For Board Meeting of August 28, 2014 Agenda Item # J.1

08-28-14 J.1 MEMO Rideshare 4Q.Docx

MEMO TO: BOARD OF DIRECTORS FROM: ROXANNE ROLLS THRU: ALLAN POLLOCK, GENERAL MANAGER SUBJECT: CHERRIOTS RIDESHARE 4TH QUARTER REPORT Issue The FY2013-2014 fourth quarter progress report of the Cherriots Rideshare Program. Background and Findings Based on the annual Rideshare program work plan, this quarterly report addresses the progress and activities associated with the organizational goal of improving and promoting Environmental Sustainability. Rideshare staff has several projects that are facilitating the District’s community outreach and providing staff with opportunities for sharing the District’s message. Rideshare staff is making plans and preparing for the next Drive Less Challenge coming up in October. Rideshare staff is also working on the following: • A regional carpool matching challenge called Carpoolooza. • Key sponsor in the second annual Salem Sunday Streets event. • A Salem walking map project with a team from the Practical Applications for Careers and

Enterprises (PACE) Program at Willamette University • Ongoing work with ALTA Planning + Design on the Rideshare Program strategic plan. Recommendation None Proposed Motion Information Only

For Board Meeting of August 28, 2014 Agenda Item # J.1

08-28-14 J.1 MEMO Rideshare 4Q.Docx

CHERRIOTS RIDESHARE 4th Quarter Report FY 2013-2014 April ~ May ~ June 2014 During the Fourth Quarter of FY 2013-2014, Cherriots Rideshare maintained its level of support to commuters in the Mid-Willamette Valley. Rideshare goals are detailed in the work plan, but can be summarized as management of the Regional Rideshare Database, providing marketing, outreach and incentives for the use of all transportation options and promotion and expansion of Transportation Demand Management (TDM) tactics within Polk, Marion and Yamhill Counties. DRIVE LESS CONNECT Drive Less Connect is Oregon's secure, easy-to-use online ride-matching tool that matches people who want to share the ride to work, school or play. The Rideshare Program has been using the tool for a little over two years now and Rideshare staff is pleased with the growth in the number of participating commuters.

Drive Less Connect ~ Fourth Quarter 2013-2014 Total registered users ................. 2906 New users......................................... 139 Non SOV Miles Logged ............ 200,863 Bike trips ........................................ 1203 Bus trips ........................................ 1404 Carpool trips .................................. 2357 Did Not Work trips ........................... 884

Vanpool trips ................................ 1766 Walk trips ...................................... 634 Other trips ....................................... 75 Telework trips ............................... 295 Drive Alone trips .......................... 1013

Ridematching statistics: Ridematch search performed ......... 5253 Ridematch search with no results ... 1143 Ridematch requests sent ............... 2236

EVENTS, OUTREACH and MEETINGS Student Poster Contest Rideshare staff wrapped up the 2014 student poster contest, presenting recognition and awards to students at six different schools in the tri-county region. It was another successful year with more than 700 posters submitted. In addition to selecting first, second and third place winners from the high schools and the middle schools, staff also selected a number of honorable mentions. The student’s artwork will be used throughout the year on a variety of promotional and advertising items as well as on the 2015 Cherriots calendar. The Cherriots Poster Contest is a great way to educate and engage with students about their transportation options that are within their area. This contest is also an effective way to develop strong relationships with the teachers and to build program awareness.

