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HomeMy WebLinkAboutCM Employee Commute Pilot Program Reportcrrr aF Agenda Item No: 3. f Meeting Date: December 17, 2012 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: CITY MANAGER Prepared by: Rebecca Woodbury, Management Analyst City Manager Approval SUBJECT: INFORMATIONAL REPORT ABOUT EMPLOYEE COMMUTE PILOT PROGRAM RECOMMENDATION: Accept this written informational report. BACKGROUND. The City's 2005 Greenhouse Gas Inventory showed that employee commute activity is responsible for 40.8% of the City's total government operations emissions. The City of San Rafael is one of the largest employers in the city and the City does not have direct control over commute related emissions. However, the City can develop programs and strategies to mitigate the use of single -occupant vehicles by employees commuting to work. The following General Plan 2020 policies relate to the development of commute related programs for city employees: Policy C11: Encourage and promote individuals to use alternative modes of transportation, such as regional and local transit, carpooling, bicycling, walking and use of low -impact alternative vehicles. Support development of programs that provide incentives for individuals to choose alternative modes. (Specific programs include support of car and vanpooling, car sharing, low -impact alternative vehicles, bike to work day, and the reduction of single occupancy vehicles) Policy C12a: Identify cost-effective City of San Rafael Transportation Demand Management programs for City employees. Consider approaches taken by the County in its Employee Alternative Commute Program. Policy SU13a: Provide transit and carpool incentives to City employees, including alternate work schedules and telecommuting opportunities. Both the City and its employees can benefit from policies and programs that reduce single -occupancy commutes. The City can benefit from reduced greenhouse gas emissions, a reduced need for parking, and increased employee productivity and morale. Employees can benefit from reduced transportation costs, reduced commute time, decreased stress, and increased health outcomes. In July 2012, the City discontinued a city -sponsored vanpool serving five employees due to potential liability issues. This service cost an estimated $5,400 annually (gas and maintenance only, does not include risk or liability). This report provides an overview of a more comprehensive and inclusive program available to all employees. ANALYSIS: In February 2012, a City staff committee was formed to address the issue of employee commutes. The committee includes Anil Comelo (Human Resources Director), Kraig Tambornini FOR CITY CLERK ONLY File No.: V ply � I .- I - Council Meeting: Disposition: a SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 (Senior Planner), Courtney Bell (Environmental Management Coordinator), Cory Bytof (Sustainability Coordinator), Marita Garcia (Accounting Assistant II), Vince Guarino (Parking Services Manager), Richard Landis (Public Works Administrative Manager) and Rebecca Woodbury (Management Analyst). The committee began its work by identifying the following goals: ■ Reduce single -occupancy automobile commutes ■ Encourage and incentivize all alternative transportation modes ■ Assist current vanpoolers with viable commute options after their van is discontinued In April 2012, the Employee Commute Committee worked with 511.org to conduct a survey of City employees regarding their commute patterns. Out of 364 employees, 139 (38%) responded. Major findings include: ■ Many employees have compressed work weeks and don't work a normal 8-5, Monday to Friday schedule. In addition, employee start times vary between 6-9 am. 41% of survey respondents said they did not carpool due to irregular schedules or the need to work late. More consistent employee work schedules would most likely increase ridership. ■ 32% of survey respondents live within 5 miles of work; 9% live 6-10 miles away; 23% live 11- 20 miles away; and 37% live more than 21 miles away. ■ 92% of those living within 5 miles typically drive alone to work while 28% of those living over 21 miles away participate in or have participated in a carpool or vanpool at some point. • 46% of survey respondents who usually drive alone to work said they are willing to try carpooling; 43% said they are interested in working from home one day per week; 30% expressed interest in biking to work, 22% expressed interest in vanpools; 18% expressed interest in using public transit; and 13% expressed interest in walking to work. The table below shows the current commute modes of City employees and the 1 -year pilot -program goals: Transportation Mode Current 1 -year Target Drive Alone 75% 60% Carpool 14% 20% Vanpool 0% 5% Public Transit 2% 5% Bike 2% 5% Walk 2% 5% RECOMMENDATION. Based on the survey data and recommendations from 511.org, as well as research into other programs, the Employee Commute Committee developed the following pilot program for all city employees (volunteers are also eligible for some programs): ■ Carpool Startup — Employees who participate in a carpool receive a one-time $50 stipend. ■ Vanpool Startup — An employee who leases or owns a van receives a one-time $600 stipend and passengers receive a one-time $200 stipend. Also, vanpools are eligible for an additional 2 -year $3,600 subsidy towards the vehicle lease from Transportation Authority