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CALTRAIN CENTRALIZED EQUIPMENT MAINTENANCE AND OPERATIONS FACILITY MONITORING COMMITTEE March 29, 2006 Notes Members Present: Michael Blackman, Kay Gutknecht (via phone), Michael Riepe, Michael Smith Members Absent: Cindy Chavez, Art Lloyd, Ken Yeager Staff Present: Jonah Weinberg, Nancy Wood Attendees: Megan Doyle (District 6), Ben Tripousis (City of San Jose) Chair Michael Riepe called the meeting to order at 6:08 p.m. BYLAW DISCUSSION The entire meeting was devoted to discussing the committee’s proposed bylaws changes. Caltrain Chief Communications Officer Rita Haskin submitted her comments via e-mail to Michel Riepe. Haskin was concerned about members wanting to change the committee name. The committee name was approved and voted on by both the City and the JPB. Gutknecht said that the committee name came from the MOU. Nancy Wood said that we could not find the MOU in our files. Ben Tripousis said that he has a copy and will e-mail to Wood. Section 3.2.2 – Member Terms Jonah Weinberg reviewed and clarified the terms to the committee (item 3.2.2). Chair Riepe felt we should make the recommended changes for clarification. Weinberg said that this is not necessary to change since it has already happened and is better to leave alone. Michael Smith said we should change this item so it clarifies what is there. Megan Doyle said that these bylaws have been adopted by both the City and JPB, and any changes will have to go to both the City and JPB legal departments for review. The committee agreed to not change item 3.2.2. Gutknecht noted that at the end of item 3.5 it should be changed to 3.2. Section 3.4 – Alternates Weinberg stated that this was a major concern of Haskin’s and if the committee recommends to change this item she will recommend against approval by the JPB. Doyle and Tripousis both said that there is no way that the City Council or VTA will appoint or even put on their council agendas for appointments of alternates. Tripousis feels that Doyle and Jonathan Noble should be able to serve as Yeager’s and Chavez’s surrogates. Chair Riepe said that the neighborhood associations should name their own alternates and the City, VTA and JPB appoint their own alternates. He did not want the City or VTA required to have an alternate, and that Doyle and Noble should be allowed to speak on their respective behalfs. Blackman agreed with Haskin’s concerns and felt the committee should not vote on this issue. Gutknecht was concerned about Haskin voting against it. She felt that Haskin was not allowing the committee to do business with this alternate issue. Gutknecht said the committee needs to make sure it has a quorum, and alternates as necessary to achieve a regular quorum. Doyle will have Yeager speak to Haskin regarding the alternates. Section 6.14 – Order of Business Committee agreed with Haskin’s comment to change “Oral Petitions” to “Public Comment”. It was noted that this wording needs to also be changed under section 7.2. Section 7.4 – Agenda Posting and Delivery Haskin recommended that the wording be changed after “secretary” to “or designee”. After some discussion, the committee agreed to this. Weinberg suggested that we add a section in the minutes that if there is no quorum after 30 minutes of the scheduled meeting time that the meeting is cancelled. Chair Riepe disagrees with this and feels the time can still be used for informational purposes, and stated that if there is a problem with staff time, they can leave. It was decided that Michael Smith will make the above changes and e-mail copies to the committee. Tripousis wondered about the best way to deliver the committee’s quarterly information to the San Jose City council, and suggested using the minutes to notify them. Gutknecht is concerned that the committee doesn’t provide quarterly updates. She said the minutes are too long and has irrelevant information to use for quarterly updates. Weinberg recommended that the committee could have a sub-committee to review the minutes and pull out the guts that they feel is pertinent for this report. Gutknecht said it is not the secretary’s responsibility to do the quarterly report. Gutknecht feels that there is not enough stuff in minutes to create this report. Chair Riepe appointed Blackman and Smith, as well as himself, to a subcommittee tasked with developing the quarterly report. ANNOUNCEMENTS Next meeting date was set for April 26th at 6 p.m. The agenda will include a discussion on the proposed Bylaws changes. Adjourned The meeting adjourned at 7:30 p.m