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12 Month Rolling Fuel Cost - As of September - Monterey-Salinas

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					                                      REVISED
                          Board of Directors Regular Meeting

                              Monday, November 5, 2012

                               MST Conference Room
                           One Ryan Ranch Road, Monterey

                                       10:00 a.m.

FREE TRANSPORTATION: Ride from Monterey Transit Plaza (Munras Gate) at
9:30 a.m. or Sand City Station at 9:45 a.m. Request a Free Taxi voucher from MST
Customer Service for your return trip. (Taxi Voucher good for a $17 one-way trip).

1.    CALL TO ORDER

      1-1    Roll call.

      1-2    Pledge of Allegiance.

2.    CONSENT AGENDA

      2-1    Review highlights of Agenda. (Carl Sedoryk)

      These items will be approved by a single motion. Anyone may request
      that an item be discussed and considered separately.

      2-2.   Adopt Resolution 2013-10 recognizing Jaime Diaz, Utility Service Person,
             as Employee of the Month for November, 2012. (Mike Hernandez) (pg. 1)

      2-3.   Disposal of property left aboard buses. (Sonia Bannister) (pg. 3)

      2-4.   Minutes of the regular meeting of October 8, 2012. (Deanna Smith) (pg. 5)

      2-5.   Financial Report – September, 2012. (Kathy Williams) (pg. 13)

      2-6.   Adopt Resolution 2013-11 recognizing Jesus Camacho, Coach Operator,
             for twelve years of service. (Robert Weber) (pg. 21)

      2-7.   Authorize change in Workers Compensation Third Party Administrator.
             (Kelly Halcon) (pg. 23)
     2-8.   Authorize the appointment of Nancy Budd to the CTSA Mobility Advisory
            Committee (MAC). (Tom Hicks) (pg. 25)

     2-9.   Receive and approve the Revised Business Travel Expense Policy.
            (Carl Sedoryk) (pg. 29)

     2-10. Receive and Approve the Records and Information Management Policy
           and Records Retention Schedule. (Deanna Smith) (pg. 31)

     2-11. Receive and Approve the Access to Public Records Policy.
           (Deanna Smith) (pg. 73)

     2-12. Receive and Approve the Employee Recognition Policy. (Carl Sedoryk)
           (pg. 79)

     2-13. Appoint members to the Strategic Planning Workshop Ad Hoc Committee.
           (Carl Sedoryk) (pg. 83)

     End of Consent Agenda

3.   SPECIAL PRESENTATIONS

     3-1. November Employee of the Month – Jaime Diaz, Utility Service Person.
          (Mike Hernandez)

     3-2. Retirement - Jesus Camacho, Coach Operator. (Robert Weber)

     3-3. 25 years of Service-Benjamin Newman, Risk and Security Manager.
          (Kelly Halcon)

     3-4. 25 years of Service - Billy McGowan, Coach Operator. (Mike Hernandez)

     3-5. Transit 101: Benefits and Retirement Plans. (Kelly Halcon)

     3-6. Receive Presentation on Wireless Power Transfer Technology.
          (Hunter Harvath)

4.   PUBLIC COMMENTS ON MATTERS NOT ON THE AGENDA

     Members of the public may address the Board on any matter related to the
     jurisdiction of MST but not on the agenda. There is a time limit of not more
     than three minutes for each speaker. The Board will not take action or
     respond immediately to any public comments presented, but may choose
     to follow-up at a later time, either individually, through staff, or on a
     subsequent agenda.
5.    COMMITTEE REPORTS

      No action required unless specifically noted.

      5-1.   Whispering Oaks Subcommittee Minutes from October 8, 2012.
             (Deanna Smith) (pg. 85)

6.    BIDS/PROPOSALS

7.    PUBLIC HEARINGS

8.    UNFINISHED BUSINESS

9.    NEW BUSINESS

10.   REPORTS & INFORMATION ITEMS

      The Board will receive and file these reports, which do not require any
      action by the Board.

      10-1. General Manager/CEO Report – September, 2012. (pg. 87)

      10-2. TAMC Highlights – August and October, 2012. (pg. 121)

      10-3. Washington D. C. Lobbyist report – October, 2012. (pg. 127)

      10-4. State Legislative Advocacy Update – October, 2012. (pg. 129)

      10-5. Staff trip reports. (pg. 131)

      10-6. Correspondence. (pg. 133)

11.   COMMENTS BY BOARD MEMBERS

      11-1. Reports on meetings attended by Board Members at MST expense
            (AB1234).

      11-2. Board Member Comments.

      11-3. Board Member Announcements.

      11-4. Board Member Referrals for future agendas.

12.   ATTACHMENTS

      12-1 Disbursement Journal for September, 2012. (pg. 137)
13.    CLOSED SESSION

As permitted by Government Code §64956 et seq. of the State of California, the Board
of Directors may adjourn to Closed Session to consider specific matters dealing with
personnel and/or pending possible litigation and/or conferring with the Board's Meyers-
Milias-Brown Act representative.

       13-1 Conference with Legal Counsel – Litigation, Existing Litigation, Gov. Code
            § 54956.9 (c). Monterey-Salinas Transit v. County of Monterey.
            (No enclosure) (Carl Sedoryk)

       13-2 General Manager Performance Evaluation, Gov. Code § 54957 (b).
            (No enclosure) (Kelly Halcon)

14.    RETURN TO OPEN SESSION

       14-1. Report on Closed Session and possible action.

15.    ADJOURN




       NEXT MEETING DATE: December 17, 2012 in MST Conference Room.

                    NEXT AGENDA DEADLINE: December 4, 2012


Materials related to an item on this agenda submitted to the Board after distribution of
the agenda packet are available for public inspection at the Monterey-Salinas Transit
Administration office at 1 Ryan Ranch Road, Monterey, CA during normal business
hours.

Upon request, MST will provide written agenda materials in appropriate alternative
formats, or disability-related modification or accommodation, including auxiliary aids or
services, to enable individuals with disabilities to participate in public meetings. Please
send a written request, including your name, mailing address, phone number and brief
description of the requested materials and preferred alternative format or auxiliary aid or
service at least 5 days before the meeting. Requests should be sent to Deanna Smith,
MST, One Ryan Ranch Road, Monterey, CA 93940 or dsmith@mst.org.
                                                              Agenda #   2-2
                                                              November 5, 2012 Meeting



                              JAIME DIAZ
                            NOVEMBER 2012
                        EMPLOYEE OF THE MONTH
      WHEREAS, each month Monterey-Salinas Transit recognizes an outstanding employee
as Employee of the Month; and

      WHEREAS, the Employee of the Month is recognized for their positive contribution to
MST and to the entire community; and

        WHEREAS, Jaime Diaz started his career with Monterey-Salinas Transit District as a
seasonal worker in June of 2008 and was promoted to Utility Service Person in September 2008
due to his dedication and excellent performance; and

        WHEREAS, Jaime Diaz is known for consistently doing a great job and played a key
role in detailing vehicles during the trolley restoration project and assisting with the GFI farebox
project; and

        WHEREAS, Jaime Diaz has been recognized for job safety in each of his years at MST
and is known for helping above and beyond his normal work assignments; and

        WHEREAS, Jaime Diaz was the lead person responsible for detailing Jazz buses in
preparation for Jazz service, expertly detailing the exterior and the interior of the Jazz fleet
resulting in customer and employee compliments about the quality of Jaime Diaz’s work; and

        THEREFORE BE IT RESOLVED that the Board of Directors of Monterey-Salinas
Transit recognizes Jaime Diaz as Employee of the Month for November 2012; and

       BE IT FURTHER RESOLVED that Jaime Diaz is to be congratulated for his
excellent work at Monterey-Salinas Transit.

     THE BOARD OF DIRECTORS OF MONTEREY-SALINAS TRANSIT
PASSED AND ADOPTED RESOLUTION 2013-10 this 5th day of November, 2012.



_______________________                                              _______________________
     Maria Orozco                                                          Carl G. Sedoryk
       Chairman                                                               Secretary


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    2
                                                     Agenda #  2-3
                                                     November 5, 2012 Meeting


To:          Board of Directors

From:        Sonia Bannister, Customer Service Supervisor

Subject:     Disposal of unclaimed property left on bus

St. Vincent De Paul (P.G.)

4 pairs of sunglasses        8 cell phones           1 bible
5 pairs of eyeglasses        2 sweatshirts           1 remote control
1 shirt                      1 baby blanket          1 black bag
2 hats                       1 planner               1 back pack
8 bikes                      1 jacket                2 folding chairs
                             20 cassettes

To be disposed

1 baby jacket                1 binder                1 envelope docs
1 water bottle               1 wallet
1 lunch bag                  2 shorts
1 sweat shirt                2 I.D’s


MST makes an attempt to contact the owners of Lost and Found items. If the items are
unclaimed after 30 days, they are added to the above list.




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    4
                                                          Agenda #   2-4
                                                          November 5, 2012 Meeting

                                    BOARD OF DIRECTORS
                              MINUTES OF THE REGULAR MEETING
                                 MONTEREY-SALINAS TRANSIT
                                       October 8, 2012

                                      1. CALL TO ORDER

       In the absence of Chair Orozco, Vice-Chair Downey called the meeting to order
at 10:05 a.m. in the MST Conference Room.

        Vice-Chair Downey welcomed representatives from the Defense Language
Institute and Assemblymember Monning’s office who were in attendance to make a
presentation to the Board during public comment. She requested that Public Comments
be moved to the top of the agenda to accommodate them.

         1-1     Roll call.

         1-2     Pledge of Allegiance.

       Vice-Chair Downey asked Carrie Theis, alternate for the City of Carmel-by-the-
Sea, to lead the pledge of allegiance and Roll Call followed.

         Vice-Chair Downey conducted a Swearing in Ceremony for Director Theis.

Present: Kristin Clark                   City of Del Rey Oaks
         Alan Cohen                      City of Pacific Grove
         Libby Downey                    City of Monterey
         Alvin Edwards                   City of Seaside
         Frank O’Connell                 City of Marina
         David Pendergrass               City of Sand City
         Patricia Stephens               City of Soledad
         Carrie Theis                    City of Carmel-by-the-Sea

Absent: Fernando Armenta                 County of Monterey
        Susan Kleber                     City of King
        Maria Orozco                     City of Gonzales
        Sergio Sanchez                   City of Salinas
        Yvette Gonzalez                  City of Greenfield

Staff:         Carl Sedoryk              General Manager/CEO
               Zoe Shoats                Marketing Analyst
               Kathy Matthews            General Accounting & Budget Manager
               Michael Hernandez         Asst. General Manager/COO

                                                5
            Kelly Halcon             Director of Human Resources & Risk Management
            Hunter Harvath           Asst. General Manager/Finance & Administration
            Deanna Smith             Executive Assistant to the GM/CEO
            Robert Weber             Director of Transportation Services
            Sandra Amorim            Purchasing Manager
            Sonia Bannister          Customer Service Supervisor
            Tom Hicks                CTSA Manager
            Dave Laredo              General Counsel/De Lay & Laredo

Others: Lance Atencio                MV Transportation
        Eric Petersen                Green Party
        Jim Fink                     MST Rider
        Renee Leonard                MST Passenger
        Denika Boardman              CCCIL
        Deborah Powell
        Noelle White                 Assemblymember Monning’s office

                   Apology is made for any misspelling of a name.

      At the approval of the Board, Vice-Chair Downey moved to Agenda # 4,
Public Comments on Matters Not on the Agenda.

                                 2. CONSENT AGENDA

      2-1      Review highlights of Agenda.

      2-2      Adopt Resolution 2013-08 recognizing Tim Burton, Coach Operator, as
               Employee of the Month for October, 2012.

      2-3      Disposal of property left aboard buses.

      2-4      Minutes of the regular meeting of September 10, 2012.

      2-5      Financial Report – August, 2012.

      2-6      Adopt Resolution of Appreciation 2013-09 for Denika Dallimore
               Boardman.

      2-7      Authorize purchase of 7 medium size buses for the MST RIDES program.

Public Comment – None.

     Director Clark made a motion to approve Consent Agenda and was
seconded by Director Stephens. The motion carried unanimously.

      Vice-Chair Downey moved back to Agenda # 5, Committee reports, and
continued with the scheduled agenda.


                                              6
Close Public Comment.

                            3. SPECIAL PRESENTATIONS

       3-1    October Employee of the Month – Tim Burton, Coach Operator.

       Mr. Burton was not present.

       3-2    Transit 101: Procurement

      Sandra Amorim, Purchasing Manager, delivered a presentation on MST’s
purchasing and contract policy and procedures.

       3-3    Resolution of Appreciation – Denika Dallimore Boardman.

        Mr. Harvath presented a plaque and thanked Ms. Boardman for her extensive
support and work on behalf of the Central Coast Center for Independent Living and for
being an advocate for expanding mobility and transportation options for persons with
disabilities in Monterey County.

       3-4    JAZZ Bus Rapid Transit Construction Update.

      Mr. Hernandez delivered a presentation on the progress of MST’s JAZZ Bus
Rapid Transit project.

       Mr. Sedoryk stated that delays in the construction phases of the BRT project
have resulted in some of the scheduling issues discussed during Public Comment. Mr.
Harvath stated that he has met with the City of Monterey to receive a financial offset for
some of the street light issues that were in the City of Monterey’s purview. Temporary
fixes are being implemented to improve bus service while construction is completed.

      Director Edwards asked if MST was still within budget for the project. Mr.
Harvath stated that MST must remain within budget. Delays and problems with
concrete and infrastructure installation are being born by the vendors and the City of
Monterey.

      Director Clark asked if there will be real-time information at the BRT kiosks. Mr.
Harvath stated that real-time information will be available.

       Director Downey asked how long the bus wraps would last. Mr. Harvath stated
the wraps have an approximate 5 year lifespan and that replacement is included within
the marketing plan and is a part of the overall BRT funding.

Public Comment

        Mr. Fink is concerned that there are fewer stops along the Fremont Blvd.
corridor. He suggests running two lines; one for BRT with fewer stops and one regular
line with more stops.


                                            7
      Ms. Leonard is concerned that the JAZZ line is negatively affecting service in
Seaside and does not like that stops have been eliminated.

Close Public Comment

       Vice-Chair Downey moved back to Agenda # 2, Consent Agenda.

             4. PUBLIC COMMENTS ON MATTERS NOT ON THE AGENDA

        Jim Fink stated that last Friday the Line 55 bus passed him by at Tyler Street in
front of Bank of America. He took Line 22 instead and the coach operator asked the
Line 55 bus to wait for him. This caused a disruption with the riders and coach
operator, causing the bus to leave late for San Jose.

       Renee Leonard stated that she does not like the service of the small buses at all.
MST maintains high standards, but MV Transportation is terrible. She has witnessed an
elderly couple being turned away for service and her granddaughter called for an on-call
bus and was told they had no more available appointments. She is also unhappy with
the new JAZZ line service and is not happy that service to CHOMP has been reduced to
every two hours.

       Eric Petersen does not think MST should hold Board meetings on holidays.

       Vice-Chair Downey asked staff to follow up with Mr. Fink and Ms. Leonard and to
inform Board members on the outcome.

