1. A Guide to Help Illinois Counties Navigate Transportation Coordination – “How to Design a Rural Transit System Tailored to the Exact Needs of Your Community.” 2007 NADO Award Winner — Excellence in Regional Transportation

2.  Working with broad-based group of community members (Transit Partnership Group or TPG).  Working through a process that may take several years to complete, depending upon the ability (willingness) of the TPG to work together, as well as its willingness to complete one step at a time and to fully complete assignments.  Creating a transit delivery system which manages mobility instead of just providing rides.

3.  Background: Instead of having one single agency administer transportation programs for all populations, there are 62 federal programs that fund hundreds of state programs and thousands of local agencies.  According to former FTA Secretary Jenna Dorn, transportation coordination is the process of “de- constructing a 10,000 piece 3-D puzzle and then putting it back together.”

5. State Level  Regular meetings between all state agencies that fund transportation programs  Chaired by the Office of the Governor  Co-chaired by IDOT  Supported by a Transit Coordination Specialist based at the ICCT Clearinghouse. County Level  ICCT Clearinghouse helps the county achieve a Section 5311 operating assistance grant  Goals:  melding the 62 human transportation funding streams into a single-entity delivery system  avoiding transportation service gaps and service duplication

6.  Does ICCT Clearinghouse technical assistance cost anything? No  Does the ICCT Clearinghouse have money for funding projects? No  Can ICCT Clearinghouse cover the cost of surveys, mailings, meetings, etc.? No  Will ICCT Clearinghouse staff complete transportation coordination steps for your county? No  Will ICCT Clearinghouse staff provide technical assistance? YES!

7.  All counties applying for 5311 funding must now complete the Primer process.  Before IDOT will approve a Section 5311 application, the ICCT Clearinghouse must confirm that counties have completed all assignments and have an action plan and system model for a coordinated public transportation system.

8. Create Transit Partnership Group Assess Needs & ResourcesDevelop Action PlanSecure FundingOngoing Evaluation

9. ICCT Clearinghouse — Transportation Coordination Steps Phase 1 Transit Partnership Group ActivitiesParties Involved Request Technical Assistance from ICCT Develop broad-based Transit Partnership Group (TPG) Complete ICCT Assignments Transit Partnership Group (TPG) ICCT Clearinghouse Meetings Phase 2 Needs & Resources Send out County Surveys Send out Agency Surveys Complete Inventory of Resources Compile Results Complete ICCT Assignments Share with Regional Transportation Committee TPG Local individuals Community agencies Transportation Providers Regional Transportation Committee (HSTP) HSTP Coordinators ICCT Clearinghouse Meetings Phase 3 Action Plan Develop System Wish List Divide into Workgroups Select and Design System Model Work on Action Plan Complete ICCT Assignments TPG Transportation Providers ICCT Committee Members ICCT Clearinghouse Meetings

10. IDOT requires completion of the first three steps of the ICCT Coordination Primer, by counties:  Interested in being annexed by an existing 5311 grantee.  Urban systems wanting to expand into the county. In addition, the following two steps must also be completed by counties interested in starting new public transportation systems. Phase 4 Funding ActivitiesParties Involved Send letter of intent to IDOT Request 5311 Grant Manual from IDOT  Transportation Plan meets all requirements  DOAP requirements certified by IDOT Contact IL Public Transportation Association (IPTA) HSTP Participation TPG IDOT staff IPTA staff HSTP Coordinators Technical Support as needed Phase 5 Evaluation Continue to monitor progress TPG/ICCT staff (as needed) Technical Support as needed

11.  The Transit Partnership Group is the most important aspect of the coordination effort.  An effective TPG is able to:  draw upon its knowledge  bring individual skills to the collective group  generate ideas  locate and organize resources  educate others about public transportation  bring additional constituents to the table  share the workload  TPG Team Members will play an increasingly important role — assessing needs and resources, strengthening relationships, educating the public, evaluating services and making decisions for the whole county.

