1 TRANSPAC Committee Meeting Summary Minutes
MEETING DATE: May 9, 2024
MEMBERS PRESENT: Sue Noack (Chair), Pleasant Hill; Carlyn Obringer (Vice Chair); Mark Ross, City of Martinez; Concord;
Loella Haskew, Walnut Creek; Ken Carlson, Contra
Costa County
PLANNING COMMISSIONERS PRESENT:
STAFF PRESENT: Ryan McClain, Pleasant Hill; Smadar Boardman, Walnut Creek; Celestine Do, BART; Pranjai Dixit;
John Cunningham, Contra Costa County; Matt Todd,
TRANSPAC; Tiffany Gephart, TRANSPAC; Irina
Nalitkina, TRANSPAC
GUESTS/PRESENTERS: Kristen Riker, 511 Contra Costa; Debbie Toth, Choice in Aging; Holly Tillman, Choice in Aging; Jack Hall,
CCTA; Steve Voorhies, City of Concord, Scott
Simmons
MINUTES PREPARED BY: Irina Nalitkina
1. Convene Regular Meeting / Pledge of Allegiance / Self-Introductions Chair Noack called the meeting to order at 9:00 A.M.
2. Public Comment
There were no comments from the public.
Matt Todd announced that due to a clerical error the closed session planned for this meeting was not posted within 72-hours of the meeting date as required by the Brown Act and therefore no closed session was held today.
3. Consent Agenda
a. Approval of Minutes:
x Minutes of the April 11, 2024, TRANSPAC Board Meeting. b. CCTA Executive Director’s Report Regarding CCTA Actions/Discussion Items. c. Items Approved by The CCTA For Circulation to the Regional Transportation Planning Committees and Related Items of Interest.
2 d. RTPC meeting summary letters.
e. CCTA Meeting Updates and Countywide Information Links. f. TRANSPAC Quarterly Financial Report.
On a motion by Commissioner Haskew seconded by Commissioner Cloven to approve the consent agenda by unanimous vote of the members present (Noack, Obringer, Ross, Haskew, Carlson)
End Consent Agenda
4. TRANSPAC Measure J Line 20A Lapsed Programming Commitment.
Matt Todd introduced the item and outlined the lapsed Measure J Line 20a agreements and unclaimed funding in the amount of $239,266. Mr. Todd also reviewed the suggested programming policies to aid in the timely utilization of funding which are outlined in the accompanying staff report.
Commissioner Noack raised several questions regarding the funding agreements, asking if they were on a yearly or two-year cycle. Mr. Todd clarified that the programs are approved for two years, and the funding is provided accordingly. Commissioner Noack suggested that the contract should specify a timeframe for submitting reimbursement requests to ensure compliance and streamline the process. She proposed a policy where any unrequested reimbursement funds at the end of the year would be returned to the 20a fund.
Commissioner Carlson and Commissioner Haskew supported the idea of incorporating these policies into the funding agreements. Commissioner Carlson emphasized the need for clear deadlines to avoid funds being unutilized for extended periods. He also highlighted the importance of collaborating with CCTA to integrate these policies into their agreements.
Commissioner Noack suggested conducting an off-year cleanup of the funds to maintain a steady flow of resources and avoid large fluctuations. She noted that due to COVID-19, there might be leftover funds from 2020 and 2021, which should be addressed.
Mr. Todd provided an overview of the current funding status, indicating a carryover balance and reserves. He mentioned that the upcoming programming cycle would have additional funds due to higher-than-expected Measure J collections. However, he agreed to provide a more detailed accounting of the funds, including encumbered amounts, for better transparency and planning.
Commissioner Noack directed attention to the recommendation on page 33 and sought approval to unencumber $239,000 into the Measure J Line 20A program funds. Commissioner Obringer inquired whether this decision would impact the next agenda item concerning the draft 20a programming recommendation for the next cycle. Commissioner Noack confirmed they were separate issues: first approving the fund retraction and then discussing its allocation.
3 Commissioner Carlson agreed with the proposed policy, suggesting a reimbursement submission deadline within four months of the project’s end date, contrasting with the previous six-month suggestion. Commissioner Haskew supported this shorter timeframe, emphasizing the importance of keeping entities accountable. Commissioner Obringer also supported four months, noting the need to maintain prompt processing.
