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Item 10BCity of Southlake, Texas M E M O R A N D U M September 10, 2003 TO: Billy Campbell, City Manager FROM: Malcolm Jackson, Director of Community Services (xt. 1527) Approve Transportation Task Force Report and Recommendations SUBJECT: Action Requested: City Council review of the Transportation Task Force Report and consideration of the recommendations. Background Information: In early 2003, Southlake Community Services staff conducted a basic review of existing transportation services provided to Southlake seniors and citizens facing physical challenges. The purpose rested in determining the level of services currently provided and the long-term viability of those services. Based upon the preliminary findings, staff identified several issues believed to warrant a more detailed study of the transportation issues. Staff conducted a presentation to the Southlake Senior Advisory Commission, which supported a recommendation to the City Council to form a Transportation Task Force to conduct a study and submit a report of the findings. In July, 2003 the City Council authorized the task force. The task force consisted of Mary Hoger, Bill Wallace, and David Baltimore as representatives from the Senior Advisory Commission (SAC); Steve Lakin as the primary representative of Call a Ride Southlake (CARS); and Steve Moore, Steve Polasek, and Malcolm Jackson as Community Services Staff representatives. Council Member Carolyn Morris and Council Member Keith Shankland served as representatives from the City Council. While these individuals comprised the formal task force group, substantial information and exchanges of ideas emerged from numerous other individuals, including, but not limited to senior-center users, Red Cross, Texas Department of Transportation (TxDot), Yellow Cab, Northeast Transportation Systems (NETS), Care Corps, Metroport Meals on Wheels (MMOW), community volunteers, and other staff members. A detailed summary of the findings and recommendations of the task force is included in the attached report. Financial Considerations: If City Council chooses CARS and Tx Dot as the primary and secondary means of transportation for Southlake as recommended by the task force, the cost will be $12,000 annually for all services. If the City Council selects another option, the annual costs range from $0 to $100,000 depending on the option and its corresponding level of services provided. Billy Campbell, City Manager September 10, 2003 Page 2 Citizen Input/ Board Review: The task force was comprised of representatives of the Senior Advisory Commission, Call a Ride Southlake (CARS), and Community Services staff. City council members Carolyn Morris and Keith Shankland served as advisors. Numerous individuals from senior center users and staff provided additional input and information during the task force study. Legal Review: None Alternatives: Alternatives include the following: City Council follow recommendation made by the Southlake Transportation Task Force to fund a combination of transportation services through both CARS and Tx Dot for $12,000 annual cost as stated in the transportation report. City Council select one of the alternative programs listed in the report, with the financial impact ranging from $0 to $100,000 estimate annually. City Council request additional study. City Council discontinue all transportation services. Supporting Documents: Supporting documents include the following items:  Transportation Task Force Study Staff Recommendation: Staff recommendation is to accept the recommendation of the Transportation Task Force for the next fiscal year and to follow up with additional research and study during the next fiscal year to determine if additional program changes would be later recommended. M E M O R A N D U M September 10, 2003 TO: Honorable Mayor and City Council Members FROM: Southlake Transportation Task Force Transportation Report SUBJECT: ___________________________________________________________________________ Southlake Community Services conducted a preliminary review of existing transportation services provided to Southlake seniors and citizens facing long-term physical challenges. Based upon a subsequent recommendation by the Parks Board and Senior Advisory Commission, the Southlake City Council approved the formation of a transportation task force in July, 2003 to study the matter and submit a report and recommendation for action to the City Council. The members of the task force included Mary Hoger, Senior Advisory Commission; Bill Wallace, Senior Advisory Commission (citizen representative); David Baltimore, Senior Advisory Commission (alternate); Steve Lakin, CARS representative; Steve Polasek, Southlake Community Services; Steve Moore, Southlake Community Services; and Malcolm Jackson, Southlake Community Services. City Council members Keith Shankland and Carolyn Morris served as city council advisory members. A host of other individuals provided valuable input during this process. Attached is the report from the Transportation Task Force. The report outlines the organizational structure of the task force, the elements considered in the study, a summary of the findings and determinations of the task force participants, a variety of options available, and recommendations from the task force. The members of the task force wish to express our appreciation to all of those who so willingly participated in the study, and to the representatives of the Senior Advisory Commission, Call a Ride Southlake (CARS), Texas Department of Transportation, and others who worked so hard in making this study as comprehensive as practical within the desired timeframes. And we especially thank the City Council for authorizing this study. The task force representatives remain available for any question or comment following your review of the attached report. Southlake Transportation Task Force Report An Analysis of Transportation Services for Southlake Senior Citizens and Residents Facing Physical Challenges. September 2003 Southlake Transportation Task Force Report An Analysis of Transportation Services for Southlake Senior Citizens and Residents Facing Long-term Physical Challenges In early 2003, Southlake Community Services staff conducted a basic review of existing transportation services provided to Southlake seniors and citizens facing physical challenges. The purpose rested in determining the level of services currently provided and the long-term viability of those services. Based upon the preliminary findings, staff identified several issues believed to warrant a more detailed study of the transportation issues. Staff conducted a presentation to the Southlake Senior Advisory Commission, which supported a recommendation to the City Council to form a Transportation Task Force to conduct a study and submit a report of the findings. In July, 2003 the City Council authorized the task force. The task force consisted of Mary Hoger, Bill Wallace, and David Baltimore as representatives from the Senior Advisory Commission (SAC); Steve Lakin as the primary representative of Call a Ride Southlake (CARS); and Steve Moore, Steve Polasek, and Malcolm Jackson as Community Services Staff representatives. Council Member Carolyn Morris and Council Member Keith Shankland served as representatives from the City Council. While these individuals comprised the formal task force group, substantial information and exchanges of ideas emerged from numerous other individuals, including, but not limited to senior-center users, Red Cross, Texas Department of Transportation (TxDot), Yellow Cab, Northeast Transportation Systems (NETS), Care Corps, Metroport Meals on Wheels (MMOW), community volunteers, and other staff members. As a part of the first meeting conducted on Tuesday, August 12, 2003 the task force outlined its goal and objectives. Specifically, the task force desired to conduct an analysis to determine the needs of the community and available services in order to make a recommendation to the City Council regarding future funding or related corresponding service delivery. To this end, the task force listed the following objectives: Identify the essential and non-essential transportation needs of the seniors. Identify the essential and non-essential transportation needs of residents with physical challenges. Identify existing service delivery organizations or entities. Identify the costs to the city and to the recipient users for the transportation services. Evaluate advantages and disadvantages to each service delivery option identified. Research ideas for other programs not currently in existence or not currently available. Match the needs with the service delivery options available, within budgetary limitations. Develop a recommendation to the City Council regarding the transportation program. Complete the initial task force report and submit it to the City Council prior to the adoption of the FY2003-04 budget. The task force evaluated the transportation service levels provided by fifteen cities in the Dallas-Fort Worth metroplex. Those cities included Grapevine, Colleyville, Lewisville, Bedford, North Richland Hills, Euless, Arlington, Irving, Garland, Mesquite, Keller, Grand Prairie, Richardson, Mansfield, and Saginaw. Of those cities, all provided senior citizen transportation services to the senior center except Colleyville and Keller, who provide no services to their senior center as reported. Grapevine, Garland, Irving, and Richardson utilized paid staff drivers to conduct their senior transportation service. The remaining cities utilized a local transportation district or multi-city program such as NETS. The task force identified the essential and non-essential needs for both seniors and those with physical challenges. The task force focused primarily on those with challenges that prohibited or restricted the ability to drive independently of others on a long-term or perpetual basis. Additionally, on first observation, some items listed may appear to be non-essential; however, information obtained indicated that they were considered to be essential to the overall well-being of the individual on both a physical and mental health level. The needs were identified and categorized as follows: Essential Needs Medical/Dental Transportation to the Senior Center Shopping Business (Banking, Attorney, etc.) Voting Employment (When that employment is necessary.) Therapeutic Recreation/Rehabilitation (mentally/physically challenged) Non-essential Needs Travel to Senior Centers in other communities Social Activities Volunteer Work Employment (When that employment is desired, but not necessary.) The task force then identified the existing service delivery options available without evaluation of their viability at this point, and the estimated cost to the city for use of those services. The following chart identifies each identified option and related annual cost to the city if the city provided full funding of the program: Program Annual Cost Estimate City Staff $100,000 Private (Friend/Family) 0 Taxi 0 N.E.T.S. $12,000 Mid Cities Care Corps 0 Tx DOT $1,600 C.A.R.S $25,000 The task force then identified the level of service delivery that each of the identified options provided in order to match the program services to the essential needs to the degree possible. The following is a summary of the level of services provided by each, and determination of its respective viability: City Program - This program based on employment of two staff members and one city-owned multiple-passenger van. Estimates based on Monday-Friday service within same 25 mile radius of Southlake. No cost to rider. Estimated cost to city in excess of $100,000 annually. Not viable. Private - Restrictions vary based on availability of each case. No identified parameters. Not viable. Taxi - Provides rides for any need. No distance limit subject to cab company rules. Cost to rider depends on distance, typically costs $2.00 initial fee plus $2.00 per mile. Example of a round-trip from home in west Southlake to medical office in Grapevine located 8 miles away costs the rider $36. The same ride to Fort Worth medical office located 20 miles away costs the rider $44. Not viable. NETS - Provides rides for medical needs and transportation to senior centers only. Transportation provided by paid drivers. Provides handicap services for non-senior citizens. No cost to the rider. Service available Monday-Friday. Historically the program has experienced multiple service delivery problems and is currently undergoing a restructuring. Estimated cost is $0.50 per capita or an estimated $12,000 annual cost to the city to participate. City must be a participant for its use to be available. Not viable. Care Corps - Provides rides for all service needs except transportation to senior centers. Transportation provided by volunteer drivers. Requires a one-week advanced schedule. Services available Monday-Friday for transportation and some limited evening and weekend service. Also provides some home services such as mowing the lawn. Non-transportation services (household chores) provided on weekends. No cost to the city. No cost to the rider. Not viable. TxDot - Provides rides for any purposes. Transportation provided by paid drivers. Program uses 16 multi-passenger vans. Each city is allocated one day per week as their primary designated day, and on that day, all available vehicles are provided for use by that city’s riders. On the remaining days, availability of rides are possible, subject to priority requests from other cities on a first-come basis. Program costs based on number of seniors as reflected in the last census. Annual cost to city of $1,600 based on current senior population. Handicap riders also permitted use and are not considered in any charges to the city. Each rider pays $2.50 per one-way trip. If city does not participate, any resident senior or handicap citizen can request a first-come ride if available, but must pay $10 per one-way trip. Viable. CARS - Provides rides for medical, social, business, and personal needs. Limited to 7 miles for non- medical needs and 25 miles for medical needs. Transportation provided by volunteer drivers using their personal vehicles or by use of the handicap-accessible CARS van. No cost to the rider. Services Monday-Friday. Office contact hours limited to 9:00 a.m. to noon with reservations one day in advance. City currently provides office space and $5,000 annual payment for scope of services agreement. Viable. Further analysis involved a survey of the seniors visiting the senior center programs, including those that currently drove, those that rode with family or friends, and those that utilized CARS. The survey results indicated that the majority of the senior center participants indicated satisfaction with the service delivery by CARS and recommended continuation of the program. The survey also indicated a proportional increase in the likelihood of voluntarily surrendering drivers’ licenses by senior citizens when reliable and well-rounded options were available. A more detailed analysis of the survey results is suggested for long-term analysis purposes; however, the fundamental information proved useful to the task force in determining the final recommendation. The task force also identified several issues related to the existing transportation program, which were discussed with various representatives from CARS who participated in the task force. The representatives included one of the individuals involved in the original program design and founding, the president of the organization, and one volunteer board member. The task force points out several key points and facts considered in the evaluation of the CARS program considered, as follows: Earlier in the year, CARS reported that they had not been able to raise the projected annual donations necessary to sustain the program. In addition, the existing board had served in the volunteer capacity for several years, and some board members desired to discontinue or were ineligible to continue their participation. CARS indicated to representatives from the Senior Advisory Commission and city staff that in the absence of raising additional funds and absent a continued effort by the board, the CARS program had sufficient funding to conduct operations through the end of the calendar year. It was actively seeking other organizations or entities to take over the program, including seeking available options from the Metroport Meals on Wheels program and the City of Southlake. The City Council approved a scope of services agreement that included the payment of $5,000 for transportation services to be provided through the end of FY2002-03, and to provide office space. The operating cost for part-time personnel is $11,200 annually. Other ancillary costs (postage, printing, office supplies, and telephone services, insurance) are estimated at $13,800 annually. The current available cash on hand was reported to be approximately $25,000 prior to the scope of services agreement with the City of Southlake. The statistical data tracking was not clear for key data such as the number of rides denied because of lack of a volunteer driver and the number of missed appointments or pickups. In reaching the recommendation, the task force considered a variety of hypothetical scenarios, including the potential cessation of the existing CARS program, and the subsequent financial and service delivery impact of the remaining available options. Additionally, a survey indicated an increased likelihood of senior citizens voluntarily surrendering their driver’s license if reliable transportation was available. This analysis played an important role in the final recommendation. The task force also acknowledged that since the inception of CARS in January of 2000, CARS has provided 5,629 one-way rides to senior citizens and handicapped persons through 4,942 hours of volunteer time by drivers traveling some 52,590 miles in their personal vehicles and 8,667 miles in the handicap accessible van. To this extent, the Transportation Task Force makes the following recommendation involving a tiered approach utilizing two transportation services to ensure full service delivery at an affordable rate, with appropriate notations shown under each: Set aside a total of $12,000 for annual expenditures for transportation services. (This equates to the annual amount necessary for the city to participate in the NETS program. Albeit not recommended to participate in NETS, it is an alternative option for medical necessity transportation.) Utilize CARS as the primary transportation program for use by the seniors and physically challenged individuals with maximum annual payment for scope of services set at $10,000. There will need to be several operational and procedural changes to the program as outlined below and all remaining program fund requirements to be raised by CARS through alternative means. Provide payments on a quarterly basis subject to compliance with the revised terms and conditions of the scope of services agreement. Continue to provide office space for basic operation needs. Set the scope of services agreement to be automatic renewal for two additional one-year periods, subject to the approved annual allocation of funds by the City Council. Contract with TxDot as an alternate program and backup system for use by the seniors and physically challenged individuals. This provides an on-going contingency plan at minimal cost to the city. Transportation users would have an alternative available in the event one or the other was unable to accommodate the need, or in the event one or the other programs ceased operations. Additionally, this option allows for a designated day to be set by the seniors or therapeutic recreation program participants to be designated as a "field day" in which full advantage of the multiple van transportation system for the group to be transported to outings at a very nominal rate for transportation. The task force also recommends the following levels of expectation in service delivery and operations within the CARS program to be included as a part of the scope of services agreement and quarterly program evaluation: Provide someone available “in the office” during published and established office hours and to be available for a timely response by alternative means (cell phone / pager / alternate phone number) when rides are scheduled and until completion of those ride deliveries are confirmed. Provide an after-hours on-call emergency contact number available to the public safety dispatch office to reach someone with the CARS program for a true emergency. Provide statistical tracking and monthly reports of the number and type of telephone calls received, number of rides requested and not initially able to provide, number of scheduled rides missed and the cause, the number of active volunteer drivers, number and destination type of rides provided, and financial reports reflecting income and source type and expenditures. Conduct board meetings as set out in the articles of incorporation and by-laws and provide copies of the minutes of those meetings within 30 days of the meeting. The city to have an "ex-officio" or liaison member participate with the CARS board at all scheduled meetings. The task force recognized that its work was conducted and concluded within a substantially limited time frame. Additional programs not currently in existence may emerge through additional exploration, brainstorming, and interaction with other organizations. Although it would take some time to fully analyze and develop the possibility of sharing the use of the specially equipped smaller school buses and the paid drivers as part of a Joint Use project serves as just one example. To this end, the recommendation of the task force limits the time frame and includes the additional recommendation that the city continue to explore various options and to include business organizations, medical facilities, senior citizens, physically challenged individuals, and applicable elected and appointed officials in a more in-depth analysis over the next 12-24 months. At that time, a more detailed long-range plan could be established. The members of the task force extend their appreciation to all those that participated in this process, and the members stand ready and available to address any questions or comments.