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Minutes_Transit Board of Trustees 8 13 09 MINUTES Dubuque Transit Trustee Board Date: August 13, 2009 Time: 4:15 p.m. Place: Public Works Facility Conference Room 925 Kerper Court, Dubuque, Iowa Members Present: Joel Lightcap; George Enderson, Jr; John Curtis; Ruth Scharnau; new member, Matt Esser Members Absent: None Others Present: Jon Rodocker-Joanne Kiefer / Keyline Others Absent: Dave Heiar / City of Dubuque August Lightcap called the meeting to order at 4:20 p.m. Agenda Approval Lightcap welcomed a new member to the Board, Matt Esser. Lightcap asked the Board to review the agenda for any changes or additions. Rodocker would like to add the Oath of Office for the new Board member, Matt Esser to the agenda. Curtis moved to approve the agenda with the addition of the Oath of . Office. Enderson seconded. All ayes.Motion carried May 14, 2009 The Board reviewed the minutes from the previous meeting. Minutes moved to approve the minutes as presented. Enderson Scharnau seconded. All ayes. Motion carried. Rodocker announced that Matt Esser will be replacing Don Steadman on the Board. Steadman reluctantly stepped down due to health reasons. Esser was sworn into Office and introduced himself to the Board members. He has been riding the Mini-bus and looks forward to learning more about transit and the contribution he can make to the Transit Board. Managers Rodocker reviewed the May, June and July 2009 Operational Reports Report the Board. As Rodocker discussed the end of the year financial for status, he reported that there was an $83,000 savings and that excess money will be rolled into this year’s (FY10) operating funds. Enderson Minutes - 2 asked how the savings had accrued. Rodocker explained that by paying attention to the maintenance costs, the reduced fuel costs, and more efficient scheduling on the Mini-bus helped the bottom line. The number of riders on the Fixed Route has increased over the summer by a considerable amount, averaging 2,600 more passengers per month than in May. Some of those passenger numbers reflect students, but the general population numbers are increasing as well. Lightcap asked how many years the students have been riding free of charge; and Rodocker responded this is the beginning of the third year. Scharnau asked Rodocker to explain how student rides are subsidized by the state. Rodocker explained that the Dubuque School District has been paying for half the ride fare over the last two years. The impact at the state level will be seen in the near future. As the number of riders on KeyLine increase, the amount of state assistance will increase based on the percent over a base number relative to the size of our community and transit system. Rodocker explained that KeyLine will gain more funding in the long run than would have been collected from student fares; since the amount of fares would have to be subtracted from any federal grant money received by the City of Dubuque for KeyLine. In addition, offering free rides to the students is an invaluable service to the community that helps young people, who may not otherwise have access to reliable transportation, get to school. Comprehensive Operational Analysis - The LSC Consultants spoke with the City Council in August and discussed possible options to the current transit service. The Consultants along with the City Council would like input from the Board on the results of Technical Memorandum # 3. The City Council would especially like recommendations from the Board regarding phasing in some of the suggested changes and a cost breakdown that would correspond to such a transition. Rodocker noted that currently KeyLine does not have the number of buses or operators needed to change to a thirty minute frequency, one of the recommendations made by the Consultants. KeyLine would be interested in combining resources with the RTA (Regional Transit Authority) to help increase options. Lightcap asked if the total cost referred to in the Study, six million dollars, was all inclusive, or an amount on top of the current budget. Rodocker responded that was a separate figure, not over and above the current budget. Scharnau asked how Demand Response would work. Rodocker explained that Demand Response allows for same day service with a one hour window to book a ride. He reminded the Board that Demand Response is different from para-transit service, for example the Mini- bus requires 24 hour advance notice to book a ride. KeyLine would need new software to implement Demand Response service. The Board discussed concerns about the timing of Fixed Route service to connect to Demand Response, as well as whether adding additional transfers for a customer’s trip will be considered enhanced service or a drawback. The Board agreed that Taxi Vouchers could work well for evening service or on Sunday. Enderson asked how the Taxi Vouchers Minutes - 3 would be implemented, especially if there was not a vehicle equipped to transport passengers in a mobility device; or if there was not a taxi company that would agree to take on the service. Rodocker responded that could be an obstacle, especially since the taxi company would be responsible to meet all the federal standards for the vehicles, for the operators involving drug and alcohol testing, and for collecting fares and managing finances. Lightcap wondered about using a mini-bus for after hours service. The Board discussed the Taxi Voucher option and expressed concerns about affordability. Rodocker suggested that KeyLine could run bigger buses during peak times, and change to smaller vehicles during non-peak times. There would be a considerable fuel savings, as well as a positive impact on the green initiative. The Board agreed that their first priorities would be: increasing service hours to better meet the needs of the community; and to continue to provide service to the transit dependent population. All the members agreed that daily service needs to begin earlier and buses need to stay on the road longer. Enderson mentioned that improving frequency would be a third priority for consideration, but that the first priority of the Board is to protect the current riders. Esser suggested using smaller vehicles to provide a service similar to Dial-A-Ride that would operate on a two hour window before and after for scheduling rides and pick-ups. Rodocker reminded the Board that in some areas of the city KeyLine is already offering thirty minute frequency, for example to the local hospitals. Esser asked if teaching the general population how to use transit service and marketing the bus service would also be a good priority. The Board agreed. Lightcap asked how many City Council members actually ride KeyLine buses. He had asked that question several years ago of a different Council, and learned that no member of the City Council at that time had been riding a bus. Curtis asked how KeyLine is accommodating IBM service needs. Rodocker reviewed the current AM and PM shuttle service. In addition, KeyLine is looking forward to providing service to other new businesses coming to Dubuque, including Hormel and other industries in the West Side Industrial Park. Rodocker summarized the Board’s priorities for the Consultants at this time, their recommendations include: 1) protect the riders that currently use the system; 2) extend service hours to earlier in the morning and later in the evening; and 3) improve service frequency. The Board will examine the costs of options #2 and #3 at future meetings. Board Comments The Board members agreed to return to a monthly meeting format effective immediately. In addition, the Board would be interested in adding a work session to their meeting agenda once the Consultants submit their final recommendations. Minutes - 4 Scharnau mentioned that the Blind Society was not awarded the grant they applied for to purchase bike racks. Esser wanted the members to know he is excited to be here and asked for their patience as he learns more about the workings of the Transit Board. Public Comments None Adjournment Lightcap asked for a motion to adjourn. Enderson so moved. Curtis seconded. All ayes. Motion carried. The meeting was adjourned at 6:05 p.m. The next meeting will be held on Thursday, September 10, 2009 at the Public Works Facility Conference Room, 925 Kerper Court. The Auditorium and Board Room at the Carnegie Stout Public Library will not be available due to the construction and renovations Respectfully submitted, Joanne Kiefer Secretary These minutes passed, approved and adopted on this _____ day of September, 2009. ___________________________________ Joel Lightcap, Chairperson Dubuque Transit Trustee Board