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Home My WebLink About8.6 Sr Center Ride Match Svc~~~ \ -~ 1~~ '\~:~/ CITY CLERK File # 0 2^Q~- l^~ AGENDA STATEMENT CITY COUNCIL MEETING DATE: June 16, 2009 SUBJECT: Senior Center Ride Match Service Report prepared by Paul McCreary, Assistant Director of Parks and Community Services ATTACHMENTS: None RECOMMENDATION: Receive report and direct Staff to implement the proposed Ride Match (,~ ~ program rJ`~ ' ~- FINANCIAL STATEMENT: None DESCRIPTION: One of the Fiscal Year 2008-2009 City Council high priority objectives (identified by the Senior Center Advisory Committee and assigned to the Parks and Community Services Department) is to develop a Volunteer Carpool Program to provide transportation to the Dublin Senior Center. The intent is to provide an alternate transportation method for seniors from their homes or public transit hubs, to the Senior Center and back. In March 2009, Staff presented a conceptual volunteer carpool program to the Senior Center Advisory Committee. The plan was to recruit, screen, train and schedule volunteer drivers to provide rides to and from the Senior Center. As part of the screening it was proposed to obtain and monitor driver DMV records, obtain fingerprints for a Department of Justice background check, require personal automobile liability insurance, and, provide training on best practices for defensive driving, vehicle maintenance and pre-trip vehicle inspections. Staff noted the program must be implemented in a manner that the liability for any accident or injury would be the responsibility of the volunteer driver and their insurance, not the City of Dublin. Overall the Advisory Committee liked the conceptual program. The Committee Members discussed their desire to ensure the safety of drivers and riders. However there was a concern that all of the steps necessary to become a volunteer driver would probably deter most volunteers from going through the screening process. The Advisory Committee took no formal action on the plan. Instead, Staff was asked ------------------------------------------------------------------------------------------------------------- COPY TO: Senior Center Advisory Committee Page 1 of 3 ITEM NO. G:\CO[JNCIL\P.genda Statements\2009\6-16 Senior Ride Match Service.doc to determine if there was a middle ground or compromise that could be made to reduce "red tape", while still ensuring the safety of riders. Staff reviewed the conceptual program with the City Attorney's Office and the City's Risk Manager from the Association of Bay Area Governments (ABAG). The City Attorney's Office determined that making the drivers volunteers for the City would make the City potentially liable for any accidents that might occur. Based on the recommendation from the City Attorney's Office, Staff has developed a draft plan for a "Ride Match" service which is outlined below. This program is based on the successful "Ride Share" program coordinated by the Metropolitan Transportation Commission for commuters. It would facilitate carpooling among Senior Center patrons who either want to be drivers and/or riders. Drivers would not be City of Dublin volunteers, similar to the drivers who transport participants in the Senior Center Trail Trekkers program. PROPOSED PROGRAM PLAN In order to facilitate carpooling to the Senior Center, Staff would maintain a list of interested drivers and riders. The information would be stored in a database and plotted on a map using Google Maps, making it easier to visually find drivers and riders with similar transportation needs. The maps would be accessible via the Internet by Staff and by riders and drivers that have completed a registration form with the City. Once a potential ride-share match is found, the rider(s) and driver would be responsible for working out their own arrangements for the carpool. Rider and Driver Registration In order to gain access to the rider/driver map and contact information, individuals would need to complete a registration form. The form would ask for basic contact information and carpooling preferences including: ^ First and Last Name ^ Home Address or Street Name ^ Preferred Method of Contact: Email Address or Phone Number ^ Carpool Preference: Ride, Drive or Both ^ Schedule: Day(s), Arrival and Departure Times, Schedule Flexibility ^ Special Needs: Non-Smoking, Mobility Issues, Car Size, etc. The registration form would also list the following "terms of use" for the Ride Match service and require a participant signature: ^ Participants agree to receive phone calls and/or e-mail messages from other Dublin Senior Center Ride Match Service users. ^ Participants understand they will receive periodic a-mail messages from the Senior Center requesting that they review and update contact information, and that such review will be required for continued participation in the service. ^ Participants understand that the Senior Center Ride Match Service only provides information that will enable them to form or join a carpool. ^ Participants understand that personal information will remain confidential and will only be used for ridesharing purposes. ^ The Ride Match Service provides referral services; it does not certify the character of ridesharing participants. Participants will be advised to screen referrals to their personal satisfaction. Additionally, in consideration of being permitted to participate in the Ride Match service, participants would be required to sign a release and waiver of liability for the City. Page 2 of 3 Ride Match and Carpool Tips Staff would prepare a handout for riders and drivers to provide tips for establishing and maintaining successful carpools. In order to help avoid carpooling with unsafe drivers and/or people who may make someone feel uncomfortable, participants would be advised to get to know each other before starting to carpool by meeting in a neutral public place or talking on the phone and discussing driving safety. Other key questions to discuss could include: ^ How often will the carpool happen? ^ Who does the driving and on what days? ^ Does the driver(s) have full insurance coverage? ^ Where and when will the carpool meet? Carpoolers can pick each other up at home, or meet at a mutually-convenient location. The handout would suggest that participants request contact information for personal references, and make sure to exchange emergency contact and any necessary medical information prior to starting the carpool. Carpoolers should also establish "rules of the road" on items such as food and beverage, smoking, cell phone use, etc. The City would make no specific recommendations about cost sharing, but instead encourage carpoolers to decide about cost sharing up front to ensure all members of the carpool agree on the financial details before starting. IMPLEMENTATION If the proposed plan is approved by the City Council, Staff anticipates implementing the service by the end of July. The administrative costs of the program are minimal and are included in the Fiscal Year 2008-2009 current service level budget. The ride matching data and maps would be maintained by the Senior Center Volunteer Coordinator. The service would be promoted in the newsletter, quarterly activity guide, www.dublinseniorcenter.com, and at City facilities. Staff would target driver recruitment with participants in existing classes. Additionally with well over 100 older adults at "The Groves" without personal transportation, Staff would try to facilitate use of the service by the management of that complex, which is trying to expand transportation options to the Senior Center. RECOMMENDATION: Staff recommends the City Council receive the report and direct Staff to implement the proposed Ride Match program. Page 3 of 3