JPB Citizens Advisory Committee 1250 San Carlos Avenue, San Carlos, CA Bacciocco Auditorium, 2 nd Floor. May 18, 2016 Wednesday

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1 BOARD OF DIRECTORS 2016 May 18, 2016 Wednesday JPB Citizens Advisory Committee 1250 San Carlos Avenue, San Carlos, CA Bacciocco Auditorium, 2 nd Floor PERRY WOODWARD, CHAIR JOSÉ CISNEROS, VICE CHAIR MALIA COHEN JEFF GEE ROSE GUILBAULT RAUL PERALEZ JOÈL RAMOS ADRIENNE TISSIER KEN YEAGER JIM HARTNETT EXECUTIVE DIRECTOR 5:40 p.m. 1. Pledge of Allegiance 2. Roll Call Times noted are estimated. Discussion may begin before the times listed. Items in bold are CAC member-requested presentations. 3. Introduction of new CAC Member, Clarrissa Cabansagan, Representing San Francisco 4. Approval of Meeting Minutes of April 20, 2016 (5:45 p.m.) 5. Public Comment (5:50 p.m.) Public testimony by each individual speaker shall be limited to three minutes 6. Committee Comments (6:00 p.m.) Committee members may make brief statements regarding correspondence, CAC-related areas of concern, ideas for improvement, or other items that will benefit or impact Caltrain service or the CAC, or request future agenda topics. 7. Chairperson s Report (6:10 p.m.) 8. Preliminary Fiscal Year 2017 Operating Budget (Shannon Gaffney) (6:15 p.m.) 9. Preliminary Fiscal Year 2017 Capital Budget (Aandy Ly) (6:25 p.m.) 10. Peninsula Corridor Electrification Project Quarterly Update (Peninsula Corridor Electrification Project Contract Status and Electric Vehicle Considerations Including Bathrooms) (Casey Fromson) (6:35 p.m.) 11. Staff Report (Danielle Stewart) (7:05 p.m.) a) Customer Experience Taskforce Update b) JPB CAC Work Plan Update 12. Date, Time and Place of Next Meeting June 15, 2016 at 5:40 p.m., San Mateo County Transit District Administrative Building, 2 nd Floor Bacciocco Auditorium, 1250 San Carlos Avenue, San Carlos, CA 13. Adjournment All items on this agenda are subject to action CAC MEMBERS: San Francisco City & County: Jonathan Berk, Clarrissa Cabansagan, Brian Shaw (Vice Chair) San Mateo County: Chris Cobey (Chair), Annie Lee, Adina Levin Santa Clara County: Yvonne Mills, Greg Scharff, Cat Tucker Page 1 of 2

2 INFORMATION TO THE PUBLIC If you have questions on the agenda, please contact the Assistant District Secretary at or Agendas are available on the Caltrain Web site at Communications to the CAC can be ed to JPB and Citizens Advisory Committee (CAC) meeting schedules are available on the Caltrain Web site. Location, Date and Time of Regular Meetings Regular meetings are held at the San Mateo County Transit District Administrative Building located at 1250 San Carlos Ave., San Carlos, CA, which is located one block west of the San Carlos Caltrain Station on El Camino Real. The office is also accessible by SamTrans bus routes ECR, FLX, 260, 295 and 398. Additional transit information can be obtained by calling (TTY ) or 511. The JPB Citizens Advisory Committee meets regularly on the third Wednesday of the month at 5:40 p.m. at the same location. Date, time and place may change as necessary. Public Comment If you wish to address the Committee, please fill out a speaker s card located on the agenda table and hand it to the Assistant District Secretary. If you have anything that you wish distributed to the Committee and included for the official record, please hand it to the Assistant District Secretary, who will distribute the information to the Committee members and staff. Members of the public may address the Committee on non-agendized items under the Public Comment item on the agenda. Public testimony by each individual speaker shall be limited to three minutes and items raised that require a response will be deferred for staff reply. Accessibility for Individuals with Disabilities Upon request, the JPB will provide for 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 a preferred alternative format or auxiliary aid or service at least two days before the meeting. Requests should be mailed to Assistant District Secretary at Peninsula Corridor Joint Powers Board, 1250 San Carlos Avenue, San Carlos, CA ; or ed to cacsecretary@caltrain.com; or by phone at , or TTY Availability of Public Records All public records relating to an open session item on this agenda, which are not exempt from disclosure pursuant to the California Public Records Act, that are distributed to a majority of the legislative body will be available for public inspection at 1250 San Carlos Avenue, San Carlos, CA , at the same time that public records are distributed or made available to the legislative body. Page 2 of 2

3 CITIZENS ADVISORY COMMITTEE (CAC) PENINSULA CORRIDOR JOINT POWERS BOARD (JPB) SAN MATEO COUNTY TRANSIT DISTRICT ADMINISTRATIVE BUILDING Bacciocco Auditorium, 2 nd Floor 1250 San Carlos Avenue, San Carlos CA MINUTES OF APRIL 20, 2016 MEMBERS PRESENT: MEMBERS ABSENT: STAFF PRESENT: J. Berk, C. Cobey (Chair), A. Lee, G. Scharff, B. Shaw, C. Tucker A. Levin, Y. Mills J. Averill, M. Bouchard, N. Debessay, J. Lipps, M. Martinez Chair Chris Cobey called the meeting to order at 5:41 p.m. and led the Pledge of Allegiance. APPROVAL OF MINUTES OF MARCH 16, 2016 Motion/Second: Scharff/Shaw Ayes: Lee, Scharff, Shaw, Tucker, Cobey Absent: Berk, Levin, Mills PUBLIC COMMENT Jeff Carter, Millbrae, said the bridge removal at 22 nd Street started last weekend. Before work started, there were signs stating 22 nd Street would be closed, and it was not clear that the train station would stay open. Work is being done on the bridge now and one sidewalk on the north side is left open so people can access the station, which is appreciated by the customers that they still have access to 22 nd Street station. Doug DeLong, Mountain View, thanked staff for the updated schedule. He hopes it has a dramatic effect on on-time performance (OTP). There seems to be an effort by conductors to announce the stops that limited-stop trains will be making, which is good for customers. He was on Train 152 out of San Francisco, a Bombardier train set, and he could not understand anything that crew was saying over the public announcement system. Some conductors talk into the top of the microphone instead of into the front, and this may be a cause why it is hard to understand the announcements. He said the northbound Churchill crossing in Palo Alto has a jump in the line and may need to be tamped down. Jonathan Berk arrived at 5:46 p.m. COMMITTEE COMMENTS Greg Scharff said there was one fatality in February and March. He asked how often a person gets hit by a train by trespassing versus doing it on purpose. Nahom Debessay, Manager, Rail Compliance, said it depends on the circumstances and he does not know what gets reported to the public while the police investigate the situation. Page 1 of 8

