staff report - ac transit · /23/16 -roundtrip mileage to attend meeting with director harper, 1634...

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Report No: Meeting Date:

Alameda-Contra Costa Transit District

STAFF REPORT TO: AC Transit Board of Directors FROM: Linda A. Nemeroff, District Secretary

SUBJECT: Travel and Meeting Expenses for Directors and Board Officers

BRIEFING ITEM

RECOMMENDED ACTION{S):

16-116 May 25, 2016

Consider receiving the FY 2015-16 Third Quarter Travel and Meeting Expense Report for Directors and Board Officers.

BACKGROUND/RATIONALE:

Board Policy No. 180A - Travel, Meeting and Miscellaneous Expense Re imbursements for Directors and Board Officers, provides that the Board of Directors receive an itemized quarterly summary of all travel, meeting and miscellaneous expenses reimbursed under the policy. A summary of expenses for each Director and Board Officer is provided in Attachment 1. In addition, the year-to-date expense total for each Director is provided in Attachment 2.

BUDGET ARY /FISCAL IMPACT:

Each Director was allotted $9,000 for travel and meeting expenses related to District business during FY 2015-16, with the Board President receiving an extra $2,000 during each half of the fiscal year. Total expenses for the third quarter of FY 2015-16 amounted to $10,729.99. Total expenses for FY 2015-16 were $25,724.38.

With regard to Board Officers, each Officer has an annual budget for travel and meeting expense reimbursements which was approved by the Board of Directors with the adoption of the District's budget. Board Officers' expenses totaled $8,419.34 for the third quarter of FY 2015-16.

ADVANTAGES/DISADVANTAGES:

This report is provided to the Board in the interest of transparency with regard to travel and miscellaneous expenses incurred by the Board and Board Officers.

ALTERNATIVES ANALYSIS:

This report is provided for information only.

PRIOR RELEVANT BOARD ACTION/POLICIES:

Board Policy 180A: Travel, Meeting and Miscellaneous Expense Reimbursements for Directors and Board Officers.

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Report No. 16-116 of 2

ATTACHMENTS:

1: FY 2015-16 Third Quarter Directors and Officers Travel/Meeting Expense Report

2: Board Annual Expense Summary

Reviewed by: Linda A. Nemeroff, District Secretary

Prepared by: Doreen Mathews, Executive Administrative Assistant

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Director

WALLACE

i Expense Description

Beginning Balance 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meeting~(Oct/Nov/Dec) 3rd Quarter Travel/Meetings (Jan/Feb/Mar) 4th Quarter Travel/Meetings (Apr/May/Jun)

3rd Quarter Report Uanua 1/8/15 - 2016 Calendar

TRAVEUMEETING EXPENSE Directors and Officers

FY 2015/16 Third Quarter Report

--,--,------,--:--1/27/16 - Brother Fax Machine (replacement), toner cartridges Fax line charges PDA Service Fee*

'

Expense Q3

$296.74

$13.80 $115.16

$15.92 $40.00

Februa!Y......_~~~~~~~~~~~~~~~~~~"""-'...._ ______ ...,.........,.......,~~~-Fax line charges $15.93 PDA Service Fee* $40.00

March Fax line charges PDA Service Fee*

Total:

$15.93 $40.00

$296.74

Quarter

$354.18 $442.40 $296.74 - - -$135.91

SR 16-116 Attachment 1

Declining Balance

$9,000.00 $8,645.82 $8,203.42

____E_§l06. 68 $7,770.77

*Pursuant to Board Policy 180A, Section V.B, expenses related to District provided faxes and cell phones shall be charged against the funds provided to each Director under Section 111.C (Travel).

