CITY OF MOSCOW VANPOOL - RIDER AGREEMENT WELCOME The goal of the VanPool is to provide safe, comfortable and dependable transportation to the passengers. The success of the program is dependent upon the courtesy and congeniality of its members. The VanPool program was started by in 1985 through a grant from the Idaho Transportation Department and local match. The VanPool program may provide services for commuter routes in Latah, Clearwater and Nez Perce counties. RIDER INFORMATION & RIDER AGREEMENT All riders and drivers must read this Rider Agreement and return a signed copy to the before riding. This agreement outlines information and requirements on how the program operates and some helpful tips to make your commute more relaxing and enjoyable. Routes are determined by demand and by the. To shorten time spent on the road, some riders may have to walk or drive short distances to pick-up points and/or walk to work from drop-off points. When at all possible, rider requests will be met. However, we ask your understanding and participation in the "pooling" aspect of the VanPool. CITY OF MOSCOW VANPOOL CONTACTS VanPool Scheduling & Operations: VanPool Billing: Jen Pfiffner, Assistant City Supervisor Jennifer Meekhoff 206 East Third Street / P O Box 9203 206 East Third Street / P O Box 9203 Moscow, Idaho 83843 Moscow, Idaho 83843 208-883-7141 208-883-7039 jpfiffner@ci.moscow.id.us jmeekhoff@ci.moscow.id.us INSURANCE The carries insurance coverage on the drivers as volunteers, passengers and vehicles. The rider's own personal auto policy and/or employment medical coverage may also apply in some cases if injuries occur while riding the van. Passengers may be eligible for a reduction in their personal auto insurance premium if they are rated on whether or not they use their car regularly for commuting. MONTHLY FARES Invoices will be sent electronically each month. Payment is due upon receipt. Payments can be made by check, money order, credit card or, in some instances, by payroll deduction*. Please do not give payments to the drivers. Mail payments to: P O Box 9203 Moscow, ID 83843 Drop off payments to: 206 East Third Street Moscow, ID 83843 *Payroll deduction may be arranged through your employer, and the is happy to assist with arrangements. The option of payroll deduction has been established for University of Idaho employees and the form is attached to this agreement. RIDER INFORMATION PAGE 1 of 7
Fares are based on route mileage, vehicle insurance, operation, maintenance, office support and the number of full-time riders. The does not make a profit from VanPool but fees may increase from time to time to cover changes in costs. Riders will be given written notice that the fares will be adjusted. Fares may be prorated for start dates that don t occur on the first of the month, and for cancellations. This will be calculated and approved by the. For a breakdown of costs and basis for fares, please contact the. DRIVER DISCOUNT A discount is available for volunteer drivers. A minimum of two drivers is required per van, with up to five allowed. Volunteer drivers each receive a discounted fare, 50% off for two drivers, 33% off for three drivers, 25% off for four drivers, 20% off for five drivers. The minimum monthly discount is 20% per month per driver. Drivers are required to complete a drivers training course, and the s EcoDriver online class. Drivers must maintain daily logs, and fuel and clean the van as needed. CREDITS Fares are based on meeting the basic VanPool operating expenses. Credit will be given to riders ONLY when the van is taken out of operation on a regular operating day (see Holidays ). Riders will NOT receive credit for days they did not ride (including holidays and personal vacations). SHARE-A-SEAT RIDER A monthly rider that does not use his/her seat everyday may choose to share that seat with another person on a regular basis if they do not ride on the same days. Riders must notify the of any sharing agreement and the City will assist in making the appropriate billing arrangements. Riders who share-a-seat may not ride on the same days regardless of VanPool membership participation, as the City is constantly working to fill empty seats. If the membership of either rider in the arrangement ends, the remaining rider will be given the opportunity to become a monthly rider, paying the full fare to guarantee their seat even if they use it only on a part-time basis. RETURNED CHECK POLICY For each check returned, the fee schedule permits the City to charge a $25 service charge to the rider. In addition, the rider must purchase a money order or pay in cash, credit card, or certified check to replace the returned check. BACK-UP DRIVERS If the drivers are not available to drive, non-authorized drivers with a valid driver s license may drive occasionally or in case of an emergency. If no drivers are available, please contact the VanPool Coordinator at 208-883-7141 to discuss other potential arrangements including riding on another van or possible credits if no ride is available. If you are interested in becoming a driver or back-up driver, also contact the VanPool Coordinator. CELL PHONES Emergency cell phones are provided only if none of the passengers in a VanPool have a cell phone. Cell phone use by riders should be limited to urgent issues only to minimize distractions to the driver. Drivers are prohibited from cell phone use while driving. EMERGENCY PLAN If in any instance any person is injured, call 911 immediately. As the VanPool vans are considered property, any instance in which there is any damage to the vehicle, the accident must be reported to law enforcement. In case of a serious accident (such as a collision with another vehicle or in any instance where any person is hurt), as determined using the group s best judgment, 911 should be called immediately. If the accident is RIDER INFORMATION PAGE 2 of 7
