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HomeMy WebLinkAbout1991-11-12 - AGENDA REPORTS - REGS XV EMPLOYEE INCENTIVES (2)\I U.1 til'•' CONSENT CALENDER DATE: NOVEMBER 12, 1991 City Manager Item to be presented by: SUBJECT: REGULATION XV: EMPLOYEE INCENTIVES DEPARTMENT: Public Works The preparation of the City's Regulation XV Trip Reduction Plan (TRP) is right on schedule as the City's November 20, 1991 filing date with the AQMD draws near. During the previous month, City employees have completed two separate surveys, determining their Average Vehicle Ridership (AVR) and receptivity to ridesharing. The results of these surveys weighed heavily in the development of our plan's incentives, identifiably the most vital portion of an acceptable plan. At this time, the City's AVR has been determined to be 1.06. In order to comply with AQMD standards, the .City must work towards achieving an AVR of 1.30. Based upon the current number of employees reporting to City Hall between 6:00 and 10:00 a.m., this will require staff to reduce the number of total weekly employee trips by 80 or 16 cars per day. The following attachments outline each incentive and its projected budget impact. Staff believes these incentives will both meet AQMD standards and motivate employees to find alternative methods to travel to work. Staff's objective, in regard to incentives, has been to keep costs low while developing incentives which will pass AQMD review. It is estimated that implementation of these proposed incentives will require staff to establish a budget of $15,000 for the program's fust year, as the City's Regulation XV TRP is not eligible for Prop A. funding. Beginning in Fiscal year 1992-93, Regulation XV incentives will be allocated through the normal budget cycle. Staff therefore requests that Council approve the transfer of $15,000 from the Contingency Fund to account 1101-6000-238 for purposes of funding these incentive. MW-IJUV161:10 • Approve incentives in concept, approve the transfer of $15,000 from the Contingency Fund to accou -- #01-6000-238, and direct staff to bring back an implemented Trip Reduction Plan. JEM:kmt AGENDAXV ATTACHMENTS APPROVED Agendaltem: 1. TRANSPORTATION INFORMATION CENTER $2,500 $2,500 2. EMPLOYEE TRANSPORTATION COORDINATOR 500 125 3. RIDESHARE PROGRAM ORIENTATION 360 360 4. NEW HIRE ORIENTATION 250 250 5. BICYCLE RACKS 1,500 0 6. RIDESHARE FAIRS 0 3,000 7. PREFERENTIAL PARKING 500 1,000 8. GUARANTEED RIDE HOME* 1,000 1,000 9. SUBSIDY FOR PUBLIC TRANSIT USERS* 750 750 10. FLEXIBLE WORK HOURS 0 0 11. EMPLOYEE DRY CLEANING SERVICE 0 0 12. EMPLOYEE POSTAL SERVICE 0 0 13. BANK AND ATM SERVICE 0 0 14. LOCAL TRANSIT SYSTEM 0 0 15. CITY PROVIDED BICYCLES* 500 500 16. RIDESHARE HANDBOOK 1,000 0 17. SCVTMA: CITY MEMBERSHIP 0 0 18, IN-HOUSE CATERING SERVICE 0 0 19. VANPOOLING* 2.500 2.500 TOTAL 12,010 11,985 *Please note these incentives open the City to additional incurred liability. Please use the provided 'Incentive Description" page as a frame of reference when reading the proposed City incentives. Thank you. Y4f Incentive Des(ri * Saute VI mull be romPleud by emPloXrJiiUn8 both new and annual updau p4mr Gee imtnadom on page32) Please use • separate Incentive Description Form for each Incentive Current Incendive New Incentive a Incentive (Desorption of incentive program) How are you marketing this incentive to your employees.' How much staff time per week will be required to develop and implement this incentive How will the incentive be monitoredand evaluatedt What Transportation Mode(s) are impacted by this incentive.' Pallotpatinn Current number ofempkryres participating Projected number ofe°pl0y= PaftiCipadng - This incentive will be implemented no later than days after plan approval. South fast ilii Quafn)'rlmiage W Dwg is INCENTIVES 1. TRANSPORTATION INFORMATION CENTER Office space will be designated within City Hall to serve as a Transportation Information Center. Bulletins pertaining to regional air quality (smog alerts) will be posted. Information on various commute options will be posted such as bus routes, schedules, rideshare events, and educational material on the benefits of commute trip reduction for improved air quality and lessened highway congestion. This Transportation Information Center will be located in a highly visible location within City Hall and will be accessible to all employees and visitors. The Transportation Information Center will work in conjunction with the Transportation Management Association's office, located at the City Corporation Yard. Maintaining the Transportation Information Center with current rideshare information has an estimated staff time of 2 hours per week. The Transportation Information Center will be monitored by the ETC and will be evaluated according to the employee response to the information posted there. The Transportation Information Center itself will be evaluated according to employee interests and needs, program objectives, available services and facilities. Drive alones, carpools, vanpools, bicyclists and public transit. Current: None Projected: 150 (general public included) Implementation no later than 60 days after plan approval. . 