For Board Meeting of August 28, 2014 Agenda Item # J.1

08-28-14 J.1 MEMO Rideshare 4Q.Docx

ShowBiz Marketing and Rideshare staff came together to create a dynamic and engaging booth for the Salem Chamber of Commerce annual show called “ShowBiz”. The booth featured a “photo booth” where attendees got their picture taken and subsequently placed on the Cherriots Facebook page. This encouraged people to seek out and “like” the Cherriots Facebook page, building the District’s community network. Staff also engaged attendees with a short survey to gather information about the District’s transit pass program. A committee is being formed with representatives from Finance, Operations, Marketing and Rideshare to streamline the internal process as well as find ways to better market the program. Meetings Staff attended six Drive Less Connect and Regional Network Administrators planning meetings. These meetings involve information exchange about rewards, budgets, training, updates and best practices. Staff also attended or participated in the following events or meetings: • City of Salem Employee Health Fair • Public Works Day • North Salem Business Association Meeting • ACT Leadership – Washington DC • Salem Sunday Streets Planning Meeting • Employee Transportation Coordinator (ETC) Quarterly Information Exchange Lunch VALLEY VANPOOL Cherriots Rideshare supports the use of 25 vans in collaboration with other Rideshare agencies or programs in the region to jointly operate the Valley VanPool program. There are a total of 57 active vans in the regional Valley VanPool program. EMERGENCY RIDE HOME Cherriots Rideshare provided three rides in the fourth quarter serving an individual who was ill, an individual who had to work unexpected overtime, and a family illness. The cost for the quarter was approximately $200.00 PROJECTS Carpoolooza - Grant funding for this project is now secured and Rideshare staff will begin working with its partners (Cascades West Rideshare and point2point solutions at Lane Transit District) on this project once the Drive Less Challenge is completed. Salem Sunday Streets - For the second year in a row, Cherriots Rideshare is partnering with the City of Salem to host the Salem Sunday Streets event that will take place from 11:00 a.m. to 4:00 p.m. on September 7th in downtown Salem. This is an annual event that promotes healthy and active living by opening up city streets for people to play and explore together. The event is family-friendly, free, and open to all. The route will feature activities as diverse as yoga, food carts, music on a pedal-powered stage, interactive art projects, hula hooping, disc golf, a farmers market, bike repair stations, and a musical-parading dance troop.

For Board Meeting of August 28, 2014 Agenda Item # J.1

08-28-14 J.1 MEMO Rideshare 4Q.Docx

PACE Team Project - Practical Applications for Careers and Enterprises program at Willamette University. The Rideshare team will be working with a group of MBA students from Willamette University to create a Wander Walks book. The work completed so far is about 15% of the total project, and will be used as a foundation. The PACE team, with ongoing participation and guidance from the Rideshare team, will complete the project.

Rideshare Program Strategic Planning - Staff has been working with representatives from ALTA Planning over the last three months on the Strategic Plan for the Rideshare program. ALTA conducted twelve interviews of Rideshare program stakeholders and summarized their findings in a SWOT analysis (Strengths, Weaknesses, Opportunities and Threats.) These findings were discussed with representatives from Alta and Rideshare at the first project team meeting held on July 15th. Also in attendance were Mike Jaffe (MWVCOG) Larisa Varela (ODOT PTD) Allan Pollock and Steve Dickey. The next steps include best practices research and a draft action plan.

Other Ongoing Participation and Activities - • Board member/TOGO representative on the Oregon Transit Association (OTA) • Statewide TDM quarterly meeting • Green Transit Task Force (Roxanne) • Cherriots Wellness Committee (Kiki) • Cherriots Connect Committee (Kiki)

Cherriots Rideshare 2013-2014 Year End Report

Grant # 29576 ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ CHERRIOTS RIDESHARE PROGRAM GOALS, TASKS AND DELIVERABLES Cherriots Rideshare program will provide information, services, incentives and marketing to increase auto trip reduction and the use of transportation options in the Willamette Valley, as well as provide for support and continuance of existing use. Goal 1: Support the Statewide Ridematching Database – Drive Less Connect (DLC)

Task A: Continue participation in planning, coordination and discussions regarding the database.

Deliverable: Summarize and report quarterly any details regarding participation in interstate and statewide planning, coordination and discussions regarding the database. Results: Staff participated in 22 Drive Less Connect and Regional Network Administrators planning meetings. These meetings involve information exchange about rewards, budgets, training, updates and best practices.

Task B: Maintain and promote telephone, web and email support for DLC users in Polk, Marion

and Yamhill Counties.

Deliverable: Report on utilization and response regarding DLC. Results: We maintain a toll free phone line and a 503 area code phone line. We maintain a web presence through Salem-Keizer Transit and we have a separate email account for the Rideshare program. We receive an average of 8 calls a month on the Rideshare line. We receive an average of 10 emails a month primarily for Emergency Ride Home enrollment.

Task C: Utilize Drive Less Connects’ reporting features to provide data on VMT and GHG

emission reduction to ODOT – PTD. Deliverable: Submit requested reports quarterly to ODOT – PTD.

Results: 2013-2014 Year End Statistic We create summary reports using DLC reporting features and submit those reports quarterly to ODOT PTD.

