staff report briefing item - ac transit...briefing item recommended action is): 1s-270 november 11,...

83

Report No:

Meeting Date:

Alameda-Contra Costa Transit District

STAFF REPORT TO: Finance and Audit Committee

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 IS):

1S-270 November 11, 201S

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

EXECUTIVE SUMMARY:

The Board is provided with an itemized quarterly summary of travel, meeting and miscellaneous expenses.

BUDGETARY/FISCAL IMPACT:

Each Director is 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 first quarter of FY 2015-16 amounted to $6,978.28.

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 $900.00 for the first quarter of FY 2015-16.

BACKGROUND/RATIONALE:

Board Policy No. 180A - Travel, Meeting and Miscellaneous Expense Reimbursements 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 the Board Officers is provided in Attachment 1. In addition, the year-to-date expense total for each Director is provided in Attachment 2.

ADVANTAGES/DISADVANTAGES:

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

84

Report No. 15-270 of 2

ALTERNATIVE ACTIONS:

This report is provided for information only.

PRIOR RELEVANT BOARD ACTIONS/POLICIES:

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

ATTACHMENTS: 1: FY 2015-16 First 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

85

Director 1 Expense Description

t LACE

Fax line charges _

PDA Service Fee*

Fax line charges

TRB Individual Affiliate Membership Renewal t ax line charges

TRAVEUMEETING EXPENSE Directors and Officers

FY 2015/16 First Quarter Report

$

*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 III.C (Travel).

86

Director

HARPER

~F~: .:-- ·: .. '':

1--

Expense Description

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

1st Quarter Report July



--

7/8/15- Roundtrip mileage to attend Board meeting - Emeryville to Oakland

7/9/15- Roundtrip BART Fare to attend T JPA meeting at San Francisco City Hall

17/22/15- Roundtrip mileage to attend Special Board meeting - Emeryville to Oakland

PDA Service Fee* -

~gust ·-8/14/15- Roundtrip mileage to attend Special Board meeting- Emeryville to Oakland

- 8/18/15 - Roundtrip mileage to attend Special Board meeting- Emeryville to Oakland

8/19/15 - Roundtrip mileage to attend Regular Board meeting- Emeryville to Oakland

PDA Service Fee*

S~p_tember - ... _.:

PDA Service Fee* Total:

Expense Q1 Quarter Declining Balance

$9,000.00 $176.95 $176.95 $8,823.05

$150.00 $8,673.05 $150.00 $8,523.05 $150.00 $8,373.05

$4.07

- t-$6.60

~

$4.07

$50.00

-$4.07 -$4.07

-· --·-$4.07 -- -I- --- ----

$50.00

-

$50.00

-~ $176.95


87

Director

ORTIZ

-

--

--

-

--

-

-

--

-

--



Expense Description ---

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

13rd Quarter Travel/Meetings (Jan/Feb/Mar) 4th Quarter Travel/Meetings (Apr/May/Jun)

1st Quarter Report !July 07/02/15- Roundtrip mileage to attend BRT PSC briefing at G.O. --07/06/15- Roundtrip mileage to attend Pre-ILC meeting at G.O. 07/07/15- Roundtrip mileage to attend agenda review at G.O. 07/08/15- Roundtrip mileage to attend Board of Directors meeting 07/09/15- Roundtrip mileage to attend BRT PSC meeting at G.O. 07/21/15 - Roundtrip mileage to attend agenda review at G. 0 . 07/22/15- Roundtrip mileage to attend Special Board of Directors meeting 07/28/15- Roundtrip mileage to attend Special Board of Directors meeting 07/29/1 5 - Roundtrip mileage to attend meeting with staff at G.O. re: ACTC 07/29/15- Roundtrip mileage to attend Board of Directors meeting 07/30/15- Roundtrip mileage to attend ACCE meeting , 314 E. 10th St., Oakland PDA Service Fee*

