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CITY COUNCIL AGENDA REPORT
16200 Eagle Creek Avenue S.E.
Prior Lake, MN 55372-1714
MEETING DATE: May 15,2006
AGENDA #: 5G
PREPARED BY: Kelly Meyer, Assistant to the City Manager
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: HistOlv: Over the last several years, the City has progressed from dial-a-ride
services to a local circulator route during the summer months. Last year, 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. Last year, the summer circulator
served approximately 1800 riders over three months. Through a contract with
Scott County Transit, we provided two buses that operated Monday through
Friday from 6:30am to 6pm, stopping repeatedly at 28 different locations
throughout the community. We also operated a shuttle to ValleyFair to serve
students, workers and the public. Implementing the Local Laker Link circulator
and shuttle was a good way to improve the transit services within the community
consistent with the 2030 Vision and Strategic Plan.
Current Circumstances: We are making minor changes to the circulator and
shuttle routes this year. We are eliminating the two most inefficient circulator
routes and will be running only until 4pm daily, rather than 6pm. Last year we
found we rarely had riders on the last route.
The second change we will be making is to change our shuttle service. To
promote this service, we will be offering it for free. Also, instead of connecting to
the shuttle at Prior Lake High School, the connection will be at Lakefront Park.
We felt this would be a more convenient location for parents to drop off kids, as
well as for those who could walk to the park. We also have added stops on the
shuttle route to serve additional areas such as the Work Force Center and the
South bridge area. Lastly, by connecting to South bridge, and then adding a stop
at the Shepherd of the Lake park & ride, if a Laker Lines express commuter
needs to get back to Prior Lake midday, they could by utilizing MVTA routes,
Shakopee routes, and the shuttle. We will be routing this information to our Laker
Lines commuters so they are aware of the option.
The third change we are making is to end the circulator service on August 4th.
Last year service was provided the entire month of August with only 192 rides.
Peak service is provided during the months that summer school operates.
Because of the costs to operate the service, and because there was so little use
after Lakefront Days, staff believed that the route should end on August 4th.
www.cityofpriorlake.com
1:\CQUNCIL\AGNRPTS\2006\051506 PA~~r-rT.J3~52.44 7.4245
The service is summarized below:
Dates of Operation: June 5, 2006 - August 4, 2006
Hours of Operation: Monday - Friday (6:30am - 4pm)
Bus Stops: More than 28 stops, including Village Market, Sand Point
Beach, Hidden Oaks Middle School, Prior lake High
School, SuperTarget, Downtown Prior lake, and
lakefront Park
Fare: $1 each ride for the circulator bus, and FREE
Shuttle.service. Punch cards will also be available.
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 Hidden Oaks Middle School and Prior lake High School; (3)
the location of popular summer destination points such as lakefront ParklWatzl's
Beach and Sand Point Beach; (4) targeted places of employment; and (5)
shopping and dining locations.
The service once again provides connection to Shakopee or MVT A routes in
Burnsville. Because Shakopee also realigned its circulator routes, the
connection at South bridge can be made this year.
Staff has been working with Scott County Transit, the School District, ValleyFair
and various residents to develop a proposed route that will meet 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 improved service into place, and is submitted for
City Council consideration.
Conclusion: Prior lake residents rely upon summer transportation services, and
staff recommends that the City continue its circulator route service in cooperation
with Scott County Transit.
FISCAL IMPACT: The Agreement with Scott County will coincide with the service dates. Scott
County will bill the city based on actual costs for wages, fuel, and vehicle
maintenance costs, estimated to be $10,573.00 per month. The maximum billing
amount will not exceed $11,573 per month. Adequate funds have been
budgeted in the transit operating budget.
ALTERNATIVES: (1) Motion to 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.
(2) Deny the resolution and provide staff with direction.
RECOMMENDED
MOTION:
Frank BOYles't) M
REVIEWED BY:
H:\TRANSIl\CIRCULATOR ROUTE\LOCAL LAKER LINK CONTRACT AGENDA REPORT 2006.DOC
RESOLUTION 06-XX
16200 Eagle Creek Avenue S.E.
Prior Lake, MN 55372-1714
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 RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA
that:
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, 2006 through August 15, 2006.
3. Funds for this service shall be directed from the Transit Account.
PASSED AND ADOPTED THIS 15TH DAY OF MAY, 2006.
