HomeMy WebLinkAboutItem 4.11Commute Alternative Program
CITY CLERK
File # DO[Z][QJ-rn~
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: October 17,2006
SUBJECT:
Commute Alternative Program
Report Prepared by: Julie E. Carter, Assistant City Manager
A TT ACHMENTS: 1. Resolution Establishing An Employee Commute Alternative
Program
2. 511 Regional Rideshare Pamphlet
3. Alameda County Congestion Management Agency Pamphlet
on the Guaranteed Ride Home Program
RECOMMENDATIW: # Adopt Resolution.
FINANCIAL ST A ~ENT: The adopted Fiscal Year 2006-2007 Budget provides $5,000 to
support a Commute Alternative Program. Monies expended will
depend on actual employee participation.
DESCRIPTION: During the City's wage, health and welfare benefits discussions in 2005, City
Employees made a request to the City Manager that the City Council look into providing a Commute
Alternative Program to City Employees. To address the employee request, the City Manager authorized a
five member Employee Committee to examine various commuting programs.
The first task of the Employee Committee was the completion of an Employee Transportation Survey,
coordinated directly with 511 Regional Rideshare Program. The electronic survey was used to obtain a
better understanding of how City Employee currently commute to the worksite. . The survey was used to
develop effective strategies to encourage the use of commute alternatives. In addition to the Employee
Transportation Survey, the Employee Committee conducted an alternative transportation survey of Bay
Area municipal agencies, obtained information from the Bay Area Air Quality Management District, the
Alameda County Congestion Management Agency.
To accommodate the diverse needs of City employees as identified by the Transportation Survey the
Employee Committee recommended three (3) no/low cost programs to the City Manager for
consideration:
1. Distribute commute alternative information to employees on a regular basis;
2. Participate in a Guaranteed Ride Home;
3. Monthly Cash Incentive
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ITEM NO. Ill-
F:\Councij Reports\Communiting Agenda Statement) .doc
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The City's overall goal is to reduce the drive-alone rate and increase the use of commute alternatives.
Additionally, by participating in these programs, City Employees will help ease traffic congestion,
improve air quality in the Bay Area, and possibly achieve shorter, less stressful commutes.
Several of the recommended programs can be offered at no/low cost to the City. These no/low cost
recommendations include:
1. Distribute commute alternative information to employees on a regular basis
There are a number of commuter resources in the Bay Area that employees may not be aware of. New
information and reminders will be provided to employees on a quarterly basis regarding existing
programs. For example, the 511 Regional Rideshare Program (Attachment 2) provides up-to-the
minute information on driving times, traffic conditions, public transit routes, fares, rideshare matching
within the Bay Area, bicycling information and more.
Benefit:
Provides an opportunity to remind employees about commute alternatives and available
commuter resources on a regular basis.
Cost:
None
2. Guaranteed Ride Home
The Alameda County Congestion Management Agency (CMA) operates a Guaranteed Ride Home
Program (Attachment 3) for employers in the County with 100 or more employees. The Guaranteed
Ride Home Program provides a free ride home via taxi or rental car for employees who rideshare, take
public transit, bike or walk to work and need a ride due to an emergency. A qualified emergency
includes events such as illness or severe crisis suffered by the employee or immediate family,
unscheduled overtime, ridesharing vehicle breaks down or the driver has to unexpectedly leave early.
Once the employer is registered with the program, any regular full or part-time employees can sign-up
with the CMA to receive this benefit. Once registered, the employee will receive a voucher good for
one emergency ride home and can receive up to 6 vouchers per year. A detailed description of this
program is provided in the Alameda County CMA Guaranteed Ride Home pamphlet attached
(Attachment 3).
Benefit:
Twenty-one percent of City Employees who responded to the Transportation Survey
indicated that one of the reasons they don't currently use a commute alternative is
because they worry that they may not be able to get home in an emergency. The City's
Commute Program would motivate employees to leave their cars at home by providing
them with a guarantee that they will not be stranded in an emergency.
Cost:
None
3. Commute Alternative Cash Incentive
Employees who use acceptable commute alternatives such as walking, biking, public transit, carpool,
vanpool or combination thereof will be paid a $2.00 per day cash incentive. To be eligible for the
payment, employees must use a commute alternative at least four (4) times during the month with a
:lOOs
maximum of 22 days ($44.00) per month. Eligibility for carpooling is 2.5 miles from the work site,
with another person and they need not be a City of Dublin Employee.
