HomeMy WebLinkAbout5D - Local Laker Link Summer Circulator Service__ ._
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~ ~ ~' ~ ~`'~ 4646 Dakota Street S.E.
v \ x f Prior Lake, MN 55372-1714
~~ CITY COUNCIL AGENDA REPORT
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MEETING DATE: MAY 4, 2008
AGENDA #: 5 D
PREPARED BY: JANE KANSIER, BUILDING AND TRANSPORTATION SERVICES DIR
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE MAYOR
AND CITY MANAGER TO ENTER INTO AN AGREEMENT WITH SCOTT
COUNTY FOR THE OPERATION OF THE LOCAL LAKER LINK SUMMER
CIRCULATOR SERVICE.
DISCUSSION: Introduction
The purpose of this agenda item is to request City Council approval of an
agreement with Scott County Transit Services for the operation of the summer
circulator service. The staff recommends approval of this agreement, which is
the same as last year's, with the exception of dates, some minor stops and
costs.
History
Over the last several years, the City has progressed from dial-a-ride services
to a local circulator route during the summer months. In 2005, we further
improved the route by adding a second bus that allowed us to split the route
into a "north" and "south" loop around the lake.
The purpose of the circulator is to provide residents a means to get to summer
school, work, appointments and various summer activities. In 2008, the
summer circulator served 2,168 riders over two months, largely used by
students traveling to summer school at Prior Lake High School and the middle
schools. Through a contract with Scott County Transit, we provided two buses
that operated Monday through Friday from 6:30am to 4pm, stopping
repeatedly at 28 different locations throughout the community. We also
operated a free shuttle to Valley Fair and the Workforce Center to serve
students, workers and the public. Providing the Local Laker Link circulator and
shuttle is a good way to provide transit services desired by the community and
is consistent with the 2030 Vision and Strategic Plan.
Current Circumstances
We are not proposing any major changes to the circulator and shuttle routes
for the summer of 2009. Some minor tweaks to the route to provide better
service may be necessary.
The 2008 service is summarized below:
Dates of O eration: June 1-Au ust 31, 2009
Hours of O eration: Monda -Frida , 6:30 am to 4:00 m
Bus Stops: More than 28 stops, including Village Market, Sand Point
Beach, Hidden Oaks Middle School, Prior Lake High School,
Su erTar et, Downtown Prior Lake, and Lakefront Park
Fares: $1 each ride for the circulator bus
FREE shuttle service
Punch cards will also be available.
www. cityofpriorlake. com
Phone ~52.447.98Q~ .~. °Eax.~52.447.42~#5~ : ,
The various bus stops to pickup and drop off riders were established based on
a variety of factors including:
1) data from previous years;
2) summer school class schedules at the middle schools and Prior Lake High
School;
3) the location of popular summer destination points such as Lakefront
Park/Watzl's Beach and Sand Point Beach;
4) targeted places of employment; and
5) shopping and dining locations.
ISSUES: .Staff has worked with Scott County Transit, the School District, Valley Fair and
various residents to develop the proposed route, which we believe meets the
needs of as many riders as possible. Scott County Transit has the capital
equipment and expertise to operate the service and therefore, as in previous
years, is recommended. The attached agreement outlines the responsibilities
of both the City and the County to put the service into place.
FINANCIAL The service is highly subsidized by the City's transit operating budget. In 2008,
IMPACT: we recouped $1,960 in fares to offset the cost of the service, which was
$38,046. This is a service the City is able to provide because of the funding
the City receives from the Metropolitan Council as an opt-out provider of transit
services. This funding is the only revenue source for the transit operating
budget. Because the City receives funding specifically for transit (and other
than property taxes) to provide the service, past Councils have supported
keeping the fare at $1.00 each way in order for the service to remain an
affordable choice for residents.
In 2009, Scott County will bill the City based on actual costs for wages, fuel,
and vehicle maintenance costs, estimated to be $13,217.00 per month.
Because fuel prices can fluctuate so much in the course of the summer, we will
also be charged a fuel surcharge. This charge will only be activated if the total
costs of fuel exceed $3,000 per month. Adequate funds have been budgeted
in the transit operating budget.
