TRANSPORTATION PROFESSIONALS ADVISORY COMMITTEE (TPAC) MEETING Thursday February 11, :30 a.m. 11:30 a.m.

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1 TRANSPORTATION PROFESSIONALS ADVISORY COMMITTEE (TPAC) MEETING Thursday February 11, :30 a.m. 11:30 a.m. AON CENTER 707 Wilshire Blvd. 6 th Floor Conference Room Los Angeles, CA TPAC MISSION STATEMENT Through our diversity and expertise in the transportation industry, the Transportation Professionals Advisory Committee provides the Access Board our perspective, advice, and advocacy with an understanding of the community, environment, and regulations. TPAC promotes innovative, cost effective and high quality specialized transportation solutions. Time Item Item Description Disposition Pages Call to Order Action Read TPAC Mission Statement Introductions Information Information Approve December 10, 2009 TPAC Meeting Action 4-8 Minutes 1 Page

2 Staff Report General Public Comment Information Information Report from Board of Directors Information TPAC Goals Review Access Business Plan Information/ Possible Action TPAC Revised By Laws and Meeting Schedule Action Access Bylaws Information Access Safety Program/Emergency Response Plan Information/ Possible Action Stratagen Adept Software Information Wheelchair Securement and Tether Strap Program Information Metro OIG Audit Update Information New Business Raised Subsequent to the Posting of the Agenda Possible Action Adjournment Access Services does not discriminate on the basis of disability. Accordingly, Access Services seeks to ensure that individuals with disabilities will have an equal opportunity to participate in the range of Access Services events and programs by providing appropriate auxiliary aids and services to facilitate communication. In determining the type of auxiliary aids and services for communication that will be provided, primary consideration is given to the request of the individual with disabilities. However, the final decision belongs to Access Services. To help ensure availability of those auxiliary aids and services you require, please make every effort to notify Access Services of your request at least three (3) business days (72 hours) prior to the meeting in which you wish to utilize those aids or services. You may do so by contacting (213) Note: ASI board meetings are held pursuant to the Ralph M. Brown Act [Cal. Gov. Code 54950] and are 2 Page

3 open to the public. The public may view and obtain all written information supporting this agenda provided to the board both initially and suppl Blvd., 9th Floor, Los Angeles California and on its website at Documents, including Power Point handouts distributed to Board Members by staff or Board members at the meeting will simultaneously be made available to the public. Three opportunities are available for the public to address the board during a board meeting: (1) before closed session regarding matters to be discussed in closed session, (2) before a specific agendized item is debated and voted upon regarding that item and (3) general public comment. The exercise of the right to address the board is subject to restriction as to time and appropriate decorum. All persons wishing to make public comment must fill out a yellow Public Comment Form and submit it to the Secretary to the Board. Public comment is generally limited to three (3) minutes per speaker and the total time available for public comment may be limited at the discretion of the Chairperson. Persons whose speech is impaired such that they are unable to address the board at a normal rate of speed may request the accommodation of a limited amount of additional time from the Chair but only by checking the appropriate box on the Public Comment Form. Granting such an accommodation is in the discretion of the Chair. The Board of Directors will not and cannot respond during the meeting to matters raised under general public comment. Pursuant to provisions of the Brown Act governing these proceedings, no discussion or action may be taken on these matters unless they are listed on the agenda, or unless certain emergency or special circumstances exist. However, the board may direct staff to investigate and/or schedule certain matters for consideration at a future Board of Directors Meeting and the staff will respond to all public comment in writing prior to the next board meeting. 3 Page

4 TRANSPORTATION PROFESSIONALS ADVISORY COMMITTEE MEETING MINUTES FOR THURSDAY, DECEMBER 10, 2009 Call to Order Chairperson Jesse Valdez called the meeting to order at 9:41 a.m. Read TPAC Mission Statement Mr. Valdez read the TPAC mission statement. Introductions TPAC members in attendance: Dennis Kobata, Diane Amaya, Elizabeth Carter, Graham Ridley, Jesse Valdez, John Fong, Jose Medrano, Kathryn Engel, Kevin McDonald and Shirley Hsiao TPAC members absent: Ernie Crespo, George Sparks, Gracie Davis, Joyce Rooney and Matt Gleason Access staff in attendance: Arun Prem, F Scott Jewell, Andre Colaiace, Matthew Avancena, Geetu Banerjee and Luis Pacheco Guests: Ian Dailey Mr. Valdez gave an update on October 26, 2009 to discuss the possible relocation options for Access Services; however, no decision has been made. F. Scott added that negotiations are still being finalized and the Access Board will take action at the January 11, 2010 meeting. Approve October 8, 2009 TPAC Meeting Minutes Kevin McDonald made a correction under staff report; Access Services 2008 Annual Report receives the 2009 APTA AdWheel Awards, instead of 2008 APTA AdWheel Awards. Motion: Mr. Valdez moved to approve the October 8, 2009 TPAC meeting as corrected. 4 Page

