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INTRODUCTION OF AUDIENCE MEMBERS

Received introductions from the audience including:  David Ledwitz, VTA Accessible Services; Carolyn Grattan Eichin, VTA Human Resources; Kat Mereigh, VTA Congestion Management Program and Planning; Duane Haugen, Interested Citizen; and Kyra Kazantus, Interested Citizen.

PUBLIC PRESENTATIONS

There were no Public Presentations.

Minutes of May 12, 2004

The Committee of the Whole deferred the Minutes of May 12, 2004. 

Summary Minutes of July 7, 2004

The Committee of the Whole received the Summary Minutes of July 7, 2004.

BUSINESS REFERRED TO COMMITTEE BY THE BOARD OF DIRECTORS/GENERAL MANAGER

FY 2004 Paratransit Eligibility Certification and Appeals Program Information

Edna Pampy, Accessible Services, provided a brief overview on the FY 2004 Paratransit Eligibility Certification and Appeals Program Information.  Ms. Pampy commented that over the past year, staff has presented both verbal and written reports regarding the Paratransit Eligibility Certification and Appeals Program.  Ms. Pampy added that the breakout of the Paratransit Eligibility Certifications Denials and Appeals by disability categories is included in the report. 

Ms. Pampy continued that during FY 2004, disability services at Orthopaedic Hospital conducted 3,854 eligibility evaluations with 3,729 or 96.8 percent receiving eligibility to use Paratransit Services, while 125 or 3.2 percent were found to be ineligible.   Ms. Pampy noted that 55 of the 125 ineligible applicants appealed and added that VTA staff reviewed and overturned 4 appeals administratively; and the remaining 54 appeals received functional assessments from NovaCare.  NovaCare overturned 40 of the 54 appeals; however, upheld 14 of the denials, and of the total 58 appeals submitted in FY 2004, 75.9 percent were overturned, while 24.1 percent were upheld. 

Ms. Pampy referenced Attachment A – Paratransit Eligibility Certifications, Denials and Appeals FY 2004 and noted the breakout of eligibility by disability category including visual, cognitive, physical, and all disability category combinations.  Ms. Pampy added that the physical disability category has the highest percentage of applicants almost 70 percent.  Ms. Pampy noted that applicants with combinations of visual and cognitive disabilities as well as applicants with combinations of visual, cognitive and physical disabilities had a 100 percent eligibility approval rate.

Ms. Pampy commented that as part of the community outreach effort, VTA staff responded to over 4,700 Accessible Services Hot Line calls from new and recertifying applicants, customer advocates, and care providers. Ms. Pampy noted that a series of three targeted mailings were sent to over 250 community agencies and added that staff conducted 16 community presentations to over 500 participants.  Ms. Pampy added that Orthopaedic Hospital mailed a total of 8,886 90-day and 30-day recertification notices to customers.

The Agenda was taken out of order.

Vice Chairperson Stahl referenced Attachment A – Quarterly Paratransit Services Performance Report and queried on the decrease in new applications received in
FY 2004 versus FY 2003.  Ms. Pampy responded that staff suspects that the numbers are down in part due to the prescreening process where as individuals may not be applying because they realize that they are not qualified.  Ms. Pampy noted that recertification applications are down but not as much over this period of time and added that more individuals are applying and re-certifying because staff has extended eligibility deadlines in some instances up to 5 times in 30-and 60-day increments for a variety of reasons.  Staff will continue to examine, compare, and evaluate what happened in FY 2003 and will happen in future fiscal years.

Vice Chairperson Stahl noted her concern regarding the decrease in applications and queried if VTA is spending the funds on marketing for the program to certify for OUTREACH in the disabled and elderly community with the same enthusiasm as with regular transportation.

Member Bruntz took her seat at 1:20 p.m. and a quorum was declared.

Ms. Pampy responded that she is not aware of the comparison of funds spent on marketing regarding the disabled and elderly community and regular transportation community; however, noted that the advertising regarding OUTREACH is part of the marketing budget.   Ms. Pampy added that all of the brochures mailed as well as the Paratransit Identification Card, free pass on bus and light rail, are part of the marketing budget.  Staff continually utilizes resources for staff to go out to community sites to speak on the new eligibility process.  Staff takes the opportunity to educate new community social workers, case aide, or agency to provide them with details regarding the program as well as providing program brochures or material needed for the applicant for the next step in the process.  Ms. Pampy noted that during the first year staff probably sent out about 30,000 to 35,000 brochures and added that staff receives comments regarding how to improve the brochure as well as comments on how to get the word out to the community regarding the program.  Ms. Pampy noted that staff works with skilled nursing and care facilities regarding onsite interviews that staff conducts.  Ms. Pampy noted that onsite interviews ease the process for the applicants.   

