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The Board of Directors met October 16, 2003 and November 13, 2003. Copies of the minutes of each meeting can be requested by contacting the MRTMA office.
2003 - 2004 SCOPE OF WORK AND PROGRAM ACTIVITIES
The 2003 - 04 Scope of Work and Program Activities is structured in four parts:
(Click on the links to get there directly.)
I. Continuation of existing programs and projects.
II. Increased public education and transportation advocacy.
III. Services to senior citizens and adults with disabilities.
IV. Special events transportation coordination.
I. Continuation of Existing Programs and Projects:
1. Vanpool Activities
All seven vanpools are functioning at full capacity and had good ridership for the months of October, November and December. Any additional inquiries are either placed on the waiting list or matched with others for carpooling options.
Staff met with Corixa Human Resource employees on October 15 in Hamilton. A teleconference was held with their San Francisco and Seattle offices to discuss the transit programs they currently sponsor in these areas. A wide variety of transportation options were discussed including fare subsidizing, adding an additional vanpool vehicle and carpooling options. The vanpool coordinator advocated a transportation plan for Corixa that included a transit survey to evaluate the interest level of employees for the vanpooling and carpooling services. From this survey it was determined that 4-6 Corixa employees had interest in the vanpooling program. Some of these individuals
wouldn't be interested until 2004. Two additional employees were added to the vanpool, which filled the last seats available on the reverse commute vanpool. Corixa will begin subsidizing the fares of the current vanpoolers until further interest develops. Staff will continue to monitor activity at this worksite and others in the Hamilton area to determine activity and demand for the vanpool services.
Staff participated in the Community Medical Center Wellness Fair on November 5th & 6th. The fair was attended by over 500 employees. Vanpooling and carpooling information was handed out to many employees and over 100 people registered for the door prizes that were given away. Staff sent out information to over 40 individuals who requested information on vanpooling, carpooling and the guaranteed ride home program. It was determined that the CMC employees schedules varied too greatly to be able to have a consistence rider base for a vanpool from this specific worksite.
Smurfit Stone Container Corp. (SSCC) has committed $6,500.00 to MRTMA for 2004 for transportation services to their worksite. Staff has been working with management at Smurfit Stone to determine the need for an additional vanpool to this worksite. With the reduced costs of the current vanpool (no longer leasing), monies would be available to look at operating a second vehicle depending on vehicle availability, etc. Staff will be assisting SSCC in a survey for those employees who live East of Missoula. If there is sufficient interested, staff will proceed to determine the feasibility of adding another vehicle.
Staff has renewed the agreement with Ravalli County Transit (RCT) to provide ADA transportation service for the vanpool program if the need arises. This agreement has been ongoing with RCT since the program began. Staff has also renewed the agreement with the Hamilton Senior Center for usage of the reverse commute vanpool on several days a week to provide transportation to their members to participate in activities and meals at their center. To date this has provided 612 rides within the Hamilton area for seniors.
As part of the Ravalli County TAC, staff has been participating in subsequent meetings with the TAC and the members of the Systems Change Grant. To date a special TAC meeting and a teleconference have been held to help the consultant and WTI with recommendations on changes for operations and marketing at Ravalli County Transit in Hamilton. Two additional meetings in early January will be held to make endorsements for the route change propositions determined best for a check point system within the city limits.
There are currently 94 people utilizing the vanpool program from 36 different worksites. There were 2,184 rides provided during October, 1,726 during November and 1,711 rides during December, respectively. The vanpool program summary for the period of October 2003 through December 2003 shows expenses at $15,560.25 and revenues at $8,876.70. Contributions have exceeded the match requirement for the Year 4 contract.
The vanpool statistics report for this quarter, October through December 2003, shows there were a total of 6,024 vehicle trips saved, 475,926 miles NOT traveled and 14.57 tons of emission reduced.
2. Carpool
MRTMA staff continues to field requests for carpooling information from many different sectors. Staff prepares ridematching reports for each rider and mails out this information upon request. To date the agency has over 50 registered carpools operating within the region.
3. Program Benefits Summary (Vanpool and Carpool Combined):
Combined statistics since the inception of the carpool and vanpool programs show a total of 156,231 vehicle trips saved; 12,560,829 miles NOT traveled and 382.38 tons of reduction in vehicle emissions.
4. Guaranteed Ride Home
The current Guaranteed Ride Home program continues to supplement the programs established by our agency. During this period, two rides were provided for the vanpool program. The current balance in the GRH account is $1,680.25 as of 12/31/03.
