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Section 2, Chapter 2
Definition:
A vanpool is a group that commutes to work
together in a van, usually provided by a local transit authority,
nonprofit group or employer. Members—usually co-workers or
people who work in the same vicinity—volunteer to drive, fuel
and keep the van clean, and schedule maintenance and repair work.
Benefits
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Employer
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Employee
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Community
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- Reduced parking needs
- Less employee stress/better productivity
- Better employee morale/retention
- Economical to provide subsidies
- Possible tax benefits with subsidies
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- Economical to use
- Saves money using less gas
- Less wear on personal auto
- Less stress
- Car insurance cost reduction
- More personal or work time
- Possible tax benefits with subsidies
- Possible Guaranteed Ride Home
- Possible preferential parking
- Potential to bike and vanpool
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- Less traffic congestion
- Better air quality
- Reduced fuel use
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Challenges
- Finding the
needed number of compatible, committed rider
- Schedule constraint
- Possible high costs
Implementation Steps
Vanpools are very popular among existing
riders, because participants find the routine and opportunity to
relax on the way to work ideal. Setting up new vanpools, however,
is more challenging than it might sound. Finding a minimum number
of riders who have compatible schedules and pickup/drop-off locations,
and making them commit to a change in their commuting lifestyles
can be difficult, even at the largest of companies.
Adding to the challenge is the fact that
the vanpool schedule is set, meaning commuters don't have any
flexibility for when they leave work. (This is a benefit for some,
since they have a substantial motivation not to overwork!) However,
most vanpools only require members to ride three days a week minimum,
so members have some flexibility on other days to run errands, go
to the doctor, etc. Finally, the high price of operating a vanpool
can make it a costly proposition, unless a local government agency,
an employer, or a nonprofit subsidizes it.
1. Gather Information
on the Local Vanpool Providers
Capital Metro
In January 1985, voters in Austin and the surrounding area approved
the creation of the Capital Metropolitan Transportation Authority,
which serves Austin and surrounding areas. (See
Service Area Map) A seven member board of elected officials
and appointed members governs the Authority, which derives the majority
of its revenue from a one-cent sales tax and federal funding. Capital
Metro operates the only government subsidized vanpool program in
the region.
Capital Metro provides commuter vans for
five to 15 adults and has more than 115 vans in its fleet. Vanpools
can be formed within a 100-mile radius of Austin. Capital Metro
provides the vans, fuel (to and from work), insurance, maintenance
and repair. Office staff is available to provide support for vanpool
members, ensuring that the vans are maintained, monthly reports
and fares are submitted timely and membership is maintained at appropriate
levels.
VPSI and Other Vanpool Operators
Vanpool operators, including VPSI, are private companies that
provide vans to individual groups and employers for vanpooling.
Commuters, sometimes with employer subsidies, pay for van operations,
but VPSI covers insurance and maintenance/repair costs. Since VPSI
is not subsidized by taxpayer money in Central Texas, it often isn't
as economical.
However, in many instances in which vans
commute from long distances, the company and other operators provide
services that are competitive or more economical than Capital Metro.
Employer-Owned Vans
Company owned vans are another option and are popular with major
employers in several regions across the United States. However,
the vans rely on employer subsidies and more administrative costs
(including designated staff) to operate and maintain the vans. Still,
with a well-administered program, employer-owned vans are a viable
option for organizations with a high potential for riders.
Capital Metro's Vanpool Program
Since most area vanpools will be operated under Capital Metro, this
section will examine the authority's program in detail. Capital
Metro provides a comprehensive "Program Guide" (See Forms)
that outlines all requirements and helpful hints for operating a
successful vanpool.
2. Learn Vanpool Requirements
Service Area
One of the key factors in determining the route and cost of a vanpool
is its relation to the Capital Metro Service Area. The service area
includes the cities of Austin, Manor, Leander, Lago Vista, Jonestown,
San Leanna, Travis County Precinct 2 and portions of Williamson
County Precincts 1 and 2. (See
Service Area Map)
Vans that have a primary driver in who lives
in the service area, along with an origin, pick-up and drop-off
locations entirely within the Service Area, are subject to regular
fares of $25 per rider per month*, while those that drive outside
the service area are subject to additional fares and requirements.
*All fares are subject to change.