4 JPB CAC Meeting Minutes April 20, 2016 Mr. Scharff asked if the individuals are called trespassers whether or not the hit is intentional. Mr. Debessay said they are not differentiated. Mr. Scharff said he would like to know the statistics of how many are intentional and how many are accidents so he can tell people Caltrain is safe and has the right procedures in place. Mr. Berk said he does not understand why doors are kept shut at 4 th and King and people are not allowed to go from the station to the train. Late running trains are completely out of hand. He said JPB uses a five-minute rule and a 10-minute to count trains late, but if late was defined as even one-second late the way late is meant to be defined, 50 percent of the trains would be considered late. He said he cannot rely on the train arriving at the time it is supposed to. Mr. Scharff said it would be an interesting to agendize a policy discussion about what late means and what the reasons are behind five minutes or 10 minutes as opposed to exactly on time. Annie Lee said it would be interesting to see the OTP for peak versus off-peak trains. She thinks peak trains during commute hours will have worse OTP. A different measurement is to weight it by the number of people on the train, which may be a more meaningful statistic. Mr. Debessay said he has numbers for peak hours v ersus nonpeak and can share it. Ms. Lee said yesterday she was trying to get on Train 376 from San Francisco but there was a service disruption due to a mechanical failure. There are still significant issues with communication at the stations. There were no trains arriving at the station and two peak-hour trains that were full and not leaving the San Francisco station. There were hundreds of people there who had no idea what was happening and received no information about when a train might come, which train it would be or if it would make all local stops. When a train arrived, conductors were not making many announcements, and when they did they were just screaming inside the station. People standing outside the station could not hear the conductors. She said there is probably a public announcement system in the station and the conductors should use it. She said she appreciates the third bike car and is happy that the peak train she takes is replaced by a Bombardier set. It is more bearable than the other train. There is space in the aisles to walk by standees, there are two doors in each car so it is easier to get on and off, and is in general a more pleasant experience. Cat Tucker asked if the Board is going to fill the San Francisco vacancy on the CAC. Josh Averill, Assistant District Secretary, said they have someone in mind but it is not yet confirmed. Staff anticipates Board action in May. Brian Shaw said he was on the train that was behind the train that had a mechanical breakdown. The conductors did a great job telling people what was going on and dealing with the situation. He noticed a homeless encampment near 4 th and King that comes and goes. It has been cleaned up again. He appreciates the people responsible for cleaning that area. He said he is curious to know what criteria the JPB Page 2 of 8

5 JPB CAC Meeting Minutes April 20, 2016 uses to decide whether a Gallery or Bombardier train set is used and when. His normal train, the 7:12 a.m. out of San Francisco, is now a Gallery, and it is a zoo. It would be nice to understand how this decision is made. The train is much more crowded. Chair Cobey said he was on a train that was behind a train that experienced a mechanical breakdown, and the conductor s announcements on his train were really good and clear. He said going by the time on a smart phone, the train he normally takes from San Jose north at the end of the day closes the doors at least one minute before the departure time. Mr. Berk said it is ridiculous for that to happen in San Jose, but it has been cleaned up at 4 th and King. Public Comment Roland Lebrun, San Jose, said there was a medical emergency on his train. The train stopped at Redwood City to let the next train go by on the other track, but staff didn t tell the passengers until the other train was gone. The passengers moved to the other platform, but by that time the system recovered and the train showed up on the correct platform, so the passengers missed the train again. The people making announcements were providing information contrary to what was actually happening. Mechanical breakdowns won t get better until the JPB gets new trains. Staff pointed the finger at Transit America Services, Incorporated (TASI), but it is not TASI s fault. The equipment is unreliable. He said when passengers coughed up $4 million in fares, plus the $11 million from bonds, customers were told that after the JPB got the new Bombardiers cars, the JPB would break up train sets and provide longer Gallery trains. The money is accounted for and the Bombardier cars are unaccounted for. There has been no news whatsoever. Jeff Carter, Millbrae, said the doors being closed at 4 th and King has been going on for ages. He has complained about it before. San Francisco is the only station that has the doors that keep people from getting on the trains. He does not understand why conductors keep the doors closed until a minute or two before the train leaves. He got to the station 30 seconds before the train was supposed to leave, but the station doors were closed and the train was still in station and the conductor told him the train already left. CHAIRPERSON S REPORT Chair Cobey said he reported to the Board on the Brown Act and urged the San Francisco representatives to fill the CAC vacancy. OVERVIEW OF SOCIAL MEDIA PROPERTIES AND PROGRAM GROWTH Jeremy Lipps, Social Media Officer, presented: Social Properties o Caltrain has a presence on numerous social media sites, including Facebook, Twitter, LinkedIn, YouTube, Instagram, and others o Caltrain has 52,009 followers across the primary networks o Total monthly impressions in October: 3,425,610 o Total monthly clicks to website in October: 8,000 Page 3 of 8

