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BOARD OF DIRECTORS MEETING AGENDA Meeting of the (Santa Barbara Metropolitan Transit District)

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BOARD OF DIRECTORS MEETING AGENDA
Meeting
of the
BOARD OF DIRECTORS
of the
SANTA BARBARA METROPOLITAN TRANSIT DISTRICT
A Public Agency
Tuesday, June 19, 2018
8:30 AM
John G. Britton Auditorium
550 Olive Street, Santa Barbara, CA 93101
1. CALL TO ORDER
2. ROLL CALL OF THE BOARD MEMBERS
Dave Davis (Chair), David Tabor (Vice Chair), Bill Shelor (Secretary), Olivia Rodriguez
(Director), Dick Weinberg (Director), Chuck McQuary (Director), Paula Perotte (Director).
3. REPORT REGARDING POSTING OF AGENDA
CONSENT CALENDAR
4. APPROVAL OF PRIOR MINUTES - (ATTACHMENT - ACTION MAY BE TAKEN)
The Board of Directors will be asked to waive the reading of and approve the draft minutes
for the meeting of June 5, 2018.
5. CASH REPORT - (ATTACHMENTS - ACTION MAY BE TAKEN)
The Board of Directors will be asked to review and approve the Cash Report from May 29,
2018 through June 11, 2018.
THIS CONCLUDES THE CONSENT CALENDAR
6. PUBLIC COMMENT
Members of the public may address the Board of Directors on items within jurisdiction of
the Board that are not scheduled for public hearing. The time allotted per speaker will be
at the discretion of the Board Chair. If you wish to address the Board under this item
number, please complete and deliver to the MTD Board Clerk, a “Request to Speak” form
that includes both a description of the subject you wish to address and, if applicable, the
agenda item number for which you would like to comment. Additional public comment will
be allowed during each agenda item, including closed session items. Forms are available
at www.sbmtd.com
and at MTD Administrative offices.
7. RENEWAL OF EXCESS WORKERS’ COMPENSATION INSURANCE JULY 1, 2018 -
(ACTION MAY BE TAKEN)
Staff recommends that the Board of Directors authorize renewal of Excess Workers’
Compensation insurance (EWC) with current coverage through California State
BOARD OF DIRECTORS MEETING AGENDA
AMERICANS WITH DISABILITIES ACT: If you need special assistance to participate in this
meeting, please contact the MTD Administrative Office at 805.963.3364 at least 48 hours in
advance of the meeting to allow time for MTD to attempt a reasonable accommodation.
Association of Counties, Excess Insurance Authority (CSAC EIA) with a Self-Insured
Retention (SIR) of $500,000, at the projected annual premium of $69,594, effective July
1, 2018 - July 1, 2019.
8. RENEWAL OF FLOOD INSURANCE- JULY 10, 2018 THROUGH JULY 10, 2019 -
(ACTION MAY BE TAKEN)
Staff recommends that the Board of Directors authorize renewal of the Flood Insurance
coverage with Wright National Flood Insurance Company effective July 10, 2018, at a total
premium of $28,130, with a deductible of $25,000 per coverage.
9. MTD STAFF EMPLOYEE HANDBOOK - (ACTION MAY BE TAKEN)
Staff recommends the Board of Directors approve a revision to eligibility language in the
Retirement Medical Insurance section of the Staff Employee Handbook (“Handbook”).
This Handbook is specific to District Staff and does not apply to employees represented
under a collective bargaining agreement.
10. CAL OES DESIGNATION OF AUTHORIZED AGENT FOR FEMA ASSISTANCE -
(ATTACHMENT - ACTION MAY BE TAKEN)
Staff requests that the Board approve the attached resolution designating General
Manager Jerry Estrada as the authorized agent to execute and file agreements with the
California Governor’s Office of Emergency Services for federal financial assistance for
disaster relief.
11. ADA PARATRANSIT SERVICES MASTER AGREEMENT - (ATTACHMENT - ACTION
MAY BE TAKEN)
Staff recommends that the Board authorize General Manager Estrada to amend the
Master Agreement with Easy Lift Transportation for the continued provision of
complementary paratransit service, and extend the amended Master Agreement for FY
2018-19.
12. REPORT ON BRANDING OF NEW BUS ACQUISITIONS - (INFORMATIONAL)
Staff requests that the Board of Directors receive a presentation and provide input on
concepts for paint and decal design schemes for 10 new Gillig buses.
13. GENERAL MANAGER’S REPORT UPDATE - (INFORMATIONAL)
a. Fleet Update
b. Diesel Fuel Contract
14. OTHER BUSINESS AND REPORTS - (ACTION MAY BE TAKEN)
The Board will report on other related public transit issues and Committee meetings.
15. ADJOURNMENT
BOARD OF DIRECTORS MEETING MINUTES
Meeting
of the
BOARD OF DIRECTORS
of the
SANTA BARBARA METROPOLITAN TRANSIT DISTRICT
A Public Agency
Tuesday, June 5, 2018
8:30 AM
John G. Britton Auditorium
550 Olive Street, Santa Barbara, CA 93101
1. CALL TO ORDER
Chair Dave Davis called the meeting to order at 8:30 AM.
2. ROLL CALL OF THE BOARD MEMBERS
Chair Davis reported that all members were present.
3. REPORT REGARDING POSTING OF AGENDA
Christina Perry, Administrative Assistant, reported that the agenda was posted on Friday,
June 1, 2018, at MTD’s Administrative office, mailed and emailed to those on the agenda
list, and posted on MTD’s website.
CONSENT CALENDAR
4. APPROVAL OF PRIOR MINUTES - (ATTACHMENT - ACTION MAY BE TAKEN)
The Board of Directors was asked to waive the reading of and approve the draft minutes
for the meeting of May 22, 2018.
5. CASH REPORT - (ATTACHMENTS - ACTION MAY BE TAKEN)
The Board of Directors was asked to review and approve the Cash Report from May 15,
2018 through May 28, 2018.
Chair Davis praised Ms. Perry for her work in compiling the summary action minutes.
