes, Fare Structure Changes) Public Hearing Notices 042 Operations Building and Property Maintenance Includes routine, preventive, and reactive maintenance activities for SolTrans Checklists LI*+2Y CA - GOV 34090 - (2Y) * LI = Life of Equipment, Asset + 2Y, if no claim filed. facilities and non-vehicle equipment. Preventive Maintenance Log Repair Orders Replacement Schedules Work Orders 043 Operations Building and Property Management Records and information regarding the structure of SolTrans physical buildings As-Built Blueprints LI*+10Y CA - CCP 337.1 - (4Y) * LI = Life of Building, Asset and facilities. Certificates (compliance, occupancy) CA - CCP 337.15 - (10Y) Construction Records CA - HSC 19850 - (LI) Easements Electrical Wiring Schematics Facility Key and Fob Log Facility Key Request Forms Floor Plans Property Inventory Storm Drains/Sewers

044 Operations Business Continuity All documentation of SolTrans activities for dealing with disasters and/or system Business Continuity Plans FR*+4Y CA - CCP 337.1 - (4Y) *Final Resolution of emergency response processes failures. Disaster Preparedness CA - GOV 34090 - (2Y) which require specific records be retained, including but Disaster Recovery Plan CA - LC 6401.7 - (MAINT) not limited to requests for funding and reimbursement Drill Records US - 29 CFR 1910.38 - (MAINT) after a disaster. Emergency Contact Lists, Employee Lists, Roster of Workers Emergency Evacuation Procedures Emergency Operations Center Emergency Preparedness Emergency Response Emergency Services Hazardous Materials Response Planning Telephone Trees

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046 Operations Transit Operator Compliance Records Reports, logs and other information provided by transit operator to document Monthly Reports LI* or 5Y, CA - GOV 34090 - (2Y) *Life of transit operator contract compliance with SolTrans requirements and used in compiling reports prepared Key Performance Indicators whichever is for funding entities. greater 047 Operations Field Services Records and information regarding the ongoing maintenance and upkeep of Correspondence 4Y CA - CCP 337 - (4Y) SolTrans bus stops and other facilities for which SolTrans has responsibility. Incident Reports CA - GOV 34090 - (2Y) Maintenance Sign Maintenance Work Reports 048 Operations Fleet Management Records related to the purchase and management of vehicles / buses owned or Accident Logs LI*+4Y CA - GOV 34090 - (2Y) * LI = Life of Vehicle used and maintained by SolTrans. Incident Logs Acquisitions (purchases ) If purchased with grant funds, and grant specifies a Buses longer retention period, retain per the grant's Energy Logs requirements. Fuel Logs Mileage Reports Manuals Motor Vehicle Records and Reports Preventive Maintenance Reports Registrations, Operating Permits Maintenance / Repair (orders, requests, labor costs, preventive ) Service Calls Smog Inspections Vehicle Certificates of Insurance Vehicle Health Reports Vehicle Inspections Vehicle License Plate Records Vehicle Maintenance History Vehicle Ownership / Title Warranties

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050 Operations Project Files - Not Acquired Records and information associated with projects that did not move forward. Environmental Reports 5Y CA - GOV 34090 - (2Y) Land Surveys (project not built ) Preliminary Studies Project Assessments Title Reports 051 Operations Scheduled and Periodic Facility Inspections Records of inspections of SolTrans facilities, equipment, and working conditions AVAQMD AU*+7Y CA - 8 CCR 3203(b)(1) - (1Y) * Closure of FTA audit to ensure compliance with regulatory requirements and to identify unsafe Backflow Prevention Devices CA - GOV 34090 - (2Y) conditions and work practices. CalOSHA Exception: If pertaining to facilities acquired with grant Elevator Inspections funds, and grant specifies a longer retention period, Field Safety Audits retain per the grant's requirements. Fire Extinguishers Fire Marshal Inspections Lift Certifications OSHA Inspections

052 Operations Security and Access Controls - SolTrans Records of actions taken to ensure the security of SolTrans facilities, including Daily Security/ Activity Logs 1Y* CA - GOV 34090.8 - (1Y) *Exception: Video related to incidents, accidents and/or Facilities video recordings made from cameras installed on SolTrans premises. Security Camera (CCTV) Footage CA - GOV 53162 - (1Y) claims should be pulled and retained CL+1Y (claim or Security Plans incident closed/completed). Video Recordings Visitor Security / Access Logs 053 Operations Surveillance Videos - Onboard Buses Video recordings made on each bus, during each shift, and recorded Onboard Surveillance System 1Y* CA - GOV 34090.8 - (1Y) *Exception: Video related to incidents, accidents and/or continuously. CA - GOV 53162 - (1Y) claims should be pulled and retained CL+1Y (claim or incident closed/completed). 054 Operations System Safety and Security Records associated with mandated safety and security plans. Field Services Safety Audits AC+7Y CA - GOV 34090 - (2Y) Hazard Mitigation Plan Safety Meetings Safety and Security Officer Certification Safety and Security Plan Mutual Assistance Agreements

055 Operations Transit Program Reports Documentation associated with preparation, delivery and publication of transit Accidents, Safety and Security Reports AC+7Y CA - GOV 34090 - (2Y) program reports, whether daily, weekly, monthly, quarterly, semi-annual, annual, Passenger Survey Reports biennial or nonrecurring. Hours Report Mileage Report NTD (National Transit Database) Reports Ridership Report Survey Trip Sheets

056 Risk Management Transportation Planning Documents regarding fares, riders, ridership, routes, monitoring of existing Fare Policy 10Y CA - GOV 34090 - (2Y) services and service development, including reports that compile information from Mobility Management multiple sources. Routes and Schedules Route Statistics Service Changes (Routes, Outreach) Sign Policy Strategic Transit Planning Studies Surveys Title VI Reporting TDA Article 8 Plans

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5/8/2018 Page 10 of 10 AGENDA ITEM 8C BOARD MEETING DATE: MAY 17, 2018

Solano County Transit

TO: BOARD OF DIRECTORS PRESENTER: DENNIS YBARRA, PROGRAM ANALYST II SUBJECT: TRANSPORTATION DEVELOPMENT ACT (TDA), STATE TRANSIT ASSISTANCE FUNDS (STAF) AND REGIONAL MEASURE 2 (RM2) CLAIMS ACTION: RESOLUTION

ISSUE:

Board resolutions are required for authorizing the Executive Director to file claims for TDA, STAF and RM2 funds from the Metropolitan Transportation Commission (MTC).