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Director

HARPER

I

Expense Description

- -Beginning Balance 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd _Quarter Travel/Meetings (Oct/Nov/Dec)

2!:._d Quarter Travel/Meetings (Jan/Feb/Mar) 4th Quarter Travel/Meetings (Apr/May/Jun)

3rd Quarter Report January



- --

- -

··"'"'"" :.:;.' .. ~

Expense Q3

- ~

$260.00

_J /11/16 - Registration Fee to attend LWV Bay Area League Day - February 6 , 2016 $35.00 - ,_

- - -1 PDA ~rvice Fee* $50.00

Februarv . · .. • ... :- :·-~ __PDA Service Fee* -- - -

$50.00 f-

March :;.·,.·~·:.~:-: lf15/16 SPUR Membership Renewal $75.00

--PDA Service Fee* $50.00

-

!Total: I $260.oo l

Quarter Declining Balance

--$9,000.00

$199.83 $8,800.17 $206.00 $8,594.17 $260.00 $8,334.17 $934.97 $7,399.20

- -

-----

- -

+- -- -

*Pursuant to Board Policy 180A, Section V. B, expenses related to District provided faxes and cell phones shall be charged against the funds provided to each Director under Section 111.C (Travel).

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Director

ORTIZ



Expense Description Expense Q3 +---Q_uart_e_r _ _,_Declining Balance

Beginning Balance 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meeti~gs (OcUNov/D_e~c>~-3rd Quarter Travel/Meeting~(Jan/Feb/Mar)

- 1----$459.35 $1 ,330.13

4th Quarter Travel/Meetings (Apr/May/Jun) ----- l-------'-$_,2,'--481 _.1_4 ___ $_2,_4_81_._14_,__

3rd Quarter Report Janua 1/4/16 - Roundtrip mileage to attend meeting with Council Member Mataresse, Alameda City Hall, 2263 Santa Clara Ave. 1/7/16 - iPad Case 1/13/16 - Roundtrip mileage to attend Board Meeting 1/14/16 - Roundtrip mileage to attend meeting with Council Member Noel Gallo at G.O.

1 /19/16 - Ink cartridges for HP printer

$5.94 $42.27

$7.56

$7.56 $67.87

$7.56 1/20/1 6 - Roundtrip mi~age to attend Agenda Review meeting at G.O. 1/27/16 - Roundtrip mileage to attend Board Meeting PDA Service Fee*

$7.56 ~+-----

FebruarY.,__~~~~~~~~~~~~~~~~~~~~--~--~--1--2/2/16 - Roundtrip mileage to attend meeting with ACCE at G.O. 2/3/16 - Roundtrip mileage to attend Agenda Review meeting at G.O. 2/4/16 - Parking Fee to attend the WTS Transportation Executives Forum 2/10/16- Roundtrip mileage to attend meeting with Jill Ratner, Rose Foundation, 1970 Broadway, Oakland 2/17/16 - Roundtrip mileage to attend Agenda Review meeting at G.O.

$40.00

$7.56 $7.56 $6.75 $7.02

$7.56 $8.64

$210.72

2/22/16 - Roundtrip mileage to attend meeting with Director Harper, 1634 Telegraph Ave., Oakland 2/24/16 -Roundtrip mileage to attend Board Meeting

1PDA Service Fee*

-----+-- - - -

March

$7.56 $40.00

3/1/16 - Roundtrip mileage to attend Agenda Review meeting at G.O. $7.56 3/9/16 - Roundtrip mileage to attend Board Meeting $7.56 3tf0/16- Pa rking fee to attend BA RT ILC meeting ---------+------=$=-'"15.00 APTA Legislative Conference, March 13-15, 2016, Washington, D.C.

Registration Fee - Canc~ led - 20% processin_g_t-'--e-e-. - ---"''-----'-----------+----c$c-1'""7=o--=.o:--::o+-------i-

Airfare $486.20 Ground Transportation $113.1 O Lodging $1 ,074.02

+-----Perdiem $156.56

$9,000.00 $8,540.65

$7,210.52 - --$4,729.38 $4,518.66


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Director ~Expense Description

TRAVEL/MEETING EXPENSE Directors and Officers


- -- Expense Q3

ORTIZ Beginning Balance --- ---

1st Quarter Travel/Meetings (July/Aug/Sep) - ~·-

2nd Q.L!._arter Travel/Meetings (OcVNov/Dec) ---

3rd Quarter Travel/Meetings (Jan/Feb/Mar) $2,481 .14 4th Quarter Travel/Meetings (Apr/May/Jun)

