HomeMy Public PortalAbout04 April 14, 2021 Executive
EXECUTIVE COMMITTEE
MEETING AGENDA
TIME: 9:00 a.m.
DATE: Wednesday, April 14, 2021
Pursuant to Governor Newsom’s Executive Order N-29-20, (March 18, 2020), the meeting will only be
conducted via video conferencing and by telephone.
COMMITTEE MEMBERS
Jan Harnik, City of Palm Desert – Chair
V. Manuel Perez, County of Riverside, District 4– Vice Chair
Bob Magee, City of Lake Elsinore – Second Vice Chair
Ben J. Benoit, City of Wildomar – Past Chair
Lloyd White, City of Beaumont
Brian Berkson, City of Jurupa Valley
Lisa Middleton, City of Palm Springs
Matt Rahn, City of Temecula
Karen Spiegel, County of Riverside, District 2
Chuck Washington, County of Riverside, District 3
Jeff Hewitt, County of Riverside, District 5
AREAS OF RESPONSIBILITY
Reviews and makes final decisions on personnel issues
and office operational matters.
RIVERSIDE COUNTY TRANSPORTATION COMMISSION
EXECUTIVE COMMITTEE
MEETING AGENDA
9:00 A.M.
WEDNESDAY, APRIL 14, 2021
Pursuant to Governor Newsom’s Executive Order N-29-20, (March 18, 2020), the meeting will
only be conducted via video conferencing and by telephone. Please follow the instructions below
to join the meeting remotely.
INSTRUCTIONS FOR ELECTRONIC PARTICIPATION
Join Zoom Meeting
https://rctc.zoom.us/j/89631672050
Meeting ID: 896 3167 2050
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For members of the public wishing to submit comment in connection with the Executive
Committee Meeting please email written comments to the Clerk of the Board at
lmobley@rctc.org prior to April 13, 2021 at 5:00 p.m. and your comments will be made part of
the official record of the proceedings. Members of the public may also make public comments
through their telephone or Zoom connection when recognized by the Chair.
In compliance with the Brown Act and Government Code Section 54957.5, agenda materials distributed
72 hours prior to the meeting, which are public records relating to open session agenda items, will be
available for inspection by members of the public prior to the meeting on the Commission’s website,
www.rctc.org.
In compliance with the Americans with Disabilities Act, Government Code Section 54954.2, Executive Order
N-29-20, and the Federal Transit Administration Title VI, please contact the Clerk of the Board at
(951) 787-7141 if special assistance is needed to participate in a Committee meeting, including
accessibility and translation services. Assistance is provided free of charge. Notification of at least
48 hours prior to the meeting time will assist staff in assuring reasonable arrangements can be made to
provide assistance at the meeting.
1. CALL TO ORDER
2. ROLL CALL
Executive Committee Meeting Agenda
April 14, 2021
Page 2
3. PLEDGE OF ALLEGIANCE
4. PUBLIC COMMENTS - Under the Brown Act, the Board should not take action on or discuss
matters raised during public comment portion of the agenda which are not listed on the
agenda. Board members may refer such matters to staff for factual information or to be
placed on the subsequent agenda for consideration. Each individual speaker is limited to
speak three (3) continuous minutes or less.
5. ADDITIONS/REVISIONS – The Committee may add an item to the Agenda after making a
finding that there is a need to take immediate action on the item and that the item came to
the attention of the Committee subsequent to the posting of the agenda. An action adding
an item to the agenda requires 2/3 vote of the Committee. If there are less than 2/3 of the
Committee members present, adding an item to the agenda requires a unanimous vote.
Added items will be placed for discussion at the end of the agenda.
6. APPROVAL OF THE MINUTES – MARCH 10, 2021
7. FISCAL YEAR 2021/22 ORGANIZATION RECOMMENDATIONS
Overview
This item is for the Committee to:
1) Adopt Fiscal Year 2021/22 salary ranges, which reflect a 2 percent cost of living
adjustment (COLA);
2) Authorize a merit pool of no more than 4 percent for performance-based increases;
and
3) Direct staff to include these proposed actions in the draft FY 2021/2022 operating
budget for consideration by the Commission.