5. Special Events Transportation Coordination
Numerous groups have contact MRTMA for vehicle usage during this period. The Missoula Redevelopment Agency borrowed a vehicle on Monday, October 13, to transport a group of individuals to sites around Missoula. The Missoula Downtown Association used a vehicle on Friday, November 7th for their annual board retreat to Frenchtown. Also Cecelia Egley, current vanpool driver and board member, drove a group to Polson in a vanpool vehicle for the October 16th Board meeting at Anne Guests= cabin. In addition, several groups scheduled Christmas light van tours this year in December from the Missoula area.
6. School Outreach Program
Dorene Might-Dyer began as the School Outreach Coordinator on November 3, 2003. Efforts were focused on reconnecting with school contacts in both Missoula and Ravalli Counties. Over 900 flyers were distributed to teachers at Missoula and Ravalli County schools. 17 calls were made to schools who had scheduled fall presentation in 2002. From those calls, a total of 23 presentations have been scheduled so far.
The School Outreach Coordinator has presented seven programs to a total of 153 students ranging from preschool to high school. Eleven programs are scheduled for January 2004, again ranging from preschool to high school ages.
Every teacher who schedules a presentation is asked to complete an evaluation form. The form asks teachers to evaluate the presentation on a scale of 1 to 5, one being poor and 5 being superior. Six out of seven evaluations were returned with four rating the presentations as a 5 and two teachers rating as a 4. All of these evaluations are kept in a record book in the School Outreach Coordinator’s office.
The coordinator is busy getting acquainted with the many colleagues and organizations who support or share the mission of MRTMA. She is scheduled to attend a transportation information and brainstorming meeting with groups such as MIST and MYF. She has met with Ben Schmidt and has scheduled a meeting with Shannon Therriault, Air Quality Specialists, with the Missoula County Health Department. She also fine-tuned and is presenting a program on inversions, which included gathering and organizing materials needed for the presentation.
7. Other Activities
MR TMA staff continues to work on the South side TDM Center. Since last reporting UM staff is still in negotiations with the architect and building contractor. It is anticipated that all issues will be resolved within the next month. Staff drafted and negotiated a Construction Memorandum of Agreement with the University of Montana. The agreement has been approved by FTA. Staff also participated in the CMAQ ranking committee which resulted in the securement of additional CMAQ funds, from TEA-21, to complete bike/ped trails at the TDM center. The trails will connect the north Park-and-Ride lot with the TDM center, as well as, the student housing complex to the east.
Staff has met with Sandy Straehl and Dick Turner, MDT, regarding funding of a regional Rideshare database, as outlined in the 5-year plan. MDT is very supportive of MRTMA taking on this project and has given a verbal commitment in helping to secure funds to purchase the software and the necessary staffing. Staff has met with Missoula In Motion, UM Office of Transportation and Community Medical Center and discussed the possibility of combining all existing Rideshare and/or carpool databases. All entities were very supportive of MRTMA taking the lead on this project and combining their respective databases.
Staff has completed all paperwork for the Director and Officer Insurance and that policy has been in place since November.
Staff has developed a new Carpooling and a Guaranteed Ride Home brochure for use in outreach presentation by MRTMA and Missoula In Motion.
Staff has been working with Chris Johnson, Mirage Productions, on the cable TV spots, they began airing the third week of November. Staff has also arranged for a radio promotion to start within the next two weeks. The first week of the promotion will be a Transit Trivia contest on the Morning Show with Scott and Paula.
Staff has also begun a vanpool contest with the winner receiving Griz basketball tickets that were donated by Fisher Broadcasting. The first phase of the contest was very well received by vanpool participants.
MRTMA staff organized a Missoula Provider’s forum. The purpose of the forum was to determine roles and responsibility in an effort to secure future funding for the CNVS program. Provider’s determined that CNVS is a needed service in the Missoula urban area as the demand for transportation far outstrips current resources. They also felt that CNVS should be viewed as a supplemental service to other area providers. Riders were those who don’t qualify for other provider services or live outside the provider’s service area. A suggestion of having CNVS handle group trips, allowing Mountain Line to concentrate on Paratransit service was also briefly discussed. MRTMA was encourage to seek TransADE funding, if match can be found, to expand service to Lolo, Frenchtown and Clinton. Staff will be distributing a survey to Yellow Cab, Medicab, Seeley Swan Stage, Eagle Watch Board, Beach Bus Service and Missoula Emergency Services, Inc. seeking information on how they can help address unmet needs.
MR TMA staff is still working with Centric on the new web site. It is anticipated it should be completed before then end of February 2004.
