MINUTES
Statewide WSTA Vanpool Sub Committee Meeting
Hilton Garden Inn, Issaquah, WA.
Tuesday, December 2, 2008       

DRAFT

In attendance at the meeting - Carolyn Newsome, Intercity Transit; Karen Allen, Yakima Transit; Kim Cederstrom, Whatcom Transportation Authority; Terry DeJuan, Ben Franklin Transit; Daphne Dilley, King County Metro; Lani Fowlkes, Pierce Transit; Athena Green, Mason Transit; Cyndi Griffey, Kitsap Transit; Kathy Johnston, WSDOT; Rachel Katz, Jefferson Transit; Jesse Kinney, Valley Transit; Dawn Kirsch, Community Transit; Brian Lagerberg, WSDOT; Julie Lloyd, Island Transit; Carla Meyer, Jefferson Transit; Roberta Nelson, Skagit Transit; Evan Olsen, WSDOT; Michelle Parvinen, WSTA; Sid Pawlowski, King County Metro; David Rodrick, Retired; Daphne Tackett, Pierce Transit; Brad Windler, C-TRAN

 New Chair/Vice Chair/Co-Chair Ideas                                           Karen Allen/Carolyn Newsome

            Karen and Carolyn proposed that the Committee have Co-Chairs  rather than Chair and Vice Chair.  The group agreed with the idea and Carolyn’s stipulation that initially there be a two year term for one person and a one year term for the other.  She felt rotating positions would provide time for the new Co-Chair to come up to speed.  She volunteered to take the one-year position and give Karen the 2 year post.  She then led a quick vote and the motion was approved.

 Agency Reports –

            During the Agency Reports, Kim Cederstrom kept notes on the following items of interest to the group.

            Additional items noted -

• Jefferson Transit system is being redesigned.

• C-Tran interested in purchasing used surplus vans to use as spares and also interested in Telematics.

 Report on Governor’s Climate Change Challenge                        Brian Lagerberg

Carpooling and vanpooling are critical pieces of the Climate Action Team’s (CAT) work.  The report recommends a statewide study to establish meaningful goals and to identify ways to overcome existing barriers to the dramatic growth in public transportation services needed to achieve state greenhouse gas and VMT/capita targets.  Brian advised the Committee members to look for Governor Gregoire’s Press Release on the Climate Change Challenge and its new focus on jobs.  With the downturn in the economy, Governor Gregoire is focusing the messaging on “growing a new economy”.   Vanpool operators may want to build off this messaging and tie vanpools with a healthy economy and “jobs”. The Governor has been talking about climate issues in ways that link jobs, the changing economy and consumer protection.  We should be thinking about ways that show the linkage between vanpool programs and job generation or protection.

We may want to think beyond commuter vanpools (WSDOT projects like Job Access Reverse Commute (JARC)), etc. 

 TRI-State RideshareOnLine Update                                              Brian

WSDOT and the RSO team released a RFP for ridematching with the objective of having a contract in place in January 2009. Three vendors presented bids.  Those presentations took place the same day as our meeting. The proposals will be evaluated and a vendor selected after all presentation have been made.  Baring unforeseen circumstances, a new RSO system should be in place during the summer of 2009.

 GA Procurement Contract Info                                                      Evan Olsen

Our statewide vanpool team will be more involved in the state contract.  Dawn Kirsch will lead this effort on behalf of the Vanpool Committee. Evan asked the vanpool team how they felt about the procurement process. Some members of the group felt that there was not enough time allotted for the agencies to provide input into the types of vehicles. Overall, many of the team members were satisfied with the timeline of the procurement process. Coordinating with maintenance is sometimes beneficial to providing input about vehicle specifications. This practice may be implemented, but should not necessarily guide vehicle selection.

 Vanpool Improvement Plan (VIP) Lessons Learned                     Evan

Keith Cotton will be the main point of contact for WSDOT on the VIP.  He will be facilitating a team of WSDOT staff who will be taking the lead on parts of the program.  Climate Action Team goals will influence next grant process. Overall, the process went well. For future reports on lessons learned, eliminate reference to sophistication of responses.

