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City Council Work Session on the Community Transporation System Design Study CITY OF DUBUQUE, IOWA MEMORANDUM April 27, 2000 TO: Michael C. Van Milligen, City Manager FROM: Tim Moerman, Assistant City Manager 7/~ SUBJECT: City Council Work Session on the Community Transportation System Design Study The City Council scheduled a work session on the community transportation system design study for May 1, 2000, at 5:30 p.m., prior to their regular meeting. The purpose of the work session is to present information on the design study to the City Council and give staff direction for the next step in the process. The City Council previously set parameters for staff in the design of the transportation system when it approved four principles for its design. Attached are the four principles and the actions taken in the plan to abide by the principles. The proposed design of the transportation system is taken from the recommendations of the design study. A summary of the recommendations is attached. There are several important transportation issues for City Council consideration. They will be covered in the work session, but generally involve: · Changes to the fixed route system to decrease the head ways, customize neighborhood services, and align fixed route schedules with schools and business schedules · Conversion of the fixed route fleet to buses which are more comfortable, accessible and flexible. (Funds for a fleet conversion have been awarded and are in the City's Capital Improvement Plan budget). · Use of new technology for a central dispatch communications system and the use of software to provide the most efficient scheduling and routing of services · Building a new partnership with the Regional Transit Authority for coordinating the transportation services within the Dubuque city limits, in rural Dubuque county, and in Delaware and Jackson counties · Changes in the operational role of the City under a new partnership with the Regional Transit Authority · Building new partnerships with organizations and agencies who access the services Attached is a more detailed summary of the proposed operational changes of the transportation system for the City of Dubuque. The creation of a new community transportation system will require the development of a new relationship with the Regional Transit Authority. This organization is governed by the three county supervisors from Dubuque, Delaware and Jackson Counties. The City will have a series of responsibilities in this new partnership. A summary of the responsibilities is attached. City staff is requesting direction from the City Council on its position on the City's role in operating and governing of the transportation system. This direction would be used as the basis for discussions with the Regional Transit Authority in the future. Let me know if you have any questions. cc: Mike Koch, Public Works Director Mark Munson, Transit Manager City of Dubuque Principles for Developing a New Community Transportation System Principle 1 The City Council should have significant control over service delivery operations in which it budgets a significant amount of money. Action: The City Council has significant control over the service delivery operations through the day-to-day management of all services in the Dubuque city limits by the City of Dubuque Transit Manager under the direction of the City Manager. Budgeting for the operations would continue to be part of the annual budget proposed by the City Manager and reviewed and approved by the City Council. Principle 2 The selected transportation system design should offer the most efficient and effective delivery of transportation services possible. Action: The recommendations of the transportation system design study provide for a new system which will offer services which are (1) more accessible through shorter headways, expanded hours of operation, increased coverage, and more comfortable vehicles. The improvements in the system are accomplished with no increase in the contribution of the City of Dubuque tax payers. Principle 3 The persons most impacted by the transportation system should have some voice in the ongoing operations of the transportation system. Action: The creation of the Public Transit Operations Input Committee provides the forum for staff of the transportation system to connect with the persons impacted by the system and get input on operations. Principle 4 The solutions should include provisions which mitigate the adverse impacts to community organizations which may come from the creation of a more efficient and effective transportation system in the community. Action: The recommendations provide for the continued employment of the employees of Project Concern through the existing contract with the RTA. A portion of savings generated through the implementation of the new system can be used to provide limited subsidies to Project Concern as they build their revenues for administration costs from expanded rural service. Recommended Transportation System Changes and Accompanying ImDlementation Plan Carter Goble Associates. April 2000 City's Kevline System: 1. Purchase smaller, more comfortable buses for fixed routes 2. Fixed route changes to: · reduce headways to 40 minutes · align fixed route schedules with schools and business schedules · extend the schedules to 7 P.M. on weekdays · develop a new wests ide circulator · offer route deviation and point deviation 3. Replace the Orange Line with a demonstration neighborhood shuttle for Mt. CarmelfTechnology Park (Potentially offered to Peru Road and the West Industrial Park) 4. Integrate ADA paratransit and contract services with agencies RTA System: 1. Offer regular service to rural areas on weekdays 2. Integrate intercity service with Keyline system 