Our Commitment - Mobility

Staff to Okaloosa Walton TPO

P.O. BOX 11399, Pensacola, Florida 32524-1399 (850) 332-7976 Sara Comander

4081 E. Olive Road, Pensacola FL 32514 Toll Free 1-800-226-8914 Chairman

Web Site: www.wfrpc.org

Carolyn Clear

Vice-Chairman

MEMORANDUM

February 2, 2015

TO: Transportation Disadvantaged Coordinating Board Members and Interested Parties

FROM: Walton County Commissioner Sara Comander, Chairperson

SUBJECT: February 17, 2015 Transportation Disadvantaged Coordinating Board

The Walton County Transportation Disadvantaged Coordinating Board will meet Tuesday,

February 17 at 1:30 p.m. at Walton County Extension Office Bldg. 20, 732 N. 9th

Street,

DeFuniak Springs, FL. If you have any questions, please contact Howard Vanselow at

1-800-226-8914, Ext. 231 or by E-mail at howard.vanselow@wfrpc.org.

Board members will introduce themselves and the agency or position they represent. Visitors are

asked to introduce themselves to be welcomed by the Board.

AGENDA

I. Call to order and approval of the October 28, 2014 Board Meeting minutes.

A. Approval of Minutes

For Action Presentation: Chair (Item I-A)

II. Old Business:

III. New Business:

A. Community Transportation Coordinator Evaluation

For Action Presentation: TPO Staff (Agenda Item III-A)

WALTON COUNTY

TRANSPORTATION DISADVANTAGED

COORDINATING BOARD

Our Commitment - Mobility

B. Community Transportation Coordinator (CTC) Report

For Information Presentation: CTC Staff (Agenda Item III-B)

C. rideOn presentation

For Information Presentation: Dan Deanda (Agenda Item III-C)

D. Regional Planning Council Quarterly Report

For Information Presentation: TPO Staff (Agenda Item III-D)

E. Commission for the Transportation Disadvantage Correspondence

For Information Presentation: TPO Staff (Agenda Item III-E)

F. Grant Review

For Information Presentation: TPO/CTC Staff (Agenda Item III-F)

IV. Other Business

A. Annual Board Training

For Information Presentation: TPO Staff (Agenda Item IV-A)

V. Public Comments: Any individual who wishes to address the Board is requested to fill out

a Speaker Request Form obtained from TPO staff.

VI. Adjourn

The next coordinating board meeting and public hearing

is scheduled for Tuesday, May 19, 2015 at 1:30 am.

VISIT OUR WEB SITE AT: http://www.wfrpc.org/programs/walton-td FOR FULL AGENDA PACKETS

AND ADDITIONAL TRANSPORTATION PLANNING INFORMATION

The Okaloosa Walton Transportation Planning Organization adheres to the Americans with

Disabilities Act and will make reasonable modifications for access and language for this meeting

upon request. Please call Ms. Dottie Turner Toll Free at 1-800-226-8914, extension 200. Requests

must be made at least 48 hours in advance of the meeting in order to allow the TPO time to provide

the requested services.

Florida Law and Title VI of the Civil Rights Act of 1964 Prohibits Discrimination in: Public

accommodation on the basis of race, color, religion, sex, national origin, handicap, or of marital

status. Persons believing they have been discriminated against on these conditions may file a

complaint with the Florida Commission on Human Relations at 850-488-7082 or 800-342-8170

(voice messaging)

Our Commitment - Mobility

AGENDA ITEM I-A

SUBJECT: Approval of minutes

BACKGROUND: The minutes from the October 28, 2014 Board meeting will be

reviewed and approved by the local coordinating board.

REQUESTED

ACTION: A motion and vote to approve the October 28, 2014 Board

meeting minutes.

DRAFT 10/28/14 DT

WALTON COUNTY TRANSPORTATION DISADVANTAGED COORDINATING BOARD MEETING

August 19, 2014 MINUTES Okaloosa Walton Transportation Planning Organization

Walton County Extension Services Building 732 N. 9th Street

DeFuniak Springs, Florida 32433

Date of Meeting

8/19/2014

10/28/14

02/17/15

05/18/15

Agency for Health Care Admin. John Maroldo / Alt. AHCA staff

P

P

Children at Risk Ardelle Bush / Alt. VACANT

A

A

Citizen Carolyn Clear / Alt. VACANT A

P

Citizen User of Transportation Annie Campbell / Alt. VACANT A

A

Department of Education Diane Jackson / Alt. David Hubbard A

A

Department of Elder Affairs Gwendolyn Rhodes/ Alt. VACANT P

P

Disabled Lynette McLendon / Alt. VACANT A

A

Community Action VACANT / Alt. VACANT Vacant Vacant

Elderly Thomas Mathis / Alt. VACANT P

P

Elected Official-Chair Sara Comander / Alt. Carolyn Clear P

P

FL Dept. of Children & Families Phyllis Gonzalez / Alt. Lisa Carden

Alt. P S. King

Alt. P L . Carden

FL Dept of Transportation Kathy Rudd / Alt. Vanessa Strickland A

A

Local Medical Community VACANT/ Alt. VACANT A

A

Private Transportation Industry Bobby Martin / Alt. VACANT A

P

Public Education Jim Hicks / Alt. VACANT A

A

Veterans Mark Kelley / Alt. Jenifer Pate

P

P

Workforce Development Board Brad Balfanz / Alt. Rebecca Pazik

P

A

OTHERS PRESENT: Inez Cassiday, Howard Vanselow, Dottie Turner

DRAFT 10/28/14 DT

Walton County TD Minutes Page 2 of 3

I. Call to Order Chairwoman Comander called the meeting to order at 1:30 p.m.

A. Approval of the Minutes

As required by the Commission for the Transportation Disadvantaged (CTD) and Florida