Benefit:
Cost:
According to the City's Transportation Survey, providing a financial incentive was one
of the factors that will get employees out of their drive-alone commutes. This
recommendation also rewards those employees for taking their vehicles off congested
roadways and improves Bay Area air quality. There are many other types of financial
incentives (transit passes or subsidies), however the Employee Committee recognized
that this recommended program was more effective because it rewards all types of
commute alternatives, not just those who take public transit. In response to the
Transportation Survey questions that asked which commute alternative City Employees
would be most willing to try, 23% indicated public transit, compared to 66%
identifying carpool/vanpool as a primary choice.
The cost of this program would depend on the employees' level of participation. Based
on the Transportation Survey the annual estimated cost of this recommended program
is $5,000. The City's Administrative Services Department has created a form for
employees to complete on a monthly basis to receive taxable payment on the second
payroll of the month following their active participation.
RECOMMENDATION
It is recommended that the City Council adopt the Resolution establishing an employee commute
alternative program as outlined above. With City Council approval, it is anticipated the Commute
Alternative Program will begin November I, 2006.
~~
loft
RESOLUTION NO. - 2006
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
*********
ESTABLISHING AN EMPLOYEE COMMUTE ALTERNATIVE PROGRAM
WHEREAS, Dublin City Employees requested through the City Manager that the Dublin City
Council consider providing an Employee Commute Alternative Program; and
WHEREAS, The Dublin City Manager authorized an Employee Committee to make
recommendations for the provision of such a program; and
WHEREAS, the recommendations of the Employee Committee included no and low cost
alternative commuter incentives that will help ease traffic congestion, improve air quality in the Bay Area
and possibly achieve shorter, less stressful commutes; and
WHEREAS, there are no established program regarding alternative commuting for Dublin City
Employees and the City Council desires to formally provide for such a practice.
NOW, THEREFORE, BE IT RESOLVED that the Dublin City Council supports the programs as
recommended by the City Manager and Employee Committee that include distributing commute
alternative information to City Employees on a quarterly basis, participation in the Alameda County
Congestion Management Agency Guaranteed Ride Home Program, and a $2.00 per day commute
alternative cash incentive; and
BE IT FURTHER RESOLVED that the Dublin City Council encourages all City Employees to
register with the 511 Regional Rideshare Program through www.511.org.
PASSED, APPROVED AND ADOPTED this 1 ih day of October, 2006.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
'-/-./1 I01171o~
Attachment 1
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@_511RIDESHARE
. .
On the phone. 511 On the web. 511.org On your way.
Why Rideshare Is Good for Business
Boost Your Employee Benefits-At No Cost!
With the cost of employee benefits rising, wouldn't it be nice to add a valuable benefit that your
employees will enjoy-at no cost to you? You can, with a free commute program.
Commuter services at your work site can help boost morale, relieve commuter stress, and put
more money in your employees' pockets (in tax savings and driving costs). Employees who
carpool or vanpool to work can enjoy free trips over Bay Area Bridges and a faster ride home
via 322 miles of carpool lanes. They may also be eligible for county incentives-from free transit
tickets to a free ride home in case of an emergency.
Jump into a Larger Talent Pool!
Are you losing employees because of a tough commute? A commute program can help you
keep the smart, productive employees you have-and expand your recruiting area for new hires.
A work site easily accessible by an array of commute options is an attractive feature to a job
candidate facing multiple offers.
Create a Commute-Friendly Workplace!
Employees who carpool, vanpool, take public transit, bike or walk to work typically arrive on
time and work more efficiently than other employees. When employees share rides, they gain
time-time to read, time to finish email on the ride home, time to relax. They also get a reliable
commute and save money better spent on family vacations than on gas and tolls. It's one more
way to help employees improve their work/life balance, while improving the bottom line.
Keep That Talent!
Every day, employees are leaving jobs they once enjoyed in favor of employment closer to home
and a shorter commute. Your employees-including the most valuable, experienced members of
your team-are typically spending more time getting to and from work due to higher housing
costs and business growth. Let 511 RIDESHARE put together a no-hassle, free program that just
might make the commute a relaxing part of your employees' day!
Build a Better Bay Area!