5 First: Shirley Hsiao Second: Mr. McDonald Vote: All members were in favor and the motion passed. Staff Report Arun Prem updated members on the following: He thanked the Spirit of Accessibility Award Committee members - John Zeigler, Martin Gombert and TPAC member Gracie Davis for their time and input in reviewing the Spirit of Accessibility Award applications. The 2009 Spirit of Accessibility Award winner is Larry Rolon who is the Coordinator of Los Angeles Airport - Americans with Disabilities Act (ADA) Program. He has been instrumental in the installation of curbside ADA pick-up location signs at each of the LAX terminals. This award will be presented at the February Board meeting. The next Board Meeting is scheduled for Monday, January 11, 2010 On November 19th, the California Association of Coordinated Transportation (CalACT) held its Annual Membership meeting in Downtown Los Angeles. Training sessions on Wheelchair Securement and tether strap installation programs, and an ADA roundtable were offered. An evening reception was also held for new attendees to get familiar with CalACT activities. Metro has announced the JARC and NF Formula grant cycle. There are $14.7 million available in JARC and $3.2 million in New Freedom funding. Proposals are due on January 29, Access will not be able to offer a grant writing assistance workshop, however agencies that need technical assistance are welcome to contact Access staff. General Public Comment There was no public comment. Report from Board of Directors There was no report from the Board of Directors. 1. Access Safety Program Matthew Avancena gave an update on the DRAFT Driver Incentive Program which is part of Access Safety Program. The purpose of the Driver Incentive Program is to manage risks, prevent injuries and boost morale. Access Steering Committee comprised of staff and providers felt that a strong incentive program could enhance awareness and ownership of the safety program amongst drivers. The Steering Committee discussed different types of incentive programs for drivers and decided on a mileage based incentive program. 5 Page

6 Program elements include: Eligibility: The incentive program would be open to all drivers, including part-time and non-dedicated drivers. Mileage Based: Any driver that covers at least 10,000 Access Services miles without a preventable accident/incident and has not received a valid customer service complaint, and passes a proficiency exam will qualify for the first-tier award. The incentive thresholds were kept at relatively low levels, during the early stages, to allow more drivers to qualify for incentives. The next tiers would be tied to 20, 30 and 40,000 miles/points respectively. These mileage based incentives are added to continue safe driving. A preventable incident or valid complaint could reset the gauge to zero. Annual Awards: Access will award the driver with the best safety record from each of the service regions. The providers will select one driver to get a set of four Disneyland tickets and a free day off. Types of Awards: The steering committee will develop awards for different mileage intervals. Graham Ridley suggested that the staff can look at the cost of accidents and claims over the years and compare it with the cost of the incentive program to determine the success. Andre Colaiace replied that in the previous insurance program, the contractors had the insurance and there was no data available on the accidents and incidents. However, staff now has access to data on accide determine the success and failure of this program. TPAC members discussed the mileage based tiered structure and the types of awards such as patches which have been very popular among drivers. Members also shared information on the driver incentive programs for their own agencies. 2. TPAC Goals and Meeting Schedule Mr. Jesse Valdez stated that one of the recommendations from the Strategic Planning Workshop was for TPAC to consider monthly meetings so members can work coherently with the Access Board and the Community Advisory Committee on issues and be proactive in providing timely advice. Mr. Prem added that TPAC members have the option of sending alternates when they are not able to attend. Mr. Valdez said that it is important for TPAC to be consistent and work with the Board congruently on issues. Members discussed the issue and supported the idea, that for TPAC to be effective, it should follow the same schedule as the Board. 6 Page