Administrative Code 41-02.012(5) (a), Board minutes from the August 19, 2014 board

meetings were submitted to the LCB for approval.

Action: Mr. Mark Kelly moved to approve the minutes of the August 19, 2014 Public Hearing and Board meeting. Mr. Bobby Martin seconded and the motion carried unanimously.

II. Old Business

None

III. New Business A. CTC Evaluation Committee

Presentation by Mr. Howard Vanselow, RPC. Per Florida Administrative Code a committee of board members and the Community Transportation Coordinator (CTC) jointly develop the TDSP every five years and a minor update is completed annually. Board members are asked to volunteer to serve on this committee. A motion and vote to appoint the CTC Evaluation/TDSP committee is requested. Mr. Mark Kelly, Mr. Bobby Martin and Ms. Carolyn Clear volunteered to serve on this committee. Action: Ms. Lisa Carden made a motion to accept Mr. Mark Kelly, Mr. Bobby Martin and Ms. Carolyn Clear as volunteers for the CTC Evaluation/TDSP committee. Mr. John Maraldo seconded the motion. The motion carried unanimously.

B. Community Transportation Coordinator (CTC) Report Presentation by Ms. Inez Cassidy. Ms. Cassiday stated that from July to September the numbers are down because of Medicare, managed care, and pick-up operators. There was an opportunity for questions and answers; there were no questions.

C. Annual Operating Report The Community Transportation Coordinator submitted an annual operating report to the Commission for Transportation Disadvantaged in September. This report covered the fiscal year July 1st through June 30th. Ms. Inez Cassidy advised that the report includes data relating to met/unmet trips, no shows, expenses, employees and hours, and revenue sources via agency. There was an opportunity for questions and answers; there were no questions. Action: Ms. Gwendolyn Rhodes made a motion for the Chair to sign that the Annual Operating Report has been reviewed. Mr. Thomas Mathis seconded the motion. The motion carried unanimously.

DRAFT 10/28/14 DT

Walton County TD Minutes Page 3 of 3

D. Regional Planning Council Quarterly Report

Presentation by Mr. Howard Vanselow. The West Florida Regional Planning Council submitted the first quarter report on planning grant tasks to the Commission for the Transportation Disadvantaged. Mr. Vanselow advised the first quarter report only shows different tasks and provided an opportunity for questions and answers. There were no questions.

E. Commission for the Transportation Disadvantage Correspondence Presentation by Mr. Howard Vanselow. Mr. Vanselow stated the commission is facing challenges; there has been a switch to flat payments, funding has changed and there are Medicaid and ACHA challenges as well. Also, there is much information to compile for billing such VIN numbers, driver license numbers and signatures. It was recommended that Tri-County have a ninety day cash reserve. Mr. Vanselow reminded everyone the next business meeting is December 16, 2014 in Destin, FL.

F. Grant Review There have been no new grants.

IV. Other Business

None.

V. Public Comments

None.

VI. Adjourn

Chairman Comander inquired if there was any other business or comments. There were none. It was noted that the next meeting is scheduled for February 17, 2015 at 1:50 p.m. Meeting was adjourned.

Our Commitment - Mobility

AGENDA ITEM III-A

SUBJECT: CTC Evaluation/TDSP Committee

BACKGROUND: The planning agency and the local coordinating board conducted the

annual evaluation of the Community Transportation Coordinator

(CTC), as required by Florida Administrative Code 41-2.012 (5) (b).

The TDSP was also part of the review process.

The CTC Evaluation was conducted on January 14, 2015 and the draft

Evaluation is included in the Agenda package. After reviewing the

Evaluation, the Board is asked to approve the findings and

recommendations.

REQUESTED

ACTION: A motion and vote to approve the findings and recommendations

of the CTC Evaluation.

CTC BEING REVIEWED: TRI-COUNTY COMMUNITY COUNCIL, INC.

