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HomeMy WebLinkAbout05/06/1997, 5 - CONCEPTUAL APPROVAL OF A VOLUNTARY TRIP REDUCTION INCENTIVE PROGRAM (TRIP) FOR THE CITY'S WORK FORCE. council j aGEnaa uEpont ,,_Nmb. s. CITY OF SAN LUIS OBISPO FROM: Ann Slate,Personnel Director0""" Terry Sanville,Principal Transportation Planner t 5 SUBJECT: Conceptual approval of a voluntary Trip Reduction Incentive Program(TRIP)for the City's work force. CAO RECOMMENDATION The City Council should: 1. Grant conceptual approval to the eight-point program recommended by the Trip Reduction Committee. 2. Direct staff to prepare administrative guidelines and related performance monitoring features for the recommended activities. 3. Establish an 18-month trial period and direct staff to return with a report on the program's impacts with recommendations for modifications as needed. REPORT IN BRIEF The adopted Circulation Element stipulates that the City will aggressively pursue a trip reduction program for its work force with the goal of achieving an average vehicle ridership (AVR) of 1.70. Since October, 1996, a "Trip Reduction Committee" made up of employees from various City departments, representatives from Personnel and Administration, and a Department Head representative have been worlang on this and have developed an eight point program. (See: Exhibit A). With concpetual approval of TRIP, staff can move forward to develop necessary guidelines and monitoring activities and return to Council in 18 months with a status report. Implementing the program will cost an estimated $10,000 depending upon the level of employee participation and the City's success in obtaining some grant funding. DISCUSSION The City's Circulation Element, adopted in November of 1994, calls for the implementation of voluntary trip reduction programs for employers throughout San Luis Obispo. The City Council, at that time, wanted the City, as an employer, to be a model for other employers and to encourage voluntary trip reduction efforts through out the community. Toward that end, the Council established a target AVR of 1.7. This was higher than the 1.5 AVR the Air Pollution Control District (APCD) had attempted to implement locally beginning in the early 1990's. In May of 1995 Rule 901 was enacted which mandated a 1.5 AVR In October of 1995 the rule was repealed which served to prohibit cities or other public agencies from establishing mandatory employer based trip reduction programs. The APCD continues to pursue voluntary trip reduction programs with the larger employers throughout the county, e.g. Cal Poly, County, and PG&E/Diablo Canyon. S Council Agenda Report - Trip Reduction Incentive Program Page 2 Therefore, from the beginning the Trip Reduction Committee determined that the recommended program for the City's work force needed to be a volun program. Also,the committee wanted to steer clear of "meet and confer' labor relations issues that might come into play if employee participation was required. This particular program can be seen as a trial to determine the effectiveness of voluntary programs for government and office-type employers and can provide valuable information to City and other public agency staff on how to go about pursuing community-wide trip reduction goals. Also, this program will demonstrate the City's commitment to this type of transportation management activity—something that is needed if the City expects other agencies and businesses to voluntarily participate. The following provides a brief summary of how the committee went about its work. • Forming the Committee: Committee agendas and meeting schedules were organized by the Personnel Department while Public Works transportation staff provided technical support. The committee met seven times to review materials prepared by technical staff evaluate alternatives, and decide on a course of action. The committee included the following people: Wendy George,Administration All Sylvain,Personnel Bob Bishop,Community Devel. Pete Hubbard,Police Christine Comejo,Engineering Viv Dilts,Fire Robin Perrin,Recreation John Moss,Utilities Larry Tolson, Corporation Yard Terry Sanville,Public Works • Determining Base Line AVR: All regular City employees (approximately 325 people) were given a questionnaire that asked them to describe how they traveled to work during the preceding week. Over 85% of the employees returned the questionnaire. APCD staff helped calculate the baseline AVR for the City's work force at about 1.45. (It should be noted that the City is very close to achieving the AVR suggested by the APCD of 1.5.) This means that a significant number of employees are already involved in the trip reduction activities that are currently available, namely alternative work schedules and free transit passes in exchange for the City employee parking permits. Participation levels are still short of the City's goal of achieving an AVR of 1.70. APCD staff calculated that it will require a reduction of about 29 work trips a day to fully satisfy this goal. • Determining Employee Interest in Trip Reduction Activities: The committee reasoned that since this trip reduction program is a voluntary program, only those activities that would be of interest to employees could be expected to enjoy a reasonable level of employee participation. A second questionnaire was sent out to City employees that identified sixteen trip reduction activities and asked them to note whether they were "interested", "somewhat interested" or"not interested" in each activity. The outcome of this survey is presented in Exhibit B. The committee also talked with a focus group of six employees who live in the south county to better understand the opportunities