WALTON COUNTY TRANSPORTATION DISADVANTAGED COORDINATING BOARD
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1 WALTON COUNTY TRANSPORTATION DISADVANTAGED COORDINATING BOARD Staff to Okaloosa Walton TPO P.O. BOX 11399, Pensacola, Florida (850) Sara Comander 4081 E. Olive Road, Pensacola FL Toll Free Chairman Web Site: Carolyn Clear Vice-Chairman MEMORANDUM February 2, 2015 TO: FROM: SUBJECT: Transportation Disadvantaged Coordinating Board Members and Interested Parties Walton County Commissioner Sara Comander, Chairperson February 17, 2015 Transportation Disadvantaged Coordinating Board The Walton County Transportation Disadvantaged Coordinating Board will meet Tuesday, February 17 at 1:30 p.m. at Walton County Extension Office Bldg. 20, 732 N. 9 th Street, DeFuniak Springs, FL. If you have any questions, please contact Howard Vanselow at , Ext. 231 or by at howard.vanselow@wfrpc.org. Board members will introduce themselves and the agency or position they represent. Visitors are asked to introduce themselves to be welcomed by the Board. AGENDA I. Call to order and approval of the October 28, 2014 Board Meeting minutes. A. Approval of Minutes For Action Presentation: Chair (Item I-A) II. III. Old Business: New Business: A. Community Transportation Coordinator Evaluation For Action Presentation: TPO Staff (Agenda Item III-A) Our Commitment - Mobility
2 B. Community Transportation Coordinator (CTC) Report For Information Presentation: CTC Staff (Agenda Item III-B) C. rideon presentation For Information Presentation: Dan Deanda (Agenda Item III-C) D. Regional Planning Council Quarterly Report For Information Presentation: TPO Staff (Agenda Item III-D) E. Commission for the Transportation Disadvantage Correspondence For Information Presentation: TPO Staff (Agenda Item III-E) F. Grant Review For Information Presentation: TPO/CTC Staff (Agenda Item III-F) IV. Other Business A. Annual Board Training For Information Presentation: TPO Staff (Agenda Item IV-A) V. Public Comments: Any individual who wishes to address the Board is requested to fill out a Speaker Request Form obtained from TPO staff. VI. Adjourn The next coordinating board meeting and public hearing is scheduled for Tuesday, May 19, 2015 at 1:30 am. VISIT OUR WEB SITE AT: FOR FULL AGENDA PACKETS AND ADDITIONAL TRANSPORTATION PLANNING INFORMATION The Okaloosa Walton Transportation Planning Organization adheres to the Americans with Disabilities Act and will make reasonable modifications for access and language for this meeting upon request. Please call Ms. Dottie Turner Toll Free at , extension 200. Requests must be made at least 48 hours in advance of the meeting in order to allow the TPO time to provide the requested services. Florida Law and Title VI of the Civil Rights Act of 1964 Prohibits Discrimination in: Public accommodation on the basis of race, color, religion, sex, national origin, handicap, or of marital status. Persons believing they have been discriminated against on these conditions may file a complaint with the Florida Commission on Human Relations at or (voice messaging) Our Commitment - Mobility
3 AGENDA ITEM I-A SUBJECT: Approval of minutes BACKGROUND: The minutes from the October 28, 2014 Board meeting will be reviewed and approved by the local coordinating board. REQUESTED ACTION: A motion and vote to approve the October 28, 2014 Board meeting minutes. Our Commitment - Mobility
4 WALTON COUNTY TRANSPORTATION DISADVANTAGED COORDINATING BOARD MEETING August 19, 2014 MINUTES Okaloosa Walton Transportation Planning Organization Walton County Extension Services Building 732 N. 9th Street DeFuniak Springs, Florida DRAFT 10/28/14 DT Date of Meeting 8/19/ /28/14 02/17/15 05/18/15 Agency for Health Care Admin. John Maroldo / Alt. AHCA staff P P Children at Risk Ardelle Bush / Alt. VACANT A A Citizen Carolyn Clear / Alt. VACANT A P Citizen User of Transportation Annie Campbell / Alt. VACANT A A Department of Education Diane Jackson / Alt. David Hubbard A A Department of Elder Affairs Gwendolyn Rhodes/ Alt. VACANT P P Disabled Lynette McLendon / Alt. VACANT A A Community Action VACANT / Alt. VACANT Vacant Vacant Elderly Thomas Mathis / Alt. VACANT P P Elected Official-Chair Sara Comander / Alt. Carolyn Clear P P FL Dept. of Children & Families Phyllis Gonzalez / Alt. Lisa Carden Alt. P S. King FL Dept of Transportation Kathy Rudd / Alt. Vanessa Strickland A A Local Medical Community VACANT/ Alt. VACANT A A Private Transportation Industry Bobby Martin / Alt. VACANT A P Public Education Jim Hicks / Alt. VACANT A A Veterans Mark Kelley / Alt. Jenifer Pate P P Workforce Development Board Brad Balfanz / Alt. Rebecca Pazik P A Alt. P L. Carden OTHERS PRESENT: Inez Cassiday, Howard Vanselow, Dottie Turner