COUNTY: WALTON

ADDRESS: 1586 US HWY 331 SOUTH, DEFUNIAK SPRINGS, FL

CONTACT: INEZ CASSIDAY PHONE: 850-547-3688

REVIEW PERIOD: FY 2013-2014 REVIEW DATE: JANUARY 14, 2015

CONDUCTING THE REVIEW: HOWARD VANSELOW & LCB

CONTACT INFORMATION: 850-332-7976 HOWARD.VANSELOW@WFRPC.ORG

DRAFT ---- JANUARY 2015

CTC

EVALUATION WORKBOOK

DRAFT WALTON CTC EVALUATION 2013-2014 Page 2

USING THE AOR, COMPILE THIS INFORMATION:

1. OPERATING ENVIRONMENT: X RURAL URBAN

2. ORGANIZATION TYPE: PRIVATE-FOR-PROFIT

X PRIVATE NON-PROFIT

GOVERNMENT

TRANSPORTATION AGENCY

3. NETWORK TYPE: SOLE PROVIDER

X PARTIAL BROKERAGE

COMPLETE BROKERAGE

4. NAME THE OPERATORS THAT YOUR COMPANY HAS CONTRACTS WITH:

Walton County EMS, and Caring Hearts

5. NAME THE GROUPS THAT YOUR COMPANY HAS COORDINATION CONTRACTS WITH:

NONE

6. NAME THE ORGANIZATIONS AND AGENCIES THAT PURCHASE SERVICE FROM THE CTC

AND THE PERCENTAGE OF TRIPS EACH REPRESENTS?

(Recent APR information may be used)

Name of Agency % of Trips Name of Contact Telephone Number

CTD 38.99%

MEDICAID (AHCA) 27.60%

APD 7.13%

DOEA 8.66%

DOE 0.26%

Other 17.36%

7. REVIEW AND DISCUSS TD HELPLINE CALLS:

Number of calls Closed Cases Unsolved Cases

Total 0

DRAFT WALTON CTC EVALUATION 2013-2014 Page 3

COMPLIANCE WITH CHAPTER 427, F.S.

Review the CTC monitoring of its transportation operator contracts to ensure compliance with

427.0155(3), F.S. “Review all transportation operator contracts annually.”

WHAT TYPE OF MONITORING DOES THE CTC PERFORM ON ITS OPERATOR(S) AND HOW OFTEN

IS IT CONDUCTED?

Operators are monitored annually using the Safety Compliance Review monitoring document

provided by the Commission for Transportation Disadvantaged.

Is a written report issued to the operator? X Yes No

If NO, how are the contractors notified of the results of the monitoring? NA

WHAT TYPE OF MONITORING DOES THE CTC PERFORM ON ITS COORDINATION CONTRACTORS

AND HOW OFTEN IS IT CONDUCTED?

The CTC does not have any coordination contracts.

Is a written report issued? Yes No

If NO, how are the contractors notified of the results of the monitoring?

WHAT ACTION IS TAKEN IF A CONTRACTOR RECEIVES AN UNFAVORABLE REPORT?

Any finding made during the Safety Compliance Review must be corrected immediately. Failure

to do so will result in suspension of service.

IS THE CTC IN COMPLIANCE WITH THIS SECTION? X Yes No

COMPLIANCE WITH CHAPTER 427, F.S.

Review the TDSP to determine the utilization of school buses and public transportation services [Chapter

427.0155(4)] “Approve and coordinate the utilization of school bus and public transportation services in accordance

with the TDSP.”

HOW IS THE CTC USING SCHOOL BUSES IN THE COORDINATED SYSTEM?

The CTC does not use school buses.

Rule 41-2.012(5)(b): "As part of the Coordinator’s performance, the local Coordinating Board shall also set an annual

percentage goal increase for the number of trips provided within the system for ridership on public transit, where applicable. In

areas where the public transit is not being utilized, the local Coordinating Board shall set an annual percentage of the number

of trips to be provided on public transit."

HOW IS THE CTC USING FIXED ROUTE SERVICES IN THE COORDINATED SYSTEM?

Walton County provides the public transportation in Walton County. There is no fixed route at

this time IS THERE A GOAL FOR TRANSFERRING PASSENGERS FROM PARATRANSIT TO FIXED ROUTE

TRANSIT?

Yes X No If YES, what is the goal? Is the CTC accomplishing the goal? NA

IS THE CTC IN COMPLIANCE WITH THIS REQUIREMENT? X Yes No

DRAFT WALTON CTC EVALUATION 2013-2014 Page 4

COMPLIANCE WITH 41-2, F.A.C. Compliance with 41-2.006(1), Minimum Insurance Compliance “...ensure compliance with the minimum liability insurance requirement of $200,000 per person and $300,000 per

incident…”

WHAT ARE THE MINIMUM LIABILITY INSURANCE REQUIREMENTS?

$200,000 per person and $300, 000 per incident

Tri-County Community Council has:

$500,000 per person and $500, 000 per incident

WHAT ARE THE MINIMUM LIABILITY INSURANCE REQUIREMENTS IN THE OPERATOR AND

COORDINATION CONTRACTS?

Same

HOW MUCH DOES THE INSURANCE COST (per operator)? N/A

Operator Insurance Cost

Walton EMS

COPE

Caring Hearts

DOES THE MINIMUM LIABILITY INSURANCE REQUIREMENTS EXCEED $1 MILLION PER

INCIDENT?

Yes X No If yes, was this approved by the Commission? Yes No

IS THE CTC IN COMPLIANCE WITH THIS SECTION? X Yes No

COMPLIANCE WITH 41-2, F.A.C.