DISCUSSION:

Each year, SolTrans must claim its approved allocation of TDA, STAF and RM2 funds in order to receive the funds. Claiming these funds is critical for meeting the Agency’s operating and capital needs. Claims are submitted to MTC in May or June for approval.

FISCAL IMPACT:

Claiming these funds will allow SolTrans to fund its operating and capital budgets for Fiscal Year (FY) 2018-19.

PERFORMANCE GOAL:

Goal 2 – Optimize fiscal health and long-term sustainability.

RECOMMENDATION:

1) Approve the Resolutions as shown in Attachments A and B. 2) Authorize the Executive Director to execute and submit required documents for claiming SolTrans’ FY 2018-19 Allocation Requests for TDA and STAF Funds as needed. 3) Authorize the Executive Director to execute and submit required documents for claiming SolTrans’ FY 2018-19 Allocation Request for RM2 Funds in the amount of $1,572,308.

Attachments: A. Resolution No. 2018- 05 authorizing the filing of a claim for TDA and STAF Funds, made available through the TDA B. Resolution No. 2018- 06 authorizing the filing of a claim for RM2 Funds 29 This page intentionally left blank

30 ATTACHMENT A Agenda Item 8C

RESOLUTION NO. 2018-05

RESOLUTION OF SOLANO COUNTY TRANSIT (SOLTRANS) AUTHORIZING THE FILING OF A CLAIM WITH THE METROPOLITAN TRANSPORTATION COMMISSION (MTC) FOR ALLOCATION OF TRANSPORTATION DEVELOPMENT ACT (TDA) FUNDS FOR FISCAL YEAR (FY) 2018-19

WHEREAS, the TDA (Pub. Util. Code section 99200 et seq.) provides for the disbursement of funds from the Local Transportation Fund of the County of Solano for use by eligible claimants for the purpose of transit operations, planning, and administration; and

WHEREAS, pursuant to the provisions of the TDA, and pursuant to the applicable rules and regulations thereunder (21 Cal. Code of Regs. section 6600 et seq.), a prospective claimant wishing to receive an allocation from the Local Transportation Fund shall file its claim with the MTC; and

WHEREAS, TDA funds from the Local Transportation Fund of Solano County will be required by claimant in FY 2018-19 for the purposes of operations and maintenance, planning and administrative services, and for certain capital projects; and

WHEREAS, SolTrans is an eligible claimant for TDA pursuant to Public Utilities Code sections 99400, 99402, and 99313, as attested by the opinion of SolTrans’ Legal Counsel.

NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of SolTrans that the SolTrans Executive Director or his/her designee is authorized to execute and file an appropriate TDA claim, together with all necessary supporting documents, with the MTC for an allocation of TDA monies in FY 2018-19.

BE IT FURTHER RESOLVED, that a copy of this Resolution be transmitted to the MTC in conjunction with the filing of the claim, and the MTC be requested to grant the allocation of funds as specified herein.

Passed by the SolTrans Board on this 17thday of May 2018 by the following vote:

Ayes: ______Noes: ______Absent: ______Abstain: ______Elizabeth Patterson, Chair Solano County Transit (SolTrans) Attest: ______Suzanne Fredriksen Clerk of the Board

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32 ATTACHMENT B Agenda Item 8C

RESOLUTION NO. 2018-06

RESOLUTION OF SOLANO COUNTY TRANSIT (SOLTRANS) AUTHORIZING THE FILING OF A CLAIM WITH THE METROPOLITAN TRANSPORTATION COMMISSION (MTC) FOR ALLOCATION OF REGIONAL MEASURE 2 (RM2) FUNDS FOR FISCAL YEAR (FY) 2018-19 FOR ROUTES 78, 80, 82, AND 85

WHEREAS, SB 916 (Chapter 715, Statutes 2004), commonly referred to as RM2, identified projects eligible to receive funding under the Regional Traffic Relief Plan; and

WHEREAS, the MTC is responsible for funding projects eligible for RM2 funds, pursuant to Streets and Highways Code section 30914(c) and (d); and

WHEREAS, MTC has established a process whereby eligible transportation project sponsors may submit allocation requests for RM2 funding; and

WHEREAS, allocations to MTC must be submitted consistent with procedures and conditions as outlined in RM2 Policy and Procedures; and

WHEREAS, SolTrans is an eligible sponsor of transportation project(s) in RM2, Regional Traffic Relief Plan funds; and

WHEREAS, Routes 78, 80, 82 and 85 are eligible for consideration in the Regional Traffic Relief Plan of RM2, as identified in California Streets and Highways Code section 30914(c) or (d); and

WHEREAS, the RM2 allocation request incorporated hereby reference as though set forth at length, demonstrates a fully-funded operating plan that is consistent with the adopted performance measures, as applicable, for which SolTrans is requesting that MTC allocate RM2 funds; and

WHEREAS, Part 2 of the project application, incorporated here by reference as though set forth at length, includes the certification by SolTrans of assurances required for the allocation of funds by MTC;

NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of SolTrans that SolTrans and its agents shall comply with the provisions of the MTC’s RM2 Policy Guidance (MTC Resolution No. 3636); and

BE IT FURTHER RESOLVED that SolTrans certifies that the project is consistent with the Regional Transportation Plan (RTP); and be it further

RESOLVED, that SolTrans approves the updated Operating Assistance Proposal; and be it further 33 RESOLVED, that SolTrans approves the required certifications; and be it further RESOLVED, that SolTrans is an eligible sponsor of projects in the RM2 Regional Traffic Relief Plan, Capital Program, in accordance with California Streets and Highways Code 30914(d) and, as a result, is authorized to submit an application for RM2 funds for Routes 78, 80, 82 and 85; and be it further