During the period staff has been working with the Small Urban and Rural Transit Center, located at North Dakota State University, on a transportation manual. Staff was asked to develop the section on Transportation Management Associations.
8. Lake County Coordinator:
MR TMA staff facilitated a provider’s assembly for the Lake County TAC. Staff also has compiled the results of the provider’s survey, which was mailed to all providers not in attendance at the meeting. Meeting participants were not only providers and advocates, but, representatives from the School Superintendents office and the Polson Mayor. The meeting achieved two of the three goals that were set out by the TAC, educate and develop an understanding of available resources and agencies willing to participate in the coordination project. The goal that fell short was for increased funding sources. Staff has been assisting the Confederated Salish & Kootenai Tribes and Mission Mountain Enterprises on their 2004-2005 TransADE and Capital Assistance applications.
II. Increased Public Education and Transportation Advocacy:
1. Policy Development and Public Meetings
MR TMA staff would maintain and increase their involvement in transportation policy development throughout the two-county area, and serve as a resource to MDT on a statewide basis. These activities include: Transportation Policy Coordinating Committee (TPCC); Transportation Technical Advisory Committee (TTAC); Mountain Line; Missoula Parking Commission; City of Missoula Senior Management Team; City of Missoula Bike / Walk / Bus Week; Ravalli County TAC; Lake County TAC; Ravalli County Healthy Families Network.
During the period October 1, 2003 through December 31, 2003, MR TMA staff participated in the following meetings:
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Date(s) |
Meeting |
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Oct. 01 |
TransADE/Capital Assistance Workshops - Missoula
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Oct. 02 |
TTAC - Missoula
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Oct. 02 |
Fisher Broadcasting – Missoula
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Oct. 02 |
Meth Free Montana - Missoula
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Oct. 03 |
Montana Transit Association - Missoula
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Oct. 03 |
Missoula In Motion - Missoula
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Oct. 07 |
Confederated Salish & Kootenai Tribes – Pablo
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Oct. 07 |
University of Montana - Missoula
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Oct. 08 |
MTA Fall Business Meeting - Helena
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Oct. 09-10 |
Senior Management Meeting – Missoula
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Oct. 14 |
Missoula International School - Missoula
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Oct. 15 |
Ravalli TAC – Hamilton
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Oct. 16 |
MRTMA Board Meeting - Polson
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Oct. 16 |
STAC – Missoula
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Oct. 17 |
Missoula In Motion - Missoula
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Oct. 20 |
TPCC - Missoula
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Oct. 21 |
UM Practicum Training - Missoula
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Oct. 22 |
Lake County TAC – Polson
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Oct. 23 |
Oct. 23: Missoula In Motion – Missoula
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Oct. 24 |
UM CMAQ Application Amendment Meeting – Missoula
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Oct. 27 |
ASUM Office of Transportation - Missoula
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Oct. 28 |
Montana Department of Transportation – Helena
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Oct. 30 |
Montana Transit Association - Missoula
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Oct. 31 |
CKST Dispatch Training - Missoula Ravalli TMA
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| Nov.
04 |
ASUM Office of Transportation – Missoula
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| Nov.
05-06 |
Community Medical Center Wellness Fair -
Missoula
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| Nov.
06 |
TTAC - Missoula
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| Nov.
06 |
UM CMAQ Application Amendment Meeting – Missoula
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| Nov.
07 |
STAC - Missoula
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| Nov.
12 |
Ravalli County TAC – Hamilton
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| Nov.
13 |
Missoula In Motion - Missoula
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| Nov.
13 |
Montana Transportation Extravaganza - Missoula
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| Nov.
13 |
MRTMA Board Meeting - Missoula
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| Nov.
14 |
Fisher
Broadcasting/Bresnan Communications – Missoula
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| Nov.
17 |
UM CMAQ Application Amendment Meeting – Missoula
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| Nov.
18-20 |
Small Urban & Rural Transit Center – Fargo, ND
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| Nov.
24 |
Lake County Provider’s Assembly – Polson
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| Nov.
25 |
Senior Management Meeting - Missoula
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| Dec.
01 |
CMAQ Ranking Committee –
Missoula |
| Dec.
02 |
STAC Providers Meeting - Missoula
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| Dec.
03 |
Mountain Line - Missoula
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| Dec.
04 |
TTAC – Missoula
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| Dec.
08 |
CSKT Dispatcher Training - Missoula Ravalli TMA
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| Dec.
09 |
Senior Management Team - Missoula
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| Dec.
09 |
Small Urban & Rural Transit Center – Conference Call
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| Dec.