      Noelle White, representing Assemblymember Bill Monning, presented MST’s
General Manager/CEO, Carl Sedoryk, with a certificate recognizing MST for providing
40 years of public transportation service to Monterey County.

        Staff Sergeant Campos, representing the Marine Corps Detachment at the
Defense Language Institute (DLI), presented certificates of appreciation to MST Coach
Operators Grace Casey, Jose De Garcia, and Anthony Watts. He also presented a
certificate to Mike Gallant, Business Development Planner, for all of his support in
developing partnerships between MST and the DLI.

Close Public Comment

      At the approval of the Board, Vice-Chair Downey moved to Agenda Item #3,
Special Presentations.

                              5. COMMITTEE REPORTS

       No action required unless specifically noted.

       7-1    CTSA Advisory Committee Minutes from May 23, 2012.

       7-2    ADAPTR Committee Minutes from June 13, 2012.


                                            8
       7-3    Facilities Committee Minutes from July 9, 2012.

       7-4    Marketing Committee Minutes from August 13, 2012.

Public Comment – None.
                                 6. BIDS/PROPOSALS

                                 7. PUBLIC HEARINGS

                              8. UNFINISHED BUSINESS

      8-1    Authorize payment for 21 electronic information signs for the JAZZ Bus
Rapid Transit project.

      Mr. Eccles requested that the Board authorize payment to Trapeze Software
Group for 21 electronic signs for MST’s Bus Rapid Transit project. Through
negotiations, staff was able to receive a revised quote of $265, 991, a reduction of
$117,353 from their original quote. He stated that while the project was fully funded in
the Board approved capital budget, staff did overlook sending a memo to the Board for
approval for this item earlier in the process.

       Director O’Connell asked how staff was able to obtain such a significant
reduction in cost. Mr. Eccles stated that staff conveyed their disappointment in aspects
of Trapeze’s service.

       Mr. Fink asked if this will provide real-time information. Mr. Eccles stated the
sings were designed to provide real-time information.

      Director Edwards made a motion to authorize payment for 20 electronic
information signs for the JAZZ BRT project to Trapeze Software Group, not to
exceed $265,991, and was seconded by Director Clark. The motion carried
unanimously.

Public Comment – None.

                                   9. NEW BUSINESS

       9-1    Authorize purchase of 9 solar powered on-street signs for South County.

        Mr. Eccles requested that the Board approve the purchase of 9 solar-powered
Transit Master OnStreet signs from Trapeze Group to display real-time bus arrival
information. 80% of the funding is available from a 5311(F) FTA grant. The remaining
20% is funded from California Proposition 1B Transportation Bonds approved in the MST
FY 2013 Capital Budget.

        Director Clark made a motion to approve the purchase of 9 solar-powered
real-time signs from Trapeze Group, not to exceed $140,000, and was seconded by
Director Edwards. The motion carried unanimously.


                                             9
Public Comment – None.

                         10. REPORTS & INFORMATION ITEMS

         The Board will receive and file these reports, which do not require any
         action by the Board.

         10-1 General Manager/CEO Report – August, 2012.

         10-2 Washington D. C. Lobbyist report – September, 2012.

         10-3 State Legislative Advocacy Update.

         10-4 Staff Trip Reports

         10-5 Correspondence.

       Director Edwards asked if diesel fuel is spiking. Mr. Hernandez stated that there
has been only a .05 cent increase in diesel since last week. The numbers for unleaded
gasoline are not available yet.

         Director Theis stated that she is very impressed with the data provided to the
Board.

Public Comment – None.

                        11. COMMENTS BY BOARD MEMBERS

         11-1 Reports on meetings attended by Board Members at MST
              expense (AB1234).

         11-2 Board Member Comments.

         11-3 Board Member Announcements.

         11-4 Board Member Referrals for future agendas.

                                    12. ATTACHMENTS

         14-1 Disbursement Journal for August, 2012.

         The Board adjourned to Closed Session at 11:23 a.m.

                                   13. CLOSED SESSION

         13-1 Conference with Legal Counsel – Litigation, Existing Litigation, Gov. Code
              § 54956.9(c). Monterey-Salinas Transit v. County of Monterey.




                                             10
      13-2 Conference with property negotiators. (Parcel # APN 259-011-067, 259-
           011-060, 003-171-024, 003-171-027, 002-248-009-010, 011-486-004,
           032-171-005, L.2.1, 1.2.4.3, L.2.4.2, L.2.2.1, L.2.2.2, L.2.3, L.2.4.1)

      13-3 General Manager Performance Evaluation, Gov. Code § 54957 (b)

                         14. RETURN TO OPEN SESSION

      14-1 Report on Closed Session and possible action.

      No reportable action was taken.

Public Comment – None.

                                  15. ADJOURN

      There being no further business, Vice-Chair Downey adjourned the meeting at
12:05 p.m.




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   12
                                                Agenda #      2-5
                                                November 5, 2012 Meeting

To:            Board of Directors

From:          Kathy Matthews, General Accounting & Budget Manager

Subject:       Financial Reports – September 2012

RECOMMENDATION:

      1. Accept report of September 2012 cash flow presented in Attachment #1

      2. Approve September 2012 disbursements listed in Attachment #2

      3. Accept report of September 2012 treasury transactions listed in Attachment #3

      4. Accept September 2012 financial statements listed in Attachment #4

FISCAL IMPACT:

The cash flow for August is summarized below and is detailed in Attachment #1.

               Beginning balance September 1, 2012      $     5,980,038.28

               Revenues                                        813,781.60

               Disbursements
                                                            <2,978,853.07>

               Ending balance September 30, 2012         $ 3,814,966.81


POLICY IMPLICATIONS:

      Disbursements are approved by your Board each month and are shown in
Attachment #2. Detail of the disbursements is attached at Agenda # 12-1. Treasury
transactions are reported to your Board each month, and are shown in Attachment #3.




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    14
                                                                                    Attachment #1

                                            (REVENUES & DISBURSEMENTS)

CASH FLOW

Beginning balance September 1, 2012                                            $   5,980,038.28

Revenues

           Passenger Revenue                                      646,558.62
           DOD Revenue                                             54,295.00
           LTF / STA / 5307                                             0.00
           Grants                                                  59,180.98
           Rabo LOC advance                                             0.00
           Non Transit Revenue                                     53,747.00
                                    Total Revenues                                   813,781.60

Disbursements

           Operations (See Attachment #2)                       2,857,556.15
           Capital                                                121,296.92
                                    Total Disbursements                            (2,978,853.07)

Ending balance September 30, 2012                                              $   3,814,966.81




COMPOSITION OF ENDING BALANCE

Checking - First National Bank                                                 $       4,519.33
Checking - Rabo Bank                                                                (122,066.55)
Checking(s) - Wells Fargo Bank                                                         9,613.54
Local Agency Investment Fund (LAIF)                                                   42,437.27
Money Market - Homeland Security                                                     958,285.48
Money Market - Rabo MM                                                               380,844.32
Money Market - Rabo Prop. 1 B                                                      2,389,060.03
Bank of America - Escrow                                                              61,015.39
Petty cash fund, STC Coin Machine, and 2 change funds                                 10,250.00
Rabobank-RTA                                                                          81,008.00

            Total                                                              $   3,814,966.81




                                                          15
                                                                                           10/26/2012
                                                                    Attachment # 2
                                                                           Page 1




PAYROLL ACCOUNT


      September 7 Payroll & Related Expenses          508,819.88
      September 21 Payroll & Related Expenses         448,843.23
      Payroll taxes
      Pers                                            225,106.28
      Garnishments                                      6,616.51
                                                     1,189,385.90    1,189,385.90

GENERAL ACCOUNT

      Disbursements on Attached Summary              1,745,857.40
      Paydown loan                                            -
      Workers Comp. Disbursements                       30,612.12
      Interest expense                                     897.22
      Bank Service Charge/Armored Car                   12,100.43
                                                     1,789,467.17   $1,789,467.17

Total Disbursements                                                  2,978,853.07

Less Capital Disbursements & Transfers                                (121,296.92)

Operating Disbursements                                             $2,857,556.15




                                                16                          10/26/2012
                                                                                  Attachment #2
                                                                                         Page 2
DISBURSEMENTS SUMMARY:
GENERAL ACCOUNT DISBURSEMENTS FOR September 1, 2012 - September 30, 2012



VENDOR / DESCRIPTION                                   CHECKS                          AMOUNT

Accounts Payable 09/14/12                              29707 - 29810                 926,191.07
Accounts Payable 09/19/12                              29811 - 29813                   3,011.69
Accounts Payable 09/20/12                                 29814                       26,033.04
Accounts Payable 09/28/12                              29815 - 29942                 790,621.60



TOTAL                                                                               1,745,857.40

CHECKS $100,000 AND OVER
                                        BOARD             CHECK        CHECK
VENDOR / DESCRIPTION                   APPROVED          NUMBER         DATE           AMOUNT


Coast Oil                          Recurring Expense      29724        09/14/12      116,980.57
MV Transportation                  Recurring Expense      29774        09/14/12      466,185.01
Coast Oil                          Recurring Expense      29836        09/28/12      119,782.05
Pers- Health                       Recurring Expense      29900        09/28/12      202,288.49




                                              17                                         10/26/2012
                                                                                    Attachment #3


                                    TREASURY TRANSACTIONS
                                      FOR SEPTEMBER 2012

LAIF ACCOUNT

   Date       Account                      Bank          Deposit      Withdrawal         Balance

Balance Forward at 09/01/12                                                             42,399.61

Transfer to checking for payroll                                                             0.00

Local Agency Investment Fund:
Interest earned - .377%                                      37.66                         37.66

LAIF Treasury Balance at 09/30/12                                                       42,437.27



RABOBANK MM ACCOUNT

   Date       Account                      Bank          Deposit      Withdrawal         Balance

Balance Forward at 09/01/12                                                          2,227,730.87

                                                                                     2,227,730.87
   09/04/12                                Deposit       127,443.52                  2,355,174.39
   09/07/12                                Deposit        27,277.00                  2,382,451.39
   09/07/12                                 To P/R                     615,000.00    1,767,451.39
   09/14/12                                Deposit        90,834.36                  1,858,285.75
   09/17/12                                 To A/P                     928,000.00      930,285.75
   09/20/12                                 To P/R                     550,000.00      380,285.75
   09/30/12                                  Fees                           30.00      380,255.75
   09/30/12                           Interest @ 0.56%      588.57                     380,844.32

RABO MM Balance at 09/30/12                                                            380,844.32




                                               18
                                                           Agenda #   2-6
                                                           November 5, 2012 Meeting


                               JESUS CAMACHO
                             12 YEARS OF SERVICE
       WHEREAS, Jesus Camacho began his career with Monterey-Salinas Transit in January
2000 as a Coach Operator, and

       WHEREAS, Jesus Camacho has been recognized with multiple attendance and safe
driving awards throughout his career; and

        WHEREAS, Jesus Camacho always comes to work with a tidy uniform ready to greet
his passengers with a smile. He is a wonderful ambassador in the Salinas Community providing
excellent customer service in both Spanish and English; and

        WHEREAS, Jesus Camacho has a great attitude in the workplace. He has helped from
time to time in Operations by working longer if there was a missed run or taking on extra work
when he could. He is well liked by his fellow co-workers as well as MST staff; and,

        WHEREAS, after 12 years of service with MST, Jesus Camacho retired on October 27,
2012.

        THEREFORE BE IT RESOLVED that the Board of Directors of Monterey-Salinas
Transit recognizes and congratulates Jesus Camacho for his outstanding service to MST; and

        BE IT FURTHER RESOLVED the Board of Directors expresses its sincere gratitude
to Jesus Camacho and wishes him continued success, and a satisfying retirement.

     THE BOARD OF DIRECTORS OF MONTEREY-SALINAS TRANSIT
PASSED AND ADOPTED RESOLUTION 2013-11 this 5th day of November 2012.




_______________________                                           _______________________
    Maria Orozco                                                         Carl G. Sedoryk
      Chairman                                                            Secretary




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   22
                                                Agenda #   2-7
                                                November 5, 2012 Meeting

To:           Board of Directors

From:         K. Halcon, Director of Human Resources/Risk Management

Subject:      Authorize Change in Workers Compensation Third Party Administrator


RECOMMENDATION:

        1. Terminate the current contract with LWP Claims Solutions, Inc. to provide
           Third Party Claims Administration services for Worker’s Compensation.

        2. Authorize staff to extend a one (1) year contract to Pacific Claims
           Management to provide Third Party Claims Administration service for
           Worker’s Compensation.

FISCAL IMPACT:

       $5,000 per month for a total cost of $40,000 for eight months. Funding is
available within the reserves set aside for Worker’s Compensation services.

POLICY IMPLICATIONS:

        Your board approves all contracts great than $25,000.

DISCUSSION:

       In 2008, MST chose to award separate contracts for each Worker’s
Compensation service as a means to reduce some of the costs. LWP was selected to
provide Third Party Administration service for Claims Administration based on recorded
and verified performance and cost. Worker’s Compensation Third Party Administrators
are the liaison between the injured party, physicians and the employer. Based on the
information they receive for vendors on a claim, they provide recommendations on how
to proceed with a claim.

       As an additional cost savings measure, the board awarded a contract to Occlink
to provide MST staff with additional training and expertise in Worker’s Compensation
Program Administration and set up of a Medical Provider Network. With their guidance
and establishment of the Medical Provider Network, MST has been able to realize a
cost savings of $1.3 million in operating dollars.

        Since 2011, MST has seen a change in the reserve practices of LWP Claims
Solutions, that has increased MST’s reserves from approximately $680,000.00 to $1.4
million. The increase in reserves is due to the outstanding claims that have become

                                           23
stalled and have not been followed closely by the Third Party Adjuster. In Worker’s
Compensation, the longer a claim remains open with no forward progression the more
expensive the claim becomes. MST and LWP have spoken numerous times over the
last 18 months regarding the ongoing claims administration process and moving claims
in a positive direction. At this point in time, it is in the best interest of MST to move
forward without LWP Claims Solutions as MST’s Third Party Administrator.

       As a self insured employer, MST is required to have a Third Party Administrator
to adjust our Worker’s Compensation claims. Pacific Claims Management, a subsidiary
of Occlink, has come forward to help for a year period until the RFP for Worker’s
Compensation Services comes due in August of 2013. Below is a chart showing that
Pacific Claims Management’s monthly quote is within a reasonable range for their
services.

             Third Party Administrator                           Monthly Cost
LWP Claims Solutions, Inc (Current provider)             $4,000.00
Pacific Claims Management                                $5,000.00
Santa Cruz Metro’s TPA                                   $8,500.00
San Joaquin Regional Transit’s TPA                       $5,417.00

       Staff is asking the Board to grant authorization to terminate the existing contract
with LWP Claims Solutions, Inc and entering into a eight (8) months contract not to
exceed one (1) year to be implemented by January 1, 2013. With your Board’s approval
staff will provide LWP a thirty days notice of intent to terminate our agreement per the
terms of our existing contract for services.