RESOLVED, that SolTrans certifies that the projects and purposes for which RM2 funds are being requested are in compliance with the requirements of the California Environmental Quality Act (Public Resources Code section 21000 et seq.), and with the State Environmental Impact Report Guidelines (14 California Code of Regulations section 15000 et seq.) and, if relevant, the National Environmental Policy Act (NEPA), 42 USC section 4-1 et. seq. and the applicable regulations thereunder; and be it further

RESOLVED, that there is no legal impediment to SolTrans’ making allocation requests for RM2 funds; and be it further

RESOLVED, that there is no pending or threatened litigation which might in any way adversely affect the proposed project, or the ability of SolTrans to deliver such project; and be it further

RESOLVED, that SolTrans indemnifies and holds harmless MTC, its Commissioners, representatives, agents, and employees from and against all claims, injury, suits, demands, liability, losses, damages, and expenses, whether direct or indirect (including any and all costs and expenses in connection therewith), incurred by reason of any act or failure to act of SolTrans, its officers, employees or agents, or subcontractors or any of them in connection with its performance of services under this allocation of RM2 funds. In addition to any other remedy authorized by law, so much of the funding due under this allocation of RM2 funds as shall reasonably be considered necessary by MTC may be retained until disposition has been made of any claim for damages.

BE IT FURTHER RESOLVED, that SolTrans shall, if any revenues or profits from any non-governmental use of property (or project) that those revenues or profits shall be used exclusively for the public transportation services for which the project was initially approved, either for capital improvements or maintenance and operational costs, otherwise the MTC is entitled to a proportionate share equal to MTC's percentage participation in the projects(s); and be it further

RESOLVED, that SolTrans authorizes its Executive Director or his/her designee to execute and submit an allocation request for operating or planning costs for FY 2018-19 with MTC for RM2 funds in the amount of $1,572,308 for the project, purposes and amounts included in the project application; and be it further

RESOLVED, that the Executive Director or his/her designee is delegated the authority to make non-substantive changes or minor amendments to the Initial Project Report (“IPR”) as he/she deems appropriate.

BE IT FURTHER RESOLVED that a copy of this Resolution be transmitted to 34 MTC in conjunction with the filing of the claim; and MTC be requested to grant the allocation of funds as specified herein. Passed by the SolTrans Board on this 17th day of May 2018 by the following vote:

Ayes: ______Noes: ______Absent: ______Abstain: ______Elizabeth Patterson, Chair Solano County Transit (SolTrans) Attest: ______Suzanne Fredriksen Clerk of the Board

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36 AGENDA ITEM: 8D BOARD MEETING DATE: MAY 17, 2018

Solano County Transit

TO: BOARD OF DIRECTORS PRESENTER: KRISTINA BOTSFORD, FINANCE & ADMINISTRATION MANAGER SUBJECT: AUTHORIZE THE PURCHASE OF AN ELECTRIC BUS MANUFACTURED BY BYD MOTORS THROUGH THE STATE OF WASHINGTON DEPARTMENT OF TRANSPORTATION MASTER CONTRACT ACTION: MOTION

ISSUE:

The Board of Directors is being asked to authorize Staff to pursue a purchase of one 40’ battery electric bus from BYD Motors (BYD), by requesting authorization from the State of Washington Department of Enterprise Services (DES) to purchase off of the Washington State Department of Transportation (WSDOT) master vehicle contract.

DISCUSSION:

In the time since the February 15, 2018 Board approval for the procurement of a third electric bus from BYD, Staff has determined that there is a need to order a fourth electric bus. Staff has identified funds that will be allocated for this purchase: 2/3’s of those funds are currently on hand, with the remaining funds available prior to delivery. Procurement Process SolTrans can purchase a BYD 40’ battery electric bus off the WSDOT master vehicle contract (#09214) which was a competitively procured contract under FTA procurement guidelines by the State of Washington DES. To initiate the procurement process with WSDOT, SolTrans must first contact BYD to request a price quote and floor plan. The quote and floor plan are submitted with a purchase request form to DES. Once DES issues their authorization letter, SolTrans will send a copy of their purchase order to WSDOT. Staff can then enter into negotiations directly with BYD to finalize the terms of a procurement contract.

Funding and Prior Approval

The Board previously approved the programming of certain funds for the purchase of an electric bus as part of the fuel roadmap to convert the local fleet to zero emission. SolTrans plans to use CA Low Carbon Transit Operations Program (LCTOP) funds from three years of allocations: FY 16-17 funds are on hand, FY 17-18 funds will be awarded by June 2018, and we anticipate FY 18-19 funds to be awarded by June 2019.

37 FISCAL IMPACT:

The estimated cost of the fourth BYD bus configured similarly to our current BYD buses will not exceed $875,000. This project would be funded with CA Low Carbon Transit Operations Program funds, and local TDA funds if needed. This project is included in the proposed FY 2018-19 capital budget and all funds are expected to be available prior to delivery of the new bus.

PERFORMANCE GOAL:

Goal 2: Financial Performance – Optimize fiscal health and sustainability; Goal 4: Capital/IT – Ensure vehicles, buildings and related infrastructure are maintained and long-term plans and strategies are considered.

RECOMMENDATION:

1) Authorize the Executive Director to request authorization from the State of Washington Department of Enterprise Services to purchase off of the Washington State Department of Transportation master vehicle contract, subject to Legal Counsel approval as to form. 2) Authorize the Executive Director to issue a purchase order for one BYD battery electric bus, with Legal Counsel oversight.

38 AGENDA ITEM 9A BOARD MEETING DATE: MAY 17, 2018

Solano County Transit

TO: BOARD OF DIRECTORS PRESENTER: KRISTINA BOTSFORD, FINANCE & ADMINISTRATION MANAGER SUBJECT: FISCAL YEAR (FY) 2018-19 PROPOSED OPERATING AND CAPITAL BUDGET ACTION: MOTION

ISSUE:

Per the SolTrans Budget Policy approved by the Board in March 2011, the proposed capital and operating budget for the next fiscal year shall be presented to the Board in May for final approval. The draft budget was presented to the Board at the April Board meeting for feedback.