ALTERNATIVES: The Council has the following alternatives:
1) Adopt a resolution authorizing the Mayor and City Manager to enter into an
agreement with Scott County for the operation of the Local Laker Link
summer circulator service for 2009.
2) Deny the resolution and provide staff with direction.
RECOMMENDED A motion and second adopting a resolution authorizing the Mayor and City
MOTION: Manager to enter into an agreement with Scott County for the operation of the
Local Laker Link summer circulator service.
Reviewed by:
Frank Boyles`C~ty~llanager
,;®~ PRIU~,:
~ ~4', 4646 Dakota Street S.E.
u ~' ;' Prior Lake, MN 55372-1714
RESOLUTION 09-xx
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A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO ENTER INTO AN
AGREEMENT WITH SCOTT COUNTY FOR THE OPERATION OF THE LOCAL LAKER LINK
SUMMER CIRCULATOR SERVICE.
Motion By: Second By:
WHEREAS, The City Council recognizes the need for providing additional transit service during the
summer months; and
WHEREAS, The City Council supports efforts to implement improved services that meet an
identified community need; and
WHEREAS, The Local Laker Link summer circulator service is consistent with the goals of the City's
2030 Vision and Strategic Plan in promoting community identity and the small town feel
of Prior Lake, as well as improving the community's transit options; and
WHEREAS, The Scott County Transportation Division has the capital equipment and expertise to
provide the Local Laker Link service.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. The Mayor and City Manager are hereby authorized to enter into an Agreement with Scott County
for transit services for the period of June 1,.2009 through August 31, 2009.
3. Funds for this service shall be directed from the Transit operating budget as follows:
o Transit Services Account # 603-49804-437
PASSED AND ADOPTED THIS 4T" DAY OF MAY, 2009.
YES
NO
Hau en Hau en
Hedber Hedber
Erickson Erickson
LeMair LeMair
Millar Millar
Frank Boyles, City Manager
~vww, crtyofpriorlake.com
Phone 952.447.9800 /Fax 952.447.4245
COUNTY OF SCOTT
Agreement for Transportation Services
(City of Prior Lake)
THIS AGREEMENT, is entered into this 1 day of June, 2009 by and between the County of Scott,
Minnesota, through the Transit Department of the Public Works Division, Government Center 300, 200
Fourth Avenue West, Shakopee, Minnesota 55379-1220, (hereinafter referred to as the "County,") and
the City of Prior Lake, Minnesota, a municipal corporation located at 4646 Dakota Street SE, Prior Lake,
Minnesota, 55372 (hereinafter referred to as "City').
NOW THEREFORE, in consideration of the mutual undertakings and agreement contained herein, the
County and City hereby agree as follows:
1. Purpose of Agreement:
The County, through the Scott County Public Works Division, has the facilities and personnel
available to provide transit services through the operation of circulator and shuttle bus service to
specified individuals; and the City desires to make use of the transit services available from the Scott
County Public Works Division to provide circulator and shuttle bus service during the peak season
between June and August.
2. Scope of Services:
2.1 The County shall provide circulator and shuttle bus transportation services to qualified individuals
who reside within the City.
2.2 For the purposes of this Agreement, circulator bus transportation services is a fixed route service
for Prior Lake residents and their guests that will take riders anywhere on the fixed route or
shuttle services within the City of Prior Lake and to Southbridge, the Work Force Center, and
Valley Fair, all located in Shakopee Minnesota.
2.3 Presently the County provides Dial-a-Ride service to County and City residents. During the
period between June and August ridership historically has increased. This Agreement sets out
the terms, conditions and consideration under which Scott County will add additional capacity to
its present services during said peak period.
2.3.1 The County shall operate reservation and dispatching services within the normal
parameters of its existing operation and shall provide additional services for Prior Lake
residents and their guests during the June through August peak period.
2.3.2 Dispatchers shall inform customers of available services and assist them by giving them
information of routes and schedules.
