The URL can be used to link to this page

Home My WebLink AboutMinutes - September 10, 2002 SSCITY OF LODI INFORMAL INFORMATIONAL MEETING "SHIRTSLEEVE" SESSION CARNEGIE FORUM, 305 WEST PINE STREET TUESDAY, SEPTEMBER 10, 2002 An Informal Informational Meeting ("Shirtsleeve" Session) of the Lodi City Council was held Tuesday, September 10, 2002 commencing at 7:05 a.m. A. ROLL CALL Present: Council Members — Hitchcock, Howard, Land, Nakanishi, and Mayor Pennino Absent: Council Members — None Also Present: City Manager Flynn, City Attorney Hays, and Deputy City Clerk Taylor B. CITY COUNCIL CALENDAR UPDATE Deputy City Clerk Taylor reviewed the weekly calendar (filed). C. TOPIC(S) C-1 "Policy on Transit Service Outside of Regular Operations" Public Works Director Richard Prima reported that for some time the City has received requests and provided transportation services outside regular scheduled routes and operations. Mr. Prima stated that the City is not responsible to provide these services; however, the Transportation Manager has been encouraged to review, consider, and coordinate requests that will not interfere with regular operations. Mr. Prima submitted a table summarizing special services provided during the past year (filed), and stated the current draft policy should be formalized to address more specific guidelines and requirements as defined by the City Council and as required by the Transportation Development Act (TDA) and Federal Transportation Administration (FTA). Mr. Prima introduced Transportation Manager Tiffani Fink, sharing that as a past employee of Stanislaus Council of Governments and Caltrans, Ms. Fink is well versed in the transit field, specifically in the field of federal regulations and guidelines. Transportation Manager Fink believed that regularly scheduled transportation services need to remain primary, with requests for additional services being secondary. She stated that customers should be encouraged to use existing scheduled services whenever possible, deferring to special service on a case by case basis. Ms. Fink shared that current special services provided are a mix of free, paid, or a configured portion of cost, and that requests are sometimes received less than 24 hours before service is needed. She stated that a list of criteria for evaluating and accommodating requests would include a service request deadline and specific details about group size, destination, and timeline for service. These guidelines would further ensure the City operates within the guidelines of the TDA and FTA, its funding sources, as outlined in the draft policies and procedures (filed). She noted that guidelines specify that the City's first commitment is to provide service to the general public, and that requests for special service must not interfere with regularly scheduled service or compete unfairly with private operators and charters willing and able to provide service. In response to Council Member Howard, Ms. Fink replied that the City is responsible for establishing and collecting a fee for services to recoup costs. She stated costs encompass what the City pays to Laidlaw for driver wages, equipment maintenance, overhead, and insurance, and stated the current estimate is $35 per hour, which is lower than many comparison cities. Ms. Fink noted that fees would be reviewed semi-annually to address increased costs in insurance, wages, equipment costs, and renegotiated contracts. Ms. Fink commented that if a public need cannot be met by a charter service, the City can provide service to charitable or public service organizations and non-profit organizations at a direct cost of $19.50 per hour, which is what Laidlaw charges the City for services. Continued September 10, 2002 However, these services are limited to 40 events per year, including City and non-profit events, for a maximum $10,000 cumulative value. Anything over the annual limit would require charging the full rate. It is proposed that once each year, all applicants for special service shall be invited to submit requests to qualify for service. A schedule for the year will be created to distribute services fairly while adhering to the 40-event/$10,000 limit. Ms. Fink explained that the Transportation Manager or Transit Operator would evaluate requests received at least three weeks prior to an event, allowing time to review guidelines and coordinate staff and equipment to meet the request. Applicants would be