General Manager Jerry Estrada answered the Board’s questions about items in the cash
report. Director Olivia Rodriguez moved to approve the consent calendar. Director Paula
Perotte seconded the motion. The motion passed unanimously.
THIS CONCLUDES THE CONSENT CALENDAR
6. PUBLIC COMMENT
No public comments were made.
BOARD OF DIRECTORS MEETING MINUTES
2
7. OPERATING & CAPITAL BUDGET FOR FISCAL YEAR 2018-19 - (ATTACHMENT -
ACTION MAY BE TAKEN)
General Manager Estrada presented an introduction to the Operating and Capital Budget
for Fiscal Year 2018-19.
Assistant General Manager / Controller Brad Davis presented the revised draft budget.
The Board asked clarifying questions, which were answered by staff. Mr. Davis also
offered a couple of grammatical corrections.
General Manager Estrada thanked Mr. Davis, Assistant Controller Thais Sayat, and staff
for their work in compiling the financial update.
Vice Chair David Tabor moved to adopt the revised draft of the Operating and Capital
Budget for Fiscal Year 2018-19. Director Chuck McQuary seconded the motion. The
motion passed unanimously.
The Board recognized staff for their outstanding preparation of the budget and navigation
of fiscal challenges.
8. DRAFT MTD FY 2019 TO FY 2021 OVERALL DBE GOAL - (ATTACHMENT - ACTION
MAY BE TAKEN)
Manager of Government Relations and Compliance Steve Maas recommended that the
Board of Directors approve MTD's FY 2019 to FY 2021 Proposed “Overall Goal for
Disadvantaged Business Enterprise (DBE) Participation in Federal Transit Administration
Assisted Programs”.
Mr. Maas presented the methodology used to determine the overall 2.8 percent triennial
DBE goal and answered Board member’s questions.
Director McQuary moved to approve the overall goal for DBE Participation. Director Dick
Weinberg seconded the motion. The motion passed unanimously.
9. GENERAL MANAGER’S REPORT UPDATE - (INFORMATIONAL)
General Manager Estrada presented items listed in the agenda from the General
Manager’s Report.
General Manager Estrada reported that staff will submit a grant request to the SCE Charge
Ready Transit Bus Program and answered questions related to SCE rates and fees.
General Manager Estrada updated the Board on his May 24
th
, 2018, meeting with Goleta
City Manager Michelle Green and Public Works Director Charlie Ebeling regarding MTD
bus stops.
Vice Chair Tabor congratulated General Manager Estrada and staff on the new BYD
buses in service and related positive feedback from the community. General Manager
recognized Capital Projects Manager Ryan Gripp and Maintenance Manager Rob Lurie
working with BYD to bring the project to fruition.
General Manager Estrada notified the Board about an upcoming Daily Nexus report
regarding UCSB service and demand; he praised Marketing and Community Relations
Manager Hillary Blackerby for her representation of MTD in that interview.
BOARD OF DIRECTORS MEETING MINUTES
3
10. OTHER BUSINESS AND REPORTS - (ACTION MAY BE TAKEN)
The Board thanked Council Member Kristen Sneddon for attending the Board meeting.
No other business was discussed.
PUBLIC COMMENT RELATED TO CLOSED SESSION ITEM(S) WILL BE ALLOWED BEFORE
THE RECESS
No public comments were made.
11. RECESS TO CLOSED SESSION - CONFERENCE WITH REAL PROPERTY
NEGOTIATORS - G.C. SECTION 54956.8 - (ACTION MAY BE TAKEN)
The Board met in closed session, pursuant to Government Code §54956.8, regarding the
lease of the MTD-owned 5353 Overpass Road Property. Under negotiation was price
and/or terms of payment.
Negotiators: MTD by Jerry Estrada, General Manager; Asti Holdings.
No action was taken.
12. ADJOURNMENT
Director Rodriguez moved to adjourn the meeting at 10:20 AM. Vice Chair Tabor
seconded the motion. The motion passed unanimously.
Santa Barbara Metropolitan Transit District
Board Meeting of June 19, 2018
Cash Report
For the Period May 29, 2018 through June 11, 2018
$4,577,054.06
MONEY MARKET
Beginning Balance May 29, 2018
SB-325 (LTF) 657,125.34
Measure A Transfer 208,146.91
Passenger Fares 168,261.95
Accounts Receivable 158,120.91
Property Tax Revenue 104,185.53
LCTOP Transfer 14,522.01
Prepaids & Advertising 10,352.00
Miscellaneous Income 9,231.57
Prop 1B Cap Revenue 9,185.41
1,339,131.63Total Deposits
(965.27)
Garn/Escrow Transfers
(1,369.86)
Bank & CC Fees
(33,246.09)
401(k)/Pension Transfer
(90,829.52)
Workers' Comp
(155,468.12)
Payroll Taxes
