HomeMy WebLinkAboutAgenda Report - June 18, 2008 E-11AGENDA ITEM Efl%
CITY OF LODI
COUNCIL COMMUNICATION
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AGENDA TITLE: Adopt Resolution Rescinding Policyfor Transit Services Outside of Regular
Service Operations and Adopting New Charter Policy
MEETING DATE: June 18,2008
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt a resolution rescinding the policy for Transit Services Outside
of Regular Service Operations and adopt the new Charter Policy in
accordance with changes by the Federal Transit Administration
regarding charter service.
BACKGROUND INFORMATION: At the July 18, 2007 meeting, the City Council amended the original
policies and procedures for the use of transit services outside
regular operations. Included in the adopted policy was specific
language identifying the procedure for utilizing the City's
transit services for public service events. This spring the Federal Transit Administration revised the
statutory regulations regarding charter service and adopted new guidance on charter service.
The new guidance limits transit use for City officials to 80 hours annually and requires all events to be
posted to the national database to solicit interested firms to provide the service. The City will be ineligible
to perform any service (outside of the 80 hours to City officials and limited service to registered Human
Services Organizations) should another provider notify the City it is interested in performing the service.
Staff anticipates returning to the City Council in July to adopt the annual list of events the City is willing to
provide should no other provider be willing and/or able. The cost of the service shall be equal to the
fully -allocated cost of the service (including depreciation) which is currently $60 per hour.
FISCAL IMPACT: Failure to adopt this required change could result in loss of Federal Transit
funding.
FUNDING AVAILABLE: None required
F. Wally Sandrelin
Public Works Director
Attachment
Prepared by Tiffani M. Fink, Transportation Manager
FWSlTMFIpmf
cc: Liz Diaz. General Manager, MV Public Transportation, Inc
APPROVED:
Blair Kin, a anagen
K 1W PITRAN SMCCharterPoltcy doc
611 112008
The City of Lodi will accept charter work in compliance with 49 CFR Part 604.
Definition
"Charter service" means, but does not include demand response service to individuals:
(1) Transportation provided by a recipient at the request of a third parry for the
exclusive use of a bus or van for a negotiated price. The following features
may be characteristic of charter service:
(i) A third party pays the transit provider a negotiated price for the
group;
(ii) Any fares charged to individual members of the group are collected
by a third party;
(iii) The service is not part of the transit provider's regularly scheduled
service, or is offered for a limited period of time; or
(iv) A third party determines the origin and destination of the trip as well
as scheduling; or
(2) Transportation provided by a recipient to the public for events or functions
that occur on an irregular basis or for a limited duration and:
(i) A premium fare is charged that is greater than the usual or customary
fixed route fare; or
(ii) The service is paid for in whole or in part by a third party.
Exceptions:
■ A public transit agency may provide charter service under the following
exceptions:
- Government Officials (not to exceed 80 hours annually)
- Qualified Human Service Organizations (elderly, persons with
disabilities, and low income individuals)
- When no registered charter provider responds to a notice sent by a
recipient
- Leasing (must exhaust all available vehicles first)
- By agreement with all registered charter provider
- Petitions to the Administrator:
■ Events of Regional or National Significance
■ Hardship
■ Discretion
Reporting Requirements
Public transit agencies must report all charter service; including those provided under the
following exceptions:
• Government Officials (49 CFR 604.6)
• Qualified Human Service Organizations (49 CFR 604.7)
• Leasing Equipment (49 CFR 604.8)
• When no Registered Charter Provider Responds to a Notice from the Recipient (49 CFR
604.9)
of Reauest for Service
When contacted to provide Charter Service as defined above, the request must be received a
minimum of four (4) weeks in advance. The request must include:
• Customer name, address, phone number, and email address (if available);
• Requested date and time of service;
• Beginning and Ending addresses;
• Approximate number of passengers;
• Trip itinerary and approximate duration;
• Whether the type of equipment requested is (are) bus(es) or van(s); and
• If City of Lodi will be collecting a fare on behalf of the chartering party and if so, what is
the fare structure
Procedures for registration and notification
1. In order to be contacted by the City of Lodi for notice of available charter work, the
private charter operator must be registered on FTA's Charter Registration Website:
hlt2://www.fta.dot.gov/CharterRegistration
2. Qualified Human Service Organizations (QHSO) that do not receive funds from one of
the 65 Federal programs must also register on the website to be contacted
NOTE: A public transit agency may only provide service if the QHSO is registered at
least 60 days before the date of the first request for charter service.
