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2011-0672011-67 Resolution Authorizing the Town Supervisor to Execute an Agreement with Dutchess County for Transportation Services for Senior Citizens and Handicapped Individuals (Dial -A -Ride) At a regular meeting of the Town Board of the Town of Wappinger, Dutchess County, New York, held at Town Hall, 20 Middlebush Road, Wappingers Falls, New York, on February 14, 2011. The meeting was called to order by Christopher Colsey, Supervisor, and upon roll being called, the following were present: PRESENT: Supervisor Councilmembers ABSENT: Christopher J. Colsey William H. Beale Vincent F. Bettina Ismay Czarniecki Joseph P. Paoloni The following Resolution was introduced by Councilman Bettina and seconded by Councilman Beale. WHEREAS, Dutchess County offers the Dial -A -Ride program, which provides transportation services for senior citizens and handicapped individuals; and WHEREAS, Dutchess County Office of the Aging has provided a copy of the proposed Agreement, a copy which has been forwarded to the Town Board in advance of this resolution for their review and consideration; and WHEREAS, the program is annually budgeted through the Town of Wappinger Budget line A- 7610.400, and there exists an amount of Forty -Four Thousand, Four Hundred Forty -Six Dollars and 00/100 ($44,446.00) in said line in the 2011 Town of Wappinger Budget. NOW, THEREFORE, BE IT RESOLVED, that the Town Board hereby authorizes the Town Supervisor to execute a contract with Dutchess County for the Dial -A -Ride program, which provides transportation services for senior citizens and handicapped individuals services as funded through Budget line A7610-400. The foregoing was put to a vote which resulted as follows: CHRISTOPHER COLSEY, SUPERVISOR Voting: AYE WILLIAM H. BEALE, COUNCILMAN Voting: AYE VINCENT F. BETTINA, COUNCILMAN Voting: AYE ISMAY CZARNIECKI, COUNCILWOMAN Voting: AYE JOSEPH P. PAOLONI, COUNCILMAN Voting: AYE Dated: Wappingers Falls, New York 2/14/2011 The Resolution is hereby duly declared adopted. 4,A� HN C. MASTERSON, TOWN CLERK 14 Commerce Street Poughkeepsie, NY 12603 (845) 473-0171 January 31, 2011 LMP DUfCHESSCOUNiY BUS SYSTEM Supervisor Chris Colsey 20 Middlebush Road Wappingers Falls, New York 12590 Dear Supervisor Colsey: Dial -A-Ride Elderly & Disabled Service Supervisor Office FEB 0 4 2011 (Received Enclosed you will find an inter -municipal agreement regarding Dial -A -Ride transportation services effective January 2011. Please sign and return all copies to me at: Cynthia Ruiz, Transit Administrator Dutchess County Mass Transit 14 Commerce Street Poughkeepsie, NY 12603 Please direct any questions to me at cruizgco.dutchess.ny.us, or by FAX to 454-9376 or by US Mail. Very truly yours, Cynthia Ruiz Dutchess County Transit Administrator AGREEMENT THIS AGREEMENT, made this day of , 2011, by and between the COUNTY OF DUTCHESS, a municipal corporation with offices at 22 Market Street, Poughkeepsie, New York, 12601 (hereinafter referred to as "COUNTY") and TOWN OF WAPPINGER, a municipal corporation, whose address is 20 Middlebush Road, Wappingers Falls, NY 12590, (hereinafter referred to as the "CONTRACTOR"). WITNESSETH: WHEREAS, Article 5G of the General Municipal Law provides joint services to participating municipal corporations and permits contributory funding by the respective municipal corporations according to the amount of services received; and WHEREAS, a joint service transportation system program is being provided for the general public in the municipalities of Hyde Park, East Fishkill, Wappinger, Poughkeepsie, Fishkill, and the City of Poughkeepsie; and WHEREAS, the Town Board of the Town of Wappinger has agreed to support the program in an amount not to exceed ELEVEN THOUSAND SIXTY FOUR and 00/100 ($11,064.00) DOLLARS quarterly, or FORTY FOUR THOUSAND TWO HUNDRED FIFTY SIX and 00/100 ($44,256.00) DOLLARS annually; and WHEREAS, the County of Dutchess will provide a Dial -A -Ride public transportation system in the participating towns named herein, now, therefore, it is mutually agreed by and between the parties hereto as follows: 1. SCOPE OF SERVICES. The County will provide a Dial -A -Ride transportation system in the participating towns named herein, in accordance with the Exhibit "A" annexed hereto and made a part of this Agreement. If any term of the Scope of Services contradicts or creates and ambiguity with any term of the Agreement, the Agreement shall govern. 2. TERM OF AGREEMENT. This Agreement shall be effective January 1, 2011 and shall terminate on December 31, 2011, unless otherwise terminated as set forth herein. 3. TRANSPORTATION ADVISORY BOARD. The Supervisor or Mayor of each participating municipality shall appoint a representative of the municipality as a member of the Transportation Advisory Board, which Board will review the operation of the system to ensure its responsiveness to the needs of the general public of the municipalities being served. 4. PAYMENT. The municipality will pay to the County, pursuant to a signed voucher submitted to the municipality, payments according to the schedule of collections C-8277 attached hereto, made a part hereof and marked Exhibit "B". Payments by the municipality will not exceed $44,256.00 during the term of this agreement. 