and limits for ridesharing. One outcome of this meeting was the committee's recommendation that a low-cost guaranteed ride home program be Council Agenda Report -Trip Reduction Incentive Program Page 3 established that would reduce the employee's fear of getting stuck at work without transportation home. • Evaluating Options and Developing Recommendations: Each member of the trip reduction committee was then asked to evaluate each of the sixteen candidate activities using the following criteria: Hard Costs Ease of Implementation Employee Interest Level Trip Reduction Benefits Perceived Management Support Ability to Monitor Based on open and spirited discussion of all of the ideas, their pros and cons (including their budget impact and perceived acceptability to management), the committee identified eight primary program ideas. These ideas were produced in table form by the transportation planner, reviewed by the committee on March 17'", distributed to committee members for a final critique. They are presented in their final form in Exhibit A. More Work To Be Done Before Implementation Beeins Staff recommends that the City Council provide conceptual approval to the program at this time. More work is needed to assess the program's impact on work force operations. Before any of the activities are implemented, staff further recommends that administrative guidelines and related performance monitoring features for the recommended activities be developed. In particular, two activities warrant further evaluation and the development of clear administrative guidelines: The Selective Work-At-Home Program (Activity 1) will require further evaluation to determine eligible positions that are conducive to telecommuting, performance characteristics of eligible employees, and appropriate management safeguards for supervisors. Experience from other employers who have supported telecommuting programs have shown that for telecommuting to be successful it takes the right job, the right person, and the right supervisor. Criteria for determining what is the right job and who is the right person and the right supervisor will be established as well as guidelines outlining eligibility and a monitoring process. The trip reduction committee recommends that the City start slowly with a limited one-day-a- week program for a few employees. If, after the 18-month trial period, the experience is found to be successful and productive for both management and employees, the City could consider expanding the program. Obviously, at any time, during the 18 month trial, should the experience prove detrimental to productivity or customer service, the program will be scaled back and/or eliminated. Compressed Work Schedules (Activity 2) have already been implemented in many City departments. Approximately, 66% of City's non-safety employees are on alternative work schedules, most notably the 9-80, 9 hours a day over a two week period with one work day off every other week(usually a Friday or Monday). To realize further trip reduction benefits from this approach, a closer look will be given to those positions that are currently on the traditional work .5--3 Council Agenda Report -Trip Reduction Incentive Program Page 4 schedule of eight hours a day, five days a week, to see if additional positions can be added to the 9-80 pool. Currently, the Finance, Recreation and Administration Departments have not implemented alternative work schedules. Department heads and appointed officials also are not on compressed work weeks. Whereas the City has had many years of experience with the 9-80, to a much lesser extent there have been some situations where the 4-10 schedule has been utilized (four days a week, ten hour work days). Concern has been expressed by management that a proliferation of 4-10 schedules could severely impact productivity. This is based in part on the experience of other large employers, namely Cal Trans,who have noted that regular ten hour work days are too demanding on many employees and productivity suffers. Therefore, increased utilization of compressed work schedules as a tripreduction activity should include only very limited use of 4-10 scheduling. The two activities described above received the highest level of interest from City employees and therefore could be expected to encourage a reasonable level of employee participation. Other activities recommended for implementation include: • Cash incentive of$100 or an additional day-off for using alternative transportation two days a week through the year with increases to$200 or 2 days off for using alternative transportation four days a week • . Expansion of the wellness program to include increased benefits for wellness participants who use wellness activities to reduce work trips(e.g. walking, bicycling, etc.). • Guaranteed rides home for employees who use alternative transportation to get to work (i.e. carpool,transit,bicycle)in cases of emergency or other unplanned circumstances. • Additional bike lockers. • Adjusted work schedules that allow employees to take the bus, carpool, or use alternative transportation to get to work • Publicity and monitoring of trip reduction efforts, although not specifically a trip reduction activity, needs to be on-going to sustain interest in the program and to evaluate its success. These activities when added to our current trip reduction efforts should enable the City to achieve its goal of 1.7 AVR as required in the Circulation Element. Reporting Back to the City Council The Trip Reduction Committee recommends that this program be implemented for an 18-month trial period. At the end of this period, staff will formally assess program impacts on work trips (i.e. recalculate