of Marin. ■ Income Tax Savings — Employees may set aside pre-tax dollars (up to $125 per month) for transit tickets or vanpool costs. ■ Try Transit — Employees who use public transportation receive a $20 Clipper Card. ■ Commuter Club — All program participants (walk, bike, carpool, vanpool, transit users) are eligible for quarterly raffles. • Ridematch — A free service for finding a carpool / vanpool / or bike buddy to commute with. • Park Closer — Employees who carpool or vanpool are eligible for a prime parking spot. • Emergency Ride Home — Employees who use alternative commute modes can get a free SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 ride home in the event of illness, or other emergency situations. This program is provided by Transportation Authority of Marin. Charge It — Employees who lease or buy an all -electric vehicle receive a one-time $100 stipend. The pilot program will run from January 1, 2013 to December 31, 2013. Further details on each program element can be found in the User Agreement (Exhibit A). The City may modify or discontinue the program or any services provided in the program. The Committee's long term activities include: ■ Provide periodic updates regarding the program to encourage and promote employee participation. ■ Track emission reductions based on program participation, with assistance of 51 1.org. ■ Explore opportunities for secure bicycle parking as well as employee shower and locker facilities. ■ Explore telecommute opportunities and alternative work schedules. ■ Explore the use of pool cars or bikes for certain errands, such as medical appointments. ■ Continue to explore additional strategies to encourage employees to adopt sustainable and healthy commute patterns, such as encouraging the use of electric vehicles and creating car - share and bike -share opportunities. ■ Support consideration of work schedules that would encourage and promote alternative commute opportunities. ■ Review and evaluate program periodically, including an annual survey of employee commute patterns. ■ Recommend program modifications, adjustments, etc. as needed to support ongoing and increased participation. • Explore additional funding sources for program support and expansion. FISCAL IMPACT. The program will cost an estimated $10,000 funded from current -year appropriations in the Employee Benefit internal service fund managed by Human Resources. The previous program cost $5,400 and was administered and funded by Public Works. Considering that the previous program cost does not account for insurance and liability, this new program is not likely to exceed the full cost of the previous program. After initial program development, the committee estimates 1-2 total hours of staff time per week spent on administrative duties associated to this program, primarily by Human Resources, Finance, Parking Services and City Manager's Office staff. On-going tasks include the management of pre-tax benefits, periodic incentive programs, management of parking spaces designated to carpools, and informational materials for employees. RECOMMENDED ACTION: Accept written informational report. EXHIBITS: A. User Agreement City of San Rafael Employee Commute Pilot Program User Agreement Name: Date: Department: The Employee Commute Program (ECP) is for the sole use of employees and volunteers of the City of San Rafael (City). Eligible participants will automatically receive the Emergency Ride Home Program Rules. Certain incentives will be reported as income. Carpool and Vanpool Startup incentives are issued one-time only. Please check the following incentives / services you would like to participate in (see program details on reverse): This User Agreement is your acknowledgement that you have read, understand and agree to the following terms and conditions regarding your participation in the ECP: 1. The City reserves the right to terminate your participation in the ECP under certain circumstances and at any time and without prior notice. Cause for such termination shall include, but not be limited to, (a) breaches or violations of this User Agreement or other incorporated agreements or guidelines, and/or (b) discontinuance of services or content modifications to this program. 2. The City reserves the right to modify or discontinue the program or any services provided in this program and any conditions of use unilaterally. 3. By signing below, you agree to the eligibility requirements and program details (see reverse) outlined in this agreement and that you will comply with the program requirements set forth in this agreement: Employee Signature Date* Department Head Signature Date PLEASE RETURN THIS FORM TO HUMAN RESOURCES *Pilot program valid through December 31, 2013 Yui :incentive f Service Value Eligibility ❑ Income Tax Allows use of $125 pre-tax dollars. Employees Savings only ❑ Carpool Startup 2+ people: each person receives $50 Employees only $600 for drivers; $200 for Employees ❑ Vanpool Startup passengers; $3,600 towards van only lease ❑ Commuter Club Quarterly raffle drawings with Employees & multiple prizes (values vary) Volunteers ❑ Park It Closer n/a Employees only ❑ Try Transit Up to $40 in transit cards, while Employees & supplies last Volunteers ❑ Ride Match n/a Employees & Volunteers ❑ Emergency Ride Varies; not to exceed $500 per year Employees Home only ❑ Charge It On Us $100 Employees only This User Agreement is your acknowledgement that you have read, understand and agree to the following terms and conditions regarding your participation in the ECP: 1. The City reserves the right to terminate your participation in the ECP under certain circumstances and at any time and without prior notice. Cause for such termination shall include, but not be limited to, (a) breaches or violations of this User Agreement or other incorporated agreements or guidelines, and/or (b) discontinuance of services or content modifications to this program. 