Mr. Todd and Commissioner Noack discussed the alignment of budgeting timelines with the proposed deadlines, concluding that a four-month window for receipt submission would fit the overall schedule without affecting decision processes. Commissioner Noack reiterated that this change aims to streamline fund management and avoid delays.
Commissioner Carlson proposed formalizing the motion to implement the four-month reimbursement deadline, roll the $239,000 into the Measure J Line 20A funds, and incorporate the updated policies into future contracts. Commissioner Noack confirmed this inclusion, adding that contracts would now mandate semi-annual reimbursement requests and enforce a fourmonth final submission period.
On a motion by Commissioner Carlson, seconded by Commissioner Obringer to release the encumbrance on the unexpended Measure J Line 20a funds from expired funding agreements from 2018 and earlier that will allow that balance to be considered in the 2024-2025 & 2025- 2026 programming cycle. This action will authorize additional Line 20a program policies to promote the timely use of funds, including: require that Line 20a program recipients submit a reimbursement request to CCTA at a minimum of every 6 months; at the time of programming, establish a project end date for expensed to be incurred; and require execution of a funding agreement within 120 days of program approval. The item was approved by unanimous vote of the members present (Noack, Obringer, Ross, Haskew, Carlson)
5. Measure J Line 20a FUNDS PROGRAM – FY 2024/2025 AND FY 2025/2026 Programming Cycle.
Tiffany Gephart introduced the item and noted that nine program applications were received from eight project sponsors. The scoring committee reviewed these applications over three sessions in March and April. The programs are requesting approximately 1.5 million in funding and propose to complete nearly 45,000 trips in the TRANSPAC aera starting in the FY 24-25 programming year.
Ms. Gephart outlined the scoring criteria used to evaluate the applications, and noted that the committee chose to rank the programs high, medium, and low. High-ranked programs met both basic and equity criteria, medium-ranked programs met basic criteria but not as many equity criteria, and low-ranked programs met the criteria overall to a lesser extent.
4 Initial rankings led to three funding scenarios:
1. Scenario 1: Funds all programs at 85%.
2. Scenario 2: Funds high-ranked programs at 100%, medium at 70%, and low at 60%.
3. Scenario 3: Combines high and medium at 88% and low at 75%.
Scenario 2 was preferred by the Scoring Committee due to its alignment with the initial rankings.
However, based on the previous Board action, which authorized the reallocation of unspent Measure J funding to the current program and added additional projected Measure J funding to the fund estimate, staff recommended to fully fund the top 8 project requests for the next cycle and provide approximately $64,000 to Choice in Aging that would leave that project request with a shortfall of $52,000.
Commissioner Obringer inquired about a specific financial detail on page 43 of the packet and noted the absence of a new total. Ms. Gephart clarified that the new information was provided as a handout, separate from the packet, which included only the data agreed upon by the scoring committee.
Mr. Todd explained that the handout included newly discussed funds. He clarified that the additional $239,000 discussed was not considered during the Technical Advisory Committee (TAC) meeting because they were only aware of $1.2 million being available at that time.
Commissioner Noack mentioned that staff recommended the "total request" column over the "preferred scenario" column, with some adjustments. Ms. Gephart confirmed that this new option was now available.
Commissioner Obringer asked if the newly available funds were immediately accessible. Mr. Todd confirmed that the $239,000 was previously allocated to programmed projects but was now available for reprogramming due to the board's prior actions.
Commissioner Carlson inquired about the source of an additional $32,500. Mr. Todd explained that this came from higher-than-expected Measure J revenue, which is projected to exceed initial estimates.
Commissioner Noack and Commissioner Haskew debated whether to use the additional $239,000 entirely this year or spread it over multiple cycles to ensure consistent funding levels.
Commissioner Noack suggested two cycles, while Commissioner Haskew proposed three.
Mr. Todd mentioned that the funds are projected to grow over time and that there is already some conservatism in the $600,000 annual allocation and that the overall program receives around $120 million annually. He further noted that if the Measure J program collects more, such as $123 million this year, there will be additional funds to consider.
