stark area regional transit authority board of trustees ... · 11/13/2013 · board of trustees...
TRANSCRIPT
Stark Area
Regional Transit Authority
Board of Trustees Meeting
November 13, 2013
TABLE OF CONTENTS
AGENDA ................................................................................................................ 1
BOARD MINUTES ................................................................................................... 2
DEPARTMENTAL REPORTS .....................................................................................
TRANSPORTATION ............................................................................................. 5
MAINTENANCE ................................................................................................. 14
FINANCE ........................................................................................................... 18
PLANNING ......................................................................................................... 27
INFORMATION TECHNOLOGY ........................................................................... 32
HUMAN RESOURCES ........................................................................................ 34
EXECUTIVE TEAM MINUTES ............................................................................... 40
FOR YOUR INFORMATION ................................................................................... 45
RESOLUTIONS ..................................................................................................... 49
Stark Area Regional Transit Authority Board of Trustees Meeting
November 22, 2013 @ 5:00 PM
1. Roll Call
2. Approval/Correction of Minutes A. October 23, 2013
3. Citizen Communications
4. Board Committee Reports A. Finance – James Reinhard (Chairperson) B. Personnel – Jerry Bixler (Chairperson)
C. Public Property/Capital Improvements – Ron Macala (Chairperson)
D. Citizens Advisory Board – Nancy Johnson (Chairperson)
5. Departmental Reports
A. Transportation – Tom Williams B. Maintenance – Mark Finnicum
C. Finance – Mark Cornman D. Planning – Katherine Manning E. IT – Craig Smith
F. HR – Kristy Rowe
6. Communications
A. President B. Board C. Executive Director/CEO
7. Executive Team Meeting Minutes
8. For Your Information
9. Resolutions A. OTRP B. Health insurance
C. 2014 Operating Budget D. 5310 Designated Funds
E. 5310 MOU F. MedLine Policy G. Surplus
1
Stark Area Regional Transit Authority Board of Trustees Meeting
October 23, 2013 @ 5:00 PM
Mr. DeGraff called the meeting to order at 5:05pm.
Attendance
Board (Quorum was present) Chuck DeGraff (President), Nancy Johnson (Vice-President), Amanda fletcher, Ron Macala, Nick Navarra, James Reinhard, Chet Warren
Excused Jerry Bixler
Mr. Warren moved to accept the excused absence. Ms. Johnson seconded the motion; vote passed unanimously.
Absent Jim Dyke
Staff
Kirt Conrad (Executive Director/CEO), Nick Davidson (Customer Service/Proline Supervisor), Katherine Manning (Director, Planning), Mark Finnicum (Chief Operating Officer), Mark Cornman (Director, Finance), Brian Spangler (Coach
Operator & Union Stewart), Craig Smith (Director, Information Technology), Tom Williams (Transportation Manager), Tammy Marie Brown (Civil Rights Manager)
Other Gust Callas (Black McCuskey), Barbara Rhoades (OTRP)
Approval/Correction of Minutes September 25, 2013 Ms. Johnson moved to adopt the meeting minutes. Ms. Fletcher seconded the motion; vote passed unanimously.
October 9, 2013 Mr. Warren moved to adopt the meeting minutes. Ms. Fletcher seconded the
motion; vote passed unanimously.
Presentation by Barbara Rhodes – OTRP & Ohio Health Pool OTRP
The Ohio Transit Risk Pool’s current membership consists of Akron Metro, SARTA, Data Bus, BCRTA, PARTA, Lima County RTA, Laketran, TARTA, WRTA,
and SEAT. Each member has one vote. OTRP conducts a yearly, safety performance audit, the Ghost Rider Program, Driver Training Program, and Loss
Control Classes.
2
Health Pool
Mr. Macala and Mr. Reinhard participated in a conference call to address some
previous concerns. Founding members for the new Health Transit Pool of Ohio will be TARTA, SARTA, and Akron Metro. Employees will maintain their current
benefits. The Board’s first meeting will be in November, with each member having one vote.
Departmental Reports
Transportation – Tom Williams – As submitted
Ridership continues to increase. Mr. Williams is hiring to accommodate for the new MedLine service. He is
currently interviewing for 8 - 10 non CDL drivers.
Maintenance – Mark Finnicum – As submitted The parking lot is near completion. Stripping will be completed tomorrow.
Mr. Finnicum and his team continue to hang the new bus stop signs.
Mr. Finnicum continues to interview to fill various positions.
Finance – Mark Cornman – As submitted SARTA continued strong cash position in September. Cash balance was
$9 million while net working capital was $11.3 million. Current ratio was an impressive 8.92 (2.0 being the benchmark of a healthy organization).2013 year to date operating and sales tax revenue is $400
thousand ahead of the same period last year, while operating grant revenue is up $2.5 million year to date in 2013 over the same period in 2012.
Planning – Katherine Manning – As submitted
Ms. Manning and Mr. Conrad attended the Senior Forum for Jobs and Family Service.
SARTA received a lot of press for the Pinpoint.
Latrice Virola was promoted as Contract administrator and internal interviews will be performed for travel trainers.
Ms. Brown and Ms. Manning met with DD’s SSA’s (case managers) concerning MedLine.
Information Technology - Craig Smith – As submitted
Mr. Smith is awaiting the LED signs as part of the Pinpoint project.
3
Mr. Smith continues to work with Trapeze for GoLine and the IVR project.
SARTA is currently in dispute with AVAIL regarding text messages that will alert riders.
Resolutions
Resolution #31 A RESOLUTION AUTHORIZING THE EXECUTION OF THE MEMBERSHIP AGREEMENT AND BYLAWS OF THE HEALTH TRANSIT POOL OF OHIO
Mr. Reinhard moved to adopt the resolution. Mr. Warren seconded the motion; vote passed unanimously.
Resolution #32 FOR APPLICATION FY 2014 STATE GRANT “Urban Transit Program Grant”
Mr. Warren moved to adopt the resolution. Ms. Fletcher seconded the motion; resolution passed unanimously.
Resolution #33 A RESOLUTION AUTHORIZING THE EXECUTIVE DIRECTOR/CEO TO
ENTER INTO A CONTRACT FOR PURCHASE OF DIESEL FUEL Mr. Warren to adopt the resolution. Mr. Reinhard seconded the motion; vote passed unanimously.
***Executive Session***
6:15 – 645PM
To discuss pending or imminent court action Ms. Johnson moved to enter executive session. Mr. Reinhard seconded the motion. All answered “yes.”
4
Transportation
Tom Williams
(Manager, Transportation)
5
TRANSPORTATION DEPARTMENT REPORT
October 2013
Statistics
Operated 23 Weekdays and 4 Saturdays compared to 23 Weekdays and 4
Saturdays in 2012.
Total Weekday Service average rides per day was 9,630.
Total Saturday Service average rides per day were 5,788.
Total Ridership was 246,890 compared to 246,926 in 2012.
Total Vehicle Miles was 326,473 compared to 318,237 in 2012.
Fixed route service provided 232,954 rides compared to 233,196 in 2012
and 194,973 vehicle miles compared to 185,252 in 2012.
Special shuttle service provided 297 rides compared to 198 in 2012 and 2,008 vehicle miles compared to 211 in 2012.
Proline service provided 13,639 rides compared to 13,532 in 2012 and
118,138 vehicle miles compared to 121,675 in 2012.
Proline Weekday Service average rides were 554 compared to 549 in 2012.
Proline Saturday Service average rides were 227 compared to 226 in 2012.
6
Rid
ers
hip
CU
RR
EN
T M
O.
PR
IOR
YR
.Y
TD
PR
IOR
YT
D
2013
2012
c
hange
%2013
2012
c
hange
%
Fix
ed
Ro
ute
232,9
54
233,1
96
-242
-0.1
0%
2,1
30,6
11
2,0
95,1
15
35,4
96
1.6
9%
Para
tran
sit
13,6
39
13,5
32
107
0.7
9%
115,9
56
117,2
82
-1,3
26
-1.1
3%
Sh
utt
les, S
pe
cia
ls297
198
99
50.0
0%
19,1
70
14,7
93
4,3
77
29.5
9%
To
tal
246,8
90
246,9
26
-36
-0.0
1%
2,2
65,7
37
2,2
27,1
90
38,5
47
1.7
3%
Veh
icle
Op
era
tio
ns
CU
RR
EN
T M
O.