(350,079.04)
Payroll
(500,470.64)
Accounts Payable
(1,132,428.54)Total Disbursements
$4,783,757.15Total Cash and Investments as of June 11, 2018:
CASH INVESTMENTS
WC / Liability Reserves ($4,264,023.09)
Ending Balance
4,783,757.15
Working Capital
LAIF Account $6,436,593.83
Total Cash Balance $11,220,350.98
Money Market Account
$6,956,327.89
SELF INSURED LIABILITY ACCOUNTS
12-Jun-18Cash Report Cover Sheet 16:26
Santa Barbara Metropolitan Transit District
Accounts Payable
Check # Date Company Description Amount Voids
118242 5/31/2018 ABC BUS COMPANIES INC BUS PARTS 504.62
118243 5/31/2018 APPLIED MAINTENANCE SUPPLIES BUS WASH SUPPLIES
446.92
118244 5/31/2018 AMERICAN ARBITRATION ASSOCI PROFESSIONAL SERVICES
150.00
118245 5/31/2018 AMERICAN MOVING PARTS, LLC BUS PARTS
382.35
118246 5/31/2018 ASBURY ENVIRONMENTAL WASTE OIL RECYCLER
70.00
118247 5/31/2018 B2B PRINTING SERVICES INC. OFFICE SUPPLIES
346.91
118248 5/31/2018 BIG BRAND TIRES, BRANDCO BILL SERVICE VEHICLE MAINTENANCE
55.77
118249 5/31/2018 BNS ELECTRONICS, INC. SANTA YNEZ SITE RENTAL
285.28
118250 5/31/2018 BROWN & BROWN/WHILT FATCH EARTHQUAKE INSURANCE
13,658.00
118251 5/31/2018 BUYNAK, FAUVER, ARCHBALD&S LEGAL COUNSEL
19,531.32
118252 5/31/2018 CALIFORNIA ELECTRIC SUPPLY, I SHOP/B&G SUPPLIES
196.87
118253 5/31/2018 CALB USA INC. LFP BATTERIES
1,533.38
118254 5/31/2018 CARQUEST AUTO PARTS BUS PARTS & SUPPLIES
20.23
118255 5/31/2018 CHANNEL CITY ENGINEERING SHOP EQUIPMENT REPAIRS
85.00
118256 5/31/2018 CLEVER DEVICES LTD AIM EQUIP/INSTALLATION
164,886.76
118257 5/31/2018 COMMUNITY RADIO, INC. GIB. SITE RENTAL
256.29
118258 5/31/2018 CIO SOLUTIONS, LP IT SERVICES
328.13
118259 5/31/2018 COX COMMUNICATIONS, CORP. INTERNET & CABLE TV
420.43
118260 5/31/2018 COUNTY OF S.B.PUBLIC WORKS D WASTE DISPOSAL
155.00
118261 5/31/2018 DAVID RZEPINSKI & ASSOCIATES PROCUREMENT SERVICES
2,887.50
118262 5/31/2018 DENMUN OFFICE SOLUTIONS DB IT CONTRACT SERVICES
3,825.00
118263 5/31/2018 DRC DIRECT LLC DBA EV/CHARGER REPAIRS
4,343.85
118264 5/31/2018 DUSTCONTROL INC. VACUUM SYSTEM PARTS
1,106.10
118265 5/31/2018 DOCUPRODUCTS CORPORATION COPIER MAINTENANCE/SUPPLIES
230.55
118266 5/31/2018 ELECTRONIC DATA MAGNETICS, I BUS PASSES
6,056.86
118267 5/31/2018 ERGOMETRICS, INC. DRIVER TEST SCORING
15.00
118268 5/31/2018 JERRY ESTRADA REIMBURSEMENT
387.50
118269 5/31/2018 FERGUSON ENTERPRISES, INC SHOP SUPPLIES
186.93
118270 5/31/2018 FLEET SERVICES, INC. BUS PARTS
981.18
118271 5/31/2018 GIBBS INTERNATIONAL INC BUS PARTS
1,114.28
118272 5/31/2018 GILLIG LLC BUS PARTS
9,004.40
118273 5/31/2018 GRAINGER, INC. SHOP/B&G SUPPLIES
384.60
118274 5/31/2018 HI-LINE ELECTRIC COMPANY, INC BUS PARTS
54.82
118275 5/31/2018 HOME IMPROVEMENT CTR. SHOP/B&G SUPPLIES
126.86
118276 5/31/2018 IRON HORSE AUTO BODY OF SB D SERVICE VEHICLE REPAIRS
767.04
118277 5/31/2018 INTEGRATED SOFTWARE SYSTEM WEB SITE CONSULTING
82.50
118278 5/31/2018 LARA'S AUTO REPAIR DBA BUS REPAIRS
2,240.95
118279 5/31/2018 ROBERT H. LURIE REIMBURSEMENT
120.00
9:3113-Jun-18Accounts Payable Check Register
Check # Date Company Description Amount Voids
118280 5/31/2018 MC CORMIX CORP. (OIL) LUBRICANTS 3,850.54
118281 5/31/2018 MC CORMIX CORP. (GAS) FUEL-SERVICE VEHICLES
2,463.27
118282 5/31/2018 MOHAWK MFG. AND SUPPLY CO. BUS PARTS
71.34
118283 5/31/2018 NU-COOL REDI GREEN, INC COOLANTS & SHOP SUPPLIES
702.25
118284 5/31/2018 NUVATION ENERGY DBA BATTERY MANAGEMENT SYSTEMS - E
1,494.23
118285 5/31/2018 PREVOST CAR INC.- CREDIT DEPT. BUS PARTS
2,344.97
118286 5/31/2018 O'CONNOR PEST CONTROL DBA FUMIGATION
77.00
118287 5/31/2018 POWERSTRIDE BATTERY CO. EV BATTERIES
1,198.43
118288 5/31/2018 R.C. SIMPSON, INC. RETAINER FEE
215.00
118289 5/31/2018 DAVID NOE RIVERA REIMBURSEMENTS
21.52
118290 5/31/2018 SANSUM CLINIC MEDICAL EXAMS
1,100.00
118291 5/31/2018 SANTA BARBARA FASTENERS, IN
C
SHOP SUPPLIES 23.12
118292 5/31/2018 SMITTY'S TOWING SERVICE D TOWING SERVICES
800.00
118293 5/31/2018 SM TIRE, CORP. BUS TIRE MOUNTING
582.50
118294 5/31/2018 SOUTHWEST LIFT & EQUIPMENT, I LIFT REPAIRS & SUPPLIES
2,119.62
118295 5/31/2018 STAPLES CONTRACT & COMMERC OFFICE SUPPLIES
1,088.92
118296 5/31/2018 STEWART'S DE-ROOTING & PLUM PLUMBING REPAIRS
277.21
118297 5/31/2018 SB CITY OF-REFUSE/WATER UTILITIES
1,229.50
118298 5/31/2018 SUZANNE ELLEDGE PLANNING & CALLE REAL PERMIT SERVICES
9,352.93
118299 5/31/2018 TELCOM, INC. VENTURA REPEATER SERVICES
