M I N U T E S VRE Operations Board Meeting PRTC Headquarters – Prince William County, Virginia May 16, 2014 Members Present Jurisdiction Sharon Bulova (NVTC) Fairfax County Virginia Railway Maureen Caddigan (PRTC) Prince William County Express John Cook (NVTC) Fairfax County Wally Covington (PRTC) Prince William County John D. Jenkins (PRTC) Prince William County Matt Kelly (PRTC) City of Fredericksburg Board Members Paul Milde (PRTC) Stafford County Jennifer Mitchell DRPT Paul Milde Suhas Naddoni (PRTC) City of Manassas Park Chairman Gary Skinner (PRTC) Spotsylvania County Paul Smedberg (NVTC) City of Alexandria John Cook J. Walter Tejada (NVTC) Arlington County Vice-Chairman Jonathan Way (PRTC) City of Manassas Gary Skinner Members Absent Jurisdiction Secretary Bob Thomas (PRTC) Stafford County Paul Smedberg Treasurer Alternates Present Jurisdiction Sharon Bulova Maureen Caddigan Alternates Absent Jurisdiction Wally Covington Marc Aveni (PRTC) City of Manassas John Jenkins Meg Bohmke (PRTC) Stafford County Matt Kelly Brad Ellis (PRTC) City of Fredericksburg Jennifer Mitchell Jay Fisette (NVTC) Arlington County Suhas Naddoni Frank C. Jones (PRTC) City of Manassas Park J. Walter Tejada Tim Lovain (NVTC) City of Alexandria Bob Thomas Michael C. May (PRTC) Prince William County Jonathan Way Jeff McKay (NVTC) Fairfax County Martin E. Nohe (PRTC) Prince William County Kevin Page DRPT Alternates Paul Trampe (PRTC) Spotsylvania County Marc Aveni Meg Bohmke Staff and General Public Brad Ellis Doug Allen – VRE Bryan Jungwirth – VRE Jay Fisette Anthony Ayala – VRE Ann King – VRE Frank Jones Gregg Baxter – Keolis Mike Lake – Fairfax County Tim Lovain Donna Boxer – VRE Lezlie Lamb – VRE Michael May Nancy Collins – Stafford County Bob Leibbrandt – Prince William County Jeff McKay Kelley Coyner – NVTC Staff Jillian Linnell – NVTC Staff Martin Nohe Rich Dalton – VRE Steve MacIsaac – VRE counsel Kevin Page Mortimer Downey – Parsons Brinckerhoff Nate Macek – Parsons Brinckerhoff Paul Trampe John Duque – VRE Manasvi Menon – Parsons Brinckerhoff Patrick Durany - Prince William County Betsy Massey – PRTC Staff Ron Freeland – Parsons Brinckerhoff Dick Peacock – Citizen Rhonda Gilchrest – NVTC staff Lynn Rivers – Arlington County Al Harf – PRTC staff Eric Roecks – Parsons Brinckerhoff Doug Allen Chris Henry – VRE Scott Schenk – Free Lance Star Chief Executive Officer Tom Hickey – VRE Brett Shorter – VRE 1500 King Street, Suite 202 Christine Hoeffner – VRE Joe Swartz – VRE Alexandria, VA 22314-2730 Pierre Holloman – Alexandria * Delineates arrival following the commencement of the Board meeting. Notation of exact arrival Chairman Milde called the meeting to order at 9:38 A.M. Following the Pledge of Allegiance, Roll Call was taken. Approval of the Agenda – 3 Mr. Covington moved, with a second by Ms. Bulova, to approve the Agenda. The vote in favor was cast by Board Members Bulova, Caddigan, Cook, Covington, Jenkins, Kelly, Milde, Naddoni, Skinner, Smedberg, Tejada and Way. Approval of the Minutes of the April 18, 2014 Operations Board Meeting – 4 Mr. Kelly moved approval of the minutes and Mr. Way seconded. The vote in favor was cast by Board Members Bulova, Caddigan, Cook, Jenkins, Kelly, Milde, Skinner, Smedberg, Tejada and Way. Mr. Covington and Mr. Naddoni abstained. Chairman’s Comments – 6 Chairman Milde reported that the Commonwealth Transportation Board conducted public hearings throughout the region on the Six-Year Improvement Plan (SYIP). He provided testimony on behalf of VRE at the Northern Virginia Public hearing in Fairfax and Mr. Skinner provided VRE testimony at the public hearing for the Fredericksburg area. Chairman Milde announced that the Joint Audit Committee has a meeting scheduled immediately after this Board meeting. Chief Executive Officer’s Report – 7 Mr. Allen reported that VRE was recently notified by the Transportation Security Administration (TSA) that it received a near perfect score (99 percent) and a “Gold Standard” rating on its 2014 Baseline Assessment for Security Enhancement (BASE) Audit. This is one of the highest score received by any commuter rail system. The BASE program is designed to establish a security standard for individual system security programs and assess progress in enhancements and implementation. Mr. Allen reported that on-time performance (OTP) for the month of April remained strong at 96 percent with daily ridership averaging 19,567 with seven days exceeding 20,000. So far there have been four days of heat restrictions during the month of May. VRE on-time performance has also been impacted by rerouted freight traffic in the mid-Atlantic region due to the road that collapsed onto CSX tracks in Baltimore. Mr. Allen reported that all the outstanding issues have been resolved with the Mobile Ticketing Project and he expects to sign the contract on Monday. He also stated that his presentation on the VRE System Plan to the Commonwealth Transportation Board on May 13th in Charlottesville was well received. On May 7th VRE conducted its annual customer service survey and the results will