2.3.3 The County shall provide transportation services consisting of three buses operating two
circulators and one shuttle to Southbridge, Valley Fair and the Work Force Center. The
service shall operate from June 1, 2009 to August 31, 2009 (inclusive), Monday through
Friday.
2.3.4 The County will designate three vehicles dedicated to providing both circulator and
shuttle services for the City. The dedicated vehicles will be safe, reliable and cost-
efficient. The County will also be responsible for insuring the vehicle, and the dispatchers
and the driver(s) are considered County employees.
2.3.5 The County will provide the necessary training to the dispatcher and driver positions
assigned to this project.
2.3.6 The receptionist position will handle customer service issues and will be the direct
contact for the City for this purpose. Any serious issues will be directed to the
Transportation Manager of Scott County Transit and the Building and Transportation
Services for the City. All intake procedures will be written, assigned and managed by
both a City representative, aScott County representative, and the person chosen for the
temporary receptionist position.
2.4 The City will provide and distribute the necessary brochures, advertising, and promotional
material for the service. The information distributed will include but will not be limited to: pricing,
hours of service, phone numbers, scheduling information, service expectations, customer service
expectations, coupon redemption, transfer information, fare card information, etc.
2.5 The City will allow customers to ride on the shuttle service without monetary compensation.
TERM OF AGREEMENT
This Agreement shall be effective June 1, 2009, and shall remain in effect until August 31, 2009,
or until all obligations set forth in this Agreement have been satisfactorily fulfilled or unless earlier
terminated by either party, with or without cause, upon fourteen (14) days' written notice to City or
the authorized agent of the County.
4. CONSIDERATION AND TERMS OF PAYMENT
Consideration for all services performed by County pursuant to this Agreement shall be paid by
City as follows:
For the Agreement year starting June 1, 2009, within ten days following the conclusion of each
month, the County shall report to the City the following information: total rides scheduled, rides
denied, rides canceled after scheduling, rides "no-showed" by customer, rides missed by the
County, and rides completed. For rides completed, the report shall show fares collected by fare
category (single /multiple city; cash /transfer /pass). In addition, the County shall provide origin-
designation information for all rides completed, and daily vehicle hours and mileage.
Within thirty days from the receipt of such report in a form acceptable to the City, City shall pay to
the County for actual costs directly related to this service at an estimated $13.217.00 aer month.
minus the amount of cash fares collected, per month, for the months of June, July, and August.
Additional incidental expenses incurred by the project will be invoiced at the end of the
Agreement. This estimate is based on fuel expenses not to exceed $3,000.00 per month per
Exhibit A. Any fuel cost over and above $3,000.00 per month will be billed at cost.
See Exhibit A for a breakdown of estimated monthly expenses and Exhibit B for a list of the fares
to be collected on behalf of the City.
AUTHORIZED AGENTS
The parties hereby appoint the following authorized agents for the purpose of administration of
this Agreement:
Troy Beam, Scott County Transit
Scott County Public Works
828 1St Avenue E
Shakopee, Minnesota 55379
(952) 496-8277
Jane Kansier, Bldg. & Transportation Services
City of Prior Lake
4646 Dakota Street SE
Prior Lake, MN 55372
952-447-9812
6.
10
For other purposes County's agents are:
Program:
Lezlie Vermillion
Scott County Public Works
600 Country Trail East
Jordan, MN 55352
(952) 496-8062
COUNTY AND STATE AUDIT
Billing:
Gary Bruggenthies
Scott County Public Works
600 Country Trail East
Jordan, MN 55352
(952) 496-8335
Pursuant to Minn. Stat. Section 16C.05, Subd. 5, the books, records, documents, and accounting
procedures and practices of the County and City pursuant to this Agreement shall be subject to
examination by the County, City and the State Auditor. Complete and accurate records of the
work performed pursuant to this Agreement shall be kept by the County and City for a minimum
of six (6) years following termination of this agreement for such auditing purposes. The retention
period shall be automatically extended during the course of any administrative or judicial action
involving the County of Scott or the City of Prior Lake regarding matters to which the records are
relevant. The retention period shall be automatically extended until the administrative or judicial
action is finally completed or until the authorized agent of the County and City notifies each party
in writing that the records need no longer be kept.