DISCUSSION:

Proposed Operating Budget

The total FY 2018-19 Proposed Operating Budget (Attachment A) is $14,940,000, which has not changed since the draft budget was presented to the Board on April 19, 2018. The budget breakdown by mode is as follows:

Table 1: Breakdown of Proposed Operating Budget by Mode

Mode FY 18-19 Proposed Budget Fixed Route $12,749,913 Demand Response $1,974,057 Taxi Scrip Program $216,030

Total: $14,940,000 Combined Farebox 23.8% Recovery Rate

Proposed Capital Budget

The FY 2018-19 Capital Budget New Requests (Attachment B) has increased by $575,685, for a total of new requests of $1,655,685. This amount reflects new budget and revenue requests for FY 2018-19 only.

39 The additional request is for the purchase of a fourth electric bus using the 2 years of State LCTOP funds available to us now with the anticipation of a third year of funding to be awarded in May/June 2019 prior to delivery of the new bus.

Staff also requests that any unspent funds from the FY 2017-18 approved capital budget be carried over to the next fiscal year to complete the previously approved projects.

FISCAL IMPACT:

The proposed FY 2018-19 operating budget is balanced and is aligned with SolTrans’ 10-year budget outlook. As done in previous fiscal years, the proposed operating budget will be financed significantly with federal grant sources, which will allow the Agency to: 1) fund capital projects that are critical for ensuring that the Agency has a sound infrastructure and fleet for delivering the highest quality of transit services possible, and 2) utilize TDA as a last resort, allowing the Agency to grow its TDA operating and capital reserves for future needs. The Capital Budget is also fully funded with available federal, state and local capital grant funds.

PERFORMANCE GOAL:

Goal 2: Financial Performance – Optimize fiscal health and sustainability; Objective B: Budgets - Prepare annual operating and capital budgets that align with the 10-year budget outlook.

RECOMMENDATION:

Approve the FY 2018-2019 Proposed Operating Budget and Capital Budget New Requests, as presented in Attachments A and B, and carryover of unspent FY 2017-2018 approved capital budget amounts.

Attachments: A. FY 2018-19 Proposed Operating Revenue and Expense B. FY 2018-19 Proposed Capital Budget

40 SolTrans Attachment A Operating Revenue Agenda Item 9A PAGE 1 OF 2

FY 16‐17 FY 17‐18 FY 18‐19 Adopted Projected Proposed Actuals Budget Actuals Budget

Farebox Revenue $ 3,417,109 $ 3,520,000 $ 3,155,000 $ 3,255,550 Taxi Scrip ‐ Local 69,142 80,000 75,000 75,750 Curtola Parking Fee Revenue 177,211 175,000 180,000 225,000 FTA Section 5307: Operating Assistance 3,437,244 2,800,000 2,695,149 2,267,841 ADA set‐aside 324,344 290,178 290,178 296,111 Other 142,254 144,530 144,530 145,000 State Transit Assistance Funds (STAF): STAF ‐ Operating Assistance 334,602 400,000 262,426 355,135 STAF ‐ Other 170,000 200,000 STAF ‐ Lifeline 453,197 230,000 230,000 230,000 Transportation Development Act (TDA) 3,441,283 5,223,851 5,216,276 5,992,822 Regional Measure 2 (RM‐2) 1,564,808 1,541,441 1,541,441 1,541,441 Other discretionary funds 300,000 Other/Interest 53,710 75,000 55,000 55,350 Total Revenue $ 13,414,904 $ 14,480,000 $ 14,015,000 $ 14,940,000

FAREBOX & PARKING REVENUE 3,663,462 3,775,000 3,410,000 3,556,300 OPERATING SUBSIDY REVENUE 9,751,442 10,705,000 10,605,000 11,383,700 $ 13,414,904 $ 14,480,000 $ 14,015,000 $ 14,940,000

Overall Farebox Recovery 27.3% 26.1% 24.3% 23.8% 41 SolTrans Attachment A Operating Expenses Agenda Item 9A PAGE 2 OF 2

ABCDD ‐ BD ‐ C FY 16‐17 FY 17‐18 FY 18‐19 CY projected CY Budget vs. Actuals vs. Actuals Adopted Projected Proposed Proposed Proposed Budget Actuals Budget Budget budget

Contracted Transit Services and Vehicle Maintenance $ 8,796,339 $ 8,956,720 $ 8,932,521 $ 9,365,000 $ 408,280 $ 432,479 Reimbursement From WETA for transit services (324,549) ‐ ‐ ‐ Salaries and Benefits 1,618,681 1,775,000 1,507,159 1,780,000 5,000 272,841 Fuel 1,058,495 1,500,000 1,288,366 1,500,000 ‐ 211,634 Facility Maintenance 399,592 450,400 419,865 401,596 (48,804) (18,269) Professional Services 434,902 450,050 542,220 493,540 43,490 (48,680) Security 267,624 275,000 265,000 270,000 (5,000) 5,000 Advertising & Marketing 328,748 212,450 149,428 130,000 (82,450) (19,428) Accounting, Auditing & Legal 129,542 112,000 115,676 93,820 (18,180) (21,856) Taxi Scrip Contract services 135,850 160,000 131,778 140,000 (20,000) 8,222 Software subscriptions 106,018 116,000 General Administration 569,680 588,380 556,970 650,044 61,664 93,074

Total Expenses $ 13,414,904 $ 14,480,000 $ 14,015,000 $ 14,940,000 $ 344,000 $ 915,018

Net Income (Expense) $ ‐ $ ‐ $ ‐ $ (0) 42 ATTACHMENT B SOLTRANS Agenda item 9A FY 2018‐19 PROPOSED CAPITAL BUDGET May 17, 2018

