BOARD MEETING AGENDA 5:30 p.m., Regular Meeting · PDF fileThe complete SolTrans Board Meeting Packet is available on SolTrans ... Gov’t Code § 54954.3(a). ... Review and Approve

The complete SolTrans Board Meeting Packet is available on SolTrans’ Website at www.soltransride.com

SOLANO COUNTY TRANSIT

BOARD MEETING AGENDA

5:30 p.m., Regular Meeting

Thursday, February 18, 2016

SolTrans Operations and Maintenance Facility

1850 Broadway Street, Vallejo, CA 94590

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.

ITEM BOARD/STAFF PERSON

1. CALL TO ORDER/PLEDGE OF ALLEGIANCE Elizabeth Patterson, Chairperson

(5:30 – 5:35 p.m.) City of Benicia

2. CONFIRM QUORUM/STATEMENT OF CONFLICT Suzanne Fredriksen

Clerk of the Board 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 from discussing and voting on the matter; (3)

leave the room until after the decision has been made. Cal. Gov’t Code § 87200.

3. APPROVAL OF AGENDA

4. OPPORTUNITY FOR PUBLIC COMMENT

(5:35 – 5:40 p.m.)

SOLTRANS BOARD MEMBERS

Elizabeth Patterson Tom Campbell Osby Davis Jesus Malgapo Jim Spering Pete Sanchez

City of Benicia City of Benicia City of Vallejo City of Vallejo MTC Representative STA Ex-Officio

Alternate Board Member

Mark Hughes

Alternate Board Member

Pippin Dew-Costa

http://www./


5. EXECUTIVE DIRECTOR’S REPORT

(5:40 – 5:45 p.m.)

Pg. 1 Attachments:

A. List of Supporters for AQIP and LoNo

B. BAAQMD Commitment Letter

C. List of Acronyms

Mona Babauta

6. PROCLAMATIONS & PRESENTATIONS

CONSENT CALENDAR

Recommendation:

Approve the following consent items in one motion.

(Note: Items under consent calendar may be removed for separate discussion.)

(5:45 – 5:50 p.m.)

7a. Meeting Minutes of January 21, 2016 Recommendation:

Approve the meeting minutes of January 21, 2016.

Pg. 11

Suzanne Fredriksen,

Clerk of the Board

7b. Approve SolTrans’ Allocation Request for LCTOP Funds for

Fiscal Year (FY) 2015-16

Recommendation:

1) Approve the Board Resolution in Attachment A that

authorizes the execution of the (LCTOP) Project,

2) Approve the Board Resolution in Attachment B that

authorizes the LCTOP Certifications and Assurances, and

3) Designate the Executive Director and the Finance &

Administration Manager as the Authorized Agents to

execute all documents on behalf of SolTrans for obtaining

LCTOP funds.

Pg. 17

Attachments:

A. Resolution No. 2016-01

B. Resolution No. 2016-02

C. Certifications and Assurances

D. California DOT Authorized Agent Form

Kristina Botsford,

Finance & Administration

Manager

7c. Progress Update on Fiscal Year (FY) 2015-16 SolTrans Performance

Goals and Measures

Recommendation:

Receive the progress update on the FY 2015-16 SolTrans Performance

Goals and Measures.

Pg. 31

Gary Albright,

Program Analyst II

Attachment:

A. Final FY 2015-16 SolTrans Performance Goals and Measures

http://www./


7d. Revisions/Additions to the Solano County Transit Employee Policies

Handbook

Recommendation:

Accept the Benefits Subcommittee’s recommendation to approve the

revisions to Sections 304 and 307.1 of the Handbook, and the addition of

Section 310.

Pg. 57

Suzanne Fredriksen,

Board Clerk;

Bronda Silva, MRG

Consultant

Attachments:

A. Proposed Revisions to Benefits Policy Section 304: Holidays

B. Proposed Pay/Benefits Policy Section 310: Benefits for Regular Part-time Employees

C. Proposed Revisions to Benefits Policy Section 307.1: Personal Leave

7e. Approve Proposed Revision to Board of Directors Bylaws Related to

the Creation of Ad Hoc Committees

Recommendation:

Approve the revised Bylaws as shown on Attachment A.

Pg. 65

Mona Babauta,

Executive Director

7f. Report on Fiscal Year (FY) 2016-17 Budget Development Process

Recommendation:

Receive report on FY 2016-17 Budget Development Process.

Pg. 67

Mona Babauta,

Executive Director

REGULAR CALENDAR

ACTION ITEMS

8. Approve General Services Manager Position

Recommendation:

At the recommendation of the Benefits Subcommittee:

1) Authorize the establishment of a General Services Manager

position.

2) Approve a salary range for the position that is consistent with the

salaries for the Planning and Operations Manager and Finance

and Administration Manager.

3) Approve the job description as shown on Attachment A.

4) Approve the revised organizational chart as shown on Attachment

B.

(5:50 – 6:00 p.m.)

Pg. 69

Mona Babauta,

Executive Director

Attachments:

A. General Services Manager Position

B. Revised SolTrans Organizational Chart

http://www./


9. Review and Approve Implementation of the Fueling Strategy “Road

Map”

Recommendation:

1) Receive and provide feedback on the proposed SolTrans long-

term fueling strategy, or “Road Map”; and

2) Direct Staff to take actions to implement the proposed strategy.

(6:00 – 6:10 p.m.)

Pg. 79

Alan Price,

Program Analyst II

NON-ACTION/ INFORMATIONAL

DISCUSSION ITEMS

10. Construction Project Update: SolTrans Curtola Park and Ride

Hub Project

Recommendation:

Informational.

(6:10 – 6:15 p.m.)

Pg. 81

Marty Hanneman,

Project Management

Consultant

NON-DISCUSSION ITEMS

11. February 2016 Legislative and Policy Report

Recommendation:

Informational.

Pg. 83

Mona Babauta,

Executive Director

Attachments:

A. February 2016 State Legislative Report from Shaw/Yoder/Antwih, Inc.

B. January 2016 Federal Legislative Report from Akin Gump, dated 2-4-2016

STAFF BRIEFINGS

This time is reserved for SolTrans staff to provide a five-minute briefing to the Board on various items of

interest. No action will be taken on these matters except to possibly place a particular item on a future

agenda for Board consideration.

12a. Update on Automatic Vehicle Locator (AVL) and Facility Tour

Alan Price,

Program Analyst II

13. BOARD OF DIRECTORS COMMENTS

14. ADJOURNMENT

The next regular meeting of the SolTrans Board is tentatively scheduled for Thursday, March

17, 2016, 4:00 p.m., in the Benicia Council Chamber.

http://www./

AGENDA ITEM 5

BOARD MEETING DATE: FEBRUARY 18, 2015

Solano County Transit

TO: BOARD OF DIRECTORS

PRESENTER: MONA BABAUTA, EXECUTIVE DIRECTOR

SUBJECT: EXECUTIVE DIRECTOR’S REPORT

ACTION: INFORMATIONAL

The following provides an overview of more significant issues addressed by your Staff since the

January 21, 2016 Board meeting:

FINANCE AND ADMINISTRATION:

AQIP Grant: Staff submitted a grant application for five electric buses for local fixed route

service through the State’s Air Quality Improvement Program (AQIP). Approximately $3.5

million is being pursued for this project, and doing so helps us invest in the long-term

reliability of our local fleet while minimizing use of our capital reserve funds. This grant

could also help finance the required local match for the Federal LoNo Grant Application that

we submitted in December 2015. Those who supported our grant applications may be found

as Attachment A, and we sincerely appreciate their interest in helping our Agency.

BAAQMD Grant: SolTrans received a letter of commitment from the Bay Area Air Quality

Management District (BAAQMD) to help finance the local match requirement in our AQIP

grant. The letter may be found as Attachment B.

LCTOP Funds: We submitted a grant application to CalTrans for the purchase of an electric

bus to replace an old fixed route bus, used in local service only, which has exceeded its

useful life. The amount of funds being requested is $336,011, and this funding could also be

used to match our AQIP and LoNo grants if this bus is folded into a larger 5-bus purchase.

Small Transit Intensive Cities (STIC) Funds: We will receive an extra $189,432 in Section

5307 funding for FY 2016-17 operating/capital expenses, as based on the 2016

Apportionments that the FTA released on February 10th

. We received this funding because

we exceeded the national average in the number of passenger miles we operate per revenue

hour.

As we continue to increase service and productivity (i.e., ridership), we hope to continue to

receive this funding in the coming years.

CNG Commuter Coaches for Solano Express: At this point we are finalizing the bus build

specifications, including production dates. We are anticipating delivery of new buses by

December 2016, which is when the CNG fueling facility is expected to be done.

CNG Fueling Station: Alan Price, Project Manager, continues to work with Raymundo

Engineering (design firm), APSI (construction management), and Marty Hanneman (project

management consultant). APSI is conducting a constructability review of the design plans to-

date. We are expecting to have the Board authorize the issuance of the IFB for construction

by March 31st.

1

BYD Electric Bus Purchase: The final contract should be executed by the end of the month.

At that point, it will be a 5-6 month process for building our first electric buses.

In addition, staff will be engaging the Board in a discussion on a proposed “Road Map” for

introducing CNG and zero emission buses into our fleet in the coming years. A detailed

report is provided under Agenda Item 9.

Coordinated Short-Range Transit Plan: Your Staff continues to work with STA and

ARUP (planning consultants) on this process. We expect to bring a draft for Board adoption

by July 2016.

FY 2016-17 Budget Process: Since a Board meeting is not scheduled for April 2016, the

timeline for adopting a final FY 2016-17 budget is being moved up by one month. A more

detailed budget update may be found under Agenda Item 8.

SolTrans Curtola Park and Ride Hub: The facility is currently being used by daily

commuters who carpool or vanpool. Public transit will be restored when the traffic signal on

Curtola Parkway, adjacent to the new transit center, is operational. At this time, Staff

continues to work with the City of Vallejo and PG&E to find a solution for energizing the

traffic signal as soon as possible.

A more detailed report is provided under Agenda Item 10. More info on the overall project

may be found here: http://www.soltransride.com/planning/curtola/

OPERATIONS:

Mare Island Service Planning: Staff has been working with Mare Island stakeholders/

advocates to develop a potential service plan. Our planning consultant has been leading the

effort since the Spring of 2015, and we should be prepared to present an overview of our

efforts todate by May 2016, if not sooner.

Automatic Vehicle Location (AVL): Staff continues to work diligently on implementing

the AVL project, and more details will be provided under Agenda Item 12a.

System Performance: Staff will be providing a Staff Briefing on our system performance

during the Board Meeting.

EXTERNAL AFFAIRS:

Public Outreach: Staff will provide a Staff Briefing during the Board meeting on all the

special events, promotions and programs that we continue to support/implement.

Local, Regional, State and National Committee Meetings:

Carquinez Village Project Meeting: Mandi provided an overview of SolTrans services

and programs on January 21, 2016 at the Benicia Library.

STA Board Meeting: I attended the STA Board meeting on January 13th

and requested

that the STA Board direct Staff to work with SolTrans and the other Solano operators to

identify priorities for Cap & Trade’s Low Carbon Transit Operations Program (LCTOP)

funding.

Partnership with Visit Vallejo: Visit Vallejo (Vallejo’s Convention and Visitor’s Bureau)

hosted a customer training event on January 19th,

in partnership with SolTrans and

National Express Transit (NEXT). NEXT sent 20 customer service and operations

employees to the event, which was apparently a great success.

STA’s Transit and Rideshare Committee: I participated in STA’s Transit and Rideshare

Committee meeting on January 25th

.

2

http://www.soltransride.com/planning/curtola/

City of Vallejo’s Interagency Collaboration Meeting: I participated, along with Alan

Price, in the City’s interagency meeting on January 25th

. We discussed various ways that

we can partner with other local agencies to achieve greater operational efficiencies.

County’s “Food Oasis” Planning Meetings: SolTrans will be assisting the County in

efforts to address issues of “food deserts” and the planning of a “Food Oasis” event on

August 27th

.

MTC’s Partnership Board Meeting: Mike Abegg attended the Partnership Board meeting

on January 29th

on behalf of the Agency. The proposed new framework for distributing

LCTOP funds was one of the main topics discussed. Prior to this meeting, SolTrans sent

a letter to MTC that outlined interests and concerns on the matter.

CARB’s Alternative Fuel Symposium: Alan Price attended the symposium at CARB’s

offices in Sacramento on February 8th

to gain a greater understanding of efforts underway

by the Agency to mandate zero emission technologies in the near future.

Sunline Transit Meeting on ZEB Technology: Alan Price attended the Leadership Event

at Sunline Transit on February 11th

, which was attended by general managers and transit

agency representatives from around the state who are either actively pursuing zero

emission bus (ZEB) technology or have an interest in doing so. This group will be

actively working/collaborating together to share information and conduct joint activities

for the mutual benefit of all who participate.

California Transit Association Executive Committee Meeting: As a member of the

Association’s 2015-2017 Executive Committee, I will be participating in the

Committee’s first meeting as a group on March 3rd

and 4th

in San Diego. This committee

oversees the activities of the Association and provides policy direction to Staff, and I will

be joined by over 20 other CEOs/Deputy CEOs from around the state.

APTA Legislative Conference in Washington D.C.: This conference and associated

meetings with congressional staff and members of the Administration will occur

March 13th

through 16th

.

Attachments:

A. List of Supporters for AQIP and LoNo

B. BAAQMD Commitment Letter

C. List of Acronyms

3

This page intentionally left blank.

4

ATTACHMENT A Agenda Item 5

GRANT APPLICATIONS FOR ZERO EMISSION BUSES

State Low Carbon Transportation Investments and Air Quality Improvement Program (AQIP)*

Letters of Support

Office of Senator Lois Wolk

Office of Mayor Elizabeth Patterson

Cal State University Maritime Academy

Vallejo Convention and Visitors Bureau

Vallejo Chamber of Commerce

Fighting Back Partnership

Solano Economic Development Corporation

Florence Douglas Senior Center

Metropolitan Transportation Commission

Letter of Commitment

Bay Area Air Quality Management District

*Submitted January 2016

Federal Low or No Emission Vehicle Deployment Program (LoNo)**

Letters of Support

Office of Congressman Mike Thompson

Cal State University Maritime Academy

Solano Economic Development Corporation

Fighting Back Partnership

Florence Douglas Senior Center

Vallejo Convention and Visitors Bureau

Vallejo Chamber of Commerce

**Submitted December 2015

5


6

Bnv AnrnArnQerrrvMnNAGEMENT

D¡srRrcr

ALAMEDA COUNTYTom Bates

Margaret FujiokaScott Haggerty

Nate Miley

CONTRA COSTA COUNTYJohn Gioia

David Hudson(Secretary)

Karen MitchoffMark Ross

MARIN COUNTYKatie Rice

NAPA COUNTYBrad Wagenknecht

SAN FRANCISCO COUNTYJohn AvalosEdwin M. Lee

Eric Mar(Chair)

SAN MATEO COUNTYDavid J. CanepaCarole Groom

Warren Slocum

SANTA CLARA COUNTYCindy Chavez

Liz Kniss(Vice-Chair)Jan Pepper

Rod G. Sinks

SOLANO COUNTYJames Spering

Osby Davis

SONOMA COUNTYTeresa BarrettShirlee Zane

Jack P. BroadbentEXECUTIVE OFFICER/APCO

January 27,2016

Leslie GoodbodyCalifornia Air Resources Board (ARB)Mobile Source Control DivisionP.O. Box 2815Sacramento, CA 95812-2815

RE: BAAQMD Support for SolTrans' Zero-Emission Transit Bus CommercialDeployment Project

Dear Ms. Goodbody:

On behalf of the Bay Area Air Quality Management District (BAAQMD), I am writing toexpress our strong commitment and support as partners in the submitted proposal fromSolTrans, Solano County Transit, for the 2014-2015 ARB Air Quality ImprovementProgram and Low Carbon Transportation Greenhouse Gas Reduction Fund Investments:Zero-Emission Truck and Bus Pilot Commercial Deployment Project. This projectrepresents a collaborative effort between the BAAQMD, SolTrans, and BYD, thetechnology provider, with a shared goal of demonstrating clean bus technologies inCalifornia' s disadvantaged communities.