687.50
118300 5/31/2018 THE MEDCENTER MEDICAL EXAMS
1,382.00
118301 5/31/2018 TIMBERWOLF PET PRODUCTS LEASH FOR W/C RAMPS
237.38
118302 5/31/2018 TK SERVICE, INC. BUS PARTS & REPAIRS
282.21
118303 5/31/2018 TANK TEAM INC. TANK TESTS
123.00
118304 5/31/2018 TRUMAN ARNOLD COMPANIES (T DIESEL FUEL
62,161.95
118305 5/31/2018 UNITED PARCEL SERVICE, INC. FREIGHT CHARGES
350.49
118306 5/31/2018 J.C. M. AND ASSOCIATES INC. UNIFORMS
44,247.82
118307 5/31/2018 U.S. BANK CORP. PAYMENT SYSTE CREDIT CARD PURCHASES
2,556.90
118308 5/31/2018 VALLEY POWER SYSTEMS, INC. BUS PARTS
540.78
118309 5/31/2018 VALLEY POWER SYSTEMS, INC. BUS PARTS
1,808.58
118310 5/31/2018 VENTURA COUNTY OVERHEAD D B&G REPAIRS & SUPPLIES
855.00
118311 5/31/2018 VENTURA STEEL, INC. B&G REPAIRS & SUPPLIES
26.10
118312 5/31/2018 VERIZON WIRELESS WIRELESS PHONES & AIM CELLULAR
676.38
118313 5/31/2018 VORTEX INDUSTRIES REPAIR SHOP DOORS
498.00
118314 5/31/2018 WAXIE SANITARY SUPPLY DBA JANITORIAL SUPPLIES
849.40
118315 5/31/2018 CLARENCE WILLIS VTT/DRIVERS LICENSE
10.00
118316 5/31/2018 YELLOW (YRC) TRANSPORTATION FREIGHT CHARGES
2,332.88
118317 6/8/2018 DAVID DAVIS JR. DIRECTOR FEES
360.00
118318 6/8/2018 STATE OF CALIFORNIA PAYROLL RELATED
165.00
118319 6/8/2018 ROBIN GONZALEZ PR RELATED
250.00
118320 6/8/2018 CHUCK MCQUARY DIRECTOR FEES
240.00
9:3113-Jun-18Accounts Payable Check Register
Check # Date Company Description Amount Voids
118321 6/8/2018 ANN BRADY OTTIERI PAYROLL RELATED 277.00
118322 6/8/2018 PAULA A. PEROTTE DIRECTOR FEES
180.00
118323 6/8/2018 PETTY CASH - GOMEZ, LILLY MISC. PURCHASES
435.29
118324 6/8/2018 OLIVIA RODRIGUEZ DIRECTOR FEES
240.00
118325 6/8/2018 SB COUNTY FEDERAL CREDIT UNI PAYROLL DEDUCTION
260.00
118326 6/8/2018 SANTA BARBARA SHERIFF'S DEPT PAYROLL RELATED
75.00
118327 6/8/2018 WILLIAM JOHN SHELOR DIRECTOR FEES
120.00
118328 6/8/2018 SO. CAL. EDISON CO. UTILITIES
2,567.99
118329 6/8/2018 SB CITY OF-REFUSE/WATER UTILITIES
3,943.18
118330 6/8/2018 DAVID T. TABOR DIRECTOR FEES
240.00
118331 6/8/2018 TEAMSTERS PENSION TRUST UNION PENSION
94,775.44
118332 6/8/2018 TEAMSTERS UNION LOCAL NO. 18 UNION DUES
10,233.84
118333 6/8/2018 RICHARD WEINBERG DIRECTOR FEES
240.00
500,470.64
0.00
$500,470.64
Prior Cash Report Voided Checks:
0.00
Current Cash Report Voided Checks:
Grand Total:
9:3113-Jun-18Accounts Payable Check Register
Santa Barbara Metropolitan Transit District
Cash Receipts of Accounts Receivable
Date Company Description Amount
5/30/2018 City of SB - Public Works Director Downtown Shuttle May '18 95,211.25
6/1/2018
MacDonald Media/MUFG Union Ban Advertising on Buses 16,383.60
6/4/2018
City of SB Creeks Division Advertising on Buses 300.00
6/5/2018
Department of Rehabilitation Passes/Passports Sales 584.00
6/5/2018
Moonlight Graphics/Mktg Advertising on Buses 7,192.80
6/5/2018
UCSB Bookstore Passes/Passport Sales 5,750.00
6/5/2018
Wells Marketing, LLC Advertising on Buses 1,344.60
6/6/2018
ASTI Holding Company, LLC Overpass Property Lease June '18 16,678.46
6/6/2018
Goodwin & Thyne Properties Advertising on Buses 2,080.00
6/6/2018
UCSB - Parking Services-7001 Passes/Passports Sales 6,732.00
6/7/2018
Jim Haggerty Retiree - Vision 12.20
6/7/2018
Montecito Bank & Trust Advertising on Buses 2,840.00
6/11/2018
County of Santa Barbara Passes/Token Sales 2,352.00
6/11/2018
SB County Public Health (BA) Advertising on Buses 660.00
$158,120.91Total Accounts Receivable Paid During Period
6
/12/2018 4:35:39 P
M
Cash Report Accounts Receivable Printed
BOARD OF DIRECTORS REPORT
MEETING DATE: JUNE 19, 2018 AGENDA ITEM: #7
DEPARTMENT: RISK
TYPE: ACTION ITEM
PREPARED BY: MARY GREGG
____________________
Signature
REVIEWED BY: GENERAL MANAGER ____________________
Signature
SUBJECT: RENEWAL OF EXCESS WORKERS’ COMPENSATION INSURANCE
JULY 1, 2018
RECOMMENDATION:
Staff recommends that the Board of Directors authorize renewal of Excess Workers’
Compensation insurance (EWC) with current coverage through California State Association of
Counties, Excess Insurance Authority (CSAC EIA) with a Self-Insured Retention (SIR) of
$500,000, at the projected annual premium of $69,594, effective July 1, 2018 - July 1, 2019.
DISCUSSION:
The EWC premium projection is based on MTD’s estimated 2018/19 payroll within the Low Safety
category pool rating group City/other (“Group”), plus loss rate data through fiscal year end 2017.