3. Implement scheduled sectored services for on demand customers 4. Implement route deviation services 5. Integrate scheduled sectored services and route Deviation Services Coordination of Services Between Svstems: 1. Joint purchase of reservation and scheduling software 2. Shared operation of dispatch/communication center 3. Common use of mobile communications 4. Contracted vehicle maintenance 5. Joint training of drivers 6. Joint travel training for customers 7. Common policies and procedures 8. Single regional public transit image 9. Common vehicle color schemes 10. Common driver uniforms 11. Uniform fare structure Proposed Operational Changes of the Transportation System City of Dubuque 1. Operation of a central dispatch center and personnel for the dispatching and scheduling of transit services within the Dubuque city limits 2. Conversion of the KeyLine fleet to easily accessible, comfortable, and smaller heavy-duty buses 3. Adapting Keyline fixed routes and schedules to meet the service needs of children, senior citizens, persons with disabilities and the workforce 4. Addition of flexible transit services beyond the fixed route system through demonstration projects for circulator service, route deviation and neighborhood shuttle. 5. Establishment of a 24-hour accessible service for ADA eligible passengers through a central dispatch 6. Integration of school transportation within the city limits of Dubuque into fixed-route schedules 7. Development of partnerships with transportation customers to promote a significant shift of RTA and Minibus ridership to the improved fixed-route system where it is practical and appropriate 8. Combining the remaining RT A and Minibus ridership into a single paratransit service through a contract between the City of Dubuque and the RT A, using the central dispatch for scheduling and an RT A contract with Project Concern 9. Establishment of contracts with cab companies for public transit services 10. Provision of core training of staff including: Passenger Assistance Training, Commercial Drivers License Training, and Drug and Alcohol Training 11. Billing and collection services of all fares 12. Services for maintenance of accounting and statistical records for services rendered and fares and other revenues collected 1 3. Potential centralization of maintenance of both City and RT A vehicles under the authority of the city. Proposed Partnership on Transportation Between the City of Dubuque and the Regional Transit Authority City of Dubuque Responsibilities 1. Contract with the RT A for transit services provided in the Dubuque city limits 2. Operation of a central dispatch center and personnel for the dispatching and scheduling of transit services within the Dubuque city limits 3. Core training of staff including: Passenger Assistance Training, Commercial Drivers License Training, and Drug and Alcohol Training 4. Billing and collection services of all fares including RT A services in the Dubuque city limits 5. Services for maintenance of accounting and statistical records for services rendered and fares and other revenues collected 6. Maintenance services on RT A vehicles operating within the Dubuque city limits 7. Joint purchase and ownership of central dispatch and accounting equipment and software 8. Establishment of a Public Transit Operations Input Committee 9. Implement a budgeting framework to ensure that the City of Dubuque and the RT A have total control over budget and finance functions of the transit system CITY OF DUBUQUE, IOWA MEMORANDUM April 27, 2000 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Work Session on the Community Transportation System Design Study Material is attached for the City Council work session on the Community Transportation System Design Study, which is scheduled for Monday, May 1 at 5:30 p.m. at the Carnegie-Stout Public Library Auditorium. Dinner will be served at 5:00 p.m. ,1tJ,A ~[!lI'lJL Michael C. Van Milligen MCVM/dd Attachment cc: Barry Lindahl, Corporation Counsel Tim Moerman, Assistant City Manager ~y/' CITY OF DUBUQUE, IOWA MEMORANDUM April 13, 2000 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Update on the Community Transportation System Design Study Assistant City Manager Tim Moerman is requesting that the City Council hold a work session on May 1, 2000 at 5:30 p.m. preceded by a 5:00 p.m. dinner, for presentation of the current issues on the Community Transportation System Design Study. I concur with the recommendation and respectfully request Mayor and City Council approval. /i1Jj & Michael C. Van Milligen MCVM/dd Attachment cc: Barry Lindahl, Corporation Counsel Tim Moerman, Assistant City Manager '../' '~r"D(lqr'.o vI ,:] I' ,I , 88':';") " ,Y ) /'\0 C.S."'I'J ("1\ld~O() u >vl",'J .... u 03/\13j":3d CITY OF DUBUQUE, IOWA MEMORANDUM April 1 2, 2000 TO: Michael C. Van Milligen, City Manager FROM: Tim Moerman, Assistant City Manager /7~ SUBJECT: Update on the Community Transportation System Design Study Purpose The purpose of this memo is to request a City Council work session for a presentation of the current issues on the community transportation system design study. Background The design committee and the core group of stakeholders have been working with Carter Goble Associates (CGA) for the past several months on a study for the redesign of the transportation system which serves the citizens of Dubuque, Delaware and Jackson counties. City staff has had extensive involvement in efforts to examine the operations of the Keyline system, the coordination opportunities between the Keyline and RT A systems, and the equipment and technology needs for making system-wide improvements. A draft of the final report was presented to the core group of stakeholders in March with no additional changes. The final report of the design study will be delivered to