PR
IOR
YR
.Y
TD
PR
IOR
YT
D
Mileag
e2013
2012
c
hange
%2013
2012
c
hange
%
Fix
ed
Ro
ute
194,9
73
185,2
52
9,7
21
5.2
5%
1,8
30,1
29
1,7
78,5
64
51,5
65
2.9
0%
Para
tran
sit
118,1
38
121,6
75
-3,5
37
-2.9
1%
1,0
79,8
06
1,0
58,5
66
21,2
40
2.0
1%
Sh
utt
les, S
pe
cia
ls2,0
08
211
1,7
97
851.6
6%
15,4
75
3,9
44
11,5
31
292.3
7%
De
ad
he
ad
Mile
s11,3
54
11,0
99
255
2.3
0%
107,8
67
105,8
76
1,9
91
1.8
8%
To
tal
326,4
73
318,2
37
8,2
36
2.5
9%
3,0
33,2
77
2,9
46,9
50
86,3
27
2.9
3%
Ho
urs
CU
RR
EN
T M
O.
PR
IOR
YR
.Y
TD
PR
IOR
YT
D
2013
2012
c
hange
%2013
2012
c
hange
%
Fix
ed
Ro
ute
11,8
80
11,9
65
-85
-0.7
1%
112,2
79
114,7
10
-2,4
31
-2.1
2%
Para
tran
sit
6,2
12
6,3
05
-93
-1.4
8%
58,5
38
59,3
95
-857
-1.4
4%
Sh
utt
les, S
pe
cia
ls92
18
74
411.1
1%
1,1
26
705
421
59.7
2%
To
tal
18,1
84
18,2
88
-104
-0.5
7%
171,9
43
174,8
10
-2,8
67
-1.6
4%
PA
SS
EN
GE
R P
ER
MIL
EPA
SS
EN
GE
R P
ER
MIL
E
CU
RR
EN
T M
O.
PR
IOR
YR
.C
UR
RE
NT
YT
D P
RIO
R Y
TD
Fix
ed R
oute
1.1
9
1.2
6
1.1
6
1.1
8
Paratransit
0.1
2
0.1
1
0.1
1
0.1
1
Specia
l0.1
5
0.9
4
1.2
4
3.7
5
PA
SS
EN
GE
R P
ER
HO
UR
PA
SS
EN
GE
R P
ER
HO
UR
CU
RR
EN
T M
O.
PR
IOR
YR
.C
UR
RE
NT
YT
D P
RIO
R Y
TD
Fix
ed R
oute
19.6
1
19.4
9
18.9
8
18.2
6
Paratransit
2.2
0
2.1
5
1.9
8
1.9
7
Oth
er R
evenue
3.2
3
11.0
0
17.0
2
20.9
8
SA
RT
A R
IDE
RSH
IP R
EPO
RT
October 2
013
2
013 O
pera
ting D
ays 23 W
eekdays, 4
Satu
rdays,
2012 O
pera
ting D
ays 23 W
eekdays, 4
Satu
rdays,
7
8
Customer Service & Paratransit Reservations
October 2013
Mr. Davidson worked with Mr. Smith and Trapeze to adjust the Trapeze
software system to for SARTA’s new MedLine service.
Mr. Davidson held interviews for Customer Service Representatives/Paratransit
Reservationists. Michelle Edwards began on October 31 and will complete training in mid to late December.
The MedLine Policy has been written, revised and forwarded for board review and adoption.
9
Proline “Shared Ride” Service Statistics
For the Year 2013
Month Trips
Scheduled
Same Day
Cancels
No-
Shows Late
Cancels
Cancels at the Door
Total Performed
Trips
Vehicle Miles
January 12,635 569 73 117 47 11,829 107,552
February 12,526 492 91 111 52 11,780 105,769
March 12,626 540 58 117 34 11,877 108,857
April 13,795 572 87 152 37 12,947 116,102
May 12,834 463 79 139 26 12,127 109,824
June 9,897 408 77 119 39 9,254 99,117
July 10,380 497 92 117 37 9,637 104,002
August 11,372 452 70 69 25 10,756 104,721
September 12,683 426 67 60 20 12,110 105,724
October 14,278 494 60 72 13 13,639 118,138
November
December
Proline “Shared Ride” Service Statistics
For the Month 2012
Month Passengers Scheduled
Same
Day Cancels
No-
Shows Late
Cancels
Cancels
at the Door
Total Passengers
Vehicle Miles
October 14,407 584 80 167 44 13,532 121,675
10
Pass/Ticket Sales Comparison, 2012-2013
2013 2013 Totals 2011 2012 Totals Percent changed
Jan $91,719.25 Jan $101,789.75 -9.89%
Feb $76,252.75 Feb $93,754.75 -18.67%
Mar $51,744.00 Mar $60,252.25 -14.12%
Apr $88,856.50 Apr $60,959.00 45.76%
May $50,097.00 May $82,775.00 -39.48%
Jun $68,087.50 Jun $98,688.25 -31.01%
Jul $91,861.75 Jul $49,486.25 85.63%
Aug $97,814.75 Aug $148,705.50 -34.22%
Sep $58,580.75 Sep $68,291.00 -14.22%
Oct $99,566.00 Oct $82,473.75 20.72%
Nov $0.00 Nov $0.00
Dec $0.00 Dec $0.00
Year-to-Date $774,580.25 $847,175.50 -8.57%
11
Fare
Typ
eJa
nFe
bM
arch
April
May
June
July
Aug
Sept
Oct
Nov
Dec
Tota
l10
-Rid
e
Pro
line
1,80
0.00
$4,2
97.5
0$5
,400
.00
$3,0
37.5
0$2
,025
.00
$2,3
62.5
0$1
,890
.00
$7,2
22.5
0$2
,097
.00
$16,
492.
50$0
.00
$0.0
0$4
6,62
4.50
10-R
ide
Red
uced
2,91
7.50
$1,5
60.0
0$1
,747
.50
$1,7
47.5
0$1
,957
.50
$1,5
22.5
0$1
,665
.00
$1,8
45.0
0$1
,575
.00
$1,7
32.5
0$0
.00
$0.0
0$1
8,27
0.00
3,00
0.00
$1,3
50.0
0$1
,335
.00
$4,5
30.0
0$1
,665
.00
$2,7
60.0
0$6
,180
.00
$2,5
80.0
0$1
,275
.00
$1,8
15.0
0$0
.00
$0.0
0$2
6,49
0.00
186.
75$2
,310
.75
$47.
25$2
,115
.00
$141
.75
$279
.00
$27.
00$1
35.0
0$1
,165
.50
$2,4
14.2
5$0
.00
$0.0
0$8
,822
.25
1,11
1.50
$827
.00
$1,0
41.7
5$1
,030
.50
$986
.25
$981
.75
$1,1
15.2
5$1
,188
.75
$980
.25
$1,1
16.0
0$0
.00
$0.0
0$1
0,37
9.00
17,4
94.5
0$4
,417
.50
$1,8
70.5
0$1
7,61
9.00
$502
.50
$6,0
25.5
0$3
,445
.50
$10,
029.
00$3
,789
.00
$5,6
61.0
0$0
.00
$0.0
0$7
0,85
4.00
11,0
25.0
0$1
0,71
0.00
$10,
521.
00$9
,421
.50
$10,
332.
00$1
0,08
0.00
$11,
466.
00$1
1,90
7.00
$10,
962.
00$1
2,34
8.00
$0.0
0$0
.00
$108
,772
.50
26,3
02.5
0$1
1,63
2.50
$12,
960.
00$1
4,13
4.50
$13,
230.
00$1
0,98
0.00
$12,
780.
00$1
4,64
7.50
$12,
015.
00$1
4,44
5.00
$0.0
0$0
.00
$143
,127
.00
6,66
0.00
$24,
750.
00$8
,640
.00
$24,
007.
50$1
0,48
5.00
$22,
185.
00$4
6,44
0.00
$22,
725.
00$9
,765
.00
$29,
115.
00$0
.00
$0.0
0$2
04,7
72.5
0
3,41
0.00
$3,1
07.5
0$1
,292
.50
$4,2
85.0
0$4
67.5
0$0
.00
$0.0
0$5
,390
.00
$825
.00
$5,3
90.0
0$0
.00
$0.0
0$2
4,16
7.50
31-D
ay
Col
lege
16,3
62.5
0$9
,460
.00
$4,3
45.0
0$2
,777
.50
$6,1
05.0
0$8
2.50
$0.0
0$1
7,68
2.50
$11,
935.
