OKALOOSA COUNTY RANSPORTATION …...2019/08/16 · Working to preserve and enhance the quality of...

Working to preserve and enhance the quality of life in northwest Florida

Staff t Staff to Okaloosa-Walton TPO Mailing: P.O. Box 11399; Pensacola, FL 32524-1399 Carolyn Ketchel Street: 4081 E. Olive Rd., Ste. A; Pensacola, FL 32514 Chairperson (850) 332-7976 Fax: 637-1923 Toll Free: 1-800-226-8914 Web Site: www.ECRC.org Beatrice Love-Moore Vice-Chair

MEMORANDUM August 16, 2019 TO: Okaloosa County Transportation Disadvantaged Coordinating Board and

Interested Parties FROM: Commissioner Carolyn Ketchel SUBJECT: August 28, 2019 Transportation Disadvantaged Board Meeting

The Okaloosa County Transportation Disadvantaged Coordinating Board will meet Wednesday, August 28, 2019 at 10:00 am, at Okaloosa County Administration Building (training room) 1250 N Eglin Parkway, Shalimar, FL 32579. If there are any questions, please contact Howard Vanselow, Transportation Planner at 1-800-226-8914, extension 231 or by email at [email protected].

BOARD AGENDA

I. A. Call to order / Invocation / Pledge / and introductions

B. Approval of the Agenda C. Public Comments: Any individual who wishes to address the Board is

requested to fill out a Speaker Request Form obtained from TPO staff.

D. Approval of May 22, 2019 Board Meeting minutes For Action Presentation: Chair (Item I-D)

E. Approval of May 22, 2019 Public Workshop minutes For Action Presentation: Chair (Item I-E)

OKALOOSA COUNTY TRANSPORTATION DISADVANTAGED

COORDINATING BOARD

http://www.ecrc.org/

mailto:[email protected]


II. Old Business:

III. New Business:

A. Election of Vice-Chair For Action Presentation: TPO Staff (Agenda Item III-A)

B. Bylaws and Grievance Process

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

C. Demand Response/EC Dial-A-Ride Rider Survey For Information Presentation: TPO Staff (Agenda Item III-C)

D. Community Transportation Coordinator (CTC) Report

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

E. Transportation Planning Organization Quarterly Report For Information Presentation: TPO Staff (Agenda Item III-E)

F. Commission for the Transportation Disadvantaged Correspondence For Information Presentation: TPO Staff (Agenda Item III-F) G. Grant Review For Information Presentation: CTC/TPO Staff (Agenda Item III-G)

IV. Other Business V. Adjourn

The next coordinating board meeting is Wednesday, December 4, 2019 at 10:00 am.

VISIT OUR WEB SITE AT: WWW.ECRC.ORG FOR FULL AGENDA PACKETS

AND ADDITIONAL REGIONAL COUNCIL INFORMATION The Emerald Coast Regional Council (ECRC) adheres to the Americans with Disabilities Act and will make reasonable modifications for access and language for this meeting upon request. Please call Ms. Dorothy McKenzie Toll Free at 1-800-226-8914, extension 230. Requests must be made at least 48 hours in advance of the meeting in order to allow the ECRC time to provide the requested services. Florida Law and Title VI of the Civil Rights Act of 1964 Prohibits Discrimination: Public Participation is solicited without regard to race, color, national origin, sex, age, religion, disability or family status. Persons believing they have been discriminated against on these conditions please contact Brittany Ellers, 800-226-8914 x220 or [email protected]. FL Relay System: 1-800-955-8770 Voice; 1-800-955-8771 TTY.

http://www.ecrc.org/

mailto:[email protected]


AGENDA ITEM I-D

SUBJECT: Approval of Board meeting minutes

BACKGROUND: The minutes from the May 22, 2019 Board meeting will be reviewed and approved by the Local Coordinating Board.

REQUESTED ACTION: A motion and vote to approve the May 22, 2019 Board

meeting minutes.

Okaloosa County TD Agenda August 28,2019 of 47

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Okaloosa TD Minutes Page 1

OKALOOSA TRANSPORTATION DISADVANTAGED COORDINATING BOARD MEETING MINUTES 5/22/19

Emerald Coast Regional Council (Designated Staff)

Okaloosa County Administration Bldg. 1250 N. Eglin Pkwy.

Shalimar, Florida

Date of Meeting

9/26/18

12/11/18

2/27/19

5/22/19

Agency for Health Care Admin. John Vinski/Alt AHCA Staff

P

D. Madden P

P

P

Agency for Persons with Disabilities Annette Zeeb/Alt Agency Staff

P

P

Children at Risk Renea Black/Alt Vacant

P

P

A

A

Citizen Yvonne Earle/Alt Vacant

P

P

P

A

Citizen User of Transportation Vacant/Alt Vacant

Vacant

Vacant

Vacant

Vacant

Community Action Algie King/Alt Samantha Ortiz

A

A

A

A

Department of Education Brian Mingo/Alt Art Dreaden

P

A

P

P

Department of Elder Affairs Gwendolyn Rhodes/Alt Sharon Searcy

P

P

Tracy Flota P

P

Disabled William Collette/Alt Vacant

A

A

A

A

Elderly Richard Barker/Alt Vacant

P

P

P

P

Elected Official-Chair - Carolyn Ketchel /Alt Beatrice Love-Moore

P

B. Love-Moore P

B. Love-Moore P

P

FL Department of Children & Families Phyllis Gonzalez/Alt Susan King

S. King P

S. King P

S. King P

Melissa Wilson

P FL Department of Transportation Toni Prough/Alt Zachary Balassone

A

A

A

P

Local Medical Community Vacant/Alt Vacant

Vacant

Vacant

Vacant

Vacant

Mass Transit Vacant/Alt Vacant

Vacant

Vacant

Vacant

Vacant

Private Transportation Industry Donna Morgan/Alt Vacant

P

P

P

P

Public Education Jay McInnis/Alt Timothy Duffey

A

P

A

A

Veterans Beatrice Love-Moore/Alt Vacant

P

P

P

P

CareerSource Okaloosa Walton Will Miles/Alt Michele Burns

A

P

P

P


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OTHERS PRESENT: Howard Vanselow, Dorothy McKenzie, Tyrone Parker, Dennis Franklin, Joann Hofstad, Steve Holmes, Bardri Lovejoy,

Quorum Present INTRODUCTIONS: Chairperson Ketchel called the meeting to order. Introductions were

made, and visitors were welcomed.

I. Call to order and Approval of the February 27, 2018 Board Meeting minutes As required by the Commission for the Transportation Disadvantaged (CTD) and Florida Administrative Code 41-02.012(5)(a), the minutes from the February 27, 2019 TD Coordinating Board meeting and Public Hearing were submitted for approval by the TD Board. Action: Mr. Miles made a motion to approve the February 27, 2019 board meeting

minutes; Ms. Prough seconded, and the motion was unanimously approved.

II. New Business A. Membership Certification

Mr. Vanselow stated that Ms. Phyllis Gonzalez, representing Department of Children and Families, was replaced by Ms. Melissa Wilson. Ms. Susan King will remain the alternate for the position. Mr. Mingo stated that Mr. Art Dreaden, representing Vocational Rehabilitation, had retired. Action: Mr. Vinski made a motion to approve; Ms. Love-Moore seconded, and

the motion was unanimously approved.

B. Transportation Disadvantaged Service Plan (TDSP) Mr. Vanselow said the dollar amount for the Commission for the Transportation Disadvantaged was updated. The advance reservation times were changed from 7 days in advance to 14 days in advance. Reservation time was changed from 11:59 am to 12:00 noon. Also, a change was made to reservations times from 1:59 am to 2:00 pm. The vehicle replacement plan was updated. Mr. Vanselow stated that there is new staff at the county, and they are working to determine the new rates. A new rate has not been established so last year’s rate will be used until a new rate is determined. Mr. Vanselow advised there were less surveys done this year. Chairman Ketchel asked why there are not more surveys completed. Mr. Parker said if someone is not sitting down with the passenger to do the survey they client may be reluctant to do the survey. He said people are not totally trusting of the transit system presently. He said he and staff are working to change the mindset of the clients. He thought when service improves the clients will be more receptive to completing surveys. Ms. Morgan asked if online surveys could be done. Mr. Vanselow said they give the surveys to the operator. He said the surveys were online. He said it was promoted at the last meeting with flyers. There is a link for the riders to go to. The clients are also given a self-addressed return for surveys. The name was taken off the survey. The


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surveys were done in February and March, and MV had only been in operation for a short period of time. Mr. Vanselow said when they do the CTC evaluation survey cards are given to the county. He encouraged board members to participate in getting surveys done. Mr. Miles asked if a mid-year survey could be done. Mr. Vanselow said if the county would like mid-year surveys they can provide surveys for that time period. Mr. Parker said he was open to mid-year surveys. Mr. Vanselow stated that an up-dated vehicle inventory was included in the TDSP. Action: Ms. Prough made a motion to approve; Mr. Mingo seconded, and the

motion was unanimously approved. Roll Call Vote: Richard Barker Yes Carolyn Ketchel Yes Beatrice Love-Moore Yes Will Miles Yes Brian Mingo Yes Donna Morgan Yes Toni Prough Yes Gwendolyn Rhodes Yes John Vinski Yes Melissa Wilson Yes Annette Zeeb Yes