Green House Gas calculations were of concern to the committee. There was an overall feeling that calculations should be better explained and refined before next year. Also, what is included as part of the definition of GHG should also be included as a separate and related issue.

 By-Laws Discussion                                                                         Michelle Parvinen

• Committee name: WSTA Vanpool Sub-Committee

• Mission statement: It was suggested to tailor the mission around Governor’s focus  “jobs”/”growing a new economy” and the Governor’s CAT (Climate Action Team) goals.  Discussion revolved around “Statewide support to continue low cost, high efficiency commute choices and to support local economic growth while reducing environmental impacts through vanpooling.” 

• Goals: Ideas discussed included “increase state support for funding vanpooling” and “achieve 5% of rideshare market share as a public transportation choice.”

• Objectives: These should be taken from the 2020 Plan. State funding for:

1. Replacement vehicles.
2. Expansion vehicles
3. Incentives

It was decided members would send their ideas to Michelle Parvinen and she would compile the suggestions into a cohesive statement.

Longer Discussion Items for 2009 Meetings-

            The Committee members discussed the formation of several work committees to address projects vital to our Vanpool programs.  The following are the projects and members who volunteered to serve on them:

            • Commuter Rideshare Legislation Changes Discussion – It was decided by the group to request minor language changes in the Commuter Rideshare Legislation and forward these to the WSTA Board for further consideration.

            • Best Practices for Vanpool Operators – Lani Fowlkes, Dawn Kirsch, Kitte Bassett, Carolyn Newsome, Cyndi Griffey and Kim Cederstrom.  Carolyn will lead.

            • ‘09-‘11 Biennium Funding Vanpool Growth/2020 plan Development – Lani Fowlkes, Kim Cederstrom Carolyn Newsome, Dawn Kirsch, Syd Pawlowski, Terry Dejuan

            • 2009 State Conference Vanpool Session/Training- Consider a session on the 2020 Plan- Brad Windler, Karen Allen

            • All Electric Vehicle GVW Issue – Metro    Syd lead a discussion on battery electric vehicles. (BEV) and distributed the 2009 King County State Legislative Request form. He would like Vanpool Team support on the issue.

Waiting List Project                                                                          Karen

Karen said that the “waiting list” addition to the ‘Beckwith’ report, actually the Regional Vanpool Coordination Team and Washington State Ridesharing Organization Vanpool Performance Indicators (RVCT and WSRO VP Perf Indicators) would be discussed with John Beckwith to see if it is feasible to include.  The group felt having this information on the numbers of groups ‘waiting’ for Vanpool service would be a helpful indicator of need when planning budgets, forecasting need, and future growth.

The group decided the term ‘Waiting’ would officially designate a group that had completed some of the paperwork needed and had actual names of people in the group.  The term ‘Interested’ would be used for groups indicating interest but without any paperwork completed or other rider names.  Syd raised the issue that Metro uses different terminology since they have groups ready to go but waiting to go through training due to a backlog. 

Stored Value and Gift Cards RFP                                                  Cathy Blumenthal

This discussion was tabled until the next meeting since Cathy was unable to attend.

Agency Hybrid Vehicle Purchases                                                  Daphne Dilley

            Daphne asked if anyone knew of hybrid van availability.  No one was aware of anything on the market. The issue was tabled.

Washington State Transit Insurance Pool (WSTIP)                      Tracey Christianson

            Tracey was unable to attend due to a scheduling conflict.  Carolyn reminded everyone that the Medical Expense Protection coverage for Van Drivers will be increased to $35,000 from $10,000 beginning 1/1/2009.

2009 Meeting Dates/Locations

            The group decided the next meeting would be all day March 26^th  and ½ day on March 27^th in Ellensburg, at the Bar 14 Ranch House Restaurant.  Dates for other meetings throughout the year were discussed but were tabled for further discussion at the Ellensburg meeting.  

Dates and meeting room are reserved at Bar 14 Restaurant in Ellensburg.