DESOTO COUNTY TRANSPORTATION DISADVANTAGED LOCAL COORDINATING BOARD PUBLIC HEARING AND REGULAR MEETING AGENDA January 31, 2018

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1 DESOTO COUNTY TRANSPORTATION DISADVANTAGED LOCAL COORDINATING BOARD PUBLIC HEARING AND REGULAR MEETING AGENDA January 31, 2018 The DeSoto County Transportation Disadvantaged Local Coordinating Board announces a Public Hearing and Regular Board meeting to which all persons are invited. DATE and TIME: LOCATION: January 31, :30 a.m. DeSoto County Board of County Commissioners Board Room, 201 East Oak Street, Suite 103, Arcadia, FL Call to Order: Commissioner Terry Hill PUBLIC HEARING This public hearing is for the purpose of obtaining input on the provision of services provided to Transportation Disadvantaged citizens. Comments about the system will be registered and considered by the Board when giving guidance for the development of the Transportation Disadvantaged Service Plan (TDSP), and conducting the annual evaluation of the system. Board members are not required to answer specific questions, however requests for general information may be answered if time allows. Board members may ask questions for clarification and/or additional information. All persons will be given an opportunity to speak. Persons wishing to speak will be asked to fill out a request for personal appearance form. Persons will be called to speak in the order in which the forms are received by the Chairperson. Assistance will be given to those who need help filling out request forms. Each person will be given five (5) minutes to address the Board. When speaking to the Board, each person will be asked to give their name and address where they reside. Close Public Hearing and Open Regular LCB Meeting DeSoto County LCB Agenda Package Page 1 of 27

2 REGULAR MEETING AGENDA CALL TO ORDER: Commissioner Terry Hill, Chairman ROLL CALL: Planning Staff AGENDA ITEM #1: October 25, 2017 Meeting Minutes Action Requested: Approval AGENDA ITEM #2: AGENDA ITEM #3: Public Comments The public will be given an opportunity to address the Board Federal Transit Administration 5311 Operating Grant Application Action Requested: Information Only AGENDA ITEM #4: Community Transportation Coordinator Quarterly Report MV Staff Action Requested: Approval AGENDA ITEM #5: Planning Grant Quarterly Report Action Requested: Information Only AGENDA ITEM #6: Heartland Regional Transportation Planning Organization Update Action Requested: Information Only AGENDA ITEM #7: LCB Member Comments/Reports Action Requested: Information Only AGENDA ITEM #8: Adjourn Next meeting is April 25, 2018 If any person decides to appeal any decision made by the Board with respect to any matter considered at this meeting or hearing, he/she will need to ensure that a verbatim record of the proceeding is made, which record includes the testimony and evidence from which the appeal is to be used. Pursuant to the provisions of the American with Disabilities Act, any person requiring special accommodations to participate in this meeting is asked to advise the agency at least 3 days before the meeting by contacting Marcia Staszko at ext. 128 r by mstaszko@cfrpc.org DeSoto County LCB Agenda Package Page 2 of 27

3 Central Florida Regional Planning Council Transportation Disadvantaged DeSoto County Local Coordinating Board Meeting Summary October 25, :30 a.m. DeSoto County Administrative Building / Commission Chambers 201 East Oak Street, Arcadia, Florida Chairman Terry Hill, Desoto County Commissioner, called the meeting to order at 9:30 a.m. followed by the Pledge of Allegiance. Members present: Commissioner Terry Hill Jared DeLong, FDOT Michael Day, Department of Children and Families Larry Kirsch, Veteran Representative Erin Linhardt, Children at Risk Shelby Yelvington, Department of Elder Affairs Joseph Martinez, Medicaid Madelon Mansfield, Private Transportation Representative Penny Pringle, Medical Community Alternate A quorum of members was present. Others present: Marcia Staszko, CFRPC TD Program Manager Tracy House, MV Transportation Ken Harley, CFRPC Transportation Disadvantaged Manager Marybeth Soderstrom, CFRPC Community Engagement Manager Kathy Hall, CFRPC Program Coordinator Michelle Peronto, FDOT Marcia Staszko introduced CFRPC staff. 1. Approval of Minutes for the July 26, 2017 DeSoto County LCB Meeting Chairman Hill asked if there were any changes to the July 26, 2017 LCB Meeting Minutes. MOTION 1 DeSoto County LCB Agenda Package Page 3 of 27