00$6
,902
.50
$0.0
0$0
.00
$75,
652.
50
1,44
9.00
$1,8
30.0
0$2
,466
.00
$3,9
94.0
0$1
,920
.00
$1,8
63.0
0$2
,748
.00
$2,2
75.0
0$2
,079
.50
$1,9
65.0
0$0
.00
$0.0
0$2
2,58
9.50
Sum
mer
fun
pass
0.00
$0.0
0$0
.00
$0.0
0$0
.00
$8,8
27.5
0$3
,960
.00
$0.0
0$0
.00
$0.0
0$0
.00
$0.0
0$1
2,78
7.50
Cle
vela
nd0.
00$0
.00
$77.
50$1
15.0
0$2
02.5
0$8
7.50
$110
.00
$135
.00
$117
.50
$167
.50
$0.0
0$0
.00
$1,0
12.5
0Ve
tera
n
Em
ploy
--
-$4
2.00
$77.
00$5
0.75
$35.
00$5
2.50
$0.0
0$1
.75
$0.0
0$0
.00
$259
.00
91,7
19.2
5$
76,2
52.7
5$
51
,744
.00
$
88,8
56.5
0$
50
,097
.00
$
68,0
87.5
0$
91
,861
.75
$
97
,814
.75
$
58
,580
.75
$
99,5
66.0
0$
-
$
-
$
$7
74,5
80.2
5
31-D
ay
Red
uced
31-D
ay
Reg
ular
31-D
ay
Stu
dent
All D
ay
2013
Tot
al S
ales
Com
paris
on b
y Pa
ss/T
icket
Typ
e
10-R
ide
Reg
ular
1-R
ide
Pro
line
1-R
ide
Red
uced
1-R
ide
Reg
ular
31-D
ay
Pro
line
12
Alli
ance
2013
Alli
ance
2012
Mas
s
2013
Mas
s
2012
Can
ton
2013
Can
ton
2012
BV
201
3B
V 2
012
Fish
ers
2013
Fish
ers
2012
Tho
rne'
s
IGA
201
3
Tho
rne'
s
IGA
201
2
Sta
rk
Sta
te
2013
Sta
rk
Sta
te
2012
Ken
t
Sta
te
2013
Ken
t
Sta
te
2012
Bro
wn
Mac
kie
2013
Gra
nd
Tota
l 201
3
Gra
nd
Tota
l 201
2
Jan
$1,4
95$2
,648
$7,1
45$8
,958
$60,
573
$44,
674
-$2,
193
$26,
736
$1,7
72$1
,743
$131
$90
$21,
945
$16,
638
$853
$303
$91,
719
$101
,790
Feb
$1,6
84$2
,869
$9,3
44$9
,373
$51,
394
$67,
655
$7,2
94$3
,951
$1,8
44$1
,809
$156
$69
$715
$7,6
18$3
,823
$413
$76,
253
$93,
755
Mar
$1,6
56$1
,975
$8,6
62$8
,468
$32,
869
$40,
340
$3,9
86$4
,425
$1,5
47$1
,812
$192
$42
$2,3
65$3
,080
$468
$110
$51,
744
$60,
252
Apr
$2,1
35$1
,660
$7,6
35$1
0,30
8$6
8,11
6$4
0,02
9$4
,939
$5,1
55$2
,213
$1,8
12$1
91$7
1$2
,035
$1,8
15$6
33$1
10$9
63$8
8,85
7$6
0,95
9
May
$1,6
91$1
,801
$8,2
44$1
0,90
2$2
9,18
1$5
6,36
3$3
,301
$4,2
80$1
,881
$2,1
96$1
89$6
9$4
,373
$7,1
38$2
75$2
8$9
63$5
0,09
7$8
2,77
5
Jun
$1,6
98$1
,859
$7,1
98$7
,731
$47,
226
$76,
758
$4,0
69$5
,036
$1,4
63$1
,697
$81
$45
$5,5
83$5
,323
$193
$240
$578
$68,
088
$98,
688
Jul
$1,7
15$1
,478
$8,3
23$1
2,30
2$7
3,61
7$2
9,81
7$4
,464
$3,7
43$2
,078
$1,7
61$1
26$4
8$5
78$2
48$3
03$9
0$6
60$9
1,86
2$4
9,48
6
Aug
$1,5
96$2
,035
$8,6
23$7
,803
$63,
707
$108
,441
$5,1
45$1
3,46
6$2
,225
$1,8
56$1
58$8
4$1
4,10
8$1
5,02
3$7
43$0
$1,5
13$9
7,81
5$1
48,7
06
Sep
$1,6
40$2
,271
$8,1
78$8
,503
$31,
965
$41,
272
$5,1
92$5
,376
$1,8
47$2
,283
$162
$171
$7,7
28$7
,755
$550
$660
$1,3
20$5
8,58
1$6
8,29
1
Oct
$1,9
24$2
,179
$9,9
79$8
,563
$76,
005
$61,
346
$5,2
28$4
,407
$1,5
92$1
,988
$164
$252
$2,6
95$3
,383
$770
$358
$1,2
10$9
9,56
6$8
2,47
4
Nov
$0$1
,936
$0$7
,803
$0$4
0,92
7$0
$6,2
29$0
$1,5
06$0
$255
$0$2
,640
$0$4
95$0
$0$6
1,79
0
Dec
$0$1
,750
$0$7
,727
$0$5
0,95
3$0
$4,7
44$0
$1,8
81$0
$339
$0$7
43$0
$165
$0$0
$68,
301
Tota
l$1
7,23
3$2
4,46
0$8
3,33
1$1
08,4
39$5
34,6
52$6
58,5
74$4
1,424
$87,
548
$18,
458
$22,
343
$1,5
48$1
,535
$62,
123
$71,4
00$8
,608
$2,9
70$7
,205
$774
,580
$977
,267
2012
-201
3 Pa
ss/T
icke
t Sal
es b
y Lo
catio
n
13
Maintenance
Mark Finnicum
(Director, Maintenance)
