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Home My WebLink About2005-0907 Study Session Packet CITY 4DF ASHLJ~ND CITY COUNCIL STUDY SESSION AGENDA Wednesday, September 7,2005 12:00 p.m. Council Chambers 1175 East Main Street 1. Schedule Future Study Session 2. Rogue Valley Transit District Enhanced Services in Ashland In compliance with the Americans with Disabilities Act, if you need special assistanc~9 to participate in this meeting, please contact the City Administrator's office at (541) 488-6002 (ITY phone number 1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102- 35.104 ADA Title I). ADMINISTRATION 20 East Main Street Ashland, Oregon 97520 www.ashland.or.us phone: 541-488-6002 fax: 541-488-5311 tty: 800-735-2900 r. ., .-II I VI" ASHL)\ND Council Communication/Study Session Rogue Valley Transportation District Enhanced Services Meeting Date: September 7,2005 Primary Staff Contact: Ann Seltzer M Department: Administration ann@ashland.or.us Contributing De~ents: PW and Finance Secondary Staff Contact: Joe Strahl PW Approval: .,) strahlj@ashland.or.us, - J Cindy Hanks, Finance hanksc@ashland.or.us Estimated Time: 1.5 hours Statement: The Enhanced Services Program Agreement between the City of Ashland and Rogue Valley Transportation . District (RVTD) has expired. The most recent agreement was for FY04. An agreement for services was never completed for FY05 though RVTD provided services in Ashland during that time and the city paid $240,000 for the services. A new agreement needs to be completed for FY06. Staff has asked R VTD to make a presentation to the council at the study session on September 7' and has asked that the presentation include an overview of the program, the costs to R VTD to provide the enhanced services, information on ridership in Ashland, and more. Council needs to determine whether the city will continue to supplement the additional services and the level of funding it will provide. Based on council direction at the study session, staff will prepare an updated agreement for services between the city and RVTD and bring it to the council for approval at a regular council meeting. Background: The City of Ashland pays $240,000 to RVTD to provide a second bus route in Ashland (Ashland Loop #5) and free fare within Ashland for all riders on routes #5 and #10. These: funds are paid through the Street Improvement Fund. The FY06 budget shows that the street fund balance is $1 million below the fund balance requirement. Southern Oregon University (SOU) and RVTD have had an annual contract for a number ofyeCJlrs and the SOU student senate has provided $21,670 to offset the cost of the enhanced services. SOU is the largest trip generator within Ashland. SOU has indicated to RVTD that they may no longer be able to provide these funds but will reach a formal decision in October. Section 3 of the FY04 agreement reads "RVTD estimates that the price of the current Ashland enhanced service program to be in excess of $340,000. Over the course of the next several years RVTD expects to increase the amount charged each year to the City of Ashland for its enhanced services." In anticipation of rising operating costs staff has budgeted $290,000 for FY06 for RVTD enhan:ed services. 1 r. ., Finally, staff is concerned and has alerted RVTD that they have not implemented Section 1.6 the agreement regarding the proJ110tion of "free fare" in Ashland" at bus stops in Ashland. Related City Policies: The intent of this program is to make more efficient use of Ashland's transportation infrastructure and to enhance Ashland~ls livability, character and natural environment by increasing RVTD ridership within the City of Ashland. Council Options: 1) Direct staff to enter into an agreement with RVTD not to exceed $290,000 the amount which is included in the FY06 budget. 