Public Works Director Richard Prima reported that for some time the City has received requests and provided transportation services outside regular scheduled routes and operations. Mr. Prima stated that the City is not responsible to provide these services; however, the Transportation Manager has been encouraged to review, consider, and coordinate requests that will not interfere with regular operations. Mr. Prima submitted a table summarizing special services provided during the past year (filed), and stated the current draft policy should be formalized to address more specific guidelines and requirements as defined by the City Council and as required by the Transportation Development Act (TDA) and Federal Transportation Administration (FTA). Mr. Prima introduced Transportation Manager Tiffani Fink, sharing that as a past employee of Stanislaus Council of Governments and Caltrans, Ms. Fink is well versed in the transit field, specifically in the field of federal regulations and guidelines.

Transportation Manager Fink believed that regularly scheduled transportation services need to remain primary, with requests for additional services being secondary. She stated that customers should be encouraged to use existing scheduled services whenever possible, deferring to special service on a case by case basis. Ms. Fink shared that current special services provided are a mix of free, paid, or a configured portion of cost, and that requests are sometimes received less than 24 hours before service is needed. She stated that a list of criteria for evaluating and accommodating requests would include a service request deadline and specific details about group size, destination, and timeline for service. These guidelines would further ensure the City operates within the guidelines of the TDA and FTA, its funding sources, as outlined in the draft policies and procedures (filed). She noted that guidelines specify that the City’s first commitment is to provide service to the general public, and that requests for special service must not interfere with regularly scheduled service or compete unfairly with private operators and charters willing and able to provide service.

In response to Council Member Howard, Ms. Fink replied that the City is responsible for establishing and collecting a fee for services to recoup costs. She stated costs encompass what the City pays to Laidlaw for driver wages, equipment maintenance, overhead, and insurance, and stated the current estimate is $35 per hour, which is lower than many comparison cities. Ms. Fink noted that fees would be reviewed semi-annually to address increased costs in insurance, wages, equipment costs, and renegotiated contracts.

Ms. Fink commented that if a public need cannot be met by a charter service, the City can provide service to charitable or public service organizations and non-profit organizations at a direct cost of $19.50 per hour, which is what Laidlaw charges the City for services. However, these services are limited to 40 events per year, including City and non-profit events, for a maximum $10,000 cumulative value. Anything over the annual limit would require charging the full rate. It is proposed that once each year, all applicants for special service shall be invited to submit requests to qualify for service. A schedule for the year will be created to distribute services fairly while adhering to the 40-event/$10,000 limit.

Ms. Fink explained that the Transportation Manager or Transit Operator would evaluate requests received at least three weeks prior to an event, allowing time to review guidelines and coordinate staff and equipment to meet the request. Applicants would be notified within three days if their request did not meet policy conditions, allowing time for them to seek alternate transportation. Once an application is accepted, service is scheduled. The applicant would be required to confirm details three days prior to the event. Revisions to service would not be accepted later than 24 hours before the event.

In response to Council Member Howard, Ms. Fink stated that no fee would be charged for cancellation of service or significant changes in the number of people, as the fees are collected at the time of service. Ms. Fink shared that a fee of $2.00 per person is the current rate, but that a group filling a bus to capacity would be charged a lesser fee of $35.00, the flat fee cost for the use of the bus. Calls requesting additional service would be reviewed and costs would be quoted based on availability.

Mayor Pro Tempore Hitchcock requested clarification on the annual report for special services listing service to Calaveras County. Ms. Fink stated that Calaveras County has a small service, but their annual fair draws a large crowd. The City of Lodi and Laidlaw agreed to provide City buses and Laidlaw drivers for two days of service, and received full reimbursement from Calaveras County for all costs.

Mayor Pro Tempore Hitchcock remarked that most services should have a cost associated with them since there is a cost to the City for operation, and that non-profits certainly recognize that costs are being incurred when the City goes outside the realm of regular service. Public Works Director Prima responded that transit dollars pay for many of the non-profit uses, but services provided to the City must be billed internally to meet the record keeping requirements for transit funding. Ms. Hitchcock stated she supports an internal accounting system to record transit service provided without revenue collection. Further, service should remain local with special requests being limited only to non-profit and City-sponsored events, regardless of available staff and equipment.

Mayor Pennino stated that transit dollars pay for many special services, such as the Parks and Recreation-sponsored Junior Giants, which would otherwise have to be paid with general fund dollars. Likewise, the annual Council auction dinner transportation could be charged to transit funds, the transit, or could be charged to the general fund or protocol account.

Council Member Nakanishi stated that if no complaints have been received from private businesses, the City should continue to provide services for special events and non-profit organizations. He voiced support for keeping transit services local and reviewing requests as received.