14
STARK AREA REGIONAL TRANSIT AUTHORITY MAINTENANCE DEPARTMENT
October, 2013 Submitted by: Mark Finnicum
1. There was a total of 120 Preventive Maintenance Inspections
57 Fixed Route Buses
60 Paratransit Buses
03 Support Vehicle
2. There was a total of 88 Wheelchair Inspections
3. There was a total of 28 Heat & Air Conditioning Inspections
4. There was a total of 75 Farebox Inspections
5. There was a total of 10 Front End Alignments
6. There was a total of 09 Bus Exchanges
7. There was a total of 08 CNG Recertification Inspections
8. There was a total of 18 Quarterly Camera Inspections
9. There was a total of 28 Road Calls
18 Fixed Route Buses – 03 Towed
00 Non-Revenue Vehicle – 00 Towed
10 Paratransit Buses – 03 Towed
10. There was a total of 08 Warranty Repair
Building and Grounds Report
Gateway Offices Tasks completed 14
Gateway Garage Tasks completed 05
Massillon Tasks completed 02
Alliance Tasks completed 00
Cornerstone Tasks completed 12
Belden Village Tasks completed 16
11. There was 00 job related injuries reported.
15
Preventive Maintenance
2013 Fixed route Paratransit Support Total
Jan 54 57 2 113
Feb 48 55 3 106
Mar 55 53 1 109
Apr 57 60 3 120
May 53 59 1 113
Jun 55 51 6 112
Jul 53 55 2 110
Aug 56 54 3 113
Sep 45 53 4 102
Oct 57 60 3 120
Nov 0
Dec 0
Road calls
2013 Fixed route Paratransit Total
Jan 4 2 6
Feb 4 5 9
Mar 7 3 10
Apr 4 6 10
May 10 4 14
Jun 9 3 12
Jul 11 4 15
Aug 10 7 17
Sep 11 4 15
Oct 18 10 28
Nov 0
Dec 0
0
20
40
60
80
100
120
140
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
2013 Preventive Maintenance
Fixed route Paratransit Support Total
0
5
10
15
20
25
30
Jan
Fe
b
Mar
Ap
r
Ma
y
Jun
Jul
Au
g
Se
p
Oct
Nov
Dec
2013 Road Calls
Fixed route Paratransit Total
16
2013
PM
Repair
Tota
l
Die
sel
Gallon
s
Used 2
012
Die
sel
Gallon
s
Used 2
013
SA
RTA
CN
G
GG
E
Used
2012
SA
RTA
CN
G
GG
E U
sed
2013
CN
G P
ublic
Use G
GE
2012
CN
G P
ublic
Use G
GE
2013
Jan
$16,0
55.1
2$39,2
36.3
0$55,2
91.4
245761
34926
13448.4
58
20506.7
45
Feb
$14,9
54.4
1$44,8
79.9
9$59,8
34.4
043881
32712
14461.6
51
21460.9
99
Mar
$14,9
61.8
4$58,3
30.6
7$73,2
92.5
146384
36994
13706.2
95
25160.0
13
Apr
$17,3
39.6
4$59,6
19.3
9$76,9
59.0
345760
36645
14843.2
95
30113.0
35
May
$17,1
97.9
1$48,0
94.0
6$65,2
91.9
745080
37201
15172.9
77
33783.5
63
Ju
n$17,2
37.1
0$40,3
51.2
2$57,5
88.3
244171
36667
13032.1
57
35770.6
56
Ju
l$15,8
44.6
0$49,0
34.4
1$64,8
79.0
143386
38077
10055
15267.5
26
39956.5
74
Au
g$17,9
87.6
9$68,4
33.9
3$86,4
21.6
244825
39053
11443
15443.8
44
39329.2
68
Sep
$13,9
96.3
4$43,6
16.2
3$57,6
12.5
734212
37405
9034
13546.2
54
104433.4
06
36612.3
85
Oct
$17,5
64.4
5$47,3
15.6
7$64,8
80.1
237836
38575
15806
10211.1
38
17213.2
11
Nov
$0.0
035647
13208
19979.0
38
Dec
$0.0
033193
13480
18824.0
47
Tota
l$163,1
39.1
0$498,9
11.8
7$662,0
50.9
7500136
368255
73026
139133.5
95
160449.7
02
282693.2
38
Mon
th A
vg.
$16,3
13.9
1$49,8
91.1
9$66,2
05.1
041678
36825.5
12171
13913.3
595
20056.2
128
28269.3
238
17
Finance
Mark Cornman
Director, Finance
18
19
20
21
22
23
24
25
26
Planning
Katherine Manning
(Director, Planning)
27
Planning Department
November 13, 2013
Planning/Marketing
Since the launch of the PinPoint system in mid-October, we have seen an increase
of over 6,000 visits to our website compared to the previous month. Almost half of
these visits were brought through a mobile devise utilizing our new mobile app.
Desktop computer was the second most popular with tablet accounting for a
smaller percentage of our users.
Route changes meetings were held during the months of October. In addition, we received feedback via Facebook, email and phone. A summary of that rider
feedback has been attached to this report.
The GoLine system is set to launch on December 6th. Literature (see attached print out) will be distributed to all Proline customers and agency partners to educate them about how to utilize this new GoLine system. We are working with
the IT department that all changes necessary to the phone system and the website are being made.
During the month of November, we are giving away a free turkey ($25 gift card to
Fisher Foods) a week to someone who is nominated on Facebook by one of our followers. It could be someone in need, or someone who is deserving. After running this promotion for only 1 day (at the time of writing this report) we have
already received 10 entries. With over 2,500 followers now on our Facebook page we expect this to be a popular promotion during Thanksgiving.
Sean Walker, one of SARTA’s current CSR’s, has been selected as a new travel
trainer in the Planning Department to take Latrice Virola’s position. He will be transitioning to that position in December once his replacement can be trained.
MedLine
On Nov. 4 we introduced MedLine our new Demand Response Service for people
that have Level 1 and Individual Option Waivers from the County Board of
Developmental Disabilities (DD).
To date we are currently working with 2-3 individuals to get their PAWS (Payment
Authorization for Waiver Service) changed to allow SARTA to become their
transportation provider.
It is our goal to start with a few clients, ensure our internal processes are moving
smoothly, increase staffing and expand our marketing to clients early next year.
28
TRAVEL TRAINING
Oct - Nov 2013
TRAVEL TRAINING
Board Report
Listed below are locations that training sessions, presentations and informational
classes that were performed since the last monthly report.
o SARTA Gateway Facility
o Alliance Transit Center
o Job and Family Services (Canton)
o Brown Mackie College
o Massillon Library
o Choices
o Work Connections
o DeHoff Branch of Stark County District Library
o Marlinton High School
Training sessions were conducted with both groups and individuals.
Trainers also extend their training to different individuals and groups on the bus. The
on the bus exercises help alleviate the fears and uncertainties of potential
passengers. The following is the group that trainers worked with in the past month:
o Glenwood Middle School
Trainers attended and participated in the following events:
o Helping Hands in Hard Times
o Meyers Lake Health Fair
o Citizens Circle
Now that school is back in the Travel Trainers have been doing several sessions and
tours at the Gateway Facility. The following are the groups that toured the Gateway
Facility in the past month:
o Glenwood Middle School
o Fairless Middle School
The total trainees that attended Proline and Fixed Route training, during the month
of Oct 2013 was two hundred ninety seven (297).
o Proline: ninety-six (96)
o Fixed Route: two hundred and one (201)
29
Travel Training Totals by type of rider 2010 - 2013
Category Amount
New Riders 3937
Student 2986
Proline 268
Medical 851
Misc. 844
Employment 1945
Blank 127
Total 10958
Monthly Travel Training Totals 2010 - 2013
2010 2011 2012 2013 2014
January 0 150 546 489 0
February 27 166 549 446 0
March 39 616 233 269 0
April 148 339 144 348 0
May 135 226 74 249 0
June 225 285 372 359 0
July 205 184 150 157 0
August 108 210 187 158 0
September 215 260 266 335 0
October 255 143 282 201 0
November 336 189 175 0 0
December 213 144 155 0 0
Total 1906 2912 3133 3011 0
30
New Riders, 3937
Student, 2986
Proline, 268
Medical, 851 Misc., 844
Employment, 1945
New Riders Student Proline Medical Misc. Employment
0
500
1000
1500
2000
2500
3000
3500
4000
4500
Travel Training Totals by Type of Rider 2010-2013
31
Information
Systems
Craig Smith
(Director, IT)
32
PROJECT STATUS REPORT
Project/Task Purpose % EDC Current Task(s) Upcoming Task(s)
Intelligent Transportation System (ITS) Project
Increase SARTA effectiveness by making all divisions more reliable and efficient through the use
advanced technology, including Computer Aided Dispatch (CAD)/ Automatic
Vehicle Locator (AVL), Interactive Voice Response
(IVR), rider alerts, etc…
80 DEC 2013
All SARTA buses have the Avail installation. System Acceptance Testing
was completed on Sept. 17th. Resolved the text messaging
functionality issue regarding rider alerts. SARTA does have the
functionality and licenses. There will be NO additional cost for these items. Text message alerts will be added to PinPoint
shortly.
Awaiting arrival of LED passenger information
signs to test.
Trapeze PASS - Interactive Voice Response (IVR) (SARTA GoLine)
Paratransit database module that will handle
calls from paratransit riders and allow them to
confirm, cancel or schedule rides using their
phone.
90 DEC 2013
Trapeze Interactive Voice Response – (IVR) - System Admin and Voice
Recording training completed.
Finish acceptance testing of IVR system
and put onto production server.
Trapeze PASS – Web (SARTA GoLine)
Paratransit database module that will handle inquiries of paratransit
riders over the internet. This service will allow paratransit riders to confirm, cancel or
schedule rides using the internet.
82 DEC 2013
Trapeze PASS-Web has been installed in SARTA’s Trapeze test environment,
during testing some errors were found and corrected. SARTA is now going
through more testing before this module will be moved into production.
Move installed module to SARTA’s production environment after final
acceptance testing.
Trapeze PASS- SMS/Email (SARTA GoLine)
Paratransit database that will alerting paratransit
riders of their ride approaching who want to
receive alert through email or text message.
29 DEC 2013
-SMS/Email SARTA will be using shared short code for SMS Trapeze has initiated the procurement process for the Shared Short Code and Credit package from the
SMS Aggregator Service.