7 Motion: Second: Vote: Mr. McDonald made a motion to meet monthly. In addition, if there were no agenda items that were pressing, then the meeting will be rolled over to the next month. Ms. Engel All members were in favor and the motion passed TPAC is also in the process of establishing Annual Goals and plans to review the Business Plan at its next meeting. 3. Stratagen Adept Software F Scott Jewell gave an update on the implementation of ADEPT software at Global Paratransit Access Provider in the Southern Region. He talked about some of the issues with the software implementation, primarily the fleet capacity issues Global was facing because of the new taxi regulations, where they had lost almost half of their taxi fleet. This had slowed down the progression of the software as planned but since then the situation has been rectified; additional resources were added and on-time performance was back at 90.6%. Also during that period, staff worked with Global extensively to change how they schedule their vehicles, including taxi fleets, with the new software. The next steps are to move them to the dynamic mode with the complete implementation of the software on December 19, This change will allow their dispatching staff to see trips on a real time basis and alert them if a vehicle begins to have on-time performance issues on its route. Their current platform DDS shared ride dispatch will be supplanted with the ADEPT software implementation. If all goes well, Access will start planning for the next implementation in the San Fernando Valley in the April Paratransit Plan Revisions Mr. Prem informed members that currently there are no new revisions needed to the Paratransit Plan. The only change that was being considered had to do with the transitioning of the Access ID cards to TAP cards. Metro staff had indicated a few months back that may not get accommodated to the new TAP cards system and will not be able to take advantage of free fare system. However, Access staff was recently notified that Metro may be able to address the gates. 5. Access Identity Program Andre Colaiace informed members that the Access Identity Program is making a slow but steady progress in redesigning its brand, all the Access publications and the website. The goal is that the materials should not only look good but also be comprehensible for Access stakeholders and riders. The materials that have been recently updated include: 7 Page

8 New Informational Brochure - The new brochure has been re-written in a simplified version in both English and Spanish, so riders are aware of who is eligible for ADA Paratransit and what Access can and cannot do. Photo Library Access now has its own exclusive Photo-library and these photos are being integrated in all its publications. Customer Perception Project New posters are being created that will be used in all provider call centers that re-enforce the idea how Access makes a positive impact in the lives of its riders. Riders Guide The text is being simplified and redesigned to make it easier to read. This guide will be part of the welcome packet and the DRAFT will be reviewed by both CAC and TPAC before it is finalized. The packet will also have information on Mobility Management resources such as Free Fare and Travel Training. A quick start guide is 6. Metro OIG Audit Update Mr. Prem informed members that the two remaining open items were related to the implementation of the ADEPT software. These items will be closed after the software is successfully implemented in the southern region. New Business Raised Subsequent to the Posting of the Agenda John Fong talked about the change from Cityride script program to the debit and TAP card system. There was potential of fraud with the script but with new debit cards that threat has been reduced and the program has been successful. Mr. Medrano said that there have been issues with the TAP card program. Customers have complained that money has been deducted from cards when standing too close to the TAP Card Reader. Mr. Colaiace added there has been a change in Metro TAP card management and they are more flexible towards making changes to make the program work. Adjournment Motion: Mr. Valdez entertained a motion to adjourn. First: Mr. Fong Second: Ms. Engel Vote: All were in favor and the motion passed 8 Page

9 ITEM - 2 DATE: FEBRUARY 11, 2010 TO: TPAC FROM: ARUN PREM, DIRECTOR OF STRATEGIC PLANNING RE: TPAC BYLAWS AND MEETING SCHEDULE ISSUE: Access staff is proposing an amendment to TPAC Bylaws to allow for monthly meetings in accordance with the motion approved at the TPAC meeting on December 10, RECOMMENDATION: Review and approve the bylaw change. BACKGROUND: At the December 10, 2009 TPAC meeting, members voted favorably to meet monthly to be able to work coherently with the Access Board and the Community Advisory Committee meeting schedules and issues. Staff will review proposed Board and CAC items monthly with the TPAC Chair and determine if a TPAC meeting is needed the following month to review those issues. This change will require an amendment in TPAC bylaws Article 7(attached), which currently states: TPAC Bylaws Article 7- Committee meetings will be held six times annually; taking place on the 2nd Thursday of the months of February, April, June, August, October and December. Proposed Language- Committee meetings will be held monthly; taking place on the 2 nd Thursday. At the discretion of the Chair, a monthly meeting may be cancelled 3 weeks prior to the meeting date. 9 Page

10 Calendar 2010 TPAC MEETING SCHEDULE: In addition staff requests that TPAC members review and approve the meeting dates for 2010 as outlined below: FEBRUARY 11, 2010 Replaced by Access Services Annual Membership meeting APRIL 8, 2010 MAY 11, 2010 JUNE 10, 2010 JULY 8, 2010 AUGUST 12, 2010 SEPTEMBER 9, 2010 OCTOBER 14, 2010 NOVEMBER 11, 2010 DECEMBER 9, Page

