Locally Developed Coordinated Plan Workshop - The Community ...

Locally Developed dCoordinateddPublic Transit‐Human ServicesTransportation PlanOhio Department of TransportationOffice of TransitJanuary 15, 2009Locally Developed Coordinated Plan Workshop

Welcome and IntroductionsMarianne FreedAdministratorODOT, Office of Transit

Webcast Participants ‐ ContactInformation• To Pose Questions and Offer Comments andIdeas• Email Address:– Kim White, Training and Compliance OfficerODOT, Office of TransitKim.White@dot.state.oh.us3

History and RequirementsJoshua GearhardtODOT, Office of TransitLocally Developed Coordinated Plan Workshop4

SAFETEA‐LU• The Transportation Reauthorization Bill passed in 2005• Added New Federal Transit Administration Programs• Revised some existing programs• Final FTA Circular issued May 1, 2007– 9045.1‐www.fta.dot.gov/documents/FTA_C_9045.1_New_Freedom.pdfFreedom – 9050.1‐www.fta.dot.gov/documents/FTA_C_9050.1_JARC.pdf– 9070.1Fwww.fta.dot.gov/documents/C9070.1F.pdfLocally Developed Coordinated Plan Workshop5

New and Revised Federal TransitAdministration Programs• Job Access/Reverse Commute (JARC)• New Freedom• Section 5310 0(h (has many names)– Elderly Individuals and Individuals withDisabilities– Specialized Transportation Program• A.K.A.‐Section 16 or Section 16(B)2Locally Developed Coordinated Plan Workshop6

JARC‐Section 5316• Existing Program‐ Job Access/ReverseCommute– Connect Welfare recipients and low incometo:• Jobs• Employment related training includingeducation programs and pre‐employment training programsLocally Developed Coordinated Plan Workshop7

JARC‐Section 5316• Funding– Directly to large urbanized areas (over 200,000in population)– To ODOT for Rural and Small Urban Areas(under 200,000 in population)– From Discretionary to Formula; based on lowincome population in UZALocally Developed Coordinated Plan Workshop8

JARC‐Section 5316…• Operating 50/50 (Federal/Local)• Capital l80/20 (Federal/Local)l)• Planning 80/20 (Federal/Local)Locally Developed Coordinated Plan Workshop9

Ohio JARC‐Section 5316• Who Can Apply– Public Entities providing Public Transit service– Private non‐profit designated by public toprovide Public Transit service– Public entities who are recipients of the OhioCoordination ProgramLocally Developed Coordinated Plan Workshop10

New Freedom‐Section 5317• New Program ‐Beyond ADA Requirements– Targeted toward people with disabilities– Program intent:• Improve public transit service• Provide transportation alternatives• Remove barriersLocally Developed Coordinated Plan Workshop11

New Freedom‐Section 5317• Funding– Directly to large urban areas (over 200,000 inpopulation) lti – To ODOT for Rural and Small Urban Areas(under 200,000000 in population)– Operating 50/50 (Federal/Local)l)– Capital 80/20 (Federal/Local)Locally Developed Coordinated Plan Workshop12

Specialized Transportation Program‐Section 5310• Existing Program to provide services to:– Elderly and people with disabilities:• Vehicle Acquisition• Equipment• Mobility ManagementLocally Developed Coordinated Plan Workshop13

Specialized Transportation Program‐• Program RequirementsSection 5310– Projects must be derived from a “LocallyDeveloped Coordinated Plan”– Projects must be competitively selectedLocally Developed Coordinated Plan Workshop14

Specialized Transportation Program‐Section 5310• Funding– Administered by the State (ODOT)– Capital only ‐ 80/20 (Federal/Local)Locally Developed Coordinated Plan Workshop15

Section 5310 – SpecializedTransportation Program• Who Can Apply for funding in Ohio– Private non‐profit organizations– Public entities in areas:• Without non‐profit organizations available toprovide service• Lead in Ohio Coordination Program projectLocally Developed Coordinated Plan Workshop16

Federal Requirements• Section 5310, 5316 & 5317 applications i “deriveddfrom a locally developed, coordinated public transit‐human services transportation plan” .• Designated Recipients will have to certify that theplan was “developed through a process thatincludes representatives of public, private andnonprofit transportation and human servicesproviders and participation by the public”.Locally Developed Coordinated Plan Workshop17

What are the REQUIRED elements ofthe Plan?• There are four outlined in the federal circular– Assessment of available services that identifiescurrent transportation providers– Assessment of current transportation needs forpersons with disabilities, older adults and peoplewith low incomesLocally Developed Coordinated Plan Workshop18