Waiting for the SMS Aggregator Service Provider to activate SARTA’s short code.
MobileView Camera system upgrade
Upgrade our current MobileView onboard
camera system to allow video to download over
SARTA’s garage wi-fi instead of removing the hard drive to download
video.
20 FEB
2014
Server and software have been procured. AeroHive access points are in
process of being procured.
Configure the access points and install onto
SARTA’s buses.
33
Human
Resources
Kristy Rowe
(Human Resources Administrator)
34
HUMAN RESOURCES
BOARD REPORT
October 2013
Kristy Rowe
Human
Resource
Personnel
Activity
Recruitment
Transit Supervisor
Parts and Inventory Supervisor
Transit Supervisor
Maintenance Technician
CDL Bus Drivers
Customer Service
Non-CDL Drivers
Contract Administrator
New Hires
One new Customer Service Representative. Resignations/Terminations
Three (3) CDL Driver resigned. One (1) CDL Driver was terminated.
Resignation
/ Retirement Termination Layoff Voluntary
Layoff
October 3 0 N/A N/A
Vacancies
Department Position
October Transportation CDL Bus Operator
October Transportation Transit Supervisor
October Maintenance Parts and Inventory Supervisor
October Transportation Transit Supervisor
October Transportation Non-CDL Drivers
October Transportation Customer Service Rep
October Maintenance Maintenance Technician
October Planning Contract Administrator
Internal Movement
▪ Latrice Virola (travel trainer) has been promoted to Contract Administrator.
35
Employee Attrition 2012
Transportation
FT PT
Maintenance
FT PT
Administration
Total # of Employees FT PT
January 118 0 28 0 43 189 0
February 118 0 28 0 43 189 0
March 117 0 28 0 43 188 0
April 116 0 26 0 43 185 0
May 116 0 26 0 43 185 0
June 120 0 26 0 43 189 0
July 118 0 25 0 43 186 0
August 118 0 26 0 42 186 0
September 120 0 26 0 41 187 0
October 120 0 26 0 39 185 0
November 119 0 26 0 40 185 0
December 122 0 27 0 38 187 0
Employee Attrition 2013
Transportation
FT PT
Maintenance
FT PT
Administration
Total # of Employees FT PT
January 116 0 26 0 38 180 0
February 122 0 26 0 38 186 0
March 119 0 25 0 38 181 0
April 116 0 25 0 39 180 0
May 119 0 26 0 39 184 0
June 115 0 26 0 39 182 0
July 117 0 27 0 39 183 0
August 116 0 27 0 41 185 0
September 123 0 27 0 40 190 0
October 120 0 27 0 41 188 0
November
December
36
Employee
Relations
Submitted NTD (National Transit Database) information on Safety and Security.
Interviews were held for Bus Operators
Interviews were held for Customer Service Representative.
Interviews were held for Parts Supervisor.
Interview were held for Transit Supervisor.
Attended Career fair at Kent State Stark. The event was
hosted by Starkjobs.com.
FSA (Flexible Spending Account) will be offered again for
2014. Sign-ups will be in November. Regulations have changed and will allow employees to carry over up to
$500.00 if monies are not used by the end of the year.
Flu shots are available for all employees at no charge.
SARTA will be hosting a Health Fair in November.
37
STARK AREA REGIONAL TRANSIT AUTHORITY EXECUTIVE TEAM DEVELOPMENT MEETING
October 8, 2013
In Attendance: Kirt Conrad, Executive Director/CEO Tom Williams, Transportation Manager Mark Finnicum, Director, Maintenance Craig Smith, Director, IT
Tammy Brown, Civil Rights Manager Katherine Manning, Director Planning Mark Cornman, Director, Finance Kristy Williams, Human Resources Administrator
Finance & Administration: 1. Meeting with Craig and Katherine on Medline tracking issues. (ADA vs
Medicaid fares) and Financial reporting breakout requirements by revenue source.
2. Discussed the possibility of the CSR on the reception desk also doing document scanning in order to stop using temp services.
3. 2014 Budget review.
Civil Rights:
1. Completed the U.S. Government EEO4 report. This report is due every two years and requires information concerning the demographics of SARTA including male/female ratios, salaries, new hires, and race.
2. Attended the annual APTA meeting in Chicago, IL. Unique to this year was that APTA hosted a DBE (Disadvantaged Business Enterprise) session. Some of the conversation included incorporating the Small Business
segment to the DBE program. 3. Continued plans for the MedLine service. Met with staff from all
departments on how to best deliver this service. 4. Plans have begun for the DBE Workshop on November 20, 2013 from 4 –
6 pm at Walsh University. Akron/Canton Airport, Akron METRO, PARTA,
and SARTA are collaborating to encourage small and minority businesses to become certified so that their participation will be recognized by FTA to meet our individual DBE goals. Dr. Spain at Walsh has gathered finance,
accounting, and marketing students to assist these business with the process of becoming certified. These students will receive credit for their
work. SARTA’s current DBE goal is 7%.
38
Human Resources: 1. Ms. Manning and I have will be interviewing two internal applicants for
Contract Administrator. After one is selected an ad will be placed to fill their position.
2. Mr. Finnicum, Mr. Williams and I have been interviewing for Transit supervisor.
3. Mr. Finnicum and I have been interviewing for Parts Supervisor.
4. Mr. Finnicum, Mr. Williams and I have been interviewing for Coach Operator.
5. BCI Background checks will be held on Tuesday.
6. Flu shots will be available to all employees free of charge.
39
STARK AREA REGIONAL TRANSIT AUTHORITY EXECUTIVE TEAM DEVELOPMENT MEETING
October 29, 2013
In Attendance: Kirt Conrad, Executive Director/CEO Tom Williams, Transportation Manager Mark Finnicum, Chief Operations Officer Tammy Brown, Civil Rights Manager
Katherine Manning, Director Planning Mark Cornman, Director, Finance
Craig Smith, Director, IT Finance & Administration:
1. Several issues with Socius have been noted including a lack of sense of urgency and testing issues.
2. Progress continues to be made on the setup for Medline billing. 3. Accounting needs a time frame to transition purchasing duties to projects
supervisor to allow training. Planning & Community Outreach
1. Mr. Conrad, Mr. Finnicum and Ms. Manning met with Nelson Nygaard a subcontractor for ODOT doing research on the needs of transit
systems in Ohio for ODOT. 2. The Planning Department has been running public hearings on the
proposed December changes during the week of October 21st. Overall
comments are positive with some concerns over changes to Massillon routes – more specifically that 102 will not be able to handle increased load from removing the 123. Also concerns that changes will not
allow individuals to reach employment locations. 3. Ms. Manning is continuing conversations with JFS and expect to hear
from this week on next steps for a NET contract. We will be meeting with PASSPORT this week and hope to get a sense of a timeline with them so we can move forward with a JRC Contract (tentative Jan 1,
2014). 4. Participated in MedLine meetings to prepare the agency to start
MedLine services on November 4th. Latrice Virola has become our
new contract administrator and is learning Medicaid procedures and starting to work with clients who call to request the services.
5. Ms. Manning, Ms. Virola and Mr. Thompson attended the Stark County DD provider fair. This gave us the opportunity to talk to clients who may be interested in utilizing our new MedLine services as
well as other providers who would be interested in partnering with us. 6. Mr. Conrad and Ms. Manning attended a conference call with Cal-
Tech to discuss partnering on a future fuel cell grant.
40
7. All PinPoint marketing has been completed and travel trainers are holding sessions to train individuals how to utilize the system. The
apps for Droid and Apple are now both available. 8. Travel Trainers will be in Massillon this week for a Trunk of Treat
event with the Massillon Recreation Center. The Trolley has been decorated and we will be handing out candy.
Civil Rights: 1. Preparation for the new MedLine service continues to transpire. Met with
the new contract administrator, transit trainers, transportation, finance,
and Mr. Davidson to move this project forward. 2. Updated union personnel on where they stand for insurance
reimbursements. To date, about 25% have turned in documentation for reimbursements.
3. Continued to work on MedLine Training Material.
4. Area Agency on Aging will be onsite for a pre-certification visit. Previously submitted documentation for pre-approval. Their visit will consist of
reviewing employee files and our current procedures.