FY 17‐18 FY 2018‐19 FY 2018‐19 Total Proprosed Capital Projects Projected Requested Requested Budget FY 18‐19 Budget Carryover* Revenues 1 Vehicles$ 6,208,952 $ 575,685 $ 6,784,637 Federal FTA Section 5307$ 3,129,065 $ 3,129,065 Federal FTA Section 5339$ 741,781 $ 400,000 $ 1,141,781 State Cap & Trade ‐ LCTOP$ 336,011 $ 575,685 $ 911,696 MTC TPI (Federal CMAQ)$ 399,223 $ 399,223 AB664 Bridge Toll Credits$ 35,310 $ 762,771 $ 798,081 Bay Area Air Quality Mgmt Dist (BAAQMD)$ 58,000 $ 58,000 Transportation Development Act (TDA)$ 1,509,562 $ (1,162,771) $ 346,791 Vehicle Maintenance ‐ Major Components, 2 $ 170,417 $ 1,080,000 $ 1,250,417 Equipment & Tools Federal Section 5307$ ‐ $ 320,000 $ 320,000 Prop 1B CalOES$ ‐ $ 60,000 $ 60,000 Transportation Development Act (TDA)$ 170,417 $ 700,000 $ 870,417 3 Branding $ 315,969 $ 315,969 Transportation Development Act (TDA)$ 315,969 $ 315,969

Facilities ‐ Improvements, Office Furniture & 4 $ 156,419 $ 156,419 Equipment, Bus Shelters and Amenities

Transportation Development Act (TDA)$ 156,419 $ 156,419 5 Information Technology$ 127,194 $ 127,194 Transportation Development Act (TDA)$ 127,194 $ 127,194 TOTALS:$ 6,978,951 $ 1,655,685 $ 1,655,685 $ 8,634,636

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AGENDA ITEM 10A BOARD MEETING DATE: MAY 17, 2018

Regional Measure 3 (RM3) Update This item will be a verbal presentation only at the meeting. There is no staff report.

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46 Transportation Funding Overview Regional Measure 3

SolTrans Board Meeting May 17, 2018

47 RM1

. Carquinez Bridge Replacement in Vallejo – 2003

. Benicia-Martinez Bridge Replacement - 2007 48

2 RM2

Solano County received $184 million in RM2 funding . 5 Intermodal Transit Stations Completed . 2 Rail Projects Completed (FF-VV Train Station, Vacaville Transit Center) . 4 Capital Road and Freight Projects Completed or Under Construction . SolanoExpress Operating Funds (27% from bridge tolls) . SF Bay Ferry Operating Funds for Vallejo service

3 Solano County Regional Measure 2 Projects Project List: 1. Benicia Express Bus North 2. Benicia Intermodal Facility 3. Fairfield Transit Center 4. Fairfield/Vacaville Train Station 5. Vacaville Intermodal Station 6. Vallejo Ferry Intermodal Station 7. Vallejo Curtola Transit Center 8. Benicia Siding Extension (Rail) 9. Solano North Connector 5 10. I-80 HOV Lanes 13 11. I-80/I-680/SR12 Interchange 12. I-80 EB Truck Scales 10 4 13. I-80 Express Lanes

Legend: 9 3 = Road Project 12 = Transit Project 11

6 8 7 2 50

1 RM3

Bay Area Traffic Relief Plan for major capital investment of $4.5 billion to relieve traffic congestion and improve travel through the Bay Area’s state-owned bridge corridors includes: . independent and legislative

oversight Construction on the I-80/I-680 SR 12 Interchange . annual audits was funded through Regional Measure 2 . performance measures . project level oversight

5 RM3

The Plan would be financed by an increase in tolls on all Bay Area toll bridges except the Golden Gate Bridge: . $1 toll increase effective January 1, 2019 . $1 toll increase effective January 1, 2022 . $1 toll increase effective January 1, 2025 . Voters will decide Solano County Board of Supervisors on RM3 in June approved placing RM3 on the Solano County 2018. ballot at their meeting February 20, 2018. . All 9 Bay Area counties will vote.

6 REGIONAL MEASURE 3 (RM3) - JUNE 2018 BALLOT - BAY AREA TRAFFIC RELIEF PLAN Solano County Projects and Transit Benefits . I-80/I-680/SR 12 Interchange . SF Bay Ferry Capital/service improvements $150 million (CON FY 19/20) for Vallejo (Double frequency) . I-80 Westbound Truck Scales . Capitol Corridor Frequency improvements $105 million (CON FY 20/21) for Suisun-Fairfield & Fairfield-Vacaville train stations . SR 37 Improvements $100 million (ENV FY 18/19) . SolanoExpress Capital/service improvements for regional bus service . I-80 HOV/Express Lanes (between Fairfield & Vacaville) . Vallejo Station Phase B Parking Structure/ $75 million (CON FY 18/19) catalyst for economic development . Bay Trail/Safe Routes to Transit Gap closures & First/Last Mile improvements 53

7 RM3

SB 1 “Maintenance” relieves California’s aging pains

RM 3 “Expansion” relieves the Bay Area’s growing pains 54

8 June . Statewide vote on Prop 69 in June 2018 . Stops state politicians from diverting revenues from transportation . Bay Area vote on RM3 projects . $4.5B investment in Bay Area infrastructure to relieve traffic congestion and improve travel

9 SR 37 Improvements

10 SF Bay Ferry Capital/Service Improvements for Vallejo (Double frequency)

11 Vallejo Station Phase B Parking Structure/ catalyst for economic development

12 SolanoExpress Service Changes

Phase 1 begins July 1, 2018

13 CURRENT - - FUTURE

14 CalSTA funds large transformative transit projects. STA was awarded $10.788 million in late April 2018 for these projects:

SOLANO REGIONAL TRANSIT IMPROVEMENTS SolanoExpress Capital Improvements $5.9M Vallejo Fairgrounds Dr/SR 37 & Bike/Ped Improvements $1.1M Vallejo Santa Clara Ave Bus Stop $1.8M Fairfield Transportation Center Slip-Ramp & Bike/Ped Improvements $3M SolanoExpress Electrification of Long-Haul Buses & Site Improvements $4.7M 13 Total Electric Coaches for FAST & SolTrans $2.7M Maintenance Yard Electrical Upgrades for FAST and SolTrans $1.M Overhead Charging Stations (10 buses per station) $1M61

15 These projects will improve the integration of the SolanoExpress bus routes into a seamless, safe and frequent regional transit system.

