[tabi] August TD Meeting Agenda

Hello Everyone,
Thanks to Colleen Roland for keeping us informed. Please find attached information about the upcoming meeting on August 19th. I am not sure if TABI allows for attachments but if you don't receive them and would like to, please email me off list and I'll be happy to forward them
Have a nice weekend!
Sila

AGENDA

Tallahassee - Leon County
Transportation Disadvantaged Coordinating Board Meeting
4:00 P.M.
Wednesday, August 19, 2009
Gemini Building *
Conference Room, Second Floor
408 North Adams
Tallahassee

Members: Please call Colleen Roland at 891-6812 by August 17, 2009, if you are unable to attend the meeting.

*Please enter the Gemini Building on the north side, sign in and get a pass. Staff will be available to direct you to the meeting room.

If you have a disability requiring accommodations, please contact the Capital Region Transportation Planning Agency at (850) 891-6800. The telephone number of the Florida Relay TDD Service is 711. If you need transportation to the meeting, call 891-5199.

DISCUSSION/PRESENTATION

1. Public Comment (Chairman Rackleff) Anyone wishing to speak before the TDCB on any relevant subject may do so. Please complete a speaker request form - staff is available to help complete the form if needed.

2. Community Transportation Coordinator's Report (Ms. Donna Peacock) Ms. Donna Peacock of StarMetro will present the Coordinator's Report. The quarterly report and complaint log are included as Attachment 1.

The Coordinator will also present the Annual Operating Report (AOR), which will be distributed at the meeting.

3.  Items from Members
This agenda item is reserved for items from TDCB membership.

4. Items from Staff  (Ms. Colleen Roland)

. Update: Bylaws Each year the TDCB must update their bylaws. Staff recommends no changes. Bylaws are enclosed as Attachment 2.

TDCB Action:  Ratification of existing Bylaws

. Update: Grievance Processes Each year the TDCB must update or ratify their Medicaid and TD Grievance Processes. Staff recommends no changes. Attachment 3.

TDCB Action:  Ratification of existing Grievance Processes

. Minutes:  The minutes of the May  meeting is enclosed as Attachments 4.

TDCB Action:  Approval of the April minutes.

. Transportation Disadvantaged Service Plan Update. The Service Plan must be reviewed annually to meet state statutory requirements. The Service Plan has been reviewed and staff recommends no changes.

Note for Braille readers: Because the Service Plan was not changed, new Braille copies were not printed, because of the cost.

TDCB Action: Ratification of the Transportation Disadvantaged Service Plan.

5.    Adjournment  (Commissioner Rackleff)

Next meeting:   October 23, 2009 4 P.M. (Annual Public Hearing)


BYLAWS

Adopted April 14, 2004
Ratified July 13, 2005
Ratified July 12, 2006
Ratified July 11, 2007
Ratified  August 13, 2008
Ratified August 19, 2009

Bob Rackleff, Chair
BY-LAWS
TRANSPORTATION DISADVANTAGED COORDINATING BOARD
OF
TALLAHASSEE-LEON COUNTY

1. Purpose

A Transportation Disadvantaged Coordinating Board for Tallahassee-Leon County is created pursuant to Chapter 427.0157, Florida Statutes, to identify local service needs of the transportation disadvantaged and to provide information, advise and direction to the designated Community Transportation Coordinator (CTC) on the coordination of services to be provided to the transportation disadvantaged.

2. Duties

A. Maintain official meeting minutes reflecting official actions taken, and provide copies of the minutes to the Florida Commission for the Transportation Disadvantaged (CTD) and the Capital Region Transportation Planning Agency (CRTPA.) B. Review and approve, prior to submission, the memorandum of agreement between the designated community transportation coordinator and the CTD. The memorandum of agreement shall include the Transportation Disadvantaged Service Plan (TDSP).
C. On a continuous basis, evaluate services provided under the TDSP.
D. Provide annually to the CRTPA an evaluation of the CTC's performance in general and relative to state standards. E. In conjunction with the CTC, review and provide recommendations to the Florida Transportation Disadvantaged Commission and the CRTPA on all applications for local, state, or federal government funds relating to transportation of the transportation disadvantaged in Leon County to help ensure cost effective and efficient expenditures. F. Review coordination strategies for services to transportation disadvantaged in Leon County to seek innovative ways to improve cost effectiveness, efficiency, safety, working hours, and types of service in an effort to increase ridership to a broader population. G. Encourage multi-county and regional transportation service agreements and consolidation of adjacent designated service areas where it is appropriate and cost-effective. H. Process, investigate and resolve complaints, and make recommendations for improvement of service from agencies, users, and potential users of the system in Leon County. I. In coordination with the CTC, jointly develop applications for funds that may become available. J. Prepare an annual report outlining the accomplishments and activities or other areas of interest to the CTD and the CRTPA for the most recent operating year. The report shall be consolidated with the annual operating report required of the CTC. K. Consolidate the estimates of local and federal government transportation disadvantaged funding and forward to the CTD and the CRTPA for reporting and planning purposes. L. Develop and maintain a vehicle inventory of those vehicles purchased with CTD funds for inclusion in the annual report to the CTD.