INDEMNITY
The County and City mutually agree to defend, indemnify, and hold harmless each other and their
respective officers, board members, and employees for claims of any kind (including attorney
fees and costs) that may arise in connection with the performance of this subsidy agreement,
except for the portion of a claim that is caused by the negligence or intentional conduct of the
other party. Nothing herein shall be construed as a waiver of the provisions of Minnesota Statutes
Chapter 466.
DATA PRACTICES
The City and County agree to abide by the provisions of the Minnesota Government Data
Practices Act, Minn. Stat. Ch. 13, as amended, and Minn. Rules promulgated pursuant to Ch. 13.
ONTROLLING LAW
The laws of the State of Minnesota shall govern all questions and interpretations concerning the
validity and construction of this agreement and the legal relations between the herein parties and
performance under it. The appropriate venue and jurisdiction for any litigation hereunder will be
those courts located with the County of Scott, State of Minnesota. Litigation, however, in the
federal courts involving the herein parties will be in the appropriate federal court within the State
of Minnesota. If any provision of this contract is held invalid, illegal or unenforceable, the
remaining provisions will not be affected.
SUCCESSORS AND ASSIGNS
This agreement shall not be assignable without prior written consent of the City.
11. CHANGES
The parties agree that no change or modification to this Agreement, or any attachments hereto,
shall have any force or effect unless the change is reduced to writing, dated, and made part of
this Agreement. The execution of the change shall be authorized and signed in the same manner
as for this Agreement.
12. EQUAL EMPLOYMENT AND AMERICANS WITH DISABILITIES
Please make sure Kelly speaks with Joe Schmitt about this paragraph. This paragraph seems to have
been lifted from something else because it appears backwards. First, I would think that the City would
want to make certain that the County complies with EEOC and ADA provisions; the County is providing
the equipment and drivers. Second, it would be the City and not the County that would withhold payment.
I believe this provision needs to be rewritten, based on what Joe says or deleted.
In connection with the work under this Agreement, the City agrees to comply with the applicable
provisions of state and federal equal employment opportunity and nondiscrimination statutes and
regulations. In addition, upon entering into this Agreement, the City certifies that it has been
made fully aware of Scott County's Equal Employment Opportunity and Americans with
Disabilities Act Policy, attached hereto and incorporated herein as Exhibit "C" through both oral
and written communications, that it supports this policy and that it will conduct its own
employment practices in accordance therewith. Failure on the part of the City to conduct its own
employment practices in accordance with County Policy may result in the withholding of all or part
of regular payments by the County due under this Agreement unless or until City complies with
the County Policy, and/or suspension or termination of this Agreement.
13. SEVERABILITY
In the event any provision of this agreement shall be held invalid and unenforceable, the
remaining provisions shall be valid and binding upon the parties unless such invalidity or
non-enforceability would cause the agreement to fail its purpose. One or more waivers by either
party of any provision, term, condition or covenant shall not be construed by the other party as a
waiver of a subsequent breach of the same by the other party.
14. ENTIRE AGREEMENT
It is understood and agreed that the entire agreement of the parties is contained herein and that
this Agreement supersedes all oral agreements and negotiations between the parties relating to
the subject matter hereof as well as any previous agreements presently in effect between the
County and City relating to the subject matter hereof.
IN WITNESS WHEREOF, the parties have caused this Agreement to be duly executed intending
to be bound thereby.
SCOTT COUNTY
BY:
Jon Ulrich, Chair of the Board
DATE:
ATTEST:
Gary L. Shelton, Interim County Administrator
APPROVED AS TO FORM AND EXECUTIION:
Pat Gilberto
Scott County Attorney
DATE:
CITY OF PRIOR LAKE
BY:
Jack Haugen, Mayor
BY:
DATE:
Frank Boyles, City Manager
W:\WORD\AGRMT\Transit\Prior Lake Transportation Services_2009.doc
EXHIBIT A
ESTIMATED MONTHLY EXPENSES
MONTHLY COSTS
Drivers
6 part time drivers at $13.50 per hour, 136 hours per week
Reservations
Phones
Line
Insurance
Worker's Compensation Insurance (5 employees at $150.00
each)
Vehicle Insurance
Vehicle Maintenance
Fuel
Dispatchers/Reports/Scheduling, etc.
