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Staff Report PREPARED BY: MATT MORLEY Director of Parks and Public Works Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832 www.losgatosca.gov TOWN OF LOS GATOS COUNCIL AGENDA REPORT MEETING DATE: 08/01/2017 ITEM NO: 14 DATE: JULY 18, 2017 TO: MAYOR AND TOWN COUNCIL FROM: LAUREL PREVETTI, TOWN MANAGER SUBJECT: AUTHORIZE THE TOWN MANAGER TO ENTER INTO A REVENUE AGREEMENT WITH THE COUNTY OF SANTA CLARA IN THE AMOUNT OF $17,000 FOR A SENIOR TRANSPORTATION PILOT PROGRAM RECOMMENDATION: Authorize the Town Manager to enter into a revenue agreement (Attachment 1) with the County of Santa Clara in the amount of $17,000 for a Senior Transportation Pilot Program. BACKGROUND: Earlier this year, Santa Clara County Supervisors Simitian and Wasserman proposed a Senior Transportation Pilot at a total cost of $250,000 to serve unmet needs for the senior population in the communities of Los Gatos, Monte Sereno, Saratoga, Campbell, and Cupertino (collectively considered the West Valley). The proposal was included in the County’s Fiscal Year 2017/18 budget, providing $84,000 for the purpose of the pilot. The Valley Transportation Authority (VTA) indicated that it would also budget $84,000 for this purpose, and the remaining $82,000 cost would be split amongst the West Valley cities. The Los Gatos share is $17,000 and this amount has been budgeted in the Town’s adopted Operating Budget for Fiscal Year 2017/18. DISCUSSION: The County of Santa Clara Social Services Agency (County) is taking the lead in advancing the program. The County is acting as the fiscal agent for the West Valley cities and VTA. In addition, the County will oversee the program. PAGE 2 OF 4 SUBJECT: AUTHORIZE THE TOWN MANAGER TO ENTER INTO A REVENUE AGREEMENT WITH THE COUNTY OF SANTA CLARA IN THE AMOUNT OF $17,000 FOR A SENIOR TRANSPORTATION PILOT PROGRAM JULY 18, 2017 S:\COUNCIL REPORTS\2017\08-01-17\Senior Transportation Pilot Agreement\Staff Report Final.docx 7/27/2017 11:08 AM SH DISCUSSION (cont’d): As the fiscal agent, the County prepared agreements with two non-profit organizations, West Valley Community Services of Santa Clara County, Inc. and Saratoga Area Senior Coordinating Council, to provide the transportation services during the pilot period (see Exhibit A to Attachment 1). The Service Agreement is identical for both non -profits and each organization would receive up to $125,000 to provide the services. These agreements are for a twelve- month term and include performance metrics reportable during the pilot program to assist with evaluation of program effectiveness. A detailed scope of services is included in the agreements with the non-profits in Exhibit A. The transportation service is a “curb-to-curb” ride service intended for persons over the age of 55 years who are ambulatory, reside in one of the West Valley cities, and are not in a medical emergency at the time of the ride. Subsidized rides are up to 90% of the ride cost based on income levels. Rides will be provided through several methods, including paid and volunteer drivers for the non-profits. The rides must originate and terminate within the defined service area, which is similar to the combined limits of the West Valley cities. Assistance will be provided for planning of connections to regional transportation options, if needed. Rides will be available by reservation from 36 hours to five weeks prior to the ride time. It is anticipated that the Saratoga Area Senior Coordinating Council would serve Saratoga, Monte Sereno, and Los Gatos. West Valley Community Services would serve Campbell and Cupertino. The scope indicates that services will be provided regardless which entity is contacted for a ride. The County has authorized the non-profits to start preparing to provide service even though the revenue agreement is not yet executed. To secure funding from the participating agencies, the County is entering into a revenue agreement (Attachment 1) with each of the West Valley cities. A separate agreement is in preparation with the Valley Transportation Authority (VTA). The proposed revenue agreement with the County is the only agreement the Town needs to enter into for the pilot. The agreement spells out contributions from the West Valley cities, including the Town’s share of $17,000. The contribution from the West Valley cities is in proportion to the number of seniors in each jurisdiction. A summary of the contribution of each jurisdiction is provided in Attachment 1. To ensure a thorough assessment of the program, the agreements with the non-profits require significant tracking and reporting of performance metrics (see scope of services within PAGE 3 OF 4 SUBJECT: AUTHORIZE THE TOWN MANAGER TO ENTER INTO A REVENUE AGREEMENT WITH THE COUNTY OF SANTA CLARA IN THE AMOUNT OF $17,000 FOR A SENIOR TRANSPORTATION PILOT PROGRAM JULY 18, 2017 S:\COUNCIL REPORTS\2017\08-01-17\Senior Transportation Pilot Agreement\Staff Report Final.docx 7/27/2017 11:08 AM SH DISCUSSION (cont’d): Exhibit A). These metrics will allow the Town to identify local residents being served, subsidies, ride frequency, and several other important measurements. Staff presented the pilot program to the Transportation and Parking Commission at their July 13, 2017 meeting. The Commission was supportive of the pilot, with the understanding that there may be challenges with the ongoing viability of the program giving competing funding needs at the local level. Discussion also occurred on the challenge associated with local jurisdictions contributing in a role that could be seen as the responsibility of the VTA. The Commission also reviewed the metrics and emphasized the importance of those metrics in making recommendations on the future for any ongoing operation of the program. Of particular importance are metrics on user demographics, subsidized versus unsubsidized trips, and program costs. CONCLUSION AND NEXT STEPS: Staff recommends participating in the one year pilot and entering into the revenue agreement as a means towards a proof of concept, with clear understanding that the Town will not be in a position to carry on funding for a future ongoing program if the pilot is successful. Staff recommends that any ongoing program funding source come from VTA funds, including possible Measure B funds, and that the VTA serve as the future lead agency. With implementation of the pilot program, the Town’s Transportation and Mobility Manager will track the associated metrics and provide input on the program. Staff will provide an update to Council following the first six months of the program. COORDINATION: This project has been coordinated with the Finance Department and the County of Santa Clara Social Services Agency. FISCAL IMPACT: $17,000 for this pilot are available in the FY 2017/18 Non-Departmental Program adopted budget. If the Council approves this item, the funds will be expended for th e pilot. PAGE 4 OF 4 SUBJECT: AUTHORIZE THE TOWN MANAGER TO ENTER INTO A REVENUE AGREEMENT WITH THE COUNTY OF SANTA CLARA IN THE AMOUNT OF $17,000 FOR A SENIOR TRANSPORTATION PILOT PROGRAM JULY 18, 2017 S:\COUNCIL REPORTS\2017\08-01-17\Senior Transportation Pilot Agreement\Staff Report Final.docx 7/27/2017 11:08 AM SH ENVIRONMENTAL ASSESSMENT: This is not a project defined under CEQA, and no further action is required. Attachment: 1. Revenue Agreement for the Senior Transportation Pilot Program.