6 JPB CAC Meeting Minutes April 20, 2016 Chair Cobey asked what the difference is between Constant Contact and Word Press. Mr. Lipps said Word Press is a short-form paragraph blog platform. Constant Contact is an management system that staff uses to send out newsletters and event invites, and to communicate with elected officials along the Peninsula. Mr. Shaw asked if Press Releases are done through Constant Contact. Mr. Lipps said no, they are ed to a media list through Microsoft Outlook. Chair Cobey asked why staff calls these social media entities social properties. Mr. Lipps said each one is unique and managed by different companies. They are digital assets that he controls. Chair Cobey asked if one of Mr. Lipps responsibilities is to blog. Mr. Lipps said he administrates and distributes the blog, but the content mostly comes from other staff. Chair Cobey said he saw an article about Bay Area Rapid Transit s (BART) social media. Mr. Lipps said BART has traditionally run a functional twitter account, but recently they broke character and began speaking the truth. Mr. Lipps said the JPB prides itself on having spoken the truth from the beginning and does not hide reasons for breakdowns. The JPB prides itself on transparency and honesty. Chair Cobey said Quora is the most informative source of information on Caltrain. Mr. Berk asked how to find out what is going on when a train is not running. Mr. Shaw said to use Twitter. Mr. Lipps said he on Twitter because that group pulls alerts from the Caltrain Twitter feed and from a crowd sourced Twitter feed These updates are generated by users on the train. This is a great source to get realtime information. Mr. Berk asked how far away Caltrain is from having an application where users can put in two stations and find out what train to take. Mr. Lipps said an application like that is in development and is about a year away. It will have Twitter integration, and real-time maps and updates. Mr. Shaw said Twitter provides that information, but customers have to analyze the data themselves in order to make a decision about whether they should take another train. Caltrain Twitter is a whole lingo. Ms. Lee said Twitter updates about Caltrain are really hard for the normal person to understand. She has to have a timetable in her other hand to look up the train numbers and abbreviations for all the stations. Other Platforms o Constant Contact 2,280 subscribers o WordPress 2,749 monthly visitors Page 4 of 8

7 JPB CAC Meeting Minutes April 20, 2016 Expected Growth: o More than 100 percent Mr. Shaw said communications from Caltrain are honest and try to make the information as real-time as possible. Twitter with Caltrain works. It has made a big difference to a lot of people. Mr. Scharff asked for a breakdown of users on each platform. Mr. Lipps said Twitter is number one and then Facebook. #CaltrainSafe Campaign Results o Total spent: $200 o Total impressions: 12,650 o Total engagement: 259 o Cost per engagement: $0.77 Cutting Through the Noise o Tone is important and the social media officer has a warm way of engaging with customers Next Steps o Program expansion Hire Social Media Specialist Purchase social media monitoring and response software Increased use of social media to support marketing and service goals o Customer service support For every one call to Caltrain s customer service line, nearly 17 customers interact with the agency using social media Customer service social monitoring and one-on-one response/customer support Ms. Lee asked if social media complaints and concerns get tracked. Mr. Lipps said when he sees trends he can elevate the issue or he may be able to handle it himself. If necessary he will send a link to the customer to file a formal complaint, which has more impact. Sometimes customers are just using social media to vent. Public Comment Andy Chow, Redwood City, said he runs a transit information website at transitunlimited.org or transit.wiki. It covers over 400 agencies. For Caltrain, he tries to integrate live feeds from 511 about real train times and Twitter feeds. Besides this, there are also applications for train fans to hear railroad radio. When things happen, he listens on the application to what is going on between dispatchers and train crews. Sometimes he updates Twitter with that information. This will tell him when single tracking is occurring, and which train by train number is being instructed to move or hold. Roland Lebrun, San Jose, said he does not have a Twitter or Facebook account. He gets notifications from Santa Clara Valley Transportation Authority, Altamont Corridor Express, and Capitol Corridor. He asked w hy he can t get them from Caltrain Page 5 of 8

8 JPB CAC Meeting Minutes April 20, 2016 when something happens. Impressions are peaking because of mechanical failures and breakdowns. The JPB should focus on fixing breakdowns. This is a waste of the CAC s time. He said he has to drive to these meetings because the last train out of San Carlos does not stop at Tamien Station, and the CAC should be focusing on that type of issue rather than tweets. Chair Cobey said he gets text and alerts that tell him when there are incidents on the line. It also tells him about breakdowns and equipment changes. Mr. Lipps said it would be ideal to fix the trains, but until then he can provide valuable information to the 55,000 Twitter followers. Information in the tweets is very valid and the people reading them value them. Mr. Scharff said Mr. Lipps is doing a great job. He has heard many different social media presentations and this is one of the better ones. He is impressed with Mr. Lipps. Ms. Tucker said she remembers when this information was not on Twitter and can see the long-term benefit of this program. STAFF REPORT Nahom Debessay, Manager, Rail Compliance, said a five-page staff report is included in the agenda packet. Chair Cobey said he appreciates the comparative data from the previous year. He would like to see the individual last 12 months of OTP data to see if there is a trend. Mr. Shaw said he hopes as the issues in the customer experience taskforce section get worked on the CAC will receive updates. He is most concerned about the incident management issue. He appreciates this is part of the taskforce s workload, but he would like a written memo or a presentation and to have it agendized at a future meeting. This committee should not be providing technical information, but should be a sounding board. Chair Cobey said there are six subheads under the taskforce update and all say the taskforce is spearheading efforts to do various things. He would like to know where progress has been made on these issues. Mr. Berk said every one of the CAC s requests has been prioritized and it shows real progress. Ms. Tucker said it is excellent that these are being documented. She would like to see more accountability. Everything on the list says short term. Maybe some have already been addressed. She asked how hard it would be to say instead of six to 18 months, more accountability instead of everything being done in the 18 th month. She suggested time points with expectations during that six to 18-month window. Mr. Debessay said things will be clearer when staff shares their progress with the CAC. Page 6 of 8

