Minutes Transit Bd 3 9 06
MINUTES
DUBUQUE TRANSIT TRUSTEE BOARD
DATE:
TIME:
PLACE:
MEMBERS PRESENT:
MEMBERS ABSENT:
OTHERS PRESENT:
Thursday, March 9, 2006
3:30 P.M.
Carnegie Stout Public Library Board Room, II th & Bluff
Streets, Dubuque, Iowa
Enderson, Sand, Stedman, Lightcap
Bemis
Heiar/Economic Development Director, Booth/KeyLine,
Baker/Teamsters Local 421
------------------------------------------------------------------------------------------------------------
APPROVAL OF MINUTES
OF JANARY 19,2006,
TRANSIT BOARD
MEETING
In Chairman Bemis' absence, Enderson called the meeting
to order at 3 :45 p.m., calling for a motion to approve the
minutes of the January 19, 2006, meeting, as circulated.
Sand so moved. Lighcap seconded. Motion carried.
CORRESPONDENCE Heiar updated the Board regarding non-accessibility of the
FROM TAG COMMITTEE relocated Kennedy Mall bus stop as outlined in a letter
AND KELLI MILLER from the Transit Action Group (TAG). A decision from the
Mall corporate office in response to this problem should be
forthcoming. The Board will be updated on the progress of
this situation.
STAFFING AND
DIRECTOR SEARCH
A letter from Kelli Miller, a KeyLine rider, expressing
concern about the service provided by the fixed route
system, was discussed. This letter will be referred to the
new manager to reevaluate the current fixed routes to see if
a better route alignment and service is possible.
Heiar updated the Board regarding staffing problems at
Keyline, and shared the search committee's
recommendation to the City Manager that the city hire
(contract) First Transit, a transit management firm, who
would provide a Manager, as well as support by a network
of specialized consultants.
Other issues discussed were the RouteMatch software, the
JARC contract with Yellow Cab, Contracts that have JARC
clients, and the budget shortfall.
MINUTES - Page 2
SET PUBLIC HEARING ON Heiar explained that the Board needed to set a public
FARE INCREASES AND
OTHER CHANGES
BOARD COMMENTS
PUBLIC COMMENTS
ADJOURNMENT
Respectfully submitted,
Connie Booth
Secretary
hearing on the proposed fare increase, plus decide
what kind of a fare increase they would recommend, so it
could be published in the public hearing notice. After a
lengthy discussion, it was determined that the Board would
follow the City Manager's suggestions as presented to them
at the last Board meeting in January (a $1.00 increase in
non-ADA rides, plus a penalty to cover the cost of no-show
or late cancelled rides). A fare increase for KeyLine fixed
route would be considered after route realignment is
studied. Stedman so moved. Sand seconded. Motion
carried (3 tol) with Lightcap voting against the motion.
The public hearing will be held at 3 :30 p.m. at the next
regular meeting on Thursday, May 11. Booth asked that a
public hearing on the FY 2007 Consolidated Grant
Application be held at the same time. The Board so
approved.
None
Baker requested and received a copy ofHeiar's draft memo
to the Council. Baker asked about the budget for transit
and said he has gotten a copy from the City Clerk in the
past, and Heiar said that he could get a copy from her.
Baker also asked if the city had ever thought of having a
west-end park and ride program, which he has seen in
Chicago. With Sedgwich coming to Dubuque and locating
in the downtown area, that might be advantageous.
Hearing no further comments, Enderson called for a motion
to adjourn. Sand so moved. Stedman seconded. Motion
carried. Meeting adjourned at 5: 10 p.m.
These minutes passed, approved and adopted on this
day of May, 2006.
Michael W. Sand, Secretary
Dubuque Transit Trustee Board
Wherever life takes you
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MINUTES
DUBUQUE TRANSIT TRUSTEE BOARD
DATE:
TIME:
PLACE:
MEMBERS PRESENT:
MEMBERS ABSENT:
OTHERS PRESENT:
Thursday, March 9,2006
3:30 P.M.