3. Authority

The Coordinating Board is created by the CRTPA, as the designated official planning agency for transportation disadvantaged purposes pursuant to Chapter 427, Florida Statutes.

4. Members

The following shall be the voting and non-voting (ex-officio) members on the TDCB, representing the following agencies or groups. This list shall be amended as necessary to ensure consistency with applicable Florida Statute:

. CRTPA/County Commission Chair
. Florida Department of Transportation
. Children and Families
. Public Education
. Veterans Advocate
. Community Action Agency
. Elderly Advocate
. Disabled Advocate
. Citizen - User Advocate
. Citizen Advocate
. Elder Affairs
. Private for Profit Operator
. Early Childhood Services
. Agency for Health Care Administration
. Center for Workforce Development
. Division of Blind Services
. Representative for the Medical Community
. Non-Profit Operator     (ex-officio)

Each member shall appoint one alternate who may serve in the absence of that member. The CRTPA may appoint additional non-voting members as needed.

5. Terms of Appointment

Except for the representatives of the CRTPA or other agencies appointed by statute, the members of the TDCB shall be appointed for three-year terms. Members shall serve no more than two full consecutive terms.

6. Attendance

Members shall make every reasonable effort to attend all meetings of the TDCB. An attendance roster shall be maintained. Any member who fails to attend three consecutive meetings, without prior notice, shall find their appointment rescinded, with the exception of designated state agencies representatives.

7. Vacancies

A member's position shall become vacant when (1) a member fails to meet the attendance requirement, (2) the member no longer meets the membership requirement, (3) the member's term expires, or (4) when a member retires.

8. Officers

A. Chairperson. The representative of the County Commission shall serve as the Chairperson, and shall preside at all Coordinating Board meetings. The Chairperson shall make all appointment to subcommittees of the TDCB. B. Vice-Chairperson. The Vice-Chairperson shall be elected by a majority vote of a quorum of the Board present and voting at a regularly scheduled meting at which the election of officers is noticed by agenda item. The Vice-Chairperson shall serve a term of one year. In the absence of the Chairperson, the Vice-Chairperson will assume the duties of the chairperson and conduct the meeting of the TDCB.

9. Meetings

The TDCB shall meet at least quarterly, and more frequently as required to carry out the duties and responsibilities of the Board.

10. Notice of Meetings

Written advance notice, specifying the date, time, place and tentative agenda for all meetings of the TDCB, shall be provided to all Board members, other interested parties and representatives of the news media. It is the intent to provide such written notice at least seven calendar days prior to the date of the meeting.

Emergency meetings, as needed, may be called by the Chairperson, shall be noticed by written advance notice whenever possible. However, where situations do not allow, the written notice may be waived and members, interested parties, and news media may be notified by phone or personal contact.

11. Parliamentary Procedures

The TDCB will conduct business according to the latest edition of Robert's Rules of Order.

12. Quorum

A majority of the voting members appointed to the TDCB shall constitute a quorum for all meetings. No business shall be conducted by the TDCB without a quorum present. A quorum will be at least forty percent (40%) of the membership.



13. Minutes

An official set of minutes for each TDCB meeting shall be maintained. The minutes shall include an attendance roster and reflect all official actions taken by the TDCB. Copies of all minutes shall be sent to the Florida Transportation Disadvantaged Commission and the CRTPA.

14. Staffing

The CRTPA shall provide the Coordinating Board with sufficient staff support and resources to enable the TDCB to fulfill its responsibilities. Staff shall be responsible for providing notices of meetings and for maintaining minutes of all Board meetings.

15. Subcommittees

The TDCB may create such subcommittees as necessary to carry out its duties and responsibilities. The Chairperson shall appoint the members of each subcommittee.