PREPARED BY: ________________            REVIEWED BY: ____________________
               Kelly Halcon                              Carl G. Sedoryk




                                           24
                                                Agenda #  2-8
                                                November 5, 2012 Meeting

To:            Board of Directors

From:          Tom Hicks, Consolidated Transportation Services Agency Manager

Subject:       Mobility Advisory Committee (aka CTSA Advisory Committee)


RECOMMENDATION:

        Appoint Nancy Budd to the CTSA Advisory Committee.

FISCAL IMPACT:

        None

POLICY IMPLICATIONS:

        Your board appoints members to the MST Mobility Advisory Committee.

DISCUSSION:

       The Mobility Advisory Committee (MAC) is a standing committee of the MST
Board of Directors. It makes recommendations to MST staff and the Board regarding
the transit needs of, and possible solutions for, persons with disabilities, seniors, low
income, youth and isolated populations. The Committee acts as a liaison between MST
and these communities and assures their members have input into the MST service
planning process.

        There are currently vacancies on the MAC and its members recommend you
appoint Nancy Budd to fill one of those vacancies. Ms. Budd is the Executive Director
of the Independent Transportation Network of Monterey County, a nonprofit
organization providing transportation for seniors using volunteer drivers. She will
replace a senior advocate member who resigned recently for health reasons.
Therefore, pursuant to the MAC by-laws (3.4: Vacancies/Removal), the MAC submits
for your approval the nomination of Nancy Budd.




                                           25
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   26
                                                  Agenda #     2-9
                                                  November 5, 2012 Meeting

To:             Board of Directors

From:           Deanna Smith, Executive Assistant/Clerk to the Board

Subject:        Business Travel Expense Policy.

RECOMMENDATIONS:

        Receive and approve the revised Business Travel Expense Policy.

FISCAL IMPACT:

        None.

POLICY IMPLICATIONS:

        Your Board approves all MST policies.

DISCUSSION:

       On October 13, 2003, the Monterey-Salinas Transit Joint Powers Agency Board
of Directors approved the Business Travel Expense Policy. Upon the formation of the
Monterey-Salinas Transit District in July of 2010, your Board adopted Resolution 2011-
03 approving all existing policies, guidelines, contracts, agreements, and memoranda of
understanding.

       MST staff is conducting a review of all existing policies to update information
such as staff titles, changes in regulatory language and/or guidelines, and other
recommended changes in policy. The attached revised Business Travel Expense
Policy highlights the recommended non-substantive changes for approval by your
Board.


ATTACHMENT 1: Business Travel Expense Policy




Prepared by: _________________________ Reviewed by: ______________________




                                            27
Blank Page




   28
                                                                        ATTACHMENT 1

                                               BUSINESS TRAVEL EXPENSES POLICY
                                                                    Approved: 10/13/2003


OBJECTIVE: To establish guidelines for reasonable business travel expenses incurred
while on assignments away from the normal work location.


MST will reimburse employees and Board Members for reasonable business travel
expenses incurred while on assignments away from the normal work location. The
immediate supervisor must approve all business travel in advance.

Employees whose travel plans have been approved should make all travel arrangements
through the Office AdministratorExecutive Assistant to the General Manager/CEO.

MST Board Members and other personnel designated by the General Manager/CEO will
be issued a per diem allowance for business travel away from home as specified in
Publication 1542 of the Department of the Treasury, Internal Revenue Service. This will
be the maximum per diem rate that can be used without treating part of the per diem
allowance as wages for tax purposes.

MST will arrange and pay for Airfares, car rentals and hotels. Airfare and car rentals will
be arranged by the Office AdministratorExecutive Assistant to the General
Manager/CEO and charged directly to MST for reimbursement whenever possible.
Employees must waive all insurance clauses on car rental contracts. Additional
expenses may be incurred at times for transportation charges to and from hotels and
airports when no low cost public transportation is available. Mileage is reimbursed for
use of personal vehicles when an MST vehicle is unavailable. The reimbursement will be
at current IRS standards.

Some airfares, train fares, etc. require an extended stay in order to receive the lowest
fare. It is the intent of this policy to take full advantage of such fare and to reimburse
the employee for the extended stay expenses when doing so results in the lowest cost
for the overall travel.

Employees who are involved in an accident while traveling on business must promptly
report the incident to their immediate supervisor. Vehicles owned, leased, or rented by
MST may not be used for personal use without prior approval.




                                            29
Cash advances to cover reasonable additional expenses may be made to employees,
after travel has been approved. Employees should submit a written request to their
supervisor when travel advances are needed.

With prior approval, a family member or friend may accompany employees on business
travel, when the presence of a companion will not interfere with successful completion
of business objectives. Generally, employees are also permitted to combine personal
travel with business travel, as long as time away from work is approved. Additional
expenses arising from such non-business travel are the responsibility of the employee.

When travel is completed, employees must submit completed travel expense reports
within 30 days. Receipts for all individual expenses should accompany reports over the
per diem rate allowed. Employees should contact their supervisor for guidance and
assistance on procedures related to travel arrangements, travel advances, expense
reports, reimbursement for specific expenses, or any other business travel issues.

Abuse of this business travel expenses policy, including falsifying expense reports to
reflect costs not incurred by the employee, are grounds for disciplinary action, up to and
including termination of employment.




                                           30
                                                 Agenda #     2-10
                                                 November 5, 2012 Meeting

To:             Board of Directors

From:           Deanna Smith, Executive Assistant/Clerk to the Board

Subject:        Records and Information Management Policy and Records Retention
                Schedule.

RECOMMENDATIONS:

      Receive and Approve the MST Records and Information Management Policy and
Records Retention Schedule.

FISCAL IMPACT:

        None.

POLICY IMPLICATIONS:

        Your Board approves all MST policies.

DISCUSSION:

       Records and Information Management (RIM) has become a major focus of both
public and private agencies in recent years. RIM is the field responsible for efficiently
and systematically controlling records including the creation, maintenance, use and
disposal of all forms of information including paper, electronic, audio, and graphics.
With the emergence of new technologies and the explosion of email and other
electronic forms of communication, managing records is more challenging than ever.

        As a public agency, MST must comply with the California Public Records Act, the
California Government Code, and other applicable laws to provide transparency and
accountability in maintaining and making available to the public all disclosable records
created and maintained by MST. The purpose of the proposed policy and retention
schedule is to provide guidelines for properly establishing an agency-wide records
management program that protects, retains, and disposes of records in accordance with
MST’s operational needs, governmental regulations, fiscal and legal requirements, and
historical purposes.

       In developing a RIM Policy and Records Retention Schedule for MST, national
standards were researched including ARMA International and the GARP Information
Governance Maturity Model, the American National Standards Institute (ANSI), and the
International Organization for Standardization (ISO). The proposed RIM Policy and

                                            31
Records Retention Schedule provides MST with a comprehensive program that
provides greater assurance of legal compliance to minimize liability and discovery
impacts, improve customer service, provide faster retrieval of documents, improve staff
productivity, reduce storage costs, and ensure the safety of vital records.

       If your Board approves the RIM Policy and Records Retention Schedule, staff will
begin the process of implementing the program, training staff in the proper creation,
maintenance, and disposal of records. The training and implementation process will be
incremental and systematic in nature to minimize the disruption of daily staff activities
and to ensure a comfortable and controlled transition. The attached RIM Policy and
Records Retention Schedule has been reviewed by MST’s legal counsel, De Lay and
Laredo, to ensure compliance with all applicable laws.


ATTACHMENT 1: Records and Information Management Policy

ATTACHMENT 2: Records Retention Schedule




Prepared by: _________________________ Reviewed by: ______________________




                                           32
                                                                              ATTACHMENT 1

                             RECORDS AND INFORMATION MANAGEMENT POLICY
                                                            Adopted: TBD


Policy Statement:     To provide guidelines for an agency-wide records management program
                      that maintains, protects, retains, and disposes of records in accordance
                      with operational needs, governmental regulations, fiscal/legal
                      requirements, historical, and reference purposes in compliance with the
                      California Public Records Act, the California Government Code, and other
                      applicable laws.


                                        OBJECTIVES

   1. Records and Information Management (RIM) is the systematic control of all records,
      regardless of media, from their creation or receipt through their processing, distribution,
      organization, storage, and retrieval to their disposition. Information flows through the
      agency in the form of paper and electronic records such as word processing documents,
      spreadsheets, email, graphical images, and voice or data transmissions. Information can
      be stored on a variety of storage media, such as microfilm, microfiche, diskette, optical
      disc, CD-ROM, videotape, and paper.

   2. This policy details the requirements and responsibilities to initiate a well-defined RIM
      program.

            a. Ensure only essential records of continuing value are preserved. Records
               should be retained in the active office areas as long as they serve the immediate
               administrative, legal, or fiscal purpose for which they were created.
            b. Establish safeguards against the illegal removal, loss, or destruction of records.
               Records either should be disposed of in accordance with an approved records
               retention schedule or transferred to the archival storage area until the prescribed
               retention period has expired.
            c. The records retention schedule is the key tool for departments to use to manage
               their records effectively. Information is a valuable asset. However, Monterey-
               Salinas Transit District (MST) must have the ability to retrieve records
               efficiently.

                                          BENEFITS

   1. The benefits of an effective RIM program include:
          a. Greater assurance of legal compliance to minimize liability and discovery
             impacts.
          b. Improved customer service with higher quality of service and faster retrieval of
             documents.

                                                 33
           c. Improved staff productivity with effective records management systems
           d. Reduced storage costs through elimination of unnecessary and duplicate
              documents
           e. Ensured safety of vital organizational records
           f. Efficient, cost-effective records retention and disposal system

   2. The components of an effective RIM program include:
           a.   records retention program
           b.   vital records program
           c.   active records management program
           d.   inactive records management program
           e.   electronic records management program
           f.   records management handbook/record handler training
           g.   micrographics/video program
           h.   copy and reprography program

   3. Significant recurring activities initiated by the records manager include:
           a. annual inventory of the records center
           b. annual review of the records retention schedule
           c. annual files purge program

                                     RESPONSIBILITIES

   1. The Records Manager (Deputy Secretary of the Board) or designee is the proponent for
      the RIM program.
   2. All questions concerning compliance with this policy should be directed to the Records
      Manager unless otherwise indicated.

Responsibilities in the Records Management Program
        The Records Manager has overall responsibility for management of information at MST
that includes the records management program.

        The Records Manager is responsible for administering the program, establishing
standards, establishing and implementing records retention programs, managing inactive records,
identifying and protecting vital records, using technologies in records management programs,
securing records, establishing destruction protocols and providing training and assistance in all
records management matters to requesting departments.

         As the records management system for MST includes an array of elements, it is
incumbent upon each department to ensure proper safekeeping and destruction pursuant to the
criteria set forth herein.

        All departments are responsible for adhering to the precepts stated in the policy statement
regarding the proper safeguarding of Monterey-Salinas Transit‟s records in whatever format the
record is maintained; e.g. paper, electronic, photographic, or optical.

                                                  34
                      RECORDS RETENTION AND DESTRUCTION

         Pursuant to California Government Code § 12236, the Secretary of State has established
guidelines for local government records retention. MST‟s Records Retention Schedule is based
upon these guidelines to ensure records are maintained legally and efficiently, minimizing the
risk of liability and inefficiency.

        In all instances that documentation of destruction is required, an Authorization to Destroy
Obsolete Records must be completed and signed by the Records Manager and department
director. This form serves as a permanent record, and would be utilized in any legal proceedings
as evidence of proper destruction.

        It is the goal of MST to move toward an electronic imaging program. Until an electronic
system is in place, a concerted effort will be made to adhere to the retention schedule and to
destroy all appropriate records that are being stored in various locations, and prepare archival
material for electronic filing. Preparation of archival material will include indexing according to
MST‟s Filing System. Once an electronic imaging or other acceptable system has been installed
and training has been provided, all departments will manage the backlogged materials and
proceed with proper archiving or destruction pursuant to the requirements in the retention
schedule under the direction of the Director of Information Technology, or their designate. This
process will eliminate a large number of storage boxes and release space for other uses, as well
as bring the records management program into full compliance.

        In most cases, records not addressed in the records retention schedule should be
considered routine in nature and identified as general information under a specific record series.
Retention for those files would be two years unless specific laws, decisions, or opinions apply to
that record series. Transitory correspondence files, consisting of correspondence, routine
transactions, memoranda, or emails holding no administrative, fiscal, historical, or legal value
should not be filed in working files. Examples of transitory documents may be, but are not
limited to, transmittal letters, forms, emails (see section on email below), requests for routine
information or publications, announcements, and other documents not requiring action by the
receiving office.

        Documents that are not transitory in nature, not addressed in this schedule, and for which
there are legal requirements or the record is essential either for legal, historical, fiscal, or
administrative value, shall have a record series title assigned to them and added to the retention
schedule. The retention schedule is not a permanently fixed document, but flexible in nature to
accommodate legal, administrative, or fiscal policy changes. Contact the Records Manager for
review of any requested changes.

Email Retention Policy
        It is MST‟s policy that MST emails and email systems are intended to be a medium of
communication. MST email systems are not intended to be and may not be used for the
electronic storage or maintenance of records. The email system, to function as intended,
anticipates or requires that employees regularly delete communications from the system.

                                                  35
        Email messages and attachments comparable to hard copy documents that would be
retained under this policy should be managed as follows: The document must be categorized in
the appropriate record series and converted to the appropriate electronic format or printed in hard
copy and retained for the required time period as outlined in MST‟s Records Retention Schedule.
No matter what form in which the record is retained, proper procedures as outlined in the
Records Retention Schedule must be followed prior to the destruction of any record.

        Routine email messages comparable to telephonic communications are non-records. They
are not intended to be retained in the ordinary course of business, and the informational content
of such communications is neither necessary nor intended to be preserved for future use or
reference. Each user will have the responsibility to remove such non-records from folders within
MST‟s email system on a rolling 120-day schedule unless and until an email management
software program is implemented, in which case emails will be routinely deleted according to
established guidelines prior to implementation. This includes items in “received” and “sent”
folders as well as any folders set up by individual users. Upon removal from the MST‟s email
system, the non-records will be disposed of in the ordinary course of business. An email is
considered destroyed as soon as it has been deleted from a user‟s mailbox, even though it is
temporarily stored in the trash folder before being purged from the email system. This action is
analogous to throwing a paper document into an office trashcan. Digital email back-up tapes are
destroyed on a regular basis.

       Each email user will be trained in the application and implementation of this policy.
This policy does not prohibit employees from maintaining temporary working files or folders to
allow for quick reference to recent emails.

Retention of Other Electronic Data
        With the increased use of electronic data, attention to the retention requirements for
electronic records becomes extremely important. Other than Internal Revenue Service Revenue
Procedure 91-59, which recognizes electronic data interchange records and specifies that these
records may be retained in electronic form unless a visible record is requested by a tax auditor,
no other law at this time requires an organization to maintain both the electronic and hard copy
form of the same information. MST may, therefore, maintain records in any form unless the law
either specifies the form or restricts the forms that can be used.

Databases
        Databases consist of electronic files and fields of data that provide useful information to
the organization. Typically, databases are modified over time through the addition, deletion, or
modification of records. Reports are periodically prepared to reflect information from the
databases that may be useful for specific purposes. Due to the large volume of information
maintained in databases, reports rarely reflect all the information found in the database. Backups
of databases, which are stored on MST servers, are performed daily and would be used to restore
the databases in case of accidental erasure or disaster.