5 DRAFT 10/28/14 DT I. Call to Order Chairwoman Comander called the meeting to order at 1:30 p.m. A. Approval of the Minutes As required by the Commission for the Transportation Disadvantaged (CTD) and Florida Administrative Code (5) (a), Board minutes from the August 19, 2014 board meetings were submitted to the LCB for approval. Action: Mr. Mark Kelly moved to approve the minutes of the August 19, 2014 Public Hearing and Board meeting. Mr. Bobby Martin seconded and the motion carried unanimously. II. Old Business None III. New Business A. CTC Evaluation Committee Presentation by Mr. Howard Vanselow, RPC. Per Florida Administrative Code a committee of board members and the Community Transportation Coordinator (CTC) jointly develop the TDSP every five years and a minor update is completed annually. Board members are asked to volunteer to serve on this committee. A motion and vote to appoint the CTC Evaluation/TDSP committee is requested. Mr. Mark Kelly, Mr. Bobby Martin and Ms. Carolyn Clear volunteered to serve on this committee. Action: Ms. Lisa Carden made a motion to accept Mr. Mark Kelly, Mr. Bobby Martin and Ms. Carolyn Clear as volunteers for the CTC Evaluation/TDSP committee. Mr. John Maraldo seconded the motion. The motion carried unanimously. B. Community Transportation Coordinator (CTC) Report Presentation by Ms. Inez Cassidy. Ms. Cassiday stated that from July to September the numbers are down because of Medicare, managed care, and pick-up operators. There was an opportunity for questions and answers; there were no questions. C. Annual Operating Report The Community Transportation Coordinator submitted an annual operating report to the Commission for Transportation Disadvantaged in September. This report covered the fiscal year July 1 st through June 30 th. Ms. Inez Cassidy advised that the report includes data relating to met/unmet trips, no shows, expenses, employees and hours, and revenue sources via agency. There was an opportunity for questions and answers; there were no questions. Action: Ms. Gwendolyn Rhodes made a motion for the Chair to sign that the Annual Operating Report has been reviewed. Mr. Thomas Mathis seconded the motion. The motion carried unanimously. Walton County TD Minutes Page 2 of 3
6 DRAFT 10/28/14 DT D. Regional Planning Council Quarterly Report Presentation by Mr. Howard Vanselow. The West Florida Regional Planning Council submitted the first quarter report on planning grant tasks to the Commission for the Transportation Disadvantaged. Mr. Vanselow advised the first quarter report only shows different tasks and provided an opportunity for questions and answers. There were no questions. E. Commission for the Transportation Disadvantage Correspondence Presentation by Mr. Howard Vanselow. Mr. Vanselow stated the commission is facing challenges; there has been a switch to flat payments, funding has changed and there are Medicaid and ACHA challenges as well. Also, there is much information to compile for billing such VIN numbers, driver license numbers and signatures. It was recommended that Tri- County have a ninety day cash reserve. Mr. Vanselow reminded everyone the next business meeting is December 16, 2014 in Destin, FL. F. Grant Review There have been no new grants. IV. Other Business None. V. Public Comments None. VI. Adjourn Chairman Comander inquired if there was any other business or comments. There were none. It was noted that the next meeting is scheduled for February 17, 2015 at 1:50 p.m. Meeting was adjourned. Walton County TD Minutes Page 3 of 3
7 AGENDA ITEM III-A SUBJECT: CTC Evaluation/TDSP Committee BACKGROUND: The planning agency and the local coordinating board conducted the annual evaluation of the Community Transportation Coordinator (CTC), as required by Florida Administrative Code (5) (b). The TDSP was also part of the review process. The CTC Evaluation was conducted on January 14, 2015 and the draft Evaluation is included in the Agenda package. After reviewing the Evaluation, the Board is asked to approve the findings and recommendations. REQUESTED ACTION: A motion and vote to approve the findings and recommendations of the CTC Evaluation. Our Commitment - Mobility
8 CTC EVALUATION WORKBOOK CTC BEING REVIEWED: TRI-COUNTY COMMUNITY COUNCIL, INC. COUNTY: WALTON ADDRESS: 1586 US HWY 331 SOUTH, DEFUNIAK SPRINGS, FL CONTACT: INEZ CASSIDAY PHONE: REVIEW PERIOD: FY REVIEW DATE: JANUARY 14, 2015 CONDUCTING THE REVIEW: HOWARD VANSELOW & LCB CONTACT INFORMATION: DRAFT ---- JANUARY 2015