Member Gouveia queried on the recertification process, eligibility extensions, and the procedure for extending the expiration date.  Ms. Pampy responded that a couple of mechanisms exist to address the situation and VTA’s hot line staff generally extend eligibility in 30-and 60-day increments at a minimum to cover the individual needs of the customer.  Ms. Pampy noted that OUTREACH staff or eligibility interviewers contact VTA’s hot line staff when a customer calls customer service OUTREACH to schedule a ride or the eligibility interview with the interviewer and customer service realizes that the customers’ eligibility time is up.  VTA’s hot line staff will be contacted and staff generally extends eligibility to the point to cover the interview.

Member Gouveia noted the reason that she queried about the eligibility extension is that several people have inquired on the process as they were told was to call OUTREACH and to speak with customer service; therefore, several people due to cognitive disabilities have not gotten in touch with OUTREACH regarding eligibility extensions.  Ms. Pampy thanked Member Gouveia for bringing this information to her attention and noted the effort to address this issue.

Ex-Officio Member Heatley responded that in order to ease the transition for everyone when a customer calls to schedule a ride and OUTREACH customer service realizes that the customer eligibility is about to expire, the ride is scheduled and the information is forwarded to customer service for eligibility extension.  Ex-Officio Member Heatley added that OUTREACH does not deny a customer a ride and added that everyone is working really hard not to have any customer fall through the cracks.  Member Gouveia noted her appreciation.

Member Eljas noted a letter sent by the Disability Advisory Commission to CTA Members regarding why the first stage was implemented, which is the brochure in the sequence regarding the eligibility process and the response from VTA.  Member Eljas queried when the information regarding this issue would be reported to the Committee. Ms. Pampy responded that she is not familiar with the letter but stated that Mr. Tacké noted a letter had been sent to VTA regarding the first gate of the eligibility process. Ms. Pampy noted that one way that staff is looking into this issue is through the mail in survey and phone call survey that will be reported on next month in September. Ms. Pampy added that staff is looking into every step of the process and where the impediments may lie, which may cause delays or difficulties in completing the process.

Mr. Haugen queried if all of the present people who use OUTREACH have been sent the form.  Ms. Pampy responded that the recertification process will cover three-years plus and noted that staff is only one-year into the process; therefore, any customer on OUTREACH might have an expiration date this coming year or the following year. Ms. Pampy added that the first thing a customer recertifying might receive is a 90-day letter explaining the new process and inviting the customer to recertify.  If no response is provided from the customer, the customer receives a 30-day reminder notice.  If no response is provided from the customer after the 30-day reminder notice is sent, the next point is to remind the customer to recertify when the customer calls OUTREACH to schedule a ride.

The Committee concluded their review and comment on the FY 2004 Paratransit Eligibility Certification and Appeals Program Information.

Minutes of May 12, 2004

M/S/C (Gouveia/Eljas) on a vote of 11 Ayes, to 0 Noes, to 0 Abstentions to approve the Minutes of May 12, 2004. 

Vice Chairperson Stahl referenced the Minutes of May 12, 2004 and queried if
Member Rhodes’ request for the testing group information regarding the enunciator system be sent to all the CTA Members and Member Michels’ request to reinstitute the monthly ridership report were action items; therefore, allowing discussion of the items at the end of the meeting.

Chairperson Julian noted that the monthly ridership report was on the Agenda.

Member Morrow requested to clarify and stated if the Committee was going to receive the Monthly Ridership Report could the report be reported at the end of the meeting today.  Member Morrow suggested that the Monthly Ridership Report be discussed after the meeting is adjourned; however, if the Committee wanted the report to be part of the meeting record then it would have to be agendized for future meetings.

Chairperson Julian clarified that the CTA Transit System Ridership Report is on the agenda.

Vice Chairperson Stahl queried if the requests were action items.   Chairperson Julian responded that it has been done.