There shall be established a Grievance Subcommittee of the TDCB to process, investigate, and resolve complaints, and to make recommendations to the Board for improvement of service from agencies, users or potential users of the system in Leon County. The TDCB shall establish procedures to provide regular opportunities for issues to be brought before the Grievance Subcommittee, and to resolve them in a timely manner. Ex-officio members may serve on subcommittees.

16. Definitions
Commission: the Commission for the Transportation Disadvantaged as authorized in Section 427.013, Florida Statutes.

(CTD) Commission for the Transportation Disadvantaged: an independent agency created in 1989 to accomplish the coordination of transportation services provided to the transportation disadvantaged. Replaced the Coordinating Council on the Transportation Disadvantaged.

(CTC) Community Transportation Coordinator: (formerly referred to as "coordinated community transportation provider") a transportation entity competitively procured or recommended by the appropriate official planning agency and local Coordinating Board and approved by the Commission, to ensure that safe, quality coordinated transportation services are provided or arranged in a cost effective manner to serve the transportation disadvantaged in a designated service area.

Coordination: the arrangement for the provision of transportation services to the transportation disadvantaged in a manner that is cost effective, safe, efficient, and reduces fragmentation and duplication of services. Coordination is not the same as total consolidation of transportation disadvantaged services in any given service area.

(TD) Transportation Disadvantaged: those persons, including children as defined in s. 411.202 F.S., who because of physical or mental disability, income status, or inability to drive due to age or disability are unable to transport themselves or to purchase transportation and have no other form of transportation available. These persons are, therefore, dependent upon others to obtain access to health care, employment, education, shopping, or medically necessary or life-sustaining activities.

Transportation Disadvantaged Funds: any local government, state or available federal funds that are for the transportation of the transportation disadvantaged. Such funds may include, but are not limited to, funds for planning, Medicaid transportation, transportation provided pursuant to the ADA, administration of transportation disadvantaged services, operation, procurement and maintenance of vehicles or equipment, and capital investments. Transportation disadvantaged funds do not include funds expended by school districts for the transportation of children to public schools or to receive service as a part of their educational program.

Transportation Disadvantaged Population: (formerly referred to as TD Category II) persons, including children, who, because of disability, income status, or inability to drive due to age or disability are unable to transport themselves.

(TDSP) Transportation Disadvantaged Service Plan: a three-year implementation plan, with annual updates developed by the CTC and the planning agency, which contains the provisions of service delivery in the coordinated transportation system. The plan shall be reviewed and recommended by the local Coordinating Board.

17.  Amendments

These by-laws may be amended at any time by the CRTPA, upon review and comment by the TDCB on the proposed amendments.

18. Adoption

These by-laws have been adopted on the 14th day of April, 2004.




















Grievance Process

Adopted February 1994
Ratified April 2004
Ratified July 2005
Ratified July 2006
Ratified July 2007
Ratified August 2008
Ratified August 2009



______________________
Bob Rackleff, Chair
Local Grievance Process/Procedure

The following complaint and grievance procedure was approved by the TDCB on February 17, 1995 and ratified on April 14, 2004 and annually thereafter.

As required by the "Local Grievance Guidelines for Transportation Disadvantaged Services" dated 7/11/94, the following grievance policy details the process that the Community Transportation Coordinator (CTC) and the Local Coordinating Board (LCB) will use to address complaints regarding service and other transportation related matters.

The following procedures are established to provide opportunities for grievances to be brought before the Tallahassee-Leon County Transportation Disadvantaged Coordinating Board.

I. Filing a Service Complaint

Service complaints that are received by the Community Transportation Coordinator (CTC) or by the designated transportation operator or operators will be detailed on a Complaint Report. The information may be given directly to the Coordinator staff and detailed on the form, or if desired, the form can be mailed to the client for completion. Any service complaints received by the Coordinator will be responded within 24 (twenty-four) hours of placing the complaint and will be followed up within 3 (three) working days. Every effort will be made to seek an appropriate and prompt resolution.

A file will be kept on all complaints received and monthly reports generated. A summary of the reports will be included as part of the coordinator's report at the regular TDCB meeting. These reports will help identify any emerging patterns or complaints: e.g., multiple complaints about a particular driver or reservationist, excessive late pickups, unclean vehicles, smoking or eating permitted on vehicles, etc. By promptly identifying areas of deficiency, the Coordinator will be in a position to work with local staff or with the service provider to make the necessary corrections or adjustments to alleviate the situation.

