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Home My WebLink AboutTransportation Coordination Committee - Agenda - 8/16/2023K:\Agendas and Minutes\Transportation Coord Committee\TCC Meeting information\TCC meeting info 2023\2023-08-16 TCC meeting information\TCC Meeting Notice 2023-08-16-amended.docx Department of Human Services 117 East Fifth Street P.O. Box 100 Washburn, WI 54891-0100 Telephone (715) 373-6144 Fax (715) 373-6130 Email: baycodhs@bayfieldcounty.wi.gov ________________________________________________________________________________________ FROM: Carrie Linder, Aging and Disability Services Manager DATE: August 9, 2023 RE: Amended Meeting Notice The Bayfield County Department of Human Services Transportation Coordinating Committee will meet on Wednesday, August 16th, 2023 at 3:00 p.m. Public participation is welcome. This meeting is remote only with participation available via Microsoft Teams or telephone: To join on your computer or mobile app, please ‘Control, Click’ the link below or left click and choose Click here to join the meeting Meeting ID: 255 405 681 779 Passcode: FYLRTV Download Teams | Join on the web Or call in (audio only) +1 715-318-2087,,106727074# United States, Eau Claire Phone Conference ID: 106 727 074# Find a local number | Reset PIN Notice is hereby given, in the event the standing committee does not have a quorum, the County Board Chair or Vice Chair may act as an ex officio member (County ordinance, Chapter 3, section 2-3- 1(c)). Any person wishing to attend who, because of a disability, requires special accommodations should contact the Department of Human Services at 715-373-6144, extension 110, at least 24 hours before the scheduled meeting time so appropriate arrangements can be made. The agenda includes: Approval of the June 20, 2023 draft meeting minutes; Find Your Own Driver Program presentation; 2024 s85.21 Transportation Projects; 2023 & 2024 expenditures from DOT s85.21 Trust Fund; County Comprehensive Plan-Transportation Section; Future meeting date; Adjournment. c: Post (bulletin board and website) Dennis Pocernich, County Board Chair Lynn Divine, County Clerk Human Services Board Elizabeth Skulan, BCDHS Director Management Staff Daily Press K:\Agendas and Minutes\Transportation Coord Committee\TCC Meeting information\TCC meeting info 2023\2023-08-16 TCC meeting information\2023-08-16 TCC Meeting Agenda- amended.docx 1 Department of Human Services 117 East Fifth Street P.O. Box 100 Washburn, WI 54891-0100 Telephone (715) 373-6144 Fax (715) 373-6130 Email: baycodhs@bayfieldcounty.wi.gov BAYFIELD COUNTY DEPARTMENT OF HUMAN SERVICES TRANSPORTATION COORDINATING COMMITTEE RE: August 16, 2023, A&D Transportation Coordinating Committee Meeting Dear Committee Members: Please be advised that the next Transportation Coordinating Committee Meeting will be held on Wednesday, August 16th, 2023, 3:00pm with remote access only available via Microsoft Teams or telephone. Microsoft Teams meeting Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 255 405 681 779 Passcode: FYLRTV Download Teams | Join on the web Or call in (audio only) +1 715-318-2087,,106727074# United States, Eau Claire Phone Conference ID: 106 727 074# Find a local number | Reset PIN Notice is hereby given, in the event the standing committee does not have a quorum, the County Board Chair or Vice Chair may act as an ex officio member (County ordinance, Chapter 3, section 2-3-1 (c)). The amended agenda for the meeting is as follows: AMENDED AGENDA 1. Call to order 2. Discussion and Possible Action – Review and approval of the June 20, 2023 meeting Carla Becker (Vice Chairman) Carrie Linder Perri Campbell Mary Dougherty (Chairman) Jeff Benton Jeremy Oswald Any person planning to attend who, because of a disability, requires special accommodations, should contact the Department of Human Services at 715-373-6144, at least 24 hours before the scheduled meeting time, so appropriate arrangements can be made. K:\Agendas and Minutes\Transportation Coord Committee\TCC Meeting information\TCC meeting info 2023\2023-08-16 TCC meeting information\2023-08-16 TCC Meeting Agenda- amended.docx 2 minutes. 3. Find Your Own Driver Program-Presentation by Roby Fuller, Director, ADRC of Eagle Country-Prairie du Chien Office and Donna Richards, ADRC/Aging Manager, Division of Adams County Health & Human Services Department. 4. Discussion and Possible Action-Review and possible recommendation of 2024 s85.21 Transportation Projects. 5. Discussion and Possible Action-Review and possible recommendation for 2023 and 2024 expenditures from DOT s85.21 Trust Fund.