Locally Developed Coordinated Public Transit-Human Services Transportation Plan Ohio Department of Transportation Office of Transit January 15, 2009 Locally Developed Coordinated Plan Workshop

Marianne Freed Administrator ODOT, Office of Transit Welcome and Introductions

3 Webcast Participants - Contact Information To Pose Questions and Offer Comments and Ideas Address: – Kim White, Training and Compliance Officer ODOT, Office of Transit

History and Requirements Joshua Gearhardt ODOT, Office of Transit 4 Locally Developed Coordinated Plan Workshop

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 – – – F- 5 Locally Developed Coordinated Plan Workshop

New and Revised Federal Transit Administration Programs Job Access/Reverse Commute (JARC) New Freedom Section 5310 (has many names) – Elderly Individuals and Individuals with Disabilities – Specialized Transportation Program A.K.A.-Section 16 or Section 16(B)2 6 Locally Developed Coordinated Plan Workshop

JARC-Section 5316 Existing Program- Job Access/Reverse Commute – Connect Welfare recipients and low income to: Jobs Employment related training including education programs and pre- employment training programs 7 Locally Developed Coordinated Plan Workshop

JARC-Section 5316 Funding – Directly to large urbanized areas (over 200,000 in population) – To ODOT for Rural and Small Urban Areas (under 200,000 in population) – From Discretionary to Formula; based on low income population in UZA 8 Locally Developed Coordinated Plan Workshop

JARC-Section 5316… Operating 50/50 (Federal/Local) Capital 80/20 (Federal/Local) Planning 80/20 (Federal/Local) 9 Locally Developed Coordinated Plan Workshop

Ohio JARC-Section 5316 Who Can Apply – Public Entities providing Public Transit service – Private non-profit designated by public to provide Public Transit service – Public entities who are recipients of the Ohio Coordination Program 10 Locally Developed Coordinated Plan Workshop

New Freedom-Section 5317 New Program - Beyond ADA Requirements – Targeted toward people with disabilities – Program intent: Improve public transit service Provide transportation alternatives Remove barriers 11 Locally Developed Coordinated Plan Workshop

New Freedom-Section 5317 Funding – Directly to large urban areas (over 200,000 in population) – To ODOT for Rural and Small Urban Areas (under 200,000 in population) – Operating 50/50 (Federal/Local) – Capital 80/20 (Federal/Local) 12 Locally Developed Coordinated Plan Workshop

Specialized Transportation Program- Section 5310 Existing Program to provide services to: – Elderly and people with disabilities: Vehicle Acquisition Equipment Mobility Management 13 Locally Developed Coordinated Plan Workshop

Specialized Transportation Program- Section 5310 Program Requirements – Projects must be derived from a “Locally Developed Coordinated Plan” – Projects must be competitively selected 14 Locally Developed Coordinated Plan Workshop

Specialized Transportation Program- Section 5310 Funding – Administered by the State (ODOT) – Capital only - 80/20 (Federal/Local) 15 Locally Developed Coordinated Plan Workshop

Section 5310 – Specialized Transportation Program Who Can Apply for funding in Ohio – Private non-profit organizations – Public entities in areas: Without non-profit organizations available to provide service Lead in Ohio Coordination Program project 16 Locally Developed Coordinated Plan Workshop

Federal Requirements Section 5310, 5316 & 5317 applications “derived from a locally developed, coordinated public transit- human services transportation plan”. participation by the public Designated Recipients will have to certify that the plan was “developed through a process that includes representatives of public, private and nonprofit transportation and human services providers and participation by the public ”. 17 Locally Developed Coordinated Plan Workshop

What are the REQUIRED elements of the Plan? There are four outlined in the federal circular – Assessment of available services that identifies current transportation providers – Assessment of current transportation needs for persons with disabilities, older adults and people with low incomes 18 Locally Developed Coordinated Plan Workshop

What are the REQUIRED elements of the Plan? (Con’t) – Strategies, activities, and/or projects to address the identified gaps between current services and needs, as well as opportunities to improve efficiencies in service delivery – Priorities for implementation based on resources 19 Locally Developed Coordinated Plan Workshop

What are the REQUIRED elements of the Plan? (Con’t) “Plans must be developed in good faith in coordination with appropriate planning partners and with opportunities for public participation.” (Page V-2, FTA C F, 5/1/2007) “The lead agency, in consultation with participants, should identify the process for adoption of the plan.” (Page V-7, FTA C F, 5/1/2007) The plan should be updated through a regular update cycle, as identified in the Plan. 20 Locally Developed Coordinated Plan Workshop

Who are the Transportation Stakeholders? Area transportation planning agencies Public transportation providers Private transportation providers Non profit transportation providers Past or current organizations funded under the JARC or Section 5310 program Passengers and advocates Human service partners Others-Anyone interested in Transportation for Target Populations 21 Locally Developed Coordinated Plan Workshop