09 |
Community Medical Center - Missoula
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| Dec.
11 |
Ravalli County TAC – Hamilton
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| Dec.
11 |
Fisher Broadcasting/Bresnan Communications - Missoula
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| Dec.
11 |
University of Montana - Missoula
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| Dec.
12 |
STAC - Missoula Ravalli TMA
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| Dec.
15 |
Small Urban & Rural Transit Center – Conference Call
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| Dec.
16 |
Mountain Line/Centric - Missoula
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| Dec.
17 |
Lake County TAC - Polson
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| Dec.
18 |
MRTMA Community Open House – Missoula
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| Dec.
19 |
CMAQ Ranking Committee - Missoula
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| Dec.
22 |
STAC Provider’s Forum – Missoula
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| Dec.
24 |
City of Missoula – Missoula
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2. In addition to the above, the following outlines the public education and transportation activities conducted in conjunction with the Montana Transit Association.
Missoula Ravalli Transportation Management Association (MR TMA)
staff began coordinating activities for the Montana Transit Association (MTA) in July 1999, under a management contract. The following summarizes the activities relevant to the Scope of Work under the MTA contract for the period October 1, 2003 through December 31, 2003:
a. Organize and support periodic meetings of the MTA Board.
Fall Business Meeting: Was held at the Great Northern Business Center in Helena,
October 9th & 10th. Staff facilitated the planning sessions where discussions were held on the Spring Conference, 2004 Statewide Bus Roadeo and Fall Business Meeting, Board responsibilities, legislative positions, and the TransADE program. All members in attendance felt the meeting accomplished the goals that were set out. Members also had a chance to meet Sandy Straehl, the new Administrator of MDT’s Rail, Tranist and Planning Division. Dick Turner was also in attendance and updated members on the process of finding a new Transit Section Supervisor and other issues related to MDT.
Spring Conference: MRTMA staff has secured the Hampton Inn in Great Falls for the Spring Educational Conference. It will be held April 13-16, 2004. Staff has secured Robbie Sarles to conduct a Drug and Alcohol workshop, Eric Pearson will conduct a one-day wheelchair lift workshop directed at mechanics.
b. Create and distribute quarterly newsletters or mailings to the MTA membership.
The quarterly Transit Times newsletter was published and mailed in December 2003. This issue summarized the fall business meeting, the FTA’s TransitWatch program and the Tel8 Transportation Telecommunication Network. Copies are included as Appendix document 3. The next issue of the Transit Times is scheduled to be published February 2004. It will feature the Spring Conference. In addition, members continue to receive correspondence from the Coordinator via the MTA Electronic Network. These include such information as announcements, e-mail address changes, legislative updates, reminders of newsletter deadlines, news of APTA, CTAA or FTA publications which may be of interest, and advance notice of special events, such as the Spring Conference and Bus Roadeo. Feedback about the electronic network continues to be very positive.
Resource information requested by MTA members included information on the MTA Transportation Coordination software and Reauthorization.
c. Organize an annual information campaign for state and local elected officials to acquaint them with public transportation issues.
MR TMA staff, MTA Board and members addressed this issue at the Fall Business Meeting as part of the planning sessions. It was decided by the members in attendance that our immediate attention should be placed on improving the TransADE program and further discussions would be held at the Spring Conference. Staff continues to monitor Reauthorization through contacts at CTAA, APTA and MDT.
d. Provide technical assistance in marketing to MTA members as authorized by the MTA Board.
MR TMA staff continues to solicit and field requests regarding MTA memberships. Staff response generally involves mailing a brochure and a solicitation letter. This reporting period brochures and letters were mailed to various vendors and agencies in Western Montana.
e. Prepare correspondence at the request of the MTA Board and officers.
Staff continues to respond to requests for information from the MTA Board, membership and MDT as needed.
f. Maintain and expand the membership.
Current MTA membership is as follows: 35 Regular members (voting): 19 Sustaining (vendor) members: 5 Friend of Transit members -- for a total of 59 members. Our newest member is Sander’s County COA. Staff has invoiced all MTA members for their 2004 dues. Approximately one-half have paid as of December 31, 2003.
g. Develop contacts with other Montana associations and agencies, which would assist with broadening awareness of, and support for public transportation.
MR TMA staff has participated in statewide and local meetings focusing on more public transportation for seniors and persons with disabilities. MR TMA Staff attended the Small Urban and Rural Transportation Center Focus Group Meeting in Fargo, ND. A meetings was held in Bismarck, ND that included members from State DOT, School System, State Representative of Assisted Living, Nursing Homes, COA, and Tribal members. MRTMA staff continues to serve on the SURTC Advisory Board and as an Ambassador for TCRP.
h. Assist MDT and MTA as needed in organizing operations training for public transportation providers within Montana.