notified within three days if their request did not meet policy conditions, allowing time for them to seek alternate transportation. Once an application is accepted, service is scheduled. The applicant would be required to confirm details three days prior to the event. Revisions to service would not be accepted later than 24 hours before the event. In response to Council Member Howard, Ms. Fink stated that no fee would be charged for cancellation of service or significant changes in the number of people, as the fees are collected at the time of service. Ms. Fink shared that a fee of $2.00 per person is the current rate, but that a group filling a bus to capacity would be charged a lesser fee of $35.00, the flat fee cost for the use of the bus. Calls requesting additional service would be reviewed and costs would be quoted based on availability. Mayor Pro Tempore Hitchcock requested clarification on the annual report for special services listing service to Calaveras County. Ms. Fink stated that Calaveras County has a small service, but their annual fair draws a large crowd. The City of Lodi and Laidlaw agreed to provide City buses and Laidlaw drivers for two days of service, and received full reimbursement from Calaveras County for all costs. Mayor Pro Tempore Hitchcock remarked that most services should have a cost associated with them since there is a cost to the City for operation, and that non -profits certainly recognize that costs are being incurred when the City goes outside the realm of regular service. Public Works Director Prima responded that transit dollars pay for many of the non-profit uses, but services provided to the City must be billed internally to meet the record keeping requirements for transit funding. Ms. Hitchcock stated she supports an internal accounting system to record transit service provided without revenue collection. Further, service should remain local with special requests being limited only to non-profit and City -sponsored events, regardless of available staff and equipment. Mayor Pennino stated that transit dollars pay for many special services, such as the Parks and Recreation -sponsored Junior Giants, which would otherwise have to be paid with general fund dollars. Likewise, the annual Council auction dinner transportation could be charged to transit funds, the transit, or could be charged to the general fund or protocol account. Council Member Nakanishi stated that if no complaints have been received from private businesses, the City should continue to provide services for special events and non-profit organizations. He voiced support for keeping transit services local and reviewing requests as received. At the request of Council Member Nakanishi, Pat Patrick of the Lodi District Chamber of Commerce addressed the Council with regard to private industry and transit provisions. Mr. Patrick stated that Taylor Tours does not routinely seek the same services provided by the City, during the past year he would have liked to have an opportunity to provide service for some of the special events which utilized City transportation. Mr. Patrick stated that there is a real value in using City service for community events such as the Sandhill Crane Festival, which brings a lot of revenue to the City and would likely realize a hardship in having to pay for transportation. He reported that the Chamber utilizes the system for Leadership Lodi programs, and that Lodi transit will soon provide transportation for local pastors to tour the new Salvation Army facility. He believed that the community is fortunate to have a good transit system and that the City has been generous in working to provide support of events and programs. While Ron Taylor Tours provides service at about $65, it is still a bargain and should be considered for larger 2 Continued September 10, 2002 groups and destinations outside the Lodi community. The Chamber appreciates the City transit service and cooperation, and would not want to abuse the system, or cut into another private business in its conducting of meetings, programs, and special events. In response to Council Member Nakanishi, City Attorney Hays reported that legal requirements for utilizing transportation without paying for services refers to private enterprise systems such as airlines, buses, and railroads, but does not apply to the City using its own transit system. Council Member Land stated that past uses such as the Mondavi Museum