8. ADJOURNMENT
AGENDA ITEM 6
MINUTES
RIVERSIDE COUNTY TRANSPORTATION COMMISSION
MINUTES
EXECUTIVE COMMITTEE MEETING
WEDNESDAY, MARCH 10, 2021
1. CALL TO ORDER
The meeting of the Executive Committee was called to order by Chair Jan Harnik
at 9:00 a.m. via Zoom Meeting ID: 857 8297 2757. Pursuant to Governor Newsom’s
Executive Order N-29-20, (March 18, 2020), the meeting was conducted via video
conferencing and by telephone.
ROLL CALL
Commissioners Present Commissioners Absent
Ben Benoit Bob Magee
Brian Berkson V. Manuel Perez
Jan Harnik Matt Rahn
Jeff Hewitt Chuck Washington
Lisa Middleton
Karen Spiegel
Lloyd White
2. PLEDGE OF ALLEGIANCE
Commissioner Lloyd White led the Executive Committee in a flag salute.
3. PUBLIC COMMENTS
There were no public comments.
4. ADDITIONS/REVISIONS
There were no additions or revisions.
5. APPROVAL OF THE MINUTES – JANUARY 13, 2021
M/S/C (Hewitt/Benoit) to approve the minutes of January 13, 2021 as submitted.
Executive Committee Meeting Minutes
March 10, 2021
Page 2
6. REPORTING OF CONTRACT CHANGE ORDERS FOR CONSTRUCTION CONTRACTS
Anne Mayer, Executive Director, introduced Marlin Feenstra, Project Delivery Director, to
provide a presentation on Contract Change Order reporting requested by Commissioners at
a prior meeting. Mr. Feenstra noted the number of change orders processed in the prior
quarter, explained the change order process, and the oversight of the process. He presented
a suggested contract change order report that is recommended to be brought quarterly to
the Budget and Implementation Committee.
Commissioner Brian Berkson noted this report is important to be brought to the Commission
to keep them updated and expressed support for a quarterly report brought to the Budget
and Implementation Committee. He requested if there is a major issue that may cause a
project to be delayed that the Commission be updated as soon as possible.
Commissioner Karen Spiegel asked for clarification as to which change orders go to the
Commission and if a percentage of dollar amount triggers Commission approval. Mr.
Feenstra stated when contracts are taken to the Commission for award, a contingency
amount is also approved. If the total value of all change orders gets close to or exceeds the
total contingency amount staff would return to the Commission for approval before issuing
any change orders that would exceed the contingency amount.
Commissioner Jeff Hewitt expressed confidence in the amount of oversight on the contract
change order process and support for the reports being brought to the Commission for
review.
Chair Harnik asked if the reports would go to the Commission on the Consent Calendar after
they are presented at Budget and Implementation Committee as she thinks the reports
provide good information to the Commissioners. Ms. Mayer confirmed the reports would go
to the Commission on Consent.
Ms. Mayer thanked the Executive Committee for their feedback and noted how rarely the
contingency amount is exceeded. She stated this is a forward-looking process; if staff
projects a contract will be outside of the contingency staff will come to the Commission in
advance before additional contingency is needed. Construction is fast-paced, and budget
authority has to be in place before a change order can be signed.
M/S/C (Berkson/Hewitt) to direct staff to report Contract Change Orders (CCOs) to the
Budget and Implementation Committee and the Commission on a quarterly basis.
Executive Committee Meeting Minutes
March 10, 2021
Page 2
7. ORGANIZATION UPDATE
Ms. Mayer provided a staffing and management update including existing staffing, a
classification and compensation study, toll program changes, and Fiscal Year 2021/22
preparations. She noted an item would be coming back to the April Executive Committee
focused on the RCTC toll program reorganization and other budget related issues for
staffing and in the fall will return again to the Executive Committee to discuss the results of
the Classification and Compensation study, focusing on RCA activities.
Commissioner Spiegel questioned current organizational levels. Ms. Mayer stated there are
73 authorized position, 61 of which are filled. Ms. Mayer stated the organization has been
very proud of being “lean and mean” for some time, however, the scope of the RCTC
program, especially with the toll operations, is significant. There are several parts of the
organization that have only one person in the job, giving the example of Human Resources
and Payroll, which have one person each that creates an issue when staff retires. Ms. Mayer
noted her focus will be on creating depth in the organization and succession planning,
noting there have been several retirements and there are more to come.