In the Bay Area, the proposed project will deploy five zero-emission, battery-electrictransit buses operating in disadvantaged communities in Solano County. This project willreduce greenhouse gas (GHG) emissions and provide economic, environmental, andpublic health co-benefits to disadvantaged communities while demonstrating thepracticality and economic viability of widespread adoption of zero-emission transit buses.

The BAAQMD is committed to assisting with the successful demonstration of zero-emission buses by incorporating them into Bay Area transit fleets. In support of thiseffort, we will provide the necessary staff and resources to assist SolTrans with theadministration of the project. We have extensive experience helping local transitagencies transition to clean, alternative fuel vehicles and have provided and managedover $400 million in incentives for clean transportation projects since 1992. Based onour experience administering these funds, and the relationships we have established withthe Bay Area transit agencies through our Transportation Fund for Clean Air, we areconfident that this proposal is best suited to achieve ARB's goals.

In addition to in-kind support, the BAAQMD will provide cash matching funds in theamount $163,430 toward the project. This ñrnding is contingent upon the followingconditions:

939 Elus SrRppr . SANFRANctscoCeu¡oRNrt 94109 . 415.771.6000 . www.baaqmd.gov

ATTACHMENT BAgenda Item 5

7

Leslie GoodbodyPage2

January 27,2016

BAAQMD Board of Directors approves the $163,430 proposed allocation.

BAAQMD funding shall only be used for buses operating in the Bay Area that meet thecost-effectiveness and program requirements of the funds being used for this commitment.

The buses deployed under the proposal shall operate in the Bay Area over the term of thedemonstration.

After completion of the demonstration the SolTrans buses shall remain in the Bay Area.

We have read the Sample Grant Agreement (Appendix B to the ARB Solicitation) and are aware of theproject goals and requirements. Our staff will work together with the project team, and will cooperatewith ARB throughout the project term. The BAAQMD is committed to demonstrating zero-emissionbus technologies in transit fleets and look forward to the future large-scale deployment of thesetechnologies throughout the public and private transit sector. If you have any questions regarding thisletter please contact Damian Breen, Deputy Air Pollution Control Officer at (415) 749-5041,.

Sincerely,

o

a

-'7--È

Jack P. BroadUeítExecutive Officer/APCO

8

A MPO Metropolitan Planning Organization

ADA Americans with Disabilities Act MTC Metropolitan Transportation Commission

APC Automatic Passenger Counter N, O, & P

AVL Automatic Vehicle Location System NTD National Transit Database

AVO Average Vehicle Occupancy OBAG One Bay Area Grant

B PAC Public Advisory Committee

BAFO Best and Final Offer PCC Paratransit Coordinating Council

BART Bay Area Rapid Transit PDT Project Development Team

C PDWG Project Development Working Group

CalEMA California Emergency Management Agency PNR Park & Ride

CALTRANS California Department of Transportation PPP (3P) Public Private Partnership

CAM Cost Allocation Model PTAC Partnership Technical Advisory

CARB California Air Resources Board Committee

CBA Collective Bargaining Agreement R & S

CCC Contra Costa County Connections RFP Request for Proposals

CHP California Highway Patrol

CMAQ Congestion Mitigation & Air Quality RM2 Regional Measure 2 Funds

Program RVH Revenue Vehicle Hours

COV City of Vallejo RVM Revenue Vehicle Miles

CTC California Transportation Commission SAFETEA-LU Safe, Accountable, Flexible, Efficient

CTSGP California Transit Security Grant Program Transportation Equity Act: A Legacy for

CTAF California Transit Assistance Fund Users

D SNCI Solano Napa Commuter Information

DAR Dial-a-Ride SR2T Safe Routes to Transit

DBE Disadvantaged Business Enterprise SRTP Short Range Transit Plan

DOT Department of Transportation STA Solano Transportation Authority

E & F STAF State Transit Assistance Fund

FAST Fairfield and Suisun Transit STIP State Transportation Improvement

FHWA Federal Highway Administration Program

FTA Federal Transit Administration STP Surface Transportation Program

FY Fiscal Year T

G, H, I, & J TAC Technical Advisory Committee

GFI Gen-fare Industries Farebox TCP Transit Capital Priorities

GP General Public (as in GP Dial-a-Ride) TDA Transportation Development Act

GPS Global Positioning System TIF Transportation Investment Fund

HOV High Occupancy Vehicle TIP Transportation Improvement Program

IFB Invitation for Bid TLC Transportation for Livable Communities

IPR Initial Project Report TMA Transportation Management Association

ITF Intercity Transit Funding TMP Transportation Management Plan

JARC Job Access Reverse Commute TMS Transportation Management System

JPA Joint Powers Authority U, V, W, Y

L & M UA Urbanized Area

MAP-21 Century Moving Ahead for Progress VMT Vehicle Miles Traveled

in the 21st Century VTC Vallejo Transit Center

MCI Motor Coach Industries WETA Water Emergency Transportation

MOU Memorandum of Understanding Authority

MOV Multiple Occupant Vehicle YTD Year to Date

ATTACHMENT C - Agenda Item 5 SOLTRANS ACRONYMS LIST OF TRANSPORTATION TERMS

Last Updated: June 11, 2014 Solano County Transit

9

suzanne.fredriksen

Typewritten Text


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AGENDA ITEM 7a


SOLANO COUNTY TRANSIT DRAFT Board Minutes for Meeting of

January 21, 2016

1. CALL TO ORDER

Vice Chairperson Patterson called the meeting of the SolTrans Board to order at 4:00 p.m. A

quorum was confirmed.

MEMBERS

PRESENT:

Elizabeth Patterson, Mayor

City of Benicia, Vice Chairperson

Jess Malgapo, Councilmember City of Vallejo

Tom Campbell, Councilmember City of Benicia

Pippin Dew-Costa, Councilmember City of Vallejo, Alternate

MEMBERS

ABSENT:

Osby Davis, Mayor

City of Vallejo, Chairperson

Jim Spering, Supervisor,

County of Solano

MTC Representative

Pete Sanchez, Mayor Ex-Officio – STA Representative

STAFF

PRESENT:

In Alphabetical Order by Last Name:

Michael Abegg SolTrans Planning & Operations Manager

Gary Albright SolTrans Program Analyst II

Mona Babauta SolTrans Executive Director

Kristina Botsford SolTrans Finance & Administration

Manager

Jason Bustos SolTrans Program Analyst I

Bernadette Curry SolTrans Legal Counsel

Suzanne Fredriksen SolTrans Clerk of the Board

Agnes Gacayan SolTrans Administrative Clerk I

Mandi Renshaw Program Analyst I

Alan Price Program Analyst II

OTHERS

PRESENT:

In Alphabetical Order by Last Name:

Marty Hanneman Interwest

Philip Kamhi Solano Transportation Authority

Kathy Walsh

11

3. APPROVAL OF AGENDA

On a motion by Director Malgapo and a second by Alternate Director Dew-Costa, the SolTrans

JPA Board unanimously approved the Agenda, to include an amendment to Staff’s

recommendation for Item 7i Receive January 2016 Legislative and Policy Report, as shown below

(under consent calendar) in bold italics.

(4 Ayes, 1 Absent)

A quorum was confirmed by the Clerk of the Board. There was no Statement of Conflict declared

at this time.

4.

OPPORTUNITY FOR PUBLIC COMMENT

None presented.

5. EXECUTIVE DIRECTOR’S REPORT

Mona Babauta stated that SolTrans was awarded the Large Business of the Year Award from the

Vallejo Chamber of Commerce.

6. PROCLAMATIONS & PRESENTATIONS

CONSENT CALENDAR

On a motion by Alternate Director Dew-Costa and a second by Director Malgapo, the SolTrans JPA

Board unanimously approved Consent Calendar Items 7a through 7i, with the exception of Item 7c

Receive and File Fiscal Year (FY) 2014-15 Annual Financial Audit, which was pulled for discussion.

(4 Ayes, 1 Absent)

7a. Meeting Minutes of December 17, 2015 Recommendation:

Approve the meeting minutes of December 17, 2015.

7b. Approve 2016 SolTrans Board Meeting Calendar

Recommendation:

Adopt the 2015 Meeting Calendar, as shown in Attachment A.

7c. Receive and File Fiscal Year (FY) 2014-15 Annual Financial Audit

Public Comments:

None presented.

Board of Directors Comments:

Director Campbell requested additional information regarding why the total amount which

SolTrans paid towards pension seems low. He requested additional information regarding vesting

schedules.

Kristina Botsford clarified that the actuary compiles a report for SolTrans every two years, and

that the last time the valuation was completed, SolTrans only had five actual employees with the

valuation being based on the anticipated number of employees. She stated that once the actuary

compiles the new report in July 2016, the amount will be recalculated to match the current staffing

level. She clarified that no employees are currently vested, due to the fact that the agency is so

new, resulting in the plan being over-funded at this time.

12

Recommendation:

Receive and file SolTrans’ FY 2014-15 Annual Financial Audit.

On a motion by Director Campbell and a second by Alternate Director Dew-Costa, the SolTrans

JPA Board unanimously approved the recommendation. (4 Ayes, 1 Absent)

7d. SolTrans Operations and Maintenance Compressed Natural Gas (CNG) Facility - Award

Construction Management Services Contract

Recommendation:

Authorize the Executive Director to execute a Professional Services Contract with APSI CM to

provide construction management services, in an amount not to exceed $160,000, subject to Legal

Counsel approval as to form.

7e. Approve Senior Fare for Benicia Dial-A-Ride Service (DAR) Recommendation:

Approve a permanent senior fare on Benicia Dial-a-Ride valid for mid-day and Saturday travel.

7f. Receive Report on Social Security Participation

Recommendation:

Accept the Benefits Subcommittee’s recommendation to remain out of the Social Security

retirement system and to provide various retirement/financial workshops for employees on an

annual basis.

7g. Authorize Short-Term Disability Premium Reimbursement By Increasing Healthcare

Stipend

Recommendation:

As recommended by the SolTrans Benefits Subcommittee, authorize an increase in the monthly

healthcare stipend from $1,500 to $1,515 per month for each employee, retroactive to January 1,

2016.

7h. Approve Third Amendment to Agreement with Municipal Resources Group for Human

Resources Services

Recommendation:

Authorize the Executive Director to execute the Third Amendment to the Professional Services

Agreement with Municipal Resources Group for Human Resources Management Services, subject

to Legal Counsel approval as to form.

7i. Receive January 2016 Legislative and Policy Report

Recommendation:

Direct Staff to forward a letter to the Metropolitan Transportation Commission (MTC) and the

Solano Transportation Authority outlining a position on the issue of Cap and Trade, in

coordination with SolTrans’ Legislative Committee.

REGULAR CALENDAR

ACTION ITEMS

8. Selection of 2016 Officers of the SolTrans Board

13

Public Comments:

None presented.

Board Comments:

Director Malgapo nominated Director Patterson to the office of Chairperson, and Alternate

Director Dew-Costa seconded the nomination.

Alternate Director Dew-Costa nominated Director Malgapo to the office of Vice Chairperson, and

Director Patterson seconded the nomination.

Recommendation:

Select by majority vote the following officers of the SolTrans Board:

1) The Chairperson for 2016, commencing with the SolTrans Board meeting of February 18,

2016, from one of the Benicia representatives, in accordance with the rotation process

established by the SolTrans Bylaws; and

2) The Vice Chairperson for 2016, commencing with the SolTrans Board meeting of

February 18, 2016, from one of the remaining Board of Directors from either Member

City.

On a motion by Director Malgapo and a second by Alternate Director Dew-Costa, the SolTrans

JPA Board unanimously approved the nominations. (4 Ayes, 1 Absent)

NON-ACTION/ INFORMATIONAL

DISCUSSION ITEMS

9. Construction Project Update: SolTrans Curtola Park and Ride Hub Project

Marty Hanneman provided an update of the SolTrans Curtola Park and Ride Hub Project, noting

that Staff is currently working with PG&E and the City of Vallejo to resolve issues with the traffic

signals near the lot. He stated that if a resolution is achieved quickly, the traffic signals may be

turned on within two weeks. He stated that Staff has placed some additional pedestrian signs at the

crosswalks to address the safety issue. He stated that after consulting with the City Traffic

Engineer, there is no additional width in the pavement for an additional stripe for a bike lane on

Lemon Street heading northbound.

Vice Chairperson Patterson noted that other jurisdictions have addressed the aforementioned issue

with bike lanes by adding a dashed line as a part of the lane, which still affords an element of

protection for bicyclists. She expressed concern that until the traffic signals are operative,

SolTrans is unable to run buses to and from the site.

Marty Hanneman stated that he would speak with the City Traffic Engineering Department further

regarding the bike lane.

Jason Bustos presented photographs of recent construction progress related to the project. He

stated that the number of parking passes purchased continues to increase, and that Staff anticipates

purchases will increase even more once bus service is restored to the site.

Alternate Director Dew-Costa requested additional information regarding any policies or

procedures in place to ensure that bike lockers are not being utilized for unlawful purposes or for

purposes other than their original intent.

14

Jason Bustos stated that security personnel are regularly on-site, and that Staff will explore any

policies or procedures which may already be in place, and/or which might be implemented at the

site.

Public Comments:

None presented.

Board Comments:

None presented.

Recommendation:

Informational.

NON-DISCUSSION ITEMS

10. STAFF BRIEFINGS

System Performance Update

Mandi Renshaw provided an update of SolTrans’ system performance, including the monthly

ridership for December 2015, noting a significant growth on the local routes since December

2014. She provided a ridership comparison since the January 2015 service improvements, noting

additional growth on the local routes.

Marketing and Outreach Update

Mandi Renshaw provided an update on marketing and outreach efforts in December 2014, noting

that riders have expressed a lot of positive feedback regarding the reinstatement of Sunday service

on Route 80. She noted that there was a significant increase in riders during the December Dollar

Days promotion, as well as the Benicia Tree Lighting, as compared with last year. She provided an

update of upcoming marketing and outreach efforts, including the Dynamic Aging Conference

Shuttle, and the Spring Break promotion.

Director Campbell requested clarification regarding how to distinguish between new customers

who may be taking advantage of promotions versus existing customers, when reviewing the

ridership data.

Mandi Renshaw stated that Staff is able to compare year-to-year ridership data in order to arrive at

basic assumptions regarding the effectiveness of promotions in increasing ridership, however, she

noted that additional means of gathering data could be explored to possibly identify if and when

new riders are taking public transit as it relates to marketing efforts.