What are the REQUIRED elements ofthe Plan? (Con’t)– Strategies, activities, and/or projects toaddress the identified gaps between currentservices and needs, as well as opportunitiesto improve efficiencies in service delivery– Priorities for implementation based onresourcesLocally Developed Coordinated Plan Workshop19

What are the REQUIRED elements ofthe Plan? (Con’t)• “Plans must be developed in good faith incoordination with appropriate planning partners andwith opportunities for public participation.” (Page V‐2, FTA C9070.1F, 5/1/2007)• “The lead agency, in consultation with participants,should identify the process for adoption of the plan.”(Page V‐7, FTA C 9070.1F, 5/1/2007)• The plan should be updated through a regularupdate cycle, as identified din the Plan.Locally Developed Coordinated Plan Workshop20

Who are the TransportationStakeholders? khld• Area transportation planning agencies• Public transportation providers• Private transportation providers• Non profit transportation providers• Past or current organizations funded under the JARC orSection 5310 program• Passengers and advocates• Human service partners• Others‐Anyone interested in Transportation for TargetPopulationsLocally Developed Coordinated Plan Workshop21

Why Participate?• Advantages– You represent your customer base, public transit orhuman service provider, in their quest for mobilitychoices– Will assure that JARC, New Freedom and 5310 fundsare used for meeting the particular and unique needsof the residents of your community.– Resources are limited for everyone and increasingefficiency through coordination makes sense.Locally Developed Coordinated Plan Workshop22

Developing the PlanRobbie SarlesRLS and AssociatesLocally Developed Coordinated Plan Workshop23

Low Cost/No Cost Methods toDevelop a Plan• Use other plans as model• ODOT website• CTAA website• Transit system website• Ohio peers transit systemso ODOT staff can assistLocally Developed Coordinated Plan Workshop24

Low Cost/No Cost Methods toDevelop a Plan (Continued)• Follow template• ODOT checklist• WVDOT Coordination Toolkito Comprehensive versionoMinimal versiono Plan update versionLocally Developed Coordinated Plan Workshop25

Low Cost/No Cost Methods toDevelop a Plan (Continued)• Supplemental outside assistance• Peer transit system• Larger transit system• Incorporate in neighboring transit system plan• Regional or local planning agencies• Universities / community colleges• Other agencies• ConsultantsLocally Developed Coordinated Plan Workshop26

Low Cost/No Cost Methods toDevelop a Plan (Continued)• Types of supplemental assistance• Overview guidance• Technical analysis• Meeting facilitation• Alternative development• Project selection criteria• Objective project evaluation processLocally Developed Coordinated Plan Workshop27

WV Toolkit• A compilation of information and resources• Tool for communities pursuing transportationcoordination• Guide for developing local coordination plansLocally Developed Coordinated Plan Workshop28

WV Toolkit (Continued)• Toolkit contains• Introduction explaining the background forthe toolkit• Frequently Asked Questions (FAQ)• Getting started• Coordination briefs• References and resources• Sample Forms and TemplatesLocally Developed Coordinated Plan Workshop29

Step 1: Obtain Basic Understandingof Coordination• Why the emphasis on coordination now?• When is coordination effective?• Will coordination save me money?• What will coordination cost?• What are the obstacles to coordination?• Who needs to be involved in a coordinationeffort?Locally Developed Coordinated Plan Workshop30

Step 1: Obtain Basic Understandingof Coordination (Continued)• What problems can coordination address?• What are the goals for coordinateddtransportation services?• How does coordination work?• What are the benefits of coordination?• Why have some coordinated systems failed?• Why have many coordinated systems succeeded?Locally Developed Coordinated Plan Workshop31

Step 2: Create an Outline of YourPlan• Coordination Plan Sample Table of Contents• I – Introduction and Overview• II – Inventory and Analysis of Existing Conditions• III –Stakeholder Assessment• IV – Transportation Provider Inventory• V – Identification of Unmet Mobility Needs• VI – Coordination Alternatives• Goals, Objectives, and Implementation StrategiesLocally Developed Coordinated Plan Workshop32

Step 2: Create an Outline of YourPlan (Continued)• Coordination Plan Sample Table of Contents(Continued)• VII – Action Plan• Selection Criteria• Prioritization• Implementation Strategy• VIII ‐ Adoption and Approval of Plan• IX – Plan Update• Appendices –Stakeholder and Public InvolvementRecordLocally Developed Coordinated Plan Workshop33

Step 3: Develop Public Participation /Outreach Strategy• Example of outreach activities• Focus groups• Public hearings• Surveys• Interviews• Public forums, workshops, open houses• Meetings –targeted populationsLocally Developed Coordinated Plan Workshop34