Carnegie Stout Public Library Board Room, II th & Bluff
Streets, Dubuque, Iowa
Enderson, Sand, Stedman, Lightcap
Bemis
Heiar/Economic Development Director, BoothlKeyLine,
BakerlTeamsters Local 421
------------------------------------------------------------------------------------------------------------
APPROVAL OF MINUTES
OF JANARY 19, 2006,
TRANSIT BOARD
MEETING
In Chairman Bemis' absence, Enderson called the meeting
to order at 3:45 p.m., calling for a motion to approve the
minutes of the January 19, 2006, meeting, as circulated.
Sand so moved. Lighcap seconded. Motion carried.
CORRESPONDENCE Heiar updated the Board regarding non-accessibility of the
FROM TAG COMMITTEE relocated Kennedy Mall bus stop as outlined in a letter
AND KELLI MILLER from the Transit Action Group (TAG). A decision from the
Mall corporate office in response to this problem should be
forthcoming. The Board will be updated on the progress of
this situation.
STAFFING AND
DIRECTOR SEARCH
A letter from Kelli Miller, a KeyLine rider, expressing
concern about the service provided by the fixed route
system, was discussed. This letter will be referred to the
new manager to reevaluate the current fixed routes to see if
a better route alignment and service is possible.
Heiar updated the Board regarding staffing problems at
Keyline, and shared the search committee's
recommendation to the City Manager that the city hire
(contract) First Transit, a transit management firm, who
would provide a Manager, as well as support by a network
of specialized consultants.
Other issues discussed were the RouteMatch software, the
JARC contract with Yellow Cab, Contracts that have JARC
clients, and the budget shortfall.
.
MINUTES - Page 2
SET PUBLIC HEARING ON Heiar explained that the Board needed to set a public
FARE INCREASES AND
OTHER CHANGES
BOARD COMMENTS
PUBLIC COMMENTS
ADJOURNMENT
Respectfully submitted,
(I~ ~-IL
Connie Booth
Secretary
hearing on the proposed fare increase, plus decide
what kind of a fare increase they would recommend, so it
could be published in the public hearing notice. After a
lengthy discussion, it was determined that the Board would
follow the City Manager's suggestions as presented to them
at the last Board meeting in January (a $1.00 increase in
non-ADA rides, plus a penalty to cover the cost of no-show
or late cancelled rides). A fare increase for KeyLine fixed
route would be considered after route realignment is
studied. Stedman so moved. Sand seconded. Motion
carried (3 to 1) with Lightcap voting against the motion.
The public hearing will be held at 3 :30 p.m. at the next
regular meeting on Thursday, May 11. Booth asked that a
public hearing on the FY 2007 Consolidated Grant
Application be held at the same time. The Board so
approved.
None
Baker requested and received a copy of Heiar's draft memo
to the Council. Baker asked about the budget for transit
and said he has gotten a copy from the City Clerk in the
past, and Heiar said that he could get a copy from her.
Baker also asked if the city had ever thought of having a
west-end park and ride program, which he has seen in
Chicago. With Sedgwich coming to Dubuque and locating
in the downtown area, that might be advantageous.
Hearing no further comments, Enderson called for a motion
to adjourn. Sand so moved. Stedman seconded. Motion
carried. Meeting adjourned at 5:10 p.m.
These minutes passed, approved and adopted on this
/ /~ day of May, 2006.
".
THE CITY Of"
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MEMORANDUM
~~~
January 19, 2006
TO: Michael Van Milligen, City Manager
FROM: David J. Heiar, Economic Development Director
SUBJECT: Job Access contract with A-OK Cab Company
PURPOSE
The purpose of this memo is to provide background information regarding a service
request from Area Residential Care and A-OK Yellow Cab Company, and to
recommend the use of an approved federal grant to fund this request.
BACKGROUND
The Transit Division is in possession of a $35,000 Job Access Reverse Commute
(JARC) 50/50 matching federal grant to support additional transportation services to
assist persons with disabilities to reach jobs and to increase access to jobs for welfare
recipients and other low-income individuals. The grant was originally approved in
September of 2000. At the time the grant was approved the State Department of Human
Services was providing matching funds under the Temporary Assistance for Needy
Families (TANF) program. The City sub-contracted transportation service under this
grant through the Regional Transit Authority as the transit division prepared to move
minibus services and convert RTA contract into the city transit system.