Michael Abegg stated that Staff has generally steered away from gathering specific data about new

riders versus current riders, as that would typically involve survey questions which may appear

intrusive to the general public. However, he noted that Staff could explore ways to further

investigate where riders are coming from, particularly for annual promotions which seem to be

more effective than others.

Vice Chairperson Patterson noted that one of the main goals of the marketing and outreach

program is to attract new riders. She emphasized the importance of new riders becoming

comfortable and acclimated with taking transit, as well as the importance of measuring the

effectiveness of such marketing efforts.

15

11. BOARD OF DIRECTORS COMMENTS

Director Malgapo referenced the meeting which was held at the SolTrans Operations and

Maintenance Facility and requested additional information regarding how members of the public

receive information about the location of the meeting.

Suzanne Fredriksen cited that the meeting locations and addresses are posted at the top of the

agenda. She stated that the agenda packets are posted at the Vallejo Transit Center, the Benicia

and Vallejo Public Libraries, as well as on SolTrans’ website, Facebook and Twitter.

Vice Chairperson Patterson expressed her appreciation to Staff for their creativity, innovation and

hard work.

12. ADJOURNMENT

The meeting was adjourned at 4:45 p.m. The next regular meeting of the SolTrans Board is

tentatively scheduled for Thursday, February 18, 2016, 5:30 p.m., in the SolTrans Operations

and Maintenance Facility, located at 1850 Broadway Street, Vallejo.

Attested by:

01/22/2016

Suzanne Fredriksen Date

Clerk of the Board

16

AGENDA ITEM 7b BOARD MEETING DATE: FEBRUARY 18, 2016


TO: BOARD OF DIRECTORS PRESENTER: KRISTINA BOTSFORD, FINANCE AND ADMINISTRATION

MANAGER SUBJECT: APPROVE SOLTRANS’ ALLOCATION REQUEST FOR LCTOP FUNDS

FOR FISCAL YEAR (FY) 2015-16 ACTION: RESOLUTION ISSUE: SolTrans has submitted an allocation request to Caltrans and Metropolitan Transportation Commission (MTC) for funds from the Low Carbon Transit Operating Program (LCTOP), which will provide operating and capital assistance for transit agencies to reduce greenhouse gas emissions and improve mobility. SolTrans is applying for $336,011, to be used for the purchase of an all-electric bus, total cost of which is expected to be $982,000. This new bus will be used to provide new and expanded service. The Board is asked to authorize a resolution for the execution of the LCTOP project for the purchase of a zero-emission all-electric bus, as shown in Attachment A, and a resolution to authorize the LCTOP Certifications and Assurances, shown in attachment B. DISCUSSION: Funds that SolTrans is applying for from the Caltrans sponsored LCTOP will be used to purchase a zero-emission all-electric bus to replace a diesel-powered bus that is past its useful service life, and to replace partial usage of a hybrid diesel-electric bus. The new all-electric bus will operate primarily on Routes 3 and 20 to allow SolTrans to maintain expanded service and reduce the risk of mechanical breakdowns. Operation of this bus will be divided equally between service to Route 3, which serves an area identified by California Senate Bill 535 as a Disadvantaged Community within the City of Vallejo; an area which lacks schools, medical facilities or grocery stores. According to the cap-and-trade legislation, at least half of SolTrans’ LCTOP allocation must be spent in services or projects that benefit this Disadvantaged Community.

The addition of a zero-emission all-electric bus to the SolTrans local fixed route fleet will achieve the following benefits required of LCTOP projects:

• Greenhouse gas emissions reductions, • Enhanced or expanded transit service to increase mode share, and • Provide benefits to Disadvantaged Communities.

Over the twelve-year life of this project, operation of this bus is expected to achieve greenhouse gas (GHG) reductions by 3,515.53 MTCO2 eq. metric tons of carbon dioxide equivalent, a metric

17

measurement used to compare the emissions from different greenhouse gases based upon their global warming potential (GWP). Additionally, this project will eliminate the need for approximately 4,500 gallons of diesel fuel through the operation of an all-electric bus.

The introduction of an attractive new clean-air vehicle for this project will contribute to the enhancement of transit service and increase ridership for Route 3, which makes connections with all of SolTrans’ other local Vallejo routes from the Vallejo Transit Center (VTC), which is located within one-half mile of the Disadvantaged Community, thus providing access to schools, hospitals and shopping centers. It is anticipated that any cost savings gained from the operation of this new bus will be used for expanded service on Route 3 or connecting routes and improved service to the Disadvantaged Community. Moreover, the Disadvantaged Community is expected to directly benefit from this project through improved air quality, resulting from the use of a zero-emission all-electric bus serving transit stops in and near the area, and through improved economic opportunity from improved connectivity to the primary transit hub, the Vallejo Transit Center, which is within ½ mile of it. In addition, Route 20, which is a pilot route, connects residents of Benicia to Solano College, shopping centers and medical facilities in Vallejo. Previously, the sole method for Benicia residents was to make these trips by connecting to SolTrans’ commuter routes and the General Public Dial-a-Ride service. The all-electric bus may also be used on other local fixed routes, all of which serve the Vallejo Transit Center, and the majority of which have had service expanded since January 2015.

FISCAL IMPACT: The total cost of the zero-emission all-electric bus is $982,000, of which $336,011 will be met by LCTOP funds, with the remaining local match being provided by $645,989 in Transportation Development Act (TDA) funds. If SolTrans is awarded other sources of funding for the purchase of electric buses, this grant will be added to those projects and the use of TDA funds will potentially decrease. (Note: The actual cost of the bus could also be lower through state discounts such as the HVIP.) PERFORMANCE GOAL: Goal 2- Optimize fiscal health and long-term sustainability; Objective C – Strategically align financial resources with operational and capital priorities. RECOMMENDATION:

1) Approve the Board Resolution in Attachment A that authorizes the execution of the (LCTOP) Project,

2) Approve the Board Resolution in Attachment B that authorizes the LCTOP Certifications and Assurances, and

3) Designate the Executive Director and the Finance & Administration Manager as the Authorized Agents to execute all documents on behalf of SolTrans for obtaining LCTOP funds.

Attachments:

A. Resolution No. 2016-01 B. Resolution No. 2016-02 C. Certifications and Assurances D. California DOT Authorized Agent Form

18

ATTACHMENT A – Agenda Item 7b

RESOLUTION 2016-01

AUTHORIZATION FOR THE EXECUTION OF THE

THE LOW CARBON TRANSIT OPERATIONS PROGRAM (LCTOP) PROJECT:

PURCHASE OF ZERO EMISSION BUS FOR NEW AND EXPANDED SERVICE

WHEREAS, Solano County Transit (SolTrans) is an eligible project sponsor and may receive state

funding from the Low Carbon Transit Operations Program (LCTOP) now or sometime in the future

for transit projects; and

WHEREAS, the statutes related to state-funded transit projects require a local or regional

implementing agency to abide by various regulations; and

WHEREAS, Senate Bill 862 (2014) named the Department of Transportation (Department) as the

administrative agency for the LCTOP; and

WHEREAS, the Department has developed guidelines for the purpose of administering and

distributing LCTOP funds to eligible project sponsors (local agencies); and

WHEREAS, Solano County Transit wishes to implement the LCTOP project listed above,

NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of Solano County Transit that

the fund recipient agrees to comply with all conditions and requirements set forth in the applicable

statutes, regulations and guidelines for all LCTOP funded transit projects.

NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of Solano County Transit

that it hereby authorizes the submittal of the following project nomination and allocation request to

the Department in FY 2015-16 LCTOP funds:

Project Name: Purchase of Zero Emission Bus for New and Expanded Service

Amount of LCTOP funds requested: $336,011

Short description of project: Purchase of an electric bus to be used on local routes with new

or expanded service

Contributing Sponsors: Metropolitan Transportation Commission

Passed by the Solano County Transit (SolTrans) Board on this 18th

day of February 2016, by the

following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Elizabeth Patterson, Chair


Attest by:

Suzanne Fredriksen

Clerk of the Board

19


20

ATTACHMENT B Agenda Item 7b

RESOLUTION NO. 2016-02


CERTIFICATIONS AND ASSURANCES

FOR THE LOW CARBON TRANSIT OPERATIONS PROGRAM (LCTOP)

WHEREAS, Solano County Transit (SolTrans) is an eligible project sponsor and may receive state funding from the Low Carbon Transit Operations Program (LCTOP) now or sometime in the future for transit projects; and



WHEREAS, Senate Bill 862 (2014) named the California Department of Transportation (Department)

as the administrative agency for the LCTOP; and



WHEREAS, SolTrans wishes to submit an allocation request for their LCTOP funding to be used for

the Photovoltaic Panels at the Curtola Park and Ride Hub; and

WHEREAS, SolTrans wishes to delegate authorization to execute these documents along with any

amendments to the Executive Director and/or the Finance and Administration Manager,


the fund recipient agrees to comply with all conditions and requirements set forth in the Certification

and Assurances document and applicable statutes, regulations and guidelines for all LCTOP funded

transit projects.

NOW THEREFORE, BE IT FURTHER RESOLVED that the Executive Director and/or the

Finance and Administration Manager are authorized to execute all required documents of the LCTOP

program and any Amendments with the California Department of Transportation.

Passed by the Solano County Transit (SolTrans) Board on this 18

th day of February 2016, by the

following vote: AYES:

NOES:

ABSENT:

ABSTAIN:

Osby Davis, Chair


Attest by:

Suzanne Fredriksen

Clerk of the Board

21

I, Mona Babauta, the Solano County Transit Executive Director, certify that the above and foregoing

resolution was introduced, passed, and adopted by said Board at a regular meeting held this 19th

day of

February 2015.

__________________________________

Mona Babauta, Executive Director


22

ATTACHMENT C – Agenda Item 7b

Low Carbon Transit Operations Program (LCTOP) CERTIFICATIONS AND ASSURANCES

Project Sponsor: Solano County Transit_________

Agency Name: __Solano County Transit________________

Effective Date of this Document: __February 18, 2016___________________

The California Department of Transportation (Department) has adopted the following certifications and

assurances for the Low Carbon Transit Operations Program. As a condition of the receipt of LCTOP funds,

project lead must comply with these terms and conditions.

A. General

(1) The project lead agrees to abide by the current LCTOP Guidelines and applicable legal

requirements.

(2) The project lead must submit to the Department a signed Authorized Agent form designating the

representative who can submit documents on behalf of the project sponsor and a copy of the board

resolution appointing the Authorized Agent.

B. Project Administration

(1) The project lead certifies that required environmental documentation is complete before requesting

an allocation of LCTOP funds. The project lead assures that projects approved for LCTOP funding

comply with Public Resources Code § 21100 and § 21150.

(2) The project lead certifies that a dedicated bank account for LCTOP funds only will be established

within 30 days of receipt of LCTOP funds.

(3) The project lead certifies that when LCTOP funds are used for a transit capital project, that the

project will be completed and remain in operation for its useful life.

(4) The project lead certifies that it has the legal, financial, and technical capacity to carry out the

project, including the safety and security aspects of that project.

(5) The project lead certifies that they will notify the Department of pending litigation, dispute, or

negative audit findings related to the project, before receiving an allocation of funds.

(6) The project lead must maintain satisfactory continuing control over the use of project equipment and

facilities and will adequately maintain project equipment and facilities for the useful life of the

project.

(7) Any interest the project lead earns on LCTOP funds must be used only on approved LCTOP

projects.

(8) The project lead must notify the Department of any changes to the approved project with a

Corrective Action Plan (CAP).

(9) Under extraordinary circumstances, a project lead may terminate a project prior to completion. In

the event the project lead terminates a project prior to completion, the project lead must (1) contact

the Department in writing and follow-up with a phone call verifying receipt of such notice; (2)

23

pursuant to verification, submit a final report indicating the reason for the termination and

demonstrating the expended funds were used on the intended purpose; (3) submit a request to

reassign the funds to a new project within 180 days of termination.

(10) Funds must be encumbered and liquidated within the time allowed.

C. Reporting

(1) The project lead must submit the following LCTOP reports:

a. Semi-Annual Progress Reports by May 15th and November 15

th each year.

b. A Final Report within six months of project completion.

c. The annual audit required under the Transportation Development Act (TDA), to verify receipt

and appropriate expenditure of LCTOP funds. A copy of the audit report must be submitted to

the Department within six months of the close of the year (December 31) each year in which

LCTOP funds have been received or expended.

(2) Other Reporting Requirements: ARB is developing funding guidelines that will include reporting

requirements for all State agencies that receive appropriations from the Greenhouse Gas Reduction

Fund. Caltrans and project sponsors will need to submit reporting information in accordance with

ARB’s funding guidelines, including reporting on greenhouse gas reductions and benefits to

disadvantaged communities.

D. Cost Principles

(1) The project lead agrees to comply with Title 2 of the Code of Federal Regulations 225 (2 CFR

225), Cost Principles for State and Local Government, and 49 CFR, Part 18, Uniform

Administrative Requirements for Grants and Cooperative Agreements to State and Local

Governments.

(2) The project lead agrees, and will assure that its contractors and subcontractors will be obligated to

agree, that:

a. Contract Cost Principles and Procedures, 48 CFR, Federal Acquisition Regulations System,

Chapter 1, Part 31, et seq., shall be used to determine the allow ability of individual project

cost items and

b. Those parties shall comply with Federal administrative procedures in accordance with 49

CFR, Part 18, Uniform Administrative Requirements for Grants and Cooperative

Agreements to State and Local Governments. Every sub-recipient receiving LCTOP funds

as a contractor or sub-contractor shall comply with Federal administrative procedures in

accordance with 49 CFR, Part 18, Uniform Administrative Requirements for Grants and

Cooperative Agreements to State and Local Governments.

(3) Any project cost for which the project lead has received funds that are determined by subsequent

audit to be unallowable under 2 CFR 225, 48 CFR, Chapter 1, Part 31 or 49 CFR, Part 18, are

subject to repayment by the project lead to the State of California (State). All projects must reduce

greenhouse gas emissions, as required under Public Resources Code section 75230, and any

project that fails to reduce greenhouse gases shall also have its project costs submit to repayment

by the project lead to the State. Should the project lead fail to reimburse moneys due to the State

within thirty (30) days of demand, or within such other period as may be agreed in writing

between the Parties hereto, the State is authorized to intercept and withhold future payments due

the project lead from the State or any third-party source, including but not limited to, the State

Treasurer and the State Controller.

E. Record Retention

(1) The project lead agrees, and will assure that its contractors and subcontractors shall establish and

maintain an accounting system and records that properly accumulate and segregate incurred

project costs and matching funds by line item for the project. The accounting system of the project

24

lead, its contractors and all subcontractors shall conform to Generally Accepted Accounting

Principles (GAAP), and enable the determination of incurred costs at interim points of completion.

All accounting records and other supporting papers of the project lead, its contractors and

subcontractors connected with LCTOP funding shall be maintained for a minimum of three (3)

years after the “Project Closeout” report or final Phase 2 report is submitted (per ARB Funding

Guidelines, Vol. 3, page 3.A-16), and shall be held open to inspection, copying, and audit by

representatives of the State and the California State Auditor. Copies thereof will be furnished by

the project lead, its contractors, and subcontractors upon receipt of any request made by the State

or its agents. In conducting an audit of the costs claimed, the State will rely to the maximum

extent possible on any prior audit of the project lead pursuant to the provisions of federal and State

law. In the absence of such an audit, any acceptable audit work performed by the project lead’s

external and internal auditors may be relied upon and used by the State when planning and

conducting additional audits.