2) Direct staff to enter into an agreement with RVTD and to implement a fare to cover the SOU shortfall of $21,670. .. Staff Recomlnendation: Staff recommends Option 1. Negotiations between the city and RVTD for FY07 will begin in January of 2006 prior to the budget process. Potential Motions: Move to direct staff to enter into an agreement with RVTD not to exceed $290,000. Attachments: · MEMO firom RVTD · RVTD/C:ity of Ashland Enhanced Services Program Agreement (FY03-04) · FY06 Adopted budget, Pages 4-16, 17, 18, 19 2 r~., Rogue Valley Transportation District Support Services Department - Planning. Marketing. TDM 3200 Crater Lake Avenue. Medford, Oregon 97504-9075 Phone (541) 779-5821 . Fax (541) 773-2877 On the web at: www.rvtd.org MEMORANDUM DATE: August 30, 2005 TO: Ann Seltzer, City of Ashland FROM: Craig Anderson, Senior Planner/Support Services Manager RE: Study Session Item: RVTD Enhanced Services Program - Ashland This memo is intended-to provide background. information to the city councilfof'^their September 7 study session on RVTD's enhanced transit service program. A PowerPoint presentation is planned that will provide supplementary information to this memo. Peter Jacobsen (RVTD's General Manager), Paige West and I will be attending the meeting and will be available to respond to any questions or concerns of the council. RVTD highly values its relationship with the city of Ashland. The $240,000 provided by the city to RVTD for both free and. expanded service represents a significant commitment to serving the transportation needs of the city's residents. We appreciate that this money is being diverted from other high priority projects and that the city needs assurances that the money is well-spent. Ashland currently accounts for 23.50/0 of total RVTD ridership, while representing approximately 170/0 of the District's population. The transit mode share for the City of Ashland is oVler twice that of Jackson County as a whole (1.50/0 in Ashland vs. 0.70/0 in Jackson Co). RVTD recognizes that these figures are due, in no small part, to the city's past support for expanded transit service. RVTD has compiled fiscal year 2004-2005 statistics shown below in Table 1 in an effort to better inform the council about the cost to provide transit services in the city. Route 5 Route 10 V. (Ashland Loop) (Medford-Ashland) (Disab TABLE 1 - Selected Transit Ridership and Cost Data . . . 96,001 1 000/0 $116,578 $116,578 $1.21 525,357 330/0 $511,674 $168,852 $0.97 $142,500 $9.50 In addition to the provision of free and expanded transit within the city, RVTD's efforts include the marketing of the "Free Fare Program" within the city as well as throughout the District. Specific activities include the development and posting of one 25" x 62" "Free fare in Ashland" tail bus sign as well as staffing transportation exhibits throughout the year. The city's Free Fare Program enjoys prominent marketing at these booths. Additionally, through the RVTD Interactive Education Program, thousands of students are told about the Free Fare Program. I ,d RVTD/CITY OF ASHLAND ENHANCED SERVICES PROGRAM AGREEMENT Agreement made effective July 1,2003 between Rogue Valley Transportation District (RVTD) and the City of Ashland (City). RVTD and City agree: 1. Enhanced Services Proeram. RVTD has implemented reduced transit fare and increased service witliin the City of Ashland. The intent of the program is to make more effi~ient use of Ashland's transportation infrastructure by increasing RVTD ridership within the City of Ashland. 1.1 The program will begin on July 1,2003 and will be completed effective June 3~, 2004. 