41
STARK AREA REGIONAL TRANSIT AUTHORITY EXECUTIVE TEAM DEVELOPMENT MEETING
October 22, 2013
In Attendance: Kirt Conrad, Executive Director/CEO Tom Williams, Transportation Manager Mark Finnicum, Chief Operations Officer Craig Smith, Director, IT
Tammy Brown, Civil Rights Manager Katherine Manning, Director Planning - Mark Cornman, Director, Finance Kristy Williams, Human Resources Administrator
Maintenance & Transportation 1. Mr. Finnicum discussed the upcoming Diesel Fuel IFB that will be issued
by Metro RTA for 2014. SARTA will be receiving quotes for usage up to 480,000 gallons again this year. The total also takes into consideration the
route expansions that will be presented to the Board for approval in December 2013.
2. The parking lot project is continuing and will be completed by the end of
the week. 3. The concrete repairs are scheduled to begin next week and will take at
least two (2) weeks to complete do to the limited use and drying time. 4. The K-Company will be installing a new heater coil on one of the roof top
HVAC units next week.
5. Ms. Williams and Mr. Finnicum are continuing to conduct interviews for multiple open positions in Operations and Maintenance.
6. Mr. Finnicum requested that another Metro bus be wrapped before the
December bid to allow it to be placed into service to help cover the new route changes.
7. Maintenance continues to work on the new Pin Point bus stops.
IT Department:
1. Avail meeting with Avail for Google Transit Feed Export and Validator tomorrow.
2. Spoke with Avail about text messaging, they propose that we use the
$8,342 they owe us to offset the cost. A call has been placed with Avail’s business office to give our proposal.
3. Completed SAT testing on Sept. 20th – most tests passed, however we did encounter some failures.
Resolve screen lockout issue in relation to Transfer connection and
retest Transfer connection - Currently working on this and awaiting a date from Engineering
Determine if the Viewport popup for web site resizing can be removed - Alice has it on the 'issue' list
42
Determine issue with Google Transit and run test again via webex
with SARTA The actual feed is now built, however, there seem to be data issues (or build issues) that cause many errors in the validator
Review Text messaging for InfoPoint and discuss options for
implementing for SARTA – conference call with SARTA and Avail VP or President
Review whether it is possible to have user enter their cell phone number and provider and if we can use that to send text messages
- No current plans exist for adding this functionality
Rerun Manual entry on webex with SARTA
Review Reboots on Vectors at SARTA - We have been developing a query to look at the number of reboots and are reviewing how many
we believe we are seeing. 2. Trapeze PASS-IVR (GoLine on the Phone): Tests for the PASS-IVR went well.
We are connecting 8 lines to the SIP Gateway device and SARTA’s ShoreTel system in preparation for the installation of Trapeze PASS-IVR and Genesys on Oct. 10th & 11th.
3. Change current messages on ShoreTel phone tree to incorporate new recordings for GoLine and SARTA PinPoint.
4. Trapeze PASS-SMS/Email (GoLine Reminder texts and emails): Trapeze has initiated the procurement process for the Shared Short Code and Credit package from the SMS Aggregator Service Provider (i.e. CellTrust).
Setup and Processing $455, annual fee $2340 and Bulk Messaging $.06 (10,000 = $600).
5. Trapeze PASS-Web (GoLine on the Web): SARTA IT will be on a webex today at 10AM with Trapeze in order to have GoLine website issues fixed in order to complete testing.
1. Trapeze’s development team assessed the SARTA requested PASS-WEB chat feature and determined that the work involved to
implement this feature would be a customization with a cost in the order of $8,000 - $10,000. Given the cost associated with this
custom chat feature Craig decided not to pursue this feature.
2. Bart to look into the PASS-WEB issue where not all of the
companions are being denoted.
3. Shaheer and Bart resolved the booking issue identified by SARTA.
The cause of the problem was the IVRNUM field in the Address types table which was blank in the booking issue example identified by SARTA. Once the field was populated with a unique digit the issue
was resolved. The issue only relates to booking using frequently used address that uses the address types (CH, CW, etc).
6. Trapeze/Medicaid trips: On Monday, Oct. 21 we worked with Mr. Williams, Mrs. Brown, Mr. Davidson and Trapeze Customer Care to prepare our installation of Trapeze to accept Medicaid trips, as well as, contract trips
from JFS and JRC. We added providers, new fare types, changed booking and added new runs and vehicles.
43
Finance & Administration:
1. Discussed Medline invoicing requirements. 2. Reinforced the requirement that all receipts for credit card use must be
turned into accounting when the credit card is returned. 3. Asked that all leave request slips be submitted directly to payroll.
EEO/DBE: Tammy Brown, Manager 1. Held first aid and CPR training on Sunday, October 20, 2013. This training
was conducted by 1st Choice CPR & First Aid. Thirty-two drivers, 4
supervisors, and the COO became CPR & 1st Aid certified. 2. Ms. Williams and Ms. Brown began planning for Employee Appreciation End
Of Year Event. This year the event will be on December 1, 2013 at AA Executive Catering at 5:00pm. The event will be an 80’s Murder Mystery Dinner Theme.
3. Continued planning for the DBE event that will be held at Walsh on November 20, 2013.
4. Continued to work with staff for the new MedLine service. 5. Worked on MedLine building the training material for the new MedLine
service. This training will include Client Rights, Driver/Supervisor
Procedures, and MUI (Major Unusual Incidents)/UI (Unusual Incidents) segments.
6. Continued planning for the Halloween Event. This is a community event
held at Edward Peel Coleman Center. It will be held on Sunday October 27. Councilwoman Chris Smith, the Urban League, the City of Canton, the
YMCA, and SARTA all work together to host this event. Kristy Williams, Human Resources Administrator
1. Working with FTA to clear up any audit findings from the drug and alcohol audit.
2. Interviewing CDL operators.
3. Interviewing Non-CDL driver. 4. Conducting interviews for Parts Supervisor and Transit Supervisor.
5. Attended Kent State Stark career fair.
44
45
46
47
48
49
50
51
52
53
54
55
Stark Area Regional Transit Authority Resolution # ____________, 2013
A RESOLUTION AUTHORIZING SARTA TO BECOME
THE DESIGNATED RECIPIENT FOR SECTION 5310 FUNDS
WHEREAS, SARTA has been the designated recipient of the former JARC and New Freedom funds under the previous transportation bill; and
WHEREAS, a new 5310 program has been developed under MAP-21 that is intended to enhance mobility for seniors and persons with disabilities by
providing funds for programs that serve the special needs of transit-dependent populations beyond traditional public transportation services and the Americans with Disabilities Act (ADA) complementary paratransit service; and
WHEREAS, 55% of the funds for this program will be spend on capital
projects and the remaining 45% will be spent on operating projects; and WHEREAS, SARTA has agreed to act as the designated recipient to
administer this grant with FTA; and WHEREAS, SARTA will work in coordination with SCATS (Stark County
Area Transportation Study) on developing the appropriate disbursement mechanisms for these funds;
NOW, THEREFORE, BE IT RESOLVED, that after due consideration by the Board of Trustees of the Stark Area Regional Transit Authority, that SARTA
agrees to become the designated recipient of the 5310 funds for Stark County.
________________________________
Date of Adoption
________________________________ President
_______________________________
Attest Secretary-Treasurer
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MEMORANDUM OF UNDERSTANDING
By and Between the Stark Area Regional Transit Authority (SARTA) and
The Stark County Regional Planning Commission (SCRPC), on behalf of
the Stark Area Transportation Study (SCATS) for Implementation of the
Federal Transit Administration’s Section 5310 Program – Enhanced
Mobility for Seniors and People with Disabilities
WHEREAS, the Federal Transit Administration (FTA), through Moving
Ahead for Progress in the 21st Century authorizing legislation, is responsible
for implementing the Section 5310 Program – Enhanced Mobility for Seniors
and Individuals with Disabilities; and
WHEREAS, the Section 5310 program, in part, is being implemented
through urbanized areas, including the Canton OH Urbanized Area, and the
FTA, annually, apportions funding these urbanized areas; and
WHEREAS, the Stark Area Regional Transit Authority (SARTA) and the
Stark County Area Transportation Study (SCATS) wish to work collaboratively
on implementation of the new Section 5310 program, including designation of
the recipient for Section 5310 funding and development of the Program
Management Plan for implementation of the Section 5310 program;
NOW THEREFORE BE IT RESOLVED that
1. SARTA and SCATS agree that SARTA will be the designated Recipient for
Section 5310 funds apportioned to the Canton OH Urbanized Area, and
2. SARTA and SCATS agree that SARTA will delegate selected
responsibilities to SCATS for implementation of the Section 5310
program as stated in Exhibit A of this Memorandum of Understanding.