9 USING THE AOR, COMPILE THIS INFORMATION: 1. OPERATING ENVIRONMENT: X RURAL URBAN 2. ORGANIZATION TYPE: PRIVATE-FOR-PROFIT X PRIVATE NON-PROFIT GOVERNMENT TRANSPORTATION AGENCY 3. NETWORK TYPE: SOLE PROVIDER X PARTIAL BROKERAGE COMPLETE BROKERAGE 4. NAME THE OPERATORS THAT YOUR COMPANY HAS CONTRACTS WITH: Walton County EMS, and Caring Hearts 5. NAME THE GROUPS THAT YOUR COMPANY HAS COORDINATION CONTRACTS WITH: NONE 6. NAME THE ORGANIZATIONS AND AGENCIES THAT PURCHASE SERVICE FROM THE CTC AND THE PERCENTAGE OF TRIPS EACH REPRESENTS? (Recent APR information may be used) Name of Agency % of Trips Name of Contact Telephone Number CTD 38.99% MEDICAID (AHCA) 27.60% APD 7.13% DOEA 8.66% DOE 0.26% Other 17.36% 7. REVIEW AND DISCUSS TD HELPLINE CALLS: Number of calls Closed Cases Unsolved Cases Total 0 DRAFT WALTON CTC EVALUATION Page 2
10 COMPLIANCE WITH CHAPTER 427, F.S. Review the CTC monitoring of its transportation operator contracts to ensure compliance with (3), F.S. Review all transportation operator contracts annually. WHAT TYPE OF MONITORING DOES THE CTC PERFORM ON ITS OPERATOR(S) AND HOW OFTEN IS IT CONDUCTED? Operators are monitored annually using the Safety Compliance Review monitoring document provided by the Commission for Transportation Disadvantaged. Is a written report issued to the operator? X Yes No If NO, how are the contractors notified of the results of the monitoring? NA WHAT TYPE OF MONITORING DOES THE CTC PERFORM ON ITS COORDINATION CONTRACTORS AND HOW OFTEN IS IT CONDUCTED? The CTC does not have any coordination contracts. Is a written report issued? Yes No If NO, how are the contractors notified of the results of the monitoring? WHAT ACTION IS TAKEN IF A CONTRACTOR RECEIVES AN UNFAVORABLE REPORT? Any finding made during the Safety Compliance Review must be corrected immediately. Failure to do so will result in suspension of service. IS THE CTC IN COMPLIANCE WITH THIS SECTION? X Yes No COMPLIANCE WITH CHAPTER 427, F.S. Review the TDSP to determine the utilization of school buses and public transportation services [Chapter (4)] Approve and coordinate the utilization of school bus and public transportation services in accordance with the TDSP. HOW IS THE CTC USING SCHOOL BUSES IN THE COORDINATED SYSTEM? The CTC does not use school buses. Rule (5)(b): "As part of the Coordinator s performance, the local Coordinating Board shall also set an annual percentage goal increase for the number of trips provided within the system for ridership on public transit, where applicable. In areas where the public transit is not being utilized, the local Coordinating Board shall set an annual percentage of the number of trips to be provided on public transit." HOW IS THE CTC USING FIXED ROUTE SERVICES IN THE COORDINATED SYSTEM? Walton County provides the public transportation in Walton County. There is no fixed route at this time IS THERE A GOAL FOR TRANSFERRING PASSENGERS FROM PARATRANSIT TO FIXED ROUTE TRANSIT? Yes X No If YES, what is the goal? Is the CTC accomplishing the goal? NA IS THE CTC IN COMPLIANCE WITH THIS REQUIREMENT? X Yes No DRAFT WALTON CTC EVALUATION Page 3
11 COMPLIANCE WITH 41-2, F.A.C. Compliance with (1), Minimum Insurance Compliance...ensure compliance with the minimum liability insurance requirement of $200,000 per person and $300,000 per incident WHAT ARE THE MINIMUM LIABILITY INSURANCE REQUIREMENTS? $200,000 per person and $300, 000 per incident Tri-County Community Council has: $500,000 per person and $500, 000 per incident WHAT ARE THE MINIMUM LIABILITY INSURANCE REQUIREMENTS IN THE OPERATOR AND COORDINATION CONTRACTS? Same HOW MUCH DOES THE INSURANCE COST (per operator)? N/A Operator Walton EMS COPE Caring Hearts Insurance Cost DOES THE MINIMUM LIABILITY INSURANCE REQUIREMENTS EXCEED $1 MILLION PER INCIDENT? Yes X No If yes, was this approved by the Commission? Yes No IS THE CTC IN COMPLIANCE WITH THIS SECTION? X Yes No COMPLIANCE WITH 41-2, F.A.C. Compliance with (2), Evaluating Cost-Effectiveness of Coordination Contractors and Transportation Alternatives....contracts shall be reviewed annually by the Community Transportation Coordinator and the Coordinating Board as to the effectiveness and efficiency of the Transportation Operator or the renewal of any Coordination Contracts. NA, this county does not have any coordination contracts. 1. IF THE CTC HAS COORDINATION CONTRACTORS, DETERMINE THE COST- EFFECTIVENESS OF THESE CONTRACTORS. 2 DO YOU HAVE TRANSPORTATION ALTERNATIVES? Yes X No IS THE CTC IN COMPLIANCE WITH THIS SECTION? X Yes No Findings: Recommendations: RULE 41-2 DRAFT WALTON CTC EVALUATION Page 4