Fees and Payment Method
The following are typical for Capital Metro vanpool fees, although
all prices are subject to change:
Primary drivers usually ride
for free. In some instances when the collective vanpool fees are
large due to out-of-service-area charges, the drivers chip in to
help lower the cost to riders.
Vanpool members (riders, alternate
drivers) pay $25 a month for in-service-area vans.
For out-of-service-area vanpools,
members (riders, alternate drivers) pay $25 a month plus a per-mile
fee, based on van size. The fee is a maximum of 67 cents per mile
traveled outside the service area, which can add up for small groups
that commute from remote areas. Therefore, it's optimum to
have a large number of members for remote vanpools and/or have the
driver chip in for the cost.
All commute gas is covered,
as are insurance, maintenance and repairs. However, the primary
driver is responsible for cleaning the van, a small expense that
is often shared among the vanpool members.
Primary drivers are responsible
for collecting all fees from employees (and subsidies from employers,
if not paid directly to Capital Metro), which are then turned in
for monthly vanpool passes. The passes also are good on all Capital
Metro bus routes. Promoting the free use of buses by vanpool members
is a great recruitment tool. It allows greater flexibility for members
who live or work near a bus route.
Number of Riders
As there are two sizes of vanpools, there are two minimum membership
requirements. Eight-passenger vans must have five members (including
the primary driver). A 12 or 15-passenger van requires a minimum
of six members riding at least three days a week each.
Each group is provided with a 30-day grace
period to recruit new members any time the group falls below the
minimum requirement.
Driver Requirements (Both Primary and
Alternate Drivers)
Vanpool drivers must meet the following requirements:
- 25 years of age
- Employed at the present employer for the
past year
- Proof of a current and unrestricted U.S.
driver's license for the past five years
- Driven a minimum of 2,500 miles for each
of the past three years
- No more than two minor incidents on their
driving record within the last three years
- No major incidents in the last five years
- No more than one incident in the last
18 months
- Successful completion of a four-hour driver
orientation course
Van Use for Personal Trips
The vanpool vehicle may be used for personal trips as a benefit
to approved drivers. This is a definite selling point for potential
members, and approved drivers have access to the van for transportation
during the work shift.
For some people who become primary drivers,
it's like adding a second "car" to their family for
free! Trips are scheduled at the primary driver's discretion
and there is a 32 cent-per-mile charge each month above the 165
non-commute miles given for free to the primary driver. Passengers
and areas of operation are limited. For instance, children riding
in the van or coworkers riding to lunch must complete and return
forms and waivers for approval before riding.
Upkeep
Capital Metro services vans every 4,000 miles. Drivers are required
to schedule this preventive maintenance, but they pay no fee and
all costs are covered by Capital Metro. Service providers are located
throughout the Capital Metro service area to make maintenance convenient.
Likewise, drivers are asked to schedule the van for any necessary
or unforeseen repair as soon as possible.
Record Keeping
Drivers must report the following information to Capital Metro each
month:
- Fares collected
- Passes distributed
- Member information
- Days operated to the work site
- Daily hours of operation
- Number of riders workbound and homebound
daily
- Odometer readings for non-commute trips
Schedule and Route Determination
Each vanpool operates independently within the program guidelines
developed by Capital Metro, so each group decides on a route and
schedule. Group meetings and discussion are encouraged with all
issues ultimately decided by a majority vote.
Record-Keeping Strategies
Vanpooling is a shared ride program. Therefore, an ETC should stress
that vanpool members assist the driver by taking on specific duties
to keep records and maintain the vans.
Consider Tips for Mediating Problems
The Capital Metro Program Guide has useful information that will
help a driver in the many roles taken as the leader for the group.
This guide should be used as a reference whenever difficulties arise.
Additionally, Capital Metro office staff members are available for
consultation and problem solving. However, for any vanpool, it's
important for the primary driver to strive for the following:
- Open communication—As a communicator,
the vanpool's primary driver will need to make sure the appropriate
people get the information needed to keep the group running successfully.
- Delegating tasks—Although the primary
driver is ultimately responsible for all operational matters,
such as record keeping, it is important for the group to share
the workload
- Setting rules or agreements—Help
your group develop some rules of the road, such as agreements
on conversation, music, stops, etc.