5 Commissioner Carlson supported fully funding the total request column, acknowledging that there would always be more requests than available funds. Commissioner Obringer expressed concern about managing expectations, suggesting that while the current need is high, it should be clearly communicated that such additional funds might not be available in the future.
The discussion concluded with a consensus to proceed with the total fund request while maintaining transparency about the temporary nature of the additional funds. The Board also considered implementing a policy to automatically allocate a percentage of any carryover funds to reserves.
Mr. Todd highlighted that better real-time tracking of fund usage would be enabled by new policies, ensuring efficient fund management. Finally, the committee agreed to fully fund the top requests as outlined, including partially funding Choice in Aging.
On a motion by Commissioner Carlson seconded by Commissioner Obringer to approve the Draft FY 2024-2025 & FY 2025-2026 Measure J Line 20a Fund Program and release for comment.
This action authorizes the use of Measure J Line 20a unclaimed funding in the amount of $239,266 and anticipated additional Measure J revenue in the amount of $32,500 for the upcoming cycle. The item was approved by unanimous vote of the members present (Noack, Obringer, Ross, Haskew, Carlson).
6. TRANSPAC/511 Contra Costa Transportation Demand Management Proposal for the FY 2024-2025 Transportation Fund for Clean Air Funding Cycle.
Mr. Todd presented details about the TDM 511CC program, which aims to reduce greenhouse gases and vehicle miles traveled (VMT). The TRANSPAC TDM program is funded by Measure J and TFCA funds and managed by a consultant designated by the Contra Costa Transportation Authority (CCTA). The recent focus has been on a new TFCA programming policy which will also include a competitive call for projects process.
Mr. Todd noted that the final policy and process have not yet been approved, but there is an expectation of an upcoming call for projects. Mr. Todd commented that countywide programs will receive priority funding, with TRANSPAC receiving a portion of the remaining funds for local initiatives. An equity formula will ensure fair distribution of funds, allowing TRANSPAC to both contribute to and benefit from countywide programs.
Mr. Todd highlighted the need to outline the desired outcomes for TRANSPAC-specific programs, preparing for the potential application process. The proposal includes expanding the successful pilot "Active4me" program from Pleasant Hill Elementary to more schools in the TRANSPAC region. Additionally, funds will support community engagement activities, such as attending farmers markets and employer events, ensuring the program's visibility and effectiveness.
6 Commissioner Noack raised concerns about the visibility and effectiveness of countywide programs like the guaranteed ride home program. She emphasized the need for these programs to be truly countywide, with better communication and presence in the TRANSPAC area.
Commissioner Noack highlighted the importance of ensuring that TRANSPAC's funds are used effectively, without being overshadowed by countywide programs that might not benefit the area directly. She questioned the cost-effectiveness of certain programs, particularly the "big win" incentive, which she believes favors existing commuters over new ones.
Commissioner Obringer questioned the definition of "countywide" programs and their actual reach, particularly for those managed by West County (WCCTAC). Mr. Todd clarified that programs like vanpooling and the guaranteed ride home are technically available countywide but managed from specific locations. He emphasized the role of 511CC in marketing these programs through various channels, including social media and community events.
Ms. Riker highlighted the challenges in marketing countywide programs, despite having a substantial newsletter readership. She stressed the need for cities to help disseminate information through their channels to increase program awareness.
Commissioner Noack and Commissioner Obringer discussed the potential for TRANSPAC to provide input on the prioritization of countywide programs and the use of local funds. They emphasized the need for TRANSPAC to have a clear understanding of its financial contribution and decision-making power to effectively advocate for its needs and ensure the costeffectiveness of funded programs.
Commissioner Obringer raised a concern about TRANSPAC's role in determining certain programs' fate. Commissioner Obringer questioned if there's disagreement about whether CCTA should ensure the continuity of these programs or if there's a lack of enthusiasm for the 511CC big win incentive, what influence would TRANSPAC have. Mr. Todd notes that, based on his interpretation, it appears that TRANSPAC primarily decides on Measure J 17 funds which implies that this discussion falls more within the purview of CCTA, particularly concerning the evaluation of whether these programs are suitable for retention.
Mr. Todd acknowledged that the discussion was proactive and that no immediate action was required. He suggested waiting for further direction from CCTA.