C. Community Transportation Coordinator (CTC) Report Mr. Parker reviewed the report. He said during the third quarter there were 31,014 trips. The majority of trips were for medical purposes, followed by employment trips. Mr. Parker said there were 2,034 unmet trip requests. The on-time percentage averaged 72%. They are working on improving the on-time percentage for trips. The transition from Maruti to MV took place December 18, 2018 to January 1, 2019. Mr. Parker said they are working on improving no shows for trips. There were 1,400 no shows for the quarter. Complaints had increased and there were 54 complaints. During the quarter there were 18 road calls. He said fleet maintenance is being transitioned to their transit shop. There were four accidents and five incidents. Ms. Prough asked, regarding no shows, if there is a policy, and if they track the no shows to see who the clients are that consistently no show for trips. Mr. Parker said they do track no shows. After several no shows by a client, notification is given to the client. Mr. Franklin said clients are contacted by phone to advise that they are in violation of the no show policy. The next step is to send the letter stating that if the client


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continues to no show service will be suspended for 30 days. He said clients are being encouraged to cancel trips in advance. He said nursing homes are better preparing their clients for the trips, whereas in the past the drivers were assisting the clients in getting ready for trips. Chairperson Ketchel asked Mr. Parker for a count of clients that are visually impaired. Mr. Parker said if clients need assistance that information is included in the system. Chairperson Ketchel asked Mr. Parker if they doing public speaking to organizations such as Kiwanis and doctor offices, to let them know the transportation service is available. Mr. Parker said they do not speak to Kiwanis, but rather they work closely with the Chamber, Crestview Rehab, and Ft. Walton Beach Rehab. He has also met with locations such as Fresenius. Chairperson Ketchel recommended more public communication to advise people of the transportation service. Mr. Parker advised that 258 applications were received from January to May 2019. Of those applications 241 were approved. Mr. Franklin provided updates on behalf of MV. He said there were 13 days from the date he signed the contract until service was running. On-time performance has dropped because MV picked up the passenger per hour. The passenger per hour previously was approximately 1.1. MV increased it to 1.6 to 1.9 within one month. With more clients the on-time performance decreased. Mr. Franklin said several drivers quit. They have attempted to hire new drivers. A change was made in the safety training manager. The position was offered to Ms. Melinda Howard, a road supervisor. She is currently the new safety training manager. Since she started every week there have been six to eight new people in class. The driver shortage should be completely diminished within a week. With that change on-time performance is improving. Mr. Franklin said they are in the process of changing the Trapeze software system. He said Maruti did not utilize the system properly. He said there is a great need for transportation in the area. He said after certain constraints are broken they should be able to run longer and more efficiently. Action: Information Only

D. Transportation Planning Organization Quarterly Report Mr. Vanselow said the report is submitted to the Commission for the Transportation Disadvantaged. The report reflects what the board accomplished at the last meeting. Action: Information Only

E. Okaloosa County Transportation Disadvantaged Coordinating Board Meeting Schedule The schedule for the upcoming year was included in the agenda package. Mr. Vanselow related that the CTC evaluation will be done January 23, 2020. A ride along of the service is provided to observe the system.


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Action: Information Only

F. Commission for the Transportation Disadvantaged (CTD) Correspondence Mr. Vanselow introduced Mr. Steve Holmes, the CTD executive director. Mr. Holmes said the session finished four weeks ago. The normal budget was received for approximately $55 million. He referred to Senate Bill 7068, i.e. the corridors bill where they are building three toll roads in the state. He said as part of SB 7068, the CTD received $10 million to create some innovation and service grants, for on demand and schedule transportation in rural areas and in certain projects in urban areas. Since the corridors bill is working on toll roads, and many of those are in the rural areas, they want to increase the ability to work with Workforce boards for employment, and to work with FDOT for employment and other high cost populations. A grant and application can be submitted to the CTD to allow the trip and equipment grant funds for the day to day transportation. Also, as part of the bill, the legislature is pushing to use the transportation network companies more often where appropriate. He said mobility options each have their own strengths and weaknesses. Bus passes/fixed route systems must move a lot of people at great cost. He said transportation network companies, such as UBER and LYFT and others have drivers trained similar to paratransit drivers. People are using options to increase mobility options. Mr. Holmes said Pinellas County has a program called TD Late Shift. It is for second and third shift workers that work in the service industry. The bus service does not run late enough for them. They contract either a taxi, UBER, or with a wheelchair company to provide those trips. The workforce has increased for evening hours. Mr. Holmes said another program being used is Direct Net. It is designed to get individuals that are outside of the ADA corridor to a bus stop and back. This increases the fixed route service. Mr. Holmes said there is a program in Pinellas, Manatee, and Hillsborough counties for persons with intellectual-developmental disabilities that are not on the Med waiver. It is for individuals that are on a wait list and do not have transportation. It is a grant program to use a transportation network company for transportation. It is an on-demand service. Mr. Holmes said there are grant opportunities that they may be able to pilot. He said that now as part of the innovation service grant they are able to provide more funding for specific projects in communities. He said to think through the needs such as late shift work and dialysis and send applications. They have already received the applications for the first round and will be approved, or disapproved on June 3, 2019. Mr. Holmes said there will be a second round for applications. Chairperson Ketchel said one of the issues with the Mid Bay bridge is the tolling system and getting employees that are low income and live in the north end of the county (Crestview) to work in the south end of the county. She said it would be great to have a bus that could run through the tolling system, and pickup the hotel workers and run back up. She asked if that would fall into the type of program Mr. Holmes was talking about.


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Mr. Holmes said the program is not designed for fixed route—they are pushing for on demand service. He said if they found populations that could do the on demand, it would free up money to potentially use some of the current funds. He said it involves shifting monies. Mr. Parker said he and Mr. Franklin are working with the Ft. Walton Chamber, with the restaurants and hotels, to get an express route. He asked if that type of route could be part of the program. Mr. Holmes said those are things to think through as a community. He said dialysis is high cost. He said if they could come up with an on demand dialysis trip it would free up monies to allow more multi loading trips. Mr. Holmes said presently there is money available that will be available for four years. Chairperson Ketchel said the seasonal workers were present the day prior at a meeting. She said they are complaining about the toll rates. She said it would be great if they could be taken to their destinations by expressing them through. Mr. Holmes said they have the new grant out there. Ms. Katherine Bennet, from the audience, asked if for the transportation network, if they are able to use some of the grant money for private transportation companies that work with the county transport, to offload some of the dialysis runs. Mr. Holmes said the county can build their mobility options the way they see fit. They can use taxis, other private providers, transportation network companies, or fixed route. They can build the system they way the feel necessary to address the needs of the community. Mr. Holmes said he only contracts with the community transportation coordinators on the regular trip and equipment grants. He through the senate bill they can contract directly with the transportation network company. He said their primary partners are the community transportation coordinators. He said that is their pipeline to the community for the funding. Mr. Holmes thanked everyone for attending the board meetings and their role in the community. Ms. Zeeb asked if the grants Mr. Holmes explained were only for application by the community transportation coordinators. Mr. Holmes said the transportation network companies can apply. He said the legislature, in the proviso language they provided, was community transportation coordinators and transportation network companies. He said it was the first time authorization was given to contract directly with a transportation network company. Ms. Zeeb asked for the definition of a transportation network. Mr. Holmes said they are entities such as UBER and LYFT. They must be part of an organization and meet certain requirements. Action: Information Only

G. Grant Review


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Mr. Vanselow said there was a small increase in funding this year. The allocations for the entire state were included in the agenda package. Action: Information Only

IV. Other Business

There was no other business to discuss. IV. Public Comments

There were no public comments.

III. Adjourn Chairperson Ketchel said the next board meeting will be held Tuesday, August 28, 2019. There being no further business the meeting was adjourned.



AGENDA ITEM I-E SUBJECT: Approval of Public Workshop minutes BACKGROUND: The minutes from the May 22, 2019 Public Workshop will be

reviewed and approved by the Local Coordinating Board. REQUESTED ACTION: A motion and vote to approve the May 22, 2019 Public

Workshop minutes.


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OKALOOSA TRANSPORTATION DISADVANTAGED PUBLIC WORKSHOP MINUTES

May 22, 2019 Emerald Coast Regional Council

(Designated Staff) Okaloosa County Administration Bldg.

1250 N. Eglin Pkwy. Shalimar, Florida

BOARD MEMBERS PRESENT: Chairperson, Carolyn Ketchel Richard Barker Will Miles Beatrice Love-Moore Brian Mingo Donna Morgan Toni Prough Gwendolyn Rhodes John Vinski Melissa Wilson Annette Zeeb OTHERS PREENT: Dennis Franklin Joann Hofstad Steve Holmes Bardri Lovejoy Tyrone Parker Howard Vanselow Dorothy McKenzie INTRODUCTIONS: Chairperson Ketchel called the meeting to order. Introductions were made,

and visitors were welcomed. Chairperson Ketchel asked board members to speak about their client’s experience with the transportation service. Ms. Morgan said, “We have only had one big issue. An elderly lady was brought for her appointment and dropped off, and they did not come back for her. We had somebody get her. Before I left I tried to get with a young lady at the front desk, but I was at a meeting and could not get to her before she left, to get more information. I want you to know that our office, our building is located right by the main drop off and pickup point, in front of Elder Services. The only thing I can say is, I know we talked about this before, the lighting situation when it starts getting dark earlier needs to be addressed. Also, it is getting hot. At the place they have to sit there is not enough room for people. They are literally hanging out on the side of our building, which is fine. But there is no place for them to sit.”


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Chairperson Ketchel asked, ”Can we not put a second shelter there?” Ms. Morgan said, “Yes, with a little more cover. When it is raining, they are all huddled underneath there, and they are standing at our building and they have to run over in the rain to get to their ride.” Ms. Morgan said, “Your drivers are wonderful. They help people. I see them help people get on the bus. I seem them help people get to the restroom. They have to close the bus. I have seen them walk the people over to the shade, and they go and come back. It is just that there is not enough room over there for people. In the morning it is busy.” Chairperson Ketchel said, “Mr. Parker, will you follow-up on that to make sure they get either a second shelter or a larger shelter?” Mr. Parker said, “Yes.” Chairperson Ketchel said, “Do you want to give him your address?” Ms. Morgan said, “We are at 137 Hospital Drive. Right next door is the Elder Services building. The parking lot is where it is.” Chairperson Ketchel said, “It is Bridgeway.” Ms. Morgan said, “They pull up where Uptown Station used to be. They have that nice one over there that kept them out. They don’t have that over there.” Chairperson Ketchel asked, “How many do we need to accommodate, 15, 10, 20?” Ms. Morgan said, “Some days it’s two and some days it is 20. Especially when all four buses come at the same time. And everybody knows the routes so they are waiting.” Chairperson Ketchel said, “Now that Uptown Station closed their place--that Uptown Station made us move. The Health Department is right there, the Council on Aging.” Ms. Morgan said, “We have Bridgeway. Voc Rehab is not too far from that area as well. There are a lot of services that get off and on right there.” Chairperson Ketchel said, “I would rather have too many and they are empty than not enough and people unsheltered and uncovered. Thanks for telling us.” Mr. Miles said, “Our Workforce customers use the services. I see them coming on and off the bus when I visit the centers. Haven’t had any specific concerns addressed to us at the center. I can’t give you anything other than good news. It looks good from where I sit.” Mr. Barker said, “We have seen an improvement with on-time and pickups at our meal sites, which is important. I haven’t heard in the community—many of our seniors in the community haven’t had near the moans and groans they have had in the past. They all speak highly of the drivers and how cordial they are, and how willing they are to take that little extra time to help them on and off, and make sure they get in before they pull off. For seniors that is very important.” Ms. Love-Moore said, “I haven’t had any specific complaints from my veterans. I probably won’t until I run out of bus passes. I was at a meeting yesterday, for March for Governments Program. Transportation came up quite often. I am sure we will being seeing more in the future. At each breakout session transportation was one of the main focuses. We are fortunate in Okaloosa because there is a van that leaves the clinic and goes to Pensacola. There is a van that my office handles at


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different spots. In your rural areas up in Santa Rosa, they were having some issues. Nothing other than that right now. I am sure there is more to come.” Chairperson Ketchel said, “I will say something positive. I was in Destin and got behind a bus, and it had a nice wrap for University of West Florida. I did not recognize it as one of our buses. I went around it to see who it was and it was one of our buses.” Mr. Vinski said, “I haven’t heard any direct concerns.” Ms. Rhodes said, “Whatever Richard said. Those are the complaints that we would have had.” Ms. Zeeb said, “We have the standard problems; people not getting to work on time and having to wait a long time. We are working on it.” Chairperson Ketchel asked, “Are these the people that are very rural or are they local? Ms. Zeeb said, “A lot of individuals are going to Eglin and they can’t get to work on time. It varies. In the morning they are getting ready two hours ahead to get to work, and they are still not getting to work on time.” Chairperson Ketchel asked, “Why are they not getting to work on time? Is it that we are not picking them up on time?” Mr. Franklin said, “We are picking them up on time. We are having trouble sometimes getting on base in a timely manner. Sometimes the base has exercises that go on and they shutdown incoming or outgoing. It affects everything there. They do not give us notice of any exercises. I am trying to see if I can reach to them and see if there is a way that we have an express side or something, so that we are not waiting so long in the traffic line to get on base.” Chairperson Ketchel said, “It would be so good if they had a military bus at the other side of the gate, where you could drop the folks and that could get on that bus. You and I, let’s work on this because I have a direct connection over there that might be able to work this out. Let’s see if we can’t solve this problem. There has to be a solution. How many clients, or customers, are we talking about?” Mr. Franklin said, “We are usually bringing anywhere from six to eight at the same time. There are several areas of access at the same time. I would say anywhere from 15 to 20 people at once, between 6:00 and 8:00 that we have to get on base from different areas.” Chairperson Ketchel said, “Right after this meeting, the three of us, let’s meet for a moment and see if we can come up with some ideas. I can then present this in an articulate fashion. I am part of a community solutions group with the base.” Mr. Holmes said, “I think that JTA (transit authority) has worked some issues with NAS Jax, so they may have had some procedures there.” Chairperson Ketchel said, “They could just be picked up. Why reinvent the wheel?” Mr. Holmes said, “There could be some things that you could ask JTA over there, or some other folks that are working getting folks onto NAS. There are a number of APD and/or IED folks that work that are not on the waiver, who go into the commissary as part of their employment.” Chairperson Ketchel said, “Is this Eglin only and Hurlburt or Duke?” Mr. Franklin said, “Mostly Eglin, main side. Sometimes they are trying to get onto Duke and there is a long line backed up. I think there is only one MP there at a time. “


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Mr. Mingo said, “Nothing major. We are doing pretty good. Looks better.” Ms. Prough said, “ I haven’t had any complaints directly to FDOT. However, I can share that recently we have done a triennial review. They were not in compliance with their triennial review. I believe it is due to the transition of the new provider. My positive note is that I am very pleased to work with Tyrone and Miss Jane Evans, because it seems like they are really working hard to get themselves back on track and to do what is right. At this time, although they are unable to invoice right now, I feel that they will get back on track very shortly. I am very happy to be working with them because they are very eager to make this system work.” Chairperson Ketchel said, “I am not surprised because we have so many talented persons that work so hard.” Ms. Prough said, “They have been in touch with me so it has been real good. I would like to comment, just in case, with the pickup, is that an existing bus stop that is there? Okay. I would like to get with Tyrone on it because anything that you do like maintenance updating, there is new regulations. I would like to get with Tyrone just to make sure that when they do make any kind of changes to that bus stop that they are in compliance with it. I would like to help out with that as well. Ms. Morgan said, “I think they established that with Uptown Station because the county cars that used to be parked in that parking lot, when they moved the county cars it made it a very vast empty parking lot. I think that is why they put it there. It was about four months ago.” Ms. Prough said, “If you need that information, I will be glad to send it to you.” Ms. Morgan said, “That’s how we knew that when it gets dark out that it wasn’t enough light over there. Because when it gets dark early people are still waiting for buses.” Chairperson Ketchel asked, “Do we need lights over there?” Ms. Morgan said, “It has one solar light. It just wasn’t enough light.” Chairperson Ketchel said, “Tyrone, you need to put that down too, that we need parking lot lights. That is our parking lot. We can fix that. I just don’t know these things because I am not out there. Nobody should have to wait in the dark. That’s an easy fix. This is the kind of stuff we need to be talking about here. This group is not just about check the box, approve the agenda. We are going to make a better system. Come talk to me about the real problems. I want to make a difference here. This is crazy that we have people waiting in a dark parking lot.” The public workshop was closed.



AGENDA ITEM III-A

SUBJECT: Election of Vice Chair BACKGROUND: The designated planning agency, the Okaloosa-Walton

Transportation Planning Organization, appoints an elected official from Okaloosa County to serve as the official Chairperson to preside at all Okaloosa County Coordinating Board meetings.

The Board shall hold an organizational meeting each year for the purpose of electing a Vice-Chair. The Vice-Chair shall be elected by a majority vote of a quorum of the members of the Board present and voting at the organizational meeting. The Vice-Chair shall serve a term of one year starting with the first meeting after the election. Beatrice Love-Moore is the current Vice-Chair and is eligible for reappointment if that is the wish of the Board.

REQUESTED ACTION: A motion and vote to elect the Vice Chair for the FY 2019-2020.



AGENDA ITEM III-B SUBJECT: Bylaws and Grievance Process Update BACKGROUND: The planning agency contract with the Commission for

Transportation Disadvantaged requires an annual review of the bylaws and grievance procedure for any necessary changes.

The August Board meeting is considered the organizational meeting for the fiscal year. As part of the organizational meeting the Draft Bylaws and Grievance Procedures are presented to the Board for review and approval

REQUESTED ACTION: A motion and vote to approve the Bylaws and Grievance

Process.


Staff to O-W TPO

By-Laws of the Okaloosa County

Transportation Disadvantaged Coordinating Board

Approved on August 28, 2019 8/28/2019 Date Carolyn Ketchel, Chairperson

OKALOOSA COUNTY

TRANSPORTATION DISADVANTAGED

COORDINATING BOARD


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Okaloosa Bylaws – DRAFT August 2019 1

BYLAWS OF THE OKALOOSA COUNTY TRANSPORTATION DISADVANTAGED COORDINATING BOARD

Agency Description. The Okaloosa County Transportation Disadvantaged Coordinating Board is a public body appointed by the Designated Official Planning Agency (DOPA) as authorized by Section 427.015 Florida Statutes. The membership of the Coordinating Board represents the appropriate parties pursuant to Rule 41-2 012(3), Florida Administration Code. Purpose. According to Chapter 427.0157, Florida Statutes, the purpose of the Coordinating Board is to: 1. Develop local service needs; and 2. Provide information, advice, and direction to the Community Transportation Coordinator on the

coordination of service to be provided to the transportation disadvantaged. 3. In general the Local Coordinating Board is considered advisory. I. DEFINITIONS. As used in these Bylaws:

A. Coordinating Board

According to Chapter 427.011(7), Florida Statutes, the Coordinating Board is defined as

"an entity in each designated service area composed of representatives appointed by the Metropolitan Planning Organization, or Designated Official Planning Agency, to provide assistance to the Community Transportation Coordinator relative to the coordination of transportation services."

B. Designated Official Planning Agency

According to Rule 41-2.002(8), the Designated Official Planning Agency is defined as

"the official body or agency designated by the Commission to fulfill the functions of transportation disadvantaged planning in areas not covered by a Metropolitan Planning Organization. The Metropolitan Planning Organization shall serve as the Designated Official Planning Agency in areas covered by such organizations."

C. Designated Service Area

According to Rule 41-2.(002(9), the Designated Service Area is defined as

"a geographical area recommended by a Designated Official Planning Agency, subject to approval by the Commission, which defines the community where coordinated transportation services will be provided to the transportation


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disadvantaged." The Commission for the Transportation Disadvantaged (CTD) has designated each County as a Designated Service Area. When agreed upon in writing, by all Boards of County Commissioners in each county to be covered in the service area, multi-county Coordinating Boards may be appointed.

II. MEMBERSHIP

In accordance with Section 427.0157, Florida Statutes, all members of the County Coordinating Board shall be appointed by the Designated Official Planning Agency (DOPA). In making these appointments, the DOPA shall appoint individuals in positions of responsibility within the agency at a level high enough to allow them to adequately represent their agency during Board discussions and when votes are being taken.

A. Voting Members

1. An elected official from the service area, serving as the chairperson; 2. A representative of the Florida Department of Transportation;

3. A representative of the Florida Department of Children and Families;

4. A representative of the Public Education Community which could include, but

not be limited to, a representative of the District School Board, School Board Transportation Office, or Head Start Program in areas where the School District is responsible;

5. In areas where they exist, a local representative of the Florida Division of

Vocation Rehabilitation or the Division of Blind Services, representing the Department of Education;

6. A person who is recognized by the Florida Department of Veterans' Affairs as a

representative of the veterans in the service area;

7. A person who represents the economically disadvantaged and is recognized by the Commission's Community Action Representative; 8. A person over sixty years of age representing the elderly in the service area;

9. A person with a disability representing the disabled in the county;

10. Two citizen advocates representatives, one who must be a person of the system

as their primary means of transportation;

11. A local representative for children at risk;


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12. The Chairperson or designee of the local Mass Transit or Public Transit System'sBoard, except in cases where they are also the Community TransportationCoordinator;

13. A local representative of the Florida Department of Elder Affairs;

14. An experienced representative of the local private for profit transportationindustry. In areas where such representative is not available, a local private non-profit representative will be appointed, except where said representative is alsothe Community Transportation Coordinator. Cases where no private for profitor private non profit exist in the service area, the position shall not exist.

15. A local representative of the Florida Agency for Health Care Administration,Medicaid Program;

16. A representative of the Regional Workforce Development Board established inChapter 455, Florida Statutes; and

17. A representative of the local medical community, which may include, but not belimited to kidney dialysis centers, long term care facilities, assisted livingfacilities, hospitals, local health department or other home or community basedservices, etc.

18. A local representative of the Agency for Persons with Disabilities.

B. Technical Advisors

Upon a majority vote of a quorum of the Coordinating Board, technical advisors may beapproved for the purpose of providing the Coordinating Board with technical advice asnecessary.

C. Alternates

1. Alternates are to be appointed by an agency representative. Non-agency alternatesmay be appointed by the DOPA.

2. Each alternate may vote only in the absence of that member on a one-vote-per-member basis.

3. Alternates for a Board Member who cannot attend a meeting must represent thesame interest as the member.


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D. Conflict of Interest In accordance with Chapter 112 (Part III), Florida Statutes, "No county, municipal, or other public office shall vote in an official capacity upon any measure which would inure to his or her special private gain or loss, or which the officer know would inure to the special private gain or loss of a principal by whom he or she is retained, of the parent organization or subsidiary of a corporate principal which he or she is retained, of a relative, or of a business associate. The officer must publicly announce the nature of his or her interest before the vote and must file a memorandum of voting conflict on Ethics Commission Form 8B with the meeting's recording officer within 15 days after the vote occurs disclosing the nature of his or her interest in the matter." (Pages 12-13 "Guide to the Sunshine Amendment and Code of Ethics", 2003.

III. OFFICERS

A. Chairperson

The DOPA shall appoint an elected official from the county which the Coordinating Board serves, to serve as the official Chairperson to preside at all Coordinating Board meetings. The Chairperson shall be appointed to serve the length of his or her term. The Planning Agency shall replace or reappoint the Chairperson at the end of his or her term.

B. Vice-Chairperson

The Board shall hold an organizational meeting each year for the purpose of electing a Vice-Chairperson. The Vice-Chairperson shall be elected by a majority vote of a quorum of the members of the Board present and voting at the organizational meeting. The Vice-Chairperson shall serve a term of one year starting with the first meeting after the election. The Vice Chairman may serve more than one term.

In the event of the Chairperson's absence, the Vice-Chairperson shall assume the duties of the Chairperson and conduct the meeting. In the event both the Chair and Vice Chair are absent, a Board member shall be nominated and approved by a majority of a quorum as Chairperson Pro Tem.

IV. TERMS OF APPOINTMENT

Except for the Chairperson and the state agency representatives, the members of the Board shall serve three-year terms. There are no limits to the number of terms served by any member of the Board.


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V. ATTENDANCE

The planning agency shall review, and consider rescinding, the appointment of any member of the Board who fails to attend three consecutive meetings. The Coordinating Board shall notify the CTD if any state agency voting member or their alternate fails to attend three consecutive meetings.

VI. BY-LAWS AND PARLIAMENTARY PROCEDURES

The Board will conduct business using parliamentary procedures according to Robert's Rules of Order. The Board shall adopt a set of bylaws by a majority vote of a quorum of its members. A quorum is defined as 40% of the filled positions on the Board.

VII. ADMINISTRATION

A. Staff Support

The DOPA shall provide the Board with staff support and resources enabling the Board to fulfill its responsibilities as set forth in Chapter 427.0157, Florida Statutes. This responsibility includes providing sufficient:

1. Staff to manage and oversee the operations of the Board; and

2. Staff to assist in the scheduling of meetings, preparing meeting agendas and agenda

packets, and other necessary administrative duties.

B. Meetings

The LCB shall meet at least quarterly. All meetings, including committee meetings, will function under the “Government in the Sunshine Law.” All meetings will provide opportunity for public comments on their agenda. Planning Agency staff shall make every effort to secure a quorum. In situations where a quorum is not obtained, the members present may elect to either 1. Cancel the meeting and reschedule the meeting at a later date, or, 2. Continue to meet and discuss agenda items for informational purposes only.

Agenda items that need formal action shall be presented at a future meeting where a quorum is present.

LCB Members can participate (and vote) in meetings via conference call, however, a physical quorum must be present to vote on action items.


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C. Meeting Notices

1. Full Board Meeting Notices All LCB meetings, public hearings, committee meetings, etc., shall be advertised, at a minimum, in the largest general circulation newspaper in the designated service area prior to the meeting.

Meeting notice shall include date, time, and location, general nature/subject of the meeting, and a contact person and number to call for additional information and request accessible formats. Planning Agency staff shall provide the agenda and meeting package to the Commission, LCB members and all other interested parties prior to the meeting. Special consideration to the advanced delivery time of certain technical or detailed documents, such as the TDSP, shall be given for additional review time. The agenda shall include a public participation opportunity.

2. Emergency Meeting Notices and Committee Meeting Notices

Planning Agency staff shall give the Commission, LCB members and all interested parties one week notice, if possible, of the date, time, location, and proposed agenda for the LCB committee meetings and emergency meetings. Meeting materials shall be provided as early as possible. Emergency/ Committee Meetings shall be advertised at a minimum, in the largest general circulation newspaper in the designated service area as soon as possible prior to the meeting.

D. Minutes

Planning agency staff is responsible for maintaining an official set of minutes for each Board meeting. The minutes shall include an attendance roster and reflect official actions taken by the Board. Copies of all Board minutes shall be sent to the Commission, the Chairperson of the DOPA and the Board members.

VIII. DUTIES

A. Chapter 427.0157, Florida Statutes

1. Review and approve the coordinated community transportation disadvantaged service plan, including the Memorandum of Agreement, prior to submittal to the Commission.

In order to perform this duty, the Board shall review and develop recommendations concerning the MOA and coordinated community transportation disadvantaged service plan. The Board shall insure that the MOA and service plan have been developed by involving all appropriate parties in the process.


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The Board shall forward the recommended MOA and service plan to the CTD for approval.

2. Evaluate services provided in meeting the approved plan.

a. The Board shall conduct an annual performance evaluation of the Community Transportation Coordinator. This evaluation shall be conducted using evaluation criteria developed by the Commission, as well as other evaluation criteria approved by the Board.