~~t~~:?;.":: ~;;:::.d . .l ~ ... ·> ;·_:: ~ -- ~.,. ~ Computer/Printing Fee $3.58 3/18/16 - Roundtrip mileage to attend meeting with Oakland City Council Member $7.56 Washington, Oakland City Hall

-- ---

~ lameda Co. Women's Hall of Fame Awards Ceremony Ticket, March 19, 2016 $87.12 /19/16 - Roundtrip mileage to attend Alameda Co. Women's Hall of Fame Event, 4700 ncoln Ave., Oakland $2.59

/23/16 - Roundtrip mileage to attend meeting with Director Harper, 1634 Telegraph $8.64 3/23/16 - Roundtrip mileage to attend Board meeting $7.56

13/25/16 - Roundtrip mileage to attend meeting with Davenport Street Neighborhood at $7.56

.G.O.

3/30/16 - Roundtrip mileage to attend Board of Directors/Board Officer Retreat at G.O. $7.56 ~-PDA Service Fee* $40.00 Total: $2,481.14

Quarter E eclining Balance -

--$9,000.00 $459.35 $8,540.65

$1,330.13 $7,210.52 --$2,481.14 $4,729.38 --

$210.72 $4,518.66 .l~·~:~~.,·1

- -

-~

-

-

-


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Director

WILLIAMS

Expense Description

Beginning Balance 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meeting~(Oct/Nov/Dec) 3rd Quarter Travel/Meeting~ Jan/Feb/Mar) 4th Quarter Travel/Meetings (Apr/May/Jun)

3rd Quarter Report

Februa PDA Service Fee* ----

March



APTA Legislative Conference, March 13-15, 2016, Washington D.C. ___ _ Registration Lodging Per diem Airfare Ground Transportation Mileage from 3456 Redwood Ct., Castro Valley to Oakland Airport Mileage from Oakland Airport to 3456 Redwood Ct. , Castro Valley

PDA Service Fee*

Total:

$2,879.20

$50.00

$50.00

$850.00 $1 ,143.87

$208.50 $502.47

$14.00 $5.18 $5.18

$50.00

$2,879.20


t----$'----1,543_.3_1 +--

$4, 365 .22 $2,879.20

$150.00

$9,000.00 $7,456.69 $3,091.47

$212.27 $62.27


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Director

DAVIS

Expense Description -r-- - --

~ ginning Balance 1st Quarter Travel/Meetings (July/Aug/Sep)


FY 2015-16 Third Quarter Report

-

---

2nd Quarter Travel/Meetings (Oct/Nov/Dec_) _ 3rd Quarter Travel/Meetings (Jan/Feb/Mar) 4th Quarter Travel/Meetings (Apr/May/Jun) -

~ii~~:~~-~·.: J:~ .. :,~1-··,;.j- ~ :.-~ ::· -

3rd Quarter Report ~anuarv

- 1 /13/16 - Roundtrip mileage to attend Board Meeting - Newark to Oakland 1/27/16 - Roundtrip mileage to attend Board Meeting - Newark to Oakland

-

-

1/25/16 - Roundtrip mileage to attend Newark Successor Agency Meeting, Newark City Hall , 37101 Newark Blvd.

February_ 2/24/16 - Roundtrip mileage to attend Board Meeting - Newark to Oakland -March 3/15/16 - SPUR Membership Renewal 3/9/16 - Roundtrip mileage to attend Board meeting_. _ 3/23/16 - Roundtrip mileage to attend Board meeting. 3/30/16 - Roundtrip mileage to attend Board of Directors/Board Officer Retreat

Total: I

Expense Q3 Quarter Declining Balance

$9,000.00 $259.22 -- $8,740.78 $493.54 $8,247.24

$239.05 $239.05 $8,008.19 $0.00 $8,008.19

~ .. : ..: ; :-·;

$27.00 $27.00 -

$2.01

- - --

$27.00 -

- - - - --- - --

$75.00 $27.00 $27.00 $27.00

--- --- -$239.05

*Pursuant to Board Policy 180A, Section V.B, expenses related to District provided faxes and cell phones shall be charged against the funds provided to each Director under Section IILC (Travel).

