rural management assistance workshop - 2005 state college, pa february 28 march 1 and 2, 2005
TRANSCRIPT
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Rural Management Assistance Workshop - 2005
State College, PAFebruary 28March 1 and 2, 2005
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Welcome to the 2005 Annual RMA
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CONCURRENT B R E A K – O U T SESSIONS
SESSION A – High Level Discussion – Bureau Updates
SESSION B – Staff Level Discussion –ApplicationsFormsReports, etc.
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LOTTERY AND
SPECIAL IZEDTRANSPORTATION
PROGRAMS
LaVerne Collins
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LOTTERY PROGRAMS
FREE TRANSIT FOR SENIOR CITIZENS
SHARED-RIDE FOR SENIOR CITIZENS
– 8-Month Reconciliations– Application Deadline 5/2/05– Financial Exhibits – Release Date 7/05
– Revenue Retention
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COMMUNITY TRANSPORTATION CAPITAL GRANTS - PTAF
Application Streamlining
Application Deadline was January 31, 2005
Requests Compiled
Review Completed – April 1, 2005
Federal Assurances Mailed to Grantees– April 15, 2005
Federal Assurances Due in BPT – April 29, 2005
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SPECIALIZED PROGRAMS
WELFARE TO WORK
RURAL TRANSPORTATION FOR PERSONS WITH DISABILITIES
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WELFARE TO WORK TRANSPORTATION PROGRAM
• No TANF Funding in the 2005-06 Budget• Several Legislative Proposals Support Funding • No 2005-06 application• No 2005 Workshop • Alternative Funding/ Termination Activities • Expend 04-05 Funds By June 30, 2005• Dept. will advise grantees of any change in status
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RURAL TRANSPORTATION FOR PERSONS WITH DISABILITIES (PWD)
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For Current Participants Only – For Current Participants Only – Applications Due May 2, 2005Applications Due May 2, 2005
Expansion is under considerationExpansion is under consideration• IncrementalIncremental• dependant upon funding availabilitydependant upon funding availability
In the 24 Counties:In the 24 Counties:- 7,758 Registered – 19%- 7,758 Registered – 19%- 1,078 Individuals Served in December 04- 1,078 Individuals Served in December 04-11,310 Trips in December 04-11,310 Trips in December 04-Cost to Program per Trip - $11.25-Cost to Program per Trip - $11.25
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RURAL & INTERCITY BUS PROGRAMS
Louise Tinkler
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RURAL AND INTERCITYBUS PROGRAMS
BOB SHARPRural Operating AssistanceRural Capital AssistanceFederal Transit Administration
Grants, etc.Program PaymentsDemonstrations & New StartsOn-site Technical Assistance
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TINA CHUBB Intercity Bus Operating Assistance Intercity Bus Capital Assistance RTAP On-going Research & Demo Projects Program payments
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Technical Assistance
Technical Assistance, including Technical Procurements (Feasibility Studies; RFP’s; MPR’s, Consultant Services, etc.) are the only duties not currently being handled as regular responsibilities by Bob and Tina.
These requests should continue to come through Louise.
Gary graciously helps us when there is a need.
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Public Transportation Funding and Other Issues
Toby Fauver
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Highways $4,010 Million
Public Transportation
$931 Million
Aviation$38 Million
Rail Freight $30 Million
State Police/Debt
Service/Other$659 Million
PennDOT FY 2004-2005 BUDGET$5,668 Million
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406 Million Annual Boardings FY 03-04
301.0
68.0
31.02.0 3.0 1.4
0
50
100
150
200
250
300
350
Class 1 Class2 Class3 Class 4 Comm.Trans.
IntercityRail/Bus
Mil
lio
ns
* Exclusive of paratransit trips provided by Class 1-4
*
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Rural System Trip Purpose
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General Fund Mass Transportation Assistance
$0
$200
$400
$600
$800
FY
92
-93
FY
93
-94
FY
94
-95
FY
95
-96
FY
96
-97
FY
97
-98
FY
98
-99
FY
99
-00
FY
00
-01
FY
01
-02
FY
02
-03
FY
03
-04
Fiscal Year
Mill
ion
s o
f D
olla
rs Would be $42 million higher if kept pace with inflation
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Public Transportation Assistance (PTAF)
$0
$200
$400
$600
$800
FY
92
-93
FY
93
-94
FY
94
-95
FY
95
-96
FY
96
-97
FY
97
-98
FY
98
-99
FY
99
-00
FY
00
-01
FY
01
-02
FY
02
-03
FY
03
-04
Fiscal Year
Mill
ion
s o
f D
olla
rs Would be $29 million higher if kept pace with inflation
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Lottery
$0
$200
$400
$600
$800
FY
92
-93
FY
93
-94
FY
94
-95
FY
95
-96
FY
96
-97
FY
97
-98
FY
98
-99
FY
99
-00
FY
00
-01
FY
01
-02
FY
02
-03
FY
03
-04
Fiscal Year
Mill
ion
s o
f D
olla
rs
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General Fund - Dedicated