The evaluation of the Community Transportation Coordinator's

performance shall be both in general, and relative to specific criteria contained in the Transportation Disadvantaged Service Plan, and recommendations contained in the Commission's quality assurance reviews.

b. The results of this evaluation shall be forwarded to the DOPA for its

consideration as it develops its recommendation concerning the redesignation of the community transportation coordinator. The results of this evaluation and the Metropolitan Planning Organization’s recommendation shall be forwarded to the Commission.

3. In cooperation with the Community Transportation Coordinator, review and

provide recommendations to the Commission on funding applications affecting the transportation disadvantaged, the Board shall:

a. Direct the members representing state, federal, or local government

agencies to provide for Board review all applications or purchase of service requests for client services which contain funds for transportation disadvantaged services. Such funds may include expenditures for operating, capital or administrative needs.

b. Review the applications for:

(1) The need for the requested funds or services (2) Consistency with local government comprehensive plans (3) Coordination with local transit agencies, including the

Community Transportation Coordinator; (4) Whether such funds are adequately budgeted amounts for the

services expected


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(5) Whether such funds will be spent in a manner consistent with the requirements of the coordinated transportation laws, and regulation, and the Transportation disadvantaged Service Plan.

c. Present to the Commission any unresolved funding requests without

delaying the application process.

4. Review the coordination strategies of service provision to the transportation disadvantaged in the designated service area.

5. Evaluate multi-county or regional opportunities.

6. In carrying out 4 and 5 above, the Board is responsible for reviewing the

coordination strategies of service provision to the transportation disadvantaged in the designated service area and to evaluate multi-county or regional transportation opportunities. To accomplish this the Board shall:

a. Review and develop inter and intra county agreements to improve

coordination as a way to reduce costs for service delivery, maintenance, insurance, or other identified strategies.

b. Seek the involvement of the private and public sector, volunteers, public

transit, school districts, elected officials and others in any plan for improved service delivery. Such plans should address the honoring of adjacent service area certifications of eligibility.

B. Additional duties as follows:

1. Review coordination strategies for transportation disadvantaged services in the area

to seek innovative ways to increase ridership to a broader population by improving:

a. Cost effectiveness; b. Efficiency; c. Safety; and d. Types and hours of service. These strategies should also encourage multi-county and regional transportation service agreements between each Community Transportation Coordinators and consolidation of adjacent designated service areas when it is appropriate and cost effective to do so.

2. In coordination with the Community Transportation Coordinator, jointly develop

applications for funds that may become available.

3. Appoint a Grievance Committee to serve as a mediator to hear and investigate grievances, from agencies, users, transportation operators, potential users of the


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system, and the CTCs in the designated service area, and make recommendations for the local Coordinating Board or to the Commission, when local resolution cannot be found, for improvement of service. The LCB shall establish a process and procedure to provide regular opportunities for issues to be brought before such committee and to address them in a timely manner in accordance with the Commission’s Local Grievance Guidelines. Rider brochures or other documents provided to users or potential users of the system shall provide information about the complaint and grievance process including the publishing of the Commission’s TD Helpline service when local resolution has not occurred. All materials shall be made available in accessible format, upon request by the citizen. Members appointed to the committee shall be voting members of the LCB. (41-2.012(5)(c), FAC).

4. Annually review coordination contracts to determine whether the continuation of

said contract arrangement is the most cost-effective and efficient utilization that is possible.

5. All coordinating boards shall be trained on and comply with the requirements of

Section 112.3143, Florida Statutes, concerning voting conflict of interest (41-2.012 (5)(d).

C. Additional Requirement

1. Assist the Community Transportation Coordinator in establishing priorities with regard to the recipients of non-sponsored transportation disadvantaged services that are purchased with TD Trust Fund moneys.

2. In order to assist the Board in review and evaluation of the Community

Transportation Coordinator, the Memorandum of Agreement and any other problems that arise, the Chairperson shall appoint a Standing Committee. This Standing Committee is empowered to meet, with the approval of the Chairperson, on a regular basis and make recommendations to the Board. The Standing Committee is also empowered to make recommendations to the CTD with the approval of the Board

3. Annually, hold a public hearing workshop for the purpose of receiving input on

unmet needs or any other areas that relate to the local transportation services.


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Okaloosa Grievance Policy – DRAFT August 2019 1

Okaloosa County

Transportation Disadvantaged Coordinating Board GRIEVANCE POLICY

As required by the "Local Grievance Guidelines for Transportation Disadvantaged Services", the following grievance policy details the process that the Community Transportation Coordinator (CTC) and the Local Coordinating Board (LCB) will use to address complaints regarding service and other transportation related matters.

COMMUNITY TRANSPORTATION COORDINATOR (CTC) GRIEVANCE PROCESS 1. Service complaints: Any service complaints that are received by the Community

Transportation Coordinator or by the designated transportation operator or operators will be detailed on a Complaint Report. The information may be given directly to the Coordinator staff and detailed on the form, or, if desired, the form can be mailed to the client for completion. Any service complaints received by the Coordinator/Operator will be immediately investigated and every effort will be made to seek an appropriate and prompt resolution within two business days.”

A summary of service complaint statistics shall be available to the LCB quarterly.

2. CTC Grievance Procedure: Any person with an unresolved service complaint shall be

advised of the formal grievance procedure of the Local Coordinating Board, the CTC, and the Commission for Transportation Disadvantaged Ombudsman Hotline. The CTC Grievance Policy and Procedures shall be detailed in the TDSP. A written or recorded copy of this the CTC grievance policy and procedure should be made available to the complainant. The TD Commission Ombudsman Hotline phone number will be included as a step in the grievance procedure. The formal grievance shall, at a minimum, contain a written record of the grievance and include the following:

a. Name and address of the complainant. b. A statement of the grounds for the grievance and supplemented by supporting

documentation, made in a clear and concise manner. c. An explanation by the complainant of the improvements needed to address the

complaint. All formal grievances shall be submitted to: Okaloosa Board of County Commissioners Transit Division Manager 600 Transit Way Fort Walton Beach, FL 32547

Phone: 850-609-7003


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1. A summary of all formal grievances will be given by the Coordinator at the next regularly scheduled LCB meeting. 2. A written copy of the CTC's, transportation subcontractors, and coordination contractors’ rider policies and grievance procedures shall be made available to anyone on request. 3. The telephone number for the Commission for Transportation Disadvantaged Ombudsman must be posted in plain view on every vehicle. 4 The telephone number for accessing information for making a service complaint or formal grievance must be posted in plain view in every vehicle (including vehicles used under coordination contracts). 5. All procedures pertaining to the grievance process will be made available, upon request, in a format accessible to persons with disabilities. 6. All formal grievances received by the LCB pertaining to the operation of services under the CTC will be passed on to the CTC for their response, which shall be included in the LCB's response. 7. CTC in house employee/employer grievances shall be resolved by the CTC.

3. In the event a service complaint becomes a formal grievance, the grievant should notify the CTC by letter or recording and the CTC should copy the Chairman of the Transportation Disadvantaged Coordinating Board. The letter or recording should outline the nature of grievance, and where applicable, the date, time, place, etc., of the incident constituting the grievance.

4. In the event the problem cannot be resolved by the CTC, the grievant may request a hearing by

the Grievance Committee of the local coordinating board. 5. At any time in the grievance process, the grievant may submit the grievance to the Commission

for Transportation Disadvantaged Ombudsman.

6. If parties are still not in agreement, the grievance may or will be presented to the Okaloosa BOCC, within 15 working days of written notification that agreement by all parties has not been reached. The final decision of the Okaloosa BOCC will be binding.

7. Aggrieved parties with proper standing may also have recourse through Chapter 120, Florida

Statutes, and the administrative hearing process or through the judicial court system.


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LOCAL COORDINATING BOARD GRIEVANCE PROCESS

1. The local coordinating board grievance process is open to addressing concerns by any person or

agency including, but not limited to purchasing agencies, users, potential users, private-for profit operators, private non-profit operators, CTCs, designated planning agencies, elected officials and drivers.

2. Grievances must be written and contain the following:

a. The name and address of the complainant b. A statement of the grounds for the grievance, supplemented by supporting

documentation, and made in clear and concise manner c. An explanation by the complainant of the improvements needed to address the

grievance. 3. A written copy of this grievance procedure will be made available to anyone, upon request. 4. All formal grievance shall be sent to:

Chair Okaloosa County Transportation Disadvantaged Coordinating Board Attention: Transportation Disadvantaged Planning PO Box 11399 Pensacola, Florida 32524-1399 1-800-226-8914

5. The Transportation Coordinating Board Grievance Committee will be called to hear the

grievance and respond to the grievant in writing within 60 calendar days. The response will provide explanation or recommendations regarding the grievance. The local coordinating board has powers to hear a grievance and advise, but not to make a determination or adjudicate.

6. The grievance committee must review all grievances and report accordingly to the full local

coordinating board. 7. All documents pertaining to the grievance process will be made available, upon request, in a

format accessible to persons with disabilities. 8. If the local coordinating board receives a grievance pertaining to operation of services under

the CTC, that grievance should be passed to the CTC for their response to be included in the local coordinating board response.


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COMMISSION FOR TRANSPORTATION DISADVANTAGED OMBUDSMAN PROCESS

1. The Commission for Transportation Disadvantaged maintains a toll free number for access to Ombudsman Staff. The toll free number 1-800-983-2435 is available Monday through Friday, 8:00 am to 5:00 pm, Eastern Time.