16 SOLANO TRANSPORTATION AUTHORITY Daryl Halls, Executive Director One Harbor Center, Suite 130 Suisun City CA 94585 707-424-6075 [email protected] www.sta.ca.gov

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AGENDA ITEM: 11A BOARD MEETING DATE: MAY 17, 2018

Solano County Transit

TO: BOARD OF DIRECTORS PRESENTER: DENNIS YBARRA, PROGRAM ANALYST II SUBJECT: SYSTEM PERFORMANCE REPORT ACTION: INFORMATIONAL

ISSUE:

Staff reports ridership statistics to the Board at each meeting.

DISCUSSION:

Ridership trends reviewed regularly are included as Attachment A, which reflects data through March 2018. Staff continues to review the overall System Performance Report to include other performance measures in the future.

Overall Effect of a Change in Reporting Methodology

Beginning with this report, Staff has added an adjustment to ridership statistics that results in higher ridership. The overall effect of the change is as follows: fixed route ridership on a system basis has only dropped by 5.2 percent compared to the previously reported 7.5 percent.

The standard practice in the transit industry is to adjust ridership upward to account for unclassified revenue from the farebox. Unclassified revenue is money that can be assigned to a route number but cannot pass further validation checks in the farebox software. This happens because most fares require the bus operator to press a key on the farebox in order to properly register as riders, while pass usage, for example, counts riders automatically. The manual process introduces a certain margin of error, which increases if newer drivers are hired who are unfamiliar with the SolTrans fare and key structure.

During the transition in reporting systems from Solutions for Transit to Avail that occurred February 1, 2017, the Avail-based process skipped the step of calculating ridership from unclassified revenue. At that time, Staff did not think the omission was significant. However, as Staff became more experienced with Avail and reports of ridership declines came to be commonplace, Staff has realized that the adjustments were needed to avoid overstating the ridership declines that have been occurring. The statistics presented in this report were derived including the adjustment for the period from February 2017 forward.

Below are performance highlights for the July 2017-March 2018 period: 65 Fixed Route Ridership  Fixed route ridership overall was 993,479, which is approximately 55,000 fewer boardings, or a 5.2 percent decrease from the FY 2016-17 period.  Ridership on local routes fell by 8.3 percent from the prior year. Ridership declines and in a few cases growth, vary by route.  Express ridership is down by 1.9 percent compared with the prior year period. Route 80 shows a modest drop of 0.5 percent, rounded up to 1 percent for display on the graph. Demand Response Ridership  The Agency observed an increase in ADA paratransit service ridership of 11 percent for FY 2017-18 compared to the prior year. Staff continues to monitor ridership to understand if this is a continuing trend.  Dial-a-Ride ridership for the fiscal year to date fell by 4 percent from the prior year.

FISCAL IMPACT:

This is an informational item with no fiscal impact.

PERFORMANCE GOAL:

Goal 1: Service - Delivering transit services which meet the needs of SolTrans customers, Objective A – Contractor Performance/System Performance.

RECOMMENDATION:

Informational.

Attachment: A. System Performance Report

66 SYSTEM PERFORMANCE REPORT

May 17, 2018

1 Fixed Route Ridership Comparison FY 17-18 versus FY 16-17

Period Local Express System July – March 501,427 492,052 993,479 FY 17-18 July - March 546,871 501,594 1,048,466 FY16-17 % Diff. -8.3% -1.9% -5.2%

FY17 and FY18 System Comparison = -54,973 Trips Excludes discontinued Route 200

2 Local Routes Average Weekday Ridership FYTD

3,500

3,000

2,500

2,000 FY16-17 1,500 FY17-18

1,000

500

0 July Aug Sept Oct Nov Dec Jan Feb March

3 Express Routes Average Weekday Ridership FYTD

3,000 Excludes Route 200

2,500

2,000

1,500 FY16-17 FY17-18

1,000

500

0 July Aug Sept Oct Nov Dec Jan Feb March

4 Fixed Route Local Ridership July - March

140,000

120,000 FY 16-17 -7% 100,000 FY 17-18

-4% 80,000 -12%

60,000

40,000

-10% -10% 20,000 -9% -20% 3% -27% 5% -37% 0 1 2 3 4 5 6 7 8 15 17 20 Local Route Number

5 Fixed Route Express Ridership July - March

400,000 364,715 362,823 350,000 -1% 300,000

250,000 FY 16-17

200,000 FY 17-18

150,000

100,000 74,311 71,086 52,967 51,602 50,000 -4% -3% 0 78 80 85 Express Route Number

6 Monthly Demand Response Ridership Last 12 Months 2,500

2,000

1,500

Paratransit 1,000 GP DAR

500

7 Thank you!

8 AGENDA ITEM 11B BOARD MEETING DATE: MAY 17, 2018

Solano County Transit

TO: BOARD OF DIRECTORS PRESENTER: MANDI RENSHAW, PROGRAM ANALYST II SUBJECT: PUBLIC OUTREACH REPORT FOR MAY 2018 ACTION: INFORMATIONAL

ISSUE:

SolTrans’ focus is to identify opportunities for public outreach through strategic partnerships, and to establish public outreach programs and activities that are valued by the community.

DISCUSSION:

For this report, Staff has listed current partnerships and events, and outlined opportunities for outreach and marketing for the remainder of the 2018 summer. The calendar will be updated as opportunities arise throughout the year. The Board is always welcome to suggest opportunities for partnering with community organizations to encourage public transportation.