Part time Dispatcher at $14.50 per hour, 8 hours per week
$ 7,344.00
$ 1,400.00
$ 89.00
$ 750.00
$170.00
3,000.00
$ 464.00
TOTAL $13,217.00
EXHIBIT B
FARES
$1.00 Fare (all Circulator Services)
Free Shuttle Services (Transfers)
Transfers will be accepted, documented, and the information
will be relayed to City for their own billing practices.
EXHIBIT C
It is the policy cif 5catt !County overnnT~nt td prravd~ Equal +Cp~artunity t~ all employees and
applicants For errrplayr~~ent in accorclatce ti^eitfr all a}~pri~~l~ Etiira! Er~t~loyr~t Gppc~rtunity
laws, directives, a~~~t ~egrrlations ref Feclor-ai, State, and local governing bodies or agencies
thereof, including Minnesota StatLrtcs, Chapter 3G3.
Scott County tivill trot enaag~ irr arty ~;mployn~cnt practices t",rli~l~ cliscriminato against or
h~srass any er~playee or applicant for e,~tplt~yrr,ent b~r;ause of race, color, greed, religion,
national origin, sox, disat~iiity, age, r~tartial status, sexual orier~tatian, of stat.rs with regard to
public assistance.. S><rch ctl~ployrr~ent practic~,s ilclucie, but are not limited to, the following:
hiring, upgrading, demotion; transfer, recrt,itnrent or recruitment arivertisinc~, selection, layoff,
disciplinary action, terrrttinatini~, rates of pay or ether forms of compensation, and selection for
training, including app~er~ticeship.
Further, ,Scott Cot,nty fully strppt~rts incorporation ~ nt~ndiscrirttir:anon rules end regulations
into contracts and v~ill comi~~~t ti-i+~ rtes^ssary tir~te ar;cf r~csources to achieve the goals of Equal
Employment ppl~ortunity.
Any employee of the ~r~unty -r.~hn do.~s not coErtt3ly ~;uith ttte equal ~rt~l~loyment Opportunity
Policies and F~rocedu~es sit forth in this ~taterY~ent and flan Gvill be subject to disciplinary
action. Any subcontractor of ttie Cotanty nc~t co,~iplyinc~ Uvith all applicable Equal Employrttent
C}pportunity lavirs, directivo.,, arlri re~aulatior7s of Fedora, Stag, ar~d Igca1 governing bodies or
agencies thereof, incluciir7g l~.''innesota Statutes, t/l~apter 3~3, uvill lee suba~ct to appropriate
contractual sanctions.
Scott County has designate~# the Employee ~elaticrns Director ~s tt~e manager of the Equal
C7pporiunty Program.: Ti~~sa rp~spor~sil,ilities will incEudc~ rr,nnitc~ring all Equal Employment
t~pporturtity activities. and repo€~tirtc~ tl~e e festiveness of this propran~, as required by Federal,
State, and local agencies. The Scott Ccur~ty Acirtinistrator tivill reoei~~tc and review reports on
the progress cif the l~rc~rarn_ if anytt~il~lr~y~;~ or a,plirant fior employrfi~ent Believes he or she
has been discriminated agt3inst, laiease contact the Scott County Erl~plc~y~e P,elatic~ns Director,
Scutt County Employee Relat;ons, G~v~rrrment Center ~oon~ ?01, 20(} fourth Avenue West,
Shaltopee, 1ltlirtrwesota 5`~3i'9-~i22(~, or call (g~2; 4J~i-aio~.
.~
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l~avid~.l. Unrract~t Qate
Scott County Adrttinistratoi
~,
~C1n t~~flch [1at~.'
Chair, Board of Commissioners