12 Compliance with Commission Standards...shall adhere to Commission approved standards COMPLIANCE WITH 41-2, F.A.C. Commission Standards Local toll free phone number must be posted in all vehicles. Vehicle Cleanliness Passenger/Trip Database Adequate seating Driver Identification Passenger Assistance Smoking, Eating and Drinking Two-way Communications Air Conditioning/Heating Billing Requirements Comments Posted and easy to see. Clean Driver completed manifest Enough seating present Driver had ID Badge Driver assisted all passengers and equipment. Posted -- None occurred Driver had two way radio Push to talk Vehicle was a comfortable temperature and AC worked. Observed at office. COMMISSION STANDARDS Findings: The CTC is meeting all Commission Standards. Recommendations: Continue to meet all Commission Standards. DRAFT WALTON CTC EVALUATION Page 5
13 COMPLIANCE WITH 41-2, F.A.C. Compliance with Local Standards...shall adhere to Commission approved standards... Local Standards Transport of Escorts and dependent children policy Use, Responsibility, and cost of child restraint devices Out-of-Service Area trips CPR/1st Aid Driver Criminal Background Screening This is not included in TDSP Rider Personal Property Advance reservation requirements Pick-up Window Comments Escorts are required when transporting anyone under 16 years old (exemptions are made by Program Manager or Director) and for any rider who cannot access vehicles without minimal support or assistance. Reservationist will need to know in advance if an escort is required. Escorts are charged the same rate as the rider. All PEPC children require a trained escort. Required for all riders under the age of 6 and less than 45lbs. The child restraint device is provided by the CTC or family. Requests for device must be made at the time the trip is scheduled. Only medical trips are scheduled to out of area service area dependent on driver/ vehicle availability First Aid will be administered as needed & 911 will be called for additional assistance. Drivers are required to complete 1 st Aid and CPR training every 3 years. All transportation staff must have a clean Level II Background Screening letter on file stating no disqualifying criminal offenses were identified/ or disqualifies employee from working in the program. All transportation staff are required to certify that they understand if Children & Families Background Screening comes back as denied, they will be terminated immediately. Riders are allowed to have personal property which they can hold in their lap or place under their seat if it doesn t present a safety hazard (2 bags). Riders must be able to carry items brought onto the vehicle. Drivers can assist as necessary with packages entering and exiting the vehicle. Riders may bring additional bags for designated shopping trips. All trips must be must be requested by noon the prior working day. Appointments are taken Monday Friday from 8:00a.m.to 4:30 p.m. Trips for Medicaid urgent care may be provided the same day. HMO trips can be scheduled same day. Riders are requested to be ready 30 minutes before scheduled pick up time and 30 minutes after. (Pick-up window of 60 Minutes) DRAFT WALTON CTC EVALUATION Page 6
14 Measurable Standards/Goals Standard/Goal Latest Figures MET/ NOT MET Public Transit Ridership NA NA NA FIXED ROUTE On-time performance 90% 90% + MET Passenger No-shows Policy Policy MET 259/51,335 Trips Accidents 2 / 698,067 miles 1/100,000 miles CTC.29 /100,000 MET Roadcalls 2 / 698,067 miles 1/10,000 CTC.029 / 10,000 MET Complaints 15 / 52,300 trips < 0.5% CTC <.03% MET Call-Hold Time NA NA NA LOCAL STANDARDS Findings: The CTC has met all local standards. Recommendations: The CTC should continue to meet all local standards. DRAFT WALTON CTC EVALUATION Page 7
15 ON-SITE OBSERVATION OF THE SYSTEM RIDE A VEHICLE WITIN THE COORDINATED SYSTEM. REQUEST A COPY OF THE MANIFEST PAGE THAT CONTAINS THIS TRIP. Jan 21, 2015 Date of Observation: Please list any special guests that were present: Conducted by Mark Kelley Location: DeFuniak Springs Number of Passengers picked up/dropped off: Ambulatory 3 4 Non-Ambulatory 1 Wheel Chair Was the driver on time? X Yes No, how many minutes late/early? Did the driver provide any passenger assistance? X Yes No Was the driver wearing any identification? X Yes X Uniform X ID Badge No Did the driver render an appropriate greeting? X Yes No Driver regularly transports the rider, not necessary If CTC has a policy on seat belts, did the driver ensure the passengers were properly belted? X Yes No Was the vehicle neat and clean, and free from dirt, torn upholstery, damaged or broken seats, protruding metal or other objects? X Yes No Is there a sign posted on the interior of the vehicle with both a local phone number and the TD Helpline for comments/complaints/commendations? X Yes No Does the vehicle have working heat and air conditioning? X Yes No Does the vehicle have two-way communications in good working order? X Yes No If used, was the lift in good working order? X Yes No Was there safe and appropriate seating for all passengers? X Yes No Did the driver properly use the lift and secure the passenger? X Yes No If no, please explain: Comment: Harvey was very professional and courteous to all the passengers DRAFT WALTON CTC EVALUATION Page 8