Rates for the Group are down slightly compared to last year due to a better loss experience. MTD
received an even further reduction on its own merit for a better loss experience than the group,
resulting in a 3% reduction in rate.
MTD’s claim frequency has been stable over the past few years as supported by MTD’s
Experience Modification Factor (ex-mod) for 2018/19 calculated at 90%. An ex-mod of less than
100% indicates that a loss rate is better than the average. Prior years have also seen a favorable
ex-mod, 91% for 2017/18, 91% for 2016/17, and 90% for 2015/16. Additionally, in fiscal year end
2017 fewer claims were filed than the previous year 2016, and fiscal year end 2018 is on track to
close with fewer claims than 2017.
BUDGET/FINANCIAL:
Fiscal Year
2018-2019
2017-2018
2015-2016
Renewal Premium
$69,594*
$67,510
$71,087
*Total projected premium is calculated at the rate per $100 of payroll estimated for the policy period. Factoring in the
increase in estimated payroll for 2018/19 of 6%, minus the 3% rate reduction, total projected premium reflects a 3%
increase over the current fiscal year.
Payroll is audited by CSAC EIA after the close of each fiscal year and total premium is
adjusted accordingly.
BOARD OF DIRECTORS REPORT
2
HISTORICAL:
Pool Rating Group: In 2016/17, CSAC EIA’s Board of Directors voted to change the rating
methodology for the Public Entity (PE) rating group into two separate actuarially rated groups
going forward, “High Safety” and “Low Safety”, based on the percent of overall payroll that is
safety payroll. The Low Safety group rates offer MTD better premium positioning than if in High
Safety. The Underwriting Committee elected to phase in this change to assist with the transition
and keep premiums as stable as possible. 2018/19 is the 3rd year in this three year phase.
BOARD OF DIRECTORS REPORT
MEETING DATE: JUNE 19, 2018 AGENDA ITEM: #8
DEPARTMENT: RISK
TYPE: ACTION ITEM
PREPARED BY: MARY GREGG
____________________
Signature
REVIEWED BY: GENERAL MANAGER ____________________
Signature
SUBJECT: RENEWAL OF FLOOD INSURANCE - JULY 10, 2018 THROUGH
JULY 10, 2019
RECOMMENDATION:
Staff recommends that the Board of Directors authorize renewal of the Flood Insurance coverage
with Wright National Flood Insurance Company effective July 10, 2018, at a total premium of
$28,130, with a deductible of $25,000 per coverage.
DISCUSSION:
The policy covers all buildings and their contents at 550 Olive Street as follows: administrative,
fuel service island, bus wash, carport, and maintenance. Coverage complies with the FTA
requirement that grantees with federally-funded buildings located in a flood zone must purchase
flood insurance for those properties. Flood coverage and underwriting rules are established by
the National Flood Insurance Program (NFIP). Insurance companies are contracted to underwrite
the flood policies and base pricing for flood zones is set by FEMA.
Per the City of Santa Barbara’s Flood Insurance Rate Maps (FIRMS), MTD is in Zone AH, defined
as “Areas subject to inundation by 1-percent-annual chance shallow flooding (usually areas of
ponding) where average depths are between one and three feet. Base Flood Elevations (BFEs)
derived from detailed hydraulic analyses are shown in this zone.”
BUDGET/FINANCIAL:
Renewal
2018-2019
Expiring
2017-2018
Prior
2016-2017
Prior
2015-2016
Administration
$ 6,880
$ 6,762
$ 6,230
Fuel Service Island
$ 6,145
$ 6,085
$ 5,682
Bus Wash
$ 3,703
$ 3,657
$ 3,461
Carport
$ 4,135
$ 4,028
$ 3,728
Maintenance
$ 6,880
$ 6,762
$ 6,230
Total
$ 28,130
$ 27,743
$ 27,294
$ 25,331
BOARD OF DIRECTORS REPORT
MEETING DATE: JUNE 19, 2018 AGENDA ITEM: #9
DEPARTMENT: HUMAN RESOURCES
TYPE: ACTION ITEM
PREPARED BY: MARY GREGG
____________________
Signature
REVIEWED BY: GENERAL MANAGER ____________________
Signature
SUBJECT: MTD STAFF EMPLOYEE HANDBOOK
RECOMMENDATION:
Staff recommends that the Board of Directors approve a revision to eligibility language in the
Retirement Medical Insurance section of the Staff Employee Handbook (“Handbook”). This
Handbook is specific to District Staff and does not apply to employees represented under a
collective bargaining agreement.
DISCUSSION:
The District supports retirement health benefits via a reimbursement program to eligible retirees
who have chosen their own individual plan(s). A maximum reimbursement benefit was
established effective July 1, 2012 of two hundred eighty-five dollars ($285) per month. Retirees
are responsible for deductibles and co-payments and their own Medicare Part B premiums. Staff
is recommending to the Board to set a sunset date on this benefit effective July 1, 2018.
Eligibility for the reimbursement benefit is defined in the Handbook, as follows:
If they meet the following, regular full-time employees are entitled to reimbursement for
medical insurance for them and their spouse until death of the retired MTD employee.
Qualifications:
• Employed for 20 full-time years at MTD
• At least 65 years old at retirement
• Employee voluntarily retires from MTD employment
Additional language will be added to the top of the Qualifications list to read:
• Hired on or before June 30, 2018
• Employees hired on or after July 1, 2018 will not be entitled to this benefit
BOARD OF DIRECTORS REPORT
2
HISTORICAL:
Staff revised the Staff Employee Handbook after comprehensive review completed by the
District’s HR Committee, as well as review by MTD’s labor attorney, Trevor Large of BFAS, LLP.
MTD’s Board of Directors approved the revised Handbook April 19, 2016. The revised Handbook
reflected updates to California State and Federal regulations, where they pertained, as well as
inclusion of new labor laws that had been passed since the last revision to the handbook was
made February 24, 2011. The revision also presented the opportunity to incorporate into the
handbook MTD policies provided during the hew hire process.