opening in Napa, and transporting students from San Francisco for culinary classes in Lodi are questionable uses, which he would not support for future consideration. He suggested that with regard to the Sandhill Crane Festival, perhaps the cost of the fees could be built into the entry fee, or the coordinators could get a local business to underwrite transit costs. He further suggested the Chamber consider charging each Leadership Lodi participant an additional $2 to cover the cost of transportation. Mayor Pennino stated that Lodi transit buses are not designed for long-distance service and preferred that it remain local. He reviewed a portion of the services report, stating that wine tours, transportation for the District Attorney, and transportation for Culinary School students from San Francisco should have been referred to the private sector. Further, he noted that the High School Football Dinner and the Century Assembly Easter Celebration were questionable services, but that he supports services for the Gabriel Homes to St. Paul trip, which falls under the auspices of our regular local transit services. Mayor Pro Tempore Hitchcock suggested that since the City provides support and contributions to the Chamber and Downtown Lodi Business Partnership (DLBP), perhaps an estimate of transportation costs could be underwritten in City contributions in the annual budget to offer in-kind support for their transportation needs. It would stimulate the economy and provide both groups with a set amount of transportation funding to plan their events accordingly throughout the year. Council Member Howard stated that the money given by the City to the Chamber of Commerce and DLBP are for them to use as they best see the need and how they appropriate those funds is up to them. She stated they would need to address, recognize, and plan for transportation expenses within their current funding. In reviewing the draft policy, Ms. Howard voiced her support for Item #1 indicating that special services must not interfere with regular service, nor compete unfairly with private operators. She supported Item #3, which calls for the review and adjustment of service rates semi- annually, and Item #4 providing services to charitable or public service organizations at a reduced rate of service, but added that the City of Lodi should also be given a reduced rate. She stated that Item #2 should be removed from the policy, since regular customers should pay the total cost for services without extending a price break difference if the total cost exceeds the operating cost. Ms. Howard stated that the policy should include a specific description of the geographic area of operation. Ms. Howard expressed her concern that the document specify a 72 hour revision or cancellation notice, and that after that deadline the customer would still be liable for the full cost of services. In response to Council Member Howard, Ms. Fink reported that while the City provided more than 40 special transit services last year, it is a TDA requirement that the City adhere to a maximum of 40 special services not to exceed $10,000 per year. Ms. Howard stated that perhaps this limitation would encourage an existing business to expand its service or a new business to move to Lodi. Mayor Pennino stated he would support the Chamber addressing Council during budget meetings to request funding specifically for Leadership Lodi and Sandhill Crane Festival transportation expenses. Additionally, special events should be brought before Council on a case by case basis. Mayor Pennino also requested that geographic specifications be added to the policy, and that Item #2 be reworded to clarify the fees charged for transit services. 3 Continued September 10, 2002 In response to Council Member Nakanishi, Ms. Fink stated that service for the Senior Service Center or Loel Senior Center would not be restricted in any capacity as they would fall under the auspices of regular requests for service. City Manager Flynn requested Council input on the definition of City -sponsored event in comparison to a private event, and whether the definition was the distinction of having a Council member or City staff member involved. He offered the Parade of Lights and the Grape Festival Parade as examples. Mayor Pennino and Mayor Pro Tempore Hitchcock voiced their agreement that these two items were City -sponsored events, and Mayor Pennino encouraged staff to bring requests before Council for consideration on a case by case basis as needed. D. COMMENTS BY THE PUBLIC ON NON -AGENDA ITEMS None. E. ADJOURNMENT No action was taken by the City Council. The meeting was adjourned at 7:55 a.m. ATTEST: Jacqueline L. Taylor Deputy City Clerk 4 oop•apujwuigasMj!