Official Commission Meeting Minutes Date

POTOMAC AND RAPPAHANNOCK TRANSPORTATION COMMISSION (PRTC)

OFFICIAL COMMISSION MEETING

MINUTES

DATE: May 1, 2014

TIME: 7:00 p.m.

LOCATION: PRTC Transit Center 14700 Potomac Mills Road Woodbridge, VA 22192-6811 ______

1. CALL TO ORDER

Chairman May called the meeting to order at 7:00 p.m., with a quorum present

2. ROLL CALL

MEMBERS PRESENT *Richard Anderson Virginia House of Delegates *Wally Covington Prince William County (arrived at 7:15 p.m.) *John Jenkins, Immediate Past Chairman Prince William County *Matthew Kelly City of Fredericksburg *Michael May, Chairman Prince William County *Jackson Miller Virginia House of Delegates *Jennifer Mitchell Depart of Rail and Public Transportation *Bob Thomas, Secretary Stafford County *Jonathan Way City of Manassas

MEMBERS ABSENT Maureen Caddigan Prince William County Frank Jones, Vice Chairman City of Manassas Park Paul Milde Stafford County Marty Nohe Prince William County Frank Principi Prince William County Toddy Puller Virginia Senate Gary Skinner, Treasurer Spotsylvania County Paul Trampe Spotsylvania County

ALTERNATES PRESENT *Patrick Durany Prince William County *William Wren City of Manassas Park

ALTERNATES ABSENT Hilda Barg Prince William County Meg Bohmke Stafford County Fred Howe City of Fredericksburg Lorraine Lasch Prince William County Suhas Naddoni City of Manassas Park Kevin Page Department of Rail and Public Transportation Hal Parrish City of Manassas Pat Pate City of Manassas Steve Pittard Department of Rail and Public Transportation David Ross Spotsylvania County Laura Sellers Stafford County Corey Stewart Prince William County

Voting Member

**Delineates arrival/departure following the commencement of the PRTC Board Meeting. Notation of the exact arrival time is included in the body of the minutes.

STAFF AND GENERAL PUBLIC Doug Allen VRE Chief Executive Officer Nick Alexandrow PRTC Transit Project Manager Gina Altis PRTC Executive Administrative Assistant Monica Backmon PWC Regional Transportation Planner Rich Dalton VRE Deputy Chief Executive Officer Rob Dickerson PRTC Legal Counsel Joyce Embrey PRTC Dir., Finance & Administration Althea Evans PRTC Dir., Marketing & Communications Shanta Garth FIRST TRANSIT AGM-Finance & Admin. Alfred Harf PRTC Executive Director Jim Halvorson Citizen Todd Johnson FIRST TRANSIT General Manager Bryan Jungwirth VRE Dir., Public Affairs & Gov’t Relations Milton Laing FIRST TRANSIT Bus Operator Bob Leibbrandt PWC Budget & Analysis Office Hector Lopez FIRST TRANSIT Bus Operator Steve MacIsaac VRE Legal Counsel Eric Marx PRTC Dir., Planning & Operations Betsy Massie PRTC Dir., Grants & Project Management Paul Pitchke FIRST TRANSIT AGM-Operations Cynthia Porter-Johnson PRTC Transportation Project Manager Jerry Vincent FIRST TRANSIT AGM-Maintenance

3. INVOCATION Led by Immediate Past Chairman Jenkins.

4. PLEDGE OF ALLEGIANCE Led by Commissioner Anderson.

5. CITIZENS’ TIME No citizens came forward.

6. PRESENTATIONS

A. First Transit General Manager Todd Johnson – Employee Recognition and Operations Report.

Mr. Johnson recognized the April Operator-of-the-Month Hector Lopez. Mr. Lopez operates the Cross County AM and West Falls Church Metro-Direct PM bus routes and has been with First Transit since 2005.

Mr. Johnson also recognized the Operator-of-the Year Milton Laing. Mr. Laing operates the Montclair OmniRide AM and Dale City OmniRide PM bus service and has been with First Transit since 2004.

Mr. Johnson reported that 16 commendations (for 13 different operators) were received during the month of April. Mr. Johnson reminded the Commission that the spring service change will occur on May 12th, which typically results in a “spike” in complaints, so Mr. Pitchke and his staff along with First Transit’s Safety and Training team are working with the bus operators to ensure as seamless a transition as possible.