-BART request for $21,976.40 required match for a new D2D replacement vehicle for 2023 and $30,915 required match for the electric bus, not expected to be delivered until 2024. 6. County Comprehensive Plan-Transportation Section 7. Schedule future meeting 8. Motion or Chair Statement to Adjourn Thank you! Sincerely, Carrie Linder Aging and Disability Services Manager c: Bayfield County DHS Transportation Coordinating Committee Members Mr. Mark Abeles Allison, County Administrator Bayfield County Department of Human Services Board Lynn Divine, Bayfield County Clerk Bayfield County Department of Human Services Managers 1 BAYFIELD COUNTY DEPARTMENT OF HUMAN SERVICES TRANSPORTATION COORDINATING COMMITTEE MICROSOFT TEAMS MEETING DATE: June 20, 2023 TIME: 3:00 Committee Members Present: Carrie Linder, Perri Campbell, Jeremy Oswald, Mary Dougherty, Carla Becker, Committee Members Excused: Committee Member Absent: Jeff Benton Staff Present: Elizabeth Skulan, Mark Abeles-Allison, Other Present: Pat Daoust, Shari Nutt Call to Order and Introductions Mary called the meeting to order at 3:02 and introductions were made. Agenda item (List each individually and provide brief overview) 1. Discussion and Possible Action – Review and approval of the April 29, 2023 meeting minutes Motion by Jeremy, second by Carla, motion carried. 2. BayCo Door2Door-Overview by Pat Daoust/Bay Area Rural Transit Daoust presented usage data for D2D. One-way trips increased the first e quarters them appeared to level off. Ridership is most prevalent in the communities of Mason and Cable and Ashland. Linder discussed the need for medical transportation to Duluth for specialty appointments and procedures, as the current volunteer pool is unable to address this need. Discussion took place. Consensus was to address the inability to provide this level of service and not overextend more than the service is currently able to provide. Additional discussion occurred regarding an increase in the number of service hours for D2D from 50 to 60 hours per week. Linder will be working on the 85.21 budget n the near future and will determine if it is feasible to fund the local share of D2D. Another service delivery system using vouchers was discussed. Linder will seek a presenter on how a voucher system could work for those needing a ride. 3. County Comprehensive Plan-Transportation Section Committee reviewed the current the Transportation Workgroup Action Recommendations. A recommendation was to add an additional action item specifically addressing transportation needs of older adults and adults with disabilities. Linder will draft and send to Dougherty for presentation to the Transportation Comprehensive Committee. Future Meeting Date Next meeting Adjournment Motion by Carla, second by Carrie to adjourn at 4:12; motion carried. Minutes respectfully submitted by CAL DRAFT: Subject to change at the NEXT meeting Find Your Own Driver- F.Y.O.D. Summary: The Find Your Own Driver Program -F.Y.O.D. allows the Passenger to select their Driver for transportation to a destination and return. The Passenger is reimbursed the miles traveled through F.Y.O.D. Program. In turn, the rider reimburses the driver. Crawford County has implemented the Find Your Own Driver program -F.Y.O.D. Who is eligible for F.Y.O.D.? Any Passenger who is a resident of Crawford County and is over 60 years old or 18-59 and disabled. Who is Eligible to be a Driver? Anyone who has a valid driver’s license. What is the reimbursement rate per mile? The reimbursement rate is $0.40 per mile traveled. This is subject to change depending on funding. What are the maximum miles to be reimbursed for each month? The maximum miles to be reimbursed to a rider per month is 500 miles. This may be adjusted depending on funding. What Service Area does the F.Y.O.D. cover? The Service area covers all of Crawford County. It also, covers trips to medical facilities in Madison, WI, LaCrosse, WI and Dubuque, IA. Under special request it will allow reimburse- ment for trip(s) to other out of county locations on a case by case basis. What types of Trips are reimbursed in F.Y.O.D.? All trips which require medical attention, including medical, dental, vision, prescription drug, hearing, therapy-physical or speech, medical treatment procedures i.e., dialysis. Future expansion of this program to other Trips will depend on funding. Find Your Own Driver- F.Y.O.D. What are the steps involved to be part of F.Y.O.D.? 1. Citizens call in to Crawford County—ADRC requesting a trip. 2. The Transportation Coordinator determines if the Passenger is a candidate for F.Y.O.D. 3. If the Passenger is a candidate (F.Y.O.D.) then the Passenger completes the F.Y.O.D. appli- cation. 