CALIFORNIA VANPOOL AUTHORITY 1340 North Drive | Hanford, California 93230 (559) 852-2711 Main | (559) 587-0714 Fax Toll-Free 1-866-655-5444 www.calvans.org CalVans Board of Directors Regular Meeting Agenda Member Agencies: Association of Monterey Bay Area Governments, Fresno Council of Governments, Imperial County Transportation Commission, Kern Council of Governments, Madera County Transportation Commission, Merced County Association of Governments, Riverside County Transportation Commission, San Bernardino County Transportation Authority, San Joaquin Council of Governments, Santa Barbara County Association of Governments, Stanislaus Council of Government, Tulare County Association of Governments and Ventura County Transportation Commission. Date: May 14 th , 2020 Start Time: 10:00 am Location: Meeting will be held via Teleconference. The line will be open 5 minutes prior to the meeting. Room: Please join the meeting from your phone. Call in Number: 866-244-8528 Passcode: 165 984 9720 # Please mute the line if not speaking Last Meeting: April 9 th , 2020 Next Meeting: June 11 th , 2020 Teleconference call-in number is 1-866-244-8528, Passcode 165 984 9720# THE CALIFORNIA VANPOOL AUTHORITY PUBLIC MEETING PROTOCOL IN RESPONSE TO COVID‐19 The California Vanpool Authority hereby provides notice that it will convene its regularly scheduled public CalVans Board of Directors meeting via teleconference and will close its Conference Room to the public until further notice. These actions are due to the COVID‐19 pandemic. California Governor, Gavin Newsom, issued Executive Order N‐25‐20 on March 12, 2020 allowing local or state legislative bodies to hold meetings via teleconference and to make meetings accessible electronically; Executive Order N-29-20 on March 17, 2020 provided guidance regarding the assembling of public meetings without violating the open meeting laws found in the Bagley-Keene Act and the Brown Act; in addition the State of California Public Health Officer issued Executive Order N-33-20 on March 19, 2020, ordering all individuals living in the State of California to Shelter in Place at their place of residence and to temporarily close businesses including public event/gatherings. The order further stresses that when engaged in unrestricted activities or otherwise, citizens need to practice "social distancing" at all times. Furthermore, the order directs the State Office of Emergency Services to take the necessary steps to ensure compliance. This order will remain in effect until further notice. Members of the public who wish to participate in the meeting electronically can call in via telephone using the Call in Number and Passcode noted on this meeting agenda or by postal or electronic mail. The public may submit written comments on any matter within the authority’s subject matter jurisdiction, regardless of whether it is on the agenda, for the authority’s consideration or action, and those comments will be entered into the administrative record of the meeting. To submit written comments for inclusion in the meeting record using U.S. Mail, please forward to CalVans, 1340 North Dr., Hanford, Ca 93230 or email to [email protected]. Comments must be received by the CalVans office no later than 4:00 p.m. on the afternoon of the noticed meeting. A person with a qualifying disability under the Americans with Disabilities Act of 1990 may request the Authority provide a disability-related modification or accommodation in order to participate in any public meeting of the Authority. Such assistance includes appropriate alternative formats for the agendas and agenda packets used for any public meetings of the Authority. Requests for such assistance and for agenda packets should be made by email to [email protected]or written correspondence to Executive Director, at the address noted above for the California Vanpool Authority. The request should be received 72 hours before the public
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CALIFORNIA VANPOOL AUTHORITY 1340 North Drive | Hanford, California 93230
(559) 852-2711 Main | (559) 587-0714 Fax Toll-Free 1-866-655-5444
www.calvans.org
CalVans Board of Directors Regular Meeting Agenda
Member Agencies: Association of Monterey Bay Area Governments, Fresno Council of Governments, Imperial County Transportation Commission, Kern Council of Governments, Madera County Transportation Commission, Merced County Association of Governments, Riverside County Transportation Commission, San Bernardino County Transportation Authority, San Joaquin Council of Governments, Santa Barbara County Association of Governments, Stanislaus Council of Government, Tulare County Association of Governments and Ventura County Transportation Commission.
Date: May 14th, 2020 Start Time: 10:00 am
Location: Meeting will be held via Teleconference. The line will be open 5 minutes prior to the meeting.