(2) For the purpose of determining compliance with Title 21, California Code of Regulations, Section

2500 et seq., when applicable, and other matters connected with the performance of the project

lead’s contracts with third parties pursuant to Government Code § 8546.7, the project sponsor, its

contractors and subcontractors and the State shall each maintain and make available for inspection

all books, documents, papers, accounting records, and other evidence pertaining to the

performance of such contracts, including, but not limited to, the costs of administering those

various contracts. All of the above referenced parties shall make such materials available at their

respective offices at all reasonable times during the entire project period and for three (3) years

from the date of final payment. The State, the California State Auditor, or any duly authorized

representative of the State, shall each have access to any books, records, and documents that are

pertinent to a project for audits, examinations, excerpts, and transactions, and the project lead shall

furnish copies thereof if requested.

(3) The project lead, its contractors and subcontractors will permit access to all records of

employment, employment advertisements, employment application forms, and other pertinent data

and records by the State Fair Employment Practices and Housing Commission, or any other

agency of the State of California designated by the State, for the purpose of any investigation to

ascertain compliance with this document.

F. Special Situations

The Department may perform an audit and/or request detailed project information of the project sponsor’s

LCTOP funded projects at the Department’s discretion at any time prior to the completion of the LCTOP.

I certify all of these conditions will be met.

BY:

MONA A. BABAUTA, Executive Director

Solano County Transit (SolTrans)

25

ATTACHMENT A Agenda Item 7b

RESOLUTION NO. 2016-02


CERTIFICATIONS AND ASSURANCES

FOR THE LOW CARBON TRANSIT OPERATIONS PROGRAM (LCTOP)

WHEREAS, Solano County Transit (SolTrans) is an eligible project sponsor and may receive state funding from the Low Carbon Transit Operations Program (LCTOP) now or sometime in the future for transit projects; and



WHEREAS, Senate Bill 862 (2014) named the California Department of Transportation (Department)

as the administrative agency for the LCTOP; and



WHEREAS, SolTrans wishes to submit an allocation request for their LCTOP funding to be used for

the purchase of a Zero Emission Bus; and

WHEREAS, SolTrans wishes to delegate authorization to execute these documents along with any

amendments to the Executive Director and/or the Finance and Administration Manager,


the fund recipient agrees to comply with all conditions and requirements set forth in the Certification

and Assurances document and applicable statutes, regulations and guidelines for all LCTOP funded

transit projects.

NOW THEREFORE, BE IT FURTHER RESOLVED that the Executive Director and/or the

Finance and Administration Manager are authorized to execute all required documents of the LCTOP

program and any Amendments with the California Department of Transportation. Passed by the Solano County Transit (SolTrans) Board on this 18

th day of February 2016, by the

following vote: AYES:

NOES:

ABSENT:

ABSTAIN:

Elizabeth Patterson, Chair


Attest by:

Suzanne Fredriksen

Clerk of the Board

26

State of California – Department of Transportation

Division of Rail and Mass Transportation

Low Carbon Transit Operations Program (LCTOP) Effective 11/15

Page 5 of 5

I, Mona Babauta, the Solano County Transit Executive Director, certify that the above and foregoing

resolution was introduced, passed, and adopted by said Board at a regular meeting held this 18th

day of

February 2016.

__________________________________

Mona Babauta, Executive Director


27


28

State of California – Department of Transportation ATTACHMENT D – Agenda Item 7b Division of Rail and Mass Transportation Low Carbon Transit Operations Program (LCTOP) Effective 11/15

Low Carbon Transit Operations Program (LCTOP) AUTHORIZED AGENT

AS THE _______Executive Director_______________ (Chief Executive Officer / Director / President / Secretary) OF THE ____Solano County Transit (SolTrans)___________ (Name of County/City Organization)

I hereby authorize the following individual(s) to execute for and on behalf of the named Regional Entity/Transit Operator, any actions necessary for the purpose of obtaining Low Carbon Transit Operations Program (LCTOP) funds provided by the California Department of Transportation, Division of Rail and Mass Transportation. I understand that if there is a change in the authorized agent, the project sponsor must submit a new form. This form is required even when the authorized agent is the executive authority himself. I understand the Board must provide a resolution approving the Authorized Agent. The Board Resolution appointing the Authorized Agent is attached. ___Mona A. Babauta, Executive Director___________________________________ OR (Name and Title of Authorized Agent) ___Kristina Botsford, Finance and Administration Manager___________________ OR (Name and Title of Authorized Agent) __________________________________________________________________ . (Name and Title of Authorized Agent) _________________________________________________________ _________________________________________ (Print Name) (Title) _________________________________________ (Signature) Approved this _Eighteenth day of ___February______, 2016_____

Attachment: Board Resolution approving Authorized Agent

29


30

AGENDA ITEM 7c




PRESENTER: GARY ALBRIGHT, PROGRAM ANALYST II

SUBJECT: PROGRESS UPDATE ON FISCAL YEAR (FY) 2015-16 SOLTRANS

PERFORMANCE GOALS AND MEASURES

ACTION: MOTION

ISSUE:

This report outlines recent progress made on the Agency’s FY 2015-16 Performance Goals and

Measures through mid-February 2016.

DISCUSSION:

On June 18, 2015, the Board approved SolTrans’ Performance Goals and Measures for FY 2015-

16. Attachment A of this report identifies the specific progress made since a previous update was

presented to the Board in October 2015. The chart below presents a general summary of this

progress.

Goals/Objectives/

Strategies

Total # Goals/

Objectives/

Strategies

# Goals/ Objectives/

Strategies in which

progress was made

% of Total Goals/

Objectives/ Strategies in

which progress was made

Goals 4 4 100%

Objectives 17 16 100%

Strategies 59 32 54%

Performance Measures 36 16 50%

Some of the notable capital and systems improvement projects which have been completed, or

have met significant milestones since the last update to the Board, are as follows:

Implementation of the Automatic Vehicle Locator (AVL) System continues. All vehicle

equipment installs were completed as of December. We continue to work with Avail to

address issues with the system, and System Acceptance Testing will be scheduled for

completion in March 2016. Systems tuning will occur by the end of April 2016, followed

by a full public rollout. The AVL system will provide automated bus location and

departure time information for transit users, and real-time schedule performance, vehicle

location, and vehicle performance data for our entire fleet.

31

The replacement of six diesel Motor Coach Industries Inc. (MCI) commuter express

buses, with six new compressed natural gas (CNG) commuter coaches, continues on track

with the Board’s approval in December 2015 of a contract award to MCI, and a pending

purchase order to be issued for the first six deliveries under this contract once Staff has

completed the “building process” with MCI representatives in early February 2016.

A key milestone was achieved for the CNG Project (to fuel the new CNG buses), with a

December 2015 contract award to APSI for construction management services. Staff

anticipates issuing a solicitation for construction of the fueling facility by March 2016,

awarding a contract by May 2016, start of construction by June 2016, with completion to

occur between late 2016 and early 2017.

Staff anticipates the execution of a final agreement for the purchase of a zero-emission,

all-electric powered buses with BYD by the end of the February. Construction of buses is

expected to commence by mid-March 2016, with delivery of the new electric buses to

occur as early as July/August 2016.

Three paratransit/dial-a-ride buses from Creative Bus Sales and are on track for delivery

by February 2016. These vehicles will replace the oldest buses in the demand-response

fleet that have reached the end of their useful service life.

The SolTrans Curtola Park and Ride Hub Project is now substantially complete as of

December 2015, with all supplementary work having been finished in January 2016. The

facility is currently being used by daily commuters who carpool or vanpool. Public transit

will resume at the Park and Ride Hub once new traffic signals become fully operational.

The Operations & Maintenance Facility Renovation Project met its final milestones when

SolTrans received a Certificate of Occupancy from the City of Vallejo on November 4,

2015; a Notice of Project Acceptance was sent by SolTrans to the General Contractor

(Diede Construction) on November 18, 2015, and SolTrans recorded the Notice of

Completion with Solano County on January 11, 2016.

In December 2015 the Board approved a fare policy for SolTrans that sets the guidelines

for overall fares as well as the fare structure, with a discussion as to when and how

SolTrans should propose future fare adjustments.

FISCAL IMPACT:

There is no fiscal impact associated with this item as it is simply a progress report on Staff

efforts to meet the Board-approved FY 2015-16 Performance Goals and Measures.

QPERFORMANCE GOAL:

Goal 4 – Stabilize and strengthen the SolTrans organization and team of staff for ensuring the

long-term viability of the transit system; Objective A – Establish clear organizational

structure/staff roles and strengthen staff expertise and sense of ownership; Strategy ii. -

Implement Automatic Vehicle Location and Mobile Data Terminal technology in a way that is

fully integrated with Trapeze scheduling environment to improve on-time-performance results.

RECOMMENDATION:

Receive the progress update on the FY 2015-16 SolTrans Performance Goals and Measures.

32

Attachment:

A. Final FY 2015-16 SolTrans Performance Goals and Measures

33


34

Approved: June 18, 2015 ATTACHMENT A – Agenda Item 7c Last Updated: February 18, 2016

Page 1 of 22

FY 2015-16 Solano County Transit (SolTrans) Performance Goals and Measures

The intent of the Performance Goals and Objectives for SolTrans is to guide staff’s decision-making processes and to organize the agency’s activities in a meaningful manner, in order to effect positive change and improve performance as desired by the Board of Directors for carrying-out SolTrans’ mission: We deliver safe, reliable and efficient transportation services that effectively link people, jobs, and communities.``

The following goals provide a framework for pursuing our mission: 1) Maximize safety, reliability and efficiency of transit operations; 2) Optimize fiscal health and long-term sustainability; 3) Enhance customer satisfaction and build community partnerships; and 4) Develop an efficient and effective team of employees for ensuring long-term organizational viability. In order to achieve these goals, objectives and strategies are outlined in the table below. Performance measures may also be specified for tracking the progress of a program or project in a quantifiable manner (i.e., by percent completion, with a goal of 100% by a certain time frame). However, in some cases, progress and performance may only be evaluated on the basis of pure accomplishment of milestones or a specific strategy/activity.

GOALS/OBJECTIVES/STRATEGIES PROJECTED

COMPLETION

Performance Measurement

Standard/Milestone Achievement/Progress

1. GOAL: Maximize Safety, Reliability and Efficiency of Transit Operations.

A. OBJECTIVE: Establish Technological Tools and Improved Facilities or Fleet Equipment For Enhancing and Monitoring System Performance.

i.

Strategy: Implement an FTA-sanctioned Automatic Vehicle Location (AVL) System and improved communications system, which will allow for enhanced bus information for transit riders, system performance, and other benefits.

2015

Performance Measure 1:

Procure AVL equipment and complete installation. % Completion by December 2015.

All vehicle installs were

completed as of December

2015

35


Page 2 of 22


COMPLETION




Complete quality assurance testing and implementation. % Completion by March 2016.

Systems Acceptance testing is scheduled to be completed during March 2016.

ii. Strategy: Develop and implement improvements to Curtola Park and Ride Lot.

Winter 2015


Complete construction of improved facility with expanded parking.

% Completion of construction by January 2016.

95% Complete. Parking service

resumed on December 21,

2015. Transit service will

resume when the traffic signal

at Curtola Pkwy and Bus

Driveway is operational. No

ETA on energizing signal.

iii.

Strategy: Complete renovation of SolTrans Operations and Maintenance facility at 1850 Broadway to improve the working conditions for operations and administrative staff.

Summer 2015


Complete construction of improved facility. % Completion of construction by August 2015.

100% Complete: SolTrans received a Certificate of Occupancy from the City of Vallejo on November 4, 2015; a Notice of Project Acceptance was sent by SolTrans to the General Contractor (Diede Construction) on November 18, 2015, and SolTrans recorded the Notice of Completion with

36


Page 3 of 22


COMPLETION



Solano County on January 11, 2016..

iv.

Strategy: Procure replacement MCI (commuter express) buses to be operated with alternative fuel. (Proposition 1B funds will be used to fund the procurement and must be spent by a certain deadline.)

June 2016 % Completion of procurement process by December 2015.

45% Complete: Procurement of

6 new CNG commuter coaches

is on track with award of a

contract to Motor Coach

Industries Inc. (MCI) in

December 2015, and a pending

purchase order to be issued for

the first six deliveries under this

contract, once staff has

completed the “build process”

with MCI representatives in

early February 2016.

v. REVISED Strategy: Procure replacement of 3 local fixed route buses (2001 Orion V high-floor diesel buses , which have come to the end of their useful service life).

% Completion of procurement process by July 2016.

Working on a staff level to find

partners to procure diesel-

hybrid or CNG buses for

remaining local service buses.

40% Complete: 2 BYD battery

electric buses expected by

June/July of 2016. LoNo and

AQIP grant applications

submitted to seek funding for

an additional five electric buses.

Award announcements

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expected in June and April

2016, respectively.

vi. (corrected)

Strategy: Procure 5 ADA-compliant Road Supervisor vans

to perform day-to-day operational duties and equipped

with the ability to transport wheelchair passengers who

may require immediate assistance in the field.

%Completion of procurement by

January 2016. 100% Complete: This project reach completion in May 2014.

vii. (corrected)

Strategy: Procure 3 paratransit/dial-a-ride buses to replace oldest buses which have exceeded their useful service life.

%Completion of procurement by January 2016.

65% Complete: Buses are on

track for delivery in mid-

February, 2016

viii. Strategy: Complete Compressed Natural Gas Infrastructure

August 2016 % Completion by August 2016

RFQ for Construction

Management issued in

December 2015. Contract

awarded to APSI, who will assist

with preparing the Construction

IFB. IFB will be issued in Q3 or

Q4 FY15-16, with construction

to be completed between

October 2016 and January 2017

ix.

Strategy: Improve bus stops with enhanced passenger amenities, accessibility features, and safety enhancements. (Note: Due to limited resources, a policy for making investment decisions on bus stop

Ongoing Performance in this area is based on resources and investment criteria for improvements.

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amenities will need to be adopted by the Board.)


Develop bus stop design guidelines for the Cities of Benicia and Vallejo as a reference for maximizing operational efficiency and passenger safety.

% Completion by June 2016.


Assess all bus stop locations and catalog existing amenities, accessibility features, signage, pavement/concrete repairs.

# of bus stops assessed by January 2016.


Develop a prioritized list for improvements based on assessment findings, criteria for making investment decisions, and available resources (staff and funding).



Work with City of Benicia and City of Vallejo staff in implementing prioritized list.

# of bus stops improved through a collaborative process with City staff.

B. OBJECTIVE: Establish Process for Developing and Implementing Service Plans/Enhancements for Improving System Performance and Reliability.

i. Strategy: Conduct at least quarterly meetings between Planning & Operations staff and bus operations staff to gather feedback on operational and safety issues in the field.

Performance Measure:

Accomplish quarterly meetings (every 3 months). Ongoing.

Split into two meetings: -Operations Review and Work Plan Look Ahead to review outstanding schedule delivery problems, 13 weeks prior to any service change; -Service Review Meeting to go over planned schedule changes in detail, 6-8 weeks prior to any service change.

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ii.

Strategy: Conduct weekly or bi-weekly management meetings with NEXT to ensure continuous communication about service, customer feedback, and planning needs.

Ongoing. Meetings occurring irregularly, now schedule weekly.

iii. Strategy: Continuously document system strengths/ weaknesses and outline solutions for improvement.