However, at the end of FY 2002 the Department of Human Service Council
discontinued TANF match for JARC projects due to budget shortfalls. The loss of
matching funds essentially ended the JARC transportation service and subcontract with
the RTA. In December of 2003 a small opportunity developed to apply JARC funding
under the city's urban contract with Area Residential Care for employment
transportation to McGraw Hill at the Dubuque Technology Park. The grant contract has
been extended several times due to the marginal draw downs from the McGraw Hill
service.
In March of 2004, ECIA staff completed a planning grant project by the Community
Transportation Association of America. The purpose of the grant was to focus on
improving rural and urban transit services for persons living with disabilities in the fringe
areas surrounding the City of Dubuque. A lack of accessible evening and weekend
transportation was identified as a major barrier to persons living with disabilities in the
community.
A transit action committee (TAC) was formed to develop alternatives. Funding was the
primary barrier to creating an expansion of service into weekends and evening hours
when no public transportation was available. The discussions produced a
recommendation for pilot project that would involve the City subcontracting with A-OK
Yellow Cab for evening, weekend, and peak time employment transportation for Area
Residential Care residents. Funding for the service would come from JARC funds
matched with funding from Area Residential Care and A-OK Yellow Cab. The cost of
this service will be $6.00/ mile and will be paid for through the following formula:
50% $3.00 JARC funds
40% Client/Agency fare $1.00/$1.40
10% A-OK Yellow Cab Company (JMTG, Inc.) $.60
The proposed agreement would begin immediately and terminate on June 30, 2007. If
this partnership is successful, and additional JARC funding is available, we can
negotiate a contract extension or a new contract. It is also possible that Area
Residential Care may consider a separate contract with the Cab Company for non-
employment transportation needs.
RECOMMENDATION
I recommend the City approve the attached contract with A-OK Yellow Cab Company
for the purpose of providing evening, weekend, and peak time transportation service to
Area Residential Care using JARC funding matched with funding from Area Residential
Care and A-OK Yellow Cab Company.
January 16, 2006
EAST CENTRAL INTERGOVERNMENTAL ASSOCIATION
Dubuque City Council
City Hall, 50 W. 13th
Dubuque, lA 52001
Dear Mayor Boul and City Council Members:
Suite 200
3999 Pennsylvania Avenue
Dubuque. IA 52002
1 am writing on behalf of the Transit Action Group (TAG). TAG is a committee that the
East Central Intergovernmental Association (BClA) facilitates comprised of City of
Dubuque and Dubuque County representatives; transit and transportation providers;
general citizens interested in transit; as well as local social service organizations that have
a vested interest in transit in Dubuque and its surrounding area. I have attached a list of
the membership.
The TAG group is an outcome of a grant EClA administered two years ago funded
through the Community Transportation Association of America (CTAA) to study transit
at it relates to the fringe areas of Dubuque County and the disabled population. The grant
is complete; however, the group has continued to meet to ensure the grant outcomes are
implemented.
During our meeting held on Friday, January 6, 2006, a discussion took place regarding
the Keyline transfer location/drop off location at the Dubuque Kennedy Mall. :\s the
TAG group understands it, the current location where riders are being dropped at
Kennedy Mall, which is no longer the Kennedy Mall main entrance, is not handicap
accessible and not ADA compliant. Additionally, the TAG has concer..1S abOl.:t the
transfer point at Kennedy Mall being changed which may result in additional problems
for the riders especially as it relates to accessibility and the availability of sidewalks. The
TAG is asking for the City Council to consider the transfer/drop point at Kennedy Mall
as it relates to providing ADA compliant accessibility as well as alternate transfer points
near Kennedy Mall and how those locations relate to the City of Dubuque's sidewalk
ordinance.
Thank you for your time and consideration on behalf of the Transit Action Group.
Should you have any questions, I can be reached at 563-556-4166.
Sincerely,
cc: Mike Van MiIligen. City of Dubuque City Manager
David Heiar. Economic Development Director
(563) 556-4166 (800) 942-4648 (563) 556-0348 ecia@ecia.org www.ecia.org
__ _. ..n __.____
Dubuque Metropolitan Area Transportation Study Eastern Iowa Regional Housing Authority Eastern Iowa Regional Utility Services System
Eastern Iowa DeveIooment Comoration Reaion I EmDlovment and Trainino ' ECIA Reaional Plannino Affiliation ECIA BlJ~infl!!O.'" Growth. In~.