Step 3: Develop Public Participation /Outreach Strategy (Continued• Notification methods• Newspaper notices• Flyers• Direct mailing• Media public service announcements• E‐MailLocally Developed Coordinated Plan Workshop35

Step 4: Identify Who Should beInvited to Participate• Identify stakeholders• Comprehensive list• Core groupLocally Developed Coordinated Plan Workshop36

Step 5: Collect Population andDemographic Data• Major trip generators• Major origin and destination data• Typical destinations outside of service area• County demographic profilesLocally Developed Coordinated Plan Workshop37

Sources of Demographic Data• U.S. Census• County Profile• County Commissioners• Chamber of Commerce• Department of Economic Development• Agriculture Extension Office• School SystemLocally Developed Coordinated Plan Workshop38

• Survey• InterviewsStep 6: Inventory ExistingTransportation ServicesLocally Developed Coordinated Plan Workshop39

Step 7: Conduct Gap Analysis /Needs Assessment• Compare supply of service with demand• Identify current coordination efforts• Identify challenges to coordination• Develop goals for coordinationLocally Developed Coordinated Plan Workshop40

Step 8: Identify Potential lProjects• Describe potential projectsLocally Developed Coordinated Plan Workshop41

Step 9: Evaluate and PrioritizeProjects• Develop selection criteria• Evaluate potential projects• Prioritize potential projectsLocally Developed Coordinated Plan Workshop42

Step 10: Create ImplementationStrategyLocally Developed Coordinated Plan Workshop43

Step 11: Finalize Plan• Document planning process• Document results• Document public participation / outreach• Adopt planLocally Developed Coordinated Plan Workshop44

Step 12: Establish Procedure andTimeline for Updating PlanLocally Developed Coordinated Plan Workshop45

Examples of Coordination Activities• Information and Referral• Mobility Managers• Planning• Transportation Brokerages• Grants Management• Volunteer Pools• Specification Development• Vehicle, Equipment, and FacilityPurchases• Training• Joint Dispatch and Scheduling• Joint Policy/ProcedureDevelopment• Call Centers• Passenger Aides/Escorts• Guaranteed Ride Home• Joint Purchasing• Shared Supplemental ServiceContracts• Vehicle Sharing• ITS/GPS• Trip SharingLocally Developed Coordinated Plan Workshop 46

Developing the PlanCarla LakatosLakatos Group, Ltd.Locally Developed Coordinated Plan Workshop47

TargetPopulationsElderly Low Income DisabledLocally Developed Coordinated Plan Workshop 48

Benefits toUsers and CommunityLocally Developed Coordinated Plan Workshop49

Lakatos Group Experience• Example Agency: Ohio Coordination Project Lead• Background:• As an Ohio Coordination Project, serves the publictransportation and human service transportation needs ofthe County since 1999 (County Commissioners aregrantee).• Coordination Project includes 18 participating agenciesand is the principle provider of transportation for seniorsin Union County.Locally Developed Coordinated Plan Workshop50

Lakatos Group Experience• Example Lead Agency: Four County Community ActionCommission i (CAC)• Background:• Plan covered Three of the Four Counties• CAC operates an Ohio Rural Transit System in one of thethree counties. There are no public transportationservices in the remaining two counties.• The Fourth County elected to develop its own plan.Locally Developed Coordinated Plan Workshop51

Key Challenge:Generating local interest in and commitment todeveloping a Local Coordinated Plan.• Recommended Initial Steps:• Identify a Lead Agency• Appoint a Steering Committee for process oversight &recommendation/adoption of a final Coordinated Plan• Convene the Steering Committee to:• Assure a common level of understanding of the planning processand the economic and social benefits of a coordinated approach.• Generate a commitment to process oversightLocally Developed Coordinated Plan Workshop52

Key Challenge:Generating local interest in and commitment todeveloping a Local Coordinated Plan.• Recommended Initial Steps (continued):• Approve work scope and schedule (be careful of tighttimelines!)• Provide support in identifying all interested parties andcontact persons• Approve process participation plan• Identify broad key issues and planning goals (throughinput from Steering Committee and other keystakeholders).Locally Developed Coordinated Plan Workshop53

Key Challenge:Developing & Implementing Specific Strategies toAssure Effective Planning Process Participation• Goal 1:Raise interested parties’ level of understanding of theplanning process and identify how interested parties canbecome involved.• Examples:• Develop database of all interested parties and contact persons.• Develop public informational materials –leaflet, websiteinformation• Develop a media relations plan.Locally Developed Coordinated Plan Workshop54