-

~gust · ···· .· .. ··· 08/03/15 - Roundtrip mileage to attend lunch meeting w/Art Dao at Tribune Tower 08/04/15- Roundtrip mileage to attend BRT Branding Meeting at G.O. ---08/05/15 - Roundtrip mileage to attend Special Board of Directors Meeting 08/1 1/15- Roundtrip mileage to attend Special Board of Directors Meeting 08/12/15- Roundtrip mileage to attend agenda review meeting at G.O. 08/13/15 - Ticket and parking fee to attend Anew America Expo at Kaiser Center -08/19/15- Roundtrip mileage to attend Board of Directors meeting

L08/26/15- Roundtrip mileage to attend agenda review meeting at G.O. 08/28/15- Roundtrip mileage to attend new General Manager introduction at G.O. PDA Service Fee* -- Sep teml)er 09/02/15 - Roundtrip mileage to attend Board of Directors Meeting 09/03/15- Roundtrip mileage to attend BRT PSC Meeting at G.O. 09/16/15- Roundtrip mileage to attend Board of Directors Meeting 09/30/15- Roundtrip mileage to attend Board Retreat at G.O. 09/01/15--:-Roundtrip mileage to attend meeting with Interim General Manager 09110/15 - Roundtrip mileage to attend Pre-meeting Prep. For San Leandro Meeting 09/09/15 - Roundtrip mileage to attend meeting with Mayor, Alameda City Hall, 2263 Santa Clara Ave., Alameda

Expense Q1 Quarter Declining Balance - -

$9,000.00 f-

$8 ,540.~ $459.35 $459.35 $1 ,080.00 $7,460.65 -

. $120.00 $7 ,~~ $120.00 $7,220.65

-

1--$8.05

--

$8.05 $8.05 $8.05 $8.05 $8.05 $8.05 -$8.05

- ,---$8.05 -$8.05 $7.48

$40.00 I I

_I r

$9.78 -$8.05 ,_ $8.05

-I-$8.05 -$8.05 - -

$57.00

$8.05 1 $8.05 - ~· $8.05 -

$40.00

l --

- $8.05 $8.05 r $8.05 - ~ -

$8.05 - -- - $8.05 t- -$8.05

$6.33


88

Director

ORTIZ

1---

:~ ~ .. _ :. --1---

,_ --- -



Expense Description -

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

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

09/09/15 - Roundtrip mileage to attend Agenda Review meeting 09/14/15 - Roundtrip mileage to attend ACTC meeting, 1111 Broadway 09/21715- Roundtrip mileage to attend meeting with Head-Royce neighbors at G-:-o . 09/16/15- Roundtrip mileage to attend ADA celebration at EBP Office, 1750 Broadway

09/17/15 - Roundtrip mileage to attend Jobs & Housing Coalition Legacy Event -Oakland Muse_ufT1_1_QOO Oak Street 09/18/15- Roundtrip mileage to attend Reception for Janette Sidak- Oakland City Hall 09/23/15- Roundtrip mileage to attend Agenda Review Meeting at G.O. 09/28/ 15- Roundtrip mileage to attend meeting with EMC at 436 14th St. 09/29/15 - Roundtrip mileage to attend meeting with General Manager PUA serv1ce t-ee

Total:

Expense Q1 Quarter _ ~eclining Balance

- 1-$9,000.00 -

$459.35 $459.35 $8,540.65 $1 ,080.00 $7,460.65

$120.00 $7,340.65 $120.00 $7,220.65 .

$8.05 -$9.78 $8.05

-

$8.05 --

$7.48 -$8.05 --- -$8.05 $8-:-os

1-$8.05

$401rG . $459.35


2

89

Director

WILLIAMS -

-

~ense Description

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

TRAVEL/MEETING EXPENSE Directors and Officers


-~~~-.z,r~1::· : .. "f·::·. ~ ~ y~ ~-~~-- •• ~

.