2. EMPLOYEE TRANSPORTATION COORDINATOR: Ms. Annabelle Luther, Personnel Technician, will design and implement a comprehensive Transportation Demand Management program in accordance with the South Coast Air Quality Management District in compliance with Regulation XV. Included in the Trip Reduction Plan (TRP) will be incentives to assist employees with forming carpools, possible vanpools and other rideshare alternatives. The ETC will be available to answer questions and promote ridesbaring programs with an Information Center, special events and other activities designed to make employees receptive to changing their commuting habits. Ms. Annabelle Luther has received the Employee Transportation Coordinator training and is a certified ETC. Ms. Luther is currently a member of PIRA and was formerly with the Glendale TMA. It is estimated that this incentive will require 18.5 hours of staff time per week. The TRP will be monitored through the tracking of employee participation in -the rideshare program and will be evaluated according to the progress made in achieving a 1.3 AVR as specified in the TRP. Commute mode and attitudinal surveys will be conducted periodically and registration by participants in the various commute mode programs will be required for tracking purposes. Drive alone vehicles, carpools, vanpools, bicyclists and public transit. Current: 1 Projected: 2 An additional ETC will be hired by February 1992 Implementation no later than 1 day after plan approval 3. RIDESHARE PROGRAM ORIENTATION Current employees will be introduced to the Rideshare program. Group meetings will be held with each department and through the City's TEAM committee to acquaint all employees with the goals and objectives of the Rideshare program and its impact on them as residents of Southern California. Program options and incentives .will be discussed, employee interests and needs will be solicited and policies and procedures will be discussed. .This event will be marketed through group meetings within each department and the City's TEAM committee, which will communicate the Rideshare program process and through the City's. proposed Rideshare Handbook.. The program will be presented by the City's ETC, TMA Director and other personnel. It is estimated that this incentive will require 1 hour of staff time per week The program will be monitored through required attendance at the department meetings. The program will be evaluated by the number of individuals requesting further information and registering in the rideshare program. Drive alones vehicles, carpools, vanpools, bicyclists and public transit. Participants: None Projected: 138 Implementation no later than. 60 days after plan approval. EXMM` 11•' ••I_ , V0M , The purpose of this program will be to define the Rideshare program and promote the incentives involved in the Rideshare program. It will encompass all newly hired full time and part time employees. Each new hire will be given a Commuter survey for matchlist purposes. New hires will be given information regarding the incentive programs. All new hires will be given Rideshare program orientation and the City's Rideshare Handbook when their initial paperwork for employment is completed. The TMA will prepare a Commuter Survey for all newly hired employees. It is estimated that this incentive will require 1 hour of staff time per week. This program will be monitored by the placement of acknowledgement statements signed by the newly hired employee in their personnel folder. The program will be evaluated by the number of participants participating in the Rideshare program who were hired during the current TRP year. Drive alones, carpools, vanpools, bicyclists and public transit. Participants: None Projected: 30 Implementation no later than 60 days after plan approval. Within the on-site parking lot, bike racks will be installed. The bicycle racks will supply secure storage space for bicycles used by employees and the public. Bicycle parking will be made available to promote bicycling and registration in the rideshare program., It will be marketed within the City's Rideshare Handbook and through City provided maps of the Valencia "Paseo" system. It is estimated that this incentive will require 1 hour of staff time per week. This program will be monitored and evaluated according to the how extensively the bicycle racks are used. Bicyclists Participants: None Projected: 10 Implementation no later than 90 days after plan approval. 