With regard to complaints, Mr. Johnson reported that the complaint rate per 10,000 OmniRide trips declined by 5 percent in April. Comparing the OmniRide complaint rate for this April and last April, the most recent April result is 12 percent lower, while the year-to-date rate per 10,000 trips is 4 percent higher. Continuing, Mr. Johnson noted that the complaint rate per 10,000 trips for OmniLink decreased significantly comparing April to March – by 9 percent. Mr. Johnson went on to observe that the year-to-date OmniLink complaint rate is 12 percent lower than for the same period last year.

OmniRide o Apr 6.93 v. 7.24 Mar o Year-to-date 6.91 v. 6.67

OmniLink o Apr 4.56 v. 6.13 Mar o Year-to-date 4.76 v. 5.43

Mr. Johnson also reported that six collisions occurred in April, slightly decreasing the Accident Frequency Rate (AFR) to 0.455. This continues to be a better result than First Transit’s goal of 0.485.

Next, Mr. Johnson reported that the “Maintenance Fleet Audit” was completed in April, and the end result is a reported 2.6 defects per bus and six “A” defects. Mr. Johnson noted that defects in this range are exceptionally good based upon similar audits conducted for other transit agencies by the Transit Resource Center (TRC). Mr. Johnson commended First Transit’s Assistant General Manager

of Maintenance Jerry Vincent and staff on a job well done, and indicated that the full report would be forthcoming in next month’s Commission board kit. Concluding his remarks, Mr. Johnson reported that the Saturday Metro Direct bus service is doing exceptionally well carrying over 700 passengers.

Mr. Harf reminded the Commission that PRTC is placing the Saturday Metro Direct bus service into its “stable” of locally sponsored permanent services now that the 100 percent state sponsorship of a free fare service is scheduled to end in May. Mr. Harf noted that beginning in mid-May, PRTC will reduce the level of Saturday service to about half of what it is today, and will institute regular fares for the first time. Mr. Harf concluded by observing that Saturday ridership is certain to diminish when the service frequency is curtailed and fares commence.

Chairman May asked if any farebox recovery estimates are available. Mr. Marx recollected that the service is expected to carry about 325 riders per day, which Mr. Harf added is a little less than half of what the ridership is now.

7. APPROVAL OF MINUTES

RES 14-05-01 Minutes of April 3, 2014.

Commissioner Kelly moved, with a second by Commissioner Way, to approve the Minutes, as presented. There was no discussion on the motion. (KELLY/WAY; WITH MAJORITY VOTE, ANDERSON/WREN ABSTAINED)

8. AGENDA APPROVAL

RES 14-05-02 Agenda of May 1, 2014.

Commissioner Kelly moved, with a second by Commissioner Way, to approve the Agenda, as amended. There was no discussion on the motion. (KELLY/WAY, UNANIMOUS)

9. CONSENT AGENDA APPROVAL

RES 14-05-03 Consent Agenda of May 1, 2014.

Commissioner Kelly moved, with a second by Commissioner Jenkins, to approve the Consent Agenda, as presented. (KELLY/JENKINS, UNANIMOUS)

RES 14-05-04 A. Jurisdictional Financial Report.

Accepted the Jurisdictional Financial Report for the period ended February 28, 2014, as presented.

RES 14-05-05 B. Trash Collection Procurement.

Authorized the Executive Director to seek competitive bids for trash collection services and return to the Commission for a separate authorization to award a contract after bids have been received and evaluated, as presented.

10. VIRGINIA RAILWAY EXPRESS (VRE)

A. Chief Executive Officer’s Report (04/14).

Mr. Allen reported that both he and Mr. Dalton met with the Federal Railroad Administration (FRA) Administrator and other commuter rail chief executive officers/chief operating officers to review the FRA’s recently released report on the analysis of the string of Metro-North Railroad accidents. The meeting provided an opportunity for a frank discussion about the issue of complacency and the need to keep the focus on safety as the top priority.

Continuing, Mr. Allen noted that staff recently met with the Transportation Security Administration (TSA), which conducts an assessment (every two years) on how VRE’s operations are faring security-wise based on the TSA’s quantitative analysis, VRE received a 99 percent Baseline Assessment for Security Enhancement (BASE) “gold award” -- the highest award in the country.

Mr. Allen reported that On-Time Performance (OTP) for the month of April was 95%. Train delays occurred yesterday due to heavy rain and flash flooding. Mr. Allen also reported that VRE’s first “Meet the Management” event this year occurred at Union Station yesterday, an annual management initiative to enable VRE management to interact informally with VRE riders and receive feedback. He noted that a recurring theme was an acknowledgment of the harsh winter and attendant train delays. Mr. Allen said most riders seem accepting of the delays knowing that they are necessary to ensure safe operation. Mr. Allen also noted that ridership remains strong at 19,000 daily trips, with seven days in April exceeding 20,000.

