Meetings

Approve Proposed Overall Project Disadvantaged Business Enterprise Goal for Golden Gate Bridge Seismic Retrofit Project Phase IIIA

In a memorandum to the Committee, DBE Program Administrator Aida S. Caputo, Deputy General Manager/Administration and Development Teri W. Mantony and General Manager Celia Kupersmith reported on staff’s recommendation to establish an overall Disadvantaged Business Enterprise (DBE) project goal for the Golden Gate Bridge Seismic Retrofit Project Phase IIIA (Seismic Retrofit Project Phase IIIA). The report stated that the Seismic Retrofit Project has several contracts that will be performed over a multi-year period and that an overall DBE project goal is usually established for a large multi-year project, separate from the Fiscal Year annual overall DBE goal. The purpose of separating multi-year projects is to avoid reporting and attainment discrepancies and is generally allowable in the regulations from the U.S. Department of Transportation (U.S. DOT).

The report also stated in accordance with the two-step process outlined in U.S. DOT regulations, staff calculated a base figure of 12% for the project goal using the Census Bureau ’s 2002 County Business Pattern database and the California Unified Certification Program DBE database. Staff then used an assessment of known relevant evidence available to the District to determine whether adjustments were needed to narrowly tailor the base figures to the District’ s marketplace. After an assessment was made to each contract-specific classification for the Seismic Retrofit Project Phase IIIA thus far, the adjusted figure of the overall DBE project goal still resulted in 12%.

The report also explained that U.S. DOT regulations require that the maximum feasible portion of the overall DBE project goal be met by using race/gender-neutral methods. Although the District does not propose to set contract-specific DBE goals on Seismic Retrofit Project Phase IIIA contracts, staff will carefully monitor the progress of each contract and may establish contract-specific DBE goals on new contracts if race/gender-neutral methods do not appear sufficient to achieve the 12% overall DBE project goal. To date, the District has met or exceeded its Fiscal Year annual overall DBE goal using race-neutral means. The report provided a table depicting the adjusted availability figure for each FHWA-assisted contract.

The report further stated that the U.S. DOT regulations require that the proposed overall DBE project goal be published for public inspection and comment to ensure public participation in the goal-setting process. Since contracts for this project are scheduled to be awarded within the federal Fiscal Year, which will end on September 30, 2005, publication of the goal must be authorized as soon as possible to allow sufficient time for the 45-day public comment period. The regulations also require that the goal be submitted to the State of California, Department of Transportation (Caltrans) on behalf of FHWA to qualify for continued federal funding. Caltrans may review and suggest adjustments to the goal upon consultation with the District; however, prior concurrence with the goal is not required.

Staff recommends that the Board establish a 12% proposed DBE goal for the Seismic Retrofit Project Phase IIIA, authorize the General Manager to publish notice of the proposed goal and to formally adopt the goal if no public comments are received and to submit the overall project DBE goal to Caltrans on behalf of FHWA. A copy of the report, including the attachment, is available in the Office of the District Secretary.

Staff recommended, and the Committee concurred by motion made and seconded by Directors EDDIE/SMITH to forward the following recommendation to the Board of Directors for its consideration:

RECOMMENDATION

The Rules, Policy and Industrial Relations Committee recommends that the Board of Directors approve the following actions relative to the overall project Disadvantaged Business Enterprise (DBE) goal for the Golden Gate Bridge Seismic Retrofit Project Phase IIIA – North Anchorage Housing/North Pylon:

a. Establish a twelve percent (12%) proposed goal applicable to $44,440,000 in contracts assisted by the Federal Highway Administration (FHWA), and authorize the General Manager to publish notice of the proposed goal in accordance with federal regulations;

b. Authorize the General Manager to formally adopt the goal if no public comments are received that require further consideration or modifications of the proposed goal by the Board; and,

c. Authorize staff to submit the overall project DBE goal to the California Department of Transportation (Caltrans) on behalf of FHWA.

Action by the Board – Resolution
NON-CONSENT CALENDAR

AYES (6): Chair Harrison; Directors Eddie, Hernández, Pahre and Smith; President Middlebrook (Ex Officio)
NOES (0): None
ABSENT (3): Vice Chair Murray; Directors Martini and McGoldrick

Approve Changes to the Table of Organization Relative to the Ferry Division and the Marketing and Communications Department

In a memorandum to the Committee, Deputy General Manager/Ferry Division James Swindler, Deputy General Manager/Administration and Development Teri Mantony and General Manager Celia Kupersmith reported on staff’s recommendation to approve reorganization and staffing changes to the Ferry Division and the Marketing and Communications Department. The recommendations include restructuring and re-titling the vacant Ferry Maintenance Superintendent position to a Marine Superintendent position, eliminating the higher classification position of Marketing Supervisor and adding a lower level position of Marketing Specialist.