not deemed as serious, but an incident has occurred (such as backing into an object and no one is injured), or in the event of a breakdown, the should be contacted immediately by calling 208.882.COPS. This number will connect to the Whitcom dispatch service which will in turn contact the point of contact (the VanPool Coordinator) who will then assist in managing the situation to ensure all City requirements are met. SEAT BELT POLICY All passengers and van drivers are required to wear seat belts while the van is in motion. Failure to comply with this policy could result in termination of ridership. Passengers unable to wear seat belts for medical reasons may be exempt from this policy by submitting a written statement from their doctor to the. GUARANTEED RIDE HOME The will provide a guaranteed ride home for VanPool riders up to 4 times per year per rider based on the riders start date. To arrange for a guaranteed ride home, riders have two options: Contact the VanPool Coordinator at 208-883-7123 to request arrangements for a ride home. The VanPool program works with local cab companies for guaranteed ride home transportation needs. Arrange transportation with a local cab company, pay the fare out of pocket, and then submit the receipt and a letter outlining the need for the ride, for reimbursement. Arrange for a ride home with a friend, coworker or other individual with a personal vehicle. That person may be reimbursed for their mileage at the current federal mileage reimbursement rate. For reimbursement, the rider must submit a letter noting the need for the ride, including the departure and destination points with total miles traveled. TERMINATION OF RIDERSHIP Riders must notify the immediately if they wish to withdraw from the VanPool. Refunds for the current month are not given, however if invoices for the coming month have not been sent, those days may be prorated. It is important to keep seats filled as best as possible to maintain the program and cover costs for the VanPool. This notice allows the to replace riders and maintain cost coverage of the program. TERMINATION/CONSOLIDATION OF ROUTES In the event ridership falls to a point where it is no longer cost effective to operate the route, fares may be adjusted. In this instance, the group will be given thirty days written or email notice that the fares will be adjusted. If the group is unwilling or unable to pay the increased rates, the route will be terminated. VANPOOL COURTESY Please be at your pick-up location on time. The van cannot wait more than three (3) minutes or such other time as specified by the driver, for passenger pick up. If you are going to be delayed, let the driver know. If you are unable to reach the driver, contact a fellow rider. When changes in ridership or schedule occur, reconfirm your assigned pickup times with the driver. Routes have been designed to limit the mileage and time on the road. Keep in mind that special stops, pick-up or drop-off locations change arrival times. Smoking is prohibited in all VanPool vehicles; please be considerate in avoiding smoking directly before the van boarding as well. As a group, develop a seating arrangement for easy loading and unloading. RIDER INFORMATION PAGE 3 of 7
Since VanPooling creates a "close" group, be aware of things that could be a source of discomfort to others: Heavy perfume/after shave Body odor Cigarette/cigar/pipe smell Greasy work clothes Bad breath Animal odors Treat fellow riders with courtesy and respect. Abusive and discriminatory language and/or behavior will not be tolerated and are grounds for immediate termination of participation in VanPool. Take pride in your VanPool van by treating it with care. If you see something that needs to be repaired, let your driver know. Riders are required to keep the van clean. Please take all trash and personal belongings with you as you leave the van each day. Be considerate of your driver's responsibilities. While riding, keep conversation light and minimize distractions to the driver. This includes cell phone use while on the van. Riders are asked to keep cell phone use to a minimum and for urgent issues only and drivers are prohibited from talking on cell phones at all times while driving. RIDER INFORMATION PAGE 4 of 7
CITY OF MOSCOW VANPOOL RIDER CONTRACT After reviewing the VanPool Agreement please complete the following. Keep a copy for your records and return the original to the VanPool Coordinator. Mail to: Deliver to: City Hall 206 East Third Street P O Box 9203 Administration, Suite 303 Moscow, ID 83843 Moscow, ID 83843 First: Last: Mail Address: Street Address: Work Phone: Cell Phone: Home Phone: Email: Driver s License # Destination Address: (Street Address) Expiration : Emergency Contact & Phone: Medical Conditions: I have read and understand the VanPool Agreement and agree to the terms outlined therein. Signature RIDER INFORMATION PAGE 5 of 7
CITY OF MOSCOW VANPOOL DRIVER CONTRACT After reviewing the VanPool Agreement please complete the following. Keep a copy for your records and return the original to the VanPool Coordinator. Mail to: Deliver to: City Hall 206 East Third Street P O Box 9203 Administration, Suite 303 Moscow, ID 83843 Moscow, ID 83843 First: Last: Mail Address: Street Address: Work Phone: Cell Phone: Home Phone: Email: Driver s License # Destination Address: (Street Address) Expiration : Emergency Contact & Phone: Medical Conditions: I have read and understand the VanPool Agreement and agree to the terms outlined therein. Signature RIDER INFORMATION PAGE 6 of 7
CITY OF MOSCOW VANPOOL PAYROLL DEDUCTION AUTHORIZATION To be completed by the and the rider. Name: Address: Home Phone: Work Phone: Cell Phone: Employer: Employee ID: Per Pay Period Payroll Deduction Amount: Start : End : Total Deduction Limit: I hereby authorize my employer to make the above deductions from my pay in accordance with the above terms. I understand and agree that I am responsible for satisfying the above amounts. I understand and agree that any amount that is due and owing at the time of my termination, regardless of whether my termination was voluntary or not, will be deducted from my last paycheck or any other amounts that may be owed to me. I further understand and agree that deductions will be made after any mandatory taxes as well as for any employer programs in which I have enrolled, for which I am eligible or to which I have agreed. Employee Signature RIDER INFORMATION PAGE 7 of 7