1.2 Route 10 service is Ashland's base service, and its operation (with the exception of fare reduction outlined in this agreement) is not effected by this agreement. ..- .. 1.3 RVTD will charge passengers picked up and delivered within the City of Ashland ~l fare reduced from $1.00 to $0.00 per one-Way passenger trip. - 1.4 RVTD will provide 15-minute service between the Plaza and Highway 66/Siskiyou Boulevard and will continue the current schedule and service on Route 5. 1.5 RVTD will provide fue City with a quarterly ridership memo. 1.6 RVTD will post "free fare in Ashland" signs at 10 stops in Ashland 1.7 RVTD will display one 25" x 62" "free fare in Ashland'"tail bus sign on a space available basis. 2. Consideration. The City will pay to RvrD the sum of $240,000 as its contribution to the program, which sum shall be paid as follows: 2.1 $60,000 at the start of the tenn of this contract. 2.2 $60,000 on October-I, 2003. 2.3 $60,000 on January 1,2004. 2.4 $60,000 on April 1, 2004. 2.5 Southern Oregon Umversity has entered into agreement to pay RvrD $21,670 to help offset the costs of the Ashland enhanced services program for the period September 1 It 2003 through August 31 It 2004. 2.6 In the event that this contract tenninates prior to June 30, 2004, RVTD will refund any unused balance paid by the City to the City. ~ :.'t. 3. RVTD Intentions. RvrD estimates the price of the current Ashland enhanced service program to be in excess of$340,000. Over the course of the ne~t several years RvrD expects to increase the amount charged each year to the City of Ashland for its enhanced services. 4. Publicity. Any publicity or advertising regarding the program by the City shall first be reviewed by RVTD for accuracy and must acknowledge the support ofRVTD. 5. Access to Records. The City and its duly authorized representatives shall have access to the records of R VTD and any subcontractors which are directly pertinent to this Agreement for the purpose of making audit, examination, excerpts, and transcripts. 6. Workers' Comnensation. RVTD, its subcontractors, if any, and allemployers working under this Agreement are subject employers under the Oregon Workers' Compensation Law and shall comply with ORS 656.017, which requires them to provide workers' compensation coverage for all their subject workers. ,-. 7. Early Tennination of Contract. R VTD or the City may tenninate this contract at any time with 60 days advance writtcm notice. APP~O~O ~~ t/.:l7/04 . . / Legal Counsel for RVfD ~~ By ( ((fa- 6 l( :VIE~~~ Da~rnr)-O i Coding street fund nan-ative Street Fund Narrative Taxes-Cable TV Franchise. The 5 percent cable TV franchise fee is split, with 30 percent placed in the Street Fund and the balance in the General Fund. It is expected to be stable. Taxes- Franchise. A portion of the Electric Utility Franchise Fee will not be used to fund street maintenance in the Street Fund. Water and Sewer Franchise Fee will be increased ftom5% to 7%. The 2% increase ~in go to fund needed projects. Intergovernmental Revenues. The primary source of Intergovemmental Revenue, the State Gasoline Tax is budgeted at approximately $41.22 per capita, an increase of$.43 over the prior year. Charges for Service-Storm Drain Utility Fee. This fee is calculated on the impelVious area for commercial customers. Residential customers pay a flat fee per month. The City updated the stOlID drain data and adopted a rate design in 1994. Charges for services-Transportation Utility Fee. All fees collected is for the purposes of providing adequate operations, administration and maintenance of the local transportation network including streets, pedestrian facilities, handicapped access and bicycle facilities. Long-Term Assumptions ~ Transportation Utility fees and Storm Drain fees are expected