4 There being none, Joseph Martinez moved to approve the July 26, 2017 DeSoto County LCB Meeting Minutes as presented. Mike Day seconded. Motion carried unanimously. 2. Public Comments Chair Hill announced that Ms. Melissa Rucki, who served on the LCB as Citizen Advocate User, recently passed away. Ms. Rucki was a committed long-time member of the LCB and will be missed by her constituents. He asked members to keep her family and friends in their prayers. Ms. Staszko stated that she will reach out to DeSoto County and try to get Ms. Rucki s position filled. She asked if any board member knows of a TD System user that might be willing to serve in that position to let her know. Chair Hill commended Madelon Mansfield and Kelly Kirk-Brooks and their staffs for their assistance in transporting DeSoto s disabled citizens to shelters before the hurricane and transporting them back afterwards. Ms. Mansfield reported that her company, JJ Transportation, transported citizens to shelter at the Arcadia middle school. The individuals didn t know they needed to bring a bed to sleep on or their other personal items. The school was filled to above capacity. The second shelter didn t open until later. She felt there needed to be more coordination and communication in place between the County and emergency management and the citizens. She added that once the hurricane was over and the school needed to reopen, but there was no place to take the disabled citizens in some cases because their homes were too damaged. Chair Hill stated that he has since met with Tom Moran, DeSoto Emergency Management Director, to work on getting a plan in place and working out some of the issues for special needs citizens before the next emergency evacuation occurs. The Governor began early public service announcements encouraging Florida s citizens to prepare themselved and have a plan in place early in an effort to keep everyone safe. He encouraged members of the LCB to forward any ideas they may have to resolve some of these issues to Marcia Staszko and she would forward them to the membership. 3. Annual Operating Report (AOR) Marcia Staszko stated that Kelly Kirk-Brooks was away attending required training and Tracy House was in attendance representing MV Transportation. Ms. Staszko presented the AOR for FY 2015/16 which showed comparisons from last year s AOR. She pointed out areas where she had questions or concerns and Ms. House gave an explaination. Ms. Staszko s questions included why the total number of passenger trips was down by 733; there were no trips for the Department of Elder Affairs; unduplicated trips by purpose was down by 948; and the no-shows by funding source were -0-. Ms. 2 DeSoto County LCB Agenda Package Page 4 of 27

5 Staszko stated that this report will be submitted to the TD Commission where they will review and request clarification if needed. Questions and discussion followed. MOTION Mike Day moved to approve the Annual Operating Report for FY 2015/16 as presented. Larry Kirsch seconded. Motion carried unanimously. 4. CTC Quarterly Operations Report Tracy House, MV Transportation, presented the CTC Quarterly Operations Report for July through September, 2017 to include the number of ambulatory and wheelchair trips; number of trips in service area and out of service area; and trips by purpose and by passenger type. She showed the revenue numbers and the on-time performance percentage. Ms. House showed the Budgeted vs Actual chart, the Quality Assurance Summary, and the carrier payment totals. Questions and discussion followed. MOTION Larry Kirsch moved to approve the CTC Quarterly Operations Report as presented. Mike Day seconded. Motion carried unanimously. 5. Planning Grant Quarterly Report Marcia Staszko presented the Planning Grant Quarterly Report and stated that this report is required by the TD Commission. It reports on the tasks that were completed for the period of July 1 through September 30, 2017, which was the first three months of CFRPC serving as the Planning Agency for DeSoto County. 6. LCB Member Comments/Reports Penny Pringle, Medical Community, reported that Manatee County Rural Health Services recently announced that manatee county is currently not accepting any new pregnant females for care due to a shortfall of funds. If finances cannot be worked out, the OBGYN and gynecological services will cease services in the DeSoto County community. She added that this will have a significant impact on the local Medicaid Transportation Funding. Questions and discussion followed. Marybeth Soderstrom, CFRPC Community Engagement Manager, announced that a Transportation Disadvantaged Summit is planned for November 15, 2017 at 2:00 p.m. in Sebring at the Civic Center. This summit is being conducted to bring together the Local Coordinating Boards that serve the Heartland Region, as well as the CTCs, and service providers. On the agenda will be the Heartland Rural Mobility Plan which will be presented and discussed. The Executive Director of the Commission for the Transportation Disadvantaged, Steve Holmes, will be the key note speaker. 3 DeSoto County LCB Agenda Package Page 5 of 27