Compliance with 41-2.011(2), Evaluating Cost-Effectiveness of Coordination Contractors and

Transportation Alternatives. “...contracts shall be reviewed annually by the Community Transportation Coordinator and the Coordinating Board as

to the effectiveness and efficiency of the Transportation Operator or the renewal of any Coordination Contracts.”

NA, this county does not have any coordination contracts.

1. IF THE CTC HAS COORDINATION CONTRACTORS, DETERMINE THE COST-

EFFECTIVENESS OF THESE CONTRACTORS.

2 DO YOU HAVE TRANSPORTATION ALTERNATIVES? Yes X No

IS THE CTC IN COMPLIANCE WITH THIS SECTION? X Yes No

RULE 41-2 Findings:

Recommendations:

DRAFT WALTON CTC EVALUATION 2013-2014 Page 5

COMPLIANCE WITH 41-2, F.A.C.

Compliance with Commission Standards “...shall adhere to Commission approved standards…”

Commission Standards Comments

Local toll free phone number must

be posted in all vehicles.

Posted and easy to see.

Vehicle Cleanliness Clean

Passenger/Trip Database Driver completed manifest

Adequate seating Enough seating present

Driver Identification Driver had ID Badge

Passenger Assistance Driver assisted all passengers and equipment.

Smoking, Eating and Drinking Posted -- None occurred

Two-way Communications Driver had two way radio – Push to talk

Air Conditioning/Heating Vehicle was a comfortable temperature and AC worked.

Billing Requirements Observed at office.

COMMISSION STANDARDS Findings: The CTC is meeting all Commission Standards.

Recommendations: Continue to meet all Commission Standards.

DRAFT WALTON CTC EVALUATION 2013-2014 Page 6

COMPLIANCE WITH 41-2, F.A.C.

Compliance with Local Standards “...shall adhere to Commission approved standards...”

Local Standards Comments

Transport of Escorts and

dependent children policy

Escorts are required when transporting anyone under 16 years old

(exemptions are made by Program Manager or Director) and for

any rider who cannot access vehicles without minimal support or

assistance. Reservationist will need to know in advance if an

escort is required. Escorts are charged the same rate as the rider.

All PEPC children require a trained escort.

Use, Responsibility, and cost of

child restraint devices

Required for all riders under the age of 6 and less than 45lbs. The

child restraint device is provided by the CTC or family. Requests

for device must be made at the time the trip is scheduled.

Out-of-Service Area trips Only medical trips are scheduled to out of area service area

dependent on driver/ vehicle availability

CPR/1st Aid First Aid will be administered as needed & 911 will be called for

additional assistance. Drivers are required to complete 1st Aid and

CPR training every 3 years.

Driver Criminal Background

Screening

This is not included in TDSP

All transportation staff must have a “clean” Level II Background

Screening letter on file stating no disqualifying criminal offenses

were identified/ or disqualifies employee from working in the

program. All transportation staff are required to certify that they

understand if Children & Families Background Screening comes

back as denied, they will be terminated immediately.

Rider Personal Property Riders are allowed to have personal property which they can hold

in their lap or place under their seat – if it doesn’t present a safety

hazard (2 bags). Riders must be able to carry items brought onto

the vehicle. Drivers can assist as necessary with packages entering

and exiting the vehicle. Riders may bring additional bags for

designated shopping trips.

Advance reservation requirements All trips must be must be requested by noon the prior working day.

Appointments are taken Monday – Friday from 8:00a.m .to 4:30

p.m. Trips for Medicaid urgent care may be provided the same

day. HMO trips can be scheduled same day.

Pick-up Window Riders are requested to be ready 30 minutes before scheduled pick

up time and 30 minutes after. (Pick-up window of 60 Minutes)

DRAFT WALTON CTC EVALUATION 2013-2014 Page 7

Measurable Standards/Goals Standard/Goal Latest Figures MET/ NOT MET

Public Transit Ridership

FIXED ROUTE

NA NA NA

On-time performance 90% 90% + MET

Passenger No-shows

259/51,335 Trips

Policy Policy

MET

Accidents 2 / 698,067 miles 1/100,000 miles CTC .29 /100,000 MET

Roadcalls 2 / 698,067 miles 1/10,000 CTC .029 / 10,000 MET

Complaints 15 / 52,300 trips < 0.5% CTC < .03% MET

Call-Hold Time NA NA NA

LOCAL STANDARDS

Findings: The CTC has met all local standards.

Recommendations: The CTC should continue to meet all local standards.

DRAFT WALTON CTC EVALUATION 2013-2014 Page 8

Jan 21, 2015

DeFuniak Springs

4

3

1 – Wheel Chair

Conducted by Mark Kelley

ON-SITE OBSERVATION OF THE SYSTEM

RIDE A VEHICLE WITIN THE COORDINATED SYSTEM. REQUEST A COPY OF THE MANIFEST

PAGE THAT CONTAINS THIS TRIP.

Date of Observation:

Please list any special guests that were present:

Location:

Number of Passengers picked up/dropped off:

Ambulatory

Non-Ambulatory

Was the driver on time? X Yes No, how many minutes late/early?

Did the driver provide any passenger assistance? X Yes No

Was the driver wearing any identification?