The report stated that the Board of Directors, by Resolution No. 2003-013 at its meeting of February 28, 2003, authorized staff to eliminate and restructure positions and work flow to achieve operating efficiencies and cost savings throughout the District. To consolidate functions and be poised for expected future needs in the Ferry Division, staff recommends that the vacant Ferry Maintenance Superintendent position be eliminated and replaced with a new Marine Superintendent position, with a salary range of $77,251 - $93,371, excluding benefits. The scope and job duties of the existing Ferry Maintenance Superintendent position would be expanded in the proposed Marine Superintendent position, to include oversight of the vessel maintenance programs and other operations and engineering activity. The report noted that historically, the District has employed three individuals to perform these functions, but that in comparable ferry organizations, the maintenance and marine engineering functions are commonly performed by a single individual. This action would allow the District to move toward a single combined position over the next two years.

The report also stated that the Board of Directors, by Resolution No. 2002-058 at its meeting of April 26, 2002, approved reorganization and staffing changes that consolidated several functions related to marketing, graphics, public information and ticket sales within the Marketing and Communications Department. The report described how staff has refocused marketing efforts, which formerly included many special events and promotions activities, to include more public outreach and public information functions. In addition, the District ’s web site has become an increasingly important part of the communication strategy, and it now requires more time to manage and update. With two recent retirements in the department, a minor restructuring of duties and responsibilities is now proposed to meet changing needs in the District. Staff recommends that the vacant Marketing Supervisor position be eliminated and replaced with a new second Marketing Specialist position, with a salary range of $49,491 - $59,806, excluding benefits. Currently, the Marketing Specialist in the office oversees District publications such as the customer newsletter, brochures and pamphlets, and the quarterly transit guide. The scope and the job duties of the proposed second Marketing Specialist position would be to primarily oversee web site management and online store sales.

The report further stated that the proposed change in the Ferry Division would have no fiscal impact in the current budget year, since it is proposed that the salary of the Marine Superintendent position be the same as the currently budgeted Ferry Maintenance Superintendent. The proposed change in the Marketing and Communications Department would result in annualized savings of approximately $5,600, plus associated benefits. A copy of the staff report is available in the Office of the District Secretary.
At the meeting, Teri Mantony described the staff recommendation, noting that although the General Manager is authorized to modify titles and make minimal changes in job duties, Board action is required in this instance because of the expanded scope and extensive changes in the affected job classifications.

Staff recommended, and the Committee concurred by motion made and seconded by Directors PAHRE/SMITH to forward the following recommendation to the Board of Directors for its consideration:

RECOMMENDATION

The Rules, Policy and Industrial Relations Committee recommends that the Board of Directors approve reorganization and staffing changes in the Ferry Division and the Marketing and Communications Department, as follows:

a. Restructure and re-title the vacant Ferry Maintenance Superintendent position to a Marine Superintendent position, with a salary range of $77,251 - $93,371, excluding benefits; and,

b. Eliminate the higher classification position of Marketing Supervisor, and add a lower level position of Marketing Specialist, with a salary range of $49,491 - $59,806, excluding benefits; and,

c. Amend the Table of Organization accordingly;

with the understanding that there would be no fiscal impact in the Fiscal Year 2005 Ferry Division Budget and that the staffing changes in the Marketing and Communications Department would result in an annualized savings of approximately $5,600, plus associated benefits.