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Director

PEEPLES

Expense Desc_l"i_ption



(Pursuant to Board Policy 180a, the Board President shall receive an additional $2000 available during 1st half of fiscal year, and $2,000 available during 2nd half of fiscal year)

Beginning Balance Additional $2,000 available 1st half of fiscal year - Board President 1st Quarter Travel/ ~eetings (July/Aug/Sep) -- --2nd Quarter Travel/Meetings (Oct/Nov/Dec) 3rd Quarter Travel/Meetings (Jan/Feb/M~ 4th Quarter Travel/Meetings (Apr/May/Jun)

TRB 95th Annual Conference, January 10-14, 2016, Washington D.C. Registration - $555.00 Paid in June of FY 2014-15 Airfare Lodging Gro~nd Transportation Per diem

PDA Service Fee* Februa

------

2/10/16 - Fee to attend the Alamed~ounty M§lyor's Conference Dinner 2/17/16 - Roundtrip BART Fare to attend CCTA meeting in Walnut Creek. 2/14/16 - Replace Sharpie pens used for Retirement Ceremony 2/12/16 - Retirement Lunch for District Employ'-'e'---'e _____ _ PDA Service Fee*

APTA Legislative Conference, March 13-15, 2016, Washington, D.C.

Expense Q3

$4,182.13

$340.96 $439.28

$58.28 $431 .50

$40.00

$50.00 $2.68 $6.57

$89.00 $40.00

Registration Fee Airfare

$850.00 -----t-----c-$771 .96

Lodging Per diem

CalACT Spring Conference, March 28-31, 2016, San Diego, CA Airfare Lodging Per diem

PDA Service Fee* Total:

$270.48 $346.50

$254.96 $68.96 $81 .00

$40.00 $4,182.13


---$9,000.00 $2,000.00

$427.95 $10,572.05 $253.70 $10,318.35

$4,182.13 $6,136.22 $120.00 $6,016.22

f------+---


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Director j Expense Description

I Beginning Balance YOUNG 1st Quarter Travel/Meetings (July/Aug/Sep)

'.2nd Quarter Travel/Meetings (Oct/Nov/Dec) j3rd Quarter Travel/Meetings (Jan/Feb/Mar) 4th Quarter Travel/Meetings (Apr/May/Jun)

llfL~~;~.:~~:·j· ··.: ~~ "'·~,' ::J-- .. 3rd Quarter Report Uanuarv PDA Service Fee* . --

Februarv 2/27/16 - Additional data charges incurred. PDA Service Fee*

March 3/27/16 - Replacement iPhone



--

.

- ---- --PDA Service Fee* -Total:

~ Expense Q3 Quarter Declining Balance - --

-- -$9,000.00

$932.65 $8,067.35 $2,055.31 $6,012.04

$391 .73 $391.73 $5,620.31 ~

$120.00 $5,500.31 "),.~--~"::.~ - -

' $40.00

>----·

.. -

$10.00 ~

$40.00

- ·--

$261 .73 $40.00

$391.73


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BOARD OFFICERS

Expense Description

--



--

MICHAEL A. HURSH, GENERAL MANAGER

- ~ penseQ3 --~

- -1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (OcVNov/Dec)-

- - _._ -

- -- -3rd Quarter Travel/Meetings (Jan/Feb/Mar)

- --- $6,719.89 4th Quarter Travel/Meetings (Apr/May/Jun)

-~-l.;~1';~-:g~\~~~~:.::::\i;:;.\~~: !,.,._~·--:.,. ?--.-< .... :;~:'_~ .. ~~~:

3rd Quarter Report Januarv - -APTA CEO Seminar, January 30-February 2, 2016, Orlando, FL (TRIP CANCELLED)

