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HomeMy WebLinkAboutAgenda Report - June 16, 2004 E-09AGENDA ITEM Ee''i CITY OF LODI W COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Amending City of Lodi Public Works Transit Policy and Procedure for Use of Transit Service Outside of Regular Operations MEETING DATE: June 16, 2004 PREPARED BY: Public Works Director RECOMMENDED ACTION: That City Council adopt a resolution amending the City of Lodi Public Works Transit Policy and Procedure on Transit Services Outside of Regular Service Operations. BACKGROUND INFORMATION: At the March 5, 2003, meeting, the City Council adopted a policy and procedure 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. In May, the City went through its Triennial Review from the Federal Transit Administration (FTA). At that time, revisions to the policy were requested by the FTA. The revisions included in the attached policy reflect their comments and concerns. The policy revisions call for the City's Transportation Manager to advertise not only in the local newspapers, but additionally with the trade organizations to determine if any other operator is willing and/or able to perform the service. To expedite this process, FTA recommended (and we included in the policy) to do one general advertisement each year, and, should no provider be interested, the City's transit service may provide those services at the fully allocated rate. The policy would still require the Council to approve all requests for service. All known events will be presented for Council approval at the beginning of each year, along with the request for authorization for advertisement. Subsequent requests will be presented for approval as they are received throughout the year. An administrative fee of $50 per event would be charged to cover the annual advertisement. The current fully allocated rate per bus (contract cost plus maintenance, depreciation, etc.) is $50 per hour. FUNDING: None required. ti1w Richard C. Prima, Public Works Direct Prepared by Tiffani M. Fink, Transportation Manager RCPITMF/pmf Attachment cc: Liz Diaz, General Manager, MV Public Transportation, inc. APPROVED: Dixon`Flynn, City Manager CRevised Charter PolicyAcc 6/212004 RESOLUTION NO. 2004-119 A RESOLUTION OF THE LODI CITY COUNCIL AMENDING CITY OF LODI POLICY AND PROCEDURES FOR TRANSIT SERVICE OUTSIDE OF REGULAR OPERATIONS NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby amend the City of Lodi Policy and Procedures for "Use of Transit Service Outside of Regular Operations," adopted March 5, 2003, as shown on Exhibit A attached hereto; and BE IT FURTHER RESOLVED that this policy and procedure amendment shall become effective June 17, 2004. Dated: June 16, 2004 I hereby certify that Resolution No. 2004-119 was passed and adopted by the Lodi City Council in a regular meeting held June 16, 2004, by the following vote: AYES: COUNCIL MEMBERS — Beckman, Hitchcock, Howard, and Land NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — Mayor Hansen ABSTAIN: COUNCIL MEMBERS — None SUSAN J. BLACKSTON City Clerk 2004-119 CITY OF LODI WPUBLIC WORKS DEPARTMENT POLICIES AND PROCEDURES TRANSIT -1 Use of Transit Services Outside of Regular Operations 06/16/04 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 bus and travel within our service area during normal operating hours, pay regular fares and not be considered "special" service. POLICY I. 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. II. 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 where private operators are willing and able to provide this service (TDA 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: • 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 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. All requests shall be subject to paying for the full cost of service. III. The City's Transportation Manager shall advertise annually in local newspapers and at bus trade organizations for City events and public service events expected to be approved by the City Council (Sandhill Crane Festival, Grape Festival, etc.) to determine if any private operator is willing and/or able to perform the service. If no such provider exists, the City of Lodi's transit service may be utilized at the fully -allocated rate. An administrative fee of $50 will be charged to each applicant to cover the advertisement costs. USE OF TRANSIT SERVICES OUTSIDE OF REGULAR OPERATIONS TRANSIT — 1 Page 2 of 2 PROCEDURE 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 for the proper arrangements to be made to accommodate the service. Applications not presented to Council for approval with the annual advertisement for special events per Section III 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 time the reservation is confirmed. 5. 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 hours in advance, however, any cancellation after three days prior to the scheduled service shall forfeit their deposit. 6. 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 July of each year, all applicants for special service per Section II 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 that have events scheduled for later in the year to apply instead of allowing for a first come, first serve basis. The Transportation Manager will notify the applicants once the 40 specials/$10,000 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. Pptran 1 rev.doc 06/02/04 CITY COUNCIL LARRY D. HANSEN, Mayor JOHN BECKMAN Mayor Pro Tempore SUSAN HITCHCOCK EMILY HOWARD KEITH LAND CITY OF LODI PUBLIC WORKS DEPARTMENT 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 httpalwww.lodi.gov ay �.,•Q„q5-lef June 10, 2004 SUBJECT: ADOPTING A RESOLUTION AMENDING CITY OF LODI PUBLIC WORKS TRANSIT POLICY AND PROCEDURE FOR USE OF TRANSIT SERVICE OUTSIDE OF REGULAR OPERATIONS H. DIXON FLYNN City Manager SUSAN J. BLACKSTON City Clerk D. STEVEN SCHWABAUER Interim City Attorney RICHARD C. PRIMA, JR. Public Works Director Enclosed is a copy of background information on an item on the City Council agenda of Wednesday, June 16, 2004. 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 letter to 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 -deliver the letter to City Hall, 221 West Pine Street. If 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 Susan Blackston, City Clerk, at (209) 333-6702. If you have any questions about the item itself, please call Tiffani Fink at (209) 333-6706 ext. 2678. Richard C. Prima, Jr. Public Works Director RCP/drr. Enclosure cc: City Clerk NCCMTGMC