9 JPB CAC Meeting Minutes April 20, 2016 Mr. Scharff asked how many people are on the taskforce. He asked if TASI is the consultant. Mr. Debessay said TASI is the operator. The taskforce consists of employees from the JPB and TASI and has representatives from each department. Mr. Scharff asked how the taskforce works and if it meets on a regular basis. Mr. Debessay said they meet as a committee bi-weekly. Michelle Bouchard, Chief Operating Officer, Rail, said the taskforce was launched after an incident that occurred in September that brought to light things about the customer experience that were not satisfactory. The taskforce has numerous tracks, including incident response, conductor training, fares, and others. The executive director is very keen on improving the customer experience on Caltrain. This is how the JPB will do business going forward. A subgroup meets on whatever frequency needed to accomplish their goals. It depends on the topics being discussed and how many people are involved. This is a small organization with many interdisciplinary issues. Customer experience is the intersection of many things including communications, operations, and others. The incident response taskforce subcommittee will have many more operations people from TASI and from JPB, whereas the customer survey subcommittee will have a different cross section of the group. Mr. Berk said he is happy to see progress is being made. Public Comment Jeff Carter, Millbrae, said it sounds like the taskforce has no representation from the CAC. He asked if there is a forum for the taskforce to take input from the CAC and customers so they can get more input regarding Caltrain incidents and service. This CAC is the most productive generation of CACs. There is mention of the 25 th Avenue grade separation and moving the Hillsdale station farther north. He asked why it is necessary. This moves the station farther away from bus connections. I t is difficult getting from the train to the bus at Hillsdale because customers have to navigate Hillsdale Boulevard over to the shopping center. Moving it north will make access even more difficult. He said connecting with SamTrans buses at Millbrae is very difficult. Roland Lebrun, San Jose, said 25 th Avenue does not need grade separating. They are trying to connect a new shopping center to Bay Meadows and are using this as an excuse to elevate the tracks and open up 28 th and 31 st avenues. If it ends up with four tracks there and makes it possible to have a midline overtake he would support it. He said the Board was presented with the Customer Satisfaction Survey, but it should have been presented to the CAC. It was the worst ever survey in the history of Caltrain. He said a Gallery train broke down and was stuck in the middle of the tracks, and behind it was a full Bombardier train. He said the JPB used the Bombardier train to push the Gallery train out of the way, but the customers on the Bombardier train had to get off the train. Behind the Bombardier was another Gallery train, which was already full, so the customers who got off the Bombardier train had nowhere to go and there were a bunch of angry customers. Page 7 of 8

10 JPB CAC Meeting Minutes April 20, 2016 Ms. Tucker said there are three major items for the May meeting and asked if they are time sensitive or if they can be moved. Mr. Averill said the Caltrain Modernization update and the budgets are time sensitive, but he will have to check on the survey. Mr. Shaw said it might be better to move the survey to June so the CAC can give it enough time for discussion and will not lose a quorum. Mr. Scharff said perhaps the survey can be agendized for May and if the CAC runs out of time it can be bumped to June if it is not an inconvenience to staff. DATE, TIME AND LOCATION OF NEXT REGULAR MEETING: May 18, 2016 at 5:40 p.m., San Mateo County Transit District Administrative Building, 2 nd Floor Bacciocco Auditorium, 1250 San Carlos Avenue, San Carlos, CA. Adjourned at 6:49 p.m. Page 8 of 8

11 PENINSULA CORRIDOR JOINT POWERS BOARD STAFF REPORT JPB CAC AGENDA ITEM #8 MAY 18, 2016 AGENDA ITEM # 11 MAY 5, 2016 TO: THROUGH: FROM: SUBJECT: Joint Powers Board Jim Hartnett Executive Director Eli Kay Chief Financial Officer PRELIMINARY FISCAL YEAR (FY) 2017 OPERATING BUDGET ACTION This report is submitted for informational purposes only. Staff Coordinating Council has reviewed and provided feedback on the preliminary FY2017 Budget. A presentation will be made during the Board meeting on May 5, 2016 and will be provided in advance to the Board and made available to the public. No action is requested at this time. At the June 2, 2016, meeting, staff will present a final FY2017 budget proposal for Board consideration and adoption. SIGNIFICANCE The preliminary FY2017 Caltrain Operating Budget, as shown in Attachment A, is $146.4 million, an increase of $7.2 million, or 5.2 percent over the FY2016 revised budget. The Preliminary Budget is balanced, primarily due to an anticipated increase in farebox revenue and the use of reserves. The Preliminary Budget reflects increased demands on the system including ridership increases, the operation of new systems and challenges associated with the system s aging equipment. In FY2016, Caltrain took steps to address rapidly increasing ridership demand by incrementally adding railcars to some of the system s most popular trains. The agency also continued the installation of Communications Based Overlay Signal System/Positive Train Control (CBOSS/PTC) infrastructure needed to comply with Federal rail safety regulations. Creation of additional capacity and the implementation of safety enhancements are vital, but the operation of this new equipment carries additional cost. These costs are reflected in the FY2017 Preliminary Budget through increases associated with the contracted Rail Operator Service, additional FTEs and Professional Services related to the transition of CBOSS/PTC project to operation. The FY2017 Preliminary Budget establishes a foundation upon which later budgets will be built. This includes personnel alignments, including the FY2016 agency Page 1 of 5