Notification
When the City of Lodi receives a request to provide charter service, we must provide the
following information via email:
(1) Email notice shall be sent to the list of registered charter providers by the close
of business on the day the City of Lodi receives the request unless the City of
Lodi received the request after 2 p.m., in which case the City of Lodi shall send
the notice by the close of business the next business day;
(2) Email notice sent to the list of registered charter providers shall include:
(i) Customer name, address, phone number, and email address
(if available);
(ii) Requested date of service;
(iii) Approximate number of passengers;
(iv) Whether the type of equipment requested is (are) bus(es) or
van(s); and
(v) Trip itinerary and approximate duration; and
(3) If the City of Lodi will be collecting a fare on behalf of the chartering party that
meets the definition of charter service under §604.3(c)(2), the email notice must
include the fare the recipient intends to charge for the service.
Records Retention
All e-mail correspondence shall be kept for a minimum of three years from the date sent.
The City of Lodi shall record Charter Service Hours which are the service hours used to provide
the charter and include deadhead and standby time.
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A RESOLUTION OF THE LODI CITY COUNCIL
RESCINDING THE POLICY FOR TRANSIT SERVICES
OUTSIDE OF REGULAR OPERATIONS AND ADOPTING
NEW CHARTER POLICY
WHEREAS, the City of Lodi adopted Resolution No. 2003-37 approving the
Policyfor Transit Services Outside of Regular Operations on March 5, 2003; and
WHEREAS, the City Council approved amendments to the Policy by adopting
Resolution No. 2004-119 and Resolution No. 2007-138 on June 17, 2004 and July 18,
2007, respectively; and
WHEREAS, the Federal Transit Administration (FTA) has revised the program
guidance for Charter Service; and
WHEREAS, staff recommends rescinding Resolution Nos. 2003-37, 2004-119,
and 2007-138, and further recommends adopting the FTA program guidance for Charter
Service.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council hereby
rescinds Resolution Nos. 2003-37, 2004-119, and 2007-138 relating to the policy for
Transit Services Outside of Regular Operations; and
BE IT FURTHER RESOLVED that the City Council hereby adopts the new
Charter Policy in accordance with FTA regulations attached hereto marked Exhibit A.
Dated: June 18,2008
hereby certify that Resolution No. 2008-112 was passed and adopted by the
City Council cf the City of Lodi in a regular meeting held June 18, 2008, by the following
vote:
AYES: COUNCIL MEMBERS— Hansen, Hitchcock, Johnson, Katzakian,
and Mayor Mounce
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS— None
ABSTAIN: COUNCIL MEMBERS — None
1AA-1-
_ NIFER PERRIN
Deputy City Clerk
2008-112
EXHIBIT A
The City of Lodi will accept charter work in compliance with 49 CFR Part 604
Definition
"Charter service" means, but does not include demand response service to individuals:
(1) Transportation provided by a recipient at the request of a third party for the
exclusive use of a bus or van for a negotiated price. The following features
may be characteristic of charter service:
(i) A third party pays the transit provider a negotiated price for the
group;
(ii) Any fares charged to individual members of the group are collected
by a third party;
(iii) The service is not part of the transit provider's regularly scheduled
service, or is offered for a limited period of time; or
(iv) A third party determines the origin and destination of the trip as well
as scheduling; or
(2) Transportation provided by a recipient to the public for events or functions
that occur on an irregular basis or for a limited duration and
(i) A premium fare is charged that is greater than the usual or customary
fixed route fare; or
(ii) The service is paid for in whole or in part by a third party.
