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HomeMy WebLinkAbout2023-09-27-AHTC-min Town of Lexington AdHoc Transportation Committee Meeting Wednesday, September 27th 2023 1 9am to 10am Zoom Video Conference Meeting Minutes Present: Susan Barrett, Sally Castleman, Howard Cloth, Sharon Gunda, Varda Haimo, Carolyn Kosnoff,Joe Pato, and Deepika Sawhney.. Deepika called the meeting to order via Zoom at 9:03am. The meeting was called to order with all attendees present confirming attendance. Financial Costing of Lexpress Discussion Lead: Miss Kosnoff • Discussion revolved around how the Finance Department should cost out the Lexpress program, specifically the inclusion of wages and salaries. She explained the methodology behind merging her work with Susan's to reflect the total cost, including benefits. • It was clarified that 35-40% of the staff's time was allocated to Lexpress, and this allocation should guide cost estimations. • It was agreed that benefit costs should be incorporated, which has been previously missing. • Discussion on how different town programs account for costs, especially in terms of benefits. The town's approach does not typically break down programs to include benefits, except for enterprise services like water, sewer, and recreation. • The Human Services budget was also reviewed, noting that health insurance for staff is shared between town and school departments but isn't reflected in individual department budgets. • It was suggested that in comparison with other programs, the lack of inclusion of benefits in the costing should be highlighted. Adding a footnote to explain the full cost of the Lexpress program was recommended. • Miss Kosnoff committed to submitting the financial data by midday next day for inclusion in the next meeting packet. • Estimated benefit costs of approximately $20,000 were discussed, with a plan to prorate based on Lexpress's share of staff time (35-40%). Bridger spoke about: • Focus on making routes more efficient by reducing deviations, with a goal to maximize ridership near bus stops and reduce dependency on private cars. • Discussion happened on the aspirational goals of limiting route deviations unless absolutely necessary. The committee members also discussed • Emphasis on defining success metrics for Lexpress, including increasing ridership and improving service efficiency. • Debate on the need for clear metrics, with some members expressing concerns about setting unrealistic expectations without supporting data. • Suggestions to boost Lexpress usage through a dedicated marketing campaign targeting all residents, especially seniors and vulnerable populations. • Immediate needs identified, including direct mail to all households and collaboration with schools to promote the service. • A discussion emerged on the need for a Council on Aging (COA) van or on-demand service to support seniors and those with mobility challenges. • Plans for applying for grants to fund a COA van were discussed, with the potential for a pilot program to assess the effectiveness of this service. Next Steps: • Miss Kosnoff to send financial data for inclusion in the meeting packet. • Focus on preparing a concise five-slide presentation for the upcoming Select Board meeting. • Follow-up on the grant application for a COA van to improve curb-to-curb services for vulnerable populations. Meeting Adjourned: 10:05 CHAT TEXT Carolyn Kosnoff to Everyone (Sep 27, 2023, 9:00 AM) I have to drop for another meeting. Susan Barrett, Lexington to Everyone (Sep 27, 2023, 9:02 AM) Sorry I am late. As the calendar invite was still for 9AM, I followed that. There are many comments I have on your slides. Suggestions that will be extremely helpful for you. Thank you! I need to have access to provide comments on your slides. Thank you! Susan Barrett, Lexington to Everyone (Sep 27, 2023, 9:17 AM) We have no way to track unique riders. We can track unique passholders, but not unique riders. We can measure passholders and with annual (or bi-annual surveys) ask those riders how often they ride and for what purpose, etc. Please review my comments about this that I sent in email this morning. Thank you! Bridger McGaw to Everyone (Sep 27, 2023, 9:23 AM) Susan -- Let us help you by recommending the SB hire more contractors to do this support I agree with Varda. I can do that varda2 to Everyone (Sep 27, 2023, 9:29 AM) Is the select board presentation virtual or in person? Susan Barrett, Lexington to Everyone (Sep 27, 2023, 9:30 AM) Susan also agrees we need a COA van-type service. It will make our Bridger McGaw to Everyone (Sep 27, 2023, 9:35 AM) Those votes were STRAW POLLs They were not the formal vote of the committee they were helping to formulate where the report was heading. Susan Barrett, Lexington to Everyone (Sep 27, 2023, 9:39 AM) The initial service suggested of microtransit (similar to NewMO) was too expensive and not sustainable., Even Newton realized that, but I think a COA van is much more realistic and feasible. I have sent you slides with a pyramid showing that#. I can get that for you again. Susan Barrett, Lexington to Everyone (Sep 27, 2023, 9:47 AM) Town Management will not allow me to do that until they hear from you. Thank you. Community Transit GRant thru MassDOT Susan Barrett, Lexington to Everyone (Sep 27, 2023, 9:53 AM) Timeline suggestion: Since you cannot make route recommendations by Thursday or 10/2, how about you tell the SB you will come back in December with that info. The main thing they need to know right now is budgetary, so as long as you are not suggesting any additional (or less) vehicles for FY25 for routes, I would think that would be fine. Then I can work with you all on routes. It will take a few sessions, but you can share all your ideas, ask all your questions about routes, and we can test out all your ideas. Again, this is very easy and quick to do in Remix. The challenge is the trade-offs...always...and traffic constraints. Also, you need to make recommendations on fares. I recommend keeping the $20 pass for another year. Bridger McGaw to Everyone (Sep 27, 2023, 9:54 AM) IAPPROVE (meeting notes prepared with Al assistance)