YES
NO
Haugen
Dornbush
Erickson
LeMair
Millar
Haugen
Dornbush
Erickson
LeMair
Millar
City Manager, City of Prior Lake
www.cityofpriorlake.com
Phone 952.447.4230 / Fax 952.447.4245
COUNTY OF SCOTT
Agreement for Transportation Services
(City of Prior Lake)
THIS AGREEMENT, is entered into this 5th day of June, 2006 by and between the County of
Scott, Minnesota, through the Transit Department of the Public Works Division, Govemment 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, 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. Puroose of Aareement:
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. SCODe 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 South bridge, 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 5, 2006 to August 4,2006 (inclusive), Monday through
Friday.
2.4 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.
2.4.1 The County will provide the necessary training to the dispatcher and driver positions
assigned to this project.
2.4.2 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 Supervisor of Scott County Transit and the Assistant City Manager for the
City. All intake procedures will be written, assigned and managed by both a City
representative, a Scott County representative, and the person chosen for the temporary
receptionist position.
2.5 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.
2.6.The City will allow customers to ride on the shuttle service without monetary compensation.
3. TERM OF AGREEMENT
This Agreement shall be effective June 1, 2006, and shall remain in effect until August 15,2006,
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, 2006, 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 I 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 estimated at $10.573.00 Der month.
However, in no event the monthly amount billed to the City is not to exceed $11,573.00 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.
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.
5. 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
8281s1 Avenue E
Shakopee, Minnesota 55379
(952) 496-8277
Kelly Meyer, Assistant City Manager
City of Prior Lake
4646 Dakota Street
Prior Lake, MN 55372
952-447-9802
For other purposes County's agents are:
Program:
Lezlie Vermillion
Scott County Public Works
600 Country Trail East
Jordan, MN 55352
(952) 496-8062
6. 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 (1998), 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.
7. 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.
8. DATA PRACTICE~
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.
9. CONTROLLING 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.
10. 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
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 Consultant 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:
David J. Unmacht, County Administrator
APPROVED AS TO FORM AND EXECUTIION:
Pat Cilberto
Scott County Attorney
DATE:
CITY OF PRIOR LAKE
BY:
Jack Haugen, Mayor
BY:
Frank Boyles, City Manager
DATE:
EXHIBIT A
ESTIMATED MONTHLY EXPENSES
MONTHLY COSTS
Drivers
6 part time drivers at $12.85 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
TOTAL
$ 7,000.00
$ 1,400.00
$ 89.00
$ 750.00
$170,00
$ 700.00
$ 464.00
$10,573.00
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
POLICY STATEMENT
It is the policy of Scott County Government to provide Equal Opportunity to all employees and
applicants for employment in accordance with all applicable Equal Employment Opportunity
laws, directives, and regulations of Federal, State, and local governing bodies or agencies
thereof, including Minnesota Statutes, Chapter 363.
Scott County will not engage in any employment practices which discriminate against or
harass any employee or applicant for employment because of race, color, creed, religion,
national origin, sex. disability, age, martial status, sexual orientation, or status with regard to
public assistance. Such employment practices include, but are not limited to, the following:
hiring, upgrading, demotion, transfer, recruitment or recruitment advertising, selection, layoff,
disciplinary action, termination, rates of payor other forms of compensation, and selection for
training, including apprenticeship.
Further, Scott County fully supports incorporation of nondiscrimination rules and regulations
into contracts and will commit the necessary time and resources to achieve the goals of Equal
Employment Opportunity.
Any employee of the County who does not comply with the Equal Employment Opportunity
Policies and Procedures set forth in this Statement and Plan will be subject to disciplinary
action. Any subcontractor of the County not complying with all applicable Equal Employment
Opportunity laws, directives, and regulations of Federal, State, and local governing bodies or
agencies thereof, including Minnesota Statutes, Chapter 363, will be subject to appropriate
contractual sanctions.
Scott County has designated the Employee Relations Director as the manager of the Equal
Opportunity Program. These responsibilities will include monitoring all Equal Employment
Opportunity activities and reporting the effectiveness of this program, as required by Federal,
State, and local agencies. The Scott County Administrator will receive and review reports on
the progress of the program. If any employee or applicant for employment believes he or she
has been discriminated against, please contact the Scott County Employee Relations Director.
Scott County Employee Relations, Government Center Room 201,200 Fourth Avenue West,
Shakopee, Minnesota 55379-1220, or call (952) 496-8103.
11JtV--
dm'vid J. Unmacht'
Scott County Administrator
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( I Date
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Jd-mfthan Ulrich
Chair. Board of Commissioners
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