$770Fo -~

Registration - APTA issued credit of $640.00 Airfare - airline credit received for full amount $407.20 $407.20

February ARB Advanced Clean Transit Technology Symposium, February 8, 2016, Sacramento

L_~dging $109.45

Quarter

$0.00 $2,357.00 $6,719.89

$0.00

- ---

~

Per diem $54.29 I --

$66.00 Ground Transportation -I

California Hydrogen Business Council, February 10-12, 2016, Thousand Palms, CA Lodging $350.76 Per diem $160.00 Gound Transportation $528.12 -

March !CTA Executive Committee Retreat, March 2-4, 2016, San Diego

Airfare $507.96 r Per diem -

$224.00

APTA Legislative Conference, March 12-17, 2016, Washington, D.C. Registration $850.00 Airfare $714.20 Lodging $1 ,525.16 Per diem - $379.~

~

Ground Transportation $73.25 Total: $6,719.89

Declining Balance

-- - '.'.: ··:· -. ~~;:-r.;,n;=;JJ


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BOARD OFFICERS

.. - ·; C _.- i.: ,:

1

I

Expense Description

-



-DENISE C. STANDRIDGE - GENERAL COUNSEL 1st Quarter Travel/Meetings (July/Aug/Sep)

-

----

--2nd Quarter Travel/Meetings (OcVNov/Dec) 3rd Quarter Travel/Meeting~ Jan/Feb/Mar) 4th Quarter Travel/Meetings (Apr/May/Jun) - -

' ..... :··~~--- :::· ... , -~ 3rd Quarter Report January No Reportables.

February APTA Legal Affairs Seminar, February 21 -13, 2016, Santa Fe, New Mexico

Registration -Airfare -Lodging Per diem - -Ground Transportation

-Parking -

March No Reportables. -Total:

Expense Q3 Quarter l)eclining Balance --

-$0.00

$900.00 _ $1,699.45 $1 ,699.45

$0.00 ,/ho,.·,;.· .. :..'

---- j - .___. --

- ~

$600.00 --$298.00 -$550.0~ $192.00 -

$30.00 -$29.40

- - -

~

- -$1,699.45


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Expense Description



BOARD OFFICERS I LINDA A. NEMEROFF. DISTRICT SECRETARY 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec)

1

3rd Quarter Travel/Meetings (Jan/Feb/Mar) 4th Quarter Travel/Meetings (Apr/May/Jun)

3rd Quarter Report Janua No Reportables.

Februa!Y, ________ ~------------------""" J No Reportables.

March No Reportables.

Total:

Expense Q3

$0.00

$0.00

Quarter l Declining Balance

$0.00 $0.00 $0.00 $0.00


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BOARD MEMBER - Exoense Q1

Wallace $354.18 Harper $199.83 Ortiz $459.35 Williams $1 ,543.31 Davis $259.22 Peeples (Board President effective January 2016) $427.95 Younq $932.65 GRAND TOTALS ·- $4,176.49



ExpenseQ2 ExoenseQ3 ExoenseQ4

$442.40 $296.74 $135.91 $206.00 $260.00 $934.97

$1 ,330.13 $2,481 .14 $210.72 $4,365.22 $2,879 .20 $150.00

$493.54 $239.05 $0.00

$253.70 $4,182.13 $120.00 $2,055.31 $391 .73 $120.00 $9,146.30 $10,729.99 $1 ,671.60,

TOTAL

$1 ,229.23 $1,600.80 $4,481 .34 $8,937.73

$991 .81

$4,983.78 $3,499.69

$25,724.38

YTDBALANCE

$7,770.77 $7,399.20 $4,518.66

$62.27 $8,008.19

$6,016.22 $5,500.31

$39,275.62

SR 16-116 Attachment 2

%Available

86.34% 82.21% 50.21%

0.69% 88.98%

54.69% 61 .11% 60.42%


staff report - ac transit · /23/16 -roundtrip mileage to attend meeting with director harper, 1634...

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