Next, Mr. Allen reported that VRE staff visited the offices of Senator Warner, Congressman Wittman, and Congressman Wolf to discuss important future plans for the VRE service and other legislative issues. VRE staff will also meet with Congressman Connolly tomorrow to brief him on the status of the access from the VRE Rippon Station to the Featherstone Wildlife Preserve. Mr. Allen noted that VRE is making good progress with CSX and Prince William County to obtain the necessary approvals to commence construction of the Featherstone Wildlife Preserve access project, which is expected to begin within the next month or so.

Concluding his remarks, Mr. Allen reported that VRE’s Six-Year Improvement Program (SYIP) has been released by the Commonwealth Transportation Board (CTB) for public review and approval. Mr. Allen expressed appreciation to DRPT Director Mitchell and staff for working with VRE on the funding issues, particularly the “track access fees,” and he noted that once the CTB approves the SYIP, VRE will work with DRPT to finalize the multi-year agreements. Continuing, Mr. Allen noted that the SYIP also includes funding for the purchase of five railcars, improvements at the Crossroads and Ivy City Yards, Positive Train Control (PTC) to enhance safe operation, and the VRE “Alexandria Station platform” project. Mr. Allen also noted that 5

“Rail Enhancement Funding” will help pay for the Brooke and LeeLand VRE Station second platforms and explained that the platform improvements, in combination with the other platform improvements already in progress, will allow VRE to sign an agreement with CSX to construct the VRE Potomac Shores Station.

[Commissioner Covington arrived at 7:15 p.m. following the Mr. Allen’s report and was absent for the vote on Items 7, 8, and 9 (9A-9B)]

B. Action Items:

RES 14-05-06 1. Fifth Year of the Operations and Maintenance Contract.

Commissioner Kelly moved, with a second by Commissioner Way, to authorize the VRE Chief Executive Officer to modify the contract with Keolis Rail Services Virginia, LLC for operations and maintenance services by approving up to $20,115,047, for a total contract value not to exceed $95,596,554, for the fifth year of operations through June 30, 2015. There was no discussion on the motion. (KELLY/WAY, UNANIMOUS)

RES 14-05-07 2. DDOT Long Bridge TIGER Planning Grant Application and Authorization of Committed Match.

Commissioner Jenkins moved, with a second by Commissioner Kelly, to endorse the District of Columbia Department of Transportation (DCDOT) Long Bridge TIGER Planning Grant application and VRE’s match commitment.

Commissioner Way noted that the only local sponsors identified as financial contributors towards the study funding are VRE and DCDOT. He went on to observe that absent the participation of the other would-be beneficiaries of this project (e.g. the CSXT, AMTRAK, and the Commonwealth), it is difficult to envision a project of this magnitude proceeding. Commissioner Way urged VRE management take a more aggressive posture in trying to solicit participation by other users.

Commissioner Miller asked if seeking other partners is an expected product of the planning study. Mr. Allen replied “yes,” and noted that VRE staff has had conversations with other users including CSXT and VDRPT. However, Amtrak’s funding is different in that most of the Amtrak trains serving Virginia are funded by state funds. Mr. Allen went on to observe that the planning study for which TIGER funds are being sought is designed to seek a consensus on what needs to be done, after which full-fledged financial participation becomes more plausible. Mr. Allen characterized the project as the linchpin to expanded service as VRE, the state, and the CSXT all desire. VRE will need to be more aggressive as Commissioner Way suggests to get other partners to the table as the planning study advances.

Commissioner Kelly added that the VRE Operations Board discussed the issue of ultimately needing broader participation, concurring with Commissioner Way’s observation that such participation will be essential. That said, Commissioner Kelly observed that the VRE Operations Board was comfortable recommending the TIGER

planning grant pursuit even if no participants other than those stated are prepared to come forward now, seeing this as a first step to towards bringing on other partners.

Commissioner Way suggested an amendment to the proposed resolution, whereby the resolution would stipulate that any expenditure by VRE beyond the $300,000 being pledged as match towards the TIGER planning grant application be subject to the explicit approval of the Commission rather than simply approval by the VRE Operations Board.. Chairman May asked Commissioner Jenkins and Commissioner Kelly to consider Commissioner Way’s suggestion as a “friendly” amendment to their motion and second - both agreed. There was no further discussion on the motion. (JENKINS/KELLY, UNANIMOUS)

C. Information Items:

1. April 18, 2014 VRE Operations Board Meeting Agenda, Minutes, and Resolutions as Adopted by the VRE Operations Board. There were no comments.