16 Passenger Satisfaction - The planning agency conducts the rider survey each year. The results are included in the TDSP update. Date of Rider Surveys: February 2014 March 2014 OVERALL SATISFACTION OF SERVICE A - Very Good 37 73% B - Good 13 25% C - Neutral 1 2% D - Poor 0 0% E - Very Poor 0 0% Total % Funding Source # TRIPS % TRIPS CTD 20, % AHCA 14, % APD 3, % DOEA 4, % DOE % Other 9, % Totals 52, % DRAFT WALTON CTC EVALUATION Page 9
17 PURCHASING AGENCY SURVEY The majority of the trips are TD and Medicaid, which do not have an associated agency. Staff making call: Purchasing Agency name: N/A Representative of Purchasing Agency: Phone: 1) Do you purchase transportation from the coordinated system? YES If no, why? 2) Which transportation operator provides services to your clients? Tri County Community Council 3) What is the primary purpose of purchasing transportation for your clients? Medical Employment Education/Training/Day Care Nutritional Life Sustaining/Other 4) On average, how often do your clients use the transportation system? 7 Days/Week -3 Times/Month 1-2 Times/Week 3-5 Times/Week 5) Have you had any unresolved problems with the coordinated transportation system? Yes No If no, skip to question 7 6) What type of problems have you had with the coordinated system? Advance notice requirement [specify operator (s)] Cost [specify operator (s)] Service area limits [specify operator (s)] Pick up times not convenient [specify operator (s)] Vehicle condition [specify operator (s)] Lack of passenger assistance [specify operator (s)] Accessibility concerns [specify operator (s)] Complaints about drivers [specify operator (s)] Complaints about timeliness [specify operator (s)] Length of wait for reservations [specify operator (s)] Other [specify operator (s)] 7) Overall, are you satisfied with the transportation you have purchased for your clients? Yes No If no, why? DRAFT WALTON CTC EVALUATION Page 10
18 Level of Cost COSTS BY EXPENSE CATEGORY CTC EXPENSE CATEGORY BY ACCOUNT ( ) Trips: 59,896 Expense Cost/ Trip Trips: 51,335 Expense Cost/ Trip Trips: 51,335 Expense Cost/ Trip Labor (501) $353,117 $5.90 $431,112 $8.40 $433,217 $8.28 Fringe Benefits (502) 103, , , Services (503) 3, , , Materials & Supplies Consumed (504) 210, , , Utilities (505) 15, , , Casualty and Liability Costs (506) 45, , , Taxes (507) Purchased Transportation Service (508) 48, , , Miscellaneous Expenses (509) 7, , , Interest Expense (511) Leases & Rentals (512) Annual Depreciation & Amortization (513) 33, , , Contributed Service - Allowable Expenses (530) , , Allocated Indirect Expenses (if applicable) SYSTEM TOTAL $823,228 $13.74 $999,161 $19.46 $849,774 $ Which expenses are especially high? Cost seem reasonable 2. Are these high expenses acceptable? Are they approved? Yes and approved when necessary 3. What strategies could reduce the unacceptable costs? DRAFT WALTON CTC EVALUATION Page 11
19 Level of Competition Worksheet 2 1. Inventory of Transportation Operators in the Service Area Column A Operators Available Column B Operators Contracted in the Column C Include Trips Column D % of all Trips System. Private Non-Profit , % Private For-Profit 2 2 1, % Government % Public Transit Total , % 2. How many of the operators are coordination contractors? 0 3. Of the operators included in the local coordinated system, how many have the capability of expanding capacity? Does the CTC have the ability to expand? Yes, with additional funding 4. Indicate the date the latest transportation operator was brought into the system Does the CTC have a competitive procurement process? No 6. In the past five (5) years, how many times have the following methods been used in selection of the transportation operators? Low bid Requests for qualifications Requests for proposals Requests for interested parties X Negotiation only Which of the methods listed on the previous page was used to select the current operators? Negotiation only 7. Which of the following items are incorporated in the review and selection of transportation operators for inclusion in the coordinated system? X Capabilities of operator X Scope of Work Age of company X Safety Program Previous experience X Capacity X Management X Training Program X Qualifications of staff X Insurance X Resources X Accident History Economies of Scale X Quality Contract Monitoring X Community Knowledge X Reporting Capabilities X Cost of the Contracting Process Financial Strength X Price Performance Bond Distribution of Costs X Responsiveness to Solicitation Other: (list) 8. If a competitive bid or request for proposals has been used to select the transportation operators, to how many potential operators was the request distributed in the most recently completed process. How many responded? The request for bids/proposals was distributed: NA Locally Statewide Nationally 9. Has the CTC reviewed the possibilities of competitively contracting any services other than transportation provision? DRAFT WALTON CTC EVALUATION Page 12