       Databases maintained by MST could include, but are not limited to, financial
information, mailing lists, ridership information, customer service reports, employee

                                                  36
information, work order tracking, marketing information, historical data, records management
information, etc. Since reports typically do not reflect the entire content of the database, the
electronic form of the database contains different information than the visible reports. Electronic
databases are often more useful than the paper reports, so visible reports are not equivalent to
electronic databases.

        For records retention purposes, a database is an official record of the organization. The
retention period is established as “until superseded (SUP)” to reflect that only the current version
needs to be maintained. Daily digital backup tapes are overwritten after four days; weekly
backup tapes are overwritten every three weeks; and monthly backup tapes are overwritten on a
rolling twelve-month cycle. Periodic reports, which are produced in hard copy format from a
database and used for administrative, fiscal, legal or historical purposes, may be official records.
These reports must be maintained for the requisite retention period according to the particular
records series they are assigned. For example, MST‟s annual Budget Report is a “snapshot” of
our financial position at the end of the fiscal year, and is used to inform the Board (legal), staff
(administrative) and citizens (legal & historical). That snapshot must be retained for its
designated retention period to reflect operational needs.

Word Processing Files
       Word processing computer information is treated differently than databases. The
computer information from a word processing file is printed letter-for-letter onto a final paper
document, which in many instances is then signed. In essence, the paper document “mirrors” the
information in the word processing systems and may contain authorizing signatures, so only the
most useful version becomes the official record and is retained in the normal course of business.

        Many organizational documents are prepared using word processing. A draft of the
document is generally typed into the word processing system from handwritten notes or other
materials, or transcribed from automated dictation devices. The word processing document is
then printed and revised until the final printed version is accepted by the author.

        For records retention purposes, the original notes and recorded media from dictation are
non-records or work-in-progress. These versions should be destroyed upon acceptance of the
final draft. Similarly, successive drafts of a document and the successive revisions of the
electronic word processing file are non-records or work-in-progress. Only the final, approved,
paper record should be considered an official organization document.

       If the final product of the word processing process is a communication in an electronic
mail system, the communication will only become an official record of the organization if the
formalization process discussed above is followed.

        For operational reasons, MST may want to maintain some of the electronic-word
processing files for extended periods of time to facilitate the revision of drafts. These decisions
should be made based upon the importance of the final document produced and the likelihood of
revision or use of the material for other purposes. The word processing operator would then
destroy the computer version when it is no longer needed.



                                                  37
        Note: Lawyers sometimes argue for the preservation of multiple drafts of contracts,
contending problems with a final contract can often be resolved by determining the party‟s intent
through the use of previous drafts. MST‟s policy prohibits the consideration of previous drafts or
other information that has not been incorporated into this final written document. Therefore,
drafts and earlier versions of the computer files related to each draft should not be kept; only the
most current version should be retained.

Disaster Prevention and Damaged Records Recovery Policy
        It is the policy of MST to ensure that its records are identified and protected as much as
humanly possible from natural and man-made disasters. This policy applies to all employees who
create, receive, and maintain MST records.

Vital Records Program Policy
       As part of the records management program, those records essential to the survival of
MST have been identified for protection from destruction in the event of a disaster. Such records
are known as vital records.

        Each department will determine which records in its area contain information vital for
continued operations should a disaster occur and the method by which such vital records would
be protected. Vital records and record copies (original documents required to have a wet
signature) will be kept in a secure, offsite location within fire-resistant and environmentally
controlled records protection equipment designed for the type of media being stored. Record
copies that are frequently accessed may be stored on-site within appropriate disaster resistant
storage equipment.

Personal Records Policy
      Records created for MST or received by employees of MST during the course of their
employment are owned by MST. As a result of this policy, no personal records belong to
employees.

Litigation Policy
        Once notice is received of a pending litigation or government investigation, destruction
of any records involved in the litigation or investigation is put on hold pending its outcome.
Serious consequences (as defined in the MST Policies and Procedures Manual) are involved for
MST and for anyone who destroys records during the Litigation Hold.

                                     IMPLEMENTATION

        The purpose of this policy is to provide guidelines for properly establishing an agency-
wide records management program that maintains, protects, retains, and disposes of records in
accordance with operational needs, governmental regulations, fiscal/legal requirements,
historical, and reference purposes in compliance with the California Public Records Act, the
California Government Code, and other applicable laws.

       The Board of Directors of MST establishes the policy to be followed with respect to
records retention and records management. MST staff establishes specific internal processes,

                                                  38
procedures, and training for implementing the policy of the Board and maintaining all records.
The processes and procedures for creating, retaining, and disposing of paper and electronic
records are specified in the MST Records and Information Management Processes and
Procedures Manual.

                                         DEFINITIONS

       Active Records: Records that are accessed within four years of creation. Also, as a
       retention period for a Perpetual Record that remains “active” until some event occurs to
       change its status, at which time it has fulfilled its function. (See Perpetual Record).
       Administrative Records: Records commonly found in all offices and used in the
       conduct of daily business. These are typically retained for short time periods, i.e., fewer
       than five years. Examples include subject, chronological, work plans, and policy files.
       Archival Records: Records with enduring value because they reflect significant
       historical events, document the history and development of MST, or provide valuable
       research data.
       Damaged Records: Records that have been damaged by water, fire, and other forms of
       contamination during natural and man-made disasters. Dependent on the severity of the
       damage, records may be recovered or may need to be declared unrecoverable and
       destroyed.
       Discovery: The pretrial disclosure of pertinent facts or documents by one or both parties
       to a civil action or proceeding. Anything requested during discovery must be disclosed if
       it exists – even non-records and records that should have been destroyed earlier.
       Discovery effectively freezes selected records until released by the opposing attorney or
       the court.
       Email: The transmission of messages over communications networks. The messages
       can be notes entered from the keyboard or may include attachments of electronic files
       stored on a disk.
       Inactive Records: Records that are accessed more than four years beyond creation, but
       that have not completed their full retention period. These records may be stored in a
       separate location from active files. Also, a Perpetual Record that has fulfilled its function.
       (See Perpetual Record)
       Local Government: Government Code § 6252 provides: „„„Local Agency‟ includes a
       county; city, whether general law or chartered; city and county; school district; municipal
       corporation; district; political subdivision; or any board, commission or agency thereof;
       other local public agency; or nonprofit entities that are legislative bodies of a local
       agency pursuant to subdivisions (c) and (d) of Government Code, Section 54952.” See
       also "Public agency" as defined in § 53050.
       Non-Records: Material not usually included within the definition of records or kept in
       the ordinary course of business, such as transitory documents, voicemail, email,
       unofficial copies of documents kept only for convenience or reference, working papers,
       appointment logs, stocks of publications and blank forms, and library or museum material

                                                  39
intended solely for reference or exhibition. Also, documents such as rough notes,
calculations or drafts assembled or created and used in the preparation or analysis of
other documents. NOTE: A draft that contains substantive comments from a project
applicant, an applicant‟s attorney, consultant or agent, should be treated as a record of
comments received from that source, and the draft or portions showing the substantive
comments should ordinarily be retained accordingly. (See Discovery)
Permanent Records: Records required to be kept in perpetuity, usually identified by
statute or other written guidance. Examples include original minutes, ordinances,
resolutions, land grant deeds, etc.
Perpetual Records: Records retained as active files for an indefinite period of time and
then stored or destroyed after some event takes place. Examples include office personnel
files which are active until a person terminates employment; policy files kept until the
policy is changed; contract files that are active until the contract terminates, then
destroyed a fixed number of years later; current database information until it is
superseded; etc.
Program Record: Records that relate to the primary function of MST in response to its
daily mission. Examples include customer service records, ridership data, bus routes, etc.
Public Record: For purposes of the California Public Records Act, any writing
containing information relating to the conduct of the public‟s business prepared, owned,
used, or retained by MST regardless of physical form or characteristics.
Record: A thing that constitutes an objective, lasting indication of a writing, event, or
other information that is in the custody of a public officer and has been kept because it is
necessary or convenient to the discharge of the public officer‟s duties and was made or
retained for the purpose of preserving its informational content for future reference.
Substantive written communications from individuals or entities who are not MST
employees, officials, or contractors are ordinarily not considered records.
Records Retention Schedule: A list of all records produced or maintained by MST and
the actions taken with regards to those records. A retention schedule is MST‟s legal
authority to receive, create, retain, and dispose of official public records. In the event of
litigation, courts accept a retention schedule as establishing MST‟s “normal course of
doing business.”
Retention Period: The length of time a record must be retained to fulfill its
administrative, fiscal historical and/or legal function. Then a record should be disposed
of as soon as possible in accordance with an approved Records Retention Schedule.
Software: Any system, program, application, instruction, or protocol designed to store,
control or process data.
Vital Record: Records that are: (1) essential to the daily operations and survival of the
organization and to resume those operations after a disaster; (2) necessary to recreate the
organization‟s legal and financial position; and (3) necessary to preserve its claims and
rights and those of its stakeholders. A Vital Records program protects records from the
effects of the disaster and assists in recovery from the event.


                                           40
                                                   Agenda #   2-11
                                                   November 5, 2012 Meeting

To:             Board of Directors

From:           Deanna Smith, Executive Assistant/Clerk to the Board

Subject:        Access to Public Records Policy.

RECOMMENDATIONS:

        Receive and approve the Access to Public Records Policy.

FISCAL IMPACT:

        None.

POLICY IMPLICATIONS:

        Your Board approves all MST policies.

DISCUSSION:

      At the November 5, 2012, meeting your Board will be reviewing for approval the
Records and Information Management Policy and Records Retention Schedule. As a
support to this proposed policy, and due to an increase in public requests for
information and records, MST has created the Access to Public Records Policy to
comply with the California Public Records Act (PRA) (Government Code §6250-6270).

      As a public agency, MST must comply with the California PRA to provide
transparency and accountability in making available to the public all disclosable records
maintained by MST. This policy will assist MST staff in efficiently responding to these
requests, and will provide the public with clear guidelines for requesting and receiving
desired records.


ATTACHMENT 1: Access to Public Records Policy




Prepared by: _________________________ Reviewed by: ______________________




                                            73
Blank Page




   74
                                                                               ATTACHMENT 1

                                                      ACCESS TO PUBLIC RECORDS POLICY
                                                                                    Adopted: TBD


OBJECTIVE: To comply with the Public Records Act and establish guidelines that promote
transparency and an efficient response to requests for public information.



Government Code §6250 of the California Public Records Act states:

       "In enacting this chapter, the Legislature, mindful of the right of individuals to
       privacy, finds and declares that access to information concerning the conduct of
       the people's business is a fundamental and necessary right of every person in
       this state."

Monterey-Salinas Transit (MST) makes public records available upon request. Public records
maintained by MST are available for inspection by members of the public pursuant to the
following guidelines and procedures:

HOW TO OBTAIN ACCESS TO A PUBLIC RECORD:
MST asks that a Public Records Request Form be requested from the Executive Assistant/Clerk
to the Board and be filled out by the Requestor. Requests should be sufficiently specific and
focused to enable proper identification, location, and retrieval of the records. §6253.1(a)
MST makes every effort to:

   1. Assist the requester in identifying public records specifically responsive to the intent or
      purpose of the request;
   2. Help identify the electronic or physical location in which the public records exist; and
   3. Allow MST staff to provide suggestions for overcoming any practical barriers to
      disclosure of the public records sought;
   4. Determine whether requested documents are public or restricted information.

MST does not supplement responses to previous requests when new records are created or
received. MST does not provide documents on a rolling basis; if new or supplemental
information is desired, a new request must be submitted.

All Requests for Public Records should be submitted to the Executive Assistant/Clerk to the
Board, who will coordinate the response with the appropriate MST department(s).
Individuals inspecting MST’s public records shall not destroy, mutilate, deface, alter, or remove
any such records from MST facilities. MST reserves the right to have a staff member present

                                               75
during the inspection of public records, or to take other precautions in order to prevent the loss
or destruction of records.
HOW SOON WILL RECORDS BE AVAILABLE?
MST will notify the requestor within ten (10) calendar days whether MST possesses the
disclosable public records requested. IF MST has custody of such records, MST will notify the
requestor in writing when the documents will be available for inspection. §6253(c)

MST may extend the ten-day (10-day) response time for a period of up to fourteen (14)
additional calendar days in the event that the request requires MST to: §6253(c)

   1.   Search for, collect, and examine a large volume of separate and distinct records;
   2.   Consult with another agency having an interest in the request;
   3.   Obtain records from offsite archives; or
   4.   In the case of electronic records, compile data, write programming language or a
        computer program, or construct a computer report to extract data.

WHEN MAY PUBLIC RECORDS BE INSPECTED?
Public records maintained by MST shall be available for inspection and copying during the
regular business hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, excepting state and
federal holidays and administrative furlough days. §6253(a)

HOW MAY RECORDS BE INSPECTED?
Disclosable public records in MST’s custody will be available for inspection during normal
business hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, excepting state and federal
holidays and administrative furlough days.

If the request seeks inspection of numerous records, MST and the requestor will agree on a
mutually agreeable time for the inspection. Records may not be removed from MST offices. A
MST employee may be present during the inspection.

IS THERE A FEE FOR REQUESTED RECORDS?
There is no fee to inspect records. If copies of documents are requested, the following charges
will be collected before being taken from the premises:

   1. $.25 per page for 8 ½ x 11 black and white copies
   2. $.35 per page for 8 ½ x 11 color copies
   3. $.35 per page for 8 ½ x 14 and 11 x 17 black and white copies
   4. $.50 per page for 8 ½ x 14 and 11 x 17 color copies
   5. Large volume (over 200 pages) or bound documents may be sent out for reproduction.
      The requestor will be charged for the total cost of reproduction; or
   6. If reproduction can be done in house, MST will charge either $5.00 per CD/DVD; $15 per
      flash drive; plus $.15 per scanned page (media storage type will be determined by size
      of job, at lowest cost to requestor)


                                               76
ARE THERE RECORDS THAT MAY NOT BE DISCLOSED?
Certain categories of confidential records are not subject to disclosure under the Public Records
Act §6253-6255. These records include, but are not limited to:
    1. Preliminary drafts of certain documents that are not retained by MST in the ordinary
        course of business;
    2. Records related to pending litigation
    3. Attorney-client communications
    4. Personnel records, medical information, or other similar records the disclosure of which
        would constitute an unwarranted invasion of personal privacy
    5. Corporate financial and proprietary information, including trade secrets
    6. Confidential personal information on an application, i.e. home address and telephone
        number, financial information
    7. Information relative to a juvenile on a police report
    8. Architectural site plans that contain a copy-righted architectural seal
    9. Names and addresses on customer service and code complaints
    10. Initiative, referendum or recall petitions unless by court order
    11. Materials relating to ongoing complaints and investigations
    12. Records protected by state or federal law

The MST Board of Directors has approved a Records and Information Management Policy and a
Records Retention Schedule. Pursuant to the policy and retention schedule, records are only
retained as long as required. If requested records have been destroyed according to the
approved schedule, a copy of the Certificate of Destruction will be provided.