4. The F.Y.O.D. application is in the Appendix of these procedures. 5. The Passenger is required to sign a separate Agreement. The Agreement is in the Appen- dix of these procedures. 6. If denied the Transportation Coordinator informs the Passenger in writing with the Denial letter. The Denial Letter is in the Appendix of these procedures. 7. If approved the Transportation Coordinator informs the Passenger in writing. The approv- al letter (Welcome Letter) is in the Appendix of these procedures. 8. The fee for F.Y.O.D. is the difference between the Federal allowable mileage and the rate set in these procedures. No cost is incurred by the Passenger. 9. The Passenger submits mileage information to the Transportation Coordinator via mail once a month before the 8th of the following month of Ridership. 10. The Transportation Coordinator reviews the request and once approved forwards the re- imbursement checks via mail to the Passenger by the 30th of each month. NOTE: Appendix includes Application, Agreement, Denial Letter and the Approval (Welcome) Letter forms. Find Your Own Driver—F.Y.O.D. Membership Application Name (First, MI, Last) Date of Registration: Residential Address (Fire No. & Street): Date of Birth (month/day/ year): / / City/State/Zip: Age: On a scale of 1 to 5 with 1 being Poor and 5 being Excellent, in general how would you rate your health: (Circle one) 1 2 3 4 5 Telephone Number: Describe your Medical Condition(s): ____________________________________________________________________ ___________________________________________________________________________________ Describe your Level of Mobility: (wheelchair, walk with cane or walker, etc.) ____________________________________________________________________ ___________________________________________________________________________________ What are your travel needs each month? Approximate Miles Where Why Do you have a Volunteer to drive you and what is their relationship to you? ___________________________________________________________________________________ Emergency Contact: NAME: ______________________________________ PHONE: ____________________________ RELATIONSHIP: _______________________________ Applicant’s Comments: _________________________________________________________________________________________________ _________________________________________________________________________________________________ Find Your Own Driver -F.Y.O.D. Membership Application Page 2 I, , request eligibility certification and participation in - the Find Your Own Driver- F.Y.O.D. transportation reimbursement program. I have reviewed my F.Y.O.D. Application-page 1 (attached or on front page), as provided to me and certify that it is accurate and true. I understand that the information I am providing will be treated as confidential, will only be used to determine my initial and continuing eligibility for the program, and will be retained as a permanent part of my service file. All of the information which I have provided is true and accurate to the best of my knowledge. I authorize representatives of F.Y.O.D. to contact persons whom I have named, or to make other inquiries as necessary, to verify the information which I have provided. I understand that it is the policy of F.Y.O.D. to pursue any alleged or suspected instances of fraud. A “fraudulent claim” is committed when a false representation of a present or past fact is made by an F.Y.O.D. customer, members of their family, or unrelated person such as their caregiver or volunteer driver, which results in the release of funds. If approved for F.Y.O.D. service, I agree to abide by all F.Y.O.D. Policies, as communicated to me in the notifi- cation of service that will be sent to me, in the Passenger’s Procedures that I will receive, or as communicat- ed to me in any other way, and I acknowledge that failure to abide by F.Y.O.D. Policies may result in the ter- mination of F.Y.O.D. services. I acknowledge that being driven by others is an inherently dangerous activity and that my participa- tion in this program could involve some danger to my person, to my property, or the person or property of others. In consideration of my participation in the F.Y.O.D. program however, I hereby forever release from liability and agree to indemnify and hold harmless the F.Y.O.D. Program, Crawford County and any and all organizations, agencies or individuals who provide funding to or otherwise support the program, from any and all claims, losses, and liabilities arising out of or in any way connected with my participation