20 Level of Availability (Coordination) Worksheet 3 Toured the facility and was shown how the CTC provides the coordinated transportation. Planning What are the coordinated plans for transporting the TD population? TDSP Public Information How is public information distributed about transportation services in the community? Advertising in local paper, brochures at agencies and through the LCB. Certification How are individual certifications and registrations coordinated for local TD transportation services? The certifications are processed in the Bonifay office. Eligibility Records What system is used to coordinate which individuals are eligible for special transportation services in the community? Eligibility is maintained through the transportation software. Call Intake To what extent is transportation coordinated to ensure that a user can reach a Reservationist on the first call? There are four incoming lines and this is a small rural county. Reservations What is the reservation process? How is the duplication of a reservation prevented? Computer software allows for scheduling without duplication. Trip Allocation How is the allocation of trip requests to providers coordinated? Walton County EMS provides stretcher service as needed, the other two providers provide after hours urgent Medicaid transportation. Scheduling How is the trip assignment to vehicles coordinated? Through the software and rotating vehicles to prevent overuse of some vehicles. Transport How are the actual transportation services and modes of transportation coordinated? The scheduler uses data collected for next day trips to develop manifests for drivers, by vehicle. Dispatching How is the real time communication and direction of drivers coordinated? Dispatch is available to drivers by two way communication. General Service Monitoring How is the overseeing of transportation operators coordinated? Annual monitoring for contracted operators. Daily Service Monitoring How are real-time resolutions to trip problems coordinated? Dispatch, receptions and supervisor are located in the same office. Two way communication is maintained with the drivers. Trip Reconciliation How is the confirmation of official trips coordinated? Through the driver manifests. Billing How is the process for requesting and processing fares, payments, and reimbursements coordinated? Through the office in Bonifay. Reporting How is operating information reported, compiled, and examined? Using the transportation software, the trip data is used to produce the necessary reports. Cost Resources How are costs shared between the coordinator and the operators (s) in order to reduce the overall costs of the coordinated program? NA, use of operators is minimal in this county. Information Resources How is information shared with other organizations to ensure smooth service provision and increased service provision? Through the local coordinating board, community meetings, and through advertising. Overall What type of formal agreement does the CTC have with organizations, which provide transportation in the community? The CTC has contracts with the stretcher providers. DRAFT WALTON CTC EVALUATION Page 13
21 AGENDA ITEM III-B SUBJECT: Community Transportation Coordinator (CTC) Report BACKGROUND: The Local Coordinating Board shall on evaluate services provided by the CTC and seek innovative ways to improve cost-effectiveness, efficiency, and safety. In order to fulfill this requirement the board has requested that the CTC provide a quarterly summary of coordination activities and a financial report of sponsored and nonsponsored trip costs. Will be handed out at the meeting REQUESTED ACTION: For Information. Our Commitment - Mobility
22 AGENDA ITEM III-C SUBJECT: rideon Commuter Assistance Program BACKGROUND: The effective management of rideon's services requires an ongoing exchange of information between vanpool groups, vanpool vehicle providers, and major employers. Access to EZ-Ride's secure website, allows commuters to instantly find carpool matches online. Private vanpools are registered in EZ-Ride by the rideon Staff. The vanpool group leader is identified, and the vanpool roster is reviewed and adjusted as needed. REQUESTED ACTION: For Information Our Commitment - Mobility