X Yes X Uniform X ID Badge

No

Did the driver render an appropriate greeting?

X Yes No Driver regularly transports the rider, not necessary

If CTC has a policy on seat belts, did the driver ensure the passengers were properly belted?

X Yes No

Was the vehicle neat and clean, and free from dirt, torn upholstery, damaged or broken seats, protruding metal

or other objects?

X Yes No

Is there a sign posted on the interior of the vehicle with both a local phone number and the TD Helpline for

comments/complaints/commendations?

X Yes No

Does the vehicle have working heat and air conditioning? X Yes No

Does the vehicle have two-way communications in good working order? X Yes No

If used, was the lift in good working order? X Yes No

Was there safe and appropriate seating for all passengers? X Yes No

Did the driver properly use the lift and secure the passenger? X Yes No

If no, please explain:

Comment: Harvey was very professional and courteous to all the passengers

DRAFT WALTON CTC EVALUATION 2013-2014 Page 9

Passenger Satisfaction - The planning agency conducts the rider survey each year.

The results are included in the TDSP update.

Date of Rider Surveys: February 2014 – March 2014

OVERALL

SATISFACTION OF

SERVICE

A - Very Good 37 73%

B - Good 13 25%

C - Neutral 1 2%

D - Poor 0 0%

E - Very Poor 0 0%

Total 51 100%

Funding Source # TRIPS % TRIPS

CTD 20,394 38.99%

AHCA 14,435 27.60%

APD 3,727 7.13%

DOEA 4,527 8.66%

DOE 138 0.26%

Other 9,079 17.36%

Totals 52,300 100.00%

DRAFT WALTON CTC EVALUATION 2013-2014 Page 10

PURCHASING AGENCY SURVEY

The majority of the trips are TD and Medicaid, which do not have an associated agency.

Staff making call:

Purchasing Agency name: N/A

Representative of Purchasing Agency: Phone:

1) Do you purchase transportation from the coordinated system?

YES If no, why?

2) Which transportation operator provides services to your clients? Tri County Community Council

3) What is the primary purpose of purchasing transportation for your clients?

Medical

Employment

Education/Training/Day Care

Nutritional Life Sustaining/Other

4) On average, how often do your clients use the transportation system?

7 Days/Week -3 Times/Month

1-2 Times/Week

3-5 Times/Week 5) Have you had any unresolved problems with the coordinated transportation system?

Yes No If no, skip to question 7

6) What type of problems have you had with the coordinated system?

Advance notice requirement [specify operator (s)]

Cost [specify operator (s)]

Service area limits [specify operator (s)]

Pick up times not convenient [specify operator (s)]

Vehicle condition [specify operator (s)]

Lack of passenger assistance [specify operator (s)]

Accessibility concerns [specify operator (s)]

Complaints about drivers [specify operator (s)]

Complaints about timeliness [specify operator (s)]

Length of wait for reservations [specify operator (s)]

Other [specify operator (s)]

7) Overall, are you satisfied with the transportation you have purchased for your clients?

Yes No If no, why?

DRAFT WALTON CTC EVALUATION 2013-2014 Page 11

Level of Cost

COSTS BY EXPENSE CATEGORY

CTC EXPENSE CATEGORY BY ACCOUNT (500-599)

2011-2012 Trips: 59,896

2012-2013 Trips: 51,335

2012-2013 Trips: 51,335

Expense Cost/ Trip

Expense Cost/ Trip

Expense Cost/ Trip

Labor (501)

$353,117 $5.90

$431,112 $8.40

$433,217 $8.28

Fringe Benefits (502)

103,135 1.72

112,177 2.19

92,886 1.78

Services (503)

3,446 0.06

72,568 1.41

5,244 .10

Materials & Supplies Consumed (504)

210,873 3.52

244,150 4.76

175,950 3.36

Utilities (505)

15,989 0.27

15,425 0.30

15,547 0.30

Casualty and Liability Costs (506)

45,999 0.77

41,678 0.81

46,114 0.88

Taxes (507)

1079 0.02

738 0.01

612 0.01

Purchased Transportation Service (508)

48,211 0.80

34,501 0.67

33,283 0.64

Miscellaneous Expenses (509)

7,615 0.13

16,260 0.32

7,037 0.13

Interest Expense (511)

0 0.00

0 0.00

0 0.00

Leases & Rentals (512)

0 0.00

0 0.00

0 0.00

Annual Depreciation & Amortization (513)

33,764 0.56

10,794 0.21

28,430 0..54

Contributed Service - Allowable Expenses (530)

0 0.00

19,758 0.38

11,454 0.22

Allocated Indirect Expenses (if applicable)

0 0.00

0 0.00

0 0.00

SYSTEM TOTAL

$823,228 $13.74

$999,161 $19.46

$849,774 $16.20

1. Which expenses are especially high? Cost seem reasonable

2. Are these high expenses acceptable? Are they approved? Yes and approved when necessary

3. What strategies could reduce the unacceptable costs?

DRAFT WALTON CTC EVALUATION 2013-2014 Page 12

Level of Competition

Worksheet 2

1. Inventory of Transportation Operators in the Service Area

Column A

Operators

Available

Column B

Operators

Contracted in the

System.