Ongoing


Monthly staff reports to Executive Director that 1) compares actual system performance against metrics/targets/standards, and 2) recommends solutions/plans for improvements, which include a timeline for improvement. (These reports will inform performance reports to the Board.)

% of timely report submittals to Executive Director by the 10th of each month.

Ongoing


Refine existing fixed-route performance standards as needed in reference to existing performance and industry best practice.

% Completion by September 2016 (to be completed as part of the Short Range Transit Plan (SRTP) Process).


Develop detailed service design guidelines and standards to lay the foundation for informed long-term planning and decision-making.

% Completion September 2016 (to be completed as part of the Short Range Transit Plan (SRTP) Process)

iv.

Strategy: Document staff, equipment and facility resources for creating an emergency preparedness and service plan for responding effectively to a local or regional catastrophe, natural disaster, or other emergency. Conduct regular drills to document

Ongoing

% completion of documentation for emergency preparedness plan and % completion of plan by June 2016.

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strengths, weaknesses, and necessary plan adjustments. given changing environmental and organizational circumstances/factors.

C. OBJECTIVE: Increase SolTrans’ Fixed Route System Performance, Including Ridership.

i. Strategy: Explore opportunities for providing service to areas not currently served or not served extensively (while being mindful of farebox recovery standards and Agency budget constraints).


Explore service alternatives on Mare Island. % Completion by October 2015.

Preliminary Service Design and

Schedules have been

completed. Working with

partners to finalize details and

determine funding path.


REVISED: Identify sustainability of the Route 20 and other programs (i.e., discounted bus fares for low-income students in Benicia) and services

% Completion by December 2015.

In October the Board directed staff to Approve the extension of the Route 20 trial through March 4, 2017; Conduct operational evaluation and outreach activities including expanded non-rider marketing; and, Provide a full report and recommendation to the Board no later than November, 2016.

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ii. Strategy: Implement strategies for improving customer satisfaction and community partnerships (see Goal #3 of this document below).

(See Goal #3) See performance measurements under Goal #3.

iii. Strategy: Complete update to the Short Range Transit Plan and the Intercity Corridor Study, in coordination with STA.

August 2016 % Completion by August 2016

Most background information has been supplied to STA’s

consultant. Corridor Study Phase 2 has been initiated by STA.

D. OBJECTIVE: Improve System Performance and Efficiency of Demand Response Services, Including Americans with Disabilities Act (ADA) Paratransit, Benicia General Public Dial-a-Ride, and Subsidized Taxi Scrip Programs.

i. Strategy: Continue to identify, develop and implement service policies/practices that increase system efficiency and quality of service for all users.

Ongoing


Implement short-term improvements for ADA Paratransit service, including developing ADA travel time and telephone hold time policies and monitoring.



As approved by the Board, conduct outreach for, and

implement changes in, regional trip delivery and fares, in

concert with mobility management programs. % Completion by August 2015

Revised Regional Paratransit Program implemented August 31, 2015.


Coordinate with STA on improvements to the intercity taxi program and explore improvements to the local taxi scrip program for added operational efficiency and customer ease of use.

% Completion by June 2016 Updates to Intercity program have been made by STA and agreed to by SolTrans.

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Monthly monitoring of key measures of demand response system productivity to gauge impact of service improvements (this includes passenger trips/revenue hour, cost/trip, on-time performance, and safety incidents per 100,000 vehicle miles).

Ongoing

ii. Implement Automatic Vehicle Location and Mobile Data Terminal technology in a way that is fully integrated with Trapeze scheduling environment to improve on-time-performance results.

% Complete by April 2016

On track. AVL fully deployed on

Cutaways; Dispatch and drivers

trained. Additional Trapeze

training pending as on Jan

2016. Also exploring use of

Trapeze to support GPDAR

service.

iii. Strategy: Work with ADA Eligibility Contractor, STA, and Solano transit agencies to monitor effectiveness of program and impacts on paratransit costs and funding levels.

Provide ongoing feedback to Executive Director.


Monitor operational efficiency of transporting clients to the assessments and customer satisfaction through surveys, ridership data, no-shows, etc.

Ongoing


Monitor performance of the ADA eligibility contractor for compliance with FTA standards and compliance with their contract.

Ongoing

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iv.

Strategy: Work with other transit providers in the County and the Solano Transportation Authority (STA) on countywide Mobility Management Program, and services that result in increased transit system efficiency and improved mobility and regional connectivity for seniors, youth and low-income persons.

Ongoing Ongoing


Work with other transit providers in the County to implement improved policies and procedures for managing the intercity taxi program and for delivering related services.

% Complete by June 2016. See 1 D i 3, above.


Conduct research on volunteer driver training program best practices, present options to the Board, and implement new program, in partnership with an existing non-profit provider, if approved.



Monitor new low-fare program for ADA Certified Riders and Personal Care Attendants to gauge impact on demand management and encouraging mode choice.

Monitor performance and evaluate program after one year of implementation, by May 2015.

2. GOAL: Optimize Fiscal Health and Long-Term Sustainability.

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A. OBJECTIVE: Obtain Federal, State, and Regional Grants for SolTrans Operations and Capital Projects.

i. Strategy: Compete for grants that support sustainability of the current system and/or facilitate increased effectiveness/ridership growth.

Ongoing Obtain at least one grant each fiscal year that grows the reserve or funds service enhancements.

RM2 funding has been secured

for the restoration of Rt 80

Sunday service Applied for

LoNo (Federal) and AQIP (State)

grants; for use in procuring

additional battery electric

buses, if SolTrans receives

awards.

B. OBJECTIVE: Ensure Compliance with Federal, State and Local Fiscal Regulations/Mandates.

i. Strategy: Track/establish/improve fiscal policies, procedures and internal controls, as needed.

Ongoing # of new/improved policies, procedures, internal controls by June of each fiscal year, if needed.

In-process

ii.

Strategy: Successfully close-out performance, maintenance and/or operations audits required by state/federal law (i.e., CHP inspections, TDA performance audit, etc.)

Ongoing

Close-out audits on-time and provide Board report on status of audit reports by June of each fiscal year, as appropriate.

100% Complete: Submitted

Reports to the board for FTA

and TDA triennial Reviews; any

findings have been addressed

iii.

Strategy: Successfully close annual accounting records to ensure independent auditors can issue our audited financial statements timely, thereby allowing us to file required reports to various agencies without extensions.

October 2015

Obtain Audited Financial Statements by December of each year (for prior FY) and provide to Board for acceptance.

100% Complete: FY 14-15 Audit

issued December 31, 2015

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iv.

Strategy: Successfully close-out annual National Transit Database (NTD) Reports, which impact annual federal allocations, and meet all federal, state, regional and local reporting requirements for continued eligibility for grants.

By June 30th of the FY following the reporting year.

Submit all reports, as required by the FTA and NTD, on-time. (Initial Annual NTD Report due October 31st of each year.)

NTD annual report filed on time

v. Strategy: Successfully close-out the FTA Triennial Review Process. (Last Review: May 28-29, 2015)

December 2015 Ratio of findings to total # of areas reviewed. Goal is zero (0) findings.

5 findings in 4 of the 17 areas; all findings have been cleared with FTA

C. OBJECTIVE: Strategically Align Financial Resources with Operational and Capital Priorities.

i. Strategy: Develop operations and capital priorities and program federal, state, regional and local funds according to Board-approved priorities.

Ongoing Provide updates to the Board as financial efforts are conducted.

Ongoing

ii. Strategy: Complete the annual Operating and Capital Budget and Mid-Year Budget Adjustment.

Ongoing Key milestones are in October, February, March, April, and May


Complete fiscal year budget numbers and project priorities per SolTrans’ budget policy.

Draft Budget is due by annual April Board meeting, and Final Budget is due by annual May Board meeting.

Ongoing. This measure is being met.


Create a comprehensive budget document that serves as a policy document for SolTrans to include: approved fiscal budget numbers; list of priority projects; Agency vision, mission, values, and other appropriate elements.

Complete and obtain Board approval by September Board meeting.

Working on a 2016-17 budget document.

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iii. Strategy: Complete annual 10-year Budget Outlook, per SolTrans’ Budget Policy.

Complete by April Board meeting.

iv. Strategy: Develop a policy on how and when passenger fares and passes should be reviewed and updated.

Complete by January 2016.

100% Complete: Framework for policy presented to Board at October 2015 meeting and policy approved in December 2015.

v. Strategy: Complete transfer of assets and resources from the City of Vallejo and City of Benicia to SolTrans, as appropriate. (Moved from Goal 4.)

Fall 2014

% Completion of asset transfers per “Asset Transfer Agreement” by November 2014.

90% Complete: Need to finalize documents with City of Vallejo; title to VTC and Parking lot at 311 Sacramento St. Formal letter or document for items, such as shelters from City of Benicia to be sought.

D. OBJECTIVE: Influence and Shape Funding and/or Legislative Policies to Strengthen Fiscal Health.

i. Strategy: Work with STA to reflect SolTrans’ operations and capital needs in transportation policies/documents at the county level.

Ongoing

Communication of SolTrans’ operating/capital/funding needs to STA leadership/staff and county transportation partners.

Ongoing.

ii.

Strategy: Work with state and federal associations or lobbyists, and/or federal/state delegations to influence legislation/funding allocations (i.e., Prop1B allocations, STAF protection).

Ongoing

Communication of SolTrans’ operating and funding needs to Govt Associations/Lobbyists/ Congressional/State staffers.

Ongoing.

iii.

Strategy: Actively participate in shaping regional, state and federal legislation and regulations through regular communication with policymakers on SolTrans’ funding and operational needs.

Ongoing

Meet with legislative staff and key officials at the state and federal levels at least 1x per year to communicate SolTrans’ policy and

Ongoing.

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regulatory needs/interests.

iv.

Strategy: Actively track federal, state, and regional legislation and policies, and take public positions as appropriate and communicate such to legislative leaders/policymakers. (Moved from Goal 4.)

Ongoing Create a legislative program by December 2014.

Akin Gump (federal) and Shaw-

Yoder-Antwih (state) assisting

staff with this. Participation in

CTA/ARB Committees to

address clean air targets and

align goals of State and Transit

industry

E. OBJECTIVE: Maintain Positive Cash Flow and an Operating/Capital Reserve.

i.

Strategy: Create, advocate for, and implement a strategic funding plan, as permitted by regional policy, to maximize SolTrans’ TDA Article IV fund balance for immediate capital/operational priorities and to allow the fund balance to grow through interest accruals.

Ongoing


Work with MTC staff and the Board to shape the Transit Capital Priorities (TCP) policy and other programs/policies, in order to grow our TDA Article IV fund balance for operations and/or a capital/local match reserve.

Provide at least bi-annual reports to the Board on MTC policies/ programs for optimizing SolTrans’ financial footing.

Reports provided to Board on a regular basis in Board packets.

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ii.

Strategy: Drawdown grant funds and request reimbursements in a timely manner. Staff will endeavor to achieve the following: Drawdowns/reimbursement requests to occur no longer than: a) 4 weeks after an expense under $100K is paid; b) 2-weeks after an expense over $100K is paid.

Ongoing % of total drawdowns/ reimbursement requests meeting 4-week or 2-week threshold.

80% of drawdowns witin 4 weeks and 100% complete within 8 weeks.

F. OBJECTIVE: Establish Effective Financial, Administrative and Budget Management Practices to Ensure Viability.

i. Strategy: Create overlapping, in-house expertise in financial management and grants administration.

Ongoing


Create Financial/Grants/Budget Training Plan for Organization

Develop plan by June 2016. Training is ongoing.


Agency analysts to be trained on grants management, budget administration, structure/expectations of funding agencies, etc.

Ongoing.

Accounting staff have been

trained on invoicing MTC for

capital reimbursements and

quarterly RM2 operating

invoices.

ii

Strategy: Establish a capital asset management and tracking system to minimize operational and maintenance costs/losses, minimize liability exposure, maximize return on investment, and to ensure compliance with state or federal grant or asset management requirements.


Ongoing work with MTC on

including SolTrans’ assets in

their asset management

system.

3. GOAL: Enhance customer satisfaction and build community partnerships.

A. OBJECTIVE: Implement Technology To Enhance Customer Experience.

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Create on-line applications for assisting with trip planning and other passenger services for improving the customer experience.

% Complete by June 2016.

B. OBJECTIVE: Work With Service Contractor to Ensure Provision of Excellent Customer Service by Bus Operators and Customer Service Agents.

i. Strategy: Ensure service contractor’s training program for front-line employees who interact with the public regularly emphasizes excellence.

Ongoing SolTrans partnered with “Visit Vallejo” on training for front line employees in January 2016.


NEXT and SolTrans Staff to establish mutually acceptable set of standards of excellence for customer service by front line staff.

% Completion of Standards of Excellence in Customer Service by January 2015.

Standards were initially established in the new service contract effective 7-1-13. Further defining “excellent customer service” will be ongoing, however, and standards will be revised from time-to-time, as appropriate. A draft was completed in January 2015, but further refinement is necessary.

ii. Strategy: Participate in service contractor’s monthly safety meetings and emphasize front-line staff’s important role in representing SolTrans well.

Ongoing # of Safety Meetings attended by June of each year.

Staff is attending monthly safety meetings and regular audits of the maintenance program are being conducted. Results are regularly shared during staff meetings.

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iii.

Strategy: Develop and constantly communicate SolTrans’ organizational values and mission to service contractor management/staff to ensure a sense of teamwork and focus on excellence.

Ongoing

Now that SolTrans Staff has

office space at the O&M facility,

they are in regular contact

with NEXT on our expectations

and priorities.


Communicate mission and values to all levels of the SolTrans organization.

# of locations where mission and values are identified and/or communicated verbally.

In process.

C. OBJECTIVE: Create Outreach, Marketing &Branding Materials that Appeal/Speak to Various Sectors of the Community and Communicate SolTrans’ Success in Providing Reliable, Convenient, Safe, and Affordable Transit Services In a Cost-Effective Manner.

i.

Strategy: Create marketing materials that communicate the benefits of transit with an emphasis on affordability, environmental stewardship, convenience, reliability, safety/security, comfort, ADA accessibility, etc. Consider special emphases on seniors/people with disabilities, access to schools, shopping, hospitals, as well as multi-lingual communication pieces.

Ongoing

Create marketing brochures/ pamphlets, radio announcement, advertising posters/panels in high traffic areas, television ads, and/or other multi-media production by December 2014.

Ongoing.

D. OBJECTIVE: Establish Public Outreach Program and Activities that are Valued by the Community and Result In Strong, Mutually Beneficial Partnerships.

i. Strategy: Build relationships with organizations that cater to seniors and people with disabilities, and carry-out at least two joint activities.

Ongoing Organize and plan at least two activities per month (at least one event in both Benicia and Vallejo).

Partnered with CHP Age Well

and Drive Smart in June, giving

Seniors alternate transportation

resources. Upcoming partner

with Vallejo Together for the

Senior Thanksgiving Luncheon,

partnering with the Senior

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Coalition to provid a

community shuttle service to

the Dynamic Aging Conference

in March

ii.

Strategy: Build relationships with organizations, especially the school districts in Vallejo and Benicia, which cater to children and students, and carry-out at least two joint activities.

Ongoing

Organize and plan at least two activities annually (in both Benicia and Vallejo); attend BUSD and VCUSD Superintendent Staff Meetings at least once annually

Hosted 2 Back to School Transit Fairs. Attended 2 events for back to school resources at Vallejo Outreach and Jesse Bethel

iii.