Imagine prompt deliveries, never being late for another client meeting, and employees who
arrive on time-or even early! Reducing the strain of traffic congestion in the Bay Area takes the
combined effort of government, employers and individuals. Whether you have ten employees
or ten thousand, join the hundreds of other Bay Area employers who have become part of the
solution. Reap the benefits for your business and your employees.
A TT ACHMENT 2
70 Washington Street, Sl
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@~ 511 RIDESHARE
. .
On the phone. 511 On the web. 511.org On your way.
Commute Program Design and Implementation
511 RIDESHARE's team of professional transportation experts is ready to work with you to create and
implement a custom commute program with:
)) employee surveys and maps that identify commute patterns;
)) online ridematching;
)) an analysis of commute options and opportunities near your work site;
)) on-site promotional events and ongoing employee communications.
Our team can build a commute program that meets the unique needs of your business and is in sync
with your corporate culture. As your business needs change, we will keep your program on track.
Custom Commute Plans for Your Employees
Carpool. Vanpool. Train. Telework. Bus. Bike. Walk. Depending on where your employees live, their work
schedules and job responsibilities, and the range of choices available near your work site, nearly every
employee can explore an alternative to driving alone to work. Our team will work with your employees
(on the phone, via Web and email, or at your work site) to identify the range of choices that can work for
their own unique commutes.
Commuter Choice Tax Benefit Programs
Federal tax law allows commuters to receive subsidies or set aside money from their paycheck,
tax-free, to pay for public transportation (bus, BART, train, ferry). vanpool fares and commuter parking.
This money is free from payroll taxes-saving you cash while your employees save on their commute.
You may start the program yourself through a simple payroll adjustment, or use a third-party provider
or payroll company. A big benefit is that these programs are easy to set up-and exempt from the
usual restrictions and reporting requirements of other IRS pre-tax programs.
Let Us Help You Move!
Whether you are moving a single department across town or bringing your whole company to a new
Bay Area location, 511 RIDESHARE can help relocating employees plot their new commutes. Through
on-site visits and the identification of commute options and area transit operators, our transportation
experts will create a customized commuter-relocation program that will help provide a worry-free
transition for you and your employees.
Want More?
A free ride home in an emergency? Gas coupons? Free transit tickets? Free lunchtime taxi service?
These are just a few of the special county incentives offered by Bay Area counties to commuters.
Call 511-say rideshare and ask for your Employer Services Representative to learn more about all
the free services available to you. Become a commute-friendly workplace and be one of the best!
Call 511 or go to 511.org and click RIDES HARE for more information about Employer Services.
511 RIDES HARE is funded by grants from the Federal Highway Administration. U.S. Department ofTransportation. the Metropolitan
Transportation Commission, the Bay Area Air Quality Management District and county congestion management agencies.
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ALAIIEDA eou.1fT ellA
(oc'bO{
HOME
A Program for Alameda County
Employers and Employees
EMPLOYER GUIDE
,.HE PROGRA"
The Alameda County Congestion Management Agency (CMA) is operating a Guaranteed
Ride Home program for employers in the County with 100 or more employees. The
Guaranteed Ride Home Program provides a free ride hame for employees who rideshare,
ride the bus or train, take the ferry, bike or walk to work and need a ride due to an
emergency.
EYer~one Benefits
Everyone benefits from the Alameda County CMA Guaranteed Ride Home program:
. It is free to the employer and the employee.
. It motivates employees to leave their cars at home by providing them
with a guarantee that they will not be stranded in an emergency.
. It is an extra incentive to those who already rides hare, ride transit,
bicycle or walk to work to continue doing so.
ATTACHMENT 3
Sponsored by the Alameda County Congestion Management Agency with funds from
,,. .....'S. EASY ~
n bq
- I D"
HOW THE PROGRA" WORKS
. Complete an employer registration
form.
To participate in the program, employers
must register as an employer participant by
completing the enclosed registration form.
Please send or fax your completed employer
registration information to:
All you need to do is:
. Appoint an employer contact person to
help coordinate information distribution,
program promotion, follow-up
with employee participants and to
assist with an annual program
evaluation.
Alameda County CMA
Guaranteed Ride Home Program
c/o Nelson\Nygaard
833 Market Street, Suite 900
San Francisco, CA 94103
Fax (415) 284-1554
. Contracting with transportation
service providers.