2. The Ombudsman staff will intake calls, listen to and document concerns of consumers, provide

callers with information, refer callers to appropriate local area, and maintain a data base on information for callers.

3. All concerns regarding local Transportation Disadvantaged services will be referred to the

appropriate staff for follow-up.

4. Ombudsman staff assist callers in resolving concerns by acting as an advocate or mediator on the callers behalf.

DEFINITIONS: a. Service Complaint: Service complaints are routine incidents that occur on a daily basis, are

reported to the driver or dispatcher, or to other individuals involved with the daily operations, and are resolved within the course of a reasonable time period suitable to the complainant. Local service complaints are driven by the inability of the CTC or transportation operators, not local service standards established by the CTC and LCB. If the CTC is also an operator, their statistics on service complaints should be included. Local standards should be developed regarding the reporting and parameters of service complaints.

b. Formal Grievance: A formal grievance is a written complaint to document any concerns or an

unresolved service complaint regarding the operation or administration of TD services by the Transportation Operator, CTC, DOPA, or LCB. The Grievant, in their formal complaint, should demonstrate or establish their concerns as clearly as possible.

c. Hearing a Grievance: Hearing a grievance shall be defined as listening to and\or investigating

a grievance from a purely fact finding perspective without imposing restrictions or penalty on a third party. This first definition shall be the extent of the Grievance Committee and LCB's role in mediating a grievance.

c. Hearing and Determining a Grievance: When an entity makes a determination of the rights,

duties, privileges benefits, or legal relationships of a specified person or persons, it is exercising "adjudicative" or "determinative" powers. This second definition shall be the role of the CTC's organization ultimately ending with the Board of Directors, or whoever is legally responsible for the actions of the CTC.



AGENDA ITEM III-C

SUBJECT: Demand Response/EC Dial-A-Ride Rider Survey

BACKGROUND: In an effort to monitor the services provided to the transportation disadvantaged by the CTC, an annual survey of the riders is conducted. The number of surveys turned in during the last survey were low, so an additional survey was conducted. The data is used to identify areas where the CTC is achieving its goals and objectives and areas where they are not.

A summary of the survey results along with a comparison of the previous two years are included along with the comments that were submitted.

The survey results indicate that 48% of the trips were for school/work while 36% were for medical/dental.

Also, it should be noted that 70% use community transportation 11 or more days a month. If community transportation was not provided, 46% indicated they would not be able to make the trip.

REQUESTED ACTION: For Information.


MV MVMaruti Maruti MV AUG Maruti Maruti MV AUG

QUESTION # RESPONSE 2017 2018 2019 2019 2017 2018 2019 2019

DEPENDABILITY - Schedule a trip 1 A - Very Good 22 54 1 15 23% 44% 14% 27%for the time period I need? B - Good 24 44 2 16 25% 36% 29% 29%

C - Neutral 18 15 0 12 19% 12% 0% 21%D - Poor 16 8 2 8 17% 7% 29% 14%E - Very Poor 16 2 2 5 17% 2% 29% 9%Total 96 123 7 56 100% 100% 100% 100%

SERVICE RUNS WHEN I NEED IT? 2 A - Very Good 26 50 1 13 27% 41% 14% 23%B - Good 17 40 3 13 18% 33% 43% 23%C - Neutral 20 23 0 15 21% 19% 0% 27%D - Poor 16 9 1 12 17% 7% 14% 21%E - Very Poor 17 1 2 3 18% 1% 29% 5%Total 96 123 7 56 100% 100% 100% 100%

EASY TO ARRANGE TRIPS? 3 A - Very Good 25 59 2 18 26% 48% 29% 32%B - Good 29 39 3 16 30% 32% 43% 29%C - Neutral 20 16 1 8 21% 13% 14% 14%D - Poor 11 4 0 9 11% 3% 0% 16%E - Very Poor 11 5 1 5 11% 4% 14% 9%Total 96 123 7 56 100% 100% 100% 100%

IT IS CONVENIENT TO CHANGE 4 A - Very Good 21 42 2 15 22% 34% 29% 27%SCHEDULED TRIPS WHEN B - Good 22 44 1 17 23% 36% 14% 30%NECESSARY? C - Neutral 18 31 2 9 19% 25% 29% 16%

D - Poor 20 1 0 8 21% 1% 0% 14%E - Very Poor 15 5 2 7 16% 4% 29% 13%Total 96 123 7 56 100% 100% 100% 100%

COMFORT / CLEANLINESS 5 A - Very Good 42 70 1 26 44% 57% 14% 46%The vehicles are clean and B - Good 41 42 3 19 43% 34% 43% 34%maintained? C - Neutral 7 7 1 10 7% 6% 14% 18%


THE DRIVER PROVIDES A SAFE 6 A - Very Good 52 93 2 29 54% 76% 29% 52%AND COMFORTABLE RIDE? B - Good 33 24 3 21 34% 20% 43% 38%


WAITING TIME - The vehicle picks 7 A - Very Good 18 23 2 8 19% 19% 29% 14%me up within 30 minutes of my B - Good 17 61 2 8 18% 50% 29% 14%scheduled time? C - Neutral 21 21 1 13 22% 17% 14% 23%


I ARRIVED AT MY DESTINATION 8 A - Very Good 21 57 1 14 22% 46% 14% 25%AT THE SCHEDULED TIME? B - Good 20 37 2 13 21% 30% 29% 23%


OKALOOSA COUNTY RIDER SURVEY RESULTS & COMPARISONS


MV MVMaruti Maruti MV AUG Maruti Maruti MV AUG

QUESTION # RESPONSE 2017 2018 2019 2019 2017 2018 2019 2019

COST - Amount I pay for my trip 9 A - Very Good 62 93 1 32 65% 76% 14% 57%is reasonable? B - Good 20 18 3 15 21% 15% 43% 27%


THE RESERVATIONIST IS 10 A - Very Good 41 84 2 24 43% 68% 29% 43%PLEASANT? B - Good 30 26 3 23 31% 21% 43% 41%


THE DRIVERS ARE COURTEOUS 11 A - Very Good 57 92 4 30 59% 75% 57% 54%AND HELPFUL? B - Good 28 24 2 16 29% 20% 29% 29%


OVERALL COURTESY OF 12 A - Very Good 41 79 4 25 43% 64% 57% 45%EMPLOYEES? B - Good 31 32 1 19 32% 26% 14% 34%


OVERALL SATISFACTION OF 13 A - Very Good 23 54 1 15 24% 44% 14% 27%SERVICES? B - Good 23 39 3 16 24% 32% 43% 29%


WHERE ARE YOU GOING ON 14 A. Med/Dent 47 66 3 20 49% 54% 43% 36%YOUR TRIP (FINAL DESTINATION)? B. Sch/Wrk 32 30 3 27 33% 24% 43% 48%

C. Groc/Shop 6 10 1 1 6% 8% 14% 2%D. Rec/Errand 1 3 0 7 1% 2% 0% 13%E. Other 10 14 0 1 10% 11% 0% 2%Total 96 123 7 56 100% 100% 100% 100%

ON AVERAGE, HOW OFTEN DO 15 A. Rarely 1 7 0 1 1% 6% 0% 2%YOU USE COMMUNITY B. 1-2 days 7 11 0 1 7% 9% 0% 2%TRANSPORTATION A MONTH? C. 3-4 days 13 28 1 4 14% 23% 14% 7%

D. 5-10 days 22 27 3 11 23% 22% 43% 20%E. 11+ days 53 50 3 39 55% 41% 43% 70%Total 96 123 7 56 100% 100% 100% 100%

IF NOT BY COMMUNITY 16 A. Drive 4 5 0 1 4% 4% 0% 2%TRANSPORTATION, HOW B. Would not go 41 58 3 26 43% 47% 43% 46%WOULD YOU MAKE THIS TRIP? C. Carpool 34 23 2 21 35% 19% 29% 38%

D. Other 12 22 1 6 13% 18% 14% 11%E. Bus Service 5 15 1 2 5% 12% 14% 4%Total 96 123 7 56 100% 100% 100% 100%

OKALOOSA COUNTY RIDER SURVEY RESULTS & COMPARISONS


OKALOOSA COUNTY COMMUNITY TRANSPORTATION

July-August 2019 RIDER SURVEY COMMENTS

1. Bobby & Kari of route 14 are outstanding drivers. Forever grateful to them for making myvacation possible. All the best to the team. Thank you!!!

2. Weekend routes. Would be grateful plus helpful.

3. This is a Great Service! Keep up the good work. Thank you!

4. Company needs to fix or adjust scheduling because if people like me are getting picked up forappointments one hour and fifteen minutes sometimes that is way too early to be droppedoff/Give or take you or that person drop off may be only fifteen minutes away. The resultbecomes you are then waiting an hour to get into a place if you are not able to have access tobuilding. What if it is cold or raining?

5. It would be appreciated if you would call with an estimate on arrival if outside of the scheduledpick-up/drop-off times! By the way, Terry and Dawn (I think) are awesome!!!

6. I really need to be picked up on time not 2 1/2 hrs later.

7. Pick up times in AM are too sporadic. Needs more of a set time window. If a vehicle is late orbroken should call clients so they are aware. More staff to answer calls at call center. Staff hasbeen Rude when calling. Set 20-30 minutes not hours. Prices are high if based on income.Those with disabilities only working part time do not make much. Cheaper than a cab but stillhigh for scattered rides and dependability. If not for this transportation I could not work.