23 Need a Lift? Do you ever find yourself stuck at work without a way to get home? For most people, this may not happen often because their car is accessible at all time. Others, for various reasons, prefer to use an alternate mode of transportation to get to and from work. It may be carpooling, walking, bicycling, or using public transportation. All of these are convenient and pretty much hassle free; however, when an emergency occurs, it can be a dilemma finding a way home. The Emergency Ride Home (ERH) is a free service for commuters that need a ride home from work due to unforeseen circumstances beyond their control. When this occurs, commuters can call their ERH provider and advise they are a rideon participant. They will then send someone to take them home at no cost. Each person is provided with up to four (4) free rides home a year (one per quarter). In order to use the service, you have to pre-register for free with Ride On, and use an alternate mode of transportation at least 3 days a week. For more information on rideon or the Emergency Ride Home Program, call our Transportation Hotline, , or call Dan Deanda, , ext. 227 or visit
24 AGENDA ITEM III-D SUBJECT: Transportation Planning Organization Report BACKGROUND: West Florida Regional Planning Council as designated staff to the Okaloosa-Walton Transportation Planning Organization (TPO) submits a quarterly report to the Commission for the Transportation Disadvantaged on planning grant tasks. The second quarter report is enclosed for board review. REQUESTED ACTION: For information. Our Commitment - Mobility
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30 AGENDA ITEM III-E SUBJECT: Commission for Transportation Disadvantaged Correspondence BACKGROUND: In order to keep the Board informed, selected information available from the Commission for Transportation Disadvantaged (CTD) is enclosed for Board review. REQUESTED ACTION: For Information. Our Commitment - Mobility
31 From: Holmes, Steven Sent: Wednesday, January 21, :00 PM To: Holmes, Steven Cc: CO-CTD Staff Subject: Transitioning NEMT CTCs/STPs The NEMT contract between AHCA and the Commission ends on February 28, Therefore, the NEMT contracts between Commission and CTCs/STPs also end on February 28, 2015, except for contracts in AHCA Regions 10 and 11, which end on January 31, AHCA is contracting with Access2Care, MTM and Logisticare to coordinate NEMT services for individuals enrolled in fee-for-service Medicaid (i.e., those not enrolled in a managed care plan). Each vendor will serve a specific geographic area of the state (see chart below). They will contact CTCs to ensure vendors provide prescheduled trips. AHCA and the Commission encourage CTCs and STPs to contact the new vendors to begin communication on this transition (see contact information in chart below). Vendor and Regions Access 2 Care (Regions 1,2,3,4,7) MTM, Inc. (Regions 5,6,8) LogistiCare (Regions 9,10,11) Counties Escambia, Santa Rosa, Okaloosa, Walton, Holmes, Washington, Jackson, Bay, Calhoun, Gulf, Liberty, Gadsden, Liberty, Franklin, Wakulla, Leon, Jefferson, Madison, Taylor, Hamilton, Suwannee, Lafayette, Dixie, Columbia, Gilchrist, Levy, Union, Alachua, Bradford, Putnam, Marion, Citrus, Lake, Hernando, Sumter, Nassau, Baker, Duval, Clay, St. Johns, Flagler, Volusia, Seminole, Orange, Osceola, Brevard. Pasco, Pinellas, Hillsborough, Manatee, Polk, Hardee, Highlands, Sarasota, DeSoto, Charlotte, Glades, Lee, Hendry, Collier. Regions 10 & 11: Broward, Miami-Dade, Monroe Region 9: Indian River, Okeechobee, St. Lucie, Martin, Palm Beach New Vendor Start Date March 1 Vendor Contact Information To Be Sent March February 1: Regions 10 and 11 March 1: Region Once we receive some further guidance from AHCA, we ll be providing you the necessary steps to close out the contract, especially as it pertains to Encounter data. Thanks Steve Holmes Executive Director Florida Commission for the Transportation Disadvantaged (c) Join us on Facebook and Twitter
32 TD Legislative Awareness Day will be held on March 3, 2015 It is so important for legislators to hear from the actual people this program helps! TD Legislative Awareness Day, is held at the Courtyard of Florida s Capital in Tallahassee. This event embraces the spirit of appreciation to the legislators for this program that provides medical, employment, education and other life sustaining trips to nearly 600,000 Floridians each year with over 29 million trips reported last year. Join us in creating awareness and support for the Transportation Disadvantaged program. Most people are not even aware of its existence, much less its importance. The Transportation Disadvantaged program enhances the mobility of thousands of Floridians to achieve independence, while saving taxpayer dollars through the coordination of transportation in all 67 counties. For every $1 spent on TD services, the