REGIONAL COORDINATION COUNCIL AGENDA Tuesday, May 15, 2018 at 9:00 a.m. VRT Board Room NE 2 nd Street - Meridian, Idaho

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1 Table of Contents Agenda 2 Accept Minutes of 04/17/18 RCC Meeting Minutes of 04/17/18 RCC Meeting 4 Service Changes Update Memo-Service Changes Update 9 Workshop - RCC Strategic Plan Memo-RCC Policy Workshop May 10 Topical Area Matrix 13 Outreach Subcommittee Report 15 1

2 REGIONAL COORDINATION COUNCIL AGENDA Tuesday, May 15, 2018 at 9:00 a.m. VRT Board Room NE 2 nd Street - Meridian, Idaho I. CALLING OF THE ROLL Chair Jeremy Maxand Welcome & Customer/Constituent Experiences followed by report from Deborah Allen on the ACHD ADA Advisory Committee. II. AGENDA ADDITIONS/CHANGES III. CONSENT AGENDA Items on the Consent Agenda will be enacted by one motion. There will be no separate discussion on these items unless a member requests the item be removed from the Consent Agenda and placed under Action Items. A. Accept Minutes of 04/17/18 RCC Meeting Pages 4-8 IV. PUBLIC COMMENT V. ACTION ITEMS - none VI. INFORMATION ITEMS A. Service Changes Update Page 9 Stephen Hunt Stephen Hunt will provide an update on Service Changes. B. Workshop - RCC Strategic Plan 1. Policy Subcommittee Report Pages Jeremy Maxand 2. Outreach Subcommittee Report Page 15 Jeremy Maxand C. Department/Staff Reports VRT Staff The most current Department/Staff Reports can be found in the 05/07/18 Executive Board meeting packet on pages Weblink for that packet is: VII. ADJOURNMENT 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

3 Ө = Attachment Agenda order is subject to change. NEXT REGIONAL COORDINATION COUNCIL MEETING: Tuesday, June 19, :00 a.m. VRT Board Room 700 NE 2 nd Street Meridian, Idaho For questions or comments regarding this agenda, please contact Kelli Badesheim At or kbadesheim@valleyregionaltransit.org Arrangements for auxiliary aids and services necessary for effective communication for qualified persons with disabilities or language assistance requests need to be made as soon as possible, but no later than three working days before the scheduled meeting. Please contact Mark Carnopis, Community Relations Manager at if an auxiliary aid is needed. 3

4 ITEM III-A REGIONAL COORDINATION COUNCIL MINUTES Tuesday, April 17, :00 a.m. VRT Board Room NE 2 nd Street - Meridian, Idaho MEMBERS PRESENT MEMBERS ABSENT OTHERS Deborah Allen, Vocational/Labor John Bechtel, Veterans Kelli Badesheim, VRT Susan Bradley, Transit Rider or Consumer Therrie Butz, Housing Linda Ihli, VRT Kelly Berg, Older Adults Terri Lindenberg, Rural Providers Rhonda Jalbert, VRT Lisa Brady, Educational Programs Jason Madsen, Blind & Visually Impaired Mark Carnopis, VRT Community Leslie Felton-Jue, Neighborhood Associations Duane Wakan, Local Governments Stephen Hunt, VRT Kara Fink, Limited English Speaking Population TBD, Low-income Individuals & Families Brian Parker, VRT Annette Harper, Transportation Service Providers Jeremy Maxand, Persons with Disabilities Leslie Pedrosa, Transportation Integration Courtney Rosenkoetter, At-large Eric Selekof, Community Services (phone) Tina Wilson, Employers (phone) TBD, Non-emergency Medical Transport Susan Powell, VRT Lisa Itkonen, COMPASS Chair Jeremy Maxand began the meeting at 11:00 a.m. with a quorum present and by telephone. Welcome & Customer/Constituent Experiences Members shared a customer/constituent experience that they would be thinking about during the meeting. This information is documented in a separate Customer Stories document. Deborah Allen provided a report on the ACHD ADA Advisory Committee in her capacity as RCC liaison to the Advisory Committee and noted there was discussion regarding buffered bike lanes. The suggestion was made to have a discussion on buffered bike lanes at an RCC meeting. Deborah also noted that ACHD is looking for input about where additional accessible pedestrian signals should be placed. AGENDA ADDITIONS/CHANGES - none. CONSENT AGENDA Accept Minutes of 12/19/17 RCC Meeting Leslie Felton-Jue moved to approve the Consent Agenda; seconded by Annette Harper. The motion was approved unanimously. 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