Eligible employees must be permanent (full-
time or part-time) employees, live within 100
miles of their worksite, and must pre-register
as a participant in the program. Employee
registration forms are available in the
employee brochure or by calling the Alameda
County CMA Guaranteed Ride Home Hotline
number, (510) 433-0320, or by visiting
www.grh.accma.ca.gov.
The Alameda County C"A will be
responsible 'or:
. Enrolling employers and employee
participants in the program.
. Providing materials to promote the
program.
The program affords some flexibility for an
unregistered employee in the event of an
emergency. In special circumstances, an
eligible employee may require an "instant
enrollment." The employee may request an
"instant" voucher from his or her employer
contact person if the employer chooses to
make this option available to employees.
Before a voucher can be issued, however,
the employee must FAX a completed
program registration form and a signed
liability waiver to the Guarnateed Ride Home
Program Administrator.
. Administering the program.
. Paying for the service.
. Conducting a program evaluation
and tracking program usage.
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Employee Rides Home
An employee participant may use a
guaranteed ride home if the:
. Employee or an immediate family
member suffers from an illness or
severe crisis.
. Employee must work unscheduled
overtime (Supervisor authorization is
required).
. Employee's ridesharing vehicle breaks
down or the dirver has to stay late/
leave early.
and
. Employee has walked, bicycled,
carpooled, van pooled or taken the
ferry, bus or train on the day the
Guaranteed Ride Home voucher is
used. Motorcycles and airplane travel
are not considered alternative modes.
,.he Guaranteed Ride Home
program is to be used 'or
unexpected emergencies.
The program may not be used for:
. Personal errands
. Pre-planned medical appointments
. Business related travel
. Anticipated overtime or working
overtime without a supervisor's request
. In place of an ambulance
. Non-emergency side trips on the way
home
Emergency-related stops on the way home are
permissible.
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Directions
'or Getting a Ride Home
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When an employee registers for the Guaranteed
Ride Home program, he/she will receive:
. a voucher good for one emergency ride
home,
. a list of participating service providers,
and
. a follow-up questionnaire about the
quality of the service.
To get a guaranteed ride home, employees are
instructed to follow these steps:
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Call the appropriate transportation
provider (taxi or rental car company)
for your area from the list of service
providers you received with your voucher
to arrange a ride. Tell the dispatcher you
are an Alameda County CMA Guaranteed
Ride Home Program participant and
this is a Guaranteed Ride Home call.
Response times may vary.
Fill out the employee section of the
voucher. Give the voucher to the taxi
driver or rental car representative
at the beginning of the ride.
At the end of the ride, ask the driver to
fill out his/her portion of the voucher
(for taxis only).
Sign your section of the voucher, keep
the pink copy and give the other two
copies to the taxi driver or rental car
representative.
The employee participant is responsible
for tipping the driver, or paying for gas
in the rental car. A 10-15% percent tip
is the rule of thumb.
Within seven (7) days, fill out the
follow-up questionnaire and mail or
fax it and your copy of the ride voucher
to the Program Administrator (address
and fax number is shown on all brochures).
.Limitations On Program Use
The employee participant may use the
Guaranteed Ride Home program on an as
needed basis up to six times per year.
However, use of this service may not exceed a
maximum of two times in one calendar month.
"0 Receiye a lIew Voucher
In order to receive another voucher, the
employee participant must complete a brief
questionnaire about the service within seven
(7) days of the program's use. The pink copy
of the voucher and a completed questionnaire
should be sent or faxed to:
Alameda County CMA
Guaranteed Ride Home Program
c/o Nelson\Nygaard
833 Market Street, Suite 900
San Francisco, CA 94103
Fax (415) 284-1554
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Vouchers Are Mon-"ransferable 0
Vouchers are assigned to specific employees
and are non-transferable. If an employee
is found falsifying information related to the
reason for using the Guaranteed Fide Home
Program, the commute mode taken on the day
of the program's use, or otherwise abusing the
program, the employee will be charged for the
ride and will be prohibited from using the pro-
gram for one year. In addition, the employer's
contact person for this program will be
notified of this incident.
Guaranteed Ride Home Hotline
The Guaranteed Ride Home program adminis-
trator will be happy to answer any questions
you may have. To request additional informa-
tion or brochures, please call the:
Alameda County CMA Guaranteed Ride
Home Hotline Number
(51 0) 433-0320
Website: www.grh.accma.ca.gov
Email: info@grh.accma.ca.gov
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