Column C

Include Trips

Column D

% of all Trips

Private Non-Profit 3 3 50,902 97.33%

Private For-Profit 2 2 1,308 2.44%

Government 1 1 123 0.24%

Public Transit

Total 6 6 52,300 100%

2. How many of the operators are coordination contractors? 0

3. Of the operators included in the local coordinated system, how many have the capability of

expanding capacity?

Does the CTC have the ability to expand? Yes, with additional funding

4. Indicate the date the latest transportation operator was brought into the system. 2009

5. Does the CTC have a competitive procurement process? No

6. In the past five (5) years, how many times have the following methods been used in selection of

the transportation operators?

Low bid Requests for proposals

Requests for qualifications Requests for interested parties

X Negotiation only

Which of the methods listed on the previous page was used to select the current operators?

Negotiation only 7. Which of the following items are incorporated in the review and selection of transportation

operators for inclusion in the coordinated system?

X Capabilities of operator X Scope of Work

Age of company X Safety Program

Previous experience X Capacity

X Management X Training Program

X Qualifications of staff X Insurance

X Resources X Accident History

Economies of Scale X Quality

Contract Monitoring X Community Knowledge

X Reporting Capabilities X Cost of the Contracting Process

Financial Strength X Price

Performance Bond Distribution of Costs

X Responsiveness to Solicitation Other: (list)

8. If a competitive bid or request for proposals has been used to select the transportation

operators, to how many potential operators was the request distributed in the most recently

completed process. How many responded? The request for bids/proposals was distributed:

NA Locally Statewide Nationally

9. Has the CTC reviewed the possibilities of competitively contracting any services other than

transportation provision?

DRAFT WALTON CTC EVALUATION 2013-2014 Page 13

Level of Availability (Coordination)

Worksheet 3

Toured the facility and was shown how the CTC provides the coordinated transportation.

Planning – What are the coordinated plans for transporting the TD population? TDSP

Public Information – How is public information distributed about transportation services in the community?

Advertising in local paper, brochures at agencies and through the LCB.

Certification – How are individual certifications and registrations coordinated for local TD transportation services?

The certifications are processed in the Bonifay office.

Eligibility Records – What system is used to coordinate which individuals are eligible for special transportation

services in the community? Eligibility is maintained through the transportation software.

Call Intake – To what extent is transportation coordinated to ensure that a user can reach a Reservationist on the first

call? There are four incoming lines and this is a small rural county.

Reservations – What is the reservation process? How is the duplication of a reservation prevented? Computer

software allows for scheduling without duplication.

Trip Allocation – How is the allocation of trip requests to providers coordinated? Walton County EMS provides

stretcher service as needed, the other two providers provide after hours urgent Medicaid transportation.

Scheduling – How is the trip assignment to vehicles coordinated? Through the software and rotating vehicles to

prevent overuse of some vehicles.

Transport – How are the actual transportation services and modes of transportation coordinated? The scheduler

uses data collected for next day trips to develop manifests for drivers, by vehicle.

Dispatching – How is the real time communication and direction of drivers coordinated? Dispatch is available to

drivers by two way communication.

General Service Monitoring – How is the overseeing of transportation operators coordinated? Annual monitoring

for contracted operators.

Daily Service Monitoring – How are real-time resolutions to trip problems coordinated? Dispatch, receptions and

supervisor are located in the same office. Two way communication is maintained with the drivers.

Trip Reconciliation – How is the confirmation of official trips coordinated? Through the driver manifests.

Billing – How is the process for requesting and processing fares, payments, and reimbursements coordinated?

Through the office in Bonifay.

Reporting – How is operating information reported, compiled, and examined? Using the transportation software,

the trip data is used to produce the necessary reports.

Cost Resources – How are costs shared between the coordinator and the operators (s) in order to reduce the overall

costs of the coordinated program? NA, use of operators is minimal in this county.

Information Resources – How is information shared with other organizations to ensure smooth service provision and

increased service provision? Through the local coordinating board, community meetings, and through

advertising.

Overall – What type of formal agreement does the CTC have with organizations, which provide transportation in the

community? The CTC has contracts with the stretcher providers.

Our Commitment - Mobility

AGENDA ITEM III-B

SUBJECT: Community Transportation Coordinator (CTC) Report

BACKGROUND: The Local Coordinating Board shall on evaluate services provided by

the CTC and seek innovative ways to improve cost-effectiveness,

efficiency, and safety. In order to fulfill this requirement the board

has requested that the CTC provide a quarterly summary of

coordination activities and a financial report of sponsored and non-

sponsored trip costs.

Will be handed out at the meeting

REQUESTED

ACTION: For Information.

Our Commitment - Mobility

AGENDA ITEM III-C

SUBJECT: rideOn Commuter Assistance Program

rideOn

BACKGROUND: The effective management of rideOn's services requires an ongoing

exchange of information between vanpool groups, vanpool vehicle

providers, and major employers. Access to EZ-Ride's secure website,

www.dodgetraffic; allows commuters to instantly find carpool

matches online. Private vanpools are registered in EZ-Ride by the

rideOn Staff. The vanpool group leader is identified, and the vanpool

roster is reviewed and adjusted as needed.

