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HomeMy WebLinkAboutAgenda Report - March 5, 2003 I-05CITY OF LoDl COUNCIL COMMUNICATION AGENDA TITLE, Adopt Resolution Adopting City Policy on Transit Service Outside of Regular Operations MEETING DATE-. March 5, 2003 PREPARED BYi Public Works Director RECOMMENDED ACTION: That the City Council adopt a resolution adopting the City Policy on Transit Service Outside of Regular Operations, BACKGROUND INFORMATION: The City of Lodi operates Grapeline daily per a set schedule and Dial -A -Ride on a demand -response basis. In addition to this regularly scheduled service, many requests have been made for more specialized services including transportation for weddings, outings to Lodi Lake, and various other regional activities. The City's past practices have come into question, and the attached proposed policy eliminates nearly all of the "special" services that could compete with the private sector. However, a private activity, such as a wedding trip, an outing to Lodi Lake, etc., could reserve a Dial -A Ride trip for multiple people, pay the regular fare and obtain service during regular service hours within our regular service area, The Policy mainly provides for use by the City as described in Section 11 B, The proposed Policy -does allow for Council approval of bus use for public events, such as the Sandhill Crane Festival, although at a -fully-allocated cost, and with proper notification to the private sector per the regulations. Staff recommends an effective date of March 6, 2003, for the proposed policy, except that staff intends to honor two service requests which occur after March 6th. These two requests were scheduled in 2002, are to provide services for two separate weddings scheduled for May 17"' and August 2", and are being paid at the fully -allocated rate. FUNDING: Funding for this policy will be provided by the entity requesting the service at no cost to the City of Lodi's Transit services. Richard C. Prima, Jr. Public Works Director Prepared by Ti ani M. Fink, TranspGrtatiGn Manager RCP[TMF/pmf Attachment cc: City Manager City Attorney Bolen Magness, Laidlaw Transit Services APPROw-_D: &j9QrM;1dVMM C TramsitPcfty.doc 02!27/03 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 bus and travel within our service area during normal operating hours, pay regular fares and not be considered ,;special" service, 1. Users of the City of Lodi's transit system shall be encouraged to utilize regularly offered services to address their transportation needs. Federal Transit Administration (FTA) and Transportation Development Act (TDA) rules and regulations restrict the use of vehicles for any outside service, ll. The City of Lodi shall limit the use of transit vehicles to City -related functions assuming that the following conditions are met, except as provided in Section 111. A 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 (TDA requirements). BCost for Transit services incurred by functions with direct City Council/staff participation shall be monitored and evaluated yearly. Examples of these activities include: Council/commission/staff tours of City facilities * Participation in public parades (Parade of Lights, Grape Festival, etc.) * Local tours for education programs, such as Leadership Lodi, in which City staff are participating These costs shWi be evaluated against expenses incurred by the City General Fund for Transit (rent of office space, secretarial work). Should the costs of performing "special" transit services for City sponsored events exceed the expenses incurred by the City General Fund for Transit, the difference shall be paid to the Transit fund. Transit services for either City and/or non-profit events with City Council/staff participation shall be limited as outlined in Paragraph C. C, Transit services shall be available to City of Lodi departments at direct cost (operators' Dourly rate), not to exceed a total of $10,000 or 40 specials a year (TDA), All other requests shall be subject to paying for the full cost of service. III. For public service events specifically approved by the City Council (Sandhill Crane Festival, etc,)T the City of Lodi's. Transportation Manager shall advertise in the local newspapers (with cost to be born by the applicant) to determine if any other operator is willing and/or able to USE OF TRANSIT SERVICES OUTSIDE OF REGULAR OPERATIONS TRANSIT — 1 Page 2 of 2 perform the service. If no such provider exists, the City of Lodi's transit service may be utilized at the fully -allocated Tate, The City of Lodi'S Transportation Manager upon receipt of a request for service, in conjunction with the transit operator, shall determine that the policy requirements are met. Upon that determination the following general procedures apply. 1 , All applications for special services shall be submitted to either the Transportation Manager or transit operator no less than four weeks prior to an event. (Applications shall be made available at City Hall and the Transit Office.) This shall allow fear the proper arrangements to be made to accommodate the service. Applications for special events per Section Ill of the Policy require eight weeks notice to allow for Council agenda scheduling. 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. 3, Applications which do not meet the conditions of the policy shall be returned within three working days to the applicant to allow for alternative transportation arrangements to be made. 4. A deposit of $25 shall be required at the fine the reservation is confirmed. 5Applicant shall contact the transit operator three days before event to re -confirm details submitted in applications or to cancel the service request. Any modifications must be made at least 24 hours in advance, however, any cancellation after three days prior to the scheduled service shall forfeit their deposit. 6r Payment is due in full at the time of service. City of Lodi departments will be billed according to City billing practices. 7. Payment for services shall be charged according to the applicable published rates. 