5 ITEM III-A PUBLIC COMMENT none WORKSHOP RCC Strategic Plan Outreach Subcommittee Report Jeremy Maxand thanked the VRT staff and RCC subcommittee members who worked on the drafts of information as to what the RCC needs to do to get in front of issues to improve the transit system. Jeremy provided an update on the Outreach Subcommittee's work. Mark Carnopis requested the members let him know of additions/changes to the database to identify organizations that use the transit system. Suggested additions/changes included: Add Area Agency on Aging Move LINC to Deaf/Blind in disability section Include bus drivers Youth voice o Meridian & Boise Youth Advisory Group o Most cities have youth advisory group Discussion was held regarding holding an open house to reach out to people on the database list to meet with the RCC members and VRT staff. Discussion items included: Have yearly open house in June Explain to the attendees what RAC is and what trying to accomplish Objective is to have conversation with providers about what is the best way to communicate with them What relationship could look like and why valuable Could help fill positions on the RAC Have three tables to communicate about what public transportation is available o Community based o Boise GreenBike o Fixed line/traditional ValleyRide bus services Suggestion was made to possibly have one open house in Ada County at MSS and one in Canyon County at HDTC. Send out survey first o Link will be sent out to RCC members o Members are asked to provide feedback to Mark o Include question as to what is the best method of getting transit information to you o Include social media and what version they use 5

6 ITEM III-A Suggested format of open house o First part of meeting have the different tables of information o Second part what we heard from the survey facilitated discussion Next Steps: The Outreach Subcommittee will complete the survey and it out to the database list Plan the open house Policy Subcommittee Report Members reviewed and discussed information included in the meeting packet which consisted of the name Regional Advisory Council (RAC), Vision Statement, and Mission Statement. A handout with updated information was distributed which included: RAC Value Statements VRT Annual Activity Calendar with RAC activities highlighted Topical Areas to Influence the Decision-making Process Topical Area Matrix with short-term/medium term/long term sections for policy, service, and outreach items Issue Identification and Tracking Form. Members were asked to be thinking about projects, opportunities, issues, and concerns that have to do with services, policy, and outreach in the short-term/medium term/long term. Example Braille signage at Main Street Station. Discussion items included: Comment/Complaint Report will be completed and reviewed quarterly o Suggestion made to rename report to Customer Feedback Report Add how to leverage additional groups that RAC members sit on to help inform the work of RAC o Report back at RAC meetings what is explicitly connected to transit o Get inventory of what groups members currently participate in and bring back to the subcommittee o Incorporate into job descriptions of RAC members to be liaison of other groups and report back o Incorporate report back into agenda Revise organizational documents to reflect Regional Advisory Council (RAC) name 6

7 RCC Policy Subcommittee report to VRT Board at the September meeting to get feedback from the VRT Board members Finalize information at October RCC meeting Get approval at November Joint Meeting with Executive Board Next Policy Subcommittee Meeting discussion topics will include: Discuss additional topic areas Review and make recommendations on membership so as to have a balance of representation with lots of different voices, yet group not be so large that it s difficult to get a quorum INFORMATION ITEMS Service Changes Stephen Hunt reviewed potential service changes to be made this fall or early next year to include higher frequency on State Street and re-timing of intercounty routes to improve on-time performance between Ada and Canyon counties. Topic areas suggested included: Get better level of service in Canyon County How do we increase the riders input into local budget priorities opportunities o Adjust planning schedules around budget timelines to inform local jurisdiction budgets Reach out to riders to inform riders People ask why don t have bus routes in Meridian Changes on 8 or 8X o 8X doesn t maintain on time performance o Time points issues are being addressed Need East/west connection downtown Minor service changes - move stop from one side to another Route needs to go to Ada County Courthouse Increase times on State Street & provide more amenities o State Street TOD study going on now o Looking at additional transit amenities Cities Best in Class idea Experience of what it s like to be a customer How inform infrastructure we use and develop Staff announced that May is Free Ride month with free rides to be offered on ValleyRide services (except Fixed Route) and Boise GreenBike. Mailers will go out in certain areas 7