to increase by 1.5% annually based on growth ~ Transportation Utility Fees and StOlID Drain fees are expected to increase by 5% in July 1,2005. ~ Requires debt financing on current and future large projects. Fund Balance The fund balance policy requires a balance of 10 percent of revenues. The Long-teIID budget shows that this balance cannot be maintained without additional revenues or program cuts. 4-16 city of ash/and street fund resources STREET FUND Description 2003 Actual 2004 Actual 2005 Amended 2006 Adopted 400 Working Capital Ci!lrryover $ 2,785,057 $ 2,528,750 $ 1,957,106 $ 466,334 Taxes Franchises: 336,983 234,496 245,251 250,000 410 Total Taxes 336,983 234,496 245,251 250,000 .. Intergovernmental Revenues Federal: State: · 3,529,435 1,992,152 900,000 1,243,626 County and Other: 430 Total Intergovernmental 3,529,435 1,992,152 900,000 1,243,626 Charges for Servicles Public Works Servioes 8,364 42,317 11,330 35,328 System Development Charges: 430,806 376,951 432,146 456,290 Sales: Stonn Drain Utility 259,808 291,325 306,988 324,030 Transportation Utility Fee 779,556 873,886 919,545 973,119 440 Total Charges for Services 1,478,535 1,584,478 1,670,010 1,788,767 Assessments and Gonsortiums UnBonded Assessments 5,637 20,000 20,600 UnAssessed Principal 113,810 148,081 150,000 82,400 Developer Co-involvement 10,413 30,000 460 Total Assessments and Consortiums 129,859 148,081 200,000 103,000 Interest on Investments Interest on Pooled Investments 37,119 20,959 25,619 15,450 Interest on Proprietary 325 470 Total Interest on Imrestments 37,444 20,959 25,619 15,450 Miscellaneous RevE!nues Miscellaneous Income 3,525 400 650 11,878 480 Total Miscellaneous; Revenues 3,525 400 650 11,878 Other Financing Sources Other 1,000,000 1,200,000 Operating Transfers In 490 Total Other Financing Sources 1,000,000 1,200,000 Total Street Fund $ 8,300,837 $ 6,509,316 $ 5,998,636 $ 5,079,055 city of ashland 4-.17 street fund long-term plan ~T~EET FUND Revenues Taxes Intergovernmental Revenue -Intergovernmental Revenue Grants Charges for Services Jurisdictional exchange Sys. Dev. Charges-Storm Water Sys. Dev. Charges-Transportation Assessment Revenues .. Interest on Investments Miscellaneous Revenues Bond Proceeds Operating Transfers In Total Revenues Expenditures Street Operations Boulevard Maintenance Storm Water Operations Storm Water - SDC Transportation - SDC Transportation - LID Service Operating Contingency Total Expenditures Excess (Deficiency) of Revenues over Expenditures Working Capital Carryover . Ending Fund Balance SDC Storm Balance SDC Transportation Balance Operations Fund Balance Total Fund Balance Fund Bal~nce Policy Requirement Excess (deficiency) 2003 Actual 2004 Actual 2005 Amended 2006 Adopted 2005 Estimate $ 336,983 $ 234,496 $ 245,251 $ 235,000 250,000 810,501 916,554 900,000 900,000 877,000 355,948 366,626 1,047,728 1 ;207,528 1 ,237,864 1,269,679 1,332,477 2,718,934 1,075,598 77,892 63,767 150,000 160,000 160,000 352,914 313,184 282,146 283,000 296,290 129,859 148,081 200,000 102,567 103,000 37,444 20,959 25,619 15,000 15,450 3,525 400 650 11,532 11,878 1,000,000 1,200,000 - - - 5,515,780 3,980,5.67 4,041,l30 3,332,726 4,612,721 4,730,409 3,m,308 2,186,755 2,019,500 2,393,121 92,388 165,000 165,000 174,920 740,655 784,260 702,380 658,050 790,755 61,276 610,883 258,050 257,938 214,206 138,404 181,375 348,050 81,250 243,040 101,343 747,257 220,355 500 384,940 142,000 145,000 5,772,087 6,193,471 4,022,590 3,182,238 4,345,982 (256,307) (2,212,904) 18,940 150,488 266,739 2,785,057 2,528,750 1,957,106 315,846 466,334 -~. 2,528,750 $ 315,846 .$ 1,976,046 $ - 466,334 $ 733,073 260,393 245,024 145,843 147,086 92,880 1,334,145 579,476 1,180,969 . 