Past Events and Promotions  March o Staff presented to the Vallejo Senior Center membership meeting services and destinations via SolTrans. Staff gave out 50 Senior Local Day passes. o SolTrans celebrated Spring Break this year with free rides to all students, including college, on all local routes March 26th- April 6th. Staff released information about the promotion on our website to all our subscribed riders, as well as on Facebook, and in a Press Release on March 20th. Advertising was acquired with Vallejo Times Herald, Local Happenings Magazine, Benicia Magazine, Benicia Herald and the Grapevine.  April o SolTrans partnered again with the Vallejo Art Walk for the third time by providing free rides on all local routes from 4:00 p.m. to end of service May through December for Art Walk Passport holders. Staff released information about the promotion on our website to all our subscribed riders, as well as on Facebook, and in a Press Release on April 11th. Advertising was acquired with the Vallejo Times Herald. o SolTrans participated in Valcore’s Earth Day celebration on April 21st in Vallejo by displaying our electric bus and sharing information about SolTrans’ new technologies. Staff gave away 50 local day passes to encourage using public transportation. Advertising was acquired with Vallejo Chamber of Commerce Magazine, Local Happenings Magazine, and the Grapevine. 75 o SolTrans participated in Solano Community College’s Earth Day celebration on April 25th by displaying the new electric bus and sharing information about the new Solano Community College mobile ticketing App.  May o SolTrans provided FREE shuttle service in partnership with Benicia’s Artists Open Studio event on May 5th and 6th. Staff released information about the promotion on our website to all our subscribed riders, as well as on Facebook, and in a Press Release on May 1st. SolTrans will also be featured in the Benicia Open Studios brochure. Advertisement about the event will be in the Benicia Herald and Benicia Magazine. Advertising was acquired with Benicia Magazine, Benicia Herald, Local Happenings Magazine, and the Grapevine. o SolTrans hosted an Energizer Station for Bike to Work Day on May 10th. Staff hosted the station from 6:00 a.m.-10:00 a.m., and handed out food and drinks to bicyclists and transit users. Upcoming Events and Promotions  May o SolTrans will provide FREE shuttle service to Benicia’s Memorial Day ceremony at the Benicia Military Cemetery. Staff released information about the promotion on our website to all our subscribed riders, on Facebook, and we will provide a Press Release on the week before the event. Advertisement about the event will be in the Benicia Herald and Grapevine Magazine.  June o Staff will host a table at Vallejo’s Pista sa Nayon event at the Vallejo Waterfront to provide transit services information and promotional items on June 2nd. o SolTrans will once again offer discounted youth passes for the 2018 summer months with the Summer Slice promotion. Day passes will be $1 and 31-Day local youth passes are $15 beginning June 1st through August 31st. o SolTrans will support Dump the Pump Day on Thursday, June 21st, with free rides on all local routes. o Staff will host a table at Vallejo’s Juneteenth event at the Martin Luther King Jr. Park to provide transit services information and promotional items on June 16th.  July o SolTrans will celebrate its 7th anniversary of assuming transit operations with $0.25 local rides the week of July 2nd -6th, with no service on July 4th due to the holiday. o SolTrans will participate in the Benicia Torch Light Parade July 3rd. Members of the Board, SolTrans Staff and National Express Operations Staff are encouraged to participate. o SolTrans will participate in the Vallejo 4th of July Parade. Members of the Board, SolTrans Staff and National Express Operations Staff are encouraged to participate. Sponsorships: Staff has participated in community programs and events through sponsorships, and, in return, the Agency receives recognition through marketing and logo placement. Since January 2017, SolTrans has sponsored the Visit Vallejo Customer Service Training, Sustainability Community Breakfast, Vallejo Women’s Chamber Entrepreneurial Event, Rebuild Together Solano County, Florence Douglas Senior Center International Gala and Auction, Youth Ag Day and Carnevale Fantastico! 76 Planned Outreach for 2018: Staff plans to continue building the existing relationships with community partners and to attend the already calendared 28 outreach events, as well as to explore new partnerships in order to enhance events with public transportation information. Staff will continue to research ridership trends and find new ways to build ridership with fare promotions and free community shuttles to events in both Benicia and Vallejo.

FISCAL IMPACT:

The cost of promotional materials and support for community outreach is constrained by the Board-approved budget.

PERFORMANCE GOAL:

Goal 1: Service – Delivering transit services which meet the needs of SolTrans customers; Objective F.i – Marketing and Outreach; Continue to engage in a robust marketing and outreach campaign to the communities.

RECOMMENDATION:

Informational.

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78 Minutes Regular SolTrans Board Meeting of May 17, 2018 Approved July 19, 2018 Page 1 of 5

SOLANO COUNTY TRANSIT Board Minutes for Meeting of May 17, 2018

1. CLOSED SESSION The special meeting was called to order at 3:00 p.m., which recessed into closed session to discuss personnel matters.

Chairperson Patterson reported that the Board discussed the Executive Director’s annual performance review, and she stated that the evaluation process would begin in August and finish in September.

2. CALL TO ORDER Chairperson Patterson called the regular meeting of the SolTrans Board to order at 3:37 p.m.

A quorum was confirmed by the Clerk of the Board, Suzanne Fredriksen. There was no Statement of Conflict declared at this time.

MEMBERS PRESENT: Elizabeth Patterson, Mayor City of Benicia, Chairperson Jesus Malgapo City of Vallejo, Vice Chairperson Bob Sampayan, Mayor City of Vallejo Jim Spering, Supervisor, MTC Representative County of Solano Pete Sanchez, Mayor Ex-Officio – STA Representative

MEMBERS ABSENT: Tom Campbell, Councilmember City of Benicia

STAFF PRESENT: In Alphabetical Order by Last Name: Kristina Botsford SolTrans Finance & Administration Manager Patricia Carr SolTrans General Services Manager Bernadette Curry SolTrans Legal Counsel Suzanne Fredriksen SolTrans Board Clerk Bisi Ibrahim SolTrans Program Analyst I Beth Kranda SolTrans Executive Director Mandi Renshaw SolTrans Program Analyst II John Sanderson SolTrans Operations & Planning Manager Dennis Ybarra SolTrans Program Analyst II