*unoa a.7 o s,2jjaj3 !j ave of papitoda NVM mill uoi;vruao ur Aluo suivIuoa ivpualna sivl :jaeuinlas?(T 'Ipol 'wruod al6auJoZ) •suolssaS Aoa luawuJanoo pr)el uaal uolsslwwoo ulnoA 1pol 'ouluuad 'w'd 00:9- OO:Z ZOOZ '9l JagweldaS 'AopuoW ZOOZ *911. JagtualdaS 'AopunS 'Ipol 'laajlS Joldod SLZ gnio slab pup sAoS 'Jauula awDJ to IIgH AuowaJaZ) �llunwwoo Ipol lonuuy ujS gnIo slJlc_) pup sAos 'l4sluoiloN puo ouluuad 'w'd 0£:S ZOOZ 'VL JagwaldaS 'AopinloS 1p01 'PAIS Nnlua:D lsaM OSS 'wnlsouwAo Algwassy AJnluao 'Jauula bulspipunl Ignuuy Is[ )ooIq-b-ldopy saulslulW uolunwoS 'puol pup ouluuad 'w'd 0£:9 ZOOZ'EL JagtualdaS'At)puj 'suwnlo:D aul JapuO aJbnbS laaJlS sulyalnH 'uolsslwwo:D slJy 1po-1 ayl Aq UGA16 ApDd aspaiaN Moos '/-,aIIDA aUl 10 Iannar -ouluuad 'w'd 0£:9 'Ip01 'slaaJlS au!d puo IoouoS to JauJoo 'lu9A3 6uuoo to Aqa /%llunwwo:D lonuuy 44L ADM pallun Puoi puo ouluuad 'w'd 00:9 'wood aouaJaluoo a6Jn-1 - wnJo3 9169uJ 3 401Jlsla IoouoS !pol 94l LQM bullaayq Z x Z 'ouluuad 'w'd OO:S ZOOZ'Zl JagwaldaS lAopsin4l 'liod Joopino aJonbS laaJlS su!uolnH la sJolsad Iboga6uaA3 Ipol Aq paJosuods „aoupJgwawad to aolAJaS y„ L L-6 •ouluuad 'w'd 0£:8 - 0£:L -DZnld SUDJalaA !pol aul 4o 1pol to gnlo s,uowoM aul Aq paJosuods „aouoAJasgo 11/6,, 'l4slUc)loN Put) puol 'pJDmOH '3I0004011H 'ouluuad 'w'd 0£:9 ZOOZ ' L L Jagw9jdaS 'AopsaupaM 'IIoW poonna)ol '99£ L al!nS 'MogS pb „ JagwawaN qM L L/6„ 'Jalua:D lJy A.11unwwo:D Ipol 'ouluuad -w-d 00:9 -uopoolS 'asnot4loalS looglno aul 'uoauoun-1 jlo-�o!)j u6iodwoo AoM pal!un aUl 'ouluuad w'o OE: L L (Md) suoijoiado Joln6a8 to aplslno aolnaaS llsuoil uo Ao!lod ' L uolssaS anaalsPHS Japulwaa ZOOZ '0 L jagwaldaS 'Aopsoni 900Z'0L 139WUM 40 )133M �ris/order/.4".a'rJ/r///.'SimiaY:A!�J/J/Jia'/eiiPo/nr/r.MJrJ/Jisr/v/r/�riram!u/.rrJ.s/irrimY.pYw J.®iJ.s�iJiJiJrJiiiJiii®iA/sr®/!O/.�/J/o/r/odr/J/e%an/erie-/rrwil+enem.�.A% B � 4 Jopualo, AhlaaM s,JagweW lhuno0'g s joADW o a 8 i d'.ffi%w��'P�!';JY./M/ae/b'/�B/M/.8"/I,�Y/J/N/J/J/.0Y//�Y/YJ/.✓/,O/J//fMiJ/YYJ/J///J///.t%I/J/.9%�I//O/J/J/J/J/®/J/J/.i/J/J/l/J/J/J/�/J/J/JeP.i�/Y/J/l/4/M/&'/.�/.aiNh¢/.OM/e//�1' AGENDA TITLE: Policy on Transit Service Outside of Regular Operations MEETING DATE: September 10, 2002 (Shirtsleeve Session) PREPARED BY: Public Works Director The City Council, in the past, has requested that staff develop more formal policies on use of the City's transit services for uses other than regular service. As we developed the transit system and tried to promote use of transit over the past few years, we have provided some services at little or no charge for many uses which need to be evaluated and discussed for future direction. Based on Federal and State requirements, we have drafted the attached policy for the use of the City's transit service for other than regular operations (Exhibit A). A significant requirement is that the City confirm with private charters that the proposed service is not unfairly competing with them. For additional information, Exhibit B shows the current GrapeLine and Dial -A -Ride service hours and rates. Note that the draft policy does not address service area. The requirement that the proposed special service not unduly impact the provision of regular service will prevent someone from chartering a City bus for an extended trip. However, the Council may wish to set some specific area limits. Richard C. Prima, r. Public Works Director RCP/Im Attachments cc: Tiffani Fink, Transportation Manager APPROVED: H. Dixon Flynn -- City Manager CPPTRAN1.doc 09/04/02 Ell EXHIBIT A CITY OF LODI POLICIES AND PUBLIC WORKS DEPARTMENT PROCEDURES TRANSIT - 1 USE OF TRANSIT SERVICES OUTSIDE OF 9/10/02 REGULAR OPERATIONS tt w INTRODUCTION The following policy regarding special transit services by the City of Lodi (under agreement with our operator) applies to all service which falls outside the scope of regularly operated transit service regardless of whether that service is categorized as Dial -A -Ride Service or fixed -route service (GrapeLine). For example, a group of people may reserve a Dial -A -Ride trip(s) and pay regular fares during normal operating hours and not be considered "special" service. POLICY Users of the City of Lodi's transit system shall be encouraged to utilize regularly offered services to address their transportation needs. Should regularly scheduled service (whether Dial -A -Ride or fixed -route service) inadequately serve the request of the transit user, the following criteria shall be evaluated to determine whether the City's transit system is able to accommodate that need, and how the service shall be charged. 