6 Mike Day, Department of Children and Families, reported that DeSoto County concluded their Food for Florida efforts over the weekend. Approximately 2,000 people were assisted each day. Discussion followed. Ken Harley announced that Marcia Staszko was recently awarded the 2017 Sheila Winitzer Shining Star Award by the Florida Commission for the Transportation Disadvantaged for her over 30-years of leadership in the Transportation Disadvantaged coordinated system in Central Florida. 7. Next Meeting The next DeSoto County LCB meeting was schedule for January 31, 2018, in Arcadia at the DeSoto County Commission Chambers. There being no further business, the meeting adjourned. Respectfully submitted by: Marcia Staszko, DeSoto County LCB, October 25, DeSoto County LCB Agenda Package Page 6 of 27

7 AGENDA ITEM #3 FY 2018 FEDERAL TRANSIT ADMINISTRATION (FTA) 5311 OPERATING GRANT APPLICATION The Central Florida Regional Planning Council submitted a FTA 5311 Operating Grant Application to the Florida Department of Transportation in the amount of $100, for the period of October 1, 2018 through September 30, These funds are used in the DeSoto County Transportation Disadvantaged service area to provide general public trips to the citizens of DeSoto County. There are no eligibility requirements for these trips. DeSoto County LCB Agenda Package Page 7 of 27

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23 PLANNING RELATED GRANT AGREEMENT TASKS QUARTERLY PROGRESS REPORT Designate Official Planning Agency: Central Florida Regional Planning Council Invoice #: 2 County: DeSoto Contract #:GON25 Reporting Period: October 1, 2017 December 31, 2017 I. Program Management A. When necessary and in cooperation with the local coordinating board, solicit and recommend a community transportation coordinator, in conformity with Chapters 287 and 427, Florida Statutes. Such recommendation shall be presented to the Commission by Planning Agency staff or their designee. (Task 2) B. Develop and maintain a process for the appointment and reappointment of voting and nonvoting members to the local coordinating board (LCB). (Task 3) C. Prepare agendas for local coordinating board meetings consistent with the Local Coordinating Board and Planning Agency Operating Guidelines. Ensure that operator payments are addressed as a standard agenda item. (Task 3) Staff prepared the meeting notices and agenda materials for the October 25, 2017 LCB meeting. D. Prepare official minutes of local coordinating board meetings regardless of a quorum) and submit an approved copy along with the quarterly report to the Commission. For committee meetings, prepare minutes in the form of a brief summary of basic points, discussions, decisions, and recommendations to the full board. Keep records of all meetings for at least five years. (Task 3) Meeting minutes were prepared for the October 25, 2017 LCB meeting. Minutes are attached. The quarterly report for the period July 1, 2017 September 30, 2017 was also presented to the LCB. E. Provide at least one public hearing annually by each local coordinating board, and assist the Commission, as requested, in co-sponsoring public hearings. This public hearing must be in addition to the local coordinating board meetings. It may, however, be held in conjunction with the scheduled local coordinating board meeting (immediately following or prior to the local coordinating board meeting).(task 4) 07/01/2013 DeSoto County LCB Agenda Package Page 23 of 27

24 F. Provide staff support for committees of the local coordinating board. (Task 3) G. Develop and update annually by-laws for local coordinating board approval. Approved by-laws shall be submitted to the Commission. (Task 5) H. Develop, annually update, and implement local coordinating board grievance procedures in accordance with the Commission guidelines. Procedures shall include a step within the local complaint and/or grievance procedure that advises a dissatisfied person about the Commission s Ombudsman Program. A copy of the approved procedures shall be submitted to the Commission.(Task 6) I. Provide the Commission with a current membership roster and mailing list of local coordinating board members. The membership roster shall be submitted with the first quarterly report and when there is a change in membership. (Task 3) Planning staff updated the current LCB membership list and had it certified by the Central Florida Regional Planning Council Board. J. Provide public notice of local coordinating board meetings and local public hearings in accordance with the Coordinating Board and Planning Agency Operating Guidelines. (Task 3) The Planning Staff advertised the October 3 and November 16 LCB Meetings. The advertisements are attached. K. Review and comment on the Annual Operating Report for submittal to the local coordinating board, and forward comments/concerns to the Commission for the Transportation Disadvantaged. (Task 7) Planning staff reviewed and commented on the Annual Operating Report. Staff questions and comments are attached. L. Review the transportation disadvantaged service plan, and recommend action to the local coordinating board. (Task 1) 07/01/2013 M. Report the actual expenditures of direct federal and local government transportation funds to the Commission for the Transportation Disadvantaged no later than September 15th. (Task 8) DeSoto County LCB Agenda Package Page 24 of 27