1st Quarter Report

- -July:

-- 7/8/15- Roundtrip mileage to attend Board meeting - Castro Valley to Oakland Y/22/15 - Roundtrip mileage to attend Special Board Meeting - Castro Valley to Oakland 7/29/15- Roundtrip mileage to attend Special Board Meeting -Castro Valley to Oakland 7/27/15- Data Charges - -PDA Service Fee* --August 8/20/15 - Sierra Club Contributing Membership 8/5/15 - Roundtrip mileage to attend Sp~cial Board meeting - Castro Valley to Oakland 8/16/15 - Roundtrip mileage to attend Festival of Globe Dinner, Fremont Registration Fee to attend Congressional Black Caucus National Convention-September 15-20, 2015, Washington , D.C. (Trip not taken) 8/27/15 - Data Charges PDA Service Fee*

- ~~tember 9/02/15 - Roundtrip mileage to attend Board meeting - Castro Valley to Oakland -- - -9/16/15 - Roundtrip mileage to attend Board meeting - Castro Valley to Oakland 9/30/15 - Roundtrip mileage to attend Board retreat - Castro Valley to Oakland 9/27/15 - Roundtrip mileage to attend Oakland Community Organizations Fundraiser, Greek Orthodox Church, 4700 Lincoln Ave., Oakland 9/27/15 - Data Charges -PDA Service Fee* Total:


$9,000.00 -

$1,543.31 $1 ,543.31 $7,456.69 $2,292.62 $5,164.07

$150.00 $5,014.07 $150.00 $4,864.07

. .~.: .r~:S

$17.25

$17.25 -

$17.25 $330.00 - $50.00 -

$150.00 $1 7.25 $28.18

$80.00 $360.00

$50.00 ~

----- --$17.25 -$17.25 - - - -$17.25

I--

$14.38 -

$310.00 $50.00

1----$1,543.31


90

Director

DAVIS -

-

~~~;·r,-:.."" :n• :~· .. :

-

-

-

-

~xpense Description

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

.~

1st Quarter Report Julv


FY 2015-16 First Quarter Report

7/22/15- Roundtrip mileage to attend Special Board Meeting- Newark to Oakland

7/22/15- Parking fee to attend meeting at Meyers, Nave Law Firm

7/29/15- Roundtrip mileage to attend Special Board Meeting- Newark to Oakland

~gust 8/5/15 - Roundtrip mileage to attend Special Board Meeting - Newark to Oakland

8/19/15 - Roundtrip mileage to attend Regular Board Meeting - Newark to Oakland

-8/31/15 - Ink Cartridges for Brother printer

September 9/02/15 - Roundtrip mileage to attend Regular Board Meeting - Newark to Oakland

9/16/15 - Roundtrip mileage to attend Regular Board Meet1ng - 1\Jewark to OaJ<Iana-f--

9/30/15 - Roundtrip mileage to attend Board-Retreat- Newark to Oakland

--

Total:


$9,000.00 I--

$259.22 $259.22 $8,740.78 $0.00 $8,740.78 $0.00 $8,740.78 $0.00 $8,740.78

''. ;:~.J

$28.75

-$25.00 -

- -$28.75 -

$28.75

- ---~

$28.75

-- - - -$32.97

$28-:-75

$28~75 - 1---- -

$28.75

--- -1- --

- ~

$259.22

*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 III.C (Travel) .

91

Director

PEEPLES



Expense Q1 Policy 180a, the Board President shall receive an additional $2000 available during 1st half of fiscal year,

---1'"""'--~-...,.,..._.,._._.,.u,g durino 2nd hatf of fiscal vearl

-------!·-

$9,000.00 $2,000.00

$10,791 .00 $10,671.00 $10,551.00 $10 1.00


92

Director

YOUNG

i&~~~\::l·. ~ ...

--·-

-



I Expense Description

~ginning Balance -1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec) 3rd Quarter Travel/Meetings (Jan/Feb/Mar)

---4th Quarter Travel/Meetings (Apr/May/Jun) --

1st Quarter Report

~~ COMTO Annual Conference - July 11-14, 2015, Boston, MA

Lodging -Ground Transportation

-Registration- $710.00- pre-paid in FY 2014-15 Roundtrip Airfare - $1 ,159.00- pre-paid in FY 2014-15 Per Diem- $200.50- pre-paid in FY 2014-15

I 07/27/15 - Data Charges 'PDA Service Fee* I

~gust

PDA Service Fee* -Siiitember

--PDA Service Fee*

· I Otal:


- - --$9,000.00 -

$932.65 i-

$932.65 $8,067.35 --$1 20.00 $7,947.35 -$120.00 $7,827.35 $120-:ooi- $7,707.35

:'?!..:;.~

--$683.25

·- -$109.40

-!-- - -

$20-:DO f---

$40.00

$40.00

- $40.00 -wJz:65 - ---- -


93


!Expense Description

BOARD OFFICERS MICHAEL A. HURSH, GENERAL MANAGER 1st Quarter Travel/Meetings (July/Aug/Sep)

!2nd Quarter Travel/Meetings (OcUNov/Dec) 3rd Quarter Travel/Meetings (Jan/Feb/Mar) 4th Quarter Travel/Meetings (Apr/May/Jun)

F:' -~,::-;-~ .~' .'' . . . 1st Quarter Report July - l Kathleen Kelly, Interim General Manager)


1 No Reportables. - -August- (Kathleen Kelly, Interim General Manager) No Reportables.

T September- (K. Kelly 9/1-9/20- M. Hursh 9/21-9/30) j No Reportables. - -

I Total:

Expense Q1

-I-

$0.00 r-

-

I

$0.00

Quarte• j Oecl;n;ng Balance

$0.00 $900.00

$0.00 $0.00~

-~:

--c--·

- 1---- f---

·--

*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 III.C (Travel).

94

BOARD OFFICERS --

R~L~~··-;

-- --

Expense Description

TRAVEL/MEETING EXPENSE Directors and Officers


DENISE C. STANDRIDGE- GENERAL COUNSEL 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (OcVNov/Dec) 3rd Quarter Travel/Meetings (Jan/Feb/Mar) 4th Quarter Travel/Meetings (Apr/May/Jun)

1st Quarter Report !:,-ulv No Reportables. -

~ugust

No Reportables. - -- -- - --

September No Reportables.

Total:


$0.0Q $0.00 -$0.00

- ~ $0.00 $0.00

?:: ~

--

--

---

$0.00


95

BOARD OFFICERS

Expense Description



LINDA A. NEMEROFF - DISTRICT SECRETARY 1st Quarter Travel/Meetings (July/Aug/Sep) 2nd Quarter Travel/Meetings (Oct/Nov/Dec) -3rd Quarter Travel/Meetings (Jan/Feb/Mar) ----4th Quarter Travel/Meetings (Apr/May/Jun)

1st Quarte·r Report ~ulv No Reportables.

August rN~-~Reportables . ---

September No Reportables.

!Total:

-

~xpense at Quarter Declining Balance

- $0.00 $0.00 r--

--$0.00 - - -- i $0.00 -$0.00

t r--

____L_ - -- L

I

I $0.00 -1


96

BOARD MEMBER Expense Q1

Wallace $354.18 Harper $176.95 Ortiz $459.35 Williams $1 ,543.31 Davis $259.22 Peeples (Board President effective January 2015) $209.00 Young $932.65 GRAND TOTALS $3,934.66



Expense Q2 ExpenseQ3 ExpenseQ4

$120.00 $120.00 $120.00 $150.00 $150.00 $150.00

$1 ,080.00 $120.00 $120.00 $2,292.62 $150.00 $150.00

$0.00 $0.00 $0.00

$120.00 $120.00 $120.00 $120.00 $120.00 $120.00

$3,882.62 $780.00 $780.00

TOTAL YTDBALANCE %Available

$714.18 $8,285.82 92.06% $626.95 $8,373.05 93.03%

$1,779.35 $7,220.65 80.23% $4,135.93 $4,864.07 54.05%

$259.22 $8,740.78 97.12%

$569.00 $10,431.00 94.83% $1,292.65 $7,707.35 85.64% $9,377.28 $55,622.72 85.57%


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staff report briefing item - ac transit...briefing item recommended action is): 1s-270 november 11,...

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