Commissioner Obringer asked about the timeline for revisiting the discussion. Commissioner Noack indicated uncertainty about the agenda schedule, possibly June or July, but noted other priorities like redefining mobility.
Commissioner Obringer suggested that a letter from TRANSPAC to CCTA could be beneficial.
Commissioner Noack agreed, mentioning that TRANSPAC Board members could communicate their stance. Commissioner Carlson added that having a consensus would strengthen their position.
7 Commissioner Obringer sought clarification on the concerns presented at the CCTA meeting.
Commissioner Noack explained that issues included evaluating the cost-effectiveness of programs like 511CC and making decisions on countywide programs, particularly regarding the allocation of funds and participation.
Commissioner Carlson highlighted concerns about prioritizing countywide programs over local benefits. Commissioner Noack summarized that the primary issues were cost-effectiveness and the distribution of funds, which were still unresolved.
Commissioner Haskew predicted that feedback from all RTPCs would prompt CCTA to reconsider their approach. She emphasized the importance of re-evaluating the proposed programs' countywide applicability.
Commissioner Carlson expressed frustration over the lack of recognition for TRANSPACadministered programs in CCTA's presentation, a sentiment shared by Commissioner Haskew.
Commissioner Noack concluded that TRANSPAC would await CCTA's clarification before revisiting the topic, reassuring that TRANSPAC's vocal representation in CCTA would ensure their concerns were addressed.
Commissioner Carlson noted that while cost-effectiveness is generally a reliable measure for programs like TFCA funds, exceptions exist where programs with significant ancillary benefits may not meet strict cost-effectiveness criteria. The discussion on cost-effectiveness included examples like wet gas scrubbers in refineries, which, despite high costs, were deemed necessary.
7. TRANSPAC Workplan and Budget Process for Fiscal Year 2024/2025.
Mr. Todd provided a summary of the proposed budget for Fiscal Year 2024-2025, highlighting key items such as Managing Director administrative support, audit costs, and the maintenance of the Pacheco Park and Ride Transit hub. He noted a proposed 3.7% increase in member fees, aligning with Measure J growth and that the budget would be brought back for approval at the next meeting.
Commissioner Noack invited questions, then transitioned to TRANSPAC CCTA representative reports.
8. TRANSPAC CCTA Representative Reports.
Commissioner Haskew summarized the Planning Commission's updates, mentioning the Community-Based Transportation Plan and the approval of the Growth Management Program Compliance Checklist. The discussion highlighted the inclusion of new areas like Rodeo and East Antioch in the plan, aimed at integrating low-income communities into the transportation system.
8 Commissioner Haskew provided an update from the APC meeting. The meeting included a legislative update, which continued from the CCTA meeting but focused more on what was relevant to CCTA. There was also an update on the external affairs department and efforts to raise awareness about CCTA's accomplishments. Despite being internationally and nationally recognized, the local community remained largely unaware of CCTA. Additionally, an organizational study of CCTA was underway to assess how the departments were structured, considering the need for a additional employees and potential realignment of responsibilities.
Commissioner Carlson added that CCTA, in partnership with others, hosted a "Redefining Mobility" event in San Ramon, where they unveiled the Glydways car, which will operate from Brentwood to the Antioch BART station on a dedicated path. The event also covered topics such as micro-transit, autonomous vehicles, and first-and-last-mile transportation solutions, drawing significant international and national interest.
Commissioner Obringer shared an upcoming event at the Concord Senior Center on Saturday, June 15, 2024, where community members can meet with Brookfield to learn about the planning process for the Naval Weapons Station. The event will feature various stations for engagement without a formal program.
9. Metropolitan Transportation Commission Report.
No comments from the Board.
10. TAC Oral Reports by Jurisdiction
No comments from the TAC.
11. Board member Comments
No comments from the Board.
12. Managing Director’s Report
No comments from the Managing Director.
13. Adjourn / Next Meeting The meeting adjourned at 10:27 a.m. The next regular meeting will be held on June 13, 2024, at the City of Pleasant Hill Large Community Room – 100 Gregory Lane, Pleasant Hill. Remote teleconferencing information for members of the public will be included in the posted meeting materials.