12 reorganization, to ensure that Caltrain has the appropriate staffing to accommodate increased service demands and the eventual move towards electrification as a part of the Caltrain Modernization (CalMod) Program. The FY2017 Preliminary Budget also highlights the need to secure a dedicated source of revenue to support operations. Caltrain staff is working closely with the system s member agencies and other funding partners to explore a number of options for the creation of additional revenue. Fiscal Year 2017 Revenue Projections Total revenues for FY2017 are projected to be $146.4 million. Revenues include the following significant components: Operating Revenue for Caltrain is projected to be $101.1 million, which includes the following: Farebox Revenue is projected to be $91.7 million. This projection is based on FY2016 year-to-date actuals and reflects the annualization of a fare increase implemented in FY2016. The steady ridership growth of 4 percent is projected in FY2017. This projection is based on FY2016 projected ridership and plans for adding capacity and potential for continued ridership growth. Ridership growth has averaged 9.2 percent over the last five years. Parking Revenue is projected to be $4.7 million, which reflects year-to-date actuals and a 10 percent rate increase, which will take effect July 1, Shuttles Income is projected to be $2.4 million, which reflects a reduction in employer share contribution, decreased rates on Stanford Marguerite shuttle and the loss of the Deer Creek and Genentech routes in FY2016. Rental Income is projected to be $1.7 million, a reduction of $50,000 based on FY2016 projected actuals. Other income is projected to be $0.6 million and reflects a reduction in Union Pacific Railroad s shared track maintenance and a reduction in interest income, based upon FY2016 projected year-end actuals. Contributed Revenue is projected to be $45.3 million, which includes the following: Assembly Bill 434 Transportation Fund for Clean Air funds for the Caltrain Commuter Shuttle Bus Program is projected to be $0.8 million and San Mateo County Transportation Authority Shuttle Funding is projected to be $1.1 million. Page 2 of 5

13 Operating Grants are projected to be $3.7 million in State Transit Assistance (STA), a decrease of $2 million or 34.7 percent. The decrease is primarily due to the State Controller s Office changing its methodology for the distribution of STA funds by adding an additional 21 entities to the revenue calculation, which alters the amount of STA funds Bay Area operators are eligible to receive. Caltrain staff is working to support legislation that, if passed, would restore the Agency s STA share to previous levels. JPB Member Agency contributions are projected to be $21.0 million. Since 2013, this amount has been based on the San Mateo County Transit District s contribution, matched proportionately by the other Peninsula Corridor Joint Powers Board (JPB) partners according to the agreed-upon allocation methodology. The Boarding Formula used in the allocation is based on Average Weekday (All Day) passenger count by county, including stations from Capitol to Gilroy. The total contributions for each member agency are allocated as follows: o San Mateo - $6.5 million o Santa Clara - $8.9 million o San Francisco - $5.6 million $18.7 million is proposed to be used from the reserves to balance the budget, an increase of $2.3 million from the FY2016 revised budget. Caltrain places prior year savings into reserves. In recent years, the operating budget has required the use of these reserves to maintain Caltrain service levels due to reduced contributions by JPB Member Agencies. Fiscal Year 2017 Expense Projections Grand Total Expense for FY2017 is projected to be $146.4 million and includes the following significant components: Operating Expenses for Caltrain are projected at $121.7 million, an increase of $4.2 million or 3.5 percent. Rail Operator Contract is projected to be $80.2 million, an increase of $4.9 million or 6.5 percent. This reflects 3.5 percent inflation to the Basic Service Plan, and the annualized cost of additional headcount of a coach cleaner, laborer, carman, electrician and a sheet metal mechanic, and two clerks authorized in FY2017. PTC/Other costs projected to be $2.0 million, an increase of $0.5 million or 35 percent. The increase is due to work to be completed by Transit America Services, Inc. to support operation of CBOSS/PTC. Security Services costs are projected to be $5.6 million, an increase of $374,000 or 7.2 percent. The increase is primarily due to a 5 percent rate increase in the contract with the San Mateo County Sheriff s Office. Page 3 of 5

14 Shuttle service is projected to be $5.4 million, a decrease of $54,000 or 1.0 percent. The decrease is primarily due to adjusting the Stanford Marguerite shuttle to better reflect actuals and the loss of Genentech and Deer Creek routes. Fuel costs are projected to be $15.6 million in FY2017, a decrease of $2.9 million or 15.8 percent. The decrease is primarily due to lower budgeted per gallon costs ($2.95 versus $3.4 per gallon budgeted for FY2016), as well as slightly lower consumption in FY2017 compared to FY2016 (4.64 million versus 4.67million gallons). In FY2017, the JPB is not entering in a fuel hedging program, instead planning to self-hedge by budgeting at a slightly higher fuel price. Timetables and Tickets are projected to be $217,700, an increase of $5,000 or 2.4 percent. This increase is due to anticipated service changes and increases in notice frequency to the public. Insurance costs are projected to be $6.3 million, an increase of $580,200 or 10.2 percent. The increase is primarily due to adjustment for inflation on property values and increased dues to loss claims. Facilities and Equipment Maintenance is projected to be $2.3 million, an increase of $427,800 or 23.1 percent. This increase is due to additional repair and maintenance needs for the system s again Ticket Vending Machines. Utilities are projected to be $2.6 million, an increase of $283,300 or 12.4 percent. The increase is primarily due to increased usage at San Jose Diridon Wayside Power Units enhancements, San Bruno Station and the need for additional data circuits. Maintenance & Services are projected to be $1.5 million, an increase of $43,900 or 3.1 percent. This increase is due to the replacement of office equipment and the shared cost of the Millbrae Bart. Administrative expenses are projected to be $23.4 million, an increase of $3.1 million or 15.1 percent. Wages and Benefits costs are projected to be $8.8 million, an increase of $1.2 million or 15.7 percent. This increase is mainly due to the creation of new positions and a realignment of staffing effort to reflect upcoming and unmet operational needs, an increase in retiree medical costs and overall wage increases. Approximately 30 percent or $350,000 of the $1.2 million is related to retiree medical and general wage increases. Included in this budget are 2.7 fulltime equivalents that are proposed in order to support the new CBOSS safety system as well as other unmet needs in the agency Managing Agency Administrative Overhead Cost is projected to be $6.0 million for FY2017, an increase of $288,000 or 5 percent. Page 4 of 5