Action by the Board – Resolution
NON-CONSENT CALENDAR

AYES (6): Chair Harrison; Directors Eddie, Hern ández, Pahre and Smith; President Middlebrook (Ex Officio)
NOES (0): None
ABSENT (3): Vice Chair Murray; Directors Martini and McGoldrick

Approve Changes to the Table of Organization Relative to Positions Necessary for Implementation and Maintenance of the Financial Management Information System

In a memorandum to the Committee, Deputy General Manager/Administration and Development Teri W. Mantony, Auditor-Controller Joseph Wire and General Manager Celia Kupersmith reported on staff ’s recommendation to approve reorganization and staffing changes relative to the Financial Management/Information Systems (FMIS) project. The report stated that the Board of Directors, by Resolution No. 2003-106 at its meeting of October 10, 2003, authorized execution of contracts with SunGard Bi-Tech and Spear Technologies, Inc., to provide system software and assistance in configuring an integrated financial accounting, budgeting, purchasing, human resources, payroll, and maintenance management information system. The FMIS system will serve as the catalyst for numerous changes to the organizational structure and work processes as it moves the District away from a mainframe computing environment with time-consuming paper-intensive processes to one where business processes are shifted online to end-user groups.

The report also stated that staff proposes several structural and staffing changes in the areas of Information Systems (IS), Human Resources, and Payroll related to FMIS implementation that are necessary to accurately reflect the changing roles and responsibilities of staff within the organization. The recommendations include creating a new Information Systems Project Manager position, with a salary range of $70,429 to $85,093, not including benefits; restructuring and re-titling a Senior Programmer Analyst position to a Senior System Support Specialist, with a salary range of $62,927 to $76,050, not including benefits; and, creating two HRIS/Payroll Analyst positions with a salary range of $53,021 to $64,077, not including benefits.

The report described in detail how the District would benefit from the addition of these new positions to support the long-term goal of the FMIS project to provide for work process and staffing efficiencies. The revised system support structure within the IS Department provides for two Project Manager positions, each with the responsibility to lead IFAS and Spear system support, as well as a Senior System Support Specialist to provide system support for both project managers and systems. The two new system analyst positions, one within the Human Resources Department and one within the Payroll Department, will serve as IFAS system administrators within these “owner” departments, working closely with one another to support system operation and long-term maintenance.

The report described the fiscal impacts of the cost of the additional positions, which will result in net annualized costs of $213,247. The report noted that the additional cost of these positions will be absorbed by the respective departments in the Fiscal Year 2005 Budget and will be permanently offset through the Fiscal Year 2006 and Fiscal Year 2007 budget processes.

At the meeting Teri Mantony summarized the staff report, noting that the proposed staffing changes are being brought forward at this time, rather than waiting for the adoption of the Fiscal Year 2006 budget in June, because it is crucial that the essential staffing structure is in place during the labor-intensive period prior to the Human Resources and Payroll modules of the IFAS system going live in July 2005.

Discussion ensued, including the following:

Chair Harrison inquired as to how the costs associated with the new positions will be absorbed in the Fiscal Year 2005 Budget. In response, Ms. Mantony stated that there may be other opportunities share the costs within other departments at the District.

Director Smith inquired regarding concerns of the International Federation of Professional and Technical Engineers, Local No. 21, that two Local No. 21 members could be promoted to these positions and thereby removed from the bargaining unit. In response, Ms. Mantony stated that the positions are not part of the bargaining unit and that staff would evaluate the fairness of work responsibility.

Staff recommended, and the Committee concurred by motion made and seconded by Directors SMITH/MURRAY to forward the following recommendation to the Board of Directors for its consideration:

RECOMMENDATION

The Rules, Policy and Industrial Relations Committee recommends that the Board of Directors approve reorganization and staffing changes in the Information Systems, Human Resources and Payroll departments, as follows:

a. Add a new Information Systems Project Manager position, with a salary range of $70,429 to $85,093, not including benefits, in the IS Department;

b. Restructure and re-title a Senior Programmer Analyst position to a Senior System Support Specialist, with a salary range of $62,927 to $76,050, not including benefits, in the IS Department;

c. Add two HRIS/Payroll Analyst positions with a salary range of $53,021 to $64,077, not including benefits; and,

d. Amend the Table of Organization accordingly;

with the understanding that that the cost of the additional positions authorized as part of this item will be absorbed by the respective departments in the Fiscal Year 2005 Administration and Development Division Budget, and will be permanently offset through the Fiscal Year 2006 and Fiscal Year 2007 budget processes.

Action by the Board – Resolution
NON-CONSENT CALENDAR

AYES (11): Directors Cochran, Eddie, Hernández, Martini, Murray, Pahre, Reilly, Smith and Stroeh; Second Vice President Boro; First Vice Harrison, President Middlebrook
NOES (0): None

Public Comment

There was no public comment.

Adjournment

All business having been concluded, the meeting was declared adjourned at 9:20 a.m.