Any person with an unresolved service complaint shall be advised of the formal grievance procedure of the LCB and CTC and have a written or recorded copy of this grievance policy made available to them All formal grievances must be submitted within 5 (five) working days of a non-resolved service complaint.

II. Filing a Grievance

Should an interested party wish to file a grievance in order to receive improved service from the Transportation Disadvantaged Program, that grievance must be filed in writing with the Community Transportation Coordinator (CTC) and the Chairperson of the Transportation Disadvantaged Coordinating Board.

The addresses are listed below:

Tallahassee-Leon County Transportation Disadvantaged Coordinating Board
Capital Region Transportation Planning Agency
300 South Adams Street Box A-19
Tallahassee, Florida  32301
(850) 891-6800

Community Transportation Coordinator
StarMetro
555 Appleyard Drive
Tallahassee, Florida 32304
(850) 891-5199

When necessary, TDCB or CTC staff will provide assistance to those individuals who request such, to prepare written grievances. The complainant should try to demonstrate or establish clear violation of a specific law, regulation, or contractual arrangement. Copies of pertinent laws and regulations may be obtained from the CTC. The grievance shall include:

 1. The name and address of the complainant;

2. A statement of the grounds for the grievance and supplemented by supporting documentation, made in a clear and concise manner; and

 3. An explanation of the relief desired by the complainant.

III. Review by the Grievance Committee of the Local Coordinating Board

Upon receipt of a grievance, the Chairperson of the TDCB will contact the Chairperson of the Grievance Committee to inform him of the grievance. He will then acknowledge in writing of the filed grievance to all affected parties within ten (10) days of receipt of the grievance, the date, time, and place of the grievance hearing. The sponsoring agency will be notified by the grievance committee of any grievances originating with their clients. In cases where an advocate for the client is necessary the grievance committee shall request such an advocate from the sponsoring agency.

Within thirty (30) days following the date of receipt of the formal grievance, the Grievance Committee of the TDCB will forward a recommendation to the TDCB.

The Coordinating Board has the authority only to listen and make recommendations for improving the provision of transportation services. These recommendations are to be based on items pertaining to the transportation system or matters within the contractual control of the Commission for the Transportation Disadvantaged. In accordance with Rule 41-2.012(5)(f) the Coordinating Board may appoint a grievance committee to serve as a mediator to process and investigate complaints and make recommendations to the local Coordinating Board for the improvement of service.

The Grievance Committee will present its recommendation to the TDCB at the next regular board meeting. The TDCB staff will notify the affected parties of the date, time and place of the Coordinating Board meeting where the recommendation will occur.

A written copy of the TDCB recommendation will be mailed to the CTC and affected parties involved within ten (10) days of the date of the recommendation.

If a grievance is not satisfactorily resolved, after review by the Coordinating Board, the body, board or persons who are legally responsible for the actions of the CTC may become involved in the grievance procedure.

The grievance procedure will ultimately end at the CTC's Board of Directors, Board of County Commissioners, Owner, or whoever else is legally responsible for the actions of the CTC.

Apart from these grievance procedures, the aggrieved parties with proper standing may also have recourse through Chapter 120, F.S. Administrative hearing, process or the judicial court system.

Definitions:

a. Service Complaint: Service complaints are routine incidents that occur on a daily basis, are reported to the driver or dispatcher, or to other individuals involved with daily operations, and are resolved within the course of a reasonable time period suitable to the complainant. Local service complaints are driven by the inability of the CTC or transportation operators, not local service standards established by the CTC and LCB. If the CTC is also an operator, their statistics on service complaints should be included. Local standards should be developed regarding the reporting and parameters of service complaints.

Example:

Service complaints may include but are not limited to:

* Late trips (late pickup or late drop-off)
* No-show by transportation operator
* No-show by client
* Client behavior
* Driver behavior
* Passenger discomfort
* Service denial (refused service to client without an explanation as to why, i.e., may not qualify, lack of TD funds, etc.)

b. Formal Grievance: A formal grievance is a written complaint to document any concerns or an unresolved service complaint regarding the operation or administration of TD services by the transportation operator, CTC, Designated Official Planning Agency, or LCB. The Grievance, in their formal complaint, should demonstrate or establish their concerns as clearly as possible.

Example:

Formal Grievances may include but are not limited to:

* Chronic or reoccurring or unresolved Service Complaints
* Violations of specific laws governing the provision of TD services i.e., Chapter 427 F.S., Rule 41-2 FAC and accompanying documents, Sunshine Law, ADA.
* Contract disputes (Agencies/Operators)
* Coordination disputes
* Bidding disputes
* Agency compliance
* Conflicts of interest
* Supplanting of funds
* Billing and/or accounting procedures

c. Hearing a Grievance: Hearing a grievance shall be defined as listening to and/or investigating a grievance from a purely fact perspective without imposing restrictions or penalty on a third party. This first definition shall be the extent of the Grievance Committee and LCB's role in mediating a grievance.

d. Hearing and Determining a Grievance: When an entity makes a determination of the rights, duties, privileges, benefits, or legal relationships of specified person or persons, it is exercising "adjudicative" or "determinative" powers. This second definition shall be the role of the CTC's organization ultimately ending with the Board of Directors, or whoever is legally responsible for the actions of the CTC.



Minutes

Tallahassee - Leon County
Transportation Disadvantaged Coordinating Board Meeting
4:00 P.M.
Wednesday, May 13, 2009
Leon County Public Library Main Branch
Henderson Room
--------------------------------------------------------------------------------------------------
Present at the meeting: Bob Rackleff, Chair, Carl McCoy, Dale Keen, Vice-Chair, William Benjamin, Kessla Stanley, Dottie Hinkle, Ted Waters (ex-officio)

Staff present:  Donna Peacock, Star Metro, Colleen Roland, CRTPA

Also attending: Dorothy Martin, Mycelle Armington, Jim Jordan, Allizon Leatzow, Melissa Matthews, Linda Rozzelle, Sila Miller, Robert Miller

A. CALL TO ORDER AND PUBLIC COMMENT (Commissioner Bob Rackleff, Chair) The meeting was called to order at 4:02 PM. A quorum was present.


Public Comment: Public comment was received from Dorothy Miller. Ms Miller stated that she was suffering due to cutbacks, and could not receive transportation to the mall, Walmart, the Senior Center, and church. Chairman Rackleff responded that there was a shortage of funds, and that medical, life-sustaining, and employment/education trips were given priority. Social and recreation trips were being limited.

Melissa Matthews reported similar cutbacks to the types of trips that Ms Martin stated, and staff and board response were similar.

Linda Rozzelle stated similar issues, as well as Mycelle Armington.

Sila Miller contributed information to the TDCB regarding Voice Recording System Software. Ms. Miller researched and compiled a report showing it's applications and utilities. The TDCB thanked her for her efforts. A written report was received.

Robert Miller discussed various options instead of using need-based trip priorities. He felt that every disabled person should be given a set number of trips every month to use as they wanted. Staff and the board explained that we could not deny life-sustaining transportation, such as kidney dialysis, while supplying trips that may rank low on the priority list. Ms. Roland explained that our system was not an entitlement program, but a needs-based system of last resort.

B. DISCUSSION/PRESENTATION


1.Community Transportation Coordinator's Report  (Ms. Donna Peacock)

. Ms. Donna Peacock of StarMetro presented the Coordinator's Report. The report was included as attachment 1.

. Ratification of Rates. Prior to the submission of the State of Florida Commission for the Transportation Disadvantaged Trip Grant, state law requires that the rates be approved/affirmed by a roll call vote of the TDCB Members.


TDCB Action: Roll Call Vote: Approval/Affirmation of Rates by Carl McCoy, Kessla Stanley, Dottie Hinkle, William Benjamin, Dale Keen and Bob Rackleff

2. Items from Members This agenda item was reserved for items from TDCB membership.

Several members wanted to insure that the Rider's Guide and a Rider's Rights and Responsibilities was posted on Talgov.com

Carl McCoy requested that a workshop be held on how the system is funded. Ms Peacock suggested that it be held during July. All board members agreed.

3.   Items from Staff  (Ms. Colleen Roland)


. Meeting Minutes The minutes from the January meeting were adopted. Motion by Keen, seconded by Benjamin.



. TDSP Implementation: User Surveys

The Transportation Disadvantaged Service Plan requires that the TDCB consider user surveys at this quaraterly meeting. Users were surveyed for the last two years. The surveys will be conducted during August and September, with the results presented at the October public hearing.

TDCB Action: The board moved to conduct surveys again this year. Motion by Stanley, seconded by Hinkle.


4. Adjournment  (Commissioner Rackleff)   The meeting adjourned at 5:46.


__________    ______________
Attest      Bob Rackleff, Chair

Attachment 5 - Transportation Disadvantaged Service Plan

Will be distributed at the meeting. There were no changes from the previous year. Those holding Braille copies should refer to those.

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