15 Professional Services costs are projected to be $5.7 million, an increase of $1.2 million or 25.9 percent. This increase is primarily due to Rail Operations need for consulting services to assist with new projects, implementation of webcast hosting and production to increase public transparency and the upgrade of Caltrain s Safety Management and Customer Relationship Management software. Communications and Marketing needs are projected to be $0.2 million, an increase of $95,000 or 68 percent. This increase will support new efforts to encourage off-peak ridership and promote safe behaviors along the rail corridor. Other Expenses and Services are projected to be $2.5 million, an increase of $305,900 or 13.7 percent. This increase is primarily due to relocation costs for potential new recruitments in the Rail Division, increase in rent costs at Menlo Park Maintenance of Way Facility and increased travel cost for staff seminar and training. While the Preliminary FY2017 Operating Budget is balanced, the lack of a dedicated source of funding for Caltrain requires a substantial percentage of operating costs to be funded out of the general funds from each partner, and also relies heavily on the use of reserves. Caltrain is exploring strategies that will enhance and maximize revenues, and will continue to work with partner agencies and other stakeholders to identify and secure a permanent, dedicated funding source for future operations. Prepared By: Sam Le, Senior Budget Analyst Eileen Bettman, Manager, Budgets Page 5 of 5

16 ATTACHMENT A PENINSULA CORRIDOR JOINT POWERS BOARD STATEMENT OF REVENUE AND EXPENSE PRELIMINARY BUDGET FY2017 INC(DEC) % INC(DEC) FY2015 FY2016 FY2016 FY2017 FY17 PROPOSED FY16 REVISED ACTUAL ADOPTED REVISED PROPOSED to FY16 REVISED to FY17 PROPOSED A B C D E = D-C F = E/C REVENUE OPERATIONS: 1 Farebox Revenue 83,351,480 83,737,500 86,137,500 91,679,812 5,542, % 1 2 Parking Revenue 4,359,089 4,436,600 4,436,600 4,679, , % 2 3 Shuttles 1,631,200 2,548,700 2,548,700 2,449,600 (99,100) -3.9% 3 4 Rental Income 1,763,815 1,781,595 1,781,595 1,731,400 (50,195) -2.8% 4 5 Other Income 1,234, , , ,000 (44,736) -7.0% 5 6 TOTAL OPERATING REVENUE 92,340,495 93,146,131 95,546, ,137,112 5,590, % CONTRIBUTIONS: 8 9 AB434 & TA Shuttle Funding 1,970,725 1,903,930 1,903,930 1,895,080 (8,850) -0.5% 9 10 Operating Grants 6,655,334 5,635,882 5,635,882 3,677,586 (1,958,296) -34.7% JPB Member Agencies 19,828,953 19,727,450 19,727,450 21,025,308 1,297, % Use of Reserves 503,719 18,742,673 16,342,673 18,656,943 2,314, % TOTAL CONTRIBUTED REVENUE 28,958,731 46,009,935 43,609,935 45,254,917 1,644, % GRAND TOTAL REVENUE 121,299, ,156, ,156, ,392,029 7,235, % EXPENSE OPERATING EXPENSE: Rail Operator Service 69,603,742 75,245,335 75,245,335 80,166,756 4,921, % Rail Operator Service - Other 2,657 1,500,000 1,500,000 2,025, , % Security Services 5,249,979 5,208,717 5,208,717 5,582, , % Rail Operator Extra Work 152, , , ,000 (0) 0.0% Contract Operating & Maintenance 75,008,655 82,079,052 82,079,052 87,899,623 5,820, % Shuttle Service 4,265,588 5,468,000 5,468,000 5,413,300 (54,700) -1.0% Fuel and Lubricants 12,099,511 18,541,863 18,541,863 15,606,976 (2,934,887) -15.8% Timetables and Tickets 117, , , ,700 5, % Insurance 6,593,219 5,713,750 5,713,750 6,293, , % Facilities and Equipment Maint 1,813,585 1,852,069 1,852,069 2,279, , % Utilities 1,857,960 2,275,905 2,275,905 2,559, , % Services 1,141,096 1,426,783 1,426,783 1,470,668 43, % TOTAL OPERATING EXPENSE 102,897, ,570, ,570, ,741,269 4,171, % ADMINISTRATIVE EXPENSE Wages and Benefits 6,571,776 7,598,675 7,598,675 8,790,704 1,192, % Managing Agency Admin OH Cost 4,924,424 5,760,754 5,760,754 6,048, , % Board of Directors 13,052 13,800 13,800 14, % Professional Services 3,867,139 4,563,609 4,563,609 5,746,679 1,183, % Communications and Marketing 81, , , ,800 95, % Other Office Expense and Services 1,758,331 2,227,131 2,227,131 2,533, , % TOTAL ADMINISTRATIVE EXPENSE 17,216,045 20,303,769 20,303,769 23,368,585 3,064, % Long-term Debt Expense 1,186,051 1,282,175 1,282,175 1,282, % GRAND TOTAL EXPENSE 121,299, ,156, ,156, ,392,029 7,235, % REVENUE OVER/UNDER (0) (0) (0) /27/16 9:45 AM