8 to increase awareness of transit in those locations. There will also be online social media promotions. Quarterly Performance Measures Report Rhonda Jalbert reviewed the Quarterly Performance Measures Report, which included ridership information. Department/Staff Reports A weblink to the most recent VRT Department/Staff Reports was included in the meeting packet. ADJOURNMENT At 11:01 a.m. Susan Bradley moved to adjourn the meeting; the motion was seconded and approved unanimously. NEXT REGIONAL COORDINATION COUNCIL MEETING: Tuesday, May 15, 2018 VRT Board Room 700 NE 2 nd Street Meridian, Idaho 8

9 ITEM VI-A TOPIC: Upcoming Service Changes Analysis DATE: May 8, 2018 Summary: Each year VRT reviews system performance, customer comments, and service plans to identify potential changes to service. In January 2018, VRT made changes to the Nampa and Caldwell local services to better serve new developments, improve ridership, and on-time performance. Staff will continue to review the performance of those services and make adjustments as necessary. In review of existing performance, ValleyConnect 2.0 and customer comments staff has identified the following actions as potential service changes at a future date to be determined; Re-timing of intercounty routes to improve on-time performance Restructuring several Ada County routes to improve productivity, on-time performance, and advance service concepts within ValleyConnect 2.0, such as better cross-town connections and higher frequencies on Route 9 (State Street). Those route restructures could include the following: Routes 1 (Parkcenter) and 18 (Harris Ranch) Routes 11 (Garden City) and 17 (Warm Springs) Routes 14 (Hyde Park), 16 (VA Shuttle) and 29 (Overland) Route 9 (State Street) and 9X (State Street Express) Staff is in the early stages of concept development and will keep the VRT Board apprised of its progress. Staff Recommendation/Request: Information Only Implication (policy and/or financial): The service changes being developed will be cost neutral proposals unless VRT is able to secure a funding partner to pay for the service increase. Possible Project Schedule (dependent on outcome of route analysis): April-May Refine service concepts May-June Public Comment July-September Finalize and approve service proposals Fall 2018 or winter Implement new services More Information: Stephen Hunt, Principal Planner, , shunt@valleyregionaltransit.org 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

10 ITEM VI-B-1 TOPIC: Regional Coordination Council Policy Subcommittee DATE: May 7, 2018 Summary: The Regional Coordination Council (RCC) prioritized completing a strategic plan for the group in The first two workshops identified a framework for going forward and established deliverables to be achieved during the RCC s winter break. The work is organized under two subcommittees. At the April meeting, the RCC reviewed the proposed name, vision and mission statements, as well as a series of value statements. These documents serve as the foundation for the group s work. The RCC also reviewed an annual calendar of VRT activities divided in the policy, service/program, and outreach categories. The members discussed a series of topical issues for the group to prioritize. These topical issues would define the scope of the work of the group. The Policy Subcommittee met on May 4, 2018 to review the list of topical questions that were posed and revised at the April RCC meeting and to discuss a framework for membership to be presented to the RCC at the May workshop. The membership framework is included as an attachment to this memo. Also attached are the topics divided in a matrix based on short, medium, and long-term activities under the three categories of policy, service/programs, and outreach. Next Steps: Following the May workshop with the RCC members, the Policy Subcommittee will complete the following deliverables: Finalize the organizational documents that have been drafted to date Revise practices and procedures document and bylaws as needed to document the direction of the group. Incorporate into the procedures a process for identifying the group s priorities for activities of VRT in the areas of policy, services/programs, and outreach. Implication (policy and/or financial): The tools being developed will support a solid foundation for the work of the Regional Advisory Council. This foundation will help ensure the vision and mission can be achieved. Members that understand their role in the organization and have the appropriate tools for success will add value to the decision-making process. Highlights: The RCC began a comprehensive strategic planning effort in September Two subcommittees were formed to establish the strategic foundation for the policy and outreach work the RCC will conduct in the future. 700 NE 2nd Street, Suite 100 Meridian, ID p: f:

11 ITEM VI-B-1 The policy subcommittee developed draft vision and mission statements at the January 31 meeting. The policy subcommittee developed an annual calendar, job description, and drafted value statements at the March 16 meeting. Policy Subcommittee met on May 4, 2018 for final preparation for May RCC meeting. The subcommittee work will be presented to the RCC at the May RCC meeting. The final strategic plan is scheduled for completion in October and will be presented at the joint meeting with the Executive Board on November 5th for consideration of their approval. More Information: Kelli Badesheim, Executive Director, , Attachment Membership Framework Topics Matrix 11