6. PERSONALIZED MATCHING FOR POTENTIAL RIDESHARRRS The ETC will coordinate quarterly Rideshare events ("Meet Your Match, "Everyone Into the Pool", "Stop Driving Yourself Crazy", Etc.) designed to introduce potential ridesharers to each other. Open to all employees, participants will be selected according to commute distance, location and shift times, as determined through the Commuter survey conducted by Commuter Transportation Services. These events will be where people can be introduced to each other and discuss their ridesharing interests and availability. This incentive will be marketed to all employees through posted and distributed announcement flyers, the employee newsletter, electronic mail and sign-up sheets within the Transportation Information Center. Participants will RSVP to the ETC so that prospective, non City.employee commuters will be invited to these fairs as well through the coordinated efforts of the ,TMA Director. A luncheon or reception will be held on-site. Promotional items will be given out or door prizes awarded. Staff time for this incentive is estimated at 1 hour per week. This program will be monitored by a schedule which outlines the steps to be taken in preparation for the event and a date for their completion. Evaluation will be made on the number of participants, the level of enthusiasm generated for the rideshare program and actual carpools and vanpools formed. Carpools and vanpools Participants: None Projected: 138 Implementation no later than 90 days after plan approval Within the on-site parking lot, ridesharers will be allocated those spaces closest to the entrance. Ridesharing spaces will be specifically indicated and will be assigned to registered carpools and vanpools. Preferential parking will be a benefit offered to promote ridesharing and registration in the rideshare program. It will be marketed in conjunction with carpooling and vanpooling, through the employee newsletter and flyers, and within the City's Rideshare Handbook. It is estimated that this incentive will require 1.5 hours of staff time per week. The program will be monitored through required registration in carpools and vanpools. Preferred parking spaces will be issued to eligible vehicles. Evaluation will be made according to the demand for preferred parking spaces. Carpools and Vanpools Participants: None Projected: 15 Implementation no later than 90 days following plan approval. In order to create a positive atmosphere for promoting Ridesharing, employees registered in the rideshare program and using alternative modes of commuter transportation such as carpools, vanpools and public transit will be guaranteed a ride home in case of family emergency. The guaranteed ride home program will be offered to promote ridesharing and registration in the rideshare program. It will be marketed in conjunction with carpooling, vanpooling and public transit use and within the City's Rideshare Handbook. The intent of this incentive is to eliminate worry about being stranded in the event of a family emergency. It is estimated that this incentive will require 1 hour of staff time per week. The program will be monitored through required registration in carpools, vanpools and public transit use. The employee will be required to make the necessary arrangements through the ETC. The employee . will be driven home by a management employee, picked up by the City's Dial -A -Ride service or possibly be provided with a rental car.through a automobile rental agency oil contract with City for such usage. Evaluation will be made according to the usage of the guaranteed ride home program. Carpools, vanpools and public transit use. Participants: None Projected: 20 Implementation no later than 60 days after plan approval. 9. SUBSIDY FOR PUBLIC TRANSIT USERS Bus riders registered with the ETC will be paid $9.00 per month for participation in the Rideshare program. Payment will require 50% of scheduled monthly work days be reported as ridesharing days. Public transit use will be marketed through the Transportation Information Center, the City's Rideshare Handbook and the ETC. This incentive will be implemented in conjunction with the City Finance Department. A work rule requiring employees begin their shift no less than on half hour after its start should help promote receptivity to bus schedule information and use of the bus. It is estimated that this incentive will require 1 hour of staff time per week. The bus program will be monitored through required registration as a bus rider. The program will be evaluated by the number of subsidy payment made. Public transit (bus riders) Participants: None Projected: 7 Implementation no later than 90 days after plan approval. 1 FLEMLE WORK• M1 I• The City has formed a Flextime Committee which is exploring the possibility of implementing a 9/80 work hour schedule. Presently, the City's Personnel Department is preparing to go before City Council on November 27, 1991 with this recommendation. Additionally, employees unable to accommodate such a schedule will have the option of working under a Variable Hours program. The ETC and. Flextime Committee will market this incentive through Rideshare orientation programs and the Rideshare Handbook. All personnel who can accommodate a 9/80 schedule will be eligible. It is estimated that this incentive will require .5 hours of staff s time per week. The program will be monitored by the Flextime Committee and ETC. This program will be evaluated in accordance with the productivity and efficiency of those - individuals participating in the program. For commute trip reduction, evaluation will be made on the number of trips eliminated Monday through Friday during the 6:00 a.m. to 10:00 a.m. commute window. Drive alone vehicles, vanpools, carpools and transit users. Participants: None Projected: 138 If approved, implementation no later than 90 days after plan approval. 