- Orientation of new members as they join
the group—Make sure each person sees themselves as
participants of the vanpool
- Ongoing meetings for vanpool members at
regular times
- Resolving problems before they grow out
of hand
- Talking to and with the riders in your
group on a regular basis
3. Examine Feasibility
of Private Vanpool Providers
Private vanpool providers such as VPSI will have their own requirements
and procedures. However, the dynamics of the vanpool remain the
same, and the primary driver plays a crucial role in organizing
and maintaining the van and its operation
4. Identify Potential
Riders
Vanpools offer incredible benefits for most commuters. They provide
a fairly direct route from home to work and back and allow for a
consistent, relaxing commute. Most vans have alternate drivers that
give the primary driver a break, so no one gets burned out. The
primary driver, however, gets additional benefits in many cases,
such as free fares with Capital Metro's program and free limited
personal use of the van.
In targeting potential riders, it's
a good idea to note that most candidates will live at least 10 miles
away, and the farther away the commuter, the more likely the benefits
of riding in a van will be appealing. Additionally, ETCs can search
for riders by:
- Including vanpool information in employee
orientation packets.
- Posting information on existing and forming
vanpools in popular gathering places, such as cafeterias, break
rooms, etc.
- Holding a ZIP Code Mixer or other events.
- Contacting bicycle riders to let them
know about Capital Metro's vanpools with bike racks.
- For more helpful strategies, see Ride
Matching (Section 3, Marketing)
5.
Develop Incentives
In addition to ETCs actively searching for new vanpools and recruiting
members to existing vanpools, many employers offer other incentives
for participation, including:
- Paying for vanpool fees or a portion of
vanpool fees.
- Subsidizing out-of-service-area vans by
paying a portion of the vanpool cost and reducing the overall
cost per rider.
- Setting up a pre-tax payment system for
employees who pay for vanpool fees (See Section
4)
- Providing preferential parking spaces
for vanpools or subsidies to pay for leased spaces.
- Allowing vanpool members to use employer
fleet or pool vehicles for meetings, personal use, etc., during
the day.
Cost / Savings
See the Cost Savings Calculator (See Section
5). to find out how much money employees can save with vanpools.
Employers can gain significant benefits from
vanpools, often by providing modest subsidies or incentives. For
example, striping a prime parking space for a vanpool costs little,
but the employer has reduced need for an average of five to seven
parking spaces. The value of parking spaces can vary greatly, but
looking at a leased space, it's easy to see that the employer
has the potential to save $50 or more per space in some instances.
Employers that own parking facilities can reduce the need for expansion
or ensure that their current parking is not overburdened.
Resources
Capital Metropolitan Transportation Authority
(Capital Metro)
www.capmetro.org
512-389-7400 Administration
512-474-1200 Ride Information Line
VPSI
www.vpsiinc.com
713-682-3133
State Energy Conservation Office (SECO)
www.seco.cpa.state.tx.us
512-463-1876
SECO provides an online
ride matching service for state employees.
Case Study
Advanced Micro Devices (AMD) initiated a Commute Solutions program
as part of its efforts to improve local air quality in the Austin
region. Since the company campus is outside the city's core
and transit service is limited, AMD made Capital Metro vanpools
a priority.
An ETC working with a Commute Solutions Committee
decided on program incentives that included a subsidy of up to $65
for each employee riding in a vanpool, a preferential parking space,
payment of the $5 annual fee for Guaranteed Ride Home, and inclusion
in a monthly prize drawing. ($65 was the federal limit for what
would be tax deductible under IRS regulations at the time)
Additionally, an intensive marketing campaign
kicked off the program, which also featured incentives for transit,
carpooling, bicycling and walking. A Web site devoted to the program,
brochures, giveaways, newsletters, letters from management, posters,
fliers and events all contributed to a positive response from employees
interested in the program.
Interested employees are directed to an online
enrollment form that takes in information useful for matching them
with others for vanpooling and carpooling. The ETC uses the database
to search for matches and begin coordinating groups interested in
vanpooling. Additionally, ZIP code mixers and other informal meetings
help the ride matching.
The efforts paid off, and within eight months,
the program included 10 vanpools, 36 carpools and numerous transit
and bicycle riders. The ETC continues to support and evaluate the
program, which includes an online participation tracking system
that allows reporting of air quality benefits.
Forms / Maps / Templates
Helpful
Checklist for Forming a Vanpool (Word)
Helpful Checklist
for Forming a Vanpool (PDF)
Capital
Metro Vanpool Forms and Program Policies Online
Capital
Metro Service Area Map (Word)
Capital Metro Service Area
Map (PDF)
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