the AVR)and staff operations and will submit a report to the City Council. Underscoring all trip reduction activities is the goal of maintaining and improving public service and workforce productivity at the same time that trip reduction goals are being pursued. It at any time during the 18 .5-4 Council Agenda Report-Trip Reduction Incentive Program Page 5 month trial period, these particular activities create significant problems with implementation or negative impacts on productivity or public service, staff will return with recommendations for modification to the City Council and seek further direction. The City's program is designed to encourage even greater participation by other employers while continuing ing to significantly reduce City employees' daily use of their vehicles in getting to work- Increased orkIncreased efforts as recommended should enable the City to reach its goal of 1.7 AVR CONCURRENCES At their April and meeting, the Department Heads reviewed this program, granted it conceptual approval.. They agreed that clear administrative guidelines need to be established and that CAO oversight is necessary to ensure that there is consistency in application of the various activities and that productivity and customer service are not compromised. FISCAL EWPACT Since this is a voluntary program, it is difficult to estimate what the direct "hard" costs will be since staff does not know at this time what the level of participation will be. However, based upon the survey response, cost estimates have been developed. Of the eight activities recommended, only three may have direct "hard" costs to the City and include: additional time- off/cash bonus program ($3#100); expanded wellness program ($3,500); and bicycle locker purchase($3,500 for two years). On April 1°, the City Council approved a grant application that, if approved by the Air Pollution Control District, would pay for the full cost of bike locker installations for City employee use ($7,000). Since its submittal, staff has learned that APCD has received 19 other grant applications. Staff will keep the Council apprised of the status of this grant application. Public Works staff estimates that about $10,000 should be sufficient to support the first year cost of the program, with actual costs depending on the level of employee participation and the City's success in receiving grant funding. Funding for this program should be appropriated as part of the upcoming financial planning process for FY97-99. ALTERNATIVES The City Council may decide to: 1. Eliminate one or more dements of the recommended program. 2. Expand the program to include new dements. 3. Require that certain activities be returned to the City Council for further consideration once administrative guidelines have been prepared. Council Agenda Report Trip Reduction Incentive Program Page 6 4. Continue consideration of the program pending_ further evaluation by staff and/or the trip- reduction ripreduction committee. 5. Reevaluate the desirability of voluntary :trip reduction prog_ rams and initiate appropriate amendments to the Circulation Element. Attachments Exhibit A Trip Reduction Incentive Program (TRIP) Committee Recommendations (March 1997) Exhibit B: Trip.Reduction Survey Response(by worksite and combined) ti EXHIBIT nen d i0 .L a d n o v •o ai N U O y X .> > 0 cdN L U O U U O co L y Lau O o c N U ca � O. 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N L C V O t O Y y Y y O O O Q O U 2 _C_ w Q 5d ta d `o ° o ° o H o d o m a as ` o ?= s ° " a = a•= n e m m oa 0 3 3 E y `o o -0 > o D CG S E 0 ��r Q a7 •U as 02 p m c 00 .E 3 e r y 3 m m 3 cc a F a `* 3 E -S ,S-9 EXHIBIT "B" Trip Reduction Ideas Survey Response (Work Sites=City Hall,955 Morro,Corporation Yard,Rec,Parking) (Total Response= 119) Number of Responses Activity Description Interested Somewhat Not Total Score Interested Interested The City enabled you to work a compressed work schedule 89 8 17 1.63 such as (check appropriate blank) _33_9-80 plan, _52_4-10 plan, Other. At the total discretion of management, you were allowed to 64 24 27 1.32 work at home one day a week. Your supervisor let you work a flexible schedule that allowed 51 27 35 1.14 you to take the bus, carpool or use other types of alternative transportation. Specific rewards and recognition was provided based on the 43 36 36 1.06 number of days employees did not drive to work (e.g. time off from work,gift certificate,etc.) The City allowed for wellness program credits to any employee 46 25 40 1.05 that participates in alternative transportation that has personal health benefits—e.g.walking,bicycling. The City allowed "standby" vehicles to be used as car pool 42 23 49 0.94' vehicles from various parts of the county. The City would provide a pool car to use for mid-day errands 34 32 47 0.88 to those who carpool or vanpool or use transit to get to work. You retained your City parking permit but received a City or 36 27 51 0.87 Regional Bus pass with unlimited use if you agreed to leave your car at home 3 or more days a week. The City helped you make arrangements for setting up a carpool that would be convenient for you (be flexible enough to meet 33 35 51 0.85 your changing daily/weekly schedules)and provided you with a guaranteed ride home if you missed your ride or for emergencies. You were allowed to show up for work 15 minutes later and/or 38 18 58 0.82 leave 15 minutes earlier if you walked or rode a bike to work or to allow you to meet bus schedules. The City Joined Ride-On Transportation Management Association and provide some funding for employees to use its 23 40 49 0.78 services—an example would be paying for van pool services, maybe in cooperation with the County. You were allowed to wear casual clothes to work on the days 24 21 65 0.63 that you walked or rode a bike. The City helped you buy a bicycle and/or a bike helmet or 30 10 74 0.61 other accessories if you rode your bike to work. You turned in your parking permit and got a $40 per month "transportation allowance"instead. 