5. TERMINATION. (a) Without cause. The County may terminate this Agreement upon ten (10) days' prior written notice to the Contractor of its intent to terminate without cause. (b) With cause. The County may terminate this Agreement effective immediately, with subsequent written notice to be given to the Contractor of termination with cause. In the event of termination with or without cause, the Contractor shall deliver to the County no such damages or expenses and shall not prevent the County from thereafter making any claim against the Contractor therefore. 6. NON-DISCRIMINATION. No services to be rendered pursuant to, or in connection with, this Agreement may be refused to any person because of age, race, color, creed, sex, national origin, disability or marital status. Contractor shall take all affirmative steps necessary to ensure equal employment opportunities without discrimination because of age, race, color, creed, sex, national origin, disability or marital status and to comply with all federal state, and local civil rights laws including, but not limited to, the Americans with Disabilities Act. 7. TARGETING. The Contractor will provide service to the general public. The Contractor, along with the Dutchess County Office for Aging, will engage in various activities, including outreach, referral, and publicity in order to serve the general public. The Contractor will, to the maximum extent feasible, work to serve elderly people, minorities, and people with disabilities in at least the same proportion as they are represented in the entire population of the municipality. The Contractor will inform the Division of Mass Transit of its targeting activities in its Monthly Report provided to the Transit Administrator. 8. EXTENSION. This contract may be extended for additional periods of one year each, not exceeding in total five (5) years, upon such terms and conditions as may be agreed upon between parties. C-8277 2 9. ENTIRE AGREEMENT. The terms of this Agreement, including its attachments and exhibits, represent the final intent of the parties. Any modification, rescission or waiver of the terms of the Agreement must be in writing and executed and acknowledged by the parties with the same formalities accorded this basic Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement. APPROVED AS TO FORM: County Attorney's Office APPROVED AS TO CONTENT: Commissioner of Planning & Development ACCEPTED: COUNTY OF DUTCHESS William R. Steinhaus County Executive TOWN OF WAPPINGER Chris Colsey, Supervisor C-8277 3 Exhibit "A" DUTCHESS COUNTY DIAL -A -RIDE What is Dial -A -Ride? Dial -A -Ride is a curb -to -curb transportation service open to the general public.. Who is Eligible? In order to serve the special transportation needs of the public, the service is offered only to those who need it. If an individual can use the regular LOOP bus service, that individual is not eligible for Dial -A - Ride service. One must be a resident of and have a trip origin in the following communities: Towns of East Fishkill, Fishkill, Hyde Park, Poughkeepsie, Wappinger, or the City of Poughkeepsie. Where does the service operate? Dial -A -Ride service operates in the Towns of East Fishkill, Fishkill, Hyde Park, Poughkeepsie, Wappinger, or the City of Poughkeepsie according to schedule. Registration In order to access Dial -A -Ride, an individual must register with LOOP prior to riding. To register, it is required that an individual fill out a registration form and return it to the address below. Dial -A -Ride staff will verify that the information is complete and notify each individual, by mail, as to their registration status. Mail registrations to: Dutchess County Division of Mass Transit Dial -A -Ride 14 Commerce Street Poughkeepsie NY 12603 (845) 452-7433 Information provided on the registration form helps establish eligibility for the Dial -A -Ride service and compliance with mandated reporting requirements. Revised 01/07/2011 4 C-8277 What are the Fares? Reservations Passengers must plan activities so that reservations may be made ahead of time. Passengers must call for reservations at 452-7433 as early as possible when in need of medical transportation. Dispatchers will accept reservations up to 30 days in advance and no later than 3 days before the desired date of service between the hours of 9:00 am and 1:00 pm, Monday through Friday. (You must have an approved registration on file before making a reservation.) Call Dial -A -Ride for a registration form or fill out one online, print it, sign it and return the completed form to Dutchess County LOOP Bus System, 14 Commerce Street, Poughkeepsie, New York 12603. To cancel a reservation, please call Dial -A -Ride at least 24 hours before the scheduled trip. Late cancellations will require payment for the missed trip. For reservations, call 452-7433. If no answer, call 473-0171. When a ride is scheduled, passengers must tell the dispatcher exactly where they are going, including additional stops. The driver has a schedule to follow which cannot be changed. Passengers are limited to a maximum four shopping bags or parcels. If a passenger requires help, s/he must ask the driver for assistance. On all shopping trips, passengers are to be advised of the time and location to meet for the return trip. Passengers should wait inside their homes until 10 minutes before the scheduled pick-up time so that the dispatcher may