in the F.Y.O.D. program. Signature of Applicant: ___________________________________________________Date: ___________________ Name of Someone who will always know where I am: _______________________________________________________________________ Their Relationship to Me: __________________________________________________ Their Phone Number: _____________________________________________________ Printed Name and Relationship of Preparer, if Other than Applicant: ________________________________________________________________________ AUTHORIZATION FOR DOCTOR’S VERIFICATION OF HEALTH STATUS May be Requested (If Required) I have signed and attached my authorization for F.Y.O.D. Staff to discuss my health status with my physicians. Also, I understand I may be required to have a medical authority signature and brief statement signed for each trip submitted with reimbursement. March 11, 2021 Jacob Schneider– Transportation Coordinator FYOD Program Crawford County 225 N. Beaumont Road, Suite 117 Prairie du Chien, WI 53821 Email: jschneider@crawfordcountywi.org Phone: 608-326-0235 George Clooney 111 Hollywood Blvd Hollywood, WI 55555 Mr. Clooney, Thank you for your interest in our Find Your Own Driver Program (FYOD). Enclosed with this letter are:  FYOD Brochure  Membership Application-Personal Information  Membership Application Agreement-Page 2  Self-addressed and stamped envelope We need you to complete the two pages of Membership the Application and the Agreement. Mail them back to us in the provided envelope. It will take two days to process your application for approval. We have included a reimbursement form and an example of how it is to be completed. Please use the reim- bursement form to record any of your trips. A follow up letter will include additional information and reimbursement forms upon your approval to being a member. Requirements to be a member are:  Must be a resident of Crawford County  Must be 60 years old or older or 18-59 and disabled Again, we appreciate your inquiry into becoming a FYOD Member. Sincerely, Jacob Schneider, Transportation Coordinator Find Your Own Driver – F.Y.O.D. Welcome to the F.Y.O.D. Program Volunteer Driver Mileage Reimbursement Program Date: ______________ Passenger (Your) Name: __________________________________ Mileage Allowed: 500 miles per month Type of Travel Authorize: Medical How it Works Eligibility for mileage reimbursement for your volunteer driver began on the above approval date. Select and recruit your own volunteer driver. Arrange travel with your volunteer driver as necessary and mutually convenient. Record each trip on a Request for Mileage Reimbursement form included with this letter. Refer to the enclosed sample for instructions on the completion of Request for Mileage Reimbursement forms. We must receive your mileage reimbursement request by the 8th day of the following month to be eligible for payment. (Example: A mileage reimbursement requested for July must be received by our office no later than August 8th - mail immediately at the end of each month.) A pre-addressed, pre-stamped return envelope is enclosed for your convenience. Report only travel completed dur- ing the one month of your reimbursement request. You will receive a blank reimbursement form and a pre-addressed and stamped return envelope with the reimbursement check. The reimburse- ment forms must be legible. Report the distance of travel from your home to your destination and back again accurately. If you replace your volunteer driver, call our office to update your file with the new driver’s information: Your name, the driver’s name, address and phone number of your new volunteer driver.) Monthly reimbursement checks are mailed out on the 30th day of the month. If the 30th is a Satur- day or a Sunday the check will be mailed out on Friday. If the 30th is on a holiday, the check will be mailed out the day prior. Mileage reimbursement checks are issued in the Passenger’s name and it is the rider’s responsibility to reimburse their volunteer driver immediately. Each trip is valid only if the client is in the car with the driver. Participants are subject to random audits, and proof of travel may be requested in the form of re- ceipts. If you have any questions, please call the Crawford County F.Y.O.D. Coordinator at 608-326-0235. Find Your Own Driver- F.Y.O.D. Volunteer Driver Mileage Reimbursement Program Date of this Letter: ____________ Passenger Applicant Name: ___________________________________________ You have requested to become a participant in the F.Y.O.D. Program. Unfortunately, at this time we cannot accept your request