NOTE:    M/S/C MEANS MOTION SECONDED AND CARRIED AND, UNLESS OTHERWISE INDICATED, THE MOTION PASSED UNANIMOUSLY.

FY 2004 Fourth Quarter Paratransit Services Performance Report

David Ledwitz, Paratransit Management Analyst, provided a brief overview on the
FY 2004 Fourth Quarter Paratransit Services Performance Report.   Mr. Ledwitz noted that the report presents and compares summary information for Paratransit Performance for the fourth quarter FY 2004, which includes information ranging from April, May, and June 2004 and 2003. 

Mr. Ledwitz continued that customer utilization of VTA’s paratransit service continues to be strong with over 930,000 passenger trips provided during the entire year of FY 2004.  Mr. Ledwitz noted that the cost per trip continues to decline as productivity improves and the late rate remains low for the year at less than one percent of all trips.  Mr. Ledwitz added that the average call waiting time is down and the number of incoming scheduling calls per day decline 5.4 percent between the two fourth quarters.  Subscription services are at the highest levels in the history of the program as more customers take advantage of this convenient way to schedule recurring trips.  The overall customer approval rate eligibility for new and recertifying applicants remains at approximately 97 percent for FY 2004.

Mr. Ledwitz commented that FY 2004 fourth quarter paratransit ridership declined by
9.2 percent when compared with FY 2003 fourth quarter ridership with a total of 231,485 passenger trips provided.   The number of same-day trips provided increased by 55 percent during the same period.  Mr. Ledwitz noted that customer trip late rate decreased by 38.6 percent compared to the same quarter last year.  Mr. Ledwitz continued that the number of no shows declined by 12 percent during the fourth quarter of FY 2004 when compared with the same period last year. 

Mr. Ledwitz commented that total paratransit expenses for the fourth quarter of FY 2004 decreased 11 percent as compared to the same period last year.  The average net cost per trip decreased to $27.31 compared to $28.32 last year.

Mr. Ledwitz commented that the number of scheduling calls per day for the fourth quarter of FY 2004 decreased by 5.7 percent when compared to the fourth quarter last year.  The average wait time for each scheduling call to be answered decreased 5.4 percent from 1-minute, 25-seconds to 1-minute, 21-seconds.

Mr. Ledwitz commented that an average of 1,442 subscription service trips were provided per weekday during the fourth quarter of FY 2004 and added that this average number of subscription service trips represents 45.8 percent of total average weekday ridership.

Mr. Ledwitz noted that during the fourth quarter of FY 2004, Orthopaedic Hospital conducted 1,278 eligibility evaluations with an overall approval rate of 96.6 percent. 
Mr. Ledwitz continued that the FY 2004 approval rate is 96.8 percent, which is relatively unchanged compared to the 95.8 percent approval rate during FY 2003.

Member Eljas commented that the number of people applying for eligibility certification has decreased almost 60 percent and added that the number is too much.  Member Eljas noted the survey report scheduled to be presented to the Committee at the September meeting and commented on the effort to determine the decline in the eligibility certification applicants; however, wanted to note that the figure is too high.

Member Morrow requested staff provide the statistics regarding cost analysis related to eligibility certification and that the information be distributed to Committee Members off line.  Member Morrow added that the statistics are appreciated; however, no dollar amounts are attached to any of the statistics; therefore, requested staff provide the cost analysis information to Committee Members off line or by e-mail.

Vice Chairperson Stahl queried on the cost to provide the eligibility certification conducted by Orthopaedic Hospital.  Mr. Ledwitz responded that the question will be forwarded to staff.  Member Morrow responded that he had just requested staff provide this information off line and is sure that the information will be provided to the Committee Members as soon as possible.

Mr. Haugen queried on why a cost per mile per trip is not included in the Paratransit Services Performance Report.  Mr. Ledwitz responded that the question will be forwarded to staff.

The Committee reviewed and commented on the FY 2004 Fourth Quarter Paratransit Services Performance Report.

OTHER

Metropolitan Transportation Commission (MTC) Elderly/Disabled Advisory Committee Report

There was no Metropolitan Transportation Commission (MTC) Elderly/Disabled Advisory Committee Report.