79 Minutes Regular SolTrans Board Meeting of May 17, 2018 Approved July 19, 2018 Page 2 of 5

OTHERS PRESENT: In Alphabetical Order by Last Name: Cathy Campos National Express Transit Ron Grassi Solano Transportation Authority Daryl Halls Solano Transportation Authority Christopher Jones National Express Transit Stephanie Maher National Express Transit Brandon Thomson Solano Transportation Authority Keith Ward SolTrans Public Advisory Committee & National Express Transit

4. APPROVAL OF AGENDA On a motion by Director Sampayan and a second by Vice Chair Malgapo, the SolTrans JPA Board unanimously approved the Agenda. (4 Ayes, 1 Absent)

5. OPPORTUNITY FOR PUBLIC COMMENT None presented.

6. EXECUTIVE DIRECTOR’S REPORT None presented.

7. PROCLAMATIONS AND PRESENTATIONS

7A. 2018 CalACT/RTAP Bus Driver Safety Roadeo Presentation Beth Kranda presented a video of highlights from the 2018 CalACT/RTAP Bus Driver Safety Roadeo. Chairperson Patterson presented Patricia Carr, SolTrans General Services Manager, with a Proclamation in recognition of her efforts in coordinating the event.

CONSENT CALENDAR On a motion by Director Spering and a second by Vice Chair Malgapo, the SolTrans JPA Board unanimously approved Consent Calendar Items 8A through 8D. (4 Ayes, 1 Absent)

8A. Meeting Minutes of April 19, 2018 Recommendation: Approve the meeting minutes of April 19, 2018.

8B. Adoption of a Resolution Establishing SolTrans Records Retention Schedule Recommendation: Adopt Resolution No. 2018-04 establishing the SolTrans Records Retention Schedule and authorizing the destruction of specified records, as shown in Attachment A.

80 Minutes Regular SolTrans Board Meeting of May 17, 2018 Approved July 19, 2018 Page 3 of 5

8C. Transportation Development Act (TDA), State Transit Assistance Funds (STAF) and Regional Measure 2 (RM2) Claims Recommendation: 1) Approve the resolutions as shown in Attachments A and B. 2) Authorize the Executive Director to execute and submit required documents for claiming SolTrans’ FY 2018-19 Allocation Requests for TDA and STAF Funds as needed. 3) Authorize the Executive Director to execute and submit required documents for claiming SolTrans’ FY 2018-19 Allocation Request for RM2 Funds in the amount of $1,572,308.

8D. Authorize the Purchase of an Electric Bus Manufactured by BYD Motors through the State of Washington Department of Transportation Master Contract Recommendation: 1) Authorize the Executive Director to request authorization from the State of Washington Department of Enterprise Services to purchase off of the Washington State Department of Transportation master vehicle contract, subject to Legal Counsel approval as to form. 2) Authorize the Executive Director to issue a purchase order for one BYD battery electric bus, with Legal Counsel oversight.

REGULAR CALENDAR

9. ACTION ITEMS

9A. Fiscal Year (FY) 2018-19 Proposed Operating and Capital Budget Kristina Botsford provided an overview of the FY 2018-19 Proposed Operating and Capital Budget.

Public Comments: None presented.

Board Comments: Members of the Board provided the following comments and concerns: • It was suggested that Staff track any farebox revenue changes and present a comparison to the Board as the Solano Express Corridor adjustments are implemented, since one of the goals of the adjustments is to attract new ridership. • It was also suggested that in future reports, Staff reflect farebox revenue and parking revenue on separate line items.

Recommendation: Approve the FY 2018-2019 Proposed Operating Budget and Capital Budget New Requests, as presented in Attachments A and B, and carryover of unspent FY 2017-2018 approved capital budget amounts.

On a motion by Director Sampayan and a second by Director Spering, the SolTrans JPA Board unanimously approved the recommendation. (4 Ayes, 1 Absent)

NON-ACTION/ INFORMATIONAL 81 Minutes Regular SolTrans Board Meeting of May 17, 2018 Approved July 19, 2018 Page 4 of 5

10. DISCUSSION ITEMS

10A. Regional Measure 3 (RM3) Update Daryl Halls, STA Executive Director provided an overview of Regional Measure 3, including background information on Regional Measure 1 bridge replacements, Regional Measure 2 projects completed, and highlights of the Bay Area Traffic Relief Plan that would be funded by RM3.

Board Comments: Members of the Board provided the following comments and concerns: • Concurrence was expressed in support of RM3 and with the local projects that the STA is putting together; and, it was noted that some negative comments have been received from the public while the majority of comments received have been positive. • Appreciation was expressed to Daryl Halls for his service to the community over the years, and for his advocacy efforts on behalf of Solano County to move projects forward that benefit the citizens. • There was discussion regarding the fairness of the allocation of Regional Measure funding and the amount that Solano County contributes in bridge tolls. • It was cited that for every dollar spent on hazard mitigation, the community saves six dollars in responding to the event damage. It was suggested that Staff highlight how much public monies were spent on flooding damage on California State Route 37, as an example, when presenting information on RM3.

Recommendation: Informational.

11. NON- DISCUSSION ITEMS

11A. System Performance Report Recommendation: Informational.

11B. Public Outreach Report for May 2018 Recommendation: Informational.

12. STAFF BRIEFINGS Patricia Carr provided an update on the SolTrans Compressed Natural Gas (CNG) Fueling Station Project, stating that the project is now closed and the station was commissioned last week.

She also provided an update on the SolTrans Curtola Park and Ride Hub, including the average number of parking spaces utilized monthly, the average number of monthly and daily parking passes purchased, as well as the usage and cost of the electrical charging kiosks.

13. BOARD OF DIRECTORS COMMENTS None presented.

82 Minutes Regular SolTrans Board Meeting of May 17, 2018 Approved July 19, 2018 Page 5 of 5

14. ADJOURNMENT The meeting was adjourned at 4:20 p.m. The next regular meeting of the SolTrans Board is scheduled for Thursday, July 19, 2018, 5:30 p.m. as one of two annual evening meetings, in the Benicia Council Chamber, located at 250 East L Street, Benicia.

Attested by:

5/18/2018 Suzanne Fredriksen Date Clerk of the Board