Why Participate? Advantages – You represent your customer base, public transit or human service provider, in their quest for mobility choices – Will assure that JARC, New Freedom and 5310 funds are used for meeting the particular and unique needs of the residents of your community. – Resources are limited for everyone and increasing efficiency through coordination makes sense. 22 Locally Developed Coordinated Plan Workshop

Developing the Plan Robbie Sarles RLS and Associates 23 Locally Developed Coordinated Plan Workshop

Low Cost/No Cost Methods to Develop a Plan  Use other plans as model ODOT website CTAA website Transit system website Ohio peers transit systems o ODOT staff can assist 24 Locally Developed Coordinated Plan Workshop

Low Cost/No Cost Methods to Develop a Plan (Continued)  Follow template ODOT checklist WVDOT Coordination Toolkit o Comprehensive version o Minimal version o Plan update version 25 Locally Developed Coordinated Plan Workshop

Low Cost/No Cost Methods to Develop 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 Consultants 26 Locally Developed Coordinated Plan Workshop

Low Cost/No Cost Methods to Develop a Plan (Continued)  Types of supplemental assistance Overview guidance Technical analysis Meeting facilitation Alternative development Project selection criteria Objective project evaluation process 27 Locally Developed Coordinated Plan Workshop

WV Toolkit  A compilation of information and resources Tool for communities pursuing transportation coordination Guide for developing local coordination plans 28 Locally Developed Coordinated Plan Workshop

WV Toolkit (Continued)  Toolkit contains Introduction explaining the background for the toolkit Frequently Asked Questions (FAQ) Getting started Coordination briefs References and resources Sample Forms and Templates 29 Locally Developed Coordinated Plan Workshop

Step 1: Obtain Basic Understanding of 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 coordination effort? 30 Locally Developed Coordinated Plan Workshop

Step 1: Obtain Basic Understanding of Coordination (Continued)  What problems can coordination address?  What are the goals for coordinated transportation services?  How does coordination work?  What are the benefits of coordination?  Why have some coordinated systems failed?  Why have many coordinated systems succeeded? 31 Locally Developed Coordinated Plan Workshop

Step 2: Create an Outline of Your Plan  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 Strategies 32 Locally Developed Coordinated Plan Workshop

Step 2: Create an Outline of Your Plan (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 Involvement Record 33 Locally Developed Coordinated Plan Workshop

Step 3: Develop Public Participation / Outreach Strategy  Example of outreach activities  Focus groups  Public hearings  Surveys  Interviews  Public forums, workshops, open houses  Meetings – targeted populations 34 Locally Developed Coordinated Plan Workshop

Step 3: Develop Public Participation / Outreach Strategy (Continued  Notification methods  Newspaper notices  Flyers  Direct mailing  Media public service announcements  35 Locally Developed Coordinated Plan Workshop

Step 4: Identify Who Should be Invited to Participate  Identify stakeholders  Comprehensive list  Core group 36 Locally Developed Coordinated Plan Workshop

Step 5: Collect Population and Demographic Data  Major trip generators  Major origin and destination data  Typical destinations outside of service area  County demographic profiles 37 Locally Developed Coordinated Plan Workshop

Sources of Demographic Data  U.S. Census  County Profile  County Commissioners  Chamber of Commerce  Department of Economic Development  Agriculture Extension Office  School System 38 Locally Developed Coordinated Plan Workshop

Step 6: Inventory Existing Transportation Services  Survey  Interviews 39 Locally Developed Coordinated Plan Workshop

Step 7: Conduct Gap Analysis / Needs Assessment  Compare supply of service with demand  Identify current coordination efforts  Identify challenges to coordination  Develop goals for coordination 40 Locally Developed Coordinated Plan Workshop

Step 8: Identify Potential Projects  Describe potential projects 41 Locally Developed Coordinated Plan Workshop

Step 9: Evaluate and Prioritize Projects  Develop selection criteria  Evaluate potential projects  Prioritize potential projects 42 Locally Developed Coordinated Plan Workshop

Step 10: Create Implementation Strategy 43 Locally Developed Coordinated Plan Workshop

Step 11: Finalize Plan  Document planning process  Document results  Document public participation / outreach  Adopt plan 44 Locally Developed Coordinated Plan Workshop

Step 12: Establish Procedure and Timeline for Updating Plan 45 Locally Developed Coordinated Plan Workshop

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

Developing the Plan Carla Lakatos Lakatos Group, Ltd. 47 Locally Developed Coordinated Plan Workshop

Target Populations Elderly Low Income Disabled 48

Benefits to Users and Community 49 Locally Developed Coordinated Plan Workshop

Lakatos Group Experience  Example Agency: Ohio Coordination Project Lead  Background:  As an Ohio Coordination Project, serves the public transportation and human service transportation needs of the County since 1999 (County Commissioners are grantee).  Coordination Project includes 18 participating agencies and is the principle provider of transportation for seniors in Union County. 50 Locally Developed Coordinated Plan Workshop

Lakatos Group Experience  Example Lead Agency: Four County Community Action Commission (CAC)  Background:  Plan covered Three of the Four Counties  CAC operates an Ohio Rural Transit System in one of the three counties. There are no public transportation services in the remaining two counties.  The Fourth County elected to develop its own plan. 51 Locally Developed Coordinated Plan Workshop