17 PENINSULA CORRIDOR JOINT POWERS BOARD STAFF REPORT JPB CAC AGENDA ITEM # 9 MAY 18, 2016 AGENDA ITEM # 12 MAY 5, 2016 TO: THROUGH: FROM: SUBJECT: Joint Powers Board Jim Hartnett Executive Director Eli Kay Chief Financial Officer PRELIMINARY FISCAL YEAR (FY) 2017 CAPITAL BUDGET ACTION This report is informational only. No Board action is required. The Preliminary FY2017 Capital Budget will be presented to the Board on May 5, 2016 as an informational item, and will be available for distribution at the meeting. Staff Coordinating Council has reviewed and provided feedback on the Preliminary FY2017 Capital Budget. A Power Point presentation will be ed in advance to the Board. The Final FY2017 Capital Budget will be presented to the Board at its June 2, 2016 meeting with a recommendation for Board adoption at that time. Prepared By: Aandy Ly, Manager, Budgets

18 PENINSULA CORRIDOR JOINT POWERS BOARD (JPB) CITIZENS ADVISORY COMMITTEE (CAC) STAFF REPORT AGENDA ITEM # 11 MAY 18, 2016 TO: FROM: SUBJECT: JPB CAC Danielle Stewart Acting Director, Rail Transportation STAFF REPORT On-time Performance (OTP) April: The preliminary April 2016 OTP was 88.9 percent compared to 89.1 percent for April For trains within 10 minutes, the OTP was 94.9 percent. Trespasser Strikes There were three trespasser strikes in April, with one fatality on Saturday, April 2. The two trespasser strike injuries were on Wednesday, April 6, and on Friday, April 22. Post-Timetable Implementation Monitoring o Excluding the combined five days (April 2, 6, 13, 19 & 22) with trespasser strikes and significant delays due to mechanical issues, OTP rises to 92.4 percent. March: The March 2016 OTP was 93.2 percent compared to 87.9 percent for March For trains within 10 minutes, the OTP was 98 percent. Caltrain Post-Timetable & Third Bike Car Implementation Caltrain s updated timetable to improve reliability for customers and addition of the third bike car to all Bombardier train sets was effective Monday, April 4, Caltrain staff is continuing to monitor OTP and self-reported or crew-reported bike bumps to assess the effectiveness of these recent changes. Special Event Train Service Services performed: o San Jose Sharks There were two regular season home games in April. Total additional post-game riders boarding at San Jose Diridon station was 641, an average of 321 per game, which is a 1 percent increase from the 2014/15 season. Additional ridership for the season was 12,202. Average ridership for the season was 277 per game, a decrease of 13 percent from the 2014/15 season. Page 1 of 6

19 There w ere also three playoff home games in April. Total additional postgame riders boarding at San Jose Diridon station was 1,111, an average of 370 per game. o Giants Baseball There were 15 Giants home games and one exhibition game in April. Total additional ridership in April, alighting and boarding at San Francisco station, w as 96,864, an av erage of 6,458 per game. Year-todate additional ridership represents an 18 percent decrease compared to the same number of games in o Monster Supercross On Saturday, April 2 at 6:30 p.m. Levi s Stadium hosted Monster Supercross for the second year in a row. Caltrain monitored ridership in coordination with the Santa Clara Valley Transportation Authority (VTA). Caltrain provided regular weekend service. Total additional ridership alighting and boarding at Mountain View station was 281, which is approximately a 13 percent decrease compared to last year. o Monster Jam On Saturday, April 9 at 7:00 p.m. Levi s Stadium hosted Monster Jam for the second year in a row. Caltrain monitored ridership in coordination with the VTA. Caltrain provided regular weekend service. Total additional ridership alighting and boarding at Mountain View station was 227, which is approximately a 46 percent decrease compared to last year. o San Mateo Bridges Replacement Project, Revised Caltrain Schedule & Bus Bridge On Saturday, April 16, 2016 Caltrain operated a revised schedule for the replacement of the Poplar Avenue Bridge. SamTrans provided the bus bridge for access between Hayward Park, San Mateo, and Burlingame stations. The SamTrans bus bridge carried 10,116 passengers the entire day. o Quint Street Replacement Project, Revised Caltrain Schedule & Bus Bridge On Saturday, April 30, 2016 Caltrain operated a revised schedule for the replacement of Quint Street Rail Bridge. SamTrans provided the bus bridge for access between San Francisco 4 th and King, 22 nd Street, and Bayshore stations. Due to additional time needed for construction work on the Quint Street Rail Bridge, Caltrain extended the bus bridge service between Bayshore Station and the San Francisco Station on 4 th and King streets until noon on Sunday, May 1, The SamTrans bus bridge ridership for both days is currently being evaluated. Services scheduled: o San Jose Sharks The Sharks are currently in the second round of the playoffs vs. the Nashville Predators after beating the Los Angeles Kings in the first round of the playoffs four games to one game. Caltrain is continuing to track post-game service ridership and assess the need for special trains during post-season. Page 2 of 6

