HomeMy WebLinkAbout04/11/1994, 5 - TROLLEY POLICY EXCEPTION REQUEST ����NII�@��IyIIIIII�IIIIIIVI�I MEETING T E
city of san pais oBIspo
COUNCIL AGENDA REPORT ITEM NUMBER:
FROM: Michael D. McCluskey, Director of Public Works "
Prepared by: Harry Watson, Transit Manager
SUBJECT: Trolley Policy Exception Request
CAO RECOMMENDATION: Reconfirm previous direction given on non City use of SLO
Transit vehicles.
DISCUSSION:
Background
On December 7, 1993, Council adopted Resolution Number 8246 establishing policy that:
1. San Luis Obispo Transit vehicles, including the trolley,
will only be used for SLO Transit routes and City of
San Luis Obispo activities.
2. That no San Luis Obispo Transit vehicles will be loaned, leased, or rented to
another city, firm, or individual.
3. That City of San Luis Obispo can make its transit vehicles, with operators,
available to support Regional Transit activities that benefit the City of San
Luis Obispo.
Current Status
The City has received requests from three organizations to use the trolley in their activities.
They are the La Fiesta Parade, the Train Centennial,the Christmas Parade. The Christmas
Parade request was,not necessary, as the BIA is the sponsoring agency and thus the parade
is a City activity. La Fiesta and the Train Centennial are not City sponsored events.
All of the Mass Transportation Committee's reasons for recommending disapproval of such
requests still apply. Briefly they are:
Loss of a back up vehicle.
Inappropriate use of taxpayer's dollars.
Insurance issues.
Drivers qualifications
Staff time to coordinate special events use.
City competing with private charter providers.
Inappropriate City role.
These issues are discussed in more detail as a part of the original agenda item discussing
this issue(Attachment A). The problem presented before the Council tonight i.e. requests
for exceptions, was the reason for requesting Council direction originally.
Without firm action by the Council additional requests for exceptions to the Council can be
expected. As a result, staff recommends continuation of the Council's existing policy.
FISCAL IMPACT:
By adhering to existing policy there will be no fiscal impact to either the transit fund or the
general fund. The cost to provide service to either of the two events requesting exception
to policy is $50.00/hour for bus use and drivers. Should Council wish to approve
alternatives to its existing policy, the two organizations should be charged this fee for the
service or if the Council wishes to subsidize the functions, a transfer of general fund reserves
should be authorized by Council as TDA and Section 9 FTA funding prohibit funding for
non-public events and the current budget does not contain funding for such events.
ALTERNATIVES:
Alternative #1. Permission could be granted to La Fiesta and the Train Centennial
Celebration. Direction can be given staff to secure the service and operators from our
service contractor which would address the insurance and maintenance issues. Payment for
services would need to be received before the event takes place.
Transit must retain primary use of the vehicles so if our back up vehicles should be out of
service, we would take precedence over the special event service.
Alternative #2. This alternative is in essence the same as No. 1 only the City would agree
to subsidize the event by transferring general fund reserves to the transit fund to offset
additional City costs.
Both alternatives require adoption of a new Resolution, rescinding Resolution # 8246 and
adopting new policy on use of trolley and/or buses by private agencies. The wording of the
.resolution will change based upon which alternative might be chosen.
CONCURRENCE:
The Risk Manager concurs with the viability of the above alternatives with an appropriate
letter of conditions to be signed by our service provider.
Attachment: Dec 7, 1993 Council Agenda Report.
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Attachment A
SII I MEETING DATE:
41111112#011174A
1�A city of san_Luis oBispo Dec. 7, 1993
COUNCIL AGENDA REPORT ITEM NUMBER:
FROM: Michael D. McCluskey, Public Works Director
Harry Watson, Transit Manager
SUBJECT: Council Direction on Nyon-City use of SLID Transit Vehicles
CAO RECOMMENDATION:
Adopt a resolution establishing a policy that San Luis Obispo Transit vehicles, including the
trolley, will only be used for SLO Transit routes and City activities.
DISCUSSION:
At the September 7, 1993 Council meeting, Council.turned down a request by Morro Bay for use
of the City's back-up trolley for their Harbor Festival, and directed staff to returnMth a proposed
formal policy for consideration.
Staff receives numerous requests to supply SLO Transit service and/or vehicles, in particular the
trolley, to private citizens, companies, organizations, and other municipal governments for various
activities. Private citizens want to use the vehicles in support of parties and weddings, while
corporations and companies want to use them for company outings, real estate tours, and sales
promotions. Organizations want to use them in fund raising and multi-location activities, and
municipalities want their use for festivals and celebrations in their local communities.
Staff routinely answers all such requests for such service negatively in that insurance and proper
training of operators are issues that cannot be easily addressed. Rather than continue such dentals.
on an ad-hoc basis, staff sought direction from the Mass Transportation Committee in order to
formulated policy for Council adoption. The Mass Transportation Committee (MTC) discussed the
issue of loaning the trolley and buses at their August 1993 meeting and recommend a policy be
developed denying such requests for the following reasons:
1: The primary use of our second trolley must be to back up our primary trolley and it must be
available at all times. Likewise, back-up buses must also be available.