                                               77
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   78
                                                 Agenda #      2-12
                                                 November 5, 2012 Meeting

To:             Board of Directors

From:           Carl Sedoryk, General Manager/CEO

Subject:        Employee Recognition Policy

RECOMMENDATIONS:

        Receive and approve the Employee Recognition Policy.

FISCAL IMPACT:

        None.

POLICY IMPLICATIONS:

        Your Board approves all MST policies.

DISCUSSION:

       MST has a long history of recognizing employee achievement that supports
organizational goals and objectives in a variety of fashions including, but not limited to,
the provision of commemorative items (plaques, pins, certificates, etc.) cash incentives,
paid time off incentives and inclusion of employee names and photos in paid print
advertisements.

       While a long accepted practice and part of doing business at MST, your Board
has not adopted an official policy authorizing MST funds to be expended on employee
recognition programs. Staff believes that it would be appropriate for your Board to
adopt a policy that authorizes staff to budget for, and expend appropriate amounts of
funds for, activities that recognize employees for exceeding expectations and
achievement of organizational goals and objectives. Attached you find a draft policy for
the review and approval of your Board.


ATTACHMENT 1: Employee Recognition Policy




Prepared by: ___________________________


                                            79
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   80
                                                                              ATTACHMENT 1

                                                         EMPLOYEE RECOGNITION POLICY
                                                                                   Adopted: TBD


OBJECTIVE: To authorize the General Manager/CEO to implement employee incentive and
recognition programs reflecting MST’s commitment to reward employees for exceptional
performance in the achievement of district mission and goals.


Monterey-Salinas Transit has as a core value of maintaining high value relationships with its
employees and recognizing and rewarding individual and group achievements. Individual
recognition may occur in a number of manners including selection of the Employee of the
Month, Employee of the Year, General Manager Excellence Award, Coach Operator
Performance Excellence Awards, Safety Awards, and Attendance Awards.

It is the policy of the district to authorize the General Manager/CEO, and his/her designate(s),
to recognize and reward individual and group achievements that support the achievement of
the mission and goals of the district. A reasonable amount of funding allocated for recognition
activities will be included in the Annual Operating Budget approved by the board each year.
Recognition may take many forms including, but not limited to, memo, resolution, and paid
advertising and/or press release to media outlets. Individual and group rewards may also be
provided and may take the form of monetary rewards, additional time off, gift certificates,
food, or other commemorative items that are valued by the district employees.

Performance recognition and incentive activities will not include changes to base salaries or
wages of employees.

The General Manager/CEO will conduct regular attitude and opinion surveys to determine
employee satisfaction levels and report the results of these surveys to the Board.




                                               81
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   82
                                                  Agenda #       2-13
                                                  November 5, 2012 Meeting

To:             Board of Directors

From:           C. Sedoryk, General Manager/CEO

Subject:        Strategic Planning Workshop Ad-Hoc Committee


RECOMMENDATION:

     Authorize Chair to appoint board members to Strategic Planning Workshop Ad-
Hoc Committee.

FISCAL IMPACT:

        None.

POLICY IMPLICATIONS:

        Your Board approves appointments of its members to Ad-Hoc Committees.

DISCUSSION:

        Every three years, the MST Board adopts strategic goals and priorities to guide
staff in their activities and the decision making process in the achievement of our
agency mission of leading, advocating and delivering quality public transportation. In
January 2013, staff intends to conduct a facilitated workshop to review and update our
strategic goals for the period beginning July 1, 2013 through June 30, 2016.

         Staff anticipates conducting this workshop on Monday January 14, 2013, in lieu
of our regularly scheduled Board meeting. Per earlier direction from your Board, staff
will include a substantial amount of time to discuss the need for additional local revenue
sources to support the public transit program within our county and whether a future
sales tax initiative is desired to be placed on the ballot.

        Staff has identified Steven Alexander as a consultant to assist with the facilitation
of this strategic planning process. Mr. Alexander has conducted a wide variety of
strategic planning services for local public jurisdictions and entities. The consultant has
requested to meet with a subcommittee of the MST Board to discuss workshop
expectations and to develop survey materials for the Board.




                                             83
Staff recommends your Board authorize the chair to appoint an Ad Hoc Strategic
Planning Committee composed of MST Board members, and two representatives of
South County cities, to work with our consultant on the planning of the workshop.

Your board chair, Maria Orozco, from the City of Gonzales has indicated that she would
like to appoint herself, along with Director Clark from Del Rey Oaks and Director Cohen
from Pacific Grove to sit on this committee.




                                          84
                                                         Agenda #   5-1
                                                         November 5, 2012 Meeting


                 Whispering Oaks Ad Hoc Subcommittee
                                       October 8, 2012
                                           Minutes


Present:       Directors: Downey, O’Connell, Stephens

Absent:        Director Sanchez

Staff:         Carl Sedoryk, GM/CEO; Hunter Harvath, Asst. General Manager of
               Finance & Administration; Dave Laredo, General Counsel

1.       Call to Order

         Director Downey called the meeting to order at 9:00 a.m.

2.       Closed Session

As permitted by Government Code §54957 et seq. of the State of California, The Board
of Directors may adjourn to Closed Session to consider specific matters dealing with
personnel and/or pending possible litigation and/or conferring with the Board's Meyers-
Milias-Brown Act representative.

         3-1   Conference with Legal Counsel – Litigation, Existing Litigation, Gov. Code
               § 54956.9(c). Monterey-Salinas Transit v. County of Monterey.
               (No enclosure) (Carl Sedoryk)

3.       Return to Open Session

         No reportable action taken.

4.       Adjourn

         There being no further business, Director Downey adjourned the meeting at 9:50
a.m.




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      86
                                                Agenda #      10-1
                                                November 5, 2012 Meeting

To:           Board of Directors

From:         C. Sedoryk, General Manager/CEO

Subject:      Monthly Report – September, 2012


      Attached are the most recent monthly statistics and the reports from the
Administration and Operations/Maintenance Departments.

       Reduced service levels required to balance the current fiscal year budget were
implemented in September. Less service, combined with higher fares, have resulted in
an 11% reduction of overall passenger boardings during the month. Overall productivity
as measured by passengers per hour of service has increased by 8% for the month as
well. This means that while we are carrying fewer passengers, the services that we are
providing are being more fully utilized (i.e. fuller buses) with the number of trips, with
more than 10 standees doubling from 59 in September 2011 to 120 trips with more than
10 standees in September 2012.

        September 10 – 13, I travelled to Washington DC to meet with legislative staff
and Congressman Sam Farr to advocate for restoration of the federal transit benefit
levels for Department of Defense employees, and to advocate for increased funding for
public transit services for dialysis patients and for other treatments covered under
Medicare or the Affordable Healthcare Act of 2012. I also met with the Executive
Director of the Federal Transit Administration to discuss the status of current MST
programs and projects.

       MST staff hosted the California Association for Coordinated Transportation
conference which brought over 300 transit professionals to our area to participate in the
conference. Additionally, I made a presentation on the importance of hospitality and
public transit partnerships to the attendees of the Environmentally Sustainable Tourism
Conference at the Monterey Conference Center.

        Attachment #1 – Operations Department Report September, 2012

        Attachment #2 – Facilities & Maintenance Department Report September, 2012

        Attachment #3 – Administration Department Report September, 2012



PREPARED BY: ____________________________

                                           87
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   88
                                                           ATTACHMENT 1

                                                     October 25, 2012


To:        M. Hernandez, Assistant General Manager / C.O.O.

From:      R. Weber, Director of Transportation Services

Cc:        MST Board of Directors

Subject: Transportation Department Monthly Report  September 2012


FIXED ROUTE BUS OPERATIONS:

System Wide Service: (Fixed Route & DART Services):

Preliminary boarding statistics indicate that ridership decreased by 11.9% in September 2012,
(368,721), as compared to September 2011, (418,519). Fiscal year-to-date, this represents an
9.60% decrease in passenger boardings for the same period last year.

Productivity increased 8.2% from 18.4 passengers per hour (September 2011), to 19.9 PPH in
September of this year.

Trolley Services:

MST Monterey Trolley: No data is available at this time.

MST Pacific Grove Trolley: No data is available at this time.

MST CSUMB “OTTER” Trolley: No data is available at this time.

Supplemental / Special Services:

MST provide transportation services in support of multiple special events in September,
however, at this time there is no passenger boarding information available. Events included;
Monterey County Fair, Jazz Festival, Continental Tire Sports Car races at Laguna Seca, and the
Salinas International Airshow.

System Wide Statistics:

         Ridership: 368,721
         Vehicle Revenue Hours: 18,448
         Vehicle Revenue Miles: 303,122
         System Productivity: 19.9 Passengers Per Vehicle Revenue Hour
         Scheduled One-Way Trips: 30,903

Time Point Adherence: Of 103,589 total time-point crossings sampled for the month of
September, the TransitMaster system recorded 23,236 delayed arrivals to MST’s published

                                                89
time-points system-wide. This denotes that 77.57% of all scheduled arrivals at published time-
points were on time. (See MST Fixed-Route Bus ~~ On Time Compliance Chart FY 2013.)

Service arriving later than 5 minutes beyond the published time point is considered late. The on-
time compliance chart, (attached), reflects system wide “on-time performance” as a percentage
to the total number of reported time-point crossings.

Note: On time performance for the month of September down by 5.32% from the 2011 month to
date average. Heavy traffic due to construction for the Jazz BRT project along the Fremont St
and Lighthouse corridors may have had a significant role in this decline, however, the recent
service change in the Salinas area may have also been a contributing factor.

Trips With 10 or More Standees: There were one hundred and twenty one (121) reported trips
with 10 or more standees for the month of September. (See Operations Summary report for
further information)

Cancelled Trips: As listed below, there were a total of sixty four (64) cancelled trips for the
month of September for both directly operated and contracted services.

    Reason                           MST         MV Transportation        % Of All Missed
    Collision                          2                                      3.13%
    Extended Boarding                  1                                      1.56%
    Mechanical                         1                                      1.56%
    Other                              4                                      6.25%
    Staffing Shortage                  6                                      9.38%
    Traffic                           50                                     78.13%
    Totals                            64                                       100%

Note: The overwhelming majority of the cancelled trips due to traffic occurred on the Jazz A & B
lines. (Construction along the Fremont / Lighthouse corridors.)

Documented Occurrences: MST Coach Operators are required to complete an occurrence
report for any unusual incident that occurs during their work day. The information provided
within these reports is used to identify trends, which often drive changes in policy or standard
operating procedures. The following is a comparative summary of reported incidents for the
month(s) of September 2011 and 2012:

                                                   September- September-
                           Occurrence Type             11         12
                       Collision: MST Involved          7          8
                       Medical Emergency                0          1
                       Object Hits Coach                0          0
                       Passenger Conflict               3          4
                       Passenger Fall                   3          4
                       Passenger Injury                 1          1
                       Employee Injury                  0          0
                       Other                            2          4
                       Near Miss                        0          1
                       Unreported Damage                0          1

                                                 90
                       Fuel / Fluid Spill               1            0
                       Total Occurrences               17           24


CONTRACTED SERVICES:

MST RIDES ADA / ST Paratransit Program:

Preliminary boarding statistics for the MST RIDES program reflect that for the month of
September there were 8,982 passenger boardings. This represents a 7.57% decrease in
passenger boardings from September of 2011, (9,718). Fiscal year-to-date, this represents a
0.40% increase in passenger boardings for the same period last year.

        For the month of September, 81.93 % of all scheduled trips for the MST RIDES Program
         arrived on time, decreasing slightly from 83.95 % in September of 2011. (See MST
         RIDES ~~ On Time Compliance Chart FY 2013.)

        Productivity for September of this year was at 1.92 passengers per hour, decreasing
         slightly from 1.95 in September of 2011.

Other:

September 20: MVTI was involved in a non injury non- preventable collision in RIDES vehicle #
9004 resulting in $8,278 in damage to the coach.

COMMUNICATIONS CENTER:

In September, the Communications Center summoned public safety agencies on eleven (11)
separate occasions to MST’s transit vehicles and facilities:

       Agency Type                     Incident Type            Number Of Responses
Police                           Passenger Incident / Other              7
Emergency Medical Services       Medical Emergency                       4

                                                     Robert Weber

ATTACHMENTS:
MST Fixed-Route Bus ~~ On Time Compliance FY 2013.
MST Fixed-Route Bus ~~ Boarding Statistics FY 2013.
MST Trolley Service ~~ Boarding Statistics FY 2013
MST RIDES ~~ On Time Compliance FY 2013
MST RIDES ~~ Boarding Statistics FY 2013




                                               91
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   92
                                                                       ATTACHMENT 2

                                                 October 23, 2012

To:       Carl G. Sedoryk, General Manager/CEO

From:     Michael Hernandez, Assistant General Manger/COO

Subject: Monthly Maintenance Report for September 2012

        This monthly report summarizes information about fuel prices and the activities of
the Maintenance/Facilities Departments during the month of September. Detailed
statistical information is also attached.

Fuel Prices:
                       Sept.       Sept.        Aug.         Sept.          %
                       Low         High        Average      Average      Change
             Diesel:   $3.51       $3.91        $3.64        $3.70        1.6%
           Gasoline:   $3.85       $3.93        $3.78        $3.90        3.2%


Fleet Status:
                                   Miles
      Road Call Rate Goal:        Between
      7,000 Miles                Road Calls:          Operating Cost Per Mile:
      September:                   15,545         September:                 $1.19
      FY2013 - Year to Date:       16,115         FY2013 - Year To Date:     $1.17


Comments:
      In September there were a total of 21 road calls, 18 were maintenance related.
The highest road call category was for engine and emission issues. During September
work continued on the new bus wrap and paint work for the seven Jazz buses. The newly
wrapped Jazz buses entered service on September 21.

       The emissions cleaning filter system at TDA was out of service for several weeks
for repairs. An outside vendor was used to clean and service filters during that time.

      In late September one of the HVAC (heating/ventilation/air conditioning) units at
TDA was replaced. Construction at bus stops continued along the Jazz route, with work
extending to Fremont/Aguajito (MPC) and downtown Monterey.