Room: Please join the meeting from your phone. Call in Number: 866-244-8528 Passcode: 165 984 9720 #
Please mute the line if not speaking
Last Meeting: April 9th, 2020 Next Meeting: June 11th, 2020
Teleconference call-in number is 1-866-244-8528, Passcode 165 984 9720#
THE CALIFORNIA VANPOOL AUTHORITY PUBLIC MEETING PROTOCOL IN RESPONSE TO COVID‐19
The California Vanpool Authority hereby provides notice that it will convene its regularly scheduled public CalVans Board of Directors meeting via teleconference and will close its Conference Room to the public until further notice. These actions are due to the COVID‐19 pandemic. California Governor, Gavin Newsom, issued Executive Order N‐25‐20 on March 12, 2020 allowing local or state legislative bodies to hold meetings via teleconference and to make meetings accessible electronically; Executive Order N-29-20 on March 17, 2020 provided guidance regarding the assembling of public meetings without violating the open meeting laws found in the Bagley-Keene Act and the Brown Act; in addition the State of California Public Health Officer issued Executive Order N-33-20 on March 19, 2020, ordering all individuals living in the State of California to Shelter in Place at their place of residence and to temporarily close businesses including public event/gatherings. The order further stresses that when engaged in unrestricted activities or otherwise, citizens need to practice "social distancing" at all times. Furthermore, the order directs the State Office of Emergency Services to take the necessary steps to ensure compliance. This order will remain in effect until further notice.
Members of the public who wish to participate in the meeting electronically can call in via telephone using the Call in Number and Passcode noted on this meeting agenda or by postal or electronic mail. The public may submit written comments on any matter within the authority’s subject matter jurisdiction, regardless of whether it is on the agenda, for the authority’s consideration or action, and those comments will be entered into the administrative record of the meeting. To submit written comments for inclusion in the meeting record using U.S. Mail, please forward to CalVans, 1340 North Dr., Hanford, Ca 93230 or email to [email protected]. Comments must be received by the CalVans office no later than 4:00 p.m. on the afternoon of the noticed meeting.
A person with a qualifying disability under the Americans with Disabilities Act of 1990 may request the Authority provide a disability-related modification or accommodation in order to participate in any public meeting of the Authority. Such assistance includes appropriate alternative formats for the agendas and agenda packets used for any public meetings of the Authority. Requests for such assistance and for agenda packets should be made by email to [email protected] or written correspondence to Executive Director, at the address noted above for the California Vanpool Authority. The request should be received 72 hours before the public
Authority meeting. An agenda and any attachments will be available for review at the CalVans office once operations resume, however an electronic posting can be accessed here: https://calvans.org/agenda-items .
Agenda Item Page Action
A. Welcome
B. Call to Order and Roll Call
PUBLIC COMMENT (Unscheduled Appearances) Any person may directly address the Board at thistime on any item on the agenda, or on any other topics of interest to the public, that is within thesubject matter jurisdiction of the Board. Five (5) minutes are allowed for each item.
C. Consent Agenda1) Board Meeting Minutes for April 9th, 2020 - (Attachment 1) 2 Action
D. Staff Report and Program Updates1) Review of Technical Advisory Committee Meeting Minutes of March
23rd, 2020 - (Attachment 2)2) Review of Proposed Budget for FY 20/21 - (Attachment 3)
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Discussion
Discussion
E. Next Meeting
F. Adjourn
PUBLIC COMMENT (Unscheduled Appearances) The public may address the committee on any item relevant to the authority. To comment on an agenda item, speakers should notify the staff member at the meeting location, when the agenda item is announced. The staff member will indicate whether speakers are to make their comments before or after any staff comment or report. Public comment shall precede discussion of the item by the committee. Comments by individuals and entities will be limited to five minutes or as may be reasonable as determined by the conducting officer.
C. CONSENT
1. Board Meeting Minutes for April 9th, 2020 - (Attachment 1)
D. STAFF REPORT and PROGRAM UPDATES
1. Review of TAC meeting minutes of April 23rd, 2020 - (Attachment 2)
A request was made to have the CalVans Board only review the minutes of the TAC and have
the TAC group approve the minutes themselves was made by the committee.
2. Review of Proposed Budget for FY 20/21 - (Attachment 3)
A regular meeting of the California Vanpool Authority was called to order by Joe Neves, Board member at 10:00am on April 9, 2020 via teleconference.