11. EMPLOYEE DRY CLEANING SERVICE Currently, Employees have a dry cleaning service available for their daily needs. Employees may bring their dry cleaning into .the ,office to one of the two designated dmpoff/pickup areas, located in each breakroom. Once a week on Wednesday, the service will come in and pickup and/or dropoff - employees garments. In addition to the convenience of this service, employees receive a 10% discount off all listed prices. Already in place, this indirect incentive is marketed through employee flyers, information centers located within each breakroom, the employee newsletter, TEAM Committee meetings and a 10% discount on services. This program will be re -marketed by the ETC with an emphasis on convenience built in to the City's Rideshare message, thereby eliminating a common excuse for not ridesharing. It is estimated that this incentive will require no hours of staff time per week. The intent of this indirect incentive is to simply make employees aware of an alternate method to dry cleaning their cloths, in a way which can accommodate ridesharing. Carpools and Vanpools Participants: 30 Projected: 35 Already in place 12. EMPLOYEE POSTAL SERVICE Currently, employees have the convenience of taking care of their daily postal needs within the office. Located within each City department, is an employee who is available to sell postal stamps during all hours of the day. City Hall mail is picked up daily (Monday through Friday) and there is a postal box located within the buildings main lobby for added convenience. Additionally: employees may utilize both UPS and Federal Express, as they directly service City Hall. Already available to employees, these programs are marketed through TEAM committee meetings; the employee newsletter, and employee flyers. The ETC will supplement these actions by incorporating the rideshare message within the current marketing techniques, thereby eliminating a common excuse for not ridesharing. It is estimated that this incentive will require no hours of the ETC's time per week. The intent of this indirect incentive is to simply make employees more aware of an alternate method to take- care of their postal needs, is a way which can accommodate ridesharing. Carpools and Vanpools Participants: 75 Projected: 138 Already in place 13. BANK AND ATM SERVICES Located within City Hall, Valencia National Bank and its adjacent ATM serve as an indirect incentive for employees. Additionally, direct deposit service is provided for all employees who bank with the Valencia National Bank branch within City Hall. Currently in place, it is the goal of our program to incorporate the Rideshare message within the existing service provided, thereby eliminating a commonly used excuse to avoid ridesharing. At this time direct deposit is only available through this particular in house branch. It is projected that this program will eventually be expanded to various other Valencia National branches as well as other banking institutions. It is estimated that implementation will require no hours of the ETC's time per week. The intent of this indirect incentive is to simply make employees aware of an alternative method to take care of their banking needs, in a manner which can accommodate ridesharing. Carpools and Vanpools Participants: 30 Projected: 50 Already in place 14. LOCAL TRANSIT SYSTEM Santa Clarita is currently in the process of developing a multifaceted local transit system to better provide employees living within Santa Clarita an alternate method to commute to work. On August 5, 1991, the fust phase of this program was implemented when local City-wide bus service came on line. Future expansion of this system will provide residents and employees within the City forthy new bus stop shelters, as well as "Dail -A -Ride" service currently operating within the City Monday -Friday 6:00 a.m. to 10:30 p.m. To promote the Rideshare program and message employees will be paid $9.00 per month for using the City transit system (refer to previous incentive). Public transit use will be marketed through the Transportation Information Center, the employee newsletter and within the City's Rideshare Handbook. Further, .Dial -A -Ride will be marketed to carpoolers and vanpoolers as an effective and direct way home on nights when employees stay later than their ridesharing group. This program will be monitored. through the required registration within .the Rideshare program. The program will. be evaluated by the number of employees utilizing this service. It is estimated that this incentive will require .5 hours of the ETC's time per week. Public transit users, carpoolers and vanpoolers. Participants: None Projected: 25 Already in place as of November 4, 1991 15. CITY PROVIDED BICYCLES An agreement between the City and the Local Sheriff's Department would provide recovered, unclaimed stolen bicycles to City employees as a direct incentive to