11 Transportation Professional Advisory Committee (TPAC) Bylaws Article I - Name The name of the committee shall be the Transportation Professionals Advisory Committee (TPAC). The TPAC will be hereafter referred to as t Article 2 - Purpose The Committee was formed to provide input and advice to the Access Services Board of Directors Article 3 - Membership The Committee consists of 15 voting members comprised of transit, paratransit, and social service transportation professionals representing all regions of Los Angeles County. Members are approved by the Access Services Board of Directors according to criteria that ensures the committee represents the public transportation community in Los Angeles County. Members serve at the pleasure of the Board of Directors and may be removed at any time. Each member will have a named alternate member that must attend the Committee meetings in place of the member. The alternate member will have the same voting rights as the member. If the member and alternate member are both in attendance, only the member will have voting privileges. The member and alternate member account for one vote total. Any member, or alternate member, who misses two meetings during a one-year calendar period, may be subject to removal from the committee. Such members will be notified in writing and may be requested to provide justification for continued membership. The committee shall review such justification and recommend to the Access Services Board of Directors whether the member should continue to serve on the committee. The Access Services Board will then make the final determination whether or not to remove a member. Article 4 - Terms There shall be eight (8) members appointed to a two-year term (known as Group A) and seven (7) members appointed to a one year term (known as Group B). Group A terms will expire on October 27, 2003 and every two years thereafter on the date of the Board of Directors meeting; Group B terms will expire on October 28, 2002 and every two years thereafter on the date of the Board of Directors meeting. 11 Page

12 Members who are unable to complete their terms may submit their resignations to the Committee through the Access Services Administrator. The Access Services Board of Directors will approve any new members as vacancies occur. Access staff will provide nominations for all vacancies. Article 5 - Officers The Committee will have a Chairperson and a Vice-Chairperson. The term is one year from August through July. Officers will be elected every year at the August meeting by a ROLL CALL VOICE VOTE of the majority of the members present. Officer seats will be limited to two consecutive terms served by any one individual. Duties of the Chairperson The Chairperson will preside at the meetings and will represent the Committee at meetings of the Access Services Board of Directors and Board committees, when appropriate. Duties of the Vice Chairperson The Vice-Chairperson shall perform the duties of the Chairperson in the absence of the Chairperson. Vacancies of Officer Positions A vacancy of an officer position shall exist in the following circumstances: (a) (b) (c) the resignation or death of an officer; the removal of an officer by a ROLL CALL VOICE VOTE of the majority of the Committee; the removal of an officer as a member of the Committee by the Board of Directors as provided in Article 3 of these bylaws. Filling Vacancies of Officer Positions Except as otherwise provided in these Bylaws, vacancies of an Officer position shall be filled by approval of the affirmative ROLL CALL VOICE VOTE of the members present at a regularly scheduled or special meeting held pursuant to Article 7 of these bylaws. Access staff will provide nominations to the Board of Directors. One (1) or more individuals may be nominated for any Committee vacancy. In the event of a vacancy of the officer position of Chair, the presiding Vice-Chair officer will automatically assume the role of Chair for the remaining term. There will then be an election conducted for the Vice-Chair position by approval of the affirmative ROLL CALL VOICE VOTE of members present at a regularly scheduled or special meeting held pursuant to Article 7 of these bylaws. Article 6 Subcommittees 12 Page

13 Officer Nomination Subcommittee The Chairperson may establish a 3 or 5 member nominating subcommittee at its April meeting to recommend nominees, preferably two or more, for each officer position. In addition to the slate of officers developed by the subcommittee, nominations may be received from the floor. The nominating subcommittee report shall be presented in writing to the members in June prior to the election of officers. Other Subcommittees The Chairperson may establish subcommittees and appoint members to subcommittees, as appropriate. The Chairperson may also request the participation of TPAC members on ASI standing subcommittees, as appropriate. Executive Committee The Executive Committee consists of the Chair and Vice Chair of the Committee. Duties of Subcommittees All meeting locations shall be posted at the Access Services headquarters. An Access Services staff person will be assigned to each subcommittee and will attend subcommittee meetings. Subcommittees shall report their activities to the Committee on a regular basis. The Committee shall take subcommittee recommendations under advisement and determine further action, if appropriate. Article 7 - Meetings Committee meetings are subject to the Ralph M. Brown Act (Government Code Section ), requiring that all meetings involving Committee deliberations are open to the public, with at least 72 hours advance posting of agenda(s). Special meetings of the Committee may be called by Access Services staff or at the request of the Chairperson. To facilitate full discussion of issues by the Committee, discussion of items will first involve Committee members. Public comment will be limited to brief comments of three minutes on each agenda item after the items have been discussed. If appropriate, the Chairperson may suggest persons contact staff directly regarding specific questions. Meetings shall be held at the Access Services corporate offices, unless Access Services staff identify a special location and notify members at least seven (7) days in advance and follow the required posting procedure. Committee meetings will be held six times annually; taking place on the 2nd Thursday of the months of February, April, June, August, October and December. PROPOSED LANGUAGE Committee meetings will be held monthly; taking place on the 2 nd Thursday of each month. At the discretion of the Chair, a monthly meeting may be cancelled 3 weeks prior to the meeting date. 13 Page