781,226 834,476 934,212 (508,654) 649,234 (461,978) (194,283) 2,528,750 315,846 1,976,046 466,334 733,073 360,000 2,625,280 4,356 416,000 934,212 (868,654) (1,976,046) (433,784) (610,283) 4-18 city of 8shland III . street fund long-term plan 2007 2008 2009 2010 2011 Budget Budget Budget Budget Budget Assumptions Percent 257,500 265,200 273,200 281,400 289,800 103.0% 903,300 930,400 958,300 987,000 1,016,600 103.0% 200,000 400,000 625,000 1,625,000 400,000 Calcula'ed for projects 103.0% 1,399,100 1,469,100 1 ,542,600 1,619,700 1,700,700 5% in 2006 plus growth 105.0% 103.0% 164,800 169,700 174,800 180,000 185,400 103.0% 305,200 314,400 323,800 333,500 343,500 103.0% 113,300 124~00 137,100 150,800 165,900 Calculated for projects 110.0% 15,900 16,400 16,900 17,400 17 ,900 103.0% 1,000 76,000 1,000 1,000 1,000 1,300,000 1,600,000 2,000,000 . 4,660,100 5,365,800 ~~,052,700 7,195,800 4,120,800 2,690,600 3,042,800 ~~,653,5oo 4,057,780 3,500,000 Calculated for projects 103.0% 181,900 189,200 196,800 204,700 212,900 104.0% 822,400 855,300 889,500 925,100 962,100 104.0% 50,220 105,300 18,000 36,800 25,000 Calculated for projects 60,000 279,500 492,500 1,200,000 300,000 Calculated for projects 218,780 421,000 94,000 131,020 50,000 Calculated for projects 150,000 175,000 175,000 200,000 200,000 101,000 113,000 122,000 156,000 124,000 4,274,900 5,181,100 4,641,300 6,911,400 5,374,000 385,200 184,700 {588,6oo} 284,400 {1,253,2oo} 878,073 1 ,364,273 1,661,973 1,195,373 1,635,773 Assumes contingency is not used $ 1,263,273 $ 1,548,973 $ 1,073,373 $ 1,479,773 $ 382,573 207,460 271,860 428,660 571,860 732,260 1,079,676 1,114,576 945,876 79,376 122,876 (23,863) 162,537 (301 ,163) 828,537 (472,563) 1,263,273 1,548,973 1 ,073,373 1,479,773 382,573 419,000 355,000 668,000 359,000 (442,863) 162,537 {656,163} 160,537 (831,563) city of ash/and 4-19 :3;j,:: " I,;" r. '; ': . . ~ ~ ..... .' ~ .,' ';;'::~ >: , .,il'~ ~I ...(.~',... ( .(,::~' i: ..,~;{)' "'. "".,.: :~.Ji1~ "';~t"l :~.: ,~~~~. ..- II Y U f ASHLj~ND Council Communication/Study Session Schedule Future Study Sessions Meeting Date: September 7, 2005 Department: Administration Contributing Departments: Approval: Primary Staff Contact: Ann Seltzer ann@ashland.or.us Secondary Staff Contact: Gino Grimaldi q imaldiq@ashland.or.us Estimated Time: 10 minutes Statement: The current meeting time for study sessions is no longer convenient for all members of the council. The following is a list of available days and times when study sessions could be held and which do not conflict with other city meetings. . 1 st Monday - evening . 1 st Wednesday - noon (current) . 2nd Thursday - evening . 3 rd Wednesday - noon · 3 rd Thursday - (following Bike and Pedestrian Commission meeting which begins at 5: 15) . 5:00 p.m. 1st and 3rd Tuesday prior to regularly scheduled council meetings . All Fridays Background: . Study sessions are currently held on the Wednesday following the regular council meetings held on the first and third Tuesday of each month. Specific in-depth topics are scheduled for study sessions giving the Mayor and council an opportunity to learn more about the issue and to give direction to staff. Related City Policies: Council does not deliberate or make formal decisions at study sessions though direction can be given to staff. Should the council want to make a formal decision at a study session, it would need to be advertised in advance as a special council meeting. Council Options: 1. Select a new day and time for study sessions from the list above. 2. Maintain current study session schedule (Wednesdays at noon following Tuesday council meetings). Staff Recommendation: None Potential Motions: 1. Move to schedule future study sessions on XX at XX. 2. Move to retain current study session schedule. Attachments: None ri. .,