                                                 Michael Hernandez


                                           101
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   102
                                  September 2012
              MST Operated Fixed Route Bus Fleet - Summary Information

                     Manufacturer                                         Fuel                   Average Life To
Fleet Series                              Quantity             Engine                MPG
                      Model/Year                                          Type                     Date Miles

                     Gillig Phantom                       Cummins ISM     ULSD
1101 - 1121
                           2000
                                             21             280 HP        Diesel
                                                                                      4.2           561,055

                     Gillig Phantom                         Detroit DC    ULSD
1122 - 1129
                           2003
                                              8           Series 50 ERG   Diesel
                                                                                      4.1           373,249

                    Gillig Low-floor                      Cummins ISM     ULSD
1701 - 1712                                  12             280 HP        Diesel
                                                                                      4.4           406,713
                          2002

                    Gillig Low-floor                        Detroit DC    ULSD
1713 - 1724
                          2003
                                             12           Series 50 ERG   Diesel
                                                                                      3.8           333,431

                    Gillig Low-floor                      Cummins ISM     ULSD
1725 - 1729                                   5             280 HP        Diesel
                                                                                      3.6           171,693
                          2007

                    Gillig Suburban                       Cummins ISM     ULSD
1801 - 1804                                   4             280 HP        Diesel
                                                                                      4.5           631,466
                          2002

                    Gillig Suburban                         Detroit DC    ULSD
 1805 -1808                                   4           Series 50 ERG   Diesel
                                                                                      4.6           557,676
                          2003

                    Gillig Low-floor                      Cummins ISM     ULSD
2001 - 2010
                          2007
                                             10             280 HP        Diesel
                                                                                      4.0           208,650

                        MCI D4500                         Cummins ISM     ULSD
4501 - 4504
                    2009, 2010, 2012
                                              4             480 HP        Diesel
                                                                                      5.5           148,943

        Total Revenue Vehicles:              80

                                         Fleet Size: 1
Historical Fleet:   Model: Fageol Twin
                                           Gasoline
    Bus 80            Coach 1948
                                           Powered



                                          Non-
                    Revenue Diesel
                                         Revenue                                         Inventory Value
                        Fleet
                                          Fleet
                                                                                         Fuel,
          Miles:       279,810            35,411                                    Coolant &      $109,693
                                                                                   Lubricants
                                                                                             :
                                                                                     Parts &
       Gallons:         65,286             1,818                                   Supplies:
                                                                                                   $200,146
Average Miles                                                                          Total
  Per Gallon:
                          4.3               19.5                                      Value:
                                                                                                   $309,839




                                                         103
                                                 Miles Between Roadcalls
                                                      FY12 vs. FY13
                                                    Year to Date Comparison
        24,500



        21,000



        17,500



        14,000
Miles




        10,500



Goal    7,000
7,000 Miles


         3,500



            0
                                                                                                                           Aver.
                 Jul     Aug     Sept      Oct      Nov      Dec      Jan      Feb      Mar      Apr     May       Jun
                                                                                                                           YTD
          FY12 16,586   14,659   13,711   20,563   17,503   18,506   13,879   13,046   11,478   21,376   13,255   12,747   14,985
          FY13 22,629   10,171   15,545                                                                                    16,115




                                                             104
                                                                  All ROAD CALLS - BY CATEGORY
                                                                         FY 2012 & 2013
                                                                   CUMULATIVE YEAR-TO-DATE
                100

                90

                80

                70

                60
OCCURENCES




                50

                40

                30

                20

                10

                  0
                      Air Sys. Brakes Exhaust Cooling   Doors Electrical Engine    Trans Fare box Other Passenger Radio   Tire   Vandal W/C Lift   Total
         FY12           9       7       42      29        9       55      43        5       18     21      11       7      6       0       20      282
         FY13 - YTD     4       0       8        5        4       17      18        1       1       4       3       0      1       0       1        67
         Sept. 2012     3       0       5        2        1       1        6        0       0       0       2       1      0       0       0        21




                                                                                  105
                                                  PREVENTIVE MAINTENANCE INSPECTIONS
                                                         PAST TWELVE MONTHS
                           120                                                                                               100%


                                                                                                                             90%

                           100                                                                                                     Goal
                                                                                                                             80%   80%




                                                                                                                                    % On-Time Inspections
                                                                                                                             70%
                            80
Total PM Inspections




                                                                                                                             60%


                            60                                                                                               50%


                                                                                                                             40%

                            40
                                                                                                                             30%


                                                                                                                             20%
                            20
                                                                                                                             10%


                              0                                                                                              0%
                                   Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 June-12 Jul-12   Aug-12 Sept 12
                       Total PMs    104    93      84     90     102    108    102     88     90     79       87     80
                       % On Time   94%     97%    92%    96%    86%    99%     95%    95%    89%    84%      82%    90%




                                                                        106
                                          Clean Diesel Fleet - September 2012
      Fleet Series &                                                                                                               Cost Per
                                  Labor             Parts          Fuel          Oil/Fluid         TOTAL COST             MILES
       Model Year                                                                                                                    Mile

         1101-21 (2000)          $6,390            $6,028        $54,399          $1,897               $68,714           61,610      $1.12
         1122-29 (2002)          $5,575            $4,886        $23,463          $1,127               $35,052           25,604      $1.37
         1701-12 (2002)          $4,578            $3,570        $41,190            $888               $50,227           48,398      $1.04
         1713-24 (2003)          $6,102            $8,292        $34,462          $2,251               $51,107           35,553      $1.44
         1725-29 (2007)          $5,988            $3,630         $5,638                $1             $15,258            5,552      $2.75
         1801-04 (2002)          $7,204            $8,808        $14,975            $585               $31,571           18,140      $1.74
         1805-08 (2003)          $2,537             $729         $17,593            $756               $21,615           21,600      $1.00
         2001-10 (2007)          $2,955             $883         $29,616          $1,077               $34,531           31,599      $1.09
4501-04 (2009/10/12)              $2,192            $1,555        $21,739          $635                $26,121            31,754     $0.82
    Total Sept. 2012:            $43,523           $38,379       $243,076         $9,217               $334,195          279,810     $1.19



                                 Labor:            Parts:         Fuel:             Oil:         Cost Per Mile:
     September Fleet
           Average:               $0.16             $0.14         $0.87             $0.03               $1.19

               FY13 Cost         $0.17             $0.15          $0.80           $0.03                 $1.17
                Per Mile:


                                 Revenue Fleet: Operating Cost Per Mile
                                                            September 2012



                            3%            2%            4%        0%           2%             3%           3%           2%
                 3%
 100%
                                          7%                                                  3%           3%           6%
                9%
                        14%                                       24%                                      9%
                                          9%          16%                                                               8%
                                                                              28%            12%
                9%
                                                                                                                                   Oil
  75%
                        16%                           12%


                                                                                                                                   Parts
  50%                                                                         23%

                                                                  39%
                                                                                                                                   Labor

  25%

                                                                                                                                   Fuel

                79%     67%               82%         67%         37%         47%            81%          86%          83%
    0%
            $1.12        $1.37            $1.04        $1.44      $2.75        $1.74          $1.00        $1.09       $0.82
Cost Per Mile:
               1100s      1100s            1700s        1700s      1700s        1800s          1800s        2000s      4500s
Fleet Series &
 Model Year (2000)      (2003)           (2002)       (2003)     (2007)       (2002)         (2003)       (2007)    (2009/10/12)




                                                                        107
                  MECHANICAL ROAD CALLS BY BUS SERIES

                  Total Miles: 279,810   September Roadcalls: 18

             60
             55
             50
             45
             40
Road Calls




             35
                                                                   Total FY2012
             30
             25                                                    FY2013 YTD
             20
                                                                   Sept. 2012
             15
             10
              5
              0




                              Bus Series & Model Year


                                              108
                                         VANDALISM COSTS: PAST 12 MONTHS

     $800



     $700



     $600



     $500



     $400



     $300



     $200



     $100



        $0
             Oct-11   Nov-11   Dec-11   Jan-12   Feb-12   Mar-12   Apr-12   May-12   Jun-12   Jul-12   Aug-12 Sept-12
Buses         $59      $33      $89      $0      $398      $66     $197      $32      $66      $33      $24     $33
Bus Stops    $490     $680     $736     $1,158   $524     $416     $259     $296     $437     $341     $550    $296
Salinas TC    $0       $0       $0       $13      $0       $0       $0       $0       $0       $0       $0      $0
Marina TE     $0      $3,500    $0       $0       $0       $0       $0       $0       $12      $0       $0      $0
MRY. TP       $0       $0       $0       $0       $0       $0       $0       $0       $0       $0       $0      $0




                                                          109
   12 Month Rolling Parts Inventory, Fuel & Fluids Value: Sept. 2012
                                    Total Parts Inventory: $200,146 Value Per Bus: $2,502 Fuel Inventory: $109,693

                               $300,000                                                                    $5,000


                               $250,000                                                                    $4,500


                               $200,000                                                                    $4,000
Total Inventory & Fuel Value




                                                                                                                       Inventory $ Value Per Bus
                               $150,000                                                                    $3,500


                               $100,000                                                                    $3,000


                                $50,000                                                                    $2,500


                                    $0                                                                     $2,000
                                                                                                          Inventory Value

                                                                                                          Fuel Value

                                                                                                          Inventory Value Per
                                                                                                          Bus


                                                                      110
                         FLeet Maintenance
           Inventory Purchases & Parts Usage Past 12 Months
$120,000

$110,000

$100,000

 $90,000

 $80,000

 $70,000
                                                              Purchased
 $60,000
                                                              Used
 $50,000

 $40,000

 $30,000

 $20,000

 $10,000

     $0




                                       111
                      12 Month Rolling Fuel Cost - As of September 30, 2012
                                                      Diesel              Gasoline


$4.30


$4.10


$3.90


$3.70


$3.50


$3.30


$3.10


$2.90


$2.70


$2.50
    Oct-11   Nov-11    Dec-11   Jan-12   Feb-12   Mar-12     Apr-12   May-12   Jun-12   Jul-12   Aug-12   Sep-12




                                                           112
                                                      ATTACHMENT 3

Date:   November 2012

To:      C. Sedoryk, General Manager/CEO

From:   Hunter Harvath, Assistant General Manager Finance & Administration; Mark
        Eccles, Director Information Technology; Kathy Williams, General Accounting
        Manager; Kelly Halcon, Director of Human Resources/Risk Management; Tom
        Hicks, CTSA Manager; Sonia Bannister, Office Administrator; Zoe Shoats,
        Marketing Analyst

Subject: Administration Department Monthly Report September, 2012

       The following significant events occurred in Administration work groups for the
month of September 2012:

Human Resources

        A total employment level for September 2012 is summarized as follows:

          Positions              Budget FY13            Actual            Difference
Coach Operators / Trainees            138                 126                    -12
C/O on Long Term Leave *               2*                  0                      -2
Coach Operators Limited Duty           2                   0                      -2
Operations Staff                       25                  24                     -1
Maintenance & Facilities               43                  42                      0
Administration (Interns 2 PT)          22                 18.5                   -3.5

            Total                     232                210.5               -21.5

     *Total budget numbers to not include the C/O on Long Term Leave as those
numbers are already reflected in the Coach Operators/Trainees number.


          September Worker’s Compensation Costs
          Indemnity (paid to employees)                            $10,411.46
          Other (includes Legal)                                    $4,312.01
          Medical includes Case Mgmt,UR, Rx & PT                   $15,888.65
          TPA Administration Fee                                    $4,000.00
          Excess Insurance                                          $5,550.08
          Total Expenses                                            $40,162.20
          Reserves                                               $1,401,149.76
          Excess Reserved                                        ($375,145.50)
          # Ending Open Claims                                              49

                                            113
Training

                        Description                                              Attendees
                        Annual VTT Training                                          11


Risk Management Update
                                                           September 2012 September 2011
                                                            Preventable    Preventable
                                   Description               Yes     No     Yes     No
                                Vehicle hits Bus               0     2       0        5
                                  Bus hits object              4     0       2        0
                                     TOTAL                     4     2       2        5



During the month of September 2012 there were four preventable collisions. Although a
rise from our trend, monitoring and prevention measures are in effect and preventable
collisions are expected to lower.



                                                    Accident Statistics
                                                                                     non-preventable
                                                                                     preventable
                        13
                        12
                        11
                        10
  Number of Accidents




                         9
                         8
                         7
                         6
                         5
                         4
                         3
                         2
                         1
                         0




                                                         114
                    Monthly Miles Between Preventable Collisions (MBPC)
                              with 12 Month Rolling Average
   400,000

   350,000

                                                                                  Miles
   300,000
                                                                                  Between
                                                                                  Prev.
   250,000                                                                        Collisions
                                                                                  MBPC: 12
   200,000                                                                        Month
                                                                                  Average
   150,000

   100,000                                                                    Standard = Not
                                                                               more than 1
    50,000                                                                      preventable
                                                                                collision per
         0                                                                       100k miles




There were no claim recoveries during this period and no claims paid.


Accounting Update

General Accounting

      General Accounting staff has been working on finalizing our annual audit and
beginning the numerous reports that are due to regulatory agencies.

Payroll/Accounts Payable

       Staff continues to meet their respective weekly deadlines.

Grants/Compliance

       During the month of September, staff participated in an APTA Small Operators
Committee Legislative Subcommittee Conference Call, attended the Air District Board
Meeting where MST was awarded a $350,000 grant, worked with Salinas Public
Libraries Staff on a joint grant application, and participated in several teleconferences


                                           115
regarding MST‟s Clean Fuels grant award. Staff also worked on requests for
reimbursements from Caltrans and FTA on existing grants

Purchasing/Inventory

        Staff is continually trying to keep track of costs of inventory and alternate
methods of securing necessary parts and supplies while attempting to lower costs. Staff
is currently negotiating contracts, issuing RFP‟s and IFB‟s as needed for various
projects that MST requires.


Customer Service Update

    Service Report Type         Sep ‘12          %              Sep ‘11      %
                                                       Valid
Employee Compliment                    1     2.70%                     3    3.95%
Service Compliment                     1     2.70%                     0    0.00%

Improper Employee Conduct              1     2.70%                   11    14.47%
Improper Driving                       7    18.92%                    9    11.84%
Request To Add Service                 1     2.70%                    9    11.84%
Late Arrival                           2     5.41%                   12    15.79%
No Show                                2     5.41%                   12    15.79%
Late Departure                         0     0.00%                    2     2.63%
Passed By                              5    13.51%       1            2     2.63%
Inaccurate Public Information          0     0.00%                    5     6.58%
Passenger Injury                       3     8.11%       1            0     0.00%
Bus Stop Amenities                     1     2.70%                    2     2.63%
Service Schedule                       1     2.70%                    0     0.00%
Early Departure                        3     8.11%       2            4     5.26%
Agency Policy                          1     2.70%       1            0     0.00%
Request to reduce service              1     2.70%                    0     0.00%
ADA Compliance                         1     2.70%                    1     1.32%
Full bus/left behind                   1     2.70%                    1     1.32%
Service Other                          3     8.11%                    2     2.63%
Discriminatory behavior by
employee                               0     0.00%                     1    1.32%
Off Route                              1     2.70%                     0    0.00%
Title VI Complaint                     1     2.70%                     0    0.00%

                                      37 100.00%                     76 100.00%


        Of the five “Passed By” reports that were submitted by customers in September,
staff investigations found that one was a valid complaint. When the bus pulled into the

                                           116
stop, the passenger sitting on the bench made no attempt to get up; it wasn‟t until the
bus pulled back out into traffic and was at the stop sign that the Coach Operator saw
the passenger waving towards the bus.

       Of the three early departure reports that were submitted by customers, two
incidents were found to be valid. One involved leaving Hartnell College earlier than time
posted and the line 75 leaving designated time points earlier than the posted schedule.

   MST received one employee compliment report involving MST contracted service --
Ms. Garianne Sholiton (passenger) – complimented MV Coach Operator Charles
Chambers. She expressed her gratitude towards Mr. Chambers for helping her at the
downtown Monterey Post Office when her wheelchair got caught in between the railing.