REQUESTED

ACTION: For Information

Need a Lift? Do you ever find yourself stuck at work without a way to get home? For most people, this may not happen often because their car is accessible at all time.

Others, for various reasons, prefer to use an alternate mode of transportation to get to and from work. It may be carpooling, walking,

bicycling, or using public transportation. All of these are convenient and pretty much hassle free; however, when an emergency occurs, it can be a dilemma finding a way home.

The Emergency Ride Home (ERH) is a free service for commuters that need a

ride home from work due to unforeseen circumstances beyond their control. When this occurs, commuters can call their ERH provider and advise they are

a rideOn participant. They will then send someone to take them home at no cost. Each person is provided with up to four (4) free rides home a year (one per quarter).

In order to use the service, you have to pre-register for free with Ride On,

and use an alternate mode of transportation at least 3 days a week. For more information on rideOn or the Emergency Ride Home Program, call our Transportation Hotline, 1-800-342-5557, or call Dan Deanda, 850-332-7976,

ext. 227 or visit www.dodgetraffic.com.

Our Commitment - Mobility

AGENDA ITEM III-D

SUBJECT: Transportation Planning Organization Report

BACKGROUND: West Florida Regional Planning Council as designated staff to the

Okaloosa-Walton Transportation Planning Organization (TPO)

submits a quarterly report to the Commission for the Transportation

Disadvantaged on planning grant tasks. The second quarter report is

enclosed for board review.

REQUESTED

ACTION: For information.

Our Commitment - Mobility

AGENDA ITEM III-E

SUBJECT: Commission for Transportation Disadvantaged Correspondence

BACKGROUND: In order to keep the Board informed, selected information available

from the Commission for Transportation Disadvantaged (CTD) is

enclosed for Board review.

REQUESTED

ACTION: For Information.

From: Holmes, Steven [mailto:Steven.Holmes@dot.state.fl.us]

Sent: Wednesday, January 21, 2015 1:00 PM To: Holmes, Steven

Cc: CO-CTD Staff Subject: Transitioning NEMT

CTCs/STPs The NEMT contract between AHCA and the Commission ends on February 28, 2015. Therefore, the NEMT contracts between Commission and CTCs/STPs also end on February 28, 2015, except for contracts in AHCA Regions 10 and 11, which end on January 31, 2015. AHCA is contracting with Access2Care, MTM and Logisticare to coordinate NEMT services for individuals enrolled in fee-for-service Medicaid (i.e., those not enrolled in a managed care plan). Each vendor will serve a specific geographic area of the state (see chart below). They will contact CTCs to ensure vendors provide pre-scheduled trips. AHCA and the Commission encourage CTCs and STPs to contact the new vendors to begin communication on this transition (see contact information in chart below).

Vendor and Regions

Counties New Vendor Start Date

Vendor Contact Information

Access 2 Care (Regions 1,2,3,4,7)

Escambia, Santa Rosa, Okaloosa, Walton, Holmes, Washington, Jackson, Bay, Calhoun, Gulf, Liberty, Gadsden, Liberty, Franklin, Wakulla, Leon, Jefferson, Madison, Taylor, Hamilton, Suwannee, Lafayette, Dixie, Columbia, Gilchrist, Levy, Union, Alachua, Bradford, Putnam, Marion, Citrus, Lake, Hernando, Sumter, Nassau, Baker, Duval, Clay, St. Johns, Flagler, Volusia, Seminole, Orange, Osceola, Brevard.

March 1 To Be Sent

MTM, Inc. (Regions 5,6,8)

Pasco, Pinellas, Hillsborough, Manatee, Polk, Hardee, Highlands, Sarasota, DeSoto, Charlotte, Glades, Lee, Hendry, Collier.

March 1 1-844-239-5974

LogistiCare (Regions 9,10,11)

Regions 10 & 11: Broward, Miami-Dade, Monroe Region 9: Indian River, Okeechobee, St. Lucie, Martin, Palm Beach

February 1: Regions 10 and 11 March 1: Region 9

1-866-779-1457

Once we receive some further guidance from AHCA, we’ll be providing you the necessary steps to close out the contract, especially as it pertains to Encounter data. Thanks Steve Holmes

Executive Director Florida Commission for the Transportation Disadvantaged 850 688-2953 (c)

Join us on Facebook and Twitter

TD Legislative Awareness Day

will be held on March 3, 2015

It is so important for legislators to hear from the actual people this program helps! TD Legislative Awareness Day, is held at the Courtyard of Florida’s Capital in Tallahassee.

This event embraces the spirit of appreciation to the legislators for this program that provides medical, employment, education and other life sustaining trips to nearly

600,000 Floridians each year with over 29 million trips reported last year.

Join us in creating awareness and support for the Transportation Disadvantaged program. Most people are not even aware of its existence, much less its importance. The Transportation Disadvantaged program enhances the mobility of thousands of

Floridians to achieve independence, while saving taxpayer dollars through the coordination of transportation in all 67 counties. For every $1 spent on TD services, the

state receives more than $8.35 in return!