2. Legislative Update. There were no comments.

11. CHAIRMAN'S TIME

At this time, Chairman May congratulated Ms. Monica Backmon on her recent promotion to the Northern Virginia Transit Authority (NVTA).

12. EXECUTIVE DIRECTOR'S TIME

A. Executive Director’s Report (04/14).

Mr. Harf began his remarks by reporting that the Obama Administration released its reauthorization proposal yesterday (the “Grow America” proposal). The proposal is a four year bill premised on $150 billion of “tax reform” revenues being used as a one-time source of funds to supplement the highway motor fuels tax. Continuing, Mr. Harf noted that it is a very ambitious proposal what with its larger federal role, and he went on to say that many have already declared it “dead on arrival” in light of its magnitude and the speculativeness of tax reform revenues as its principal source of funding.

Mr. Harf went on to report that concurrently, the heads of the transportation authorizing committees in the Senate and House have embraced a set of reauthorization principles envisioning the reauthorization being roughly the same order of magnitude as MAP-21 with perhaps an allowance for inflation, leaving the question of how to pay for it to the Ways and Means and the Banking Committees.

Mr. Harf noted that the Congress is confronting a more immediate transportation funding problem than reauthorization, namely the fact that actual revenue yields being counted on for MAP-21 purposes are running lower than what was anticipated when MAP-21 was legislated. Because of this shortfall, Mr. Harf said that unless the Congress fashions a

“financial patch,” the USDOT could be compelled to “turn off the “spigot” before the expiration of MAP-21. Pressures are mounting on the Congress to do so, and Mr. Harf reported that the patch is likely to be in the form of a general fund supplement sometime this summer. PRTC will continue to monitor the issue closely.

With regard to PRTC’s looming local transit funding problem, Mr. Harf noted that at the invitation of the Prince William Board of County Supervisors (PWCS), he gave the same presentation made at the PRTC April meeting to the PWBOCS at its April 15th meeting. Thereafter, Mr. Harf noted that Supervisor Principi introduced a resolution calling for Prince William County to pledge, in-principle, that a financial supplement to the motor fuels tax will be reinstated to resolve the problem, prompting an extended discussion among the PWBOCS members that led ultimately to an amended resolution calling for the creation of a “Task Force” to come up with a recommended action plan for presentation to the PWBOCS in the fall. Mr. Harf concluded this segment of his remarks by noting that staff-to-staff discussions are currently underway to frame the task force effort.

Moving to another subject, Mr. Harf noted that the Federal Transit Administration’s (FTA) Triennial Review is looming. The Commission was made aware of the Triennial Review by way of an informational report at its April meeting. Mr. Harf noted that PRTC has already furnished a substantial amount of the material the Triennial Review team needs to look at in advance of the onsite visit at the end of July. Sometime in the fall, the outcome of the report will be presented to the Commission.

Concluding his remarks, Mr. Harf referred to the informational report in this month’s agenda package regarding the prospective cessation of commuter parking accommodations at the Manassas Mall, noting that PRTC management’s continued discussions with Sears management has seemingly averted this. While Sears’ management was originally holding out for financial remuneration to continue the commuter parking accommodations, it has more recently reconsidered and is now simply seeking to be named as an additional insured as protection against liability claims arising from commuters’ use of these spaces. Mr. Harf reported that PRTC management has signaled its willingness to do so, and an agreement to this effect is now awaited from Sears. Mr. Harf concluded by observing that there are about 175 commuters parking at the Mall and riding the bus, thanks to an informal arrangement that has existed since the 1970s without a proffer or a formal lease.

Referring to an earlier segment of Mr. Harf’s remarks about PRTC’s local transit funding problem, Commissioner Jenkins recalled that when PRTC was first created, David Brickley (a former Member of the Virginia House of Delegates) spearheaded the General Assembly’s enactment of the motor fuels tax funding that Prince William and other PRTC member jurisdictions rely on as the principal source of local transit funding. Commissioner Jenkins expressed the hope that PRTC’s current General Assembly Members will see fit to provide similar assistance in the form of a higher motor fuels tax rate, so the good and valuable service provided by PRTC and VRE can be sustained and improved. Commissioner Jenkins expressed appreciation to PRTC staff for bringing

PRTC’s looming budget issue before the Commission and the PWBOCS with ample lead time for a solution to be fashioned.