1. The request for special service must not interfere with regularly scheduled service to the public or compete unfairly with private operators where private operators are. willing and able to provide this service (Transportation Development Act (TDA) requirements, March 2001.) 2. For requests where the number of riders equates to the usage of a bus solely for that special service, payment shall be equal to the average of the three lowest current rates charged by private charter providers operating in the same area and at least equal to the fully allocated cost of services for each special service event operated (operator hourly rate plus maintenance, overhead, insurance, etc). (TDA) 3. All special service rates shall be reviewed and adjusted at least semiannually to reflect variations in actual costs. (TDA) 4. If a public need cannot be met by a private charter service, the City of Lodi's transit service may provide services to charitable or public service organizations (examples: Lodi Boys and Girls Club, City events, Sandhill Crane Festival, etc.) at direct cost (operators' hourly rate), not to exceed a total of $10,000 or 40 special services a year (cumulative total for all qualified agencies). (TDA) 5. For the purpose of transit services rendered for City functions, the City shall be billed l at direct cost. However, once a total of $10,000 or 40 special services a year (cumulative total of all qualified agencies) has been performed by the transit service, the fully allocated cost of operations will be charged for service to City functions. PROCEDURE The City of Lodi's Transportation Manager, in conjunction with the transit operator, shall determine that the above requirements have been fulfilled. Upon that determination, the following procedures will be required of the applicant: USE OF TRANSIT SERVICES OUTSIDE OF REGULAR OPERATIONS TRANSIT - 1 Page 2 1. All applications for special services shall be submitted to either the Transportation Manager or transit operator no less than three (3) weeks prior to an event. (Applications will be made available at City Hall and the Transit Office.) This shall allow for the proper arrangements to be made to accommodate the service. 2. The transit operator shall attempt to utilize existing service to the extent possible to meet the requested needs of applicants. All requests which are eligible under the standard daily operations of Dial-A-Ride/GrapeLine service shall be operated as such. Payment for services requiring capacity of less than full occupancy shall be charged per person according to published rates not to exceed the fully allocated hourly cost of operations. 3. Applications which do not meet the conditions of the policy shall be returned within three (3) working days to the applicant to allow for alternative transportation arrangements to be made. 4. Applicant shall contact the transit operator three (3) days before event to confirm details submitted in applications. Any modifications must be made at least 24 hours in advance. 5. Payment is due in full at the time of service. City of Lodi departments will be billed according to City billing practices. 6. In January of each year, all applicants for special service who qualify for a reduced rate will be invited to submit their requests for the upcoming year. At that time, they will be assigned to the yearly schedule not to exceed 40 special services or $10,000 a year. This will allow for agencies who have events scheduled for later in the year to apply for reduced rate service instead of scheduling solely on a first -come -first- served basis. Richard C. Prima, Jr. 4*44pt Public Works Director RCP/TF/im Pptranl 09/05/02 EXHIBIT B City of Lodi Dial -A -Ride and Grapeline Service Hours and Fares DARGrapelineHours Dial -A -Ride Grapeline Service Hours Monday — Friday Reservations: 6:15 AM -9:00 PM Demand Response: 8:00 AM — 9:00 PM 6:15 AM — 7:00 PM Saturday Reservations: 7:45 AM — 6:00 PM Demand Response: 8:00 AM — 5:00 PM 7:45 AM — 4:45 PM Sunday Reservations: 7:45 AM — 