12.  It is imperative that the TPG be made up of the widest range of stakeholders available from the beginning.  This will help counties:  avoid repetitious meetings  educate as many people as possible about the need for enhanced public transportation  engage stakeholders who are enthusiastic  gain many perspectives on the transit needs of the county  develop a resilient TPG to keep the process moving forward

13.  To accomplish its goals, each TPG needs to select a team leader responsible for managing daily tasks.  The team leader will:  be the primary contact  coordinate group efforts and communication  organize meetings  be able to move the effort forward  keep the TPG and the general public energized

14. Phase One – Transit Partnership Group Check Response: Additional Comments: YesNo Formally requested assistance from the ICCT via letter? MonthYear Used TPG Worksheet to form Transit Partnership Group? MonthYear Completed TPG Meeting – Stakeholder Contact Log? How many total stakeholder representatives do you have on your Transit Partnership Group? Human Services MedicalEducationEmployment Transit Providers Transit Users GovernmentOthers ######## YesNo Held initial TPG meeting with ICCT staff? MonthYear TPG members reviewed ICCT Coordination Primer — Phase One? MonthYear Completed all assignments given by ICCT staff?

15. Phase Two – Needs & Resources Check Response: Additional Comments: YesNo Completed Community Surveys? MonthYear# Sent# Returned Completed Agency Surveys? MonthYear# Sent# Returned Completed Inventory of Resources? MonthYear# Sent# Returned Compiled results of all surveys and Inventory of Resources? Follow up meeting with Clearinghouse staff? Based on survey results: YesNo %Comments Do people lack transportation? Will people use public transit? Do people need medical transportation inside county? Medical transportation outside county? What are the top 3 trip needs? 1.2.3.

17. Phase Three – System Model & Action Plan Check Response: Additional Comments: YesNoN/A Mission Statement approved by TPG 5311 monies banked for FY Education plan active for public and legislators MOAs from all TPG members MOUs from all CDG members Overlap of current service identified Lists of Committed Providers & Riders Board of Directors created Service providers and initial routes are determined Mobility Manager and Service Provision Coordinator are selected Service Contracts signed with all committed riders

18. Picking a model is undesirable because you then “fit” players into slots. Decisions made along the way will “drive the model” that evolves. Process drives the model, the model does not drive the process. This is a search for leadership and partnership, not dictatorship. 1. It’s not about picking a model. Every member of the TPG is an equal partner. TPG comes to a consensus on how to deliver service. 2. Collaboration Each and every decision should be made with the customer in mind. Every policy, everything you do, must be based on the customer. 3. Customer Driven

19. Clients can ride together. The first goal is ridesharing, which will create excess capacity, which can be used to serve other people. The Contract Development Group members will initially need to map the services presently being provided, in order to identify overlaps. 4. Ridesharing Whoever calls for a ride will be able to receive one, whether they are seniors getting to life situations, workers, schoolchildren needing transportation outside of a designated school bus area, etc. Professionalism must be maintained at all times whether the customer is going to a probation appointment, the grocery store, or a GED class. 5. Responsive Public transportation creates jobs for drivers, administrators, distributors, mechanics, etc. System will use fuel, parts, paper, etc. which will be purchased here in the county. 6. Economic Development This is about “people helping people.” 7. Don’t make it Rocket Science!

20. Efficiency More rides for the same or fewer assets More shared resources between different agencies More coordination of human services transportation Effectiveness More communities have simplified access to services Easy and single entry point for riders More modes to choose from Customer Satisfaction Better quality of transportation services Riders feel transportation services are more: Available Accessible Affordable Courteous Helpful

21.  As of October 2008, 3 counties in Phase One, 11 counties in Phase Two, 6 counties in Phase Three  By early 2009, expect 15 or so counties to be working in Phase Three  Transit Partnership Group has proven the value of communication, cooperation, and collaboration  Primer received 2007 NADO Excellence in Regional Transportation Award; listed as best practice on UWR site  Presentations to Midwestern Governors Association Rural Families Institute, IL Poverty Summit, ICDD Transitions Conference, IL Association of Townships, IPTA, IARF, IL CAA Conference, various IDOA conferences; Primer presented not only as an accessibility/mobility tool but as a community development tool

22.  Staffing- 1 FT staff, plus RTAC Manager  Logistics- working simultaneously with 20 counties; additional counties are requesting assistance and the 3-YR window to access new Section 5311 funding narrows  Travel- 25,000 miles per year… and growing!  “Lack of willingness is the only barrier to transportation coordination.” -Bill Jung  Excuses- insurance, mixing clients, funding restrictions, vehicle sharing- all are “perceived” barriers which can be overcome with operational or administrative adjustments… translate to “We don’t want to coordinate.”  Politics- city, county, region, state