California Vanpool Authority Members AMBAG – Association of Monterey Bay Area Governments Fresno COG – Fresno Council of Governments ICTC – Imperial County Transportation Commission Kern COG – Kern Council of Governments KCAG – Kings County Association of Governments MCTC – Madera County Transportation Commission MCAG – Merced County Association of Governments RCTC – Riverside County Transportation Commission
SBCTA – San Bernardino County Transportation Authority SJCOG – San Joaquin Council of Governments SBCAG – Santa Barbara County Association of Governments StanCOG – Stanislaus Council of Governments TCAG – Tulare County Association of Governments VCTC – Ventura County Transportation Commission
1. CALL TO ORDER
Roll Call – Clerk of the Board
Area Representation Commissioner Present Absent Joined After Roll Call AMBAG Steve McShane; Scott Funk (A) x Fresno COG Scott Robertson; Ray Leon (A) x ICTC Jim Predmore; Mark Baza (A) x Kern COG John Crump x 10:24 am KCAG Joe Neves; Doug Verboon (A) x MCTC Robert Poythress; Max Rodriguez (A) x 10:21 am MCAG Mike Villalta; Paul Creighton (A) x RCTC Joseph DeConnick; Tim Wade(A) x 10:15 am SBCTA Rick Denison x SJCOG Charles Winn x SBCAG Ariston Julian; Joan Hartman (A) x StanCOG Jenny Kenoyer; Tony Madrigal (A) x TCAG Greg Gomez x VCTC James White; John Zargoza (A) x
Counsel present: Nicholas Buss Staff in attendance: Georgina Cardenas, Baldev Randhawa, Teresa Rodriguez from CalVans. Visitors in attendance: Angie Dow (KART) and Elizabeth Forte (TCAG)
2. Unscheduled Appearances:Angie Dow (KART) request finance audit to be removed as a consent item and separate action item. Currently taking stepsto protect the valuable vanpool service the agency provides and is speaking on behalf of the current vanpool participantsthat are concerned about the rising cost of the program. Stated she performed an outside investigation into the financialstatus of the vanpool and is concerned about the long term financial stability of the agency regarding increased expensesand decreased revenues. In addition, in is concerned about future funding that CalVans provides to KART thru NTDreporting.
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ATTACHMENT 1
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3. Consent Calendar Board approved to remove FY 2019 Financial Audit from the consent calendar and requested additional time to review financial audit. Board made a recommendation to form an adhoc financial committee to review the financial sustainability of CalVans and to advise the board regarding financial matters. A. Minutes of Board Meeting Minutes November 14, 2019 B. TAC Committee meeting minutes for March 26, 2020
Motion Made By: McShane 2nd Motion By: Crump
Motion (Pass/Fail) Pass Commissioner Yea Nay Abstain Steve McShane x Scott Robertson x Jim Predmore x John Crump x Joe Neves x Robert Poythress x Mike Villalta Joseph DeConnick x Rick Denison Charles Winn x Ariston Julian Jenny Kenoyer / Tony Madrigal x Greg Gomez x James White x
C. Commissioners Interested in Participating in the Ad Hoc Financial Advisory Board
Commissioner Yea Nay Abstain Steve McShane x Scott Robertson x Jim Predmore x John Crump x Joe Neves x Robert Poythress x Mike Villalta Joseph DeConnick x Rick Denison (letter of interest requested) x Charles Winn x Ariston Julian Jenny Kenoyer / Tony Madrigal x Greg Gomez x James White x
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4. Action Items A. Ratify decision to obtain an operational loan with the sale of 50 paid-off vehicles to assist with the increased cost and
decreased revenue. Board recommended to table the item for review by the newly formed adhoc financial advisory committee.
Motion Made By: Denison
2nd Motion By: McShane Motion (Pass/Fail) Pass
Commissioner Yea Nay Abstain Steve McShane x Scott Robertson x Jim Predmore x John Crump x Joe Neves x Robert Poythress x Mike Villalta Joseph DeConnick x
Rick Denison x Charles Winn x Ariston Julian Jenny Kenoyer x Greg Gomez x James White x
B. Ratify decision to terminate Miocar Program effective March 31, 2020 primarily due to the loss of insurance coverage
and inability to further carry program cost. Board recommended to table the item for review by the newly formed ad hoc financial advisory committee.
Motion Made By: Gomez
2nd Motion By: McShane Motion (Pass/Fail) Pass
Commissioner Yea Nay Abstain Steve McShane x Scott Robertson x Jim Predmore x John Crump x Joe Neves x Robert Poythress x Mike Villalta Joseph DeConnick x Rick Denison x Charles Winn x Ariston Julian Jenny Kenoyer x Greg Gomez x James White x
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5. System Update A. Catalytic converter theft of 16 stored vehicles at Kings County Fairgrounds Staff reported a total of 16 vans had the catalytic converters removed with an estimated cost to replace converters will be $24K. The vans are stored at the fairgrounds in the winter months due to the relatively low cost. B. Updates to Website In light of the social distancing mandates CalVans has revamped the website to provide more tools to enroll in the vanpool program without having to physically come to the office. C. Limited Vanpool Call-Out Service During Coronavirus Pandemic Consistent with state and local recommendations a majority of the CalVans staff is currently telecommuting from home. Staff that is considered essential under the local and state mandates and are taking extra precaution thru the use of PPE. Staff reported that 2 vans are currently quarantined that were directly tied to vanpool customers that tested positive for the virus. D. RFP for KCAPTA for Subsidized Vanpool Service in Kings County Staff anticipates working on the benefits of answering the RFP for subsidized vanpool service in Kings. E. Form 700 Extended to June 1, 2020 extended to June 1, 2020 6. Miscellaneous Comments
Commissioner Robertson requested confirmation of additional insurance for board member participation. Elizabeth Forte shared her concerns regarding the manner in which the Miocar project was terminated by CalVans. Angie Dow requested that in the future CalVans provides reoccurring real time financial updates of the current financial status of the agency for board review.