Strategy: Build relationships with key community stakeholders to build SolTrans’ profile and reputation as a valued public asset to the community that provides excellent services that are AFFORDABLE, RELIABLE, CONVENIENT, AND SAFE.

Ongoing

Organize at least 5 annual partnership opportunities for increasing public awareness of SolTrans’ programs/services. Inform the Board whenever a public partnership opportunity occurs.

Partnerships providing Community Shuttles with Arts Benicia, Vallejo Carnival Fantastico!, SoFit City, Vallejo Waterfront Festival, Vallejo Art Walk, Vallejo Admirals, Vallejo Together, Benicia Recreation Department and Leadership Vallejo. Developing partnerships with Carquinez Village Group, and Senior Coalition


Work with City of Benicia staff to identify key stakeholders for developing a deeper understanding of the City’s interests/needs for transit services/programs.

Ongoing.

Route 20 evaluation group to be established fall, 2015. Collecting data and feedback from riders on the Route 20 for long term improvements

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iv.

Strategy: Collect customer satisfaction data and community feedback on public perception of SolTrans to understand, highlight (as appropriate) and/or address SolTrans’ strengths or weaknesses. (Added based on SolTrans PAC feedback.)

Ongoing

Conduct annual analysis of public feedback collected through the Solutions for Transit database, and conduct biennial surveys of customer satisfaction.

This is ongoing through the reporting function required in the contract with NEXT. Additional feedback collection efforts will occur via the System Restructuring Project. Feedback is also regularly obtained through our various Public Outreach events.


Synthesize customer/community feedback and analyze trends and SolTrans’ responses.

Provide report to Board on general customer satisfaction and public perception of SolTrans, as well as ways to improve both by December 2015.

vi. Strategy: Build relationships with local vendors and businesses and maximize opportunities to “buy local.”

Ongoing


Track and maintain a report on SolTrans’ compliance with its local preference policy.

Provide report to Board on business with local vendors, per policy, by December of each year.

Local vendors utilized on an on-going basis for items such as facilities repairs/maintenance, catering, office supplies, and printing.

4. GOAL: Develop an efficient and effective team of employees for ensuring long-term organizational viability.

A. OBJECTIVE: ESTABLISH CLEAR ORGANIZATIONAL STRUCTURE/STAFF ROLES AND STRENGTHEN STAFF EXPERTISE AND SENSE OF OWNERSHIP.

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i. Strategy: Provide staff training and professional growth opportunities.

Ongoing Managers to create work plans that outline professional development by May of each year.

Ongoing.

ii. Strategy: Establish staff contributions for building/ strengthening the organization based upon performance measurements and annual and bi-annual reviews.

Ongoing Establish goals and objectives for each Agency position by May of each year.

This is being accomplished.

iii. Strategy: Conduct facilitated, structured team-building/strategic planning session(s) with SolTrans staff and Board of Directors.

June 2014

Organize Strategic Planning Sessions by January 2015. Organize strategic planning session with the Board by June 2016.

Teambuilding sessions were conducted at the beginning of calendar year 2015, with continued “check-ins” with staff throughout the year, and another teambuilding session is scheduled for March 2016.

iv. Strategy: Complete Annual Goals and Performance Measures for the following fiscal year.

June 2015 Obtain Board approval by June of each fiscal year.

100% Complete: Board approval obtained in June 2015

v.

Strategy: Conduct an Organizational Assessment through

the American Public Transit Association, in an effort to

strengthen the Agency.

June 2016 A peer review is being planned

with APTA staff.

vi.

Strategy: Revise organizational structure as necessary to

meet Agency priorities, any potential recommendations

from the FTA Triennial Review, and/or any

recommendations that come out of the APTA peer

review.

June 2016

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vii.

Strategy: Conduct salary and benefits surveys per SolTrans’ Performance Management Program and adjust compensation packages as needed to recruit and retain valued employees.

Ongoing Conduct surveys every 5 years (following 2015), as shown on the “Pay for Performance” calendar.

100% Complete: Salary and benefits survey, as well as adjustments to compensation packages completed in June 2015.

B. OBJECTIVE: Increase SolTrans Presence Among Staff and Within the County, Region and State.

i. Strategy: Continue to build SolTrans presence in the Cities of Vallejo and Benicia, Solano County, the MTC region, and the transit industry as a whole.

Ongoing

Participation in local, regional, state and national committees. Provide regular updates in monthly Executive Director’s Report included in Board meeting packets.

Executive Director recently re-elected to serve on California Transit Association’s Executive Committee (Governing Board). Staff continues to actively participate in regional efforts.

ii. Strategy: Create and disseminate regular newsletters for the public and the Board on Agency developments/updates.

Ongoing Begin dissemination by June 2014. Already begun.

iii.

Strategy: In the event of a local, county, or regional emergency or need (dire in nature), and as resources (staff/equipment/funding) permit, provide operational or administrative support to other transit agencies or organizations in need of SolTrans assistance, as long as such help does not compromise organizational stability or fiscal health. (Example: Provide augmented transit service to/from San Francisco in the event of a BART strike, if funding is provided by MTC, and sufficient staff/equipment is available.)

Ongoing Provide assistance as appropriate and provide updates to the Board expeditiously.

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iv. Strategy: In order to help staff raise public awareness of SolTrans, complete re-branding of transit equipment/ assets.

June 2016

Rebrand local fixed route fleet by

June 2016, and rebrand other

SolTrans vehicles as they are

replaced.

Rebranding will occur as buses

are replaced. Staff is also

planning to rebrand local fleet.


Create final branding for fixed route fleet. % of total fleet with final design.

Currently underway. Staff are

meeting with BBB to come up

with new designs for CNG MCI,

cutaway, and BYD electric bus

livery. We can expand that to

include Gillig buses.

C. OBJECTIVE: Emphasize the value of employee contributions to the organization and strengthen their sense of teamwork.

i. Strategy: Establish employee appreciation and recognition programs.

Ongoing Create framework for employee appreciation/recognition program elements by June 2016.

100% Complete: Board approval obtained for an employee awards program at the September 2015 Board meeting.


Establish an annual awards ceremony for employees that celebrates safety, customer service, and other operational achievements.

Hold an event by December of each year.

100% Complete: Annual

employee awards presented to

staff at the October 2015 Board

Meeting.

56

AGENDA ITEM 7d




PRESENTER: SUZANNE FREDRIKSEN, BOARD CLERK;

BRONDA SILVA, MRG CONSULTANT

SUBJECT: REVISIONS/ADDITIONS TO THE SOLANO COUNTY TRANSIT

EMPLOYEE POLICIES HANDBOOK

ACTION: CONSENT

ISSUE:

The Board is being asked to accept the Benefits Subcommittee recommendations to revise two

current personnel policies and to add one new policy section to the current Solano County Transit

Employees Policies Handbook (Handbook) related to the following topics:

1. Revise the section on holidays by deleting the Lincoln’s birthday holiday that occurs on the

second Monday in February and replacing it with a floating holiday equal to eight hours of

holiday time (revise Section 304 of the Handbook).

2. Provide a definition of a “Part-time Regular employee” and outline the prorated benefits of

such Part-time Regular employment (add new Section 310 to the Handbook).

3. Revise the section on personal leaves in the current Leaves of Absence policy to make it clear

that employees who exhaust their protected leaves can be covered by the personal leave

provision and that both paid and unpaid time can be used (revise Section 307 of the

Handbook).

DISCUSSION:

In November 2013, the Board approved the Solano County Transit Employee Policies Handbook

which covered the topics related to employment practices, benefits, work rules and regulations. After

more than two years, some policy areas have come up that require revisions/additions to the

Handbook. The following areas were found to need changes:

1. Proposed Revisions to Benefits Policy Section 304: Holidays - The Board originally

approved the second Monday in February as a holiday in honor of President Lincoln’s

birthday in addition to the third Monday in February in honor of President’s Day. President

Lincoln’s birthday is not a federal holiday and SolTrans operates regular bus service on that

day; therefore, it creates a major inconvenience to our customers if SolTrans employees are

not in the office on that day. SolTrans’ employees already observe President’s Day as a

holiday in February, and given that February is also a short month, it would be more efficient

to delete the second Monday in February as an employee holiday and replace it with a

floating holiday of eight hours. SolTrans employees are in favor of this change as it will

improve our ability to serve the needs of our customers (See Attachment A).

57

2. Proposed Pay/Benefits Policy Section 310: Benefits for Regular Part-time Employees -

While SolTrans does not currently have any Part-time Regular employees, the need to have a

policy to cover the definition and benefits for part-time employment arose when recently

evaluating the ability to grant a personal, non-protected leave accommodation to a full-time

employee by allowing the employee to temporarily work a part-time schedule. This

experience exposed the need to have a policy that covered part-time employment, whether it

would be to cover a part-time employee who will remain part-time, or to cover an existing

full-time employee who opts and is approved for part-time employment on a temporary basis.

To address this issue, Section 310 is recommended to be added to the Handbook (see

Attachment B).

3. Proposed Revisions to Benefits Policy Section 307.1: Personal Leave- With some recent

experience with employees who required both protected and personal leaves, some areas of

improvement to the policy language became evident. Policy Section 307.1 outlines the

provisions regarding discretionary leaves subject to approval by the Executive Director. This

is essentially a separate and additional benefit, above and beyond protected medical leave

that is mandated by the federal government under the Family Medical Leave Act (FMLA)

and the California Family Rights Act (CFRA). (In accordance with FMLA/CFRA, SolTrans

also offers employees protected medical leave, which is currently outlined under a separate

section of the Handbook - Section 307.7) Most of the changes to Section 307.1 (Personal

Leave) would allow for the use of paid and unpaid leave during a personal leave of absence

(this is not limited to a medical leave), and makes it clear that the policy also applies to

situations where employees who exhaust all of their protected leaves (FMLA/CFRA) are able

to ask for a personal leave of absence (see Attachment C). The main changes to this policy

are:

Allowing the use of both paid and unpaid time under personal leave;

The Executive Director may approve personal leaves up to six months, with Board

approval required beyond six months;

Language added to clarify the ADA reasonable accommodation interactive process;

and

Clarification of eligibility for the monthly health care credit.

FISCAL IMPACT:

None.

PERFORMANCE GOAL:

Goal 4 – Develop an efficient and effective team of employees for ensuring long-term organizational

viability.

RECOMMENDATION:

Accept the Benefits Subcommittee’s recommendation to approve the revisions to Sections 304 and

307.1 of the Handbook, and the addition of Section 310.

Attachments:

A. Proposed Revisions to Benefits Policy Section 304: Holidays

B. Proposed Pay/Benefits Policy Section 310: Benefits for Regular Part-time Employees

C. Proposed Revisions to Benefits Policy Section 307.1: Personal Leave

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SECTION BENEFITS POLICY 304 SUBJECT HOLIDAYS DATE NOVEMBER 21, 2013; REVISED FEBRUARY 18, 2016

For purposes of holidays, a day is defined as eight (8) hours. Regular full-time employees receive twelve (12) paid holidays per year:

New Year's Day January 1

Martin Luther King, Jr. Birthday Third Monday in January

Lincoln’s Birthday Second Monday in February

President’s Day Third Monday in February

Memorial Day Last Monday in May

Independence Day July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veteran’s Day November 11

Thanksgiving Day Fourth Thursday in November

Day after Thanksgiving Fourth Friday in November

Christmas Day December 25

Floating Holiday

When any of the holidays identified above fall on a Sunday, the following Monday will be deemed to be the holiday in lieu of the day normally observed. When any of the holidays above fall on a Saturday, the preceding Friday will be deemed to be the holiday in lieu of the day normally observed.

Employees are required to work on their regularly scheduled workday preceding and following the holiday to receive payment for the holiday, unless the employees are on approved leave or a regularly scheduled day off. Holiday pay is at straight time wages.

The floating holiday is credited to the employee’s vacation account on July 1 of each year and must be used by the end of the fiscal year (June 30

th). The first 8 hours of vacation leave that an employee takes in a given fiscal year,

will automatically be considered the floating holiday hours. Full-time regular employees hired between July 1 and December 31 will receive credit for one (1) floating holiday (8 hours). Full-time regular employees hired between January 1 and June 30 will receive credit for 1/2 floating holiday (4 hours) at their time of hire, plus one (1) floating holiday (8 hours) on July 1.

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SECTION PAY/BENEFITS POLICY 310 SUBJECT BENEFITS FOR REGULAR PART-TIME EMPLOYEES DATE FEBRUARY 18, 2016

CRITERIA TO USE IN DETERMINING IF A POSITION SHOULD BE REGULAR PART-TIME:

• Hours of work are at least 1040 hours in a year (equals half-time for one year). • Hired for work that will be on-going, with a regular schedule that averages 20 hours or more per week. • Does not include employees hired on a short-term or temporary basis, with an anticipated duration of

fewer than 3 months. PRORATION If the hours in a weekly work schedule of a position is less than 40 hours per week but at least 20 hours per week, the position will be designated as Regular Part-time. Benefits for Regular Part-time shall be as follows:

• 20 to 27 hours per week = 50% pro-ration of benefits (50% of the amount provided to full-time employees). The following benefits shall be included in the pro-ration: health credit (which includes agency contributions towards health, dental, vision and short-term disability insurance), vacation, holidays, and sick leave. Contributions to the SolTrans Defined Benefit Retirement Plan and to deferred compensation are based upon the exact number of hours worked (i.e. part-time salary). Part-time employment may affect vesting and/or credit for years of service under the defined benefit retirement plan (employees should refer to the plan document to determine the effect of part-time employment upon vesting and credit for years of service). New part-time regular employees may opt to enroll in dental and vision coverage and pay for such coverage through payroll deductions. Existing employees who transition permanently from full-time to part-time employment may opt to enroll in or make changes to any existing dental and vision enrollments at the time of the transition. Existing employees who temporarily change from full-time employment to part-time regular status (for example, under an approved medical or pregnancy disability leave) must continue paying the full dental and/or vision premiums (if already enrolled), through payroll deductions until the next annual open enrollment period. Employees, regardless of temporary or permanent part time status, must participate in and pay for their short-term disability premium.

• 28 to 35 hours per week = 75% pro-ration of benefits (75% of the amount provided to full-time employees). The following benefits shall be included in the pro-ration: health credit (which includes agency contributions towards health, dental, vision and short-term disability insurance), vacation, holidays, and sick leave. Contributions to the SolTrans Defined Benefit Retirement Plan and to deferred compensation are based upon the exact number of hours worked (i.e. part-time salary). Part-time employment may affect vesting and/or credit for years of service under the defined benefit retirement plan (employees should refer to the plan document to determine the effect of part-time employment upon vesting and credit for years of service). New part-time regular employees may opt to enroll in dental and vision coverage and pay for such coverage through payroll deductions. Existing employees who transition permanently from full-time to part-time employment may opt to enroll in or make changes to any existing dental and vision enrollments at the time of the transition. Existing employees who temporarily change from full-time employment to part-time regular status (for example, under an approved medical or pregnancy disability leave) must continue paying the full dental and/or vision premiums (if already enrolled), through payroll deductions until the next annual open enrollment period. Employees, regardless of temporary or permanent part time status, must participate in and pay for their short-term disability premium.

• 36 to 40 hours per week = 100% of benefits.