Ridematch searches ........................... 5253

Search with no results ..................... 1143

Ridematch requests sent ........................ 2236

2013-2014 Year End Statistics

Total Users ............................................................................................2906

New users ............................................................................................. 1322

Non SOV Miles Logged .................................................................. 557,954

Bike trips ............................................................................................... 1269

Bus trips ................................................................................................ 2299

Carpool trips..........................................................................................6,746

Compressed Work Week trips .................................................................. 88

Did Not Work trips ............................................................................... 2497

Drive Alone trips................................................................................... 1759

Telework trips ......................................................................................... 947

Train trips ................................................................................................ 238

Vanpool trips ......................................................................................... 4682

Walking trips ........................................................................................... 628

Telework 4%

Walk 9%

Drive alone 9%

Bus 17%

Bike 15%

Vanpool 14%

Carpool 32%

Goal 2: Provide Marketing and Support Services for Drive Less Connect

Task A: Conduct marketing and promotional activities in support of ridesharing and the Drive Less Connect database.

Deliverable: Report on marketing activities, promotions and events for the year..

Results: Staff attended the following events.

• City of Salem Green Fair • Salem Sunday Streets • Showbiz • City of Salem Employee Health Fair • SAIF Green Fair • Spirit Mountain Employee Health Fair • Public Works Day • Salem Chamber B-to-B show “Showbiz”

Task B: Work with the “Drive Less, Save More” marketing agency to continue the Salem region outreach effort.

Deliverables: Report on Drive Less Save More coordinated activities.

Results: We worked with PacWest on the development of a commuter newsletter and postcard in conjunction with the Drive Less Challenge. The newsletter went to households within the urban growth boundary and the postcard went to over 100,000 households outside the urban growth boundary

Goal 3: Continue to support a regional Emergency Ride Home (ERH) program.

Task A: Administer and fund the ERH program.

Deliverable: Report on utilization of the ERH program.

Results: There are currently 209 commuters enrolled in the program. There were a total of 14 vouchers used (by a total of 16 people) during the year. One carpool group needed a ride because their driver had an emergency. The cost for emergency rides was $1207.

We continue to conduct outreach through our ETC’s to get more commuters enrolled in Drive Less Connect so that they will have access to the Emergency Ride Home vouchers on an as needed basis.

Goal 4: Support the Valley Van Pool regional program.

Task A: Continue to promote and support Valley VanPool through partnerships with CWCOG and point-2-point solutions (LTD).

Deliverable: Report on Valley VanPool partner activities.

Results: Cherriots Rideshare staff collaborates with other Rideshare agencies to jointly operate the Valley VanPool program. The total number of active vans in the Valley VanPool program is 57. This is a net increase of 12 vans in the region.

Task B: Manage and fund vanpool subsidy and incentive programs.

Deliverables: Report on vanpool activity associated with subsidy and incentive program.

Results: Through NTD reporting/funding we subsidize 25 of the vans in our region. This is net addition of one van in our region. This growth rate is considered low, but we anticipate stronger growth in the coming year since the state has now approved pre-tax withholding for vanpoolers.

Task C: Continue tracking VMT reduction via vendor reports.

Deliverables: Summary of VMT and emissions reductions of vanpools subsidized by Salem-Keizer Transit. Any other data gathered to ensure compliance as a 5307 fund recipient will also be included.

Results: Through NTD reporting/funding we subsidize 25 of the vans in our region.

TDM PROGRAM GOALS, TASKS AND DELIVERABLES The Cherriots Rideshare program will provide the central planning, marketing, outreach and coordination of services for Transportation Demand Management in the Willamette Valley. Goal 1: Continue our Community and Employer Outreach programs.

Task A: Maintain and promote alternative transportation commute programs and incentives through employers within Marion, Polk and Yamhill Counties.

Deliverable: Report on employer programs maintained and/or initiated.

There are two employers utilizing the employer transit pass program. The Book Bin (Downtown) and the Book Bin (Lancaster). We conducted a survey to determine customer interest and gather suggestions for the program. The number of responses was low and therefore may not be statistically significant or useful. We are in the process of convening a subcommittee to evaluate the bus pass program and make recommendations about how to best move forward.

Task B: Work with Chambers of Commerce and other business organizations to develop private sector employer marketing and training.

Deliverable: Report on organizational training and marketing targeted towards business organizations.

Results: Staff attends regional chamber meetings and functions, young professional meetings and a variety of other community events.

Task C: Continue to distribute brochures, pamphlets, and/or posters.

Deliverable: Report on distribution of literature.

Results: We continue to offer our literature to businesses, ETC’s, individuals and at outreach events.

Task D: Participate in appropriate community activities and events to promote alternative modes of transportation.

Deliverable: Report on community event participation.

