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12 December 12, 2012 ExecutiveTIME: DATE: LOCATION: RIVERSIDE COUNTY TRANSPORTATION COMMISSION EXECUTIVE COMMITTEE MEETING AGENDA 9:00a.m. Wednesday, December 12, 2 0 12 CONFERENCE ROOM A County of Riverside Administrative Center 4080 Lemon Street, Third Floor, Riverside 't9o COMMITTEE MEMBERS ~ Greg Pettis, City of Cathedral City Karen Spiegel, City of Corona Terry Henderson, City of La Quinta Darcy Kuenzi, City of Menifee Rick Gibbs, City of Murrieta Ron Roberts, City of Temecula Bob Buster, County of Riverside, District I John J. Tavaglione, County of Riverside, District II Jeff Stone, County of Riverside, District Ill John J. Benoit, County of Riverside, District IV Marion Ashley, County of Riverside, District V 't9o AREAS OF RESPONSIBILITY ~ Reviews and makes final decisions on personnel issues and office operational matters. Comments are welcomed by the Committee. If you wish to provide comments to the Committee, please complete and submit a Speaker Card to the Clerk of the Board. Tara Byerly From: Tara Byerly Sent: To: Thursday, December 06, 2012 1:20PM Tara Byerly Subject: RCTC Executive Committee Agenda-12.12.12 Importance: High Good Afternoon Executive Committee Members: The Executive Committee agenda for the meeting scheduled for Wednesday, December 12, @9:00a.m. is available. Please copy the link below: http://www.rctc.org/uploads/media items/executive-agenda-november-14-2012.original.pdf In addition, the agenda was also sent UPS overnight as there is a confidential document that will need to be reviewed. Please let me know if you have any questions. Thank you. Respectfully, Tara S. Byerly Senior Adn1inistrative Assistant 4080 Len'lon Street, 3rd Floor Riverside, CA 92501 (951) 787-7141 1 RIVERSIDE COUNTY TRANSPORTATION COMMISSION EXECUTIVE COMMITTEE 9:00A.M. WEDNESDAY, DECEMBER 12, 2012 County of Riverside Administrative Center Conference Room A 4080 Lemon Street, Third Floor, Riverside 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 at the Commission office, 4080 Lemon Street, Third Floor, Riverside, CA, and on the Commission's website, www.rctc.org. In compliance with the Americans with Disabilities Act and Government Code Section 54954.2, if you need special assistance to participate in an Executive Committee meeting, please contact the Clerk of the Board at (951) 787-7141. Notification of at least 48 hours prior to meeting will assist staff in assuring that reasonable arrangements can be made to provide accessibility at the meeting. 1. CALL TO ORDER 2. PUBLIC COMMENTS 3. APPROVAL OF MINUTES-NOVEMBER 14, 2012 4. 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. 5. CLOSED SESSION-EXECUTIVE DIRECTOR SA. Public Employee Performance Evaluation Title: Executive Director 58. Conference with Labor Negotiators Pursuant to Section 54957.6 Agency Representative: Chair or Designee Employee: Executive Director RCTC Executive Committee Agenda December 12, 2012 Page 2 6. EXECUTIVE DIRECTOR -EMPLOYMENT CONTRACT Overview This item 1s for the Committee to discuss and take possible action on amendment to Executive Director's employment contract. 7. ADJOURNMENT .. RIVERSIDE COUNTY TRANSPORTATION COMMISSION EXECUTIVE COMMITTEE ROLL CALL DECEMBER 12, 2012 County of Riverside, District I County of Riverside, District II County of Riverside, District Ill County of Riverside, District IV County of Riverside, District V City of Cathedral City City of Corona City of La Quinta City of Menifee City of Murrieta City of Temecula Present D C] ~ % :: D ~ Absent ;: D C] D C] D C] % C] D RIVERSIDE COUNTY TRANSPORTATION COMMISSION EXECUTIVE COMMITTEE SIGN-IN SHEET DECEMBER 12, 2012 NAME AGENCY E MAIL ADDRESS I 0 . -, AGENDA ITEM 3 MINUTES RIVERSIDE COUNTY TRANSPORTATION COMMISSION EXECUTIVE COMMITTEE NOVEMBER 14, 2012 Minutes 1 . CALL TO ORDER The meeting of the Executive Committee was called to order by Chair John J. Benoit at 9:02 a.m. in Conference Room A at the County of Riverside Administrative Center, 4080 Lemon Street, Third Floor, Riverside, California, 92501. Commissioners Present Marion Ashley John J. Benoit Rick Gibbs Terry Henderson Darcy Kuenzi Greg Pettis Ron Roberts Karen Spiegel Jeff Stone 2. PUBLIC COMMENTS Commissioners Absent Bob Buster John Tavaglione There were no requests to speak from the public. 3. APPROVAL OF MINUTES MIS/C (Henderson/Ashley) to approve the minutes of October 1 0, 2 0 12 as submitted. Abstain: Benoit 4. ADDITIONS/REVISIONS There were no additions or revisions to the agenda. RCTC Executive Committee Minutes November 14, 2012 Page 2 5. RECORDS RETENTION SCHEDULE Jennifer Harmon, Office and Board Services Manager, presented the revised records retention schedule. In response to Chair Benoit's question regarding electronic and hard copy documents, Jennifer Harmon responded the Commission receives a majority of its documents in hard copy form, which are then scanned into the electronic records management system. At Commissioner Jeff Stone's request, Jennifer Harmon discussed available electronic records management software and platforms, previous and current records management processes, and future plans for the Commission's records management system. MIS/C (Henderson/Gibbs) to adopt the revised Records Retention Schedule for the Commission. 6. FLEXIBLE BENEFITS PLAN AMENDMENT Michele Cisneros, Accounting and Human Resources Manager, presented the revisions to the Commission's Flexible Reimbursement Plan as well as the related fact sheet and resolution. M/S/C (Pettis!Henderson) to: 1) Approve the revision to the Commission's Flexible Benefits Plan (Plan); 2) Approve the rev1s1on to the Plan's "Frequently Asked Questions" for distribution to employees; and 3) Adopt Resolution No. 12-029, "Resolution of the Riverside County Transportation Commission Amending the Flexible Benefits Plan". 7. ADMINISTRATIVE CODE AMENDMENT-COMMITTEE REMOVAL PROCESS John Standiford, Deputy Executive Director, presented the committee removal process amendment to the Commission's Adminstrative Code. Commissioner Rick Gibbs expressed the revision accurately reflects the Committee's discussion at its last meeting. RCTC Executive Committee Minutes November 14, 2012 Page 3 M/S/C (Gibbs/Stone) to adopt Ordinance No. 12-00 1 , ~~An Ordinance of the Riverside County Transportation Commission Amending the Commission's Administrative Code~~, to include the addition of language regarding the removal of Commissioners from committees. 8. ADJOURNMENT There being no other items to be considered, the Executive Committee meeting adjourned at 9:18 a.m. Respectfully submitted, u~~ Jennifer Harmon Clerk of the Board