BOARD OF DIRECTORS REPORT
MEETING DATE: JUNE 19, 2018 AGENDA ITEM: #10
DEPARTMENT: FINANCE
TYPE: ACTION ITEM
PREPARED BY: BRAD DAVIS
____________________
Signature
REVIEWED BY: GENERAL MANAGER ____________________
Signature
SUBJECT: CAL OES DESIGNATION OF AUTHORIZED AGENT FOR FEMA
ASSISTANCE
RECOMMENDATION:
Staff requests that the Board of Directors approve the attached resolution designating General
Manager Jerry Estrada as the authorized agent to execute and file agreements with the California
Governor’s Office of Emergency Services for federal financial assistance for disaster relief.
DISCUSSION:
Staff has previously prepared and filed a claim for assistance from the Federal Emergency
Management Agency (FEMA) for the reimbursement of costs incurred by MTD as a result of the
Thomas Fire and the Montecito Debris Flow events of last December and January, respectively.
The California Governor’s Office of Emergency Services (Cal OES) is the actual applicant with
FEMA for disaster relief for all California local public agencies. Cal OES recently informed MTD
that two items were required to finalize the claim: the resolution naming MTD’s authorized official
for submitting the claim; and execution of Cal OES Project Assurances for Federal Assistance by
such designated agent.
The resolution provides the choice of naming the designated person specifically for the current
disaster or for any claims filed in the next three years. Staff recommends the latter.
ATTACHMENT:
• Designation for Applicant’s Agent Resolution for Non-State Agencies
STATE OF CALIFORNIA
GOVERNOR’S OFFICE OF EMERGENCY SERVICES
Cal OES ID No: ______________________
Cal OES 130
DESIGN
ATION OF APPLICANT'S AGENT RESOLUTION
FOR NON-STATE AGENCIES
BE IT RESOLVED BY THE OF THE
(Governing
Body)
(Name
of
Applicant)
THAT
,
OR
(Title
of
Authorized
Agent)
,
OR
(Title
of
Authorized
Agent)
(Title
of
Authorized
Agent)
is hereby authorized to execute for and on behalf of the , a public entity
(Name
of
Applicant)
established under the laws of the State of California, this application and to file it with the California Governor’s Office of Emergency
Services for the purpose of obtaining certain federal financial assistance under Public Law 93-288 as amended by the Robert T. Stafford
Disaster Relief and Emergency Assistance Act of 1988, and/or state financial assistance under the California Disaster Assistance Act.
THAT the ________________________________________________, a public entity established under the laws of the State of California,
(Name
of
Applicant)
hereby authorizes its agent(s) to provide to the Governor’s Office of Emergency Services for all matters pertaining to such state disaster
assistance the assurances and agreements required.
Please check the appropriate box below:
This is a universal resolution and is effective for all open and future disasters up to three (3) years following the date of approval below.
This is a disaster specific resolution and is effective for only disaster number(s) ________________________
P
assed and approved this day of , 20
(Name
and
T
itle
of
Governing
Body
Representative)
(Name
and
T
itle
of
Governing
Body
Representative)
(Name
and
T
itle
of
Governing
Body
Representative)
CERTIFICATION
I, , duly appointed and of
(Name)
(Title)
, do hereby certify that the above is a true and correct copy of a
(Name
of
Applicant)
Resolution passed and approved by the of the
(Governing
Body)
(Name
of
Applicant)
on the day of , 20 .
(Signature)
(Title)
Cal OES 130 (Rev.9/13) Page 1
083-91060
Board of Directors
Santa Barbara Metropolitan Transit District
Jerry Estrada, General Manager
Santa Barbara Metropolitan Transit District
Santa Barbara Metropolitan Transit District
19th
June
18
Dave Davis, Chair

Bill Shelor
Secretary
Santa Barbara Metropolitan Transit District
Board of Directors
Santa Barbara Metropolitan Transit District
19th
June
Board Secretary
18
STATE OF CALIFORNIA
GOVERNOR’S OFFICE OF EMERGENCY SERVICES
Cal OES 130 - Instructions
Cal OES Form 130 Instructions
A D
esignation of Applicant’s Agent Resolution for Non-State Agencies is required of all Applicants to be eligible to
receive funding. A new resolution must be submitted if a previously submitted Resolution is older than three (3) years
from the last date of approval, is invalid or has not been submitted.
When
completing
the
Cal OES
Form
130,
Applicants
should
fill i
n
the
blanks
on
page
1.
The
blanks
are
to
be
filled
in
as
follows:
Resolution Section:
Governing Body
:
This
is
t
h
e
group
responsible
for
appointing
and
approving
the
Authorized Agents.
Examples
include: Board
of
Directors,
City
Council,
Board
of
Supervisors,
Board of Education, etc.
Name of Applicant
: The public entity established under the laws of the State of California. Examples include: School
District, Office of Education, Cit
y, County or
Non-profit
agency
that
has
app
lied
for
the
grant, such as:
City
of
San Diego,
Sacramento
County, Burbank Unified School District, Napa County Office of Education, University Southern California
.
Authorized Agent
:
These
are
the
individuals
that
are
a
uthorized
by
the
Governing
Body
to
engage
with the Federal Emergency
Management Agency and
the Governor’s Office of Emergency Services
regarding
grants
applied
for
by
the
Applican
t.
There
are
two
ways
of
comp
le
ting
this
section:
1.
Titles
Only
:
If
the
Governing
Body
so
c
hooses,
the
tit
les
of
the
Authorized
Agents
w
ould
be entered
here,
not
their
names.
This
allows
the
document
to
rem
a
in
valid (for 3 years)
if
an
Authorized
Agent leaves
the
position
and
is
r
e
placed
by
another
individual in the same title.
If
“Titles
Only”
is
the
chosen
method,
this document
must
be
accompanied
by
a c
over
letter
naming
the
Authorized
Agents
by
nam
e
and
title.
This
cover
letter
can
b
e
comp
leted
by
any
au
t
horized
person
within
the
agency
and
does
not
require
t
h
e
Governing Body’s
signature.
2.