Results: During the year we participated in the following:

• Regional Middle and High School Poster Contest/Award Assemblies • McMinnville Vocational Rehab Counselors Meeting • North Salem Business Association Meeting • ETC Quarterly Information Exchange Lunch • SKATS Policy Meeting • APTA Conference • OTA Conference • Woodburn Park and Ride Promotion Meeting • Women’s Transportation Seminar Awards Dinner • Good Urbanism – A presentation by Gil Penalosa

Goal 2: Expand the Pool of Shared TDM Information in Oregon.

Task A: Continue to participate in the quarterly Transportation Options meeting.

Deliverable: Report on attendance and participation in the quarterly meetings as well as auxiliary meetings pertaining to TDM.

Results: Staff attended the quarterly TO meetings organized by ToGo and ODOT PTD. Roxanne’s role as ToGo board President included participation in the planning and coordinating for these meetings and events. In 2014-2015 Roxanne will remain on the ToGo board, but will not be seeking an additional term as an executive officer. However, the expectation of a past president is to act as an advisor to the incoming executive board. Roxanne will continue in her role as the ToGo liaison as a board member of the OTA.

Task B: Continue participation on the DLC Regional Administrator committee and any ongoing committee work in relation to DLC.

Deliverable: Report on attendance and participation on the DLC Regional Administrator committee and any ongoing committee work in relation to DLC.

Results: As noted earlier, staff attended the DLC Regional Administrator meetings either via conference call or in person.

Task C: Continue participation and collaborate with Mid-Willamette Valley Council of Governments, Salem-Keizer Transit Board of Directors, ODOT-PTD Transportation Options Program Manager and the Federal Highway Administration.

Deliverable: Report on meetings attended and any outcomes impacting the TDM/Rideshare program.

Results: Staff makes quarterly presentations to the SKT Board of Directors and sends quarterly report to the Mid-Willamette Valley Council of Governments.

Goal 3: TDM Program Coordination with Other Agencies

Task A: Work with state, regional, and local jurisdictions to coordinate transportation options planning efforts as opportunities might arise. Deliverable: Report on continued participation in cooperative planning activities. Results: We continue our participation in local planning efforts as they arise. Going forward, the results of the Rideshare program strategic plan will inform Rideshare staff in terms of TDM coordination with other agencies and local jurisdictions.

Task B: Work within Salem-Keizer Transit District to implement their strategic plan and their

work plan. Deliverable: Report on SKT’s strategic plan and work plan implementation Results: As transit district employees we are full participates in the planning and implementation efforts of SKT’s strategic plan. As noted above, the Rideshare program strategic plan will support the Salem-Keizer Transit strategic plan.

Task C: Continue to encourage and promote safe and convenient bicycling and walking in the

region, including supporting the annual Bicycle Commute Challenge. Deliverable: Report on regional participation in Bike Commute Challenge. Results: Staff attended the Active Transportation Summit. Staff is gearing up toward assisting the BTA with the Bicycle Commute Challenge in September. We continue to support local cycling clubs, programs and outreach by providing speakers, literature and small promotional items such as leg bands, blinky lights and bicycle maps.

Goal 4: Reporting

Task A: Prepare quarterly reports for each quarter of FY 2013-2014.

Deliverable: Quarterly reports briefly addressing progress on all deliverables. Summary reports due no later than November 15, 2013, February 15, 2014, May 15

2014 and August 14, 2014 for fiscal year 2013-2014.

Results: Quarterly reports were filed on time and included the specific data (as required by ODOT PTD).

Task B: Prepare annual report (included in Salem-Keizer Transit Annual Report) for fiscal years 2013-2014.

Deliverable: Annual Report for FY 2013-2014 addressing year end summary is due no later than August 15, 2014.

Results: This report represents the annual report for FY 2013-2014

Goal 5: TDM Professional Development

Task A: Continue to seek information regarding best practices and retain an active role in development and implementation of TDM policies and promotional activities by participating with other TDM organizations. Examples: Oregon Department of Environmental Quality, the Association for Commuter Transportation, Transportation Options Group of Oregon, and others.

Deliverable: Report on conferences attended, training completed, and any other work or activities (deemed relevant) completed in cooperation with local, regional and national TDM groups.

Results: Roxanne and Kiki have ongoing participation in OTA, ACT National and ACT Cascade Chapter, ToGo and the TO Statewide meetings. Kiki is completing her participation in the ACT Leadership program and will make a final presentation at the Annual conference in San Francisco in August 2014. Her presentation on TDM and the Millennials will also be offered as a session at the upcoming OTA conference in Seaside, OR.

In June 2014, Roxanne completed her BA degree in Interdisciplinary Studies with a concentration in Communication and Art. She graduated with honors from Marylhurst University.