be presented to the Operations Board at a future meeting. VRE also held Meet the Management events at Union Station on April 30th and L’Enfant Station on May 14th. The next event is scheduled for Crystal City on May 21st. Mr. Allen recognized the work of Donna Boxer who has received a Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers Association (GFOA). VRE Riders’ and Public Comment – 8 Mr. Peacock congratulated VRE on receiving a 99 percent rating from TSA for the BASE Audit, but asked with that high rating why VRE needs new security cameras at Broad Run Station. Mr. Allen explained that part of the TSA assessment looked at what security measures have been implemented as well as what VRE has included in its overall safety plan. The plan includes installing cameras at all the station. There are currently no security cameras at the Broad Run station, although there are some at the Broad Run Yard. Mr. Peacock expressed his frustration with the endless delays with the Spotsylvania Station. He believes that it is important that Spotsylvania County own the property and not just lease it. Mr. Skinner reported that VDOT is working to acquire the property and it should be resolved by the beginning of June. Authorization to Approve PRTC/VRE Personnel Policy Amendment – 8A Mr. Allen explained that Resolution #8A-05-2014 recommends that PRTC approve an amendment to the Personnel Policy to provide the option of an alternative date for performance evaluations. He reminded the Board that personnel matters involving PRTC and VRE are governed by a shared adopted Personnel Policy. The current policy specifies that formal performance evaluations are to be completed on the employee’s anniversary date, with exceptions for probationary employees and in other select instances. VRE would like to convert to a common performance evaluation date for non-probationary employees, with all reviews completed in June to become effective July 1, 2014. Mr. Allen explained that there is no fiscal impact in FY 2015 because the budget does not provide for a pay increase for performance. In future years, when there may be a pay increase related to the evaluation process, all increases would occur at the beginning of the fiscal year rather than scattered throughout the year. The estimated additional cost of the revised evaluation date would be approximately $18,500 for each one percent pay increase, assuming an even distribution of anniversary dates throughout the year. Ms. Bulova moved, with a second by Mr. Skinner, to approve Resolution #8A-05-2014. The vote in favor was cast by cast by Board Members Bulova, Caddigan, Cook, Covington, Jenkins, Kelly, Milde, Naddoni, Skinner, Smedberg, Tejada and Way. 3 Authorization to Execute a Force Account Agreement with CSX Transportation for the Lorton Station Platform Extension Project – 8B Mr. Allen stated that the VRE Operations Board is being asked to authorize him to execute a force account agreement with CSX Transportation for the Lorton Station Platform Extension project in an amount of $280,546, plus a 10 percent contingency of $28,055, for a total amount not to exceed $308,601. Resolution #8B-05-2014 will accomplish this. Ms. Caddigan moved, with a second by Ms. Bulova, to approve Resolution #8B-05-2014. The vote in favor was cast by Board Members Bulova, Caddigan, Cook, Covington, Jenkins, Kelly, Milde, Naddoni, Skinner, Smedberg, Tejada and Way. Authorization to Award a Supplemental GEC VI Task Order for Field Work for the Alexandria King Street Station Pedestrian Tunnel Project – 8C Mr. Allen reported that Resolution #8C-05-2014 will authorize him to award a Supplemental Task Order under the GEC VI contract to AECOM for Task Order #2 for field work for the Alexandria King Street Station Pedestrian Tunnel project in an amount of $85,752, plus a 10 percent contingency of $8,575, for a total amount not to exceed $173,648. Mr. Allen explained that in December 2013 VRE awarded a GEC VI task order to Gannet Fleming for design and construction management services for the tunnel project. After VRE executed the task order, Gannett Fleming provided geotechnical field work and testing made by the tunnel consultant, Gall Zeidler. The recommendations are significantly more extensive that originally proposed by AECOM. Mr. Allen stated that VRE staff concurs with the recommendations based on the consultant’s reputation as an expert in tunnel design. Mr. Smedberg moved, with a second by Mr. Tejada, to approve the resolution. The vote in favor was cast by Board Members Bulova, Caddigan, Cook, Covington, Jenkins, Kelly, Milde, Naddoni, Skinner, Smedberg, Tejada and Way. Authorization to Award a Contract for Installation of Security Cameras at the Broad Run Station – 8D Mr. Allen stated that the Operations Board is being asked to authorize him to execute a contact with Genesis Security LLC of Germantown, Maryland for the installation of security cameras and associated components at the Broad Run Station in the amount of $69,995, plus a seven percent contingency of $4,900, for a total amount not to exceed $74,895.