Commissioner Hewitt expressed his appreciation for staying on top of the agency’s PERS
obligations and requested any position requests that come for approval include the total
cost of the position, including PERS costs.
M/S/C to receive and file a presentation on the status of staffing, organization analysis
and Fiscal Year 21/22 Budget preparation and provide feedback and policy guidance on
organization analysis efforts.
8. ADJOURNMENT
There being no other items to be considered, the Executive Committee meeting adjourned
at 9:30 a.m.
Respectfully submitted,
Lisa Mobley
Clerk of the Board
AGENDA ITEM 7
Agenda Item 7
RIVERSIDE COUNTY TRANSPORTATION COMMISSION
DATE: April 14, 2021
TO: Executive Committee
FROM: Pamela Velez, Human Resources Administrator
THROUGH: Anne Mayer, Executive Director
SUBJECT: Fiscal Year 2021/22 Organization Recommendations
STAFF RECOMMENDATION:
This item is for the Committee to:
1) Adopt Fiscal Year 2021/22 salary ranges, which reflect a 2 percent cost of living
adjustment (COLA);
2) Authorize a merit pool of no more than 4 percent for performance-based increases; and
3) Direct staff to include these proposed actions in the draft FY 2021/2022 operating budget
for consideration by the Commission.
BACKGROUND INFORMATION:
Each year in accordance with the Administrative Code and as a part of the budget process, the
Executive Committee considers organization recommendations including but not limited to staff
classifications and compensation. Budget related decisions are included in the annual budget for
consideration and approval by the full Commission.
The current staffing level is 73 full time equivalents with 12 vacancies. Two of the vacant
positions were unfunded for the full 20/21 fiscal year with another unfunded for 8 months of the
fiscal year. That partially funded position will likely remain vacant for the balance of the fiscal
year.
The Measure A Ordinance limits administrative salaries and benefits to 1 percent of Measure A
revenues and Commission policy states that administrative costs, including administrative
salaries and benefits, will not exceed 4 percent. These limitations have not been exceeded.
The Commission’s delivery of projects and programs is primarily accomplished through the use
of vendors, consultants and contractors with oversight from RCTC staff.
Agenda Item 7
Fiscal Year 2021/22 Budget Assumptions
The Commission is required to publicly adopt a separate salary range table as a part of the budget
approval process. This method ensures clarity and public disclosure. Commission policy applies
an annual COLA to the salary range table. The COLA is predicated on the percentage change in
the Consumer Price Index-All Urban Wage Earners, covering the Riverside-San Bernardino-
Ontario, for the 12-month period ending December 31, rounded to the nearest half a percent,
with a maximum adjustment of 4 percent. The COLA is not automatically applied to current
employees’ salaries except those whose salaries are at the range minimum. For FY 21/22 this
would impact 5 employees. It is recommended that the Commission approve a 2 percent salary
range COLA adjustment for FY 2021/22.
As previously stated, the COLA adjustment only affects salary ranges not each employee’s salary.
Typically, employees earn salary increases only through the Commission’s performance
management process. The Commission compensation structure utilizes a merit-based evaluation
process to individually determine if annual salary adjustments are warranted based on
performance. Any merit-based salary adjustments are made on a sliding scale up to the
maximum percentage determined by the Commission in its annual budget adoption. The
FY 2020/21 budget included funds for up to 4 percent merit-based increases. It is recommended
that the Commission include funds for up to 4 percent merit-based increases for FY 2021/22.
Summary
If approved, the proposed actions will be included in the FY 21/22 budget for consideration by
the Commission.
RIVERSIDE COUNTY TRANSPORTATION COMMISSION
EXECUTIVE COMMITTEE
ROLL CALL
APRIL 14, 2021
Present Absent
County of Riverside, District II X
County of Riverside, District III X
County of Riverside, District IV X
County of Riverside, District V X
City of Beaumont X
City of Jurupa Valley X
City of Lake Elsinore X
City of Palm Desert X
City of Palm Springs X
City of Temecula X
City of Wildomar X