Legislative Updates

Mr. Ledwitz provided a brief overview on Legislative Updates.   Mr. Ledwitz noted that on July 31, 2004 Governor Arnold Schwarzenegger signed into law a balanced FY 2005 State Budget one month into the new fiscal year for the State.  The State Budget includes transportation funding including the Traffic Congestion Relief Fund (TCRF) for VTA to work on Caltrain and BART related projects.  The State Budget includes $117.4 million to the State Transit Assistance Program (STA) for statewide transit operating and capital purposes.  Mr. Ledwitz noted that last week the Governor released a report detailing proposals to reform the state government.  The report suggests creating a Department of Infrastructure that would merge the State transportation department (Caltrans) with other agencies in connection with transportation or infrastructure related responsibilities.  Mr. Ledwitz added that staff will monitor the developments concerning the State government reform proposals and will advise CTA as information becomes available.  

The Committee received the Legislative Updates.

CTA Transit System Ridership Report

Chairperson Julian inquired if Vice Chairperson Stahl would like to present the CTA Transit System Ridership Report to the Committee.  Vice Chairperson Stahl responded that she was not aware that she was scheduled to present the report; therefore, no.

Member Morrow requested that the Agenda reflect the name of the CTA Member presenting the CTA Transit System Ridership Report; therefore, the CTA Member may be prepared to provide the report to the Committee.  Chairperson Julian responded that due to a lack of a quorum at the July 7, 2004 CTA Meeting a Committee Member was not assigned to present for this month; however, added that he would at this time provide the Monthly Ridership Report to the Committee.

Chairperson Julian expressed his concern regarding the Paratransit OUTREACH taxi rides being very uncomfortable and providing a rough ride to riders due to the way that the wheelchair is positioned over the rear axel.  Chairperson Julian queried if the Paratransit OUTREACH driver could reposition the riders differently in the vehicle.  Chairperson Julian noted his concern regarding the air conditioning systems in some of the vehicles not functioning properly.

Member Grant queried if a bus operator has a minimum or maximum amount of time to wait for disabled clients to board the bus.  Chairperson Julian responded that his understanding is that the bus operator needs to be patient while a disabled client boards the vehicle.  Ms. Pampy responded that the bus operator has a schedule to maintain as much as possible and manage the schedule if it takes more time in one place then trying to take less time in another place.

Member Grant queried if more time is built into the scheduling of bus routes that provide service to areas with large population of disabled customers.  Ms. Pampy responded that staff will refer and forward the question to Service and Operations Planning staff.

Member Morrow noted his concern and stated that this is a severe training issue.  Member Morrow stated that the issue regarding minimum or maximum amount of time for disabled customers to board bus vehicles is an issue that needs to be addressed.  Member Morrow requested clarification regarding the VTA training mechanism.  Chairperson Julian noted that at one time CTA Members participated in a bus operator training class and noted his support to reinstitute CTA Member participation within bus operator training classes.  Chairperson Julian added that CTA Member participation within the training provides more impact and is beneficial to all.

Chairperson Julian requested a volunteer for the September CTA Transit System Ridership Report.  Vice Chairperson Stahl volunteered to present the September CTA Transit System Ridership Report to the Committee. 

The Committee received the CTA Transit System Ridership Report.

Committee Staff Report

Ms. Pampy provided a brief update report on CTA Committee Membership recruitment efforts.   Ms. Pampy noted that staff targeted mailings to 150 agencies to fill the four vacancies in the Human Service Agency Category within CTA.  Ms. Pampy added that staff is requesting nominations from CTA Members to fill the two vacancies in the Individuals with Disabilities Category and noted the CTA Membership application submission deadline of September 3, 2004. 

The Committee received the Staff Report.

Chairperson’s Report

Chairperson Julian requested Committee Members provide recommendations regarding nominations for the available seats on the CTA.   Chairperson Julian requested Committee Members encourage fellow CTA Members to attend future Committee Meetings to ensure a quorum is present to have fruitful discussions.

Ex-Officio Member Heatley requested that staff forward the letter regarding CTA Membership recruitment sent to OUTREACH to be made available to OUTREACH membership newsletter distribution list.

Member Michels suggested a screening out process regarding the agencies and organizations that are already active members within CTA.  Member Michels noted that she was unable to attend the July 7, 2004 CTA Meeting due to a meeting schedule conflict.

Announcements

Member Morrow noted his appreciation and gratitude for the support and encouragement extended to him by the Committee Members.