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OTHER POINTS ABOUT REGULAR PART-TIME:

• Short-term disability benefits have a mandatory participation, and therefore must be purchased by the employee.

• Extra time worked by a Part-time Regular employee above their regular work schedule will not change the pro-ration formula. It will only change if a permanent change is made to a Regular Part-time employee’s normal work schedule.

• Overtime for Part-time Regular, FMLA non-exempt employees shall be defined as more than 40 hours in a work week. At such time that a Regular Part-time employee works overtime, they shall be compensated at one and one-half (1 ½) times their regular hourly rate.

• Each request for a part-time schedule from an FLSA-exempt employee will be reviewed on a case-by-case basis.

For part-time employees who do not met the definition of Regular, Part-time, at the conclusion of 90-day wait period, they will be provided with three days (24 hours) of sick leave per year on the anniversary date of the part-time employee’s hire. Accrued paid sick leave is carried over to the next year, but it will be capped at 48 hours or six days.

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SECTION BENEFITS POLICY 307 SUBJECT LEAVES OF ABSENCE DATE NOVEMBER 21, 2013; REVISED FEBRUARY 18, 2016

Employees are entitled to the leave of absence provisions outlined below, subject to the approval of the Executive

Director/designee. All leave time must be requested in writing and approved by the employee’s supervisor prior

to submitting to the Executive Director/designee for final approval.

1. General ProvisionsPersonal Leave

A. An employee may request an unpaid personal leave of absence that may include both paid and

unpaid time, if needed for compelling reasons or if they have exhausted all protected leaves such as

FMLA/CFRA. The employee will submit to the Agency a Leave of Absence Request Form at least thirty

(30) days before the desired leave date, stating the reason for the leave and the length of time being

requested. The Executive Director may approve or deny based upon the operational needs of the

Agency. The employee must first use all available accrued paid time-off as part of the total leave time

requested. Regular employees who have completed their introductory period, if applicable, and have

had such leave approved by the Executive Director are entitled to a position guarantee if the leave

does not exceed thirty (30) days. For leaves more than thirty (30) days, there is no guarantee of

position upon return. If a suitable vacant position is not available within sixty (60) days of the end of

the leave, the employee will be separated from the Agency. Upon return to work from an approved

personal leave of absence, the Agency will make a reasonable effort to reinstate the employee in the

same or a similar position. For employees who are on a personal leave due to exhaustion of

protected leaves and who continue to be certified as having a disability, after the first approved 30

days of personal leave, the employee will be invited to a reasonable accommodation interactive

process meeting to help the Agency to determine if it is able to further accommodate the employee’s

disability. For leaves that will exceed six months, Board approval is required.

B. A leave of absence may include both paid and unpaid days. An employee will continue to receive

benefits such as the health care credit as long as the employee is on a paid status.

An employee will not be eligible for the monthly health care credit in either of the following

instances:

i. whoAn employee who moves into unpaid status during any approved leave that exceeds leave

protection timeframes such as FMLA/CFRA (regardless of the length of time of the approved

unpaid leave); or

ii. An employee who is has been granted an unpaid personal leave of absence that exceeds thirty

(30) days. will not eligible for the monthly health care credit during the leave of absence.

The eEmployees who fall under either of the two categories above should contact the Executive

Director for the necessary COBRA forms to continue with the group dental and vision insurance

at the employee’s own cost.

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C. An authorized personal leave of absence that exceeds 30 days does not represent a break in

employment for a regular employee. The employee retains all accrued leave. Service credit,

vacation, sick leave and holiday benefits do not accrue during periods of unpaid leaves of absence

that exceed 30 days.

D. In no event will an authorized leave of absence exceed one year.

E. If an employee’s leave exceeds thirty (30) days, the performance evaluation and regular merit increase

will be delayed for the length of time for which the employee is on the leave of absence.

F. An employee who is granted a leave of absence, which exceeds thirty (30) days leave, will make every

effort to provide the Agency with two (2) weeks of notice prior to his/her anticipated return to work

date.

G. An employee who requires an extension to a leave of absence will make every effort to request the

extension a minimum of two (2) weeks before the original leave expires.

H. Failure to return to work on the next scheduled workday following the expiration of a leave of absence

may will be considered an automatic resignationresult in termination.

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AGENDA ITEM 7e


Approve Proposed Revision to Board of Directors Bylaws Related to the

Creation of Ad Hoc Committees

(To be provided under separate cover.)

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AGENDA ITEM: 7f BOARD MEETING DATE: FEBRUARY 18, 2016


TO: BOARD OF DIRECTORS PRESENTER: MONA BABAUTA, EXECUTIVE DIRECTOR SUBJECT: REPORT ON FISCAL YEAR (FY) 2016-17 BUDGET DEVELOPMENT

PROCESS ACTION: MOTION ISSUE: Per the SolTrans Budget Policy, adopted by the Board on March 24, 2011, the Executive Director must brief the Board on the upcoming, annual budget process by March of each year. DISCUSSION: The SolTrans budget policy dictates that the annual draft budget must be presented to the Board by April of each year, and the final budget document must be presented for adoption by May. Since a Board meeting is not scheduled in April 2016, the draft FY 2016-17 budget will be presented during the Board meeting scheduled for March 31, 2016 for feedback. The final FY 2017 budget will be presented for Board approval on May 19, 2016, and the following activities are scheduled to occur prior to this meeting. In March 2016 Staff will produce:

• The 10-year budget outlook and overall budget assumptions • The draft FY 2016-17 Performance Goals and Measures • The draft FY 2016-17 operating and capital budgets, including projected revenues

In April 2016, Staff will meet with the following groups to vet the draft FY 2016-17 budget:

• The SolTrans Technical Advisory Committee (TAC) • The SolTrans Public Advisory Committee (PAC) • The SolTrans Executive Management Committee

The final FY 2016-17 Capital and Operating Budgets, along with the Performance Goals and Measures, will reflect feedback received from the public, the Board, and our SolTrans Committees once they are presented for adoption in May. FISCAL IMPACT: None.

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PERFORMANCE GOAL: Goal 2 – Optimize fiscal health and long-term sustainability; Objective C – Strategically align financial resources with operational and capital priorities. RECOMMENDATION: Receive report on FY 2016-17 Budget Development Process.

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AGENDA ITEM: 8





SUBJECT: APPROVE GENERAL SERVICES MANAGER POSITION

ACTION: MOTION

ISSUE:

At the recommendation of the Benefits Subcommittee, the Board is being asked to authorize a

new General Services Manager position.

DISCUSSION: General Services Manager Position

Staff met with SolTrans’ Benefits Subcommittee, composed of Chairperson Patterson and

Director Spering, on January 7, 2016, to discuss the establishment of a new position in the

Agency, a General Services Manager position. The discussion focused primarily on the need for

someone in a managerial capacity to take ownership of functions that are critical to SolTrans’

operations and cannot be effectively managed by existing managerial staff. Such functions

include maintaining facilities such as the newly renovated Operations and Maintenance (O&M)

Facility and the SolTrans Curtola Park and Ride Hub; building new infrastructure such as the

compressed natural gas (CNG) fueling facility; managing the Agency’s information technology

(IT) systems; integrating new technologies into our operation such as our automatic vehicle

location system (AVL) and zero emission buses (ZEB), and; providing oversight of our fleet

maintenance program and our federally-funded assets. The job description for this proposed

position may be found on Attachment A, and Staff proposes a salary range for this position that

is consistent with the one that already exists for both the Planning and Operations, and the

Finance and Administration Managers.

The Benefits Subcommittee understood the importance of establishing a managerial position to

take ownership of the functions identified above. However, they questioned Staff on whether or

not sufficient funding was available to finance this position. Staff confirmed that sufficient

appropriations and funding already exist in the current budget. Therefore, an increase in the

operating budget is not needed, if the Board approves this new position.

Based on the discussion on January 7th, the Benefits Subcommittee is recommending that the

full Board approve the addition of this position to the SolTrans Organization.

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Revised Organizational Chart

With the addition of a new General Services Manager, the SolTrans Organizational Chart would

change as a result. Attachment B reflects the revised structure with the new position reflected. It

also reflects the following changes:

a) The movement of one program analyst, who currently reports to the Executive Director,

to support the new General Services Manager.

b) The movement of the Program Assistant, who currently reports to the Board Clerk, to

support the Planning and Operations Manager.

FISCAL IMPACT:

The salary range of the new position would be $92,177.10 - $127,580.64. Sufficient budget and

funding exists in the current, board-approved operating budget to finance a salary in this range.

Therefore, the approval of this position and hiring of a manager this fiscal year will not result in

a fiscal impact.

PERFORMANCE GOAL:

Goal 4 – Develop an efficient and effective team of employees for ensuring long-term

organizational viability; Objective A – Establish clear organizational structure/staff roles and

strengthen staff expertise and sense of ownership.

RECOMMENDATION:

At the recommendation of the Benefits Subcommittee:

1) Authorize the establishment of a General Services Manager position.

2) Approve a salary range for the position that is consistent with the salaries for the

Planning and Operations Manager and Finance and Administration Manager.

3) Approve the job description as shown on Attachment A.

4) Approve the revised organizational chart as shown on Attachment B.

Attachments:

A. General Services Manager Position

B. Revised SolTrans Organizational Chart

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~ 1 ~

SOLANO COUNTY TRANSIT February 2016

GENERAL SERVICES MANAGER DEFINITION Under general direction, supervise the daily activities related to facility repair and maintenance; provide oversight of the fleet maintenance program and federally-funded assets; oversee information technology systems, infrastructure and projects including managing related contractors/consultants, applications, and general programs in the areas of security, networks, communications, and website development/maintenance; manage special projects as assigned by the Executive Director, and; perform related duties as assigned. DSTINGUISHING CHARACTERISTICS All employees of Solano County Transit are at-will; terms and conditions of employment are set forth in individual contracts. The General Services Manager is responsible for overseeing information technology, facilities and fleet maintenance, and special projects as assigned by the Executive Director. Significant discretion and judgment are required in handling complex information that may include construction/maintenance contracting and the implementation of advanced technologies. Successful performance of the work requires independent judgment on matters concerning the attention of the Executive Director, Board Chair, or members of the Board. Supervision of other professional, technical, and/or clerical staff of the assigned work unit and responsibility areas is required. SUPERVISION RECEIVED AND EXERCISED Reports to the Executive Director. Provides lead work direction and direct supervision to professional, technical, and/or clerical staff of assigned unit. EXAMPLES OF DUTIES Duties may include, but are not limited to, the following essential tasks:

Plan, manage, administer, and supervise facilities and fleet management functions and information technology activities in support of the mission, goals, and objectives of Solano County Transit.

Supervise staff engaged in the assigned functions, projects, programs, and services.

Oversee general servicing of vehicles and equipment, transit bus signage, shelters, other transit amenities.

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ATTACHMENT A Agenda Item 8

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Provide oversight in bid document development and administration of construction/ maintenance contracts.

Prepare and implement the annual budget, work program, priorities and performance measures for the General Services division.

Plan, develop, negotiate, and manage complex contract budgets, schedules, policies, and procedures; oversee compliance within allocated budgets and cost-effective vendor service delivery.

Supervise the preparation of proposals, contracts, and contract amendments to assigned projects/programs.

Represent Solano County Transit before groups and organizations.

Direct the operations of General Services, which includes management of the maintenance and repair of SolTrans facilities, overall management of information technology, management of the contract for the repair and servicing of vehicles and equipment, and overall assigned project management.

Approve the development of long range maintenance and preventive maintenance schedules for City facilities, structures, and equipment.

Coordinate the development of contracts with outside agencies/companies to perform certain on-going and one-time maintenance projects.

Review and approve the analysis of bids and the preparation of necessary reports and preparatory procedures to the awarding of bids.

Write technical reports, correspondence, agenda material and staff recommendations for the Board of Directors.

Respond to the most complex and difficult inquiries and requests for information; resolve issues and complaints.

Oversee or participate in the troubleshooting and performance of minor maintenance on personal computer hardware, software, printer, and network related problems; resolve issues related to communications or web page maintenance.

Research and evaluate new systems, hardware, and software to meet the Agency’s information technology needs; evaluate user hardware and software needs and assist in acquisition of approved equipment and software.

Oversee the development of plans and estimates for construction/maintenance projects, and prepare studies and special reports related to facilities/capital improvement projects.

Oversee and conduct training on use of hardware, software, and/or applications.

Develop and sustain effective working relationships with representatives of outside agencies, community organizations, other groups, professional and support staff, and the public to encourage cooperative action to resolve problems.

Select, train, motivate, and evaluate assigned personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.

Plan work; schedule, assign, and review work; prepare and deliver performance appraisals.

Perform all other related duties as assigned.

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~ 3 ~

QUALIFICATION GUIDELINES: A typical way to obtain the required knowledge and abilities for this classification would be: Experience: A minimum of four years of professional and managerial experience in the oversight and administration in at least two of the following fields: transportation management, information technology, facilities management, public/business administration or contract management. Experience must include budgetary and direct supervisory responsibility. Experience in a transit agency of equal or greater size in terms of service delivery is preferred. Training: A bachelor’s degree from an acceptable, accredited college or university, with major course work in business or public administration, information technology, facilities or construction management, or closely related field. Required Knowledge/Skills/Abilities

Knowledge of:

Contract negotiation and administration principles.

Principles and practices of program and budget development, analysis, administration, and evaluation.

Methods and techniques of supervision, record keeping, report writing, proposal development, evaluation, and screening.

Principles, practices, methods, equipment, and technology used in facilities design and construction project management, inspection, facility repair and maintenance, and property management activities.

Transit organization and functions and their relationship with the organization of local government and districts.

Local Area Network (LAN) and Wide Area Network (WAN) concepts, terminology, and operating systems.

Principles and techniques of computer systems.

Principles of information systems security.

Computers, information systems, and Internet technologies.

Principles, practices, techniques, and methods of supervision, training, coaching,

and performance evaluation.

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~ 4 ~

Ability to:

Oversee and supervise the operation of several service programs including professional and technical staff.

Troubleshoot, configure, perform simple repairs, and oversee the installation of computer and server hardware/software.

Work with word processing, database, spreadsheet, and presentation software.

Identify general and specific maintenance problems and take steps for their correction.

Research, assemble, and present in writing or verbally, data and recommendations.

Develop and administer a variety of program budgets and schedules.

Analyze complex maintenance or IT issues, evaluate alternatives and reach sound conclusions.

Analyze costs and effects of current and proposed facilities construction and maintenance.

Develop effective working relationships with community organizations, professional and support staff, and public and private agencies.

Develop, implement, and evaluate personnel and projects that will carry out overall program goals and objectives.

Negotiate and oversee contracts and agreements.

Work with sensitive problems involving divergent viewpoints.

Analyze and identify operational and workflow problems, identify alternative solutions, project consequences of proposed actions, and make effective recommendations.

Develop and administer projects and budgets of varying size and complexity.

Prepare clear and concise administrative and technical reports.

Accurately interpret and apply federal, state, and local policies, laws, and regulations.

Communicate clearly and concisely, both orally and in writing

Establish and maintain effective working relationships with county and city officials, employees, public and private transportation operators, and the public.

License(s) and Certificate(s) All licenses and certificates and other employment standards, are required to be met both at the time of application and as a condition of continued employment. Possession of a valid current California driver’s license and a safe driving record is required. Individuals who do not meet this requirement due to a physical disability will be reviewed on a case-by-case basis. Along with the requirements for a driver’s license, additional licenses or professional credentials which confirm professional standing in the career field may be required.