12 ITEM VI-B-1 Regional Advisory Council Membership Framework Current Regional Coordination Council Membership Members are selected to represent the interests and perspectives of different customer/stakeholder interests. The majority of the members are advocates for these interests. The total number of members would be 18 if each of the positions were filled. Several positions have remained open over the years due to challenges finding people to fill positions. The membership categories were established as part of the Coordinated Transportation Plan. The minimum areas of interest that need to be represented on the RCC include the following: People who are blind or visually impaired Transit consumer Vocational/labor Housing Non-emergency medical transport Neighborhood associations Statewide coordination Urban transportation provider Rural transportation provider People with limited English Proficiency (LEP) Educational programs Local governments Employers Low income families and individuals Persons with disabilities Veterans Health and Welfare Proposed Membership Framework Total members between 11 and 15 Split membership 2/3 Ada County and 2/3 Canyon County with attention to including urban, rural, and suburban interests Recruit members that divide equally into consumers, advocates, and providers Recruit members with interests and expertise in the constituencies listed above. This is assuming that some members may wear multiple hats in their service to the group Members would be considered that would bring interests and expertise in the policy, service/programs, and outreach work of the group 12

13 ITEM VI-B-1 Topical Area Matrix Short-term (less than 1 year) Policy Service Outreach How do we ensure equity in policies, fares, and services? How do we expand the understanding/sensitivity for needs of transit customers? How do we ensure timely responses and accountability in VRT s staff processes? How do we improve customer contacts and responses to requests and concerns? How do we provide an effective forum for groups that already exist to have a voice? How do we integrate the RAC into routine outreach events? How do we effectively engage transportation providers into the regional discussion on service/program development? How do we formalize the collection and distribution of information from RAC members? How do we leverage the additional groups that RAC members serve on to help inform the work of this group? Medium-term (1-2 years) Policy Service Outreach How do we ensure effective project coordination for the short, medium, and long-term that enhance access to mobility choices (pedestrian, bicycle, public transportation)? How do we influence the placement and priority of bus stops and transit amenities to support the needs of all customers? How we can have ongoing interactions with governments/authorities to inform policies that increase access to public transportation? How do we increase the customer s/public s input into local government budget priority processes pertaining to public transportation? 13

14 ITEM VI-B-1 Long-term (2 or more years) Policy Service Outreach 14

15 ITEM VI-B-2 TOPIC: Regional Coordination Council Outreach Subcommittee Update DATE: May 7, 2018 Summary: The Regional Coordination Council (RCC) prioritized completing a strategic plan for the group in The first two workshops identified a framework for going forward and established deliverables to be achieved during the RCC s winter break. The work is organized under two subcommittees the Policy Subcommittee and Outreach Subcommittee. The Outreach Subcommittee consists of Mark Carnopis, Kelly Berg, Kara Fink, Courtney Rosenkoetter, Jeremy Maxand and Kelli Badesheim Outreach Subcommittee Update: The Outreach Subcommittee met for the first time on January 31 st meeting. During that meeting, subcommittee members conducted a brainstorming session to identify different target groups and to populate each of those categories. In addition to determining who we should be engaging, the subcommittee members also discussed the following: What should we be communicating to these groups/individuals? What do we want them to be communicating to us? How do we communicate in both directions? What is the most critical focus? How do we amplify their engagement? At the March 16 th meeting of the subcommittee, Mark and Jeremy reviewed drafts of the electronic distribution list, an online survey, and an outline for an open house/resource meeting. These documents were presented to the full RCC on April 17 th for review and comments. Input provided by RCC members during and after that meeting were incorporated into the final survey and contact database. The survey is now live and an introduction, explanation and link have been sent to those on the outreach distribution list. The deadline for providing comment is May 25th. Plans are to use input from the survey to fine-tune the two resource/outreach fairs (one in Ada County and one in Canyon County) that will be scheduled for late June. In addition to presenting information about existing services, attendees would be interviewed about transportation needs of their groups/agencies. More Information: Mark Carnopis, Community Relations Manager, (208) , mcarnopis@valleyregionaltransit.org 700 NE 2nd Street, Suite 100 Meridian, ID p: f: