HomeMy WebLinkAboutItem 5c. Update to Trip Reduction Incentive Program Item 5c
Department: Human Resources
Cost Center: 3001
For Agenda of: 10/15/2024
Placement: Consent
Estimated Time: N/A
FROM: Nickole Domini, Human Resources Director
Prepared By: Kate Auslen, Risk and Benefits Manager
SUBJECT: UPDATE TO TRIP REDUCTION INCENTIVE PROGRAM
RECOMMENDATION
Adopt a Draft Resolution entitled, “A Resolution of the City Council of the City of San Luis
Obispo, California, amending the Trip Reduction Incentive Program,” effective January 1,
2025.
POLICY CONTEXT
The Trip Reduction Incentive Program (TRIP) encourages City employees to use
sustainable transportation by providing an incentive in the form of increased time off for
participation, as well as resources and options to consider in reducing the number of
commute trips, such as compressed work schedules and a guaranteed ride home. The
TRIP was approved by the City Council in 2002, and is consistent with the City’s
Conservation and Open Space Element of the General Plan (Policy 2.2.5), Land Use
Element (Policy 9.4), Circulation Element (2.2.2), Climate Action Plan, Lead by Example
Plan, and Active Transportation Plan (Policy 6.7). This update clarifies past practices in
administration of the program, institutes new requirements for commute tracking to
support the City’s sustainability efforts, and revises elements of the program to simplify
administration of the increased time off incentive.
DISCUSSION
Previous Council or Advisory Body Action
A pilot Trip Reduction Incentive Program (TRIP) was implemented in 1997 to reduce
commutes by individual employees utilizing single occupancy vehicles. After an update
in 1999 and demonstrated success of the program, the City Council approved it on an
ongoing basis in 2002. After more than twenty years, the City’s Human Resources and
Sustainability teams are proposing modifications to bring the program up to date
(Attachment A).
The proposed TRIP policy update incorporates changes that support a series of policies
adopted by City Council related to climate action.
April 2014 – Council adopted the Conservation and Open Space Element of the
General Plan, which included:
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o Policy 2.2.1 (Atmospheric Change) -- City actions shall seek to minimize
undesirable climate changes and deterioration of the atmosphere’s
protective functions that result from the release of carbon dioxide and other
substances.
o Policy 2.2.5 (Model City) -- the City will be a model of pollution control
efforts. It will manage its own operations to be as pollution free as possible.
The City will work with other agencies and organizatio ns to help educate
citizens in ways to prevent air pollution.
December 2014 – Council adopted an update to the Circulation Element of the
General Plan, which included:
o Policy 1.6.1.8 -- Reduce the need for travel by private vehicle through land
use strategies, telecommuting, creative transportation demand
management, and compact work weeks.
o Policy 1.7.1.1 -- Increase the use of alternative forms of transportation and
depend less on the single‐occupant use of vehicles including mode split
objectives of 50% by motor vehicle, 12% by transit, 20% by bike, and 18%
by walking, carpool, and other forms of transportation.
o Policy 2.1.3 -- The City shall encourage employers within the City limits and
work with the county to work with employers outside of the City limits to
participate in trip reduction programs.
o Policy 2.1.4 -- Within the Downtown the City shall establish and promote
programs aimed at reducing congestion in a way that supports the long ‐
term economic viability of the downtown.
o Policy 2.2.2 -- The City shall maintain and where cost effective improve a
trip reduction plan for City employees.
o Policy 7.1.1 -- The City shall cooperate with County and State government
to institute programs that reduce the levels of peak ‐hour and daily vehicle
traffic.
August 2020 – Council adopted Resolution 11159 (2020 Series), which approved
the Climate Action Plan for Community Recovery with the goal of community
carbon neutrality by 2035 and a sub-goal of carbon neutral municipal operations
by 2030.
February 2021 – Council adopted the Active Transportation Plan, which is the
City’s first comprehensive plan for bicycling and walking and provides a blueprint
for creating a safe, connected, and efficient citywide active transportation network.
The Plan included the following policy:
o Policy 6.7 -- The City should continue providing incentives for employees to
commute to work by walking and bicycling and encourage local businesses
to do the same.
July 2021 – Council adopted Resolution 11263 (2021 Series), which approved the
Lead by Example Plan with a goal of carbon neutral municipal operations by 2030
and specifically having the City’s employee commute substantially exceed the
General Plan Mode Split Objectives by 2030, reducing single-occupancy commute
miles 25% by 2025 and 50% by 2030, and of the remaining single occupancy
commute miles achieving 25% via electric vehicles by 2025 and 50% via electric
vehicle by 2030. Employee Commute action 1.2 directs staff to “Update TRIP
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program to reflect current Council priorities and contemporary issues such as work
from home, DEI, and electric vehicles.”
December 2022 – Council adopted Resolution No. 11381 (2022 Series), which
reaffirmed the City’s climate action goals and created a work program for fiscal
years 2023-27, including Leadership 1.1.A, which directs staff to, “Implement the
2023-25 actions in the Lead by Example municipal carbon neutrality.”
Current Employee Commute Trends
The 2024 City of San Luis Obispo (SLO) Employee Commute Survey found that 77% of
respondents drive alone to their workplace. City employees commuting to and from work
generate the third largest source of inventoried municipal emissions (15%). Between
2019 and 2022, it is estimated that employee vehicle miles traveled rose substantially
(65%). This is in large part due to a growing work force with employees commuting from
the broader region including from Atascadero, Arroyo Grande, Los Osos, and Paso
Robles. The 65% increase in employee vehicle miles traveled is a step backward from
Council’s adopted goal to decrease single-occupancy commute miles by 25% by 2025
and by 50% by 2030.
As the TRIP Program is the only existing City-operated program that aims to influence
employee commutes, it is an important lever to getting back on track. The 2024 City of
SLO Employee Commute Survey revealed that employees see financial incentives or
prize drawings as the most impactful action to encourage them to use alternative
transportation to get to work. The proposed TRIP update is responsive to employee
feedback.
Recommended Program Updates
Commuter Club
In the current program, employees are asked to provide a calendar noting the days they
used sustainable transportation along with their request for increased time off. There was
no specific format specified. The proposed TRIP update would require participating City
employees to track their trips using San Luis Obispo Council of Governments
(SLOCOG’s) Commuter Club program to qualify for the Increased Time Off incentive.
This will replace the previous requirement. The City requires certain businesses within
the City limits to establish a transportation plan and utilize the Commuter Club to track
commute patterns. Therefore, to lead by example, City employees who participate in
TRIP will be required to use the same program. Utilizing this program will provide
employees an easy and consistent way to track the frequency and method of alternative
transportation they are using. As an added benefit, the Commuter Club has its own
incentives, not provided by City, that employees will be able to take advantage of (e.g.
drawing prizes, finding a carpool match, reimbursement for emergency rides home, etc).
This program will also allow City representatives access to reporting capabilities such as
how many trips or miles are being saved each year which will help provide more accurate
numbers to Council when reporting on the City’s Climate Action Plan.
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Eligibility Expanded to Include Limited-Term, Contract Employees
Historically, the TRIP policy was only available to full- and part-time regular employees.
The recommended update to the program expands eligibility to limited-term, contract
employees1, which increases the number of employees eligible for the program and its
potential ability to reduce employee commute vehicle trips and reduce climate pollution .
Active Employment Required for Increased Time Off Incentive
The current program does not address proration for employees leaving employment prior
to the end of the program year and/or processing of the increased time off incentive. The
proposed update clarifies and documents past practice. For employees who participate
and submit the required documents to earn increased time off, the earned vacation hours
will be provided on the last paycheck in January following the program year. Employees
must still be actively employed by the City when hours are provided to their leave banks.
If an employee’s termination date is prior to the issuance of the last paycheck in January,
they will not receive the additional vacation hours.
Regional Use of Electric Vehicles Added as a Qualifying Mode of Sustainable
Transportation
In alignment with the City’s climate goals, the City would like to incentivize regional use
of fully electric vehicles (EV’s) to commute. Accordingly, the updated TRIP policy will
enable employees who live outside of the City of San Luis Obispo to log EV trips part of
the TRIP program. This qualifying mode of sustainable transportation is proposed to be
newly added as a pilot for one year, and after analyzing the data from employee trip logs,
will be re-evaluated. Use of hybrid vehicles will not be eligible, because a plug-in hybrid
could be driven exclusively in fuel-only mode, which does not meet the standard of
sustainable transportation. It is recommended that EV trips from within City of San Luis
Obispo limits not be eligible because employees living in City limits are able to walk, bike,
or use SLO Transit, without cost, to commute. Employees living outside the City limits
have fewer options for sustainable transportation .
Compressed Work Schedule Guidelines
Compressed work schedules allow employees to work the same number of hours in a
fewer number of days per pay period, thereby reducing the number of commutes between
home and work (e.g. working 4 x 10-hour days rather than 5 x 8-hour days). While related
to the goals of TRIP, employee work schedules have broader implications on
employment. Therefore, the detailed guidelines have been relocated to a separate
document and future updates to the guidelines will be approved by the City Manager. The
option for compressed work schedules is still briefly mentioned in the TRIP policy.
Delegation of Authority to City Manager
Since this is an employee-oriented program, it is recommended that the Council delegate
authority to the City Manager to make future administrative updates to the program,
including, but not limited to, changes to eligibility or qualifying modes of sustainable
1 Limited-term, contract employees are hired into positions that are needed for more than six months but
generally less than two years.
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transportation. Any changes to the programs that trigger the City's obligation to meet and
confer with represented employee groups will be satisfied prior to obtaining City Manager
approval.
CONCURRENCE
Human Resources staff consulted with the Office of Sustainability and the Mobility
Services Division when developing the update. They concur with the recommended
changes. In addition, staff fulfilled meet and confer obligations with all represe nted
employee groups over the proposed changes to the TRIP policy.
ENVIRONMENTAL REVIEW
The TRIP consists of an administrative program that encourages City employee use of
sustainable transportation. The continued application of TRIP and its proposed upd ates
are intended to result in benefits to the environment because of decreased commuter
trips by City employees, increased participation in carpooling, and use of EV ’s, for
example. Therefore, the proposed program is exempt from the California Environmental
Quality Act (CEQA) pursuant to State CEQA Guidelines Section 15061(3) because there
is no possibility that the actions anticipated to occur as a result of TRIP and its proposed
updates may have a significant effect on the environment, and the se activities are
covered by the common sense exemption that the California Environmental Quality Act
applies only to projects that have the potential for causing a significant effect on the
environment.
FISCAL IMPACT
Budgeted: No Budget Year: 2024-25
Funding Identified: N/A
There is no direct fiscal impact to this request. However, employees who receive the
increased time off incentive may choose to cash out their vacation time in accordance
with their applicable Memorandum of Understanding or Resolution. Therefore, there is a
potential indirect cost associated with the incentive. Over the last three program years,
an average of 61 employees qualified for the incentive and received vacation hours
valued at $35,377 per year, which was paid out of department staffing budgets. The
proposed updates to this program expand eligibility and add eligible modes of
transportation. Therefore, the indirect cost of the program may increase.
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Item 5c
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund $0 $0 $0 $0
State
Federal
Fees
Other:
Total $0 $0 $0 $0
ALTERNATIVES
Council could decide not to approve the updated program. This action is not
recommended by staff because the updates to this program support the City’s major city
goal of Climate Action, Open Space & Sustainable Transportation.
Council could request amendments to the program prior to the effective date. If
Council approves the TRIP pending Council amendments, those changes will be
incorporated into the policy prior to the January 1, 2025 effective date of the program,
with final approval delegated to the City Manager.
ATTACHMENTS
A - Draft Resolution Amending the Trip Reduction Incentive Program
B - Exhibit 1 - Draft TRIP Reduction Incentive Program
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R ______
RESOLUTION NO. _____ (2024 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, AMENDING THE TRIP REDUCTION INCENTIVE
PROGRAM
WHEREAS, the City of San Luis Obispo has offered a Trip Reduction Incentive
Program to City employees since 1997; and
WHEREAS, the City Council desires to continue making progress toward its
sustainability goals as stated in the City’s General Plan, Climate Action Plan, Lead by
Example Plan and Active Transportation Plan; and
WHEREAS, the Trip Reduction Incentive Program supports these goals; and
WHEREAS, the City Manager has oversight of all citywide operations, leads City
employees in accomplishing City Council objectives and ensuring the delivery of day-to-
day core responsibilities and public service.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis
Obispo as follows:
SECTION 1. The City Council hereby adopts the amended Trip Reduction
Incentive Program, effective January 1, 2025, attached hereto as Exhibit 1.
SECTION 2. The City Council hereby delegates authority to the City Manager to
make administrative changes to the Trip Reduction Incentive Program, including but not
limited to, changes to eligibility or the qualifying modes of sustainable transportation. Any
changes to the programs that trigger the City's obligation to meet and confer with
represented employee groups will be satisfied prior to obtaining City Manager approval.
Upon motion of Council Member ___________, seconded by Council Member
___________, and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this _____ day of _______________ 20 24.
___________________________
Mayor Erica A. Stewart
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Resolution No. _____ (2024 Series) Page 2
R ______
ATTEST:
______________________
Teresa Purrington
City Clerk
APPROVED AS TO FORM:
______________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the
City of San Luis Obispo, California, on ______________________.
___________________________
Teresa Purrington
City Clerk
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Exhibit 1
Revised 10/15/2024 Page 1 of 6
TRIP REDUCTION INCENTIVE
PROGRAM (TRIP)
Continued if needed
PURPOSE ................................................................................................................................. 2
INCREASED TIME OFF ............................................................................................................ 2
Eligibility ................................................................................................................................. 2
Incentive ................................................................................................................................. 2
Procedures ............................................................................................................................. 2
Definitions .............................................................................................................................. 3
GUARANTEED RIDE HOME ..................................................................................................... 4
Purpose .................................................................................................................................. 4
Eligibility ................................................................................................................................. 4
Procedures ............................................................................................................................. 4
Use of Vehicles ...................................................................................................................... 4
OTHER ACTIVITIES .................................................................................................................. 4
QUESTIONS?............................................................................................................................ 5
APPROVAL AUTHORITY ......................................................................................................... 6
Page 27 of 560
Exhibit 1
City of San Luis Obispo – TRIP Reduction Incentive Program (TRIP)
Revised 10/15/2024 Page 2 of 6
PURPOSE
The Trip Reduction Incentive Program (TRIP) is a voluntary program for the City’s workforce,
with the following objectives:
Support achievement of long-term goals of the General Plan, Active Transportation Plan,
and Climate Action Plan of reducing traffic levels, reducing greenhouse gas emissions,
and preserving the environment and the quality of life in San Luis Obispo.
“Lead by Example” by incentivizing sustainable transportation methods that could be
adopted by other public and private-sector employers to achieve similar results
throughout the community.
Encourage employees to use sustainable transportation to travel to and from work or
reduce the number of work trips, thereby incrementally reducing the use of motor
vehicles and associated climate pollution.
This program identifies a variety of potential benefits to City employees who use sustainable
transportation to travel to and from work.
INCREASED TIME OFF
Eligibility
All regular and limited-term contract City employees.
Incentive
Employees who use sustainable transportation to travel to and from work will be eligible for
increased time off as follows:
Employees who use alternative transportation at least one (1) day per work week
throughout a calendar year (average weekly use) will receive four (4) hours of additional
paid vacation.
Employees who use alternative transportation at least two (2) days per work week
throughout a calendar year (average weekly use) will receive eight (8) hours of
additional paid vacation.
Employees who use alternative transportation at least three (3) days per work week
throughout a calendar year (average weekly use) will receive twelve (12) hours of
additional paid vacation.
Employees who use alternative transportation at least four (4) days per work week
throughout a calendar year (average weekly use) will receive sixteen (16) hours of
additional paid vacation.
56-hour workweek employees will receive additional paid vacation time based on the
percentage of days they use alternative transportation.
Procedures
To participate in this program, interested employees must do the following:
Enroll in the Commuter Club via iRideshare.org.
Use sustainable transportation and log your trips on the iRideshare.org website
throughout the program year.
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Exhibit 1
City of San Luis Obispo – TRIP Reduction Incentive Program (TRIP)
Revised 10/15/2024 Page 3 of 6
By the end of the first pay period in January of each year, submit the certification form
linked below and attach a report from iRideshare.org showing the days sustainable
transportation was used during the program year. The supervisor will verify participation.
The Human Resources Department will notify Payroll of the employees who have earned
increased time off. Additional paid vacation hours will appear on the last paycheck in January. If
an employee begins work for the City part way through the program year, they will be eligible for
a prorated amount of paid vacation hours based on the number of full months they participated.
If an employee separates from City employment prior to issuance of the last paycheck in
January, they will not be eligible for any amount of increased time off. This program is designed
to provide the eligible employee vacation hours to be used starting in the calendar year
following program participation.
Certification Forms: TRIP Program: Increased Time Off Form
Definitions
Sustainable transportation: Riding the bus, riding a bicycle, walking, ridesharing
(vanpools or carpools), other forms of active transportation, regional electric
transportation and/or a combination of these modes of transportation.
Carpooling/vanpooling does not have to be with another City employee. Remote work
and compressed work schedules are not considered sustainable transportation for the
purpose of this policy.
Regional electric transportation: Driving a battery electric vehicle where the
commute’s origin point begins outside San Luis Obispo city limits. Hybrid and plug-in
hybrid vehicles are not considered regional electric transportation for the purpose of
this policy.
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Exhibit 1
City of San Luis Obispo – TRIP Reduction Incentive Program (TRIP)
Revised 10/15/2024 Page 4 of 6
GUARANTEED RIDE HOME
Purpose
In cases of personal emergencies or unplanned (but approved) changes in work schedules, City
employees who use sustainable transportation to travel to and from work will have access to a
guaranteed ride home through iRideshare.org, or may also use a City-owned passenger vehicle
to get home. This program is also available to members of carpools when designated drivers
must unexpectedly leave work and other pool members may find themselves without a ride.
This program is not available to employees who must leave work early to attend a scheduled
appointment or other planned engagement. The purpose is to provide peace of mind to
employees who use sustainable transportation that, if an emergency does occur while they are
at work, they will have available transportation to return home quickly.
Eligibility
All regular and contract City employees who use sustainable transportation are eligible to
participate.
Procedures
If an employee must leave work during normal business hours, or extend their workday
beyond normal business hours due to an unplanned but approved work schedule change,
the following steps should be taken:
1. The employee tells their supervisor that they need to leave work or work
beyond their regular schedule, and the reason. If needed, the employee may
request help with transportation.
2. The employee may use one of the following options:
a. Arrange for a ride-sharing service or public transportation.
b. Request a ride from another employee.
c. Use a City-owned passenger vehicle (More information below).
Use of Vehicles
City-owned passenger vehicles are normally available at each work site, but the employee is
responsible for checking their availability.
City-owned passenger vehicles available for this program shall be:
o Used only for trips to and from the employee’s home and work site and not for
personal use.
o Operated only by an employee with a valid California Driver’s License.
o Returned to City operation as soon as possible.
If employee is unable to promptly return the vehicle, the City may arrange for
the vehicle to be retrieved from employee’s home. Employee shall ensure
access and keys to the vehicle for this purpose.
Used in compliance with the City’s Vehicle Use Policy.
At no point shall an employee, while in the possession of a City vehicle pursuant to this
program, consume or be under the influence of alcohol, drugs, or medication not
prescribed by a medical professional.
OTHER ACTIVITIES
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Exhibit 1
City of San Luis Obispo – TRIP Reduction Incentive Program (TRIP)
Revised 10/15/2024 Page 5 of 6
In addition to the incentive portion of this program, the City encourages use of sustainable
transportation and reduction of work commute trips in the following ways:
Compressed Work Schedules:
o With supervisor approval and based on operational need, City employees may
work a compressed work schedule, such as a 09/80 or a 4/10, that reduces their
quantity of workdays per pay period, therefore reducing the number of trips taken
to and from work. Please refer to the Compressed Work Schedule guidelines for
more information.
Telework
o With supervisor approval, remote work from a location other than the employee’s
primary City work site may be available for certain positions. Please refer to the
Telework Policy for more information.
Free rides on City busses using a Downtown Access Pass. Contact the Transit division
at 805.781.7012 or slotransit@slocity.org for more information.
Bike parking at City work sites where feasible.
Commute programs and services through SLO Regional Rideshare, including:
o Vanpools
o Carpool Ride Match
o Guaranteed ride home
o Various other innovative transportation solutions
The City owns Hybrid and Electric Vehicles that City employees may use for City
business.
The City also encourages the personal purchase and use of Electric Vehicles (EV’s) by
City employees. Information about rebates and tax credits for electric vehicles is
available at https://ev.3ce.org/.
The City owns electric bicycles that City employees may use for City business.
For more information about these programs, visit www.rideshare.org
QUESTIONS
Contact the Human Resources office at 805.781.7250 or the Active Transportation Manager in
Public Works at 805.781.7590.
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Exhibit 1
City of San Luis Obispo – TRIP Reduction Incentive Program (TRIP)
Revised 10/15/2024 Page 6 of 6
APPROVAL AUTHORITY: The City Council has delegated authority to the City Manager for
administrative updates to this program.
Responsible Department(s): Human Resources and Administration
Approved By: City Council
Date Adopted: May 1997 (trail program), February 2002 (ongoing program)
Date Revised: October 15, 2024
For questions regarding this policy or to discuss a particular situation, please contact the Human
Resources Department at (805) 781-7250.
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