leave their car at home. To receive a bicycle, employees must commit to riding to work at least 33% of their monthly scheduled work days. At the conclusion of the first year, this bicycle would become their property. Additionally, all employees riding their bike to work will receive $25.00 toward the purchase of a bicycle helmet. Bicycle acquisition and use will be marketed through the BTC, the Rideshare Handbook and by the purchase of bicycle racks. It is anticipated this incentive will require .5 hours of staff time per week. The program will be monitored through required registration as a bicycle rider in the Rideshare program. The program will be evaluated through the demand and use of these bicycles. Bicycle riders Participants: 1 Projected: 10 If approved, implementation no later than 180 days after plan approval. It ' 9 The Rideshare Handbook will compliment the services provided by the STC and the Transportation Information Center. This handbook will present and discuss the City's rideshare message and program. The Rideshare Handbook will be marketed to all current employees in conjunction with the Rideshare Orientation program. All newly hired employees will receive a Rideshare Handbook as part of their City orientation. It is estimated that implementation will require 2 hours of staff time per week. This program will be monitored through the number of new hires registered within the Rideshare program. The program will be evaluated through the number of these employees utilizing these services. Drive alones, carpools; vanpools, bicyclists and public transit users. Participants: None Projected: 138 Implementation no later than 210 days after plan approval. 17. TRANSIT MANAGEMENT ASSOCIATION: CITY MEMBERSHIP Currently the City has designated office space within the Corporation Yard for staff members of the Santa Clarita Valley Transportation, Management Association. In return for this valuable office space, strategically located within the Santa Clarita Industrial Center, the SCVTMA has agreed to accept the City into its membership. The TMA will be marketed to employees through the Rideshare Handbook, the program orientation, employee newsletter, the Transportation Information Center and the ETC. In addition to coordinating carpools and vanpools, the TMA will assist in promoting and organizing Rideshare Fairs for the City. and updating employee ridesharing matchlists. It is estimated that this incentive will require 1 hour of staff time per week. This program will be monitored by the TMA and ETC. This program will be evaluated through the number of employees utilizing the TMA's services. Drive alones, carpools, vanpools, bicyclists and public transit users. Participants: None Projected: 138 Already in place. 18. IN-HOUSE CATERING SERVICE Presently, employees have a five day a week in-house catering service available for their lunch needs. Each day prior to 11:00 a.m., the 'Ma Kirby' vendor travels through each City department with a wide variety of food and beverages available for lunch. Additionally, employees may request a certain sandwich or item to be brought in for the following day. Already in place, this indirect incentive to rideshare is marketed through word of mouth. It is our intention to re -market this service through our Rideshare Handbook and various programs, in a manner which embraces the rideshare message. Thus eliminating a common excuse for not ridesharing. It is estimated that this incentive will require no hours of the ETC's time per week. The intention is to simply make employees aware of an alternative method to have lunch, in a way which can accommodate ridesharing. Carpool, vanpool and public transit users. Participants: 25 Projected: 40 Already in place 19. VANPOOLING This program will be designed to promote employee Vanpooling. Locally, two types of vanpools exist which the ETC and TMA will be able to introduce to prospective vanpooling employees. Coordinated by the TMA, a multi -company vanpool is in the process of forming which could possibly serve employees who are residents of the Palmdale and Lancaster areas. Additionally, employees will be encouraged to participate within the Route 14 Vanpool Demonstration Project, developed by CTS. Santa Clarita has contributed more than $30,000 towards this program, which will be implemented through the combined efforts of the LACTCC, CTS, County of Los Angeles, the Tri -cities, Palmdale, Lancaster and Santa Clarita. These proposed programs will be marketed to employees by the STC and TMA. The Route 14 Vanpool offers employees who are first time vanpoolers a $125.00 rebate, as .well as a $250.00 rebate to first time vanpoolers who can document their child care expenses. It is estimated that this incentive will require 1 hour of staff time per week. This program will be monitored by the number of employees who register with the ETC or TMA Director. The program will be evaluated by the ETC and TMA Director based upon the number of employees utilizing the service. Carpools and vanpools Participants: None Projected: 5 Implementation no later than 210 days after plan approval.