TD Legislative Awareness Day is hosted by FACTS (Florida Association of Coordinated Transportation Systems) each year through the funds donated by sponsors. When you sponsor, 100% of the funds goes to the event in an effort to generate awareness and support for the Transportation Disadvantaged Program. Sponsors' information will be included in the program, banner and other public relations materials for TD Legislative

Day.

This is an excellent opportunity for attendees to meet with legislators to express growing needs for transportation disadvantaged services in the State of Florida and to thank

them for their continued support.

Should you have any questions, comments, or concerns on any of the

information above Call 1-800-983-2435

OR E-Mail factsassoc@gmail.com

Please feel free to forward this information to all those who may be interested in attending.

Registration Deadline - February 6, 2015

General Registration

Form

Sponsor Registration

Form

Map &

Directions

2015 Commission Business Meetings

Date Time Meeting Location

Dial-In Number &

Conference Code

March 4, 2015 9 AM to

Completion

Business

Meeting

Florida Department of

Transportation

Auditorium

605 Suwannee Street

Tallahassee, FL 32399

(888) 670-3525

Conference Code

7993168355

June 2, 2015 9 AM to

Completion

Business

Meeting

Tampa, FL (888) 670-3525

Conference Code

7993168355

October 29, 2015 9 AM to

Completion

Business

Meeting

Daytona Beach Ocean

Center

100 North Atlantic

Avenue

Daytona Beach, FL

32118

(386) 254-8200

(888) 670-3525

Conference Code

7993168355

December 15,

2015

9 AM to

Completion

Business

Meeting

Vero Beach, FL (888) 670-3525

Conference Code

7993168355

CECILE DEL MORAL Transportation Disadvantaged Specialist Project Manager – Area 1 Tel: (850) 410-5702 Email: cecile.delmoral@dot.state.fl.us Website: www.dot.state.fl.us/ctd

FLORIDA COMMISSION FOR THE TRANSPORTATION DISADVANTAGED 605 Suwannee Street, Mail Station 49 Tallahassee, Florida 32399 Tel: (850) 410-5700 Fax (850) 410-5752 TD Helpline: 1-800-983-2435

Our Commitment - Mobility

AGENDA ITEM III-F

SUBJECT: Grant Review

BACKGROUND: Any grants for TD funds may be reviewed by the LCB. Any grant

application received will be presented to the Board for review and

comment.

REQUESTED

ACTION: For information.

Our Commitment - Mobility

AGENDA ITEM IV-A

SUBJECT: Annual Local Coordinating Board Training

BACKGROUND: The planning agency contract with the Commission for

Transportation Disadvantaged requires annual board training on the

coordinated transportation system and Florida Ethics Laws and

Sunshine Amendment. This board training will be conducted as part

of the quarterly board meeting.

REQUESTED

ACTION: For Information

Transportation Disadvantaged

Local Coordinating Board Training (LCB) 2015

What is Florida Community Transportation?

Statute and Rule

• In Florida, transportation is provided for “transportation disadvantaged” individuals in

accordance with Florida Statute 427 and Rule 41-2, Florida Administrative Code.

• The statute created the Commission for Transportation Disadvantaged to “accomplish the

coordination of transportation services provided to the transportation disadvantaged.”

• The statute and rule provide for a designated Community Transportation Coordinator (CTC), a

designated planning agency and a local coordinating board to advise the CTC.

Florida Statute 427

• Review and approve Service Plan

• Evaluate services provided

• Review funding applications

• Establish trip priorities

• Review coordination strategies and regional transportation opportunities

• Work collaboratively with Workforce Development Boards

Rule 41-2, Florida Administrative Code

• Meet at least quarterly

• Maintain minutes of actions taken

• Evaluate the CTC

• Appoint a Grievance Committee

• Comply with Florida Statutes regarding voting conflict of interest

Where does the funding come from?

Funding Sources

Federal

State

Federal/State

Local Government

Fares/Copay

Other

What is the role of the LCB?

• Advise the CTC

• Develop Plan for Service

• Improve Efficiency-Bang for the Buck

• Determine Level of Service

• Feed back to CTC-Eyes and ears

• Advocate-For rider, agencies, CTC

• Other???

Florida Sunshine and Public Meetings

Public Meetings (Section 286 F. S.)

• Florida Statutes 286.011, Public Meetings and Records

• All meetings at which official action is taken are open to the public

• The board must provide reasonable notice of all such meetings

• Violations are a misdemeanor of the second degree

Code of Ethics (Section 112 F. S.)

Prohibited acts:

• Solicitation and Acceptance of Gifts

• Unauthorized Compensation

• Misuse of Public Position

• Disclosure of Certain Information

• Conflicting Employment or Contractual Relationship

Voting Conflict of Interest

• Disclose conflict of interest

• File disclosure form with meeting’s recording officer

• Incorporate in meeting minutes

Questions?

Commission for Transportation Disadvantaged

www.dot.state.fl.us/ctd/

850-410-5700

TD Help Line 1-800-983-2435

West Florida Regional Planning Council

www.wfrpc.org

1-800-226-8914 or 850-332-7976