IT Update

       Staff configured the Trapeze ITS Transitmaster system. Staff continued to
monitor and configure software and hardware for the Assetworks Maintenance system.
Staff continued to support and monitor the Serenic Navision Financial system. Staff
continued to configure data for the GIRO DDAM Timekeeping system. Staff updated
software components of MST workstations. Staff continued developing functionality of
the Customer Service and RIDES databases. Staff liaised with the Installation
contractor regarding the federally mandated Narrowbanding requirement. Staff kept the
MST web page updated and made the appropriate changes as required.

      Staff continued to support MST staff as needed, proactively ensuring MST staff
was supported fully with their IT needs.

Marketing and Sales Update

        Published news stories include: “Handy Transportation” (Best of Monterey Bay
Smart Guide 2012-2013, 9/6/12); “Free bus service for Laguna Seca ticket holders”
(Monterey County Business Council‟s Friday Facts, 9/7/12); “MST receives $1.7M
grant” (The Californian, 9/12/12); “MST gets $1.7 million grant for wireless electric
trolley” (Monterey County Herald, 9/12/12); “Electric Trolley coming to Monterey-Salinas
Transit” (KION, 9/13/12); “MST hosts job fair open house” (Monterey County Business
Council‟s Friday Facts 9/14/12); “MST gets $1.7 million grant to launch wireless electric
trolley” (Monterey County Business Council‟s Friday Facts 9/14/12); “California
agencies get millions in federal grants for cleaner buses” (Los Angeles Times, 9/14/12);
“MST to hold jobs fair” (Cedar Street Times, 9/14/12); “Bus stop upgrades in New
Monterey cause closures” (KION, 9/14/12); “MST holding job fair” (The Californian,
9/17/12); “Monterey Jazz Festival turns 55 with mix of wily veterans, exciting
newcomers, added „enhancements‟” (Monterey County Herald, 9/20/12); “Free bus
service for Airshow attendees this weekend” (The Californian, 9/20/12); “Free bus
service to Jazz Festival” (The Californian, 9/20/12); “MST: Mobility Management by the
Sea” (Passenger Transport, 9/24/12); “Under the bus: MST files claim against the
county for Whispering Oaks plans; feds waver on loan,” (Monterey County Weekly,
9/27/12); “MST upgrades on Lighthouse cause closures” (Monterey County Business

                                           117
Council‟s Friday Facts, 9/28/12); “Male adult reported he was punched…” (The
Californian, 9/30/12).

       Press releases sent include: “Free bus service for Laguna Seca ticket holders
Continental Tire Sports Car Festival September 8 & 9, 2012” (9/6/12); “MST job fair
open house” (9/12/12); “MST awarded $1.7 in Clean Fuels Grant from FTA” (9/12/12);
“Bus stop upgrades in New Monterey cause closures” (9/14/12); “Free bus service to
the California International Airshow Salinas provided by MST” (9/20/12); “MST bus
service to the Monterey Jazz Festival” (9/20/12); “MST bus stop upgrades on
Lighthouse Ave. cause closures” (9/26/12).

       Marketing activities: Ordered military GoPasses; updated pricing on bus
advertising media kit with rate increases; created a brand and logo for real-time
information signage at bus stops; created posters with MST specialty line logos to sell
online and at MST Bus Stop Shop; implemented Bus Stop Shop upgrades and created
a “shopping atmosphere” in lobby; updated JAZZ rack card; planned to host CalACT
conference; attended Monterey Peninsula Chamber of Commerce‟s Annual Leadership
Luncheon; sponsored and attended 2012 EcoTourism and Sustainable Tourism
conference; attended CalACT Fall Conference; met with MV‟s public relations specialist
to discuss ways MV can help with MST‟s promotions; ordered cupcakes for passengers
for MST‟s 40th anniversary; ordered MST promotional materials; managed MST website
content and Facebook page; coordinated delivery of printed promotional materials.

Mobility Programs Update

       The CTSA Manager attended the California Association for Coordinated
Transportation (CalACT) September 2012 conference in Monterey and made three
presentations: two at the conference site and one at the Monterey Mobility Management
Center. MST was the official host of the conference and provided 29.5 staff assistance
hours to the gathering by assigning MST Mobility Specialists and MST Navigators to
various logistic duties. When not staffing the conference, MST staff and Navigators
were able to attend several sessions focusing on mobility management issues.
       The Mobility Advisory Committee (MAC) met in Salinas at TAMC on September
26th and discussed expanding committee activities and replacing committee members
who recently resigned due to health and work concerns. It was agreed that the next
MAC meeting will focus on Unmet Transit Needs per its agreement with TAMC to serve
as the Social Services Advisory Council as well as receive a presentation by MST staff
on the purpose and implementation of the MST ADA Paratransit Program (RIDES). The
meeting will be held in Monterey at the Monterey Mobility Management Center on
November 28th.
        For the month of September, MST Navigators provided shopping assistance for
senior customers on MST Line 92 for a total of 12 hours. Navigators staffed host
centers at Pacific Meadows, Sally Griffin Center, Scholze Park Center and the Carmel
Foundation to answer questions about fixed-route services and travel training. The
CSUMB intern volunteered 18 hours to the RIDES program to learn about the RIDES
certification process as part of her capstone project.

                                         118
       The Mobility Specialist continued group travel training exercises. Along with
MST Navigators, travel training trips were guided from local host centers to select
recreation locations accessible by using the fixed-route system. The Mobility Specialist
also continued community outreach to affected senior living communities in Salinas to
organize a senior taxi voucher program to compensate for a loss of underutilized fixed-
route services in their neighborhood that took effect on September 1, 2012.



           September 2012 Travel Training and Navigators Report                     YTD*
Total persons travel trained (including orientations)                          43    649
Total persons contacted during public presentations                            52    672
Total persons otherwise contacted                                              39    232
Total volunteer Navigator service hours                                        46    505


                        September 2012 RIDES Program Report
New applications received.                                                             31
Recertification applications received.                                                 13
Incomplete applications.                                                               10
Approved applications.                                                                 44
Applications denied.                                                                    1
Certifications deactivated.                                                            39
Total active customers.                                                             3,021


Planning Update

       During the month of September, staff implemented the fall service change, which
contained numerous schedule and route adjustments primarily focused in the Salinas
community as well as along the Monterey Peninsula with the new JAZZ lines. Staff
continued planning and construction efforts on the JAZZ Fremont/Lighthouse Bus Rapid
Transit program and worked closely with the AGM/Chief Operating Officer on the new
paint scheme for the JAZZ buses. Staff attended the Monterey Architectural Review
Commission hearing to secure permission to install new signage at a JAZZ BRT stop
location and met with representatives of the Jazz Festival‟s recording distribution
company regarding historical recordings of performances at the festival throughout its
55-year history. Staff met with representatives from Caltrans District 5 to discuss
studying congestion reduction proposals along Highway 1, including “bus on shoulder”
concepts. Staff met with Monterey County‟s interim Economic Development Director
and interim Assistant Chief Administrative Officer to orient them regarding MST and
public transportation issues facing the county. Staff met with representatives of the city
of Monterey to discuss future transit facilities and bus rapid transit concepts for the
downtown/waterfront areas.

      Staff continued working with MST‟s military partners at the Presidio of Monterey,
Naval Postgraduate School and Fort Hunter Liggett on improving transportation

                                           119
services to these facilities as well as the new automated ticket machine installation
initiative currently under way to accommodate the Department of Defense‟s new federal
transit benefit distribution program. Staff continued planning efforts with Monterey Bay
Aquarium Staff on its “Free to Learn” program offering free admission and transportation
to minority and disadvantaged residents of the Salinas Valley and Pajaro Valley. Staff
participated in a pre-bid conference for MST‟s purchased transportation procurement
and continued research into strategies to reduce fuel cost volatility. Staff continued
planning efforts for the electric trolley project with team partners in Utah and met with
counterparts at Santa Cruz Metropolitan Transportation District to share strategies,
issues and experiences regarding our respective transit agencies.

        Staff attended sessions at the 2012 EcoTourism and Sustainable Tourism
conference, and the 2012 CalACT Fall Conference, both held here in Monterey. Staff
participated in regular meetings of the Workforce Investment Board, Monterey
Peninsula Chamber of Commerce, Hartnell Student Senate, and Monterey Bay Unified
Air Pollution Control District. Staff traveled to Seattle, Washington, to participate in the
2012 American Public Transportation Association Annual Meeting.




                                            120
                                                      ATTACHMENT 3

Date:   November 2012

To:      C. Sedoryk, General Manager/CEO

From:   Hunter Harvath, Assistant General Manager Finance & Administration; Mark
        Eccles, Director Information Technology; Kathy Williams, General Accounting
        Manager; Kelly Halcon, Director of Human Resources/Risk Management; Tom
        Hicks, CTSA Manager; Sonia Bannister, Office Administrator; Zoe Shoats,
        Marketing Analyst

Subject: Administration Department Monthly Report September, 2012

       The following significant events occurred in Administration work groups for the
month of September 2012:

Human Resources

        A total employment level for September 2012 is summarized as follows:

          Positions              Budget FY13            Actual            Difference
Coach Operators / Trainees            138                 126                    -12
C/O on Long Term Leave *               2*                  0                      -2
Coach Operators Limited Duty           2                   0                      -2
Operations Staff                       25                  24                     -1
Maintenance & Facilities               43                  42                      0
Administration (Interns 2 PT)          22                 18.5                   -3.5

            Total                     232                210.5               -21.5

     *Total budget numbers to not include the C/O on Long Term Leave as those
numbers are already reflected in the Coach Operators/Trainees number.


          September Worker’s Compensation Costs
          Indemnity (paid to employees)                            $10,411.46
          Other (includes Legal)                                    $4,312.01
          Medical includes Case Mgmt,UR, Rx & PT                   $15,888.65
          TPA Administration Fee                                    $4,000.00
          Excess Insurance                                          $5,550.08
          Total Expenses                                            $40,162.20
          Reserves                                               $1,401,149.76
          Excess Reserved                                        ($375,145.50)
          # Ending Open Claims                                              49

                                            113
Training

                        Description                                              Attendees
                        Annual VTT Training                                          11


Risk Management Update
                                                           September 2012 September 2011
                                                            Preventable    Preventable
                                   Description               Yes     No     Yes     No
                                Vehicle hits Bus               0     2       0        5
                                  Bus hits object              4     0       2        0
                                     TOTAL                     4     2       2        5



During the month of September 2012 there were four preventable collisions. Although a
rise from our trend, monitoring and prevention measures are in effect and preventable
collisions are expected to lower.



                                                    Accident Statistics
                                                                                     non-preventable
                                                                                     preventable
                        13
                        12
                        11
                        10
  Number of Accidents




                         9
                         8
                         7
                         6
                         5
                         4
                         3
                         2
                         1
                         0




                                                         114
                    Monthly Miles Between Preventable Collisions (MBPC)
                              with 12 Month Rolling Average
   400,000

   350,000

                                                                                  Miles
   300,000
                                                                                  Between
                                                                                  Prev.
   250,000                                                                        Collisions
                                                                                  MBPC: 12
   200,000                                                                        Month
                                                                                  Average
   150,000

   100,000                                                                    Standard = Not
                                                                               more than 1
    50,000                                                                      preventable
                                                                                collision per
         0                                                                       100k miles




There were no claim recoveries during this period and no claims paid.


Accounting Update

General Accounting

      General Accounting staff has been working on finalizing our annual audit and
beginning the numerous reports that are due to regulatory agencies.

Payroll/Accounts Payable

       Staff continues to meet their respective weekly deadlines.

Grants/Compliance

       During the month of September, staff participated in an APTA Small Operators
Committee Legislative Subcommittee Conference Call, attended the Air District Board
Meeting where MST was awarded a $350,000 grant, worked with Salinas Public
Libraries Staff on a joint grant application, and participated in several teleconferences


                                           115
regarding MST‟s Clean Fuels grant award. Staff also worked on requests for
reimbursements from Caltrans and FTA on existing grants

Purchasing/Inventory

        Staff is continually trying to keep track of costs of inventory and alternate
methods of securing necessary parts and supplies while attempting to lower costs. Staff
is currently negotiating contracts, issuing RFP‟s and IFB‟s as needed for various
projects that MST requires.


Customer Service Update

    Service Report Type         Sep ‘12          %              Sep ‘11      %
                                                       Valid
Employee Compliment                    1     2.70%                     3    3.95%
Service Compliment                     1     2.70%                     0    0.00%

Improper Employee Conduct              1     2.70%                   11    14.47%
Improper Driving                       7    18.92%                    9    11.84%
Request To Add Service                 1     2.70%                    9    11.84%
Late Arrival                           2     5.41%                   12    15.79%
No Show                                2     5.41%                   12    15.79%
Late Departure                         0     0.00%                    2     2.63%
Passed By                              5    13.51%       1            2     2.63%
Inaccurate Public Information          0     0.00%                    5     6.58%
Passenger Injury                       3     8.11%       1            0     0.00%
Bus Stop Amenities                     1     2.70%                    2     2.63%
Service Schedule                       1     2.70%                    0     0.00%
Early Departure                        3     8.11%       2            4     5.26%
Agency Policy                          1     2.70%       1            0     0.00%
Request to reduce service              1     2.70%                    0     0.00%
ADA Compliance                         1     2.70%                    1     1.32%
Full bus/left behind                   1     2.70%                    1     1.32%
Service Other                          3     8.11%                    2     2.63%
Discriminatory behavior by
employee                               0     0.00%                     1    1.32%
Off Route                              1     2.70%                     0    0.00%
Title VI Complaint                     1     2.70%                     0    0.00%

                                      37 100.00%                     76 100.00%


        Of the five “Passed By” reports that were submitted by customers in September,
staff investigations found that one was a valid complaint. When the bus pulled into the

                                           116
stop, the passenger sitting on the bench made no attempt to get up; it wasn‟t until the
bus pulled back out into traffic and was at the stop sign that the Coach Operator saw
the passenger waving towards the bus.

       Of the three early departure reports that were submitted by customers, two
incidents were found to be valid. One involved leaving Hartnell College earlier than time
posted and the line 75 leaving designated time points earlier than the posted schedule.

   MST received one employee compliment report involving MST contracted service --
Ms. Garianne Sholiton (passenger) – complimented MV Coach Operator Charles
Chambers. She expressed her gratitude towards Mr. Chambers for helping her at the
downtown Monterey Post Office when her wheelchair got caught in between the railing.

IT Update

       Staff configured the Trapeze ITS Transitmaster system. Staff continued to
monitor and configure software and hardware for the Assetworks Maintenance system.
Staff continued to support and monitor the Serenic Navision Financial system. Staff
continued to configure data for the GIRO DDAM Timekeeping system. Staff updated
software components of MST workstations. Staff continued developing functionality of
the Customer Service and RIDES databases. Staff liaised with the Installation
contractor regarding the federally mandated Narrowbanding requirement. Staff kept the
MST web page updated and made the appropriate changes as required.

      Staff continued to support MST staff as needed, proactively ensuring MST staff
was supported fully with their IT needs.