8. All the add ons are a real problem for the drivers. Lots of driver turn over. Scheduling could bebetter.

9. I need to go to Freeport for medical/dental and they only put me on standby. This is uselessbecause I have to confirm my dental the day before by 1 pm or they cancel. Only travel 3-4times per month because it can be costly and hard to schedule. I live where there is only 3fixed route times a day

10. They are improving from when I first started riding. Need to work on availability. There aredays I have to go into work an hour early.

11. To have the driver arrive 30 minutes before scheduled pickup time in the morning andafternoon.

12. I would like to see route 14 be extended north of Winn Dixie or Publix at 85 and OldBethel/Airport Road in case trip gets missed. Weekends for regular trips, also allowing driversdiscretion for restroom stops on longer trips. Thanks

13. My scheduled rides are never on time! I frequently wait over an hour or more!


14. They pick me up too early in the mornings. It’s pretty bad!

15. Drivers are always helpful.

16. This is the worst transportation system ever. It's very unorganized and unprofessional, they'renot doing a great service because they're overworking their drivers so that make the drivershave a uncaring attitude. For this to be government funded it needs to do a better job.

17. For transportation disadvantaged working individuals the system is designed to fail. You are notpermitted to call and schedule rides a week or 1 month in advance, it has to be on a daily orfirst call first serve basis. This makes no sense! They tell you to call back the next day, and whenyou do, just as you figured, you are informed there are no rides available. This is extremely badfor disabled individuals as well, as this has happened to me (working individual) and myneighbor (disabled client). Also, the company sells monthly, nonrefundable, fares & passes, thatclients are unable to redeem, this is bad when the transportation driver does not stop for theclient. This has happened to me on numerous occasions. When I contacted the office, there wasalways an excuse such as "he had an emergency," someone else was supposed to take up theslack, sorry they didn't show or sorry they didn't stop, really!!! So my job is not an emergency!Ok so I just paid for advance, monthly, fare/passes that I am unable to recoup. It's funny howthe company can sell fares & passes for a month in advance, but the clients are unable toschedule rides in advance, hmmm sounds like an integrity issue to me. This system is a waste oftaxpayers dollars

18. Be on TIME!!!!! If going to be late make a phone call.

OKALOOSA COUNTY COMMUNITY TRANSPORTATION July-August 2019 RIDER SURVEY COMMENTS



AGENDA ITEM III-D

SUBJECT: Community Transportation Coordinator (CTC) Report BACKGROUND: The Local Coordinating Board shall 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 in Okaloosa County.

Share any additional information in an effort to keep the Local Coordinating Board informed of the progress being made to the Dial-A-Ride / Demand Response System.

• Quarterly Report

• Public Hearing for proposed new fares for Fixed Route and Dial-A-Ride / Demand Response When: September 5, 2019 @ 9:30 am Where: Okaloosa County Administration Building (Board room) 1250 N Eglin Parkway, Shalimar, FL

• Okaloosa County Updates

• MV Updates



Okaloosa County Coordinated Transportation ReportCTC: Okaloosa County Board of County Commissioners

Operated as EC Dial-A-Ride

Client, Child, Escort Apr May Jun Total 4th QuarterAmbulatory 4,745 4,647 4,660 14,052Non-Ambulatory 1,780 1,774 1,693 5,247 FY 2018-2019

Total 6,525 6,421 6,353Trip by Purchaser

CTD / Non-Sponsored 2,562 2,795 2,480 7,837 All TDs (less TD5)APD / Med Wavier 0 0 0Med/ Logist/ A2C 1,101 931 1,099 3,131 Log/A2cDept of Ed / VR 0 7 6 13 VRFDept of Elder Affairs 221 260 269 750 BBBFDOT / 5311 1,554 1,514 1,547 4,615 TD5Local Gov't 0 0 0 0 DOC/Mid Bay/OCELocal Non-gov't 0 0 0 0Other 1,402 1,208 1,228 3,838 PP

Total 6,840 6,715 6,629 20,184Trip by Purpose

Medical 3,161 3,003 3,165 9,329Employment 2,790 2,782 2,509 8,081Education/Training 150 115 132 397Nutrition 221 262 271 754Other 518 553 552 1,623 DC, SCP,SOC, SHP

Total 6,840 6,715 6,629 20,184

FY 2018-2019 Q1 Q2 Q3 Q421,650 21,499 19,768 20,184

Previous Year Q1 Q2 Q3 Q4FY 2017-2018 23,411 23,805 25,010 25,698

Apr May June TotalVehicles in Service 32 32 32 N/ARevenue Miles 88,758 90,204 92,822 271,784

FY 2018-2019 Q1 Q2 Q3 Q4264,890 239,456 208,721 271,784

Previous Year Q1 Q2 Q3 Q4FY 2017-2018 294,788 284,810 291,662 290,272

Page 1

Previous Yr Total

19,299

Total Trips Provided Comparison by QuarterYear to Date

83,101

Previous Yr Total97,924

Revenue Miles Comparison by QuarterYear to Date

984,851

1,161,532

April- June


Okaloosa County Community Transportation Coordinator Report -- 4th Quarter

Apr May Jun TotalUnmet Request 483 645 240 1,368 AverageUnduplicated Riders 556 188 25 769 Qtrly Total

FY 2018-2019 Q1 Q2 Q3 Q4Unmet Request 1,159 872 2034 1368

Aver Undup Riders 989 985 1301 769

FY 2017-2018 Q1 Q2 Q3 Q4Unmet Request 22 157 132 1,217Undup Riders 1,107 1,085 1,082 1,052

Apr May JuneCost per Trip $33.53 $34.07 $40.31 $35.94 AverageCost/Expenses 229,372 228,781 267,214 725,367 Total

FY 2018-2019 Q1 Q2 Q3 Q4Cost per Trip $28.94 $24.39 $33.29 $24.37

Cost/Expenses 626,618 569,245 658,027 725,367

FY 2017-2018 Q1 Q2 Q3 Q4Cost per Trip $27.69 $28.72 $29.08 $25.65

Cost/Expenses 648,291.00 683,624.00 727,221.00 659,110.00

Apr May Jun AverageOn Time Percentage 63.56% 86.28% 86.86% 79%# of Calls Received 2,219 2,092 2,184 6,495Call Hold Time n/a n/a n/a 0:00

FY 2018-2019 Q1 Q2 Q3 Q4On Time Percentage 84.93% 86.00% 72.00% 79.00%

# of Calls Received n/a 4,773 6,651 6,495Call Hold Time n/a n/a n/a

n/a

FY 2017-2018 Q1 Q2 Q3 Q4On Time Percentage 84.30% 80.80% 83.80% 83.80%

# of Calls Received Not counted 6,651 6,495Call Hold Time Not counted

Page 2

2,579,257

Unmet Request Comparison by QuarterYear to Date

54331011

Total1,528

Cost Comparison by QuarterTotal

$31.04

0:00

Total$27.76

2,718,246

Comparison by QuarterAverage80.48%5,973

#DIV/0!

Average83.18%13,146



Apr May Jun TotalCTD / Non-Sponsored 133 147 154 0 All TDs (less TD5)APD / Med Wavier 0 0 0 0Medicaid/ LogistiCare 134 133 113 380 Log/A2cDCF 0 0 0 0Dept of Ed / VR 0 1 0 1 VRFDept of Elder Affairs 14 13 18 45 BBBFDOT / 5311 120 109 113 342 TD5Local Gov't 0 0 0 0 DOC/Mid Bay/OCELocal Non-gov't 0 0 0 0Other 109 71 67 247 PP

Total 510 474 465 1,449Percentage of Trips 7.82% 7.38% 7.32% 7.51%

FY 2018-2019 Q1 Q2 Q3 Q4No-Shows 1,648 1,641 1,485 1,449

Percentage of Trips 7.61% 7.63% 7.51% 7.18%

FY 2017-2018 Q1 Q2 Q3 Q4No-Shows 2382 2063 1805 1473

Percentage of Trips 10.17% 8.67% 7.22% 5.73%

Apr May Jun TotalCommendations 0 0 0 0Complaints/Concerns 9 10 15 34

FY 2018-2019 Q1 Q2 Q3 Q4Commendations 0 0 0 0

Complaints/Concerns 39 19 54 34

FY 2017-2018 Q1 Q2 Q3 Q4Commendations 0 5 19 0

Complaints/Concerns 52 32 28 35Comments

Page 3

146

No-Shows

No-Show Comparison by QuarterYear to Date

6,2231.98%

Total/Average7723

7.95%

Commendation/Complaints Comparison by QuarterYear to Date

0

Year to Date24

147



Apr May Jun TotalAccidents 1 2 0 3Incident 2 2 3 7Roadcalls 4 5 4 13

Total 7 9 7 23

FY 2018-2019 Q1 Q2 Q3 Q4Accident 1 4 4 3Incident 4 5 5 7

Roadcalls 58 21 18 13

FY 2017-2018 Q1 Q2 Q3 Q4Accident 6 6 1 6Incident 0 10 8 4

Roadcalls 23 11

Comments

Expenses Apr May Jun TotalOperator Payment MV $229,372 $228,781 201,332$ $659,485