B. Action Items:

RES 14-05-08 1. Draft FY 2015 – FY 2020 Six Year Improvement Program.

Mr. Harf began by applauding the Administration’s responsiveness to PRTC’s needs. VDRPT has seen fit to accommodate all of the requests made by PRTC in its FY 2015 grant requests, and advised PRTC that it wants to contract with PRTC for the operation of expanded commuter bus services along the I-95 managed lanes in PRTC’s service area on terms acceptable to PRTC. Mr. Harf went on to say that this “managed lanes service delivery approach” is a change from what the previous Administration planned, which was unanticipated when PRTC made its FY 2015 state grant applications. Consequently, the draft SYIP envisions more state assistance for PRTC than PRTC sought, though there are a number of technical corrections that PRTC will ask DRPT to make consistent with its stated intention of PRTC being the contracted service provider.

Commissioner Kelly noted that he supports the motion inasmuch as it is confined to transit accommodations in the Draft SYIP for PRTC, but he wanted all the PRTC Commissioners to know that from FAMPO’s standpoint, there are concerns about the draft SYIP’s funding for the proposed Route 630 and Parkway projects. Commissioner Kelly went on to say that those are issues that FAMPO will be seeking to resolve through other, more appropriate channels.

Commissioner Durany moved, with as second by Commissioner Way, to authorize the PRTC Chairman to transmit the Commission’s reactions to the draft SYIP that the Commonwealth Transportation Board has authorized for public review. There was no further discussion on the motion. (DURANY/WAY; WITH MAJORITY VOTE, MITCHELL ABSTAINED)

RES 14-05-09 2. County Legal Staff Reimbursement.

Commissioner Kelly moved, with a second by Commissioner Jenkins, to authorize payment to Prince William County as reimbursement for legal services performed for the Commission in the amount of $39,000 for FY 2014 and continuation of legal representation by Prince William County in FY 2015. There was no discussion on the motion. (KELLY/JENKINS, UNANIMOUS)

RES 14-05-10 3. Off-Cycle Grant Application.

Mr. Harf said the origins for this request can be traced back to the FY 2013 audit and accompanying action plan presented to the Commission at its February meeting for addressing corrective actions associated with the implementation of PRTC’s new financial management system. The action plan envisioned contracted assistance as one

of the necessary measures, consisting of technical support by the system software vendor (Tyler Technologies) and independent contracted assistance for the preparation of written policies and procedures. Existing grant funds are available for the former type of contracted assistance, while the latter type of contracted assistance is not in-hand and is the subject of the subject, off-cycle grant request. Despite the modest magnitude of this request (i.e. $30,000), the Commission is being asked to authorize the submission of the request inasmuch as that is standard practice for grant applications. Finally, Mr. Harf noted that he had conferred with VDRPT management to ascertain its willingness to accommodate this request, which VDRPT management affirmed.

Commissioner Thomas moved, with a second by Commissioner Kelly, to authorize the Executive Director to submit an FY 2014 off-cycle technical assistance grant application to VDRPT for $30,000 and to accept from VDRPT a grant in such amount as may be awarded and certifies that funds shall be used in accordance with the requirements of Section 58.1-638.A.4 of the Code of Virginia, that the Commission shall provide matching funds as required, that the records of receipts of expenditures of funds granted to the Commission may be subject to audit by DRPT and by the State Auditor of Public Accounts, and that the funds shall be used for such purposes as authorized in the Code of Virginia. There was no discussion on the motion. (THOMAS/KELLY; WITH MAJORITY VOTE, MITCHELL ABSTAINED)

C. Information Items:

1. Amendments to the Virginia Freedom of Information Act (HB 193 and SB 161). There were no comments.

2. Manassas Mall Commuter Parking Cessation. There were no further comments.

3. Customer Satisfaction Survey Results. There were no comments.

4. PRTC Service Performance Reports. There were no comments.

5. Communications: a. Related to Funding. There were no comments. b. Related to Jurisdiction. There were no comments. c. General Interest. There were no comments.

13. OTHER BUSINESS/COMMISSIONERS’ TIME

There was no other business to come before the Commission.

14. ADJOURNMENT

There being no further business to come before the Commission, Chairman May adjourned the meeting at 7:35 p.m.

NEXT MEETING: June 5, 2014, 7:00 p.m.

LOCATION: PRTC Transit Center 14700 Potomac Mills Road, 2nd Floor Woodbridge, VA 22192-6811 Main # (703) 583-7782 Fax #: (703) 583-1377 www.PRTCtransit