4:00 PM Demand Response: 8:00 AM — 3:00 PM 7:45 AM — 4:00 PM First and last runs from Lodi Station Fares: Single Rides Seniors/Disabled/Medicare $1.00 $0.25 General Out of Town Fares $2.00 $2.50 $0.50 N/A Fares: Monthly Passes Seniors/Disabled/Medicare N/A $10.00 General N/A $20.00 Fares: Monthly Passes Low Income* Seniors/Disabled/Medicare N/A $7.50 General N/A $15.00 *Low income criteria --- same as City utilities DARGrapelineHours Hours Service Provided Description Paid Full Month of event Cost Paid. Partial Cost No Charge Unknown 17.33 Junior Giants trip to San Francisco Aug -01 X 55.83 Camp Lodi transportation for day camp to various locations Aug -01 X 6.92 Lodi Art Commission Aug -01 X 5.23 Japanese Exchange Students transportation to various locations Aug -01 X 4.17 Wine Tour tour of various wineries in area Aug -01 X 68.09 Grape Festival shuttle service from parking to west gate Sep -01 X 3.33 District Attorney transportation dinner transportation for County DA Sep -01 X 5.25 City Hall unknown Sep -01 X 14.58 EUD Tour tour for Electric Utilities Sep -01 X 15.14 Two Wine Tours tour of various wineries in area Sep -01 X 3.42 Media Tour show media around Lodi Oct -01 X 4.17 Lodi Leadership Tour in conjunction with Lodi Leadership event Oct -01 X 24.25 Salmon Festival parking shuttle Oct -01 X 12.5 Culinary School Special transport from SF to HSS Oct -01 X 1.42 Boys and Girls Club Halloween Special transportation to events on Halloween Oct -01 X 111.43 Sandhill Crane Festival shuttles for the Crane Festival Nov -01 X 2.25 Public Works Tour Nov -01 X 8.75 New Hope School Special Kids to Lodi Arts Commission Nov -01 X Paid Paid Full Partial Hours Service Provided Description Month of event Cost Cost No Charge Unknown transportation to opening of 10 Napa Special Mondavi museum Nov -01 X Thanksgiving Day Dial -A- overtime (double rate for 9.34 Ride operation) Nov -01 X 7 City Hall Nov -01 X 8.17. Parade of Lights transit to parade Nov -01 X Public Works to 9 Sacramento APWA luncheon Dec -01 X Boys and Girls Club to 4.33 Cal Skate rollerskating event at roller rink Dec -01 X Gabriel Homes to St. 9.75 Paul's Dec -01 X New Year's Eve Dial -A- overtime (double rate for 22 Ride operation) Dec -01 X New Year's Eve Dial -A- overtime (double rate for 34 Ride operation) Jan -02 X event for the Teen Leadership 6.33 Teen Leadership program Feb -02 X Lions Club/ City Council 9.5 event Lunch at Parking Structure Feb -02 X City of Riverbank Trolley 8 Special for CNG groundbreaking Mar -02 X 6.5 Lodi High Football Dinner transportation for the dinner Mar -02 X Century Assembly Easter 9.98 Celebration transportation for service Mar -02 X Boys and Girls Club to transportation to City Council 2.23 Council Meeting meeting Apr -02 X Hours 8 4.13 4.b'2- 7. f7 .027.27 4.38 22 12.55 11.77 3.27 Service Provided Description Firefighters to Sacramento transportation for memorial Happy Hours Preschool to PD and FD visit to PD and FD MSC Water Tour transportation for water tour Wedding Special transportation for a wedding Fire Station Grand Opening transportation for event loan of equipment to Calaveras County Fair Calaveras Transit Translators for Central Festival provided translators for event Pombo Special transit to Sacramento Parks and Recreation Tour transportation in conjunction Lodi Leadership Tour with Lodi Leadership event transportation for day camp to Camp Lodi various locations Japanese Exchange transportation to various Students events throughout the City Rosewood Special transportation to Lodi Lake per Service Tony Goehring Japanese Exchange transportation to various Students events throughout the City Boys and Girls Club to transportation to Stockton for 49ers Training Camp event Paid Full Partial Month of event Cost Cost No Charge Unknown Apr -02 X -02 -02 X -02 i-02 X M_ ay -02 Jun -02 Jun -02 Jul -02 Jul -02 Jul -02 Jul -02 Aug -02 Aug -02 X X X FA X X X X X X X X Paid Paid Full Partial Hours Service Provided Description Month of event Cost Cost No Charge Unknown 180 Club 3 Thursday transportation of 140 students mornings for grant program Aug -02 X transportation to Pac Bell Park Junior Giants in SF Aug -02 X transportation of 140 students 180 Club 4 mornings for grant program Sep -02 X X Labor Day race transportation for volunteers Sep -02 overtime transportation of children Bos and Girls Club home from program on-going X transportation of children to Needham School Heritage School on-going X