Keyline Transit Board of Directors
2410 Central Ave.
Dubuque, IA 52001
To Whom It May Concern:
I recently attended the Board of Trustees meeting on Thursday, January 19th, and I
must say I am disappointed with decisions made towards the Keyline Bus fixed route
system. I have been riding the bus since my arrival in Dubuque one year ago, and after
much thought, I feel I have some valid suggestions which may be useful to the Board.
First, I would like to commend the Board and the City of Dubuque, for
understanding the need of a bus system in the area. However, I feel that the bus system at
present is not being used to its full advantage to the city or the riders. Although I am sure
the Board and Keyline System will be much criticized on the recent decision to raise the
bus fare from $1.00 to $1.50, let me remind the Board of why such a decision is not in the
best interest of the bus system. As far as I have seen, the lowest economic bracket in
Dubuque uses the bus at this point. Expecting this bracket to pay the increased fare is
inane, as they will be the first to admit the strain on the budget to ride the bus in the first
place. It will not, however, be as much as a strain on the people who the bus seems to be
aimed at present, the students and seniors of Dubuque. It seems to me that since so many
people are being subsidized to ride the bus, whether it be a mentally handicapped, or
senior citizen, it hardly seems fare to put the heaviest fare on those who have no handicap
except poverty. I also believe, at the present time, .that the bus system is not a value for
the money spent on a ticket. It takes an excessive amount of time to reach one's
destination in Dubuque, if one is able to reach it at all. I understand the Board's
determination to cut the existing system, as it is not providing a service worthy of the cost
in economically difficult times.
My suggestions for improvement of the bus fall along the lines of those
mentioned by a member of the Board. A monthly pass should be issued to the general
public, as people who ride the bus are usually using it as their sole mode of transportation,
and it should be treated as such. The secorid suggestion may be considered a radical one,
but I think it is essential ,to implement improvements to the bus rather than lose money by
keeping the system as is. I think the Board should increase the service times of the bus to
cover peak commuting hours in the city, from 5:30am- 9am, morning hours servicing the
industrial portions of Dubuque every 30 minutes. Also, the bus should run peak hours
from3pm-8pm, evening hours, also serving industrial portions every 30 minutes. From
the hours of9am-3pm, the Transit should either cut service completely, or run fewer
buses to offset the cost of running service heavier in times when it is needed. By
converting the current fixed route transit service from a traditional underused service, the
Transit should act more of a shuttle service to the people of Dubuque who could actually
use the service at its inflated rate. I think the Transit should reconsider its current market
and consider targeting a different one. It will not improve the system overnight, but it is a
good beginningofkeeping.in the Dubuque spirit of improvement and move to becoming
a true metropolitan area. . ,. . , .
. '!, '" __:.~, 'l(~ \", ! ::
Thank you fortaking the-time ilrldconsiderationabout this matter.
S. I
170~
I David Heiar: sU\l\le~t.ion.doc
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11
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February 22, 2006
TO:
Dave Heiar, Economic Development Director
Randy Peck, Personnel Manager
FROM:
Karen Sisler, KeyLine
SUBJECT: Staffing
I am sending this via e-mail to Dave Heiar and I will make hard copy for
Randy.
Weare having major staffing problems in all areas at KeyLine. Of course
within the office area the problems are known. The fixed route area is next
hardest hit and then the mini bus area. In the fixed route area we have lost 4
drivers since the end of December and I have hired only one. One driver
retired, one was terminated, one resigned an.d one had a baby. Another
driver was off for 13 days, returned to work only Y2 days for a week and is
now back working full time. I have attempted to hire drivers for the mini
bus, but have not had much luck. I hired one and he resigned two days
later. I offered the job to two others, they accepted, but the background
check was not acceptable. I am interviewing another driver for a mini bus
position on Friday, but he has admitted that he does not know the city well
and he does not have a CDL. We have two drivers in the mini bus area that
are licensed to driver the larger buses and another who just needs to get the
additional endorsement on the CDL he now has. My hope was to hire mini
bus drivers and then use the folks who do have the proper license to drive
the fixed route buses. As you can guess by now we have a problem. Of
course all of this has resulted in some fixed route drivers fast approaching
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.
their cap,
I do have an idea, I would like to hire Mark Trannel for one ofthe positions
in the dispatcher office, He could drive mini bus and also work in dispatch,
since he would work PM in the dispatch office. Also Steve Christ, the
service worker in the garage would like to work more hours and has
expressed an interest in driving.