Exceptions:
A public transit agency may provide charter service under the following
exceptions:
- Government Officials (not to exceed 80 hours annually)
- Qualified Human Service Organizations (elderly, persons with
disabilities, and low income individuals)
- When no registered charter provider responds to a notice sent by a
recipient
- Leasing (must exhaust all available vehicles first)
- By agreement with all registered charter provider
- Petitions to the Administrator:
■ Events of Regional or National Significance
■ Hardship
Discretion
Reporting Requirements
Public transit agencies must report all charter service; including those provided under the
following exceptions:
• Government Officials (49 CFR 604.6)
• Qualified Human Service Organizations (49 CFR 604.7)
• Leasing Equipment (49 CFR 604.8)
• When no Registered Charter Provider Responds to a Notice from the Recipient (49 CFR
604.9)
Receipt of Request for Service
When contacted to provide Charter Service as defined above, the request must be received a
minimum of four (4) weeks in advance. The request must include:
• Customer name, address, phone number, and email address (if available);
• Requested date and time of service;
• Beginning and Ending addresses;
• Approximate number of passengers;
• Trip itinerary and approximate duration;
• Whether the type of equipment requested is (are) bus(es) or van(s); and
• If City of Lodi will be collecting a fare on behalf of the charteringparty and if so, what is
the fare structure
Procedures for registration and notification
I., In order to be contacted by the City of Lodi for notice of available charter work, the
private charter operator must be registered on FTA's Charter Registration Website;
httii://www.fla, dot.aov/CharterRegistration
2. Qualified Human Service Organizations (QHSO) that do not receive funds from one of
the 65 Federal programs must also register on the website to be contacted
NOTE: A public transit agency may only provide service f the QHSO is registered at
least 60 days before the date of thefirst requestfor charter service.
Notification
When the City of Lodi receives a request to provide charter service, we must provide the
following information via email:
(I) Email notice shall be sent to the list of registered charter providers by the close
of business on the day the City of Lodi receives the request unless the City of
Lodi received the request after 2 p.m., in which case the City of Lodi shall send
the notice by the close of business the next business day;
(2) Email notice sent to the list of registered charterproviders shall include;
(i) Customer name, address, phone number, and email address
(if available);
(ii) Requested date of service;
(iii) Approximate number of passengers;
(iv) Whether the type of equipment requested is (are) bus(es) or
van(s); and
(v) Trip itinerary and approximate duration; and
(3) If the City of Lodi will be collecting a fare on behalf of the chartering party that
meets the definition of charter service under §604.3(c)(2), the email notice must
include the fare the recipient intends to charge for the service.
Records Retention
All e-mail correspondence shall be kept for a minimum of three years from the date sent.
The City of Lodi shall record Charter Service Hours which are the service hours used to provide
the charter and include deadhead and standby time.
CITY COUNCIL
JOANNE L. MOUNCE, Mayor
LARRY D. HANSEN,
Mayor Pro Tempore
SUSAN HITCHCOCK
BOBJOHNSON
PHIL KATZAKIAN
CITY OF LODI
PUBLIC WORKS DEPARTMENT
MV Transportation, Inc.
Liz Diaz. General Manager
24 S. Sacramento Street
Lodi, CA 95240
CITY HALL, 221 WEST PINE STREET
P.O. BOX 3006
LODI. CALIFORNIA 95241-1910
(209) 333-6706
FAX (209) 333-6710
EMAIL pwdept@lodi.gov
http:"www.lodi.gov
June 13,2008
BLAIR KING
City Manager
RANDIJOHL
City Clerk
O. STEVEN SCHWABAUER
City Attorney
F. WALLY SANDELIN
Public Works Director
SUBJECT: Adopt Resolution Rescinding Policy for Transit Services Outside of Regular
Service Operations and Adopting New Charter Policy
Enclosed is a copy of background information on an item on the City Council agenda of
Wednesday, June 18, 2008. The meeting will be held at 7 p.m. in the
City Council Chamber, Carnegie Forum, 305 West Pine Street.
This item is on the consent calendar and is usually not discussed unless a
Council Member requests discussion. The public is given an opportunity to address
items on the consent calendar at the appropriate time.
If you wish to write to the City Council, please address your letterto City Council,
City of Lodi, P. O. Box 3006, Lodi, California, 95241-1910. Be sure to allow time for the
mail. Or, you may hand-deliverthe letterto City Hall, 221 West Pine Street.
F you wish to address the Council at the Council Meeting. be sure to fill out a speaker's
card (available at the Carnegie Forum immediately prior to the start of the meeting) and
give it to the City Clerk. If you have any questions about communicating with the
Council, please contact Randi Johl, City Clerk, at 333-6702.
If you have any questions about the item itself, please call Tiffani Fink,
Transportation Manager, at 333-6800, extension 2678.
-Po&� �-
c F. Wally Sandelin
'JiJ r Public Works Director
FW Slpmf
Enclosure
cc: City Clerk
NCCHARTERPOLICY.DOC