At the request of Council Member Nakanishi, Pat Patrick of the Lodi District Chamber of Commerce addressed the Council with regard to private industry and transit provisions. Mr. Patrick stated that Taylor Tours does not routinely seek the same services provided by the City, during the past year he would have liked to have an opportunity to provide service for some of the special events which utilized City transportation. Mr. Patrick stated that there is a real value in using City service for community events such as the Sandhill Crane Festival, which brings a lot of revenue to the City and would likely realize a hardship in having to pay for transportation. He reported that the Chamber utilizes the system for Leadership Lodi programs, and that Lodi transit will soon provide transportation for local pastors to tour the new Salvation Army facility. He believed that the community is fortunate to have a good transit system and that the City has been generous in working to provide support of events and programs. While Ron Taylor Tours provides service at about $65, it is still a bargain and should be considered for larger groups and destinations outside the Lodi community. The Chamber appreciates the City transit service and cooperation, and would not want to abuse the system, or cut into another private business in its conducting of meetings, programs, and special events.

In response to Council Member Nakanishi, City Attorney Hays reported that legal requirements for utilizing transportation without paying for services refers to private enterprise systems such as airlines, buses, and railroads, but does not apply to the City using its own transit system.

Council Member Land stated that past uses such as the Mondavi Museum opening in Napa, and transporting students from San Francisco for culinary classes in Lodi are questionable uses, which he would not support for future consideration. He suggested that with regard to the Sandhill Crane Festival, perhaps the cost of the fees could be built into the entry fee, or the coordinators could get a local business to underwrite transit costs. He further suggested the Chamber consider charging each Leadership Lodi participant an additional $2 to cover the cost of transportation.

Mayor Pennino stated that Lodi transit buses are not designed for long-distance service and preferred that it remain local. He reviewed a portion of the services report, stating that wine tours, transportation for the District Attorney, and transportation for Culinary School students from San Francisco should have been referred to the private sector. Further, he noted that the High School Football Dinner and the Century Assembly Easter Celebration were questionable services, but that he supports services for the Gabriel Homes to St. Paul trip, which falls under the auspices of our regular local transit services.

Mayor Pro Tempore Hitchcock suggested that since the City provides support and contributions to the Chamber and Downtown Lodi Business Partnership (DLBP), perhaps an estimate of transportation costs could be underwritten in City contributions in the annual budget to offer in-kind support for their transportation needs. It would stimulate the economy and provide both groups with a set amount of transportation funding to plan their events accordingly throughout the year.

Council Member Howard stated that the money given by the City to the Chamber of Commerce and DLBP are for them to use as they best see the need and how they appropriate those funds is up to them. She stated they would need to address, recognize, and plan for transportation expenses within their current funding. In reviewing the draft policy, Ms. Howard voiced her support for Item #1 indicating that special services must not interfere with regular service, nor compete unfairly with private operators. She supported Item #3, which calls for the review and adjustment of service rates semi-annually, and Item #4 providing services to charitable or public service organizations at a reduced rate of service, but added that the City of Lodi should also be given a reduced rate. She stated that Item #2 should be removed from the policy, since regular customers should pay the total cost for services without extending a price break difference if the total cost exceeds the operating cost. Ms. Howard stated that the policy should include a specific description of the geographic area of operation. Ms. Howard expressed her concern that the document specify a 72 hour revision or cancellation notice, and that after that deadline the customer would still be liable for the full cost of services.

In response to Council Member Howard, Ms. Fink reported that while the City provided more than 40 special transit services last year, it is a TDA requirement that the City adhere to a maximum of 40 special services not to exceed $10,000 per year. Ms. Howard stated that perhaps this limitation would encourage an existing business to expand its service or a new business to move to Lodi.

Mayor Pennino stated he would support the Chamber addressing Council during budget meetings to request funding specifically for Leadership Lodi and Sandhill Crane Festival transportation expenses. Additionally, special events should be brought before Council on a case by case basis. Mayor Pennino also requested that geographic specifications be added to the policy, and that Item #2 be reworded to clarify the fees charged for transit services.

In response to Council Member Nakanishi, Ms. Fink stated that service for the Senior Service Center or Loel Senior Center would not be restricted in any capacity as they would fall under the auspices of regular requests for service.

City Manager Flynn requested Council input on the definition of City-sponsored event in comparison to a private event, and whether the definition was the distinction of having a Council member or City staff member involved. He offered the Parade of Lights and the Grape Festival Parade as examples. Mayor Pennino and Mayor Pro Tempore Hitchcock voiced their agreement that these two items were City-sponsored events, and Mayor Pennino encouraged staff to bring requests before Council for consideration on a case by case basis as needed.