I would like to suggest that we approach the Union and ask if they would
have any objection to having Mark Trannel work in dispatch and drive and
also ask if Steve Christ could work in the garage drive.
I am trying to interview people for the driving positions, but not having
much luck and of course, since we are so short staffed in the office, I am
trying to cover everything.
On Thursday, Kari had to stay home with a sick child and Connie did not
come in until late morning, due to a situation at home. Gary only works till
9. I called the other part time person in and she came in at 10. I can't have
Gary work any more hours, because he is already donating hours due to the
1664 limit.
I really need some ideas, just anything to get us through this.
HELP
Karen
THECI"IYQF G~
DUBUQUE
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MEMORANDUM
March 9, 2006
TO: Michael Van Milligen, City Manager
FROM: David J. Heiar, Economic Development Director
SUBJECT: Transit Manager
PURPOSE
The intent of this memo is to make a recommendation for Management of the Keyline
Transit Department.
BACKGROUND
Transit Manager Mark Munson resigned his position with the City effective November
16,2005. Munson assumed his new duties as the RTA Transit Director for Dubuque,
Jackson, and Delaware Counties on November 21. In early December, the City Council
authorized a dual approach to filling this management void. There upon, the City
advertised simultaneously for a transit director and solicited RFP's for a management
firm. The City received approximately 25 individual applications and one response to the
RFP. Randy Peck and I pre-screened the applications to narrow the field. The City
Manager authorized a committee to review and interview the applicants and
management firm. The Committee consisted of the following members:
George Enderson, Transit Board Member
David Heiar, Economic Development Director
Dawn Lang, Budget Director
Dave Ness, Civil Engineer II
Randy Peck, Personnel Manager
Karen Sisler, Acting Transit Division Manager
Ken TeKippe, Finance Director
Don Vogt, Public Works Director
Gary Wagner, Transit Dispatcher
Over the past month this group conducted extensive telephone interviews with three
candidates from Kentucky, Missouri, and North Carolina. All three candidates have
transit experience and are currently unemployed. There were no local candidates with
transit experience. The Committee also interviewed two representatives of First Transit,
the management firm which submitted a proposal to our RFP. Subsequently, the group
1
interviewed the General Manager who is identified as the local manager for Keyline by
First Transit.
Over the past several months, several significant issues have surfaced. The most
critical issue evolves around the rapidly escalating costs of Paratransit (mini-bus)
service. Other issues include the lack of training, implementing RouteMatch software,
record keeping, vehicle maintenance, fixed route service, reduced ridership on the fixed
route system, contracted service, no-shows, and federal funding.
In addition, prior to his departure, Mr. Munson prepared a transition plan which identified
ongoing projects/issues which included;
. Installation of passenger boarding stations in the downtown area.
. Plumbing issues at the garage
. Window replacement
. JARC opportunities
. Kennedy Mall transfer point
. Marketing for fixed routeltrolley systems
. Delhi transfer station
RECOMMENDATION
Having completed several hours of interviews and reference checks, the committee
recommends that the City enter into a contract with First Transit to provide a General
Manager for Keyline Transit. There are many reasons for this recommendation.
The strongest reason for this recommendation is that hiring a management company
provides the City of Dubuque with much more than just a General Manager. This
manager is supported by a network of specialized consultants. The company highly
encourages their clients to utilize at least 120 hours of this consulting service per year.
In fact, the proposed contract provides for unlimited assistance from First Transit
Corporate Management staff in the following categories;
o Service analysis and design
o Operations issues
o Marketing
o Vehicle maintenance
o Labor relations
o FT A compliance
o Triennial Review, ADA Regulations, and NTD Reporting
o Safety and Training
o Finance, Budgeting and Funding
o Human Resources
o Transit Technology
o Equipment and Vehicle Specifications
o Monthly reports
o Network of Peers (Intranet)
2
As the committee evaluated and discussed the options of hiring a director or entering
into a management contract, the following statements were made:
"A management firm provides a complete package, far beyond what anyone person
can provide."
"A management firm will give the City of Dubuque an umbrella of instant expertise."