3. SARTA agrees to pay to the SCRPC the following reimbursable expenses,
not to exceed $17,000 per federal fiscal year, to be billed quarterly.
A) Direct hourly rates of employees based upon the established wages
and salaries for such employees as adopted by the SCRPC.
B) Fringe benefits and indirect costs for Item A.
C) All other direct expenses related to the services rendered.
IN WITNESS WHEREOF,
Stark Area Regional Transit Authority Stark County Regional Planning
Commission
_______________________________ __________________________________
Kirt Conrad, Chief Executive Officer Robert Nau, Executive
Director
______________________
Date
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EXHIBIT A
Section 5310 Program Implementation Duties and Responsibilities
As the Designated Recipient for Section 5310 program funds, SARTA is responsible for the following:
Preparation of the Program Management Plan (POP), approved by FTA, that documents the Designated Recipient procedures
Maintenance of plans for future transportation needs, ensuring integration and coordination among diverse transportation modes and
providers
Determination of applicant and project eligibility
Submission of an annual POP and grant application to FTA
Ensuring that at least 55 percent of the area’s apportionment is used for
traditional Section 5310 projects carried out by the eligible subrecipients
Overseeing project audit and closeout
Ensuring that subrecipients are in compliance with Federal requirements
Certifying that allocations of funds to subrecipients are made on a fair and equitable basis
SCATS is responsible for the following:
Organizing and hosting a Coordinated Transportation Committee whose
membership is open to agencies and others interested in improving the coordination of transportation services among agencies and private
providers requiring or providing transportation services
On behalf of SARTA and the Coordinated Transportation Committee,
SCATS is responsible for managing the process of seeking, evaluating and recommending
projects that are awarded on a fair and equitable basis Notifying eligible local entities of funding availability Solicit project applications from potential subrecipients
SARTA and SCATS are jointly responsible for the following:
Developing project selection criteria consistent with the coordinated planning process and the adopted human service public transit
coordinated transportation services plan
Certifying that all projects are included in a locally developed,
coordinated public transit-human service transportation plan developed and approved through a process that included participation by seniors, individuals with disabilities, representatives of public, private, and non-
profit transportation and human service providers, and other members of the public
Certifying that, to the maximum extent feasible, services funded under
Section 5310 are coordinated with transportation services assisted by other Federal departments and agencies
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STARK AREA REGIONAL TRANSIT AUTHORITY
RESOLUTION # __________, 2013
A RESOLUTION ADOPTING THE MEDLINE SHARED RIDE POLICY
WHEREAS, the Stark Area Regional Transit Authority (SARTA) is
beginning the MedLine Shared Ride service for I/O and Level One Medicaid waiver recipients; and
WHEREAS, the Executive Director/CEO recommends adoption of the MedLine Shared Ride Policy in an effort to establish standard operating
procedures to consistently administer the service; and WHEREAS, such revisions shall support three of the Board’s Five Bold
Steps; Maximize Financial Flexibility
Build Public Support Grow Ridership
NOW, THEREFORE be it resolved, that the MedLine Shared Ride Policy, as attached hereto, is hereby adopted and approved by the Board of Trustees and shall be effective November 14, 2013.
_______________________________ Date of Adoption
_______________________________
President
_______________________________ Attest:
Secretary-Treasurer
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Effective Nov 2013
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Stark Area Regional Transit Authority
MedLine “Shared Ride” Service Policy
A passenger who is eligible for service under Medicaid I/O or Level One waiver will receive “shared ride” service under the guidelines of SARTA’s MedLine Policy.
Contents
A. Scheduling Policy 3
B. Trip Denials 4
C. To Cancel or Check on a Ride 4
D. Advance Cancel Policy 4
E. No-Show/Late Cancel/Cancel at the Door Policy 4
F. Arrival Window Time 5
G. Wait Time Policy 5
H. Passenger Assistance 5
I. On-board Travel Time 5
J. Bags/Items Policy 5
K. On-time Performance 5
L. Seatbelts 6
M. Personal Care Attendants (PCAs) and Companions 6
N. Service Animals 6
O. Unattended Customer Policy 6
P. Mobility Devices 6
Q. Mobility Devices, Ramps, Curbs & Steps 7
R. Inclement Weather 7
S. Weapons & Contraband 7
T. Abusive Behavior 7
U. Suspension Policy 8
V. Separation of ProLine 8
W. Travel Training 8
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A. Scheduling Policy
Once the intake process is complete SARTA will notify you that you are eligible to schedule a ride by calling 330-455-2292 and pressing option 3. If a reservationist is
not available, you may hold or enter your number and your call will be returned in the order it was received.
All trips may be scheduled three days in advance (See below). MedLine reservations should be made at least two (2) business days in advance of the day you need your
trip for better scheduling opportunities.
Subscription rides may be provided if a passenger’s schedule does not change.
Inconsistent ridership may result in a loss of subscription service, and the passenger will be required to call to schedule individual trips.
To increase the opportunities of availability, you should call up to three business days in advance (according to the table below) to schedule a ride. The earlier you
call, the more likely there will be availability.
You can call on… To schedule for a trip on…
Monday Wednesday, Thursday
Tuesday Thursday, Friday
Wednesday Friday, Saturday
Thursday Saturday, Monday
Friday Tuesday, Wednesday
Note: If availability allows, next or same day trips and changes to previously scheduled trips are accepted, but only with a minimum notice of two (2) hours. The
Reservationist or Dispatcher will make this determination based on availability.
Scheduling may be done by appointment time or pick-up time. You must be at any
location for a minimum of 30 minutes.
To schedule by appointment time, tell the reservationist the time you would like to be at your destination or appointment. You will be given a window that will get
you to your destination on-time or up to one hour early.
To schedule by pick-up time, tell the reservationist what time you will be ready
and would like picked up. You will be given a window that starts within one hour of your requested time.
For example, if you are off work at 1:00pm, you may receive a window of 1:00 - 1:30. Please note that you may be on the bus for up to 90 minutes and
you are required to be at your next destination for at least 30 minutes. As a result, any subsequent trips will not be scheduled for 2 hours after the end of
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the pick-up window. In this example, the next pick-up window cannot start
until 3:30.
B. Trip Denials
SARTA has a goal of no denials for Medicaid trips as defined by ADA law. The person taking the call at SARTA will make every attempt to satisfy your trip request
including offering a different time slot than initially requested. This includes searching for an available time one hour before or one hour after the requested
time.
C. To Cancel or Check on a Ride
You may call SARTA’s MedLine Priority Care Line anytime between the hours of 5:00 am and 1:30 am to cancel or check on the status of a scheduled ride. You may reach
the Priority Care line at 330-455-2292 (option 1 under the MedLine menu). If a reservationist is not available, you may hold or enter your number and your call will
be returned in the order it was received. If you reach a recording, please leave the following information:
Client MedLine ID Number
The name of the person whose trip is being canceled Date of the trip you want to cancel
The time(s) of the trip you are canceling A phone number where you can be reached
D. Advance Cancel Policy
SARTA prefers that you cancel a trip with as much advance notice as possible. Any trip canceled before the day of the scheduled ride is considered an ‘Advance Cancel’.
E. No-Show/Late Cancel/Cancel at the Door Policy
No-Show definition
A no-show is any trip scheduled but not taken due to passenger error or circumstance. All subsequent trips for that day will be automatically canceled.
Late Cancel definition Trips not canceled at least 120 minutes or 2 hours prior to scheduled pick up time
will be considered a ‘No-show’ and the No-show Policy applies.
Cancel at the Door definition Trips canceled after the bus has arrived at the pickup point within the 30 minute
pick-up window is considered a Cancel at the Door.
After a no-show, late cancel, cancel-at-the-door, it will be the passenger’s
responsibility to call MedLine and reschedule any subsequent trips for that day. SARTA reserves the right to suspend, for a reasonable period of time, the provision
of Medicaid service to passengers who establish a pattern or practice of missing scheduled trips. Trips missed by the individual for reasons beyond his or her control
(including, but not limited to, trips which are missed due to Operator error) shall not be a basis for determining that such a pattern or practice exists. Any suspension of
services will be handled according to section U. of this policy.