the core group by CGA in the next couple weeks. Discussion The design study provides recommendations for improving the operations of the transportation system. It addresses route changes to the fixed-route system, purchase of new technologies and vehicles for the system, coordination of RT A and Keyline operations, partnering on Keyline and RT A staff training issues, etc. The design study does not, however, address which entity performs the various parts of the operations or how the overall system is governed. These decisions are to be made by the governing bodies of the Dubuque City Council and the members of the RT A Board. One of the next steps in the process is for the City of Dubuque and the RT A to have a discussion on the operations and governance of a new transportation system. These issues need to be resolved before the core group can take any actions toward implementing the recommendations of the design study. At these discussions, the City could present its positions and preferences for the transportation partnership with the RT A and work toward a structure with which both parties are comfortable. Prior to the discussions with the RT A, the City Council would have to formulate positions on the operations and governance issues of the transportation system. These positions could be developed at a City Council work session. City staff can provide an overview of the issues, the options of the City for the operations and governance of the system, and the advantages and disadvantages of each option. The goal of the work session would be to receive direction from the City Council on their positions on the issues for future discussions with the RT A. Recommendation I am recommending a work session of the City Council for May 1, 2000 to define these positions and give City staff direction. f CITY OF DUBUQUE, \, ',,- MEMORA M \\ ~ Xj\~'" \ r0 ~( ;G ,,, \ \t- \4 <( *- I \ '~\.~ \ IU " J\\ IOWA '~ ~t1' \ \-) vf J/9 Iv- N\\'0-i. ~ ,vii ")t IrvfV' If) CIJ-^J<)\~J vi- hvt- vJ'rlC,arch 8, 2000 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Community Transportation Study A draft of the Transportation system design study of the Community Transportation Improvement Program will be presented to the Transportation stakeholders on March 9, 2000 at 9:00 a.m. at the Five Flags Civic Center. The consultant from Carter Global and Associates will present the information and get input before the final report of the study is presented to policy makers and the general public. . Attached is correspondence from Assistant City Manager Tim Moerman concerning the use of an advisory board for service delivery issues and Transit Manager Mark Munson with a-summary of the key issues and information from the design study. The City Council will be provided more in depth information on the design study when it is completed. Michael C. Van Milligen MCVM/dd Attachment cc: Barry Lindahl, Corporation Counsel Tim Moerman, Assistant City Manager 1 CITY OF DUBUQUE, IOWA MEMORANDUM March 7, 2000 TO: Michael C. Van Milligen, City Manager FROM: Tim Moerman, Assistant City Manager SUBJECT: Discussions on a Transit Advisory Board The consultant for the transportation system design study will meet with the community transportation stakeholders on Thursday, March 9, 2000 at 9:00 a.m. at the Five Flags Civic Center. The purpose of the meeting is to present the third technical memorandum and a draft summary of the final report to the stakeholders for their comments. Transit Manager Mark Munson will be providing you with a brief overview of the final report. The process to improve the community's transportation system has had the involvement of most of the transportation stakeholders. They have served on committees, conducted research, surveyed riders, and performed many tasks to better understand the needs and opportunities of the transportation system. Throughout the discussions on the design of the transportation system, City staff has used four principles for making decisions. These principles were approved by the City Council in 1999. One of the principles is, "The persons most impacted by the transportation system should have some voice in the ongoing operations of the transportation system." This principle is also supported by the stakeholders, who have an interest in how transportation services are delivered. One way to include transportation stakeholders in the service delivery issues is through the creation of a Transit Advisory Board. The purpose of the advisory board would be to serve as the link between the service providers of Keyline and the Regional Transit Authority and the organizations and their members who use the services. Attached is a draft of a potential transit advisory board. This draft will be shared with the transportation stakeholders at the March 9 meeting and tested for its feasibility and effectiveness. The advisory board would be chaired by a board member with support by the City's Transit Manager and the RT A's Transit Manager. They would meet monthly and focus on service delivery issues. They would give input on service delivery issues and make recommendations on how to better meet the needs of persons using transportation services. They may also have recommendations on policy issues. Their recommendations on policy issues and major service delivery issues would be presented by the staff leadership to the City's Transit Board and the RTA Board for consideration. The concept of a transit advisory board is still in the formative stage. I will keep you informed as it is developed. Let me know if you have questions or concerns on this issue. cc: Mike Koch, Public Works Director Mark Munson, Transit Director - Draft of a Potential Transit Advisory Board Organizational Chart Advisory Board Membership (including a chairperson) Social Services Agency e.g. Department