call if there will be a delay. Passengers should allow a 15 minute leeway in scheduled pick-up time. Be ready 15 minutes early, but be prepared to wait 15 minutes longer than the scheduled pick-up time. Passengers should try to be patient, as drivers may be delayed due to road conditions. Revised 01/07/2011 5 C-8277 Fare Senior Citizen $1.00 one way General Fare $3.50 one way When schedule allows, drivers will make additional stops within a municipality, however each additional stop will constitute a new fare. Reservations Passengers must plan activities so that reservations may be made ahead of time. Passengers must call for reservations at 452-7433 as early as possible when in need of medical transportation. Dispatchers will accept reservations up to 30 days in advance and no later than 3 days before the desired date of service between the hours of 9:00 am and 1:00 pm, Monday through Friday. (You must have an approved registration on file before making a reservation.) Call Dial -A -Ride for a registration form or fill out one online, print it, sign it and return the completed form to Dutchess County LOOP Bus System, 14 Commerce Street, Poughkeepsie, New York 12603. To cancel a reservation, please call Dial -A -Ride at least 24 hours before the scheduled trip. Late cancellations will require payment for the missed trip. For reservations, call 452-7433. If no answer, call 473-0171. When a ride is scheduled, passengers must tell the dispatcher exactly where they are going, including additional stops. The driver has a schedule to follow which cannot be changed. Passengers are limited to a maximum four shopping bags or parcels. If a passenger requires help, s/he must ask the driver for assistance. On all shopping trips, passengers are to be advised of the time and location to meet for the return trip. Passengers should wait inside their homes until 10 minutes before the scheduled pick-up time so that the dispatcher may call if there will be a delay. Passengers should allow a 15 minute leeway in scheduled pick-up time. Be ready 15 minutes early, but be prepared to wait 15 minutes longer than the scheduled pick-up time. Passengers should try to be patient, as drivers may be delayed due to road conditions. Revised 01/07/2011 5 C-8277 Reservations, cont. Passengers must ask for help if assistance is needed to board or alight a vehicle. Drivers may not leave the bus unattended for any reason. Bus operators are not permitted to leave the bus to accompany passengers to or from the curb at any time. Passengers must place fares in the fare box on their own. Those who are unable to do so may receive assistance from drivers. Passengers must pay with exact fare. Bus operators are not permitted to make change or accept tips. Passengers who wish to express a concern or make a suggestion should attempt to resolve the matter with Dial -A -Ride. Those matters that cannot be resolved with Dial -A -Ride may be brought to the attention of the Division of Aging Services or the appropriate town/city Advisory Board representative. The Division of Aging Services telephone number is 486-2555. Names and phone numbers of Advisory Board representatives may be provided by the Division of Aging Services. All others may bring their concerns to LOOP management at 473-0171, or the appropriate Advisory Board representative. Holidays All major holidays will be observed. The Dial -A -Ride Advisory Board will have the option of declaring additional holidays. Weather Cancellation Policy Cancellations due to poor driving conditions will be announced on all local radio stations as early as possible in the morning. If the weather changes during the day, radio announcements will be ongoing. If it is necessary to delay Dial -A -Ride service, all pick-ups scheduled before 11:00 am will be cancelled for the day. If road conditions do not improve by 11:00 am, Dial -A -Ride service will be canceled for the remainder of the day. Local radio stations will announce the cancellation between 11:00 am and 12:00 pm. Revised 01/07/2011 6 C-8277 Dial -A -Ride Advisory Board The Dial -A -Ride Advisory Board works with the Division of Aging Services, Dutchess County Mass Transportation, and community representatives to set policy and to address problems and concerns expressed by the program's passengers and drivers. A representative from Dutchess County Mass Transit attends meetings to provide technical assistance as required. The Advisory Board is chaired by the Division of Aging Services' Aging Services Coordinator. Participating Town Supervisors, the Mayor of Poughkeepsie and Taconic Resources for Independence may appoint a representative to the Advisory Board. Division of Mass Transportation All operation policy decisions will be the sole responsibility of the Division of Mass Transit. The Division of Aging Services and the Dial -A -Ride Advisory Committee will be consulted with, as appropriate, before any policy or service modification is enacted that may significantly impact the method or scope of services delivered to senior citizens. Revised 01/07/2011 7 C-8277 EXHIBIT "B" DIAL -A -RIDE TRANSPORTATION SYSTEM 2011 MUNICIPALITY PAYMENT / SERVICE SCHEDULE Town Quarterly Payment Wappinger $11,064 Town of Poughkeepsie 13,139 City of Poughkeepsie 6,742 East Fishkill 6,570 Hyde Park 4,495 Annual Payment $44,256 52,556 26,968 13,140 17,980 C-8277 8