30 20 76 0.58.. ... The City provide more bice lockers close to your work site. 24 12 78 0.53 The City reimbursed you for walking shoes so you could walk to work. 18 9 85 0.40. Score=(#"interested"responses x 2)+(#"somewhat interested"responses x 1)/#total responses per item 5-/D Trip Reduction Ideas Survey Response (Work Site= Fire Stations) (Total Response= 10) Number of Responses Activity Description Interested Somewhat Not Total Score Interested Interested Specific rewards and recognition was provided based on the number of days employees did not drive to work(e.g. time off 7 1 1 1.66 from work,gift certificate,etc.) The City allowed for wellness program credits to any employee that participates in alternative transportation that has personal 6 1 1 1.63 health benefits—e.g.walking,bicycling. The City helped you buy a bicycle and/or a bike helmet or other accessories if you rode your bike to work. 6 0 3 1.33 The City provide more bike lockers close to your work site. 6 1 3 1.30 At the total discretion of management, you were allowed to 4 1 2 129 work at home one day a week. The City reimbursed you for walking shoes so you could walk 5 1 3 1.22 to work. Your supervisor let you work a flexible schedule that allowed 5 0 4 1.11 you to take the bus, carpool or use other types of alternative transportation. You were allowed to show up for work 15 minutes later and/or 4 0 4 1.0 leave 15 minutes earlier if you walked or rode a bike to work or to allow you to meet bus schedules. You were allowed to wear casual clothes to work on the days 3 2 3 1.0 that you walked or rode a bike. The City enabled you to work a compressed work schedule 3 1 3 1.0' such as(check appropriate blank) _9-80 plan,_2_4-10 plan, Other: The City would provide a pool car to use for mid-day errands 1 2 4 0.57 to those who carpool or vanpool or use transit to get to work. The City helped you make arrangements for setting up a carpool 1 1 5 0.43 that would be convenient for you (be flexible enough to meet your changing daily/weekly schedules)and provided you with a guaranteed ride home if you missed your ride or for emergencies. The City Joined Ride-On Transportation Management 1 1 5 0:43 Association and provide some funding for employees to use its services—an example would be paying for van pool services, maybe in cooperation with the County. You retained your City parking permit but received a City or 0 1 6 0:14 Regional Bus pass with unlimited use if you agreed to leave your car at home 3 or more days a week. You turned in your parking permit and got a S40 per month 0 1 6 0.14 "transportation allowance"instead. The City allowed "standby" vehicles to be used as car pool 0 0 7 0.0 vehicles from various parts of the county. Score=(#"interested"responses x 2)+(#"somewhat interested"responses x 1)/#total responses per item Trip Reduction Ideas Survey Response (Work Site=Police Department) _ (Total Response=66) Number of Responses Activity Description Interested Somewhat Not Total Score Interested Interested The City enabled you to work a compressed work schedule such as (check appropriate blank) _4_ 9-80 plan, _13_ 4-10 plan, Other: 33 3 35 1.13 At the total discretion of management, you were allowed to work at home one day a week. 28 6 26 1.03 Specific rewards and recognition was provided based on the number of days employees did not drive to work(e.g. time off 18 22 23 0.92 from work,gift certificate,etc.) The City helped you make arrangements for setting up a carpool that would be convenient for you (be flexible enough to meet 14 23 28 0.78 your changing daily/weekly schedules)and provided you with a guaranteed ride home if you missed your ride or for emergencies. The City Joined Ride-On Transportation Management Association and provide some funding for employees to use its 7 11 48 0.68 services—an example would be paying for van pool services, maybe in cooperation with the County. Your supervisor let you work a flexible schedule that allowed you to take the bus, carpool or use other types of alternative 15 14 36 0.68 transportation. The City allowed for wellness program credits to any employee that participates in alternative transportation that has personal 19 10 32 0.62 health benefits—e.g.walking,bicycling. The City allowed "standby" vehicles to be used s car pool vehicles from various parts of the county. 11 16 34 0.62 You were allowed to show up for work 15 minutes later and/or leave 15 minutes earlier if you walked or rode a bike to work 13 7 42 0.53 or to allow you to meet bus schedules. You turned in your parking permit and got a $40 per month 10 3 47 0.38 "transportation allowance"instead. You were allowed to wear casual clothes to work on the days 9 4 47 0.37 that you walked or rode a bike. The City helped you buy a bicycle and/or a bike helmet or 8 6 47 0.36 other accessories if you rode your bike to work. The City would provide a pool car to use for mid-day errands 6 5 50 029 to those who carpool or vanpool or use transit to get to work. The City provide more bike lockers close to your work site. 4 8 48 027 You retained your City parking permit but received a City or 4 6 54 0.22 Regional Bus pass with unlimited use if you agreed to leave your car at home 3 or more days a week. The City reimbursed you for walking shoes so you could walk 5 3 55 0.21 to work. Score=(#"interested"responses x 2)+(#"somewhat interested"responses x 1)/#total responses per item