Board Meeting
November 6, 2003
11:00 a.m. – 1:00 p.m.
Alamo Area Council of Governments Conference Room
8700 Tesoro Drive
San Antonio, Texas 78217

I. Chairman And Member Comments:

Chairman Wells opened the meeting by thanking Al Notzon and Alamo Area Council of Governments for hosting the meeting.

Chairman Wells also acknowledged the San Antonio Express News for the recent editorial that was published regarding the commuter rail project. (See attached editorial).

Ross Milloy provided “Commuter Rail District Progress Report as of 11-07-03″ which outlined the milestones achieved by the Austin-San Antonio Intermunicipal Commuter Rail District. (See attached Report).

II. Call to Order:

Notice was duly posted and a meeting of the Austin-San Antonio Intermunicipal Commuter Rail District Board was held on November 7, 2003. Chairman Wells called the meeting to order at approximately 11:09 a.m.

Participants:

• Tommy Adkisson
• Mariano Camarillo
• Sid Covington
• Gerald Daugherty
• Fred Harless
• David Marsh
• Al Notzon
• Carroll Schubert
• Darryl Slusher
• Tullos Wells
• Jeff Wentworth

Senator Barrientos, Sam Barshop and Shelton Padgett were unable to attend. Other participants included Bill Bingham and Ross Milloy.

III. Approval of Minutes of October 3rd Meeting:

Dave Marsh and Al Notzon moved and seconded approval of minutes. The minutes were unanimously approved.

IV. Committee Procedures and Reports:

A. Program Management Oversight Committee (Mariano Camarillo (Chair), Al Notzon, and Tullos Wells)

Mariano Camarillo advised the Members that the Program Management Oversight Committee (”PMOC”) was in the process of performing due diligence for their future role.

Chairman Wells asked for the Members’ thoughts regarding whether or not the PMOC may authorize PBS&J to undertake “x” amount of work for “y” amount of dollars over “z” period of time. The Members discussed their thoughts and/or concerns pertaining to this issue.

Sid Covington and Fred Harless moved and seconded that the PMOC be provided the authority to authorize contracts through PBS&J in an amount not to exceed $50,000.00 with an obligation to report back to the Members. The motion was unanimously passed.

B. Freight Rail Relations Committee (Sid Covington (Chair), Gerald Daugherty, Carroll Schubert, and Tullos Wells)

Mr. Covington advised the Board that the Freight Rail Relations Committee (”FRRC”) met immediately preceding the Austin-San Antonio Intermunicipal Commuter Rail District Board meeting and performed the following:

• defined the goals and Mission Statement of the FRRC; (See attached Mission Statement);
• discussed the purpose and need of the FRRC;
• discussed organization of rail negotiation teams and interaction of elected officials, TxDOT and other parties; and
• discussed work authorization for the Program Management Consultant’s scope of work for Recommendation to the Board on November 7th.

C. Public Information Committee (David Marsh (Chair), Darryl Slusher and Carroll Schubert)

David Marsh advised the Public Information Committee (”PIC”) met October 31, 2003 and performed the following:

• defined the PIC’s charge and ongoing function and role; (See attached Statement);
• reviewed and discussed draft of the public involvement chapter to the program management plan;
• reviewed and discussed draft public outreach brochure text and layout;
• reviewed PMC’s Work Authorization #2 and discussed other public outreach assignments for the program management consultant.

Steve Lowry distributed and discussed a draft version of “Austin-San Antonio Intermunicipal Commuter Rail District” for the Board’s review. Mr. Lowry advised that this literature was created as an initial informational piece with a lengthy shelf life - not intended to be a marketing piece. (See attached literature). Mr. Marsh asked the Members to provide their comments to Mr. Lowry within 10 days

Tom Shelton, of Carter Burgess, presented and discussed the Public Involvement Plan: Chapter of the Program Management Plan. (See attached Public Involvement Plan).

The Board then discussed, at length, the challenge of engaging more people/ridership and the importance of the PIC’s role to provide accurate and positive information.

A draft of a “Media List” was also distributed. (See attached media list).

(See attached Public Information Committee Meeting Summary Notes.)

V. Discussion of Project Work Plan

Mr. Lowry discussed the project work plan. Mr. Marsh and Tommy Adkisson moved and seconded that the tasks be identified and the order of same be presented in an updated project work plan. The Board unanimously passed the motion.

VI. Update of 1999 Feasibility Study, Timeline, and Possible Action (including freight movement)

Mr. Lowry discussed the time sensitivity associated with completing the update of the 1999 feasibility study. Mr. Lowry and Mr. Milloy advised that two items PBS&J were stressing the Board to pay particular attention to are the same items being stressed by FTA for all projects:

Ridership; and

cost effectiveness (CEI).

The Board then discussed (i) the initial feasibility study being based upon UP staying where it was and not relocating its operation; and (ii) the size and cost associated with updating the study.

Chairman Wells asked that the PMOC meet with PBS&J to identify the various options available to the Board.

VII. Discussion of General Services Agreement with Project Management Consultant

Chairman Wells advised the Board that the discussion of the general services agreement should be handled by the PMOC. The PMOC will meet with PBS&J and provide a report to the Board regarding scope and responsibility.

VIII. Request for Proposal on Legislative Consultant

Mr. Milloy provided the Member with a Request for Proposals for Legislative Consultant and advised that the RFP will be posted on the website shortly (and in the newspapers within the next few days). The Members discussed the “rule of thumb” on inquiries should be “all requests/inquiries need to be submitted in writing” in order that the Members not be lobbied and/or solicited. (See attached Request for Proposals).

Mr. Milloy advised that an accounting breakdown was provided to Chairman Wells for review and would be provided to the Members at the next meeting.

IX. Public Comment

There were no comments from the public.

X. Adjourn

Chairman Wells advised that the next Board meetings will be held on December 5, 2003 (11:00 a.m.) in San Marcos, Texas, and January 9, 2004 in Austin, Texas, at a place and time to be determined.

Chairman Wells thanked the Members and the audience for their attendance and participation.

There being no further items of business brought before the Board, Chairman Wells adjourned the meeting at 12:42 pm.