14 Alternative formats are available upon request by contacting Access Services three (3) business days prior to the date of a meeting. Article 8 Compensation and Reimbursement Access Services Transportation Professionals Advisory Committee members may receive parking reimbursement while conducting Committee business at the Access Services corporate offices. Members may also receive mileage reimbursement for personal vehicle use to and from the Committee meetings and when conducting Committee business. Article 9 - Voting/Quorum A majority of the members must be present at a meeting for a quorum; an affirmative vote of a majority of the members present is required for any action items. A committee member, or alternate member, may be present at the time of a vote to vote on a particular issue. The vote of the person chairing the meeting will be counted only in the event of a tie. An absent member cannot authorize a written proxy vote. Committee members are expected to actively participate in regularly scheduled Committee and Subcommittee meetings. Article 10 - Amendments These bylaws may be amended at any regularly scheduled Committee meeting as defined by Articles 7 and 8 and are subject to the approval of the Access Services Board of Directors. Article 11 - Minutes Minutes of the Committee shall be recorded by Access Services staff and provided to the Committee for review and approval. Minutes of the Committee shall be forwarded to the Access Services Board of Directors. Revised 02/03/2010 GB 14 Page

15 ITEM - 7 DATE: FEBRUARY 11, 2010 TO: TPAC FROM: RE: STEVE CHANG, DIRECTOR OF CONTRACT SERVICES RECOMMENDATIONS ISSUE: The audit of Access Services Incorporated conducted on behalf of the Metro Office of Inspector General (OIG) in FY confirmed Access Services system design and operational compliance with the ADA and funding requirements and the general satisfaction of Access Services riders with that service. The audit contained no negative findings, but the auditors did make sixteen recommendations and the audit report contains Access Services affirmative responses to these recommendations. This item comprises the monthly update for January fourteen have been completed. Of the sixteen recommendations, RECOMMENDATION: Receive and file the attached status report on the implementation of the audit recommendations and Manage BACKGROUND: final four audit recommendations. A complete status report on all sixteen recommendations can be found on the Access Services website at 15 Page

16 STATUS REPORT ON THE IMPLEMENTATION OF THE AUDIT RECOMMENDATIONS Recommendation 6 ASI should evaluate whether the service providers are using the most efficient methodology for scheduling vehicles and drivers and whether there are opportunities to shift resources from low demand to peak demand periods. Apr - 08 Prior to the audit in January 2006, ASI retained the services of the IBI Group to perform analysis were presented to the Access Services Board of Directors in March One of the principal recommendations was the design and implementation of a centralized reservation/scheduling software to be used by all of ASI providers. The Board approved the award for that reservation/scheduling software in November The first phase of the implementation of this recommendation is scheduled to begin in August The implementation of the first service region, with phase--in to other regions as contracts renew, is scheduled for fall of May - 08 Jun - 08 July - 08 Aug 08 Feb - 09 May 09 The centralized reservation/scheduling software will be implemented within the first service region in September 2008 and will be phased in by region as contracts are renewed. Staff is anticipating system wide implementation will be completed in A notice to proceed was issued to the software contractor on June 9, 2008 and a kick off meeting was held with Global Paratransit. The project team has begun the implementation period for the software installation in the Southern Region. As the system is implemented relevant ride statistics such as travel times, will be reported monthly in the Operations Report contained in the Board Box. No status update to report. Due to beta testing and related infrastructure issues the implementation of the new software has taken longer than expected. The first phase of implementation will begin in the Southern Region in Spring Implementation began in the Southern Region. The contractor is working to fine tune all of the scheduling parameters within the software and things are moving accordingly. 16 Page

17 Aug 09 The service quality in the Southern Region has stabilized. A modification of the -by trips and pick-up times being changed has been completed and installed. The next region scheduled for implementation is MV Transit in the San Fernando Valley in early Jan-09 Full implementation of the software including dynamic mode scheduling is scheduled to be implemented on January 18, Recommendation 8 ASI should evaluate the scheduling system to minimize or eliminate circuitous routing of share rides and to ensure that the routing/dispatching methodology minimizes wait times and trip times. See Recommendation 6 above. 17 Page