of Human Services Persons with Disabilities e.g. Area Residential Care Workforce Development e.g. Iowa Workforce Dev., GDDC, Chamber of Commerce Senior Citizens e.g. Area Agency on Aging Youth Activity Services e.g. St. Marks or the Boys and Girls Club Senior Citizen Housing e.g. Mt. St Francis, Ecumenical Towers, Stonehill Care Center Mercy Hospital Finley Hospital Medical Associates Ex officio Membership City Leisure Services Transit Provider Labor Schools Transit Board Member RTA Board Member Staff Support City of Dubuque - Transit Manager Regional Transit Authority - Transit Manager Features of the Advisory Board Monthly meetings Facilitated by Transit Managers of Key line and RTA Focus on service delivery issues Serve as the link between the service users and the service providers Continue the Dubuque Transit Board and the RT A Board for policy making Keyline Transit 2401 CentrJI Avenue Dubuque, Iowa 52001.3302 (319) 589-4196 D~~~E ~7~~ March 6, 2000 To; Michael C. Van Milligen, City Manager Fr; Mark Munson, Transit Manager t\~\ RE: Summary of Draft Final Report - Transit Design Study On March 9, 2000, Sheldon Crum from Carter Goble Associates will be presenting a summary of the draft final report of the Design of A Community Transportation System. This report covers the recommended plan prepared by CGA for KeyLine Transit and the Delaware, Dubuque and Jackson County Regional Transit Authority. In advance of this meeting I want to provide you an overview of what will be presented and discussed by the 30 stakeholders involved in the transit study. Key to the redesigned initiative to will be a plan to improve the fixed route service with more user friendly schedules and buses and to move as many riders from minibus and contract service to fixed routes as is appropriate. This shift will open up service on the minibus for more ADA service and allow for eventual general public access to demand response service at a fare to equal cost 24 hours/day, 7 days/week. The City would govern services within the city limits and the RTA would govern service outside the city with an integration plan for intercity transportation between KeyLine and the RTA to be developed. Stakeholder interviews, surveys and focus groups revealed these general opinions and facts about the KeyLine system: - slow with long headways and gaps in service - lacking evening and weekend service - in need of 2nd and 3rd shift service hours - in need of more marketing, public relations and education activities - 85% of riderShip were seniors, children and persons with disabilities - 83% of the KeyLine riders surveyed do not drive - primary use for the service was for work, shopping and social purpose - ADA service under Project Concern slow and constrained The stakeholders felt it would be beneficial to coordinate the fixed routes, paratransit and contract services in Dubuque and develop a "one stop shop" for users and purchasers of transit service. Service People Integrity Responsibility Innovation Teamwork --- After reviewing the input from the stakeholders, Carter Goble Associates developed coordination recommendations that include: - governance by the City for services within the city limits - centralized dispatch and scheduling - operational control of the delivery of service in Dubuque by the City - service operation by single entity or through subcontract(s). - joint purchase of scheduling software - joint dispatch/communications center - common communications system - City maintenance of RTA vehicles used in City services under contract In addition to the coordination recommendations, CGA recommends the following services for the City to address stakeholder concerns: - purchase of smaller more comfortable buses - revised fixed routes with a west side circulator - alignment of fixed route schedules with schools and business schedules - schedules extended to 7 P.M. weekdays & increased frequency to 40 minutes - replacement of the Orange Line with a pilot neighborhood shuttle service - expansion of minibus services to include all minibus and RTA contract service - eventual demand response service to general public for a fare to equal cost As a basis for making the fixed route more user friendly, comfortable and accessible, CGA recommends a city fleet consisting of: - nine new medium duty buses to replace most of the current fixed route fleet - one neighborhood shuttle - four minibuses for ADA paratransit service - two staff cars for on road supervision and service management - electronic fareboxes for smart card fare system - partransit software and computers for scheduling Most of these capital items are either already funded or in the TIP for future funding. Any fleet conversion would require DOT concurrence, DMATS approval and come with a vehicle disposition plan to address remaining useful life and reimbursement for city portion of current vehicles in KeyLine fleet. Also derived from the input from the stakeholders are key features of the RT A design which include: - integration of intercity service with KeyLine system - integration of route deviation and sector services in outlying communities - regular service to rural areas on weekdays - sector services on demand - route deviation service for premium fare -- Implementation times for the design recommendations are approximately: - 6 to 9 months for the fixed route seNice and neighborhood shuttle - 1 to 1 1/2 years for City to assume current RTA contract seNices within city - 2 years for RTNCity coordination - 3 years for general public demand response seNice on the minibus - 4 years for providing 24 hour/day, 7 day/week demand response seNice. I would be pleased to answer any questions you may have in this regard. My number at KeyLine is 4196. cc: Michael Koch, Public Works Director Tim Moerman, Assistant City Manager