Key Challenge:Developing & Implementing Specific Strategies toAssure Effective Planning Process Participation• Goal 2:• Ensure interested parties are provided with adequate,appropriate it and meaningful opportunities to participate i t inthe planning process.• Examples:• Outreach to stakeholder (surveys, phone calls, etc.)• Use of representative Steering Committee and working groups.• Distribution of contact information for providing suggestions onkey plan elements.Locally Developed Coordinated Plan Workshop55

Key Challenge:Developing & Implementing Specific Strategies toAssure Effective Planning Process Participation• Goal 2 Examples (continued):• Media notices of availability of draft plan for review andcomment.• Computer based participation through key websites.• Public availability of draft plan at key locations.• Public meetings.• Assure that the Steering Committee has an opportunity toreview all public comments.Locally Developed Coordinated Plan Workshop56

Key Challenge:Developing & Implementing Specific Strategies toAssure Effective Planning Process Participation• Goal 3:• Identify and involve target populations (low income,elderly, persons with disabilities) in the planning process.• Examples:• Identify all agencies that represent or assist these populationsand maintain contact/mailing list.• Identify ways of reaching and involving target population.Locally Developed Coordinated Plan Workshop57

Key Challenge:Developing & Implementing Specific Strategies toAssure Effective Planning Process Participation• Goal 4:• Use the Steering Committee to the fullest extent to reachinterested parties in the planning area – eg e.g., citizens,representative agencies, and local public officials.• Examples:• Steering Committee reviews stakeholder database, publicinformational materials, public comment, survey results, etc.• Steering Committee appoints a working group to develop actionstrategies.• Steering Committee formally accepts and recommends the FinalCoordinated Plan.Locally Developed Coordinated Plan Workshop58

Key Planning Challenge:Example Ohio Coordination Project• Issue:The Coordination Project is perceived as a fully effective coordinationproject. Obtaining full participation of private businesses, public agencies,local providers/funders, and locally elected officials in the planning effortwas the key challenge.• Response:The local Chamber of Commerce was contacted and included a survey of itsmembers in the Coordinated Plan. In addition, the participants agreed thatfurther planning participation could be encouraged by requesting that CEOsof all major publically supported agencies, and the County Commissioners tosign off on the final plan.Locally Developed Coordinated Plan Workshop59

Key Planning Challenge:Example Ohio Coordination Project• Issue:Realization that certain high‐prioritized strategies involvedorigins/destinations and transportation providers outside of Union County.• Response:Encourage more of a regional approach in future plan updates.Locally Developed Coordinated Plan Workshop60

• Issue:Key Planning Challenge:Example Multi‐County CACTwo of the counties without Public Transit had limited experience with inter‐agency dialogue, understanding of need and transportation coordination.This resulted in challenges in generating stakeholder interest and anunderstanding of unmet need.• Response:Work closely with stakeholder and working groups. Encourage an ongoing,dynamic planning process. Realize that the planning process itself is ameaningful outcome.Locally Developed Coordinated Plan Workshop61

• Issue:Key Planning Challenge:Example Multi-County CACFinding meaningful coordination opportunities among three (3) verydifferent counties.• Response:Generate prioritized i i dimplementation i strategies for each county. Assure adynamic planning process with relatively frequent Plan updates and intercountycommunication. Find an early success that can generate furtherinterest in inter‐county coordination. Realize that the planning process itselfis a meaningful outcome.Locally Developed Coordinated Plan Workshop62

Summary Recommendations:• Using a Steering Committee to adopt a process plan and provideoversight will assist in moving the effort forward.• Using available resources such as a planning process outline,stakeholder and community survey instruments, etc. isrecommended.• Developing & implementing specific strategies to assureeffective planning process participation is critical albeit timeconsuming.• Involving locally elected officials and other key influencers tothe fullest extent possible will assist with local buy‐in.Locally Developed Coordinated Plan Workshop63

Summary Recommendations:• Developing and monitoring timelines and milestones isimportant but focus first on generating the fullestparticipation possible (even if timelines must slip).• Assuring that the planning process is dynamic – that is,providing regular plan updates and reviews will result in thefullest benefits to your community.• Realize that the planning process itself is a meaningfuloutcome (creating/encouraging inter‐agency, public/privatedialogue).Locally Developed Coordinated Plan Workshop64

Resources• ODOTwww.dot.state.oh.us/Divisions/Local/Transit/Pages/default.aspx• WVDOTwww.wvdot.com/z_buses/z_buses.htm• CTAAwww.ctaa.org• FTA United We Ridewww.unitedweride.gov• National RTAP• www.nationalrtap.orgLocally Developed Coordinated Plan Workshop65

Questions???Locally Developed Coordinated Plan Workshop66