20 o Giants Baseball Regular season continues through October. Caltrain will provide regular baseball service for all home games. o Bay to Breakers On Sunday, May 15, 2016 Caltrain will provide four scheduled special pre-event trains and three extra post-event trains departing at 1:10 p.m., 2:10 p.m. and 3:10 p.m. that will express from San Francisco to Belmont and make all local stops to San Jose Diridon for the Bay to Breakers Race, which starts at 8:00 a.m. in San Francisco. Presales for One-way, Day Passes, and parking permits will be available at Ticket Vending Machines (TVM) beginning on Thursday, May 23, 2016 by selecting the Bay to Breakers button. There will be JPB/Transit America Services Incorporated (TASI) field staff and ambassadors at the San Jose Diridon and Palo Alto stations pre-event to assist passengers. Alcohol will be prohibited on the special trains. o Beyoncé Concert at Levi s Stadium On Monday May 16, 2016 at 6:00 p.m. Beyoncé will perform at the Formation World Tour concert at Levi s Stadium. Caltrain will provide one additional post-event train that will depart Mountain View station approximately 75 minutes after the concert ends. Caltrain field staff will coordinate with VTA field staff on the train s final departure. o Memorial Day Holiday Service On Monday, May 30, 2016 Caltrain will operate a Sunday schedule in observance of the Memorial Day holiday. The weekend Tamien-San Jose Diridon shuttle will also operate that day. Capital Projects o Quint Bridge Replacement Project: The scope of this project is to replace the structurally deficient steel bridge with an earthen berm. Quint Street was permanently closed in late October 2015 and cross traffic has been detoured to Jerrold and Oakdale avenues. A future project by the city of San Francisco will construct a connector road adjacent to the Caltrain right of way from Jerrold to Newcomb avenues. Construction of the retaining walls that help to support the earthen berm continued in April. Cutover to the new berm and removal of the existing bridge was completed during the weekend of April 29 to May 1, During the weekend cutover, the project also executed the removal of the north span of the Jerrold Avenue overcrossing. By executing this work concurrently, a second potential weekend temporary service shutdown was avoided. A bus bridge between the 4 th and King station and Bayshore station was established to shuttle passenger beginning on Friday night. Passenger train service from San Jose to San Francisco was re-established in the afternoon of Sunday May 1. Construction of trackwork improvements will continue in May. Page 3 of 6

21 o San Mateo Bridges Replacement: Construction work for the replacement of four bridges in San Mateo is now completed. The final bridge replacement at Poplar Avenue was installed during the weekend of April 15-17, A bus bridge between Burlingame station and San Mateo station was in place during the replacement. Restoration of street sidewalks and pavement on Poplar Avenue is expected to continue in May. Final trackwork and structure improvements throughout the project are in progress. o San Francisco Highway Bridges: Construction work for replacement of three vehicular bridges located at 22 nd Street, 23 rd Street, and Paul Avenue in San Francisco, is ongoing. At the 23 rd Street Bridge, construction of the bridge and associated street and sidewalks were completed in April. 23 rd Street was reopened to traffic on April 19, The 22 nd Street overcrossing was simultaneously closed to vehicular traffic to allow the construction of the new 22 nd Street Bridge. Pedestrians are temporarily crossing 22 nd on the existing bridge. At the end of May, a temporary pedestrian overpass will be in place across 22 nd Street to provide access to the northbound and southbound station platforms when demolition of the existing bridge is forecasted to begin. Currently, utility relocations and temporary utility supports are in progress at 22 nd Street location. At the Paul Avenue Bridge, the foundations and columns of the replacement bridge were completed and work is now underway for superstructure of the new bridge. Overall completion is expected in the winter of o San Mateo 25 th Avenue Grade Separation Project: The scope of this project is to raise the elevation of the alignment from Hillsdale Avenue to south of the Highway 92 overcrossing. The project creates a grade separation at 25 th Avenue, and, creates two new east-west street connections at 28 th and 31 st avenues in San Mateo. Accompanying this change is a relocation of the existing Hillsdale Station further north towards 28 th Avenue. Environmental clearance, final design, right-of-way acquisition and coordination with affected utility companies are ongoing. The schedule forecast is to complete the design by the fall of o Los Gatos Creek Bridge: The scope of this project is to replace the substandard 80-year-old railroad bridge that is located south of the Diridon station in San Jose. The new bridge is designed to meet current seismic standards in order to maintain safe railroad operations. Final Design continues with design completion planned for spring Coordination with the Union Pacific Railroad and affected utility companies continues. Advertising and bidding of the construction contract is targeted for the summer and fall of Due to environmental regulations, work within the creek s waterways is restricted from mid-june to mid-october of o San Francisco Crew Facilities Rehabilitation: The scope of this project is to renovate and rehabilitate the crew facility located at the San Francisco Page 4 of 6

22 Yard. The crew facility is used by train engineers and conductors during shift layovers for rest breaks and sanitation. The existing crew facility is outdated and lacked proper circulation, security, and plumbing. The contract was awarded in December 2015 and the work began in February. Demolition of existing walls, floors, and ceiling has been completed. Work for upgrading the plumbing and electrical systems and framing of walls and doors for the revised layout is currently in progress. Completion of the project is expected in late o Train Departure Monitors at 4 th & King and San Jose Diridon Stations: The scope of this project is to add electronic signage at the 4 th and King and San Jose Diridon stations that provide patrons with information that direct passengers to the proper platforms for designated trains. Currently patrons must rely on written signage or voice announcements to determine which platform to board the proper trains. This project will install large electronic signage that is easily visible at key locations throughout the stations, to guide passengers. This contract was awarded at the April 2016 Board Meeting. A Limited Notice to Proceed to the contractor is forecasted to occur in May Completion of this project is expected in the winter of a) Customer Experience Taskforce Update (CETF) The mission of the Customer Experience Taskforce is to identify and develop ways to improve the customer experience on Caltrain service. This taskforce is a joint effort between the agency and TASI and includes both operations and communications staff. The taskforce has identified short-term, medium-term and long-term goals. This item will remain as a standing update through this staff report. Policy decisions for the agency reside with the CETF for further consideration and potential approval. This includes such items as potential for Wi-Fi and implementation of quiet cars. Page 5 of 6