Marketing and Sales Update

        Published news stories include: “Handy Transportation” (Best of Monterey Bay
Smart Guide 2012-2013, 9/6/12); “Free bus service for Laguna Seca ticket holders”
(Monterey County Business Council‟s Friday Facts, 9/7/12); “MST receives $1.7M
grant” (The Californian, 9/12/12); “MST gets $1.7 million grant for wireless electric
trolley” (Monterey County Herald, 9/12/12); “Electric Trolley coming to Monterey-Salinas
Transit” (KION, 9/13/12); “MST hosts job fair open house” (Monterey County Business
Council‟s Friday Facts 9/14/12); “MST gets $1.7 million grant to launch wireless electric
trolley” (Monterey County Business Council‟s Friday Facts 9/14/12); “California
agencies get millions in federal grants for cleaner buses” (Los Angeles Times, 9/14/12);
“MST to hold jobs fair” (Cedar Street Times, 9/14/12); “Bus stop upgrades in New
Monterey cause closures” (KION, 9/14/12); “MST holding job fair” (The Californian,
9/17/12); “Monterey Jazz Festival turns 55 with mix of wily veterans, exciting
newcomers, added „enhancements‟” (Monterey County Herald, 9/20/12); “Free bus
service for Airshow attendees this weekend” (The Californian, 9/20/12); “Free bus
service to Jazz Festival” (The Californian, 9/20/12); “MST: Mobility Management by the
Sea” (Passenger Transport, 9/24/12); “Under the bus: MST files claim against the
county for Whispering Oaks plans; feds waver on loan,” (Monterey County Weekly,
9/27/12); “MST upgrades on Lighthouse cause closures” (Monterey County Business

                                           117
Council‟s Friday Facts, 9/28/12); “Male adult reported he was punched…” (The
Californian, 9/30/12).

       Press releases sent include: “Free bus service for Laguna Seca ticket holders
Continental Tire Sports Car Festival September 8 & 9, 2012” (9/6/12); “MST job fair
open house” (9/12/12); “MST awarded $1.7 in Clean Fuels Grant from FTA” (9/12/12);
“Bus stop upgrades in New Monterey cause closures” (9/14/12); “Free bus service to
the California International Airshow Salinas provided by MST” (9/20/12); “MST bus
service to the Monterey Jazz Festival” (9/20/12); “MST bus stop upgrades on
Lighthouse Ave. cause closures” (9/26/12).

       Marketing activities: Ordered military GoPasses; updated pricing on bus
advertising media kit with rate increases; created a brand and logo for real-time
information signage at bus stops; created posters with MST specialty line logos to sell
online and at MST Bus Stop Shop; implemented Bus Stop Shop upgrades and created
a “shopping atmosphere” in lobby; updated JAZZ rack card; planned to host CalACT
conference; attended Monterey Peninsula Chamber of Commerce‟s Annual Leadership
Luncheon; sponsored and attended 2012 EcoTourism and Sustainable Tourism
conference; attended CalACT Fall Conference; met with MV‟s public relations specialist
to discuss ways MV can help with MST‟s promotions; ordered cupcakes for passengers
for MST‟s 40th anniversary; ordered MST promotional materials; managed MST website
content and Facebook page; coordinated delivery of printed promotional materials.

Mobility Programs Update

       The CTSA Manager attended the California Association for Coordinated
Transportation (CalACT) September 2012 conference in Monterey and made three
presentations: two at the conference site and one at the Monterey Mobility Management
Center. MST was the official host of the conference and provided 29.5 staff assistance
hours to the gathering by assigning MST Mobility Specialists and MST Navigators to
various logistic duties. When not staffing the conference, MST staff and Navigators
were able to attend several sessions focusing on mobility management issues.
       The Mobility Advisory Committee (MAC) met in Salinas at TAMC on September
26th and discussed expanding committee activities and replacing committee members
who recently resigned due to health and work concerns. It was agreed that the next
MAC meeting will focus on Unmet Transit Needs per its agreement with TAMC to serve
as the Social Services Advisory Council as well as receive a presentation by MST staff
on the purpose and implementation of the MST ADA Paratransit Program (RIDES). The
meeting will be held in Monterey at the Monterey Mobility Management Center on
November 28th.
        For the month of September, MST Navigators provided shopping assistance for
senior customers on MST Line 92 for a total of 12 hours. Navigators staffed host
centers at Pacific Meadows, Sally Griffin Center, Scholze Park Center and the Carmel
Foundation to answer questions about fixed-route services and travel training. The
CSUMB intern volunteered 18 hours to the RIDES program to learn about the RIDES
certification process as part of her capstone project.

                                         118
       The Mobility Specialist continued group travel training exercises. Along with
MST Navigators, travel training trips were guided from local host centers to select
recreation locations accessible by using the fixed-route system. The Mobility Specialist
also continued community outreach to affected senior living communities in Salinas to
organize a senior taxi voucher program to compensate for a loss of underutilized fixed-
route services in their neighborhood that took effect on September 1, 2012.



           September 2012 Travel Training and Navigators Report                     YTD*
Total persons travel trained (including orientations)                          43    649
Total persons contacted during public presentations                            52    672
Total persons otherwise contacted                                              39    232
Total volunteer Navigator service hours                                        46    505


                        September 2012 RIDES Program Report
New applications received.                                                             31
Recertification applications received.                                                 13
Incomplete applications.                                                               10
Approved applications.                                                                 44
Applications denied.                                                                    1
Certifications deactivated.                                                            39
Total active customers.                                                             3,021


Planning Update

       During the month of September, staff implemented the fall service change, which
contained numerous schedule and route adjustments primarily focused in the Salinas
community as well as along the Monterey Peninsula with the new JAZZ lines. Staff
continued planning and construction efforts on the JAZZ Fremont/Lighthouse Bus Rapid
Transit program and worked closely with the AGM/Chief Operating Officer on the new
paint scheme for the JAZZ buses. Staff attended the Monterey Architectural Review
Commission hearing to secure permission to install new signage at a JAZZ BRT stop
location and met with representatives of the Jazz Festival‟s recording distribution
company regarding historical recordings of performances at the festival throughout its
55-year history. Staff met with representatives from Caltrans District 5 to discuss
studying congestion reduction proposals along Highway 1, including “bus on shoulder”
concepts. Staff met with Monterey County‟s interim Economic Development Director
and interim Assistant Chief Administrative Officer to orient them regarding MST and
public transportation issues facing the county. Staff met with representatives of the city
of Monterey to discuss future transit facilities and bus rapid transit concepts for the
downtown/waterfront areas.

      Staff continued working with MST‟s military partners at the Presidio of Monterey,
Naval Postgraduate School and Fort Hunter Liggett on improving transportation

                                           119
services to these facilities as well as the new automated ticket machine installation
initiative currently under way to accommodate the Department of Defense‟s new federal
transit benefit distribution program. Staff continued planning efforts with Monterey Bay
Aquarium Staff on its “Free to Learn” program offering free admission and transportation
to minority and disadvantaged residents of the Salinas Valley and Pajaro Valley. Staff
participated in a pre-bid conference for MST‟s purchased transportation procurement
and continued research into strategies to reduce fuel cost volatility. Staff continued
planning efforts for the electric trolley project with team partners in Utah and met with
counterparts at Santa Cruz Metropolitan Transportation District to share strategies,
issues and experiences regarding our respective transit agencies.

        Staff attended sessions at the 2012 EcoTourism and Sustainable Tourism
conference, and the 2012 CalACT Fall Conference, both held here in Monterey. Staff
participated in regular meetings of the Workforce Investment Board, Monterey
Peninsula Chamber of Commerce, Hartnell Student Senate, and Monterey Bay Unified
Air Pollution Control District. Staff traveled to Seattle, Washington, to participate in the
2012 American Public Transportation Association Annual Meeting.




                                            120
                                                          Agenda #   10-3
                                                          November 5, 2012 Meeting




                               Monterey-Salinas Transit
                                   Washington, D.C. Office


                                                                              October 25, 2012

TO: Carl Sedoryk

FROM: Thomas P. Walters

The following report summarizes recent actions taken on behalf of Monterey-Salinas Transit.

       Provided advanced logistic support for MST lobbying trip.

       Arranged meetings for Washington, DC, advocacy by MST staff.

       Advised on advocacy strategy for Federal agenda and additional lobbying opportunities.

       Provided updates to MST on transportation and appropriations legislation.

TPW:dwg




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   128
                                                    Agenda #       10-4
                                                    November 5, 2012 Meeting

To:           Board of Directors

From:         C. Sedoryk, General Manager/CEO

Subject:      State Legislative Advocacy Update – September, 2012


September 30, was Governor Brown's deadline to sign or veto legislation passed by the
legislature this year. 13 out of 14 bills supported by the California Transit Association
(CTA) were signed. A detailed listing of bills signed by the Governor follows:

AB 1706 (Eng), is one of the bills the Governor signed. This bill makes legal our current
fleet of buses (those procured before 2013), and sets bus procurement requirements for
transit agencies in the years 2013 and 2014. In 2015, the procurement provisions
sunset and current state law pertaining to bus axle weights (limiting the weight on any
axle of a bus to 20,500 pounds per axle) will be reinstated, unless new legislation is
enacted. CTA intends to pursue new legislation by 2015 which would present a long-
term solution to our bus weight challenge.

AB 492 (Galgiani) Public transportation agencies: administrative penalties.
Authorizes administrative adjudication processes for transit systems statewide.

AB 1532 (John A. Pérez) California Global Warming Solutions Act of 2006:
Greenhouse Gas Reduction Fund. Creates a framework and process for investment of
the Cap-and-Trade revenues from the California Air Resources Board's greenhouse gas
emissions allowance auction.

AB 1770 (Lowenthal, Bonnie) California Transportation Financing Authority.
Provides that a rail project may consist of, or include, rolling stock, in terms of eligibility
for financing through the California Transportation Financing Authority.

AB 1779 (Galgiani) Intercity rail agreements. Authorizes a locally-controlled joint
powers authority (JPA), upon specified conditions and until June 30, 2015, to assume
administrative responsibilities for state-supported intercity rail passenger services.

AB 1971 (Buchanan) Theft: junk, metals, and secondhand materials
Helps to deter copper theft at transit systems.

AB 2104 (Gordon) Vehicles: conditions or regulations: vehicles or animals.
Enables North County Transit District and other public transit agencies to remove
illegally parked vehicles at transit agency parking facilities.

AB 2247 (Lowenthal, Bonnie) Public transportation: offenses.
Makes peddling a misdemeanor at transit systems.

                                              129
SB 1068 (Rubio) Local Agency Public Construction Act: Golden Empire Transit District:
Sacramento Regional Transit District. Enables Golden Empire Transit District and
Sacramento Regional Transit District to raise the threshold for competitive bidding from
$10,000 to $100,000 for the purchase of equipment, materials, and supplies.

SB 1225 (Padilla) Intercity rail agreements. Authorizes the Department of
Transportation (Caltrans) to enter into a transfer of services agreement with the Los
Angeles-San Diego (LOSSAN) Corridor Agency for the provision of intercity passenger
rail service in the corridor.

SB 1257 (Hernandez) Utility user tax: exemption: public transit vehicles.
Exempts public transit systems from incurring a utility user tax on electricity used to fuel
public transit buses.

SB 1339 (Yee) Commute benefit policies. Authorizes the Metropolitan Transportation
Commission and the Bay Area Quality Management District to jointly adopt an
ordinance requiring employers to provide commute benefits to their employees.

SB 1549 (Vargas) Transportation projects: alternative project delivery methods.
Authorizes the San Diego Association of Governments to utilize alternative project
delivery methods, meaning Construction Manager/General Contractor method or design
sequencing, for public transit projects within its jurisdiction.

The CTA took a "Support" position on SB 1156 (Steinberg), which would have facilitated
development around transit stops, including High Speed Rail stops, consistent with
SB 375 Sustainable Communities Strategies. Unfortunately the Governor vetoed this
bill.




PREPARED BY: ____________________________




                                            130
                                                     Agenda #     10-5
                                                     November 5, 2012 Meeting




                                               October 25, 2012

To:           Carl Sedoryk

From:         Hunter Harvath, Assistant General Manager – Finance & Administration

Subject:      TRIP REPORT


       From September 29 through October 1, 2012, I attended several committee
meetings of the American Public Transportation Association (APTA), which was holding
its 2012 Annual Conference in Seattle, California.

        Intergovernmental Issues
        Legislative Committee
        Small Operators Committee
        Bus & Paratransit CEO’s Committee




                                         131
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   132
                                                     Agenda #       10-6
                                                     November 5, 2012 Meeting

To:            Board of Directors

From:          C. Sedoryk, General Manager/CEO

Subject:       Monthly Report – September, 2012

During the September 10, 2012 MST Board of Directors meeting, two members of the public
made several comments on which the Vice-Chair directed staff to follow up.

        The first individual, (Jim Fink), made the following comments:

           On Friday October 5, 2012 at approximately 3:20 PM, Mr. Fink alleged that the Line 55
passed him by while he was waiting at the stop located on Tyler St. in front of the Bank of
America in downtown Monterey. He stated that he had a critical meeting in San Jose, so he
boarded the Line 20 and contacted MST’s Customer service line and told them that he was
“passed by” and asked them to hold the line 55 at Sand City Station so that he could make the
connection. The Line 55 was held; however, he stated that the Driver of the Line 55 refused to
drive the coach any further, which resulted in a substantial delay of over 33 minutes before the
Line 55 departed the Sand City Station. Mr. Fink stated that because the Driver both passed
him by and then refused to drive the coach any further that “she” made him a victim as well as
all of the passengers on the Line 55.

       Staff reviewed video from the bus involved at the scheduled departure time and
determined that Mr. Fink was not at the bus stop, and can be seen walking on Tyler Street
approximately 200 ft. from the bus. MST encourages its passengers to arrive several minutes
before scheduled departure times to ensure they do not miss their connections. The driver who
was unable to continue the trip was interviewed and received counseling from their supervisor.

The second individual, (Rene Leonard), made the following comments:

        She stated that all of the Driver’s who operate the little MST buses are a “joke.” She
stated that she has a real problem with the Driver(s) of the Line 24, because they refuse to
board passengers at the plaza until the vehicle returns to the plaza from the conference center –
following the scheduled lay over. She stated that she attempted to speak with MST Director of
Transportation, Robert Weber, about this last month after the Board of Directors meeting, but he
was too busy. She stated she left a phone message for him but he did not return her call. She
also had several comments about the new MST Jazz service. She was critical of the level of
disruption caused by the construction associated with the project. She also voiced a concern for
a number of elderly/disabled passengers who reside near the Fremont St. corridor who will soon
be forced to walk several blocks in order to access the Jazz lines. She stated that MST just
does not care about these people.

      An interview with Mr. Weber indicated that he had followed procedure and forwarded
Ms. Leonard’s complaint to MV management for resolution. MV indicated that messages left for
Ms. Leonard went unreturned. Ms. Leonard was introduced to Lance Atencio (MV’s General
Manger) and encouraged to contact our customer service department with any future concerns.

                                               135
It was explained to her that each customer service report is documented and provides us with
the specific information we need so that we can investigate and follow up appropriately. She
agreed to proceed suggested and seemed to be generally satisfied with the follow up.




                                             136
                                      Agenda #  12-1
                                      November 5, 2012 Meeting


Disbursement Journal for November 5, 2012 Financial Report




                           137

				
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