Other $0(including Maint & Fuel) $62,577 $95,045 $65,882 $223,504

Total $291,949 $323,826 $267,214 $882,989

FY 2018-2019 Q1 Q2 Q3 Q4Operator Payment MV $438,599 $424,397 $658,027 $659,485

Other $188,017 $144,848 $131,480 $223,504Total

FY 2017-2018 Q1 Q2 Q3 Q4Total $648,291 $683,624 $727,221 $659,110

Page 4

Accident/Incident/Roadcalls Comparison by QuarterYear to Date

110

Total192234

$2,718,246

Expenses Comparison by QuarterYear to Date$2,180,508$687,849

$2,868,357

Total$2,718,246

1221


Current Fare Proposed Fare

31 Day Pass $30.00 31 Day Pass $40.0031 Day Reduced Pass $15.00 31 Day Reduced Pass $20.0031 Day Express $45.00 31 Day Express $50.0031 Day Reduced Express $22.50 31 Day Reduced Express $25.0031 Day Student $26.00 15 Day Pass $20.00Single Ride $1.50 15 Day Reduced $10.00Single Reduced Ride $0.75 All Day Pass $4.00Single Express Ride $2.00 All Day Reduced $2.00Single Reduced Express $1.00 Single Ride $2.00Transfer Free Single Reduced Ride $1.00

Single Express Ride $3.00Single Reduced Express $2.00Transfer FreePara Transit to FR $1.00

Free Fixed Route Ride

Current Copay Proposed CopayTD TDTD1 TD1TD5 TD5Private Pay TD5 Out of County

Private Pay

New Fare Structure Proposal

Dial-A-Ride/ Paratransit Copay Structure

$3.00$2.00$3.00$6.00

$1.29 per mile

25% of 1.46 per mile$1.00$1.00

$1.29 per mile



AGENDA ITEM III-E SUBJECT: Transportation Planning Organization Report BACKGROUND: Emerald Coast Regional Council as designated staff to the

Okaloosa-Walton Transportation Planning Organization submits a quarterly report to the Commission for the Transportation Disadvantaged on planning grant tasks. The fourth quarter report is enclosed for Board review.

REQUESTED ACTION: For information.


Local Administrative Support Grant Quarterly Progress Report (07/01/18)

Page 1 of 2

Local Program Administrative Support Grant Agreement Tasks Quarterly Progress Report

Local Program Administrative Support Program Agency West Florida Regional Planning Council County Okaloosa

Invoice # Q4 Reporting Period Q4 April 1 – June 30, 2019 Grant # G0Y29

I PROGRAM MANAGEMENT PROGRESS A. Develop and maintain a process for the appointment and reappointment

of voting and non-voting members to the local coordinating board. (41-2.012, FAC)

The process is in place and a current roster is sent with each invoice. Membership was reviewed/updated, then approved at the May LCB meeting and Certified at the June Okaloosa-Walton TPO meeting.

B. Prepare agendas for local coordinating board meetings consistent with the Local Coordinating Board and Planning Agency Operating Guidelines. (Task 2)

The agenda for the May LCB meeting was prepared and was consistent with the Guidelines.

C. Prepare official minutes of local coordinating board meetings regardless of a quorum) and submit a copy along with the quarterly report to the Commission. For committee meetings, prepare minutes in the form of a brief summary of basic points, discussions, decisions, and recommendations to the full board. Keep records of all meetings for at least five years. (Task 2)

The approved minutes of the February 2019, and the draft minutes of the May 2019 LCB meetings are included with the invoice

D. Provide at least one public workshop annually by each local coordinating board, and assist the Commission, as requested, in co-sponsoring public workshops. This public workshop must be in addition to the local coordinating board meetings. It may, however, be held in conjunction with the scheduled local coordinating board meeting (immediately following or prior to the local coordinating board meeting). (Task 3)

The Public Workshop was held on May 29, 2019. TASK COMPLETE

E. Provide staff support for committees of the local coordinating board. (Task 2)

No activity to report: Staff supports committees and assist with the TDSP development when needed.

F. Develop and update annually by-laws for local coordinating board approval. Approved by-laws shall be submitted to the Commission. (Task 4)

Annual by-laws were approved at August 2018 LCB meeting and included in the 1st Quarter invoice. TASK COMPLETE

G. Develop, annually update, and implement local coordinating board grievance procedures in accordance with the Commission guidelines. Procedures shall include a step within the local complaint and/or grievance procedure that advises a dissatisfied person about the Commission’s Ombudsman Program. A copy of the approved procedures shall be submitted to the Commission. (Task 5)

Local coordinating board grievance procedures were approved at August 2018 LCB meeting and included in the 1st Quarter invoice. TASK COMPLETE

H. Provide the Commission with a current membership roster and mailing list of local coordinating board members. The membership roster shall be submitted with the first quarterly report and when there is a change in membership. (Task 2)

The current roster and mailing list are included with the invoice. Membership was reviewed/updated, then approved at the May LCB meeting and Certified at the June Okaloosa-Walton TPO meeting.

I. Provide public notice of local coordinating board meetings and local public workshops in accordance with the Coordinating Board and Planning Agency Operating Guidelines. (Task 2)

Public notice was given in the local paper and on the WFPRC webpage. A copy of the advertisement for the meeting is included with the invoice.

J. Review and comment on the Annual Operating Report for submittal to the local coordinating board, and forward comments/concerns to the Commission for the Transportation Disadvantaged. (Task 6)

The Annual Operating Report was reviewed and approved for signature at the December 2018 LCB. TASK COMPLETE

K. Report the actual expenditures (AER) of direct federal and local government transportation funds to the Commission for the Transportation Disadvantaged no later than September 15th. (Task 7)

The Actual Expenditures Report was submitted to the CTD on Sept 14, 2018. TASK COMPLETE


Local Administrative Support Grant Quarterly Progress Report (07/01/18)

Page 2 of 2

II. SERVICE DEVELOPMENT PROGRESS A. Jointly, with the community transportation coordinator and the local

coordinating board, develop the Transportation Disadvantaged Service Plan (TDSP) following CTD guidelines. (Task 1)

The TDSP annual update was completed and approved by the LCB Board at the May 2019 LCB meeting. TASK COMPLETE

B. Encourage integration of “transportation disadvantaged” issues into local and regional comprehensive plans. Ensure activities of the local coordinating board and community transportation coordinator are consistent with local and state comprehensive planning activities including the Florida Transportation Plan. (427.015, FS)

The Transportation Disadvantaged program is included in the Okaloosa-Walton TPO Public Transportation Priorities.

C. Encourage the local community transportation coordinator to work cooperatively with regional workforce boards established in Chapter 445, F.S., and provide assistance in the development of innovativetransportation services for participants in the welfare transition program.(427.0157, FS)

No activity to report: The regional Workforce Board is represented on the LCB.

III. TECHNICAL ASSISTANCE, TRAINING, AND EVALUATION PROGRESS A. Provide the LCB with quarterly reports of local TD program

administrative support accomplishments as outlined in the grant agreement and any other activities related to the TD program. (Task 8)

The quarterly progress report was included in May Meeting Agenda.

B. Attend at least one Commission-sponsored training, including but not limited to, the CTD’s regional meetings, the CTD’s annual training workshop, or other sponsored training. (Task 9)

Attended the June 11, 2019 New AOR Data Collection System Training in Chipley, FL. TASK COMPLETE

C. Attend at least one CTD meeting each year within budget/staff/schedule availability.

Attended the March 19, 2019 CTD meeting in Tallahassee.

D. Notify CTD staff of local TD concerns that may require special investigations.

No activity to report.

E. Provide training for newly-appointed LCB members. (Task 2) Annual board training was completed at the February 2019 LCB meeting and is also provided as needed. TASK COMPLETE

F. Provide assistance to the CTC, purchasing agencies, and others, as needed, which may include participation in, and initiating when necessary, local or regional meetings to discuss TD needs, service evaluation and opportunities for service improvement.


G. To the extent feasible, collect and review proposed funding applications involving “TD” funds consistent with Chapter 427, F.S., and Rule 41-2, F.A.C., and provide recommendations to the LCB. (427.0157, FS)


H. Assist the CTD in joint reviews of the CTC. No activity to report. I. Ensure the LCB annually reviews coordination contracts to advise the

CTC whether the continuation of said contract provides the most cost effective and efficient transportation available, consistent with Rule 41-2, F.A.C.

Coordination contracts are reviewed as needed and during CTC Evaluations/Visits.

J. Implement recommendations identified in the CTD’s QAPE reviews. No activity to report.

Other Items of Development and Update in accordance with Laws, Rules, and Commission policy: No activity to report.

By submission of this Quarterly Report, the information provided is accurate and accountable and corresponds with the activities for this quarter. __________________________________________________________ Representative – Howard K. Vanselow

_23 July 2019 2019__ Date



AGENDA ITEM III-F

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.

2019 - 2020 Scheduled Events

Date Time Event Location

Dial-In Number &

Conference Code

9-16-2019 2 PM until Completion

Business Meeting Omni Champions Gate 1500 Masters Blvd

Champions Gate, FL

888-585-9008

Conference Code

837653349 Register Now

9-15-20199-18-2019

TBA FPTA-CTD Training

Workshop

Omni Champions Gate 1500 Masters Blvd

Champions Gate, FL 12-18-2019 TBA Conference Call

Business Meeting Tallahassee, FL



https://floridatransit.org/annual-conference


AGENDA ITEM III-G

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.


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