state receives more than $8.35 in return! TD Legislative Awareness Day is hosted by FACTS (Florida Association of Coordinated Transportation Systems) each year through the funds donated by sponsors. When you sponsor, 100% of the funds goes to the event in an effort to generate awareness and support for the Transportation Disadvantaged Program. Sponsors' information will be included in the program, banner and other public relations materials for TD Legislative Day. This is an excellent opportunity for attendees to meet with legislators to express growing needs for transportation disadvantaged services in the State of Florida and to thank them for their continued support. Should you have any questions, comments, or concerns on any of the information above Call OR factsassoc@gmail.com Please feel free to forward this information to all those who may be interested in attending. Registration Deadline - February 6, 2015 General Registration Form Sponsor Registration Form Map & Directions
33 2015 Commission Business Meetings Date Time Meeting Location Dial-In Number & Conference Code March 4, AM to Completion Business Meeting Florida Department of Transportation Auditorium 605 Suwannee Street Tallahassee, FL (888) Conference Code June 2, AM to Completion Business Meeting Tampa, FL (888) Conference Code October 29, AM to Completion Business Meeting Daytona Beach Ocean Center 100 North Atlantic Avenue Daytona Beach, FL (386) (888) Conference Code December 15, AM to Completion Business Meeting Vero Beach, FL (888) Conference Code CECILE DEL MORAL Transportation Disadvantaged Specialist Project Manager Area 1 Tel: (850) cecile.delmoral@dot.state.fl.us Website: FLORIDA COMMISSION FOR THE TRANSPORTATION DISADVANTAGED 605 Suwannee Street, Mail Station 49 Tallahassee, Florida Tel: (850) Fax (850) TD Helpline:
34 AGENDA ITEM III-F SUBJECT: Grant Review BACKGROUND: Any grants for TD funds may be reviewed by the LCB. Any grant application received will be presented to the Board for review and comment. REQUESTED ACTION: For information. Our Commitment - Mobility
35 AGENDA ITEM IV-A SUBJECT: Annual Local Coordinating Board Training BACKGROUND: The planning agency contract with the Commission for Transportation Disadvantaged requires annual board training on the coordinated transportation system and Florida Ethics Laws and Sunshine Amendment. This board training will be conducted as part of the quarterly board meeting. REQUESTED ACTION: For Information Our Commitment - Mobility
36 Transportation Disadvantaged Local Coordinating Board Training (LCB) 2015 What is Florida Community Transportation? Statute and Rule In Florida, transportation is provided for transportation disadvantaged individuals in accordance with Florida Statute 427 and Rule 41-2, Florida Administrative Code. The statute created the Commission for Transportation Disadvantaged to accomplish the coordination of transportation services provided to the transportation disadvantaged. The statute and rule provide for a designated Community Transportation Coordinator (CTC), a designated planning agency and a local coordinating board to advise the CTC. Florida Statute 427 Review and approve Service Plan Evaluate services provided Review funding applications Establish trip priorities Review coordination strategies and regional transportation opportunities Work collaboratively with Workforce Development Boards Rule 41-2, Florida Administrative Code Meet at least quarterly Maintain minutes of actions taken Evaluate the CTC Appoint a Grievance Committee Comply with Florida Statutes regarding voting conflict of interest Funding Sources Where does the funding come from? Federal State Federal/State Local Government Fares/Copay Other
37 Advise the CTC Develop Plan for Service Improve Efficiency-Bang for the Buck Determine Level of Service Feed back to CTC-Eyes and ears Advocate-For rider, agencies, CTC Other??? What is the role of the LCB? Public Meetings (Section 286 F. S.) Florida Sunshine and Public Meetings Florida Statutes , Public Meetings and Records All meetings at which official action is taken are open to the public The board must provide reasonable notice of all such meetings Violations are a misdemeanor of the second degree Code of Ethics (Section 112 F. S.) Prohibited acts: Solicitation and Acceptance of Gifts Unauthorized Compensation Misuse of Public Position Disclosure of Certain Information Conflicting Employment or Contractual Relationship Voting Conflict of Interest Disclose conflict of interest File disclosure form with meeting s recording officer Incorporate in meeting minutes Commission for Transportation Disadvantaged TD Help Line West Florida Regional Planning Council or Questions?
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