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F. Arrival Window Time
Passengers are required to be ready for departure at the beginning and throughout their 30 minute pick up window. If the passenger is not ready the “Wait Time Policy”
would take effect. If the passenger does not utilize the scheduled ride the “No-show Policy” would take effect. From time to time, an Operator may arrive prior to the
start of the passenger’s pick-up window. Passengers are not required to come out for their scheduled ride until the start of their pick-up window, but may do so if they so
choose.
G. Wait Time Policy
Passengers are expected to be ready and waiting for their ride at the front door of their house or in the lobby of a complex, apartment building or office, or some other
place with a clear view of where the SARTA bus will arrive.
Operators are required to wait only five (5) minutes for a passenger after knocking
or ringing the doorbell within or after the 30-minute pick-up window. The “No-Show Policy” would take effect if the passenger does not utilize the scheduled ride when
the Operator arrives within the Arrival Window Time. The “No-Show Policy” would
not take effect when an Operator arrives after the Arrival Window Time. However, if the passenger does not properly notify SARTA of his/her intent to utilize any
scheduled rides for the remainder of that day all subsequent rides will be cancelled.
H. Passenger Assistance
Operators shall assist all MedLine passengers between the vehicle and building unless a responsible party meets the passenger at the vehicle.
I. On-board Travel Time
MedLine is a “shared ride” service and passengers usually ride with others who are
traveling in the same or general direction, and drivers may stop to pick-up or drop-off passengers on route. SARTA will monitor trip times to ensure that no passenger
is on the bus more than 90 minutes.
J. Bags/Items Policy
Passengers may have 4 large or 8 small bags per trip, per passenger. Assistance with bags is only given by the Operator to safely stow the bags. A bag is defined as
1 large paper or plastic sack (weight not to exceed 10 lbs.) or 2 small plastic bags
(weight not to exceed 5 lbs. each). (Any item meeting the preceding requirements may be substituted for a "bag".) Passengers may have 2 baskets of laundry, but the
laundry must be completely covered. Any passenger violating this Policy will be given one (1) letter of warning. A second occurrence may subject the passenger to section
U of this policy.
K. On-time Performance
Trips are considered on time when the vehicle arrives within the 30 minute pickup window time agreed to with the rider at the time of making the reservation. SARTA
has performance targets that at least 90 percent of trips each month will be within the pickup window. SARTA will monitor drop-off times for trips that have specific
appointment times for quality assurance purposes.
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L. Seatbelts
All passengers shall use a lap belt/shoulder harness if one is available. If the passenger is unable to use due to disability or refuses the lap strap/shoulder
harness, the Operator will inform the passenger that it is SARTA’s Policy to wear one if available. If the passenger still refuses or is unable to allow the lap belt/shoulder
harness then the Operator will then immediately notify Dispatch prior to departure of the refusal and include the client name and client number. For securement of
persons utilizing a mobility devices, see section Q.
M. Personal Care Attendants (PCAs) and Companions
One PCA will be allowed to ride provided SARTA is notified at the time of booking to ensure space availability.
No individual other than the PCA shall be allowed to ride to accompany a MedLine passenger.
N. Service Animals
MedLine vehicles will allow service animals to board their vehicles according to ADA
law. The ADA defines a service animal as any guide dog, signal dog, or other animal
individually trained to provide assistance to an individual with a disability. Service animals perform some of the functions and tasks that the individual with a disability
cannot perform for him or her. "Seeing eye dogs" are one type of service animal, used by some individuals who are visually impaired.
The care or supervision of a service animal is solely the responsibility of his or her owner. The passenger and the service animal may be asked to exit the vehicle if the
service animal’s behavior poses a direct threat to the health or safety of others.
O. Unattended Customer Policy
The driver will only wait five minutes for the responsible party to meet the Medicaid vehicle. SARTA will begin to attempt to contact a responsible party. If no one arrives
within five minutes, the driver will notify SARTA and continue on their route regardless of contact with a responsible party. SARTA will continue to attempt to
reach the responsible party and/or SSA. If the customer is not met by the end of the route, the passenger will be transported to the bus garage. The customer will not be
left unattended and the SSA and/or police will be notified to assist in locating a
responsible party. Customers who must continue on a route beyond their scheduled destination may be subject to suspension of services as defined in section U of this
policy.
P. Mobility Devices
SARTA will not discriminate against individuals with disabilities in providing transportation services. All "common wheelchairs" and their users must be
transported. A "common wheelchair" is defined as a mobility device (including three-wheeled scooters), which safely fits on a standard passenger lift, has maximum
dimensions of 30" by 48" and a maximum combined weight of 600 pounds of both passenger and common wheelchair.
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Operators must require that a passenger permit his/her common wheelchair to be
secured, if the common wheelchair can be properly secured. If the bus securement system cannot be used properly on a particular common wheelchair, Operators must
use their "best efforts" to restrain or confine the common wheelchair to the securement area and advise the common wheelchair passenger of a potential
hazard. Operators may not deny transportation to common wheelchair users because his/her common wheelchair cannot be secured satisfactorily by the bus securement
system.
Operators are to inform the passenger that they are going to put on the lap
belt/shoulder harness. If the passenger is unable due to disability or refuses the lap strap/shoulder harness while the Operator is putting it on or after it is already on,
then the Operator will inform the passenger that it is SARTA’s Policy to wear one. If the passenger still refuses to allow the lap belt/shoulder harness, the Operator will
then immediately notify Dispatch prior to departure of the refusal and include the client name and client number. While the Operator may recommend that passengers
transfer to a bus seat if the person is willing and able to do so, the passenger is not
required to transfer.
Passengers using a mobility device that is not a “common wheelchair” may be denied
transport by SARTA vehicles.
Operators are not permitted to drive or operate a motorized mobility device.
Operation of the device is the sole responsibility of the passenger or their designee.
If a passenger cannot operate his or her motorized mobility device (or does not have
a PCA to do so), transport may be denied on SARTA vehicles.
Q. Mobility Devices, Ramps, Curbs & Steps
The passenger should meet the Operator at the closet accessible area to the SARTA vehicle. The area where being picked up must be cleared of ice, snow and/or debris
and properly maintained to allow a safe area for the Operator to assist. If the area is deemed unsafe, assistance for the passenger will not be given and transportation will
be denied for that trip.
R. Inclement Weather
Inclement weather (including but not limited to snow, ice, sleet, torrential rain, high
winds) may result in the MedLine system operating behind schedule.
S. Weapons & Contraband
Unauthorized weapons and contraband--concealed or otherwise--are prohibited on SARTA vehicles. Those caught with weapons or contraband will be prosecuted to the
fullest extent of the law.
T. Abusive Behavior
SARTA MedLine reserves the right to suspend and/or revoke transportation privileges in cases of abusive behavior when the safety and well-being of the employees and/or
passengers is compromised. Any suspension will be handled according to section U of this policy.
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U. Suspension Policy
Before suspending service, SARTA shall take the following steps:
1. Notify the SSA that SARTA proposes to suspend service, citing the basis of
the proposed suspension and setting forth the proposed sanction. 2. Provide a one week period for the SSA and individual an opportunity to be
heard and to present information and arguments. 3. Provide the SSA and the individual with written notification of the decision
and the reasons for it.
V. Separation of ProLine
MedLine is a separate service from Proline. Use of SARTA’s MedLine service does not
constitute eligibility for ProLine. It is the sole responsibility of the applicant, or responsible party representing the applicant, to apply or reapply for ProLine/ADA
privileges in a sufficient amount of time to complete the application process.
W. Travel Training
SARTA offers its nationally recognized travel training program for both fixed
route, ProLine and MedLine service. This program will enable any individual interested in riding SARTA to gain the confidence and knowledge necessary to
utilize SARTA services.
Our Travel Training Program teaches how to:
Use SARTA’s Fixed Route, ProLine or MedLine Services
Plan a trip on ProLine, MedLine & fixed route, and Read fixed route schedules and plan a trip on fixed route, ProLine, or
MedLine Locate and Transfer to other Buses
Pay Fares and Purchase Tickets and Passes
To schedule a training session, call (toll free) 1-855-TT-SARTA.
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