7. Next Meeting Date The next board meeting is scheduled for May 14, 2020 at 10:00 am. The meeting was adjourned at 11:11 am. Respectfully submitted, Georgina Cardenas CalVans Executive Director
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TECHNICAL ADVISORY COMMITTEE MEETING
A regular meeting of the California Vanpool Authority Technical Advisory Committee was held on April 23, 2020 at 1:30pm via teleconference.
CALIFORNIA VANPOOL AUTHORITY MEMBERS
1) AMBAG – Association of Monterey Bay Area Governments 2) Fresno COG – Fresno Council of Governments 3) ICTC – Imperial County Transportation Commission 4) KCAG – Kings County Association of Governments 5) Kern COG – Kern Council of Governments 6) MCAG – Merced County Association of Governments 7) MCTC – Madera County Transportation Commission 8) RCTC – Riverside County Transportation Commission 9) SBCAG – Santa Barbara County Association of Governments 10) SBCTA – San Bernardino County Transportation Authority 11) SJCOG – San Joaquin Council of Governments 12) STANCOG – Stanislaus County of Governments 13) TCAG – Tulare County Association of Governments 14) VCTC – Ventura County Transportation Commission
1. ROLL CALL AND ATTENDANCE
Area of Representation TAC Member Present Absent Additional Members
AMBAG Sasha Tepedelenova X Fresno COG Esperanza Velazco X Brenda Veenendaal ICTC X KCAG Teresa Nickell X Kern COG Susan Campbell X MCAG Natalia Austin X MCTC Amelia Davies X RCTC Brian Cunanan X Lee Brown SBCAG Margie Kern Kent Epperson SBCTA Rebecca Soto X SJCOG X Stan COG Edith Robles X TCAG Giancarlo Bruno X VCTC Martin Erickson
3. CONSENT ITEMS All items listed as consent items are considered routine and will be enacted by one motion. For any discussion of any consent item, it will be removed at the request of any Board member and made a part of the regular agenda.
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ATTACHMENT 2
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A. Technical Advisory Committee minutes from March 23, 2020 Advisory committee recommended that going forward they will only approve TAC Meeting Minutes therefore; Board Meeting Minutes will be removed from the consent items going forward.
4. SYSTEM UPDATE a. Monthly Report (March 2020) of Activity to Date – Despite the COVID-19 pandemic we have continued
to issue vans to essential works in the farm labor industry. However, we did have a decrease in general vanpools and as a result of the pandemic 15 general vanpools have been returned. Fresno COG requested for more detailed information regarding vanpools turned in that are subsidized thru Measure C. Also, requested information in regards to not just the overall mileage but the actual number of vanpools that generate the total mileage.
b. Marketing Report – CalVans does not use a 3rd party vendor for social media marketing agency and all marketing and communication is done in house. Communication with vendors and drivers is done thru social media, email, and newsletters in addition to sending messages to the vehicle thru the Garmin device.
c. Items of Interest – CalVans is continuing to work with the Board in order to maintain transparency and effective communication regarding financial operations. The ad hoc Financial Committee will have one more meeting prior to presenting findings to the board. SBCAG Representative Kent Epperson requested to reach out to Commissioner Artiston Julian to become a member of the Financial Committee.
5. MISCELLANEOUS COMMENTS Angie Dow (KART) made comment regarding Monthly Reporting and requested if CalVans has made adjustments to the budget to reflect less revenue generated due to decreased miles as a result of the COVID-19 pandemic. Advise that we have decreased labor expenses in addition to reducing insurance coverage on vehicles being turned in. Suggestion was also made to increase the mileage rates to offset decreased mileage in addition to split shifts to assist with decreasing overtime.
6. ANOUNCEMENT OF NEXT BOARD MEETING
The next TAC meeting is scheduled for May 14, 2020 at 1:30 PM. The next Board meeting is scheduled for June 11, 2020 at 10:00 AM.
7. ADJOURNMENT
Meeting adjourned 2:05 pm
respectfully submitted,
Georgina Cardenas Executive Director
Motion Made By: Martin Erickson 2nd Motion By: Brenda Veenendaal
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