MRTMA staff is planning several educational opportunities for members in 2003-2004. The Spring Conference tentative agenda will include PASS Training and a one-day Wheelchair Lift training session for mechanics. Staff has secured a commitment from Robbie Sarles, who specializes in Drug and Alcohol training as well as from Dale Marsico and Scott Bogren, CTAA and APTA representatives. The agenda will focus on Safety and Security. MR TMA staff also conducted a training session for Mountain Line, Confederated Salish Kootenai Tribes and at the Transportation Extravaganza held in Missoula on the web-based software program.
i. Provide financial management of revenues and expenditures under this grant application, including development of matching fund sources.
This work entails grant preparation, billing to MDT, payment of invoices, billing/tracking membership dues, and related financial management support.
The MTA Coordinator working in conjunction with the Association’s Treasurer prepares the financial reports. All revenues and expenses are tracked on a monthly basis.
j. Pursue other grant funding and match monies.
MR TMA staff continues to explore all available funding streams for the Association. MR TMA staff has secured a RTAP grant to cover the cost of Robbie Sarles presenting at the Spring Conference.
k. Develop and address legislative issues pertaining to transit.
MR TMA staff continues to monitor activities related to Reauthorization during this period. MR TMA staff (working with Sandy Straehl, MDT, Scott Bogren, CTAA and Rob Healy, APTA) notifies members regarding progress on pending legislation.
l. Such other duties as determined by mutual agreement between MTA and MDT.
Statewide Bus Roadeo B MR TMA Staff has begun planning the 2004 MTA Statewide Bus Roadeo, which will be held June 26, 2004 in Billings. A hotel has been chosen and a caterer hired.
Transportation Coordination Program – MR TMA staff continues to refine the web-based computer program that will allow participates the ability to view other provider’s schedules and request rides for their clients via e-mail. The reporting feature that was requested by STAC members is completed. Staff met with Arlene Templer, Confederated Salish & Kootenai Tribes – Pablo, to demonstrate the program. It was determined at this time it would be beneficial for their operation to being using this program. It will be utilized by caseworkers in Lake County as well as the Tribal DHRD caseworkers.
III. Services to Seniors and Adults with Disabilities (AWD)
The Community Needs Van Service (CNVS) has increased its ridership considerably in the year 2003.
The following chart shows the program totals for this reporting period, the year to date, and illustrates the growth since the inception of the program:
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Oct. |
Nov. |
Dec. |
YTD Totals
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Since Inception
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Number of Rides Given
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492
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377
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485
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4,728
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9,660
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Total Number of Riders in Database
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309
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322
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326
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326
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326 |
Total Miles Driven (both vehicles)
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1,868
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1,588
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1,761
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20,067
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41,662
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Number of Phone Calls Received
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360
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317
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326
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3,647
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7,280
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The CNVS program has provided 981 additional rides in 2003 in comparison to 2002 program totals. This increase in rides is due to the programs expansion to include Monday service, an increase in average rides given per day, and additional rides provided to the Hamilton Senior Citizens Center. The scope of the programs’ work has continually expanded to meet the enduring need within the senior and disabled populations for accessible transportation. The program has also increased its ridership by 104 riders since the end of 2002 and has received 831 more phone calls regarding the service. The biggest accomplishment with the expansion of Monday service is related to the decline in denials made. The Community Needs Van Service has reached a 0% denial rate in 2003.
In October 2003, the CNVS Coordinator began to work with the Lake County Transportation Advisory Committee on a regular basis. So far the CNVS Coordinator has attended all LCTAC meetings since October, recorded minutes for all meetings, developed a transportation survey, and trained two schedulers for the Confederated Salish Kootenai Tribe.
In November 2002, the CNVS Coordinator submitted a grant to the Ila B. Dousman Fund looking for funds to expand the program. This Foundation donated $2,000 to the program for the Monday expansion, which began in February 2003. The CNVS Coordinator applied for the 2003-2004 period to the Foundation and has received $3,000 for this years’ operations. Their continued support of the program is incredibly encouraging.
The CNVS summary for 2001 – 2002 and the summary for 2003 are attached as appendix documents 4 and 5. In addition, you will also find the CNVS Chronicle, which is a quarterly newsletter re-established in the October – December quarter by the CNVS Coordinator as appendix document 6.
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