25 II. Service Development The planning agency shall develop the following service development items. A. Jointly, with the community transportation coordinator and the local coordinating board, develop the Transportation Disadvantaged Service Plan (TDSP) by preparing the planning section following Commission guidelines. (Task 1) B. Encourage integration of "transportation disadvantaged" issues into local and regional comprehensive plans. Ensure activities of the local coordinating board and community transportation coordinator are consistent with local and state comprehensive planning activities including the Florida Transportation Plan. The planning agency held a Transportation Disadvantaged Summit during this quarter. C. Encourage the local Community Transportation Coordinator to work cooperatively with regional workforce boards established in Chapter 445, Florida Statutes, and provide assistance in the development of innovative transportation services for welfare transition program. The planning agency and CTC work closely with the CareerSource Boards in the Region. The CareerSource Boards are an excellent resource and partner in the TD program. III. Technical Assistance, Training, and Evaluation The planning agency shall provide technical assistance and training for the local coordinating board, and shall assist the local coordinating board in monitoring and evaluating the community transportation coordinator. A. Provide the local coordinating board with quarterly reports of transportation disadvantaged planning accomplishments and expenditures as outlined in the planning grant agreement and any other activities related to the transportation disadvantaged program including but not limited to consultant contracts, special studies, and marketing efforts. (Task 9) Planning staff provided the LCB a copy of the quarterly report submitted for the period July 1, 2017 September 30, B. Attend at least one Commission-sponsored training, including but not limited to, the Commission's quarterly regional meetings, the Commission's annual training workshop, or other sponsored training. (Task 10) 07/01/2013 DeSoto County LCB Agenda Package Page 25 of 27

26 C. Attend at least one Commission meeting each year within budget/staff/schedule availability. D. Notify Commission staff of local transportation disadvantaged concerns that may require special investigations. D. Provide training for newly-appointed local coordinating board members. (Task 3) F. Provide assistance to the community transportation coordinator, purchasing agencies, and others, as needed, which may include participation in, and initiating when necessary, local or regional meetings to discuss transportation disadvantaged needs, service evaluation and opportunities for service improvement. TD planning staff and staff of the Heartland Regional Transportation Planning Organization (HRTPO) conducted a TD Summit on November 15, CTD Executive Director, Steve Holmes was a participant in the event.. G. To the extent feasible, collect and review proposed funding applications involving "transportation disadvantaged" funds consistent with Chapter 427, Florida Statutes, and Rule 41-2, Florida Administrative Code, and provide recommendation to the local coordinating board. The planning agency is a recipient of Federal Transit Administration funds which support the TD program. During this quarter planning staff completed the grant applications and submitted them to the Department of Transportation. Grant applications will be provided to the LCB at their January 31, 2018 meeting for their review. H. Ensure the local coordinating board conducts, at a minimum, an annual evaluation of the community transportation coordinator. The local coordinating board shall evaluate the coordinator using the Commission's Evaluation Workbook for Community Transportation Coordinators and Providers in Florida (at a minimum, using the modules concerning Competition in Use of Operators, Cost-Effectiveness and Efficiency, and Availability of Service) and local standards as defined in the Transportation Disadvantaged Service Plan. (Task 2) 07/01/2013 DeSoto County LCB Agenda Package Page 26 of 27

27 I. Assist the Commission for the Transportation Disadvantaged in joint reviews of the community transportation coordinator. J. Ensure the local coordinating board annually reviews coordination contracts to advise the Coordinator whether the continuation of said contract provides the most cost effective and efficient transportation available, consistent with Rule 41-2, Florida Administrative Code. K. Implement recommendations identified in the Commission s Quality Assurance Performance Evaluation reviews. IV Special Considerations by Planning Agency: V. Special Considerations by Commission: Signature of Individual Submitting Report 12/31/17 Date Marcia L. Staszko Typed name of Individual Submitting Report 07/01/2013 DeSoto County LCB Agenda Package Page 27 of 27