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Physical Demands and Working Conditions The physical demands and working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is usually performed in a typical office setting with moderate noise and may require evening and weekend work. Some work is required outdoors to direct and inspect maintenance and construction work. Travel may be required to other meeting locations. The noise level in the office work environment is usually quiet. Field duties involve working outside in a variety of climates and conditions and in a noisy environment. Hand-eye coordination is necessary to operate computers and various pieces of office equipment. While performing the duties of this job, the employee is occasionally required to stand; walk; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. FLSA: Exempt

Date Originally Created: 1/4/2016 Date Last Revised: Previous Class Titles:

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SolTrans Organizational Chart Revised February 2016

(Reflects addition of a General Services Manager)

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ATTACHMENT B Agenda Item 8

Board of Directors

Executive Director

Mona Babauta

Finance and Administration Manager

Kristina Botsford

Accountant

Kelly Plett

Program Analyst

Proposed February 2016:

General Services Manager

Program Analyst

Planning and Operations Manager

Mike Abegg

Program Analyst

Program Analyst

Program Assistant

Angel Anderson

Board Clerk

Suzanne Fredriksen

Administrative Clerk

Agnes Gacayan

Program Analysts • Alan Price • Gary Albright • Jason Bustos • Mandi Renshaw

Solano County Transit (SolTrans) Organizational Chart Proposed February 2016

*Proposed Changes Highlighted in Yellow

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AGENDA ITEM 9


Review and Approve Implementation of the Fueling Strategy “Road Map”

(To be provided under separate cover.)

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AGENDA ITEM 10 BOARD MEETING DATE: FEBRUARY 18, 2016



PRESENTER: MARTY HANNEMAN, PROJECT MANAGEMENT CONSULTANT;

JASON BUSTOS, PROGRAM ANALYST I

SUBJECT: CONSTRUCTION PROJECT UPDATE: SOLTRANS CURTOLA PARK

AND RIDE HUB PROJECT


ISSUE:

This is an informational report on the SolTrans Curtola Park and Ride Hub construction project

since the January Board meeting.

DISCUSSION:

The Curtola Park and Ride Hub was substantially completed and opened to parking only on

December 21, 2015. The following works remains undone as of the writing of this report,

however: obtaining secondary electrical service from Pacific Gas and Electric (PG&E) for the

two new traffic signals at Curtola Parkway and Transit Center Driveway, and Lemon Street and

Carlson Street, and addressing a traffic signal service meter location issue with the City of

Vallejo Public Works Department. Specifically, the service for the signal on Curtola Parkway at

the bus hub is currently configured to receive power from the back of the parking lot adjacent to

the PG&E property where there is an existing transformer and a pedestal ready to accept a meter,

per PG&E requirements. During the design phase, this meter location was changed from the

approved plans (as requested by PG&E) and did not get routed back to the City for official

approval. The City has now requested that alternative meter locations be considered to move the

meter within existing City right of way, as originally approved.

The City suggested that power be taken from an existing source on Evans Street, which currently

powers the lights along Curtola Parkway, by removing the pedestal on Evans Street and

replacing it with a junction box. From the junction box the power would run under the wall and

to a pedestal on the north side of Curtola Parkway near the signal and the controller box. The

meter would then be placed in this pedestal and would power the signal, as well as the street

lights and intersection safety lights. PG&E said they do not typically allow power to go under a

structure (wall) due to maintenance concerns, but they would evaluate this situation to see if the

Evans Street location is the most practical location for service. The City stated they could

potentially make adjustments in the wall to make the power service under the wall easier to

maintain.

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PG&E stated that it would be simpler if the City were to accept an easement from SolTrans for

the meter at the back of the lot and the service line running to the signal as all of the equipment is

currently in place and ready to be energized. The City understood this is a simpler path but it is

non-standard, and they would prefer the meter to be within City right of way.

The two options which are currently being evaluated are:

Option 1: Assuming PG&E agrees that the taking power from Evans Street is a viable option

(plan review will be 7-10 days), the proposal would then need to go to PG&E engineering for

design, new estimates and contracts would need to be prepared, and a construction crew

scheduled to make the service connection. This process would take a minimum of 12-16 weeks,

based on current workload projections. There would be additional project costs for removal of

the Evans Street pedestal, placement of the junction box, trenching for new conduit under the

wall to the new pedestal, procurement and placement of the new pedestal, and any wall

modifications needed to satisfy PG&E maintenance requirements. There would also be

additional PG&E fees for the new service design/construction.

Option 2: Keep the existing equipment in place and SolTrans provides an easement to the City

for access and maintenance of the meter at the back of the lot and the line crossing the parking

lot to the City right of way. This would take approximately 2 weeks to turn power on at the

signal and the easement submitted to the City for review/approval. The only cost to the project

would be the easement preparation as no new construction is necessary.

Due to safety concerns, SolTrans buses will not be stopping at the transit center until the new

signal lights at Curtola Parkway and Transit Center Driveway are fully operational. Staff is also

actively working on coordinating a face-to-face meeting with the City and PG&E to resolve the

meter issue as expeditiously as possible.

Since the January Board meeting, the following achievements have been met:

Completed building the structure for the security/restroom/kiosk facility; and

Continued installing two new traffic signal systems.

FISCAL IMPACT:

This project remains on budget at this time.

PERFORMANCE GOAL:

Goal 1 – Maximize the safety, reliability and efficiency of transit services to allow for long-term

system sustainability and competitiveness for grant funds; Objective A – Establish technological

tools and improved facilities or fleet equipment for enhancing and monitoring system

performance; Strategy iii. - Develop and implement improvements to Curtola Park and Ride

Lot.

RECOMMENDATION:

Informational.

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AGENDA ITEM: 11





SUBJECT: FEBRUARY 2016 LEGISLATIVE AND POLICY REPORT


ISSUE:

This report is being provided to inform the Board of state and federal legislative issues that may

impact SolTrans’ operations.

DISCUSSION:

State Update

The February 2016 State Legislative Report (Attachment A) from Shaw/Yoder/Antwih (SYA)

highlights the following:

The last day for legislators to introduce bills is February 19, 2016. Following this

deadline, Staff will work with SYA staff to identify any legislation that might impact

SolTrans.

Senator Beall introduced SB 824, which revises language in the Cap & Trade legislation,

which Staff will monitor closely. Several other bills that were introduced in the second

half of the 2015-16 Regular Session are also listed with SB 824, and Staff will work with

the Board in the upcoming months to formulate positions as appropriate.

Federal Update

Attachment B provides information on the latest federal issues that are relevant to SolTrans. One

of the bigger developments since January, however, was the release of the President’s FY 2016-

17 Budget Proposal early this month. Some highlights from his proposal, as provided by a Policy

Advisor with Akin Gump, include:

The approximately $4.1 trillion federal budget proposal includes $98.1 billion in

mandatory and discretionary spending for the Department of Transportation.

Transit formula grants would be funded at $9.7 billion, an increase of $400 million over

fiscal year 2016 spending.

The budget proposes to fund transportation programs at the level authorized under the

Fixing America's Surface Transportation (FAST) Act, but it also provides for an increase

in spending under the President’s 21st Century Clean Transportation Program, which is

particularly interesting for transit agencies.

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o This Program would receive $30 billion annually over 10 years to improve the

transportation system and reduce carbon emission, and two new “sub-programs” were

included in the FY 2017 Budget Proposal: 1) approximately $10 billion annually

would be provided to States, MPOs and regional organizations to promote projects

that result in cleaner smarter, cleaner regional transportation systems, and; 2) funding

at an average of $10.5 billion annually to improve transit systems, including $3.6

billion to expand the development, access and use of public transit.

o More information on the President’s 21st Century Clean Transportation Program may

be found at https://www.whitehouse.gov/the-press-office/2016/02/04/fact-sheet-

president-obamas-21st-century-clean-transportation-system

The President proposes to fund the increase in transportation spending through business tax

reform to include repatriation of the overseas income of U.S. corporations, as well as a $10.25

fee per barrel on oil.

FISCAL IMPACT:

There is no fiscal impact associated with this report.

PERFORMANCE GOAL:

Goal 2 – Optimize the financial health of SolTrans, as required, for providing transit services

that meet the needs of the citizens of the Cities of Benicia and Vallejo; Objective D – Influence

and shape funding and/or legislative policies to strengthen fiscal health; Strategy ii - Work with

State and Federal Associations or lobbyists and/or federal/state delegations to influence

legislation/funding allocations (i.e., Prop1B allocations, STAF protection).

RECOMMENDATION:

Informational.

Attachments:

A. February 2016 State Legislative Report from Shaw/Yoder/Antwih, Inc.

B. January 2016 Federal Legislative Report from Akin Gump, dated 2-4-2016

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https://www.whitehouse.gov/the-press-office/2016/02/04/fact-sheet-president-obamas-21st-century-clean-transportation-system

https://www.whitehouse.gov/the-press-office/2016/02/04/fact-sheet-president-obamas-21st-century-clean-transportation-system

Tel:916.446.4656Fax:916.446.4318

1415LStreet,Suite1000Sacramento,CA95814

February 10, 2016

TO: Board of Directors, Solano County Transit

FM: Joshua W. Shaw, Partner

RE: STATE LEGISLATIVE UPDATE – February 2016

Legislative Update The last day for bills to be introduced is February 19. The Legislature will break for Spring Recess on March 17. In this report we provide an update on the transportation funding discussion taking place in Sacramento and highlight the most relevant bills introduced in the second half of the 2015-16 Regular Session – bills primarily affecting public transit agencies – for the Board’s future consideration; those are discussed under Bills of Interest, below.

Transportation Funding On January 6, Assembly Member Jim Frazier (D-Oakley), Chair of the Assembly Transportation Committee, introduced AB 1591, a transportation funding bill that would direct approximately $7 billion in new revenue to local streets & roads, state highways, goods movement and transit. More specifically, AB 1591 would:

• Increase the excise tax on gasoline by 22.5 cents per gallon (generating approximately $3.3billion annually) and index it to the Consumer Price Index every three year thereafter to be split50-50 between the state and local transportation authorities for highway maintenance andrehabilitation, after a 5 percent set aside for aspiring self-help counties;

• Increase the excise tax on diesel fuel by 30 cents per gallon (generating approximately $840million annually), index it to the Consumer Price Index every three year thereafter, and directthe revenue to the Trade Corridors Improvement Fund (TCIF);

• Increase the vehicle registration fee by $38 (generating $1.254 billion annually) and direct therevenue to road maintenance and rehabilitation;

• Impose an electric vehicle surcharge of $165 (generating $35 million annually) and direct therevenue to road maintenance and rehabilitation;

• Require repayment of outstanding transportation loans ($879 million one-time) directly to citiesand counties for road maintenance;

• Restore truck weight fees to the State Highway Account ($1 billion for STIP, local streets androads, and SHOPP); and,

• Allocate additional cap and trade auction revenues as follows:o 20% (approximately $400 million annually) to the TCIF; ando 10% (approximately $200 million annually) to the Transit and Intercity Rail Capital

Program.

ATTACHMENT A - Agenda Item 11

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2

We are tracking AB 1591 for the Board and will provide regular updates on the transportation funding discussion. Bills of Interest Following is a summary of several of the most important bills potentially affecting transit agencies that have been introduced in the second half of the 2015-16 Regular Session. We will work with the legislative team at Solano County Transit to develop positions on these bills for future consideration by the Board. AB 1591 (Frazier) Transportation Funding This bill would generate approximately $7 billion annually for investment in local streets & roads, state highways, goods movement and transit by raising various taxes and fees. The bill would also redirect existing funding sources to the maintenance and expansion of transportation infrastructure by requiring the repayment of existing transportation loans, restoring truck weight fees to the State Highway Account, and dedicating additional cap and trade auction revenues to goods movement and transit & intercity rail. AB 1595 (Campos) Employment: Human Trafficking Training: Mass Transportation Employees This bill would require a public transit agency to train its employees, who are likely to interact or come into contact with victims of human trafficking, in recognizing the signs of human trafficking and how to report those signs to the appropriate law enforcement agency. The bill would require that, by January 1, 2018, the training be incorporated into the initial training process for all new employees and that all existing employees receive the training. AB 1640 (Stone) Retirement: Public Employees This bill would indefinitely exempt employees of a public transit agency from the requirements of the Public Employee Pension Reform Act of 2012, if they were hired by they entered a state or local retirement system prior to December 30, 2014. SB 824 (Beall) Low Carbon Transportation Operations Program This bill would authorize a recipient public transit agency that does not submit a project for funding under the Low Carbon Transit Operations Program in a particular fiscal year to retain its funding share for expenditure in a subsequent fiscal year. The bill would allow a recipient public transit agency to loan or transfer its funding share in a particular fiscal year to another recipient public transit agency, to pool its funding share with those of other recipient transit agencies, or to apply to the department to reassign, to other eligible expenditures under the program, any savings of surplus moneys from an approved and completed expenditure under the program or from an approved expenditure that is no longer a priority, as specified. The bill would also allow a recipient public transit agency to apply to the department for a letter of no prejudice for a capital project or component of a capital project for which the department has authorized a disbursement of funds, and if granted, would allow the recipient public transit agency to expend its own moneys and to be eligible for future reimbursement from the program, under specified conditions. SB 882 (Hertzberg) Crimes: Public Transportation: Minors This bill would prohibit a minor from being charged with an infraction or misdemeanor for the evasion of fare on a public transit system; the misuse of a transfer, pass, ticket or token with the intent to evade the payment of a fare; the use a discount ticket without authorization; or, the failure to present, upon request, acceptable proof of eligibility to use a discount ticket.

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ATTACHMENT B – Agenda Item 11

M E M O R A N D U M

February 4, 2016

To: Solano County Transit

From: Akin Gump Strauss Hauer & Feld LLP

Re: January Report

Last year concluded with Congress passing and the President signing into law the Fixing

America’s Transportation (FAST) Act, which authorizes funding for highway and transit

programs from fiscal year 2016 through 2020, and the fiscal year 2016 transportation

appropriations law. Both the FAST Act and the appropriations legislation provide opportunities

for SolTrans, including new discretionary bus and bus facilities grant programs, including for no

and low emission buses, and another round of TIGER grant funding. In the year ahead, we will

assist SolTrans with determining the projects for which it will pursue funding and then

communicating the merits of those projects to members of Congress and DOT officials. We will

monitor DOT’s release of notices of funding availability and issuance of notices of proposed

rulemaking implementing the FAST Act.

The President released his FY 2016-17 Budget Proposal on February 9. Congress will hold

hearings on the budget and develop its own budget, as well as appropriations bills. We will

monitor the process and keep you apprised. In light of the election, Congress will likely attempt

to finish work by late September or the first week of October so that Members can return to their

districts to campaign. It is too early to tell whether Congress will be able to pass appropriations

bills or will be forced to pass a Continuing Resolution; although, Continuing Resolutions are not

uncommon in election years when the parties find it difficult to reach agreement on issues.

In November 2015, SolTrans submitted a grant application to the Federal Transit Administration

for zero emission buses. We secured a support letter from Congressman Mike Thompson for the

application.

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Documents

BOARD MEETING AGENDA 5:30 p.m., Regular Meeting · PDF fileThe complete SolTrans Board Meeting Packet is available on SolTrans ... Gov’t Code § 54954.3(a). ... Review and Approve