2. Loaning or renting of buses and trolleys for non-City sponsored.activities is an inappropriate
use of.the taxpayer's dollars.
3. Outside use of transit vehicles raises several responsibility issues, among which are:
a) who is responsible for any required repairs?;
b) who is responsible for any damage incurred?; and
c) who is responsible for servicing the vehicle?
4. The trolley would not be covered by the existing service providers insurance policy if it were
being operated by a third party.
5. Who checks out the drivers to verify they are qualified to operate the vehicles? (Do they
have necessary licenses, experience and medical certificates to operate the equipment?)
A city of San LUIS OBISp0
COUNCIL AGENDA REPORT
6. Staff time would be required to book reservations and monitor compliance of rules. This ma,
require some overtime work since primary requests have been on weekends. Vehicles would
need to be inspected prior to each check out and upon return.
7. The neat logical step of any short term loan or rental agreements would be long term and
Ions; distance requests for charters of transit vehicles for social and field trips.
S. The City should not compete with the private charter business, as it is an inappropriate role
for a City to play.
9. Current federal regulations disallow federally-funded(entire fleet except back-up trolley)from
being used as charier vehicles. .
The MTC felt that any one of these objections was adequate basis for their recommendation.
Staff was unable to Lind any City that operates a trolley as part of their transit system and also rents
or leases its trolley equipment out. Cities with trolleys that were contacted include Chula Vista, San
Diego, San Francisco, Bell Gardens, and Beverly Hills, California; San Antonio, Texas; and Golden,
Colorado.
The City currently contracts the operation of our transit vehicles which also includes all maintenance,
insurance and accident repairs. if non-contractor individuals were allowed to operate our flee
vehicles, problems could arise in enforcing the terms of our contract due to disputes on who was
responsible for any damage or maintenance deficiencies.
If SLO Transit doesn't provide this service, who can? Regional Transit (CCAT) has provided
charter service for one special event; "Earth Fair" at Chorro Park. CCAT does not provide weekend
service except for one San Simeon/SLO Saturday route, so their fleet is available. Additionally,
Silverado Tours, and San Simeon Stages both provide charter bus service. The restaurant Loco
Ranchero has a double decker bus available for special events. No other private trolley services are
available locally, however trolleys can be chartered from San Francisco Cable Car Company (Morro
Bay rented one recently).
FISCAL IMPACT:
There will be no fiscal impact, either positive or negative, with the adoption of the recommended
policy. 1N'o funds in the current budget are anticipated either as income or expenses related to
outside services.
CONCURRENCE:
Both the City Attorney and the Risk Manager agree that City Transit vehicles should not be loaned,
rented or chartered due to potential conflicts with our service contract.
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RESOLUTION N0. 8246 (1993 SERIES)
A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF
SAN LUIS OBISPO ADOPTING A POLICY FOR
SLO TRANSIT VEHICLE USE
WHEREAS, a policy for SLO Transit vehicle use needs to be
developed.
NOW, THEREFORE, BE IT RESOLVED, the City Council of the City
of San Luis Obispo sets the following policy for SLO Transit
vehicle use.
1. San Luis Obispo Transit vehicles, including the trolley, will
only be used for SLO Transit routes and City of San Luis
Obispo activities.
2. That no San Luis Obispo Transit vehicles will be loaned,
leased, or rented to another city, firm, or individual.
3 . The City of San Luis Obispo can make its transit vehicles,
with operators, available to support Regional Transit
activities that benefit the City of San Luis Obispo.
Upon motion of Settle , seconded by Romero
and on the following roll call vote:
AYES: Council Members Settle, Romero, Rappa, Roalman, and Mayor Pinard
NOES: None
ABSENT: None
the foregoing resolution was adopted this 7th day of December ,
1993 .
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Mayor eg Pinard
ATTEST:
64
i e Gla well, ity Clerk
R-8246 J
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Resolution No. 8246 (1993 Series)
APPROVED:
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MEETING AGENDA
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990 Palm Street/Post Office Box 8100 • San Luis Obispo, CA 93403-8100
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FROM: Council Member Dave Romero
SUBJECT: USE OF THE TROLLEY
As you are aware, a once in a lifetime (in the history of the a City) is coming up in the form
of a Centennial Railroad Celebration, May 5th through 7th. The four day celebration will
include band concerts, living museum,jubilee ball, model steam engine exhibit, antique car
show, hot-air balloons, a carousel and the highlight being the arrival of the famous Coast
Line train, 'The Daylight". In short, a wonderful event for the City.
I propose that the City of San Luis Obispo co-sponsor the celebration, thus permitting free
use of one of our trolleys to facilitate in the transport of the expected large crowds on
Saturday, May 7th between the various events and the Railroad Station.
The expected expense to the transit budget would be small and the Transit Manager feels
that no budget action would be necessary to accommodate the request.
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The City of San Luis Obispo is committed to include the disabled in all of its services, programs and activities.
Telecommunications Device for the Deaf(805)781-7410. 1