because: ___ 1. Application improperly filled out or incomplete ___ 2. Agreement not signed or incomplete ___ 3. Reason for request of ridership beyond scope of FYOD ___ 4. Accepting Medical only trips ___ 5. Due to limited funding cannot accept any more Riders to FYOD ___ 6. Accepting limited number of members at this time ___ 7. Other-See Below __________________________________________________ __________________________________________________ __________________________________________________ You may re-apply at any time to either remedy the above or if there has been a change in your situation. We appreciate your interest in F.Y.O.D. If you continue to have a transportation issue, we suggest you contact our office. Sincerely, FYOD Coordinator If you have any questions, please call the Crawford County Transportation Coordinator at 608-326-0235. Find Your Own Driver-F.Y.O.D. Program Reimbursement Letter To: __________________________________________________ Date Letter Sent: ___________________ RE: Check, Reimbursement Forms, Self-Addressed Envelope and F.Y.O.D. Information As a Participant in our F.Y.O.D. Program you have received this letter. Included with this letter you should have:  Check for the prior month’s travel  Two Reimbursement Forms  Self-addressed and stamped envelope  F.Y.O.D. Procedures (2 pages) It is your duty to cash the check and reimburse those individuals who drove you in the prior month. Payment to those who drove ensures you mobility to future appointments and events. Retain the Reimbursement Forms and complete one for each month’s travels. Submit the Form(s) in the Self-Addressed Envelope. The F.Y.O.D. Procedures you may keep or pass to a friend. Additional copies are available at the F.Y.O.D. Office. Sincerely, FYOD Coordinator If you have any questions, please call F.Y.O.D. Coordinator at: Crawford County 608-326-0235 Month Day Year Number Month Day Year Miles** 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Note: Note:Miles should be rounded to the nearest tenth of a mile Example: Trip 1- Medical trip to Doctor, Trip 3- Visit with Therapy, Trip 5- Specialist Trip 1- Went to Hospital, Trip 3- Follow up Appointment Note: Note: **** Checks will be issue to Legal Name printed in the above Row. This must be the name of the Passenger Signature of Passenger Date Print Legal Name**** I certifiy the above information is true and accurate. All trips and information are in accordance with F.Y.O.D. Procedures: Total Miles of all one-way trips for the entire Month (If more then 15 Trips attach an additional Form) Destination*Destination is a one way Trip, do not write on same line returning Home as that is a second Trip p Miles** In General Terms State reason(s) for the above Trips*** Reasons***Do not include reasons if you are returning home. Only reason(s) why Trip had to be made initially Destination (One Way Trips Only*) Passenger's Reimbursement Form for Find Your Own Driver-F.Y.O.D. Please Print Clearly so reimbursement will be correct Street Address City First Name Last Name State Today's Date Find Your Own Driver- F.Y.O.D. Submit Monthly (By the 8th day following the Month of Travel) Crawford Transportation Service (85.21) Street AddressName City Trip Phone Number Email Address Date of Travel Does this phone accept Texts? Yes No I do not have an Email Address Zip ________________________________________________________________ ________________________________________________________________________________________________________________________________ | _____________________________________________________________________________|||| ||| || ||||| || | || Year to Date June 30, 2023 BART Cable Area Door2Door Red Cliff Washburn TAP Program Total Namekogan Blue Goose All Projects Number of One Way Trips Provided (Target Populations only) thru June 30, 2023 1644 196 238 233 2,045 289 4,645 Annual Estimated Trips 3288 392 476 466 4,090 578 9,290 Project Costs thru June 30, 2023 Staff time cost -$ -$ -$ -$ -$ 12,008$ 12,008 Admin cost -$ -$ -$ -$ -$ 11,577$ 11,577 Purchased costs *5,873$ 12,623$ 1,023$ 6,930$ 9,223$ 4,634$ 40,306 Total 5,873$ 12,623$ 1,023$ 6,930$ 9,223$ 28,219$ 63,891$ Current Cost per ride 3.57$ 64.40$ 4.30$ 29.74$ 4.51$ 97.64$ 13.75$ Estimated Total Cost for 2023 $5,919 12,669$ 26,069$ *6,976$ 9,269$ 56,438$ $117,340 Estimated Cost per Ride $1.80 $32.32 $54.77 $14.97 $2.27 $97.64 $12.63 *Total Door2Door includes $25,000 ARPA funds provided by Bayfield County for 2023 DOT Annual Allocation 79,889$ County Required Match 15,978$ Total All Funds 95,867$ Potential Overage 2023 ($21,473)* ARPA Funds will offset overage in 2023