8. in January of each year, all applicants for special service per Section 11 B, C of the Policy 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 specials or $10,000 a year. Requests for services shall be apportioned first to City -sponsored events with the remaining requests allocated equitably among the applicants. This will allow for agencies who have events scheduled for later in the year to apply for reduced rate service instead of allowing for a first come, first serve basis. The Transportation Manager will notify the applicants once the 40 specials/$1 0,000 of service have been allocated for the year, 9. The Transportation Manager shall maintain a list of private providers within the City of Lodi, the City of Stockton, North San Joaquin County and the City of Galt who are to be contacted and shall advertise to update the list as required by Federal and State regulations. RESOLUTION NO. 2003-37 A RESOLUTION OF THE LOM CITY COUNCIL ADOPTING THE CITY OF LODI POLICY ON TRANSIT SERVICE OUTSIDE OF REGULAR OPERATIONS NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby adopt the City of Lodi Policy and Procedures for use of Transit Service Outside of Regular Operations, as shown on Exhibit A attached hereto; and BE IT FURTHER RESOLVED that this policy shall become effective March 6, Dated: March 5, 2003 1 hereby certify that Resolution No. 2003-37 was passed and adopted by the Lodi City Council in a regular meeting held March 5, 2003 by the following vote: AYES: COUNCIL MEMBERS — Beckman, Hansen, Howard, Land, and Mayor Hitchcock NOES: COUNCIL MEMBERS — None A B'S- T A I N: COUNCIL MEMBERS — None SUSAN J. BILACKSTON City Clerk 11 IN r YOX M TRANSIT -1 I Use of Transit Services Outside of Regular Operations 1 03/05/03 LNT_RODUCTION The 4,ollowinq poiicy 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 bus and travel within our service area during normal operating hours, pay regular fares and not be considered 1!special" service. Users of the City of Lodi's transit system shall be encouraged to utilize regularly offered services to address their transportation needs, Federal Transit Administration (FTA) and Transportation, Development Act (TDA) rules and regulations restrict the use of vehicles for any outside service, if. The City of Lodi: shall limit the use of transit vehicles to City -related functions assuming that the following conditions are met, except as provided in Section III, A. The request for special service must not interfere with regularly scheduled service to the public or compete unfairly with private operators when private operators are willing and able to provide this service JDA requirements). B, Cost for Transit services incurred by functions with direct City Council(staff participation shall be monitored and evaluated yearly. Examples of these activities include: * Cou nci 11com miss i on/staff tours of City facilities * Participation in public parades (Parade of Lights, Grape Festival, etc.) * Local tours for education programs, such as Leadership Lodi, in which City staff are participating These costs shall be evaluated against expenses incurred by the City General Fund for Transit (rent of office space, secretarial work). Should the costs of performing "special" transit services for City sponsored events exceed the expenses incurred by the City General Fund for Transit, the difference shall be paid to the Transit fund. Transit services for either City and/or non --profit events with City Council/staff participation shall be limited as outlined in Paragraph C. C. Transit services shall be available to City of Lodi departments at direct cost (operators' hourly rate), not to exceed a total of $10,000 or 40 specials a year (TDA). All other requests shall be subject to paying for the full cost of service. Hi. For public service events specifically approved by the City Council (Sandhill Crane Festival, etc.), the City of Lodi's Transportation Manager shall advertise in the local newspapers (with cost to be born by the applicant) to determine if any other operator is willing and/or able to USE OF TRANSIT SERVICES OUTSIDE OF REGULAR OPERATION TRANSIT— 1 Page 2 of perforin the service. If no such provider exists, the City of L.odi's transit service may be utilized at the fully -allocated rate. The City of Lodi's Transportation Manager Upon receipt of a request for service, in conjunction with the transit operator, shall determine that the policy requirements are met. Upon that determination the following general procedures apply, 1. All applications for special services shall be submitted to either the Transportation Manager or transit operator no less than four weeks pricer to an event. (Applications shall be made available at City hull and the `transit Office.) This shall allow for the proper arrangements to be made to accommodate the service. Applications for special everts per Section III of the Policy require eight weeks notice to allow for Council agenda scheduling. Z 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 dally operations of pial-A-Ride/Grapeline service shall be operated as such. 3. applications which do not meet the conditions of the policy shall be returned within three working days to the applicant to allow for alternative transportation arrangements to be made. 4. a deposit of $25 shall be required at the time the reservation is confirmed. Applicant shall contact the transit operator three days before event to re -confirm details submitted in applications or to cancel the service request. .any modifications must be made at least 24 lours in advance, however, any cancellation after three days pricer to the scheduled service shall forfeit their deposit. . payment is due in frill at the time of service, City of Lodi departments will be billed according to City billing practices. 7. Payment for services shall be charged according to the applicable published rates. in January of each year, all applicants for special service per Section 11 8, C of the Policy will be invited to submit their requests for the upcoming year, at than. time, they will be assigned to the yearly schedule not to exceed 40 specials or $10,000 a year. Requests for services shall be apportioned first to City -sponsored events with the remaining requests allocated equitably among the applicants. This will allow for agencies who have events scheduled for later in the year to apply for reduced rate service instead of allowing for a first core, first serve basis. The Transportation Manager will notify the applicants Cance the 40 specialsf$10,000 of service have been allocated for the year. The Transportation Manager skull maintain a list of private providers within the City of Lodi, the City of Stockton, North San Joaquin County and the City of Gait who are to be contacted and shall advertise to update the list as required by Federal and State regulatlonsa