2. The City reserves the right to modify or discontinue the program or any services provided in this program and any conditions of use unilaterally. 3. By signing below, you agree to the eligibility requirements and program details (see reverse) outlined in this agreement and that you will comply with the program requirements set forth in this agreement: Employee Signature Date* Department Head Signature Date PLEASE RETURN THIS FORM TO HUMAN RESOURCES *Pilot program valid through December 31, 2013 Yui City of San Rafael Employee Commute Pilot Program User Agreement Program Details incentive 1, service Efigibility, All employees who purchase public This program allows the use of pretax dollars (up to transportation tickets or participate in a $125) per month on approved commuting options Income Tax vanpool. Participants must complete the (reducing your taxable income). Guidelines are provided Savings User Agreement and the Voluntary Payroll on the Voluntary Payroll Deduction Authorization form which must be submitted to Human Resources by the 15' Deduction Authorization- of the month. Carpool Any employee who participates in a carpool with two or more passengers. Employee City employees that participate in a regular carpool of 2 Startup must complete the User Agreement and or more are eligible for an annual incentive of $50 after 2 track commutes with 51 1.org. months participation. An employee leasing a van for use in an employee vanpool receives a $300 subsidy after lease is signed Any employee who leases a vanpool and another $300 subsidy at six months. City vanpool Vanpool vehicle for sharing the commute ride with at riders receive $200 at six months of participation. Startup least 5 other people. Participants must Vanpool roster and tracking information required. This is complete the User Agreement. a one-time incentive and employees must submit supporting documentation to Human Resources. Program participants may also be eligible for a $3,600 2 - year subsidy from Transportation Authority of Marin. Program participants receive one drawing entry per trip Commuter Any employee or volunteer who uses using an alternative mode of transportation for their Club alternative transportation. Participants must commute to or from work. Drawings will be held quarterly (Quarterly complete the User Agreement and track by the Employee Commute Committee and multiple Drawings) commutes with 51 1.org. prizes will be awarded. Trips must be tracked using the 51 1.org Trip Diary. Any employee who carpools or vanpools Certain parking spaces will be designated for employee Park It Closer with at least one other person to work may carpools/vanpools only by Parking Services and Public park in designated carpool parking spaces. Works. Spaces will be first-come, first serve. Employees and volunteers who have not Employees and volunteers may request a Clipper Card Try Transit used public transit to get to work during the from Human Resources with a $20 value. If not able to last 180 days. Participants must complete use. the card should be returned so that it can be re - the User Agreement. circulated. Cards are available while supplies last. Employees add contact information to the Any employee and volunteer interested in carpool/vanpool/bike buddy interest list posted on Ride Match finding a carpool, vanpool, or bike buddy 51 1.org. Employees are encouraged to contact others may register with h, Ltv/!c4eshare,51 1 orq/. with similar commuters and may be contacted directly by other employees. Valid emergencies include: an illness or crisis of Any employee who has used an alternative employee or family member; an unexpected requirement Emergency mode of transportation to get to work on to work late; the carpool or vanpool becomes unavailable; Ride Home the day that the valid emergency situation or bicycle problems. Program is administered by arises. Limited to 4 trips per year, not to Transportation Authority of Marin and subject to Program exceed 1500 worth of services. Rules, requirements, and documentation. Visit thftp,//%,_rna:ojreCi� org/ for information. Any employee who leases or purchases an An employee who has leased or purchased an all -electric Charge It On electric vehicle to commute to work, vehicle will receive $100 by submitting a copy of the lease or proof of purchase to Human Resources. The EV Us Participants must complete the User Agreement. must run on electricity stored in batteries and have an electric motor. PLEASE RETURN THIS FORM TO HUMAN RESOURCES *Pilot program valid through December 31, 2013 CITY OF SAN RAFAEL INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM No. 3. f DATE OF MEETING: 12/17/2012 FROM: Rebecca Woodbury DEPARTMENT: City Manager's Office DATE: 12/04/2012 TITLE OF DOCUMENT: Informational (sigh7qt*e) about Employee Commute Pilot Program (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: City Manager (signature) APPROVED AS TO FORM: EEL— City Attorney (Signaturev