Key Challenge: Generating local interest in and commitment to developing 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 process and the economic and social benefits of a coordinated approach.  Generate a commitment to process oversight 52 Locally Developed Coordinated Plan Workshop

 Recommended Initial Steps (continued):  Approve work scope and schedule (be careful of tight timelines!)  Provide support in identifying all interested parties and contact persons  Approve process participation plan  Identify broad key issues and planning goals (through input from Steering Committee and other key stakeholders). Key Challenge: Generating local interest in and commitment to developing a Local Coordinated Plan. 53 Locally Developed Coordinated Plan Workshop

Key Challenge: Developing & Implementing Specific Strategies to Assure Effective Planning Process Participation  Goal 1: Raise interested parties’ level of understanding of the planning process and identify how interested parties can become involved.  Examples:  Develop database of all interested parties and contact persons.  Develop public informational materials – leaflet, website information  Develop a media relations plan. 54 Locally Developed Coordinated Plan Workshop

Key Challenge: Developing & Implementing Specific Strategies to Assure Effective Planning Process Participation  Goal 2:  Ensure interested parties are provided with adequate, appropriate and meaningful opportunities to participate in the 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 on key plan elements. 55 Locally Developed Coordinated Plan Workshop

Key Challenge: Developing & Implementing Specific Strategies to Assure Effective Planning Process Participation  Goal 2 Examples (continued):  Media notices of availability of draft plan for review and comment.  Computer based participation through key websites.  Public availability of draft plan at key locations.  Public meetings.  Assure that the Steering Committee has an opportunity to review all public comments. 56 Locally Developed Coordinated Plan Workshop

Key Challenge: Developing & Implementing Specific Strategies to Assure 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 populations and maintain contact/mailing list.  Identify ways of reaching and involving target population. 57 Locally Developed Coordinated Plan Workshop

Key Challenge: Developing & Implementing Specific Strategies to Assure Effective Planning Process Participation  Goal 4:  Use the Steering Committee to the fullest extent to reach interested parties in the planning area – e.g., citizens, representative agencies, and local public officials.  Examples:  Steering Committee reviews stakeholder database, public informational materials, public comment, survey results, etc.  Steering Committee appoints a working group to develop action strategies.  Steering Committee formally accepts and recommends the Final Coordinated Plan. 58 Locally Developed Coordinated Plan Workshop

Key Planning Challenge: Example Ohio Coordination Project  Issue: The Coordination Project is perceived as a fully effective coordination project. Obtaining full participation of private businesses, public agencies, local providers/funders, and locally elected officials in the planning effort was the key challenge.  Response: The local Chamber of Commerce was contacted and included a survey of its members in the Coordinated Plan. In addition, the participants agreed that further planning participation could be encouraged by requesting that CEOs of all major publically supported agencies, and the County Commissioners to sign off on the final plan. 59 Locally Developed Coordinated Plan Workshop

Key Planning Challenge: Example Ohio Coordination Project  Issue: Realization that certain high-prioritized strategies involved origins/destinations and transportation providers outside of Union County.  Response: Encourage more of a regional approach in future plan updates. 60 Locally Developed Coordinated Plan Workshop

Key Planning Challenge: Example Multi-County CAC  Issue: Two 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 an understanding of unmet need.  Response: Work closely with stakeholder and working groups. Encourage an ongoing, dynamic planning process. Realize that the planning process itself is a meaningful outcome. 61 Locally Developed Coordinated Plan Workshop

Key Planning Challenge: Example Multi-County CAC  Issue: Finding meaningful coordination opportunities among three (3) very different counties.  Response: Generate prioritized implementation strategies for each county. Assure a dynamic planning process with relatively frequent Plan updates and inter- county communication. Find an early success that can generate further interest in inter-county coordination. Realize that the planning process itself is a meaningful outcome. 62 Locally Developed Coordinated Plan Workshop

Summary Recommendations:  Using a Steering Committee to adopt a process plan and provide oversight will assist in moving the effort forward.  Using available resources such as a planning process outline, stakeholder and community survey instruments, etc. is recommended.  Developing & implementing specific strategies to assure effective planning process participation is critical albeit time- consuming.  Involving locally elected officials and other key influencers to the fullest extent possible will assist with local buy-in. 63 Locally Developed Coordinated Plan Workshop

 Developing and monitoring timelines and milestones is important but focus first on generating the fullest participation possible (even if timelines must slip).  Assuring that the planning process is dynamic – that is, providing regular plan updates and reviews will result in the fullest benefits to your community.  Realize that the planning process itself is a meaningful outcome (creating/encouraging inter-agency, public/private dialogue). Summary Recommendations: 64 Locally Developed Coordinated Plan Workshop

Resources  ODOT  WVDOT  CTAA  FTA United We Ride  National RTAP  Locally Developed Coordinated Plan Workshop

Questions??? 66 Locally Developed Coordinated Plan Workshop