Names
and
Titles:
If
the
Governing
Body
so
chooses,
the
names
and
titles
of
the
Authorized
Agents would
be
listed.
A
new
Cal OES
Form
130
will be required
if
any
of
t
h
e
Authorized
Agents
are replaced,
leave
the
position
liste
d
on
the
document or their title changes.
Governing Body Representative
:
These
are
the
nam
e
s
and
titles
of
the
approving
B
oard
M
e
mbers.
Examples include
:
Chairman
of
the
Board,
Director,
Superintendent,
etc.
The names and titles
cannot be one of the
designated Authorized Agents, and a minimum of two or more approving board members need to be listed.
Certification Section:
Name and
Title:
This
is
the
individual
that
was
in
attendance
and
recorded
the
Resolution
creation
and
approval.
Examples
i
nclude:
Cit
y
Clerk,
Secretary
to
the
Board
of
Directors,
County
Clerk,
etc.
This
person
canno
t
be
one
of
the
designated
Authorized
Agents or Approving Board Member (if a person holds two positions such as City Manager and
Secretary to the Board and the City Manager is to be listed as an Authorized Agent, then the same person holding the
Secretary position would sign the document as Secretary to the Board (not City Manager) to
elimi
n
ate
“Self
Certification.”
Cal OES 130 (Rev.9/13) Page 2
BOARD OF DIRECTORS REPORT
MEETING DATE: JUNE 19, 2018 AGENDA ITEM: #11
DEPARTMENT: FINANCE
TYPE: ACTION ITEM
PREPARED BY: JERRY ESTRADA
____________________
Signature
REVIEWED BY: GENERAL MANAGER ____________________
Signature
SUBJECT: ADA PARATRANSIT SERVICES MASTER AGREEMENT
RECOMMENDATION:
Staff recommends that the Board of Directors authorize General Manager Estrada to amend the
Master Agreement with Easy Lift Transportation for the continued provision of complementary
paratransit service, and extend the amended Master Agreement for FY 2018-19.
DISCUSSION:
Federal law, the Americans with Disabilities Act of 1990 (ADA), requires operators of public transit
service to provide "complementary paratransit service" for persons who cannot utilize fixed-route
bus service. MTD must ensure that paratransit service is available for such persons whenever
and wherever MTD provides fixed-route bus service. From the signing of the ADA into law to the
present day, MTD has complied with this unfunded mandate by providing an operating subsidy to
Easy Lift for their paratransit service. This arrangement has worked well for the community as
well as for both agencies, and MTD and Easy Lift staffs have had a good working relationship.
Following extensive discussions between the two agencies, staff recommends that the Master
Agreement be amended in accordance with the attached Amendment 1 to increase the operating
subsidy provided to Easy Lift for FY 2018-19 in excess of that included in MTD’s approved Fiscal
Year 2018-19 Operating and Capital Budget.
ATTACHMENT:
• Amendment 1 to the ADA Paratransit Services Master Agreement with Easy Lift
Transportation, Inc.
June 7, 2018
1
AMENDMENT No. 1
Santa Barbara Metropolitan Transit District
ADA Paratransit Services
MASTER AGREEMENT with EASY LIFT TRANSPORTATION, INC.
This first amendment to the ADA Paratransit Services Master Agreement with Easy Lift
Transportation, Inc. (“Master Agreement”) is entered into by and between the SANTA
BARBARA METROPOLITAN TRANSIT DISTRICT, an incorporated transit district
under Sections 95000, et seq., of the California Public Utilities Code (“MTD”), and
EASY LIFT TRANSPORTATION, INC., a corporation (“Easy Lift”) (collectively, “the
parties”), at Santa Barbara, California, as of the last date set forth below with the
signatures confirming execution of this amendment.
RECITALS
WHEREAS, the parties have historically agreed to collaborate to provide ADA
complementary paratransit service; and
WHEREAS, on or about April 19, 2016, the parties executed the Master Agreement;
and
WHEREAS, the General Manager of MTD and the Executive Director of Easy Lift
approved the extension of that agreement, as provided in Section 10 of the Master
Agreement; and
WHEREAS, Easy Lift has requested an adjustment in the maximum amount of annual
compensation to be paid by MTD to Easy Lift for fiscal year 2018-19 for the services
Easy Lift provides pursuant to the Master Agreement; and
WHEREAS, on or about June 5, 2018, the Board of Directors of MTD approved a Fiscal
Year 2018-19 Operating and Capital Budget providing for maximum compensation to
Easy Lift of $899,562 for fiscal year 2018-19; and
WHEREAS, the parties agree to begin discussions toward a multi-year extension in
July, 2018 with the goal of reaching an accord by the end of the 2018 calendar year;
and
WHEREAS, to continue their collaborative relationship, the parties desire to amend the
parties' existing Master Agreement to provide additional funding for the ADA
complimentary paratransit requirements of MTD within MTD's existing service area.
June 7, 2018
2
NOW, THEREFORE, MTD AND EASY LIFT DO MUTUALLY AGREE AS FOLLOWS:
1. In lieu of calculating fiscal year 2018-19 compensation to be paid by MTD to
Easy Lift, as provided in Section 10 of the Master Agreement, MTD shall pay
Easy Lift a maximum of $941,962 for fiscal year 2018-19 for operating expenses
to provide the transportation services described therein between July 1, 2018
and June 30, 2019. The amount of this maximum payment in excess of what
was approved by MTD’s Board of Directors on June 5, 2018 is intended to offset
Easy Lift’s increased driver costs.
2. Capitalization of Specified Equipment:
MTD agrees to the following equipment being acquired by Easy Lift and
capitalized for the amount shown:
(1) Paratransit Van, the total cost of which shall not exceed $50,000.
The above vehicle will be purchased by Easy Lift and billed to MTD for its actual
cost, not to exceed the amount cited above. MTD will reimburse Easy Lift for the
actual cost of the vehicle. Easy Lift will retain title to the vehicle. However, title
and ownership of the vehicle will revert to MTD upon termination of this (or any
successor) agreement for ADA Paratransit Services and the title documents will
be returned to MTD within 30-days of any such termination.