"The depth of resources (the bench) available through First Transit is worth the minimal
additional expense associated with this option."
Another advantage of hiring a management firm is that the City would qualify for
discounts on materials and services through the Corporate Purchasing Agreement
(CPA).
"First Transit managed properties are provided an opportunity to save at least a
15% discount off the best prices at many major suppliers through First Transit's
CPAs. To establish the CPAs, First Transit has leveraged the size of the
national fleet we manage, operate and maintain in order to negotiate special
pricing with a number of top vendors. First Transit-managed properties
continue to follow their normal procurement procedures, but in most cases, our
customers have found that the CPA pricing is substantially more favorable than
the next lowest price quoted by prospective vendors."
First Transit has CPAs with over 50 companies. The City of Decatur, Illinois estimates at
least a $5,000 per year savings on purchases that take advantage of these discounts.
First Transit also provides a network for the local general manager to contact over 120
other First Transit managers through an electronic bulletin board. This system allows
the local manager to tap into the expertise of his/her peers within the organization. This
interactive bulletin board allows any manager to pose questions or ask for information
on any topic. This system facilitates real time information exchange allowing employees
to access immediate answers to questions posted. Managers have been able to access
sample forms, solutions to specific system issues, and case studies regarding industry
related products and services that might be considered. This process is similar to the
"Grapevine" used by the Iowa City Manager's Association.
First Transit's Management division has developed an intranet site to increase the flow
of information between its employees and managed systems. This site includes many
useful documents, including real case studies and reports and specifications, as well as
links to many of the customer websites and links to transit publications.
As part of the contract, First Transit annually hosts its Transit Management Region Vice
Presidents, Area Vice Presidents, and General Managers for a three day conference
that includes operational, technical, and leadership training. The annual conference is a
great opportunity for their managers to take advantage of information and experience
3
that is available throughout the network of transit systems. Another important goal of the
meetings is to ensure that local managers are aware of the types of support that are
available to them and their transit systems through corporate office and Customer
Support Staff.
First Transit also has established some internal controls that would be extremely
beneficial to the City of Dubuque. Recently, the company developed a website that
allows for the online tracking of reports and performance measures. The monthly
reports include operation statistics, financial data, and budget comparisons for each
transit management location. This website allows for the analysis of the data on a
monthly or annual basis, as well as allows for the comparison to peer transit systems
within the First Transit network. In addition, every month, the First Transit managers
participate in a mandatory conference call to discuss current transit issues (funding,
safety, personnel items, procurement, etc.) actual and anticipated changes in the
industry and to share ideas and success stories. The calls include the corporate
management, Region and Area Vice Presidents, General Managers, and support staff.
The final advantage identified by the Committee is that a management contract would
eliminate temporary management voids. If a local manager hired by First Transit leaves
the City of Dubuque, the company will provide a temporary manager until a permanent
manager fills the void. This would eliminate situations like we are currently experiencing;
where only the really critical issues are addressed until management staff is hired to
deal with the many facets of providing and maintaining a public transportation system
like Keyline.
Reference checks were completed with three Midwest cities I chose at random from the
list of existing contracts provided by First Transit. These cities included Davenport,
Iowa, Decatur and Peoria Illinois. All three were extremely pleased with the service
provided by First Transit. Their responses noted that whenever there is an issue, First
Transit provides a timely remedy without "nickel and dimeing" you every time you need
something.
I have heard some concerns about the City's perceived loss of control by contracting
management of the Transit Division rather than having a City employee manage
Keyline. I do not share this perception. To the contrary, I feel we may have more control
with a contract. It is not easy to terminate an employee, but it will be much easier to
terminate a contract for lack of performance. First Transit has assured the City that if we
are unhappy with the General Manager assigned to Dubuque, they will make the
necessary personnel changes to accommodate our needs. They do not want to loose a
contract. The contract provides an annual opportunity to terminate without cause.
If this contract is approved, First Transit plans to assign Jon Rodocker as the Dubuque
General Manager. Jon has over six years of transit experience in two First Transit
communities (Lynchburg, Virginia and Hot Springs, Arkansas). He started as a driver in
Arkansas and has worked his way to Assistant General Manager in Virginia. Jon has
experience in revamping the Paratransit system and in implementing more efficient
4