3. In all other respects, the Master Agreement shall remain unchanged and in full
effect.
IN WITNESS WHEREOF, the parties hereto have executed this first amendment to the
Master Agreement on the last date set forth below the signatures executing this
agreement.
Santa Barbara Metropolitan
Transit District
General Manager
Date
Easy Lift Transportation, Inc.
Executive Director
Date
BOARD OF DIRECTORS REPORT
MEETING DATE: JUNE 19, 2018 AGENDA ITEM: #12
DEPARTMENT: MARKETING
TYPE: INFORMATIONAL ITEM
PREPARED BY: HILLARY BLACKERBY
____________________
Signature
REVIEWED BY: GENERAL MANAGER ____________________
Signature
SUBJECT: REPORT ON BRANDING OF NEW BUS ACQUISITIONS
RECOMMENDATION:
That the Board of Directors receive a presentation and provide input on concepts for paint and
decal design schemes for 10 new Gillig buses.
Due to a fortunate acceleration of the production schedule of the 10 40’ Gillig diesel buses
currently on order, pre-production has officially begun. MTD’s marketing firm, Celtis Ventures, has
assisted staff in drafting the exterior design for these buses.
In April 2017, the Board of Directors officially re-branded the agency with the adoption of a new
logo and color scheme. Agency assets have slowly transitioned to match the new branding and
the most visible and iconic asset is our fleet.
Per MTD’s 5 Year Marketing and Communications Plan, adopted in July 2017, the first buses to
carry the new color scheme will be this order of 10 diesel buses.
Further outreach will consist of input from the Operations and Maintenance Departments
(including drivers), and targeted outreach to riders.
1
To: MTD Board of Directors
From: Jerry Estrada, General Manager
Date: June 19, 2018
Subject: General Manager’s Report
Operations, Fleet & Facilities
Operations welcomes our newest Operator in training, Sid Sidhu, who started his career
here on May 31, 2018. He joins the other trainee, David Rivera, in pursuit of their
commercial licenses and MTD training. Verification of Transit Training (VTT) was
conducted the week of June 4, 2018. As mentioned before, these educational training
classes are a requirement of anyone holding a Class B license with a passenger
endorsement. Our next set of classes will take place sometime in mid-August, just prior
to the start of the fall 2018 Bid. The driver summer bid started this week, and will run
through August 19, 2018. It is our shortest bid and the simplest, due to most schools
being out. We will be starting the bidding process for our next set of service changes, to
begin on August 20, 2018.
Five of the Samtrans Gillig buses have been upgraded with the Clever Devices and Apollo
Video ITS systems. One step remains to complete the upgrade process on the buses.
Because the exterior destination signs on the Samtrans buses are made by a different
manufacturer than is used on all other MTD buses, reprogramming of the signs is
necessary to enable communications with Clever Devices for automated destination sign
changes. This process is expected to be completed shortly.
The CARB workshop for the new Innovative Clean Transit mandate is June 13
th
, 2018 in
Sacramento. Staff will listen in on the meeting. Mandates for zero emission buses and
renewable diesel fuel are on the agenda. The MTD is now classified as a large transit
fleet with over 100 buses.
On June 6
th
staff submitted an application for SCE’s Charge Ready Transit Bus Program.
Program award recipients will be provided with funding for charging infrastructure
installation projects. Awardees will also receive rebates to offset the costs of buying and
installing electric bus charging equipment. Although MTD’s knowledge and experience
with electric buses make the District a good candidate, preference will go to agencies that
service disadvantaged communities (DAC) as defined by SB 535. Currently, MTD does
not provide transit service to any DACs.
CALSTART, a California based clean transportation consulting group, partnered with
Ohio State University’s Center for Automotive Research and is surveying transit agencies
that operate battery-electric buses to get general feedback about their experience. The
goal of the collaboration between CALSTART and Ohio State University is to advance
the electric vehicle industry by helping to improve the technology and remove barriers.
On June 6
th
CALSTART representatives asked staff about successes and failures of
MTD’s electric vehicle program.
2
Administration
As the next step in the re-branding of the agency, MTD bus operators recently began
wearing newly branded uniforms in blue, teal, grey and black.
Staff attended a meeting of the Santa Barbara County Association of Governments’
(SBCAG’s) Technical Transportation Advisory Committee (TTAC) on Thursday, June 7,
2018. MTD is a voting member of the committee. TTAC recommended that the SBCAG
board approve the FY 2018/19 Local Transportation Fund (LTF) allocations, and reviewed
and provided comments on the Draft 2019 Federal Transportation Improvement Program.
Staff met with SBCAG staff on Wednesday, June 13, 2018, to review potential Americans
with Disabilities Act (ADA) improvements to Goleta bus stops on Castilian Drive and
Cortona Drive that are currently used by the Coastal Express and Clean Air Express. If
those stops can be made ADA-compliant, MTD may revise the Amtrak connecting service
to serve them. Staff submitted the May monthly ridership and safety and security reports
to the Federal Transit Administration’s National Transit Database, as required.
Planning has focused on finalizing the Clever Devices interface with the June bid, which
resulted in a successful rollout on June 11, 2018, and on preparing the August bid. In
addition to the recently-approved August changes, staff is working on an August
reconfiguration of the Downtown-Waterfront Shuttle routes to be more compatible with
Clever Devices and the Bus Tracker app. This reconfiguration will be invisible to the
passengers. Staff plans an August bid round table on June 19, 2018.
The solicitation documents for the invitation for bids for diesel fuel have been completed
and staff is now in a position to carry out the bid process with the seven prequalified
bidders. Once the decision to move forward is made, the solicitation process can be
completed within two weeks.
With the end of the fiscal year near at hand, the financial audit process has begun.
McGowan Guntermann has provided the comprehensive list of items and schedules
required for the audit and Accounting staff has begun putting items together for the early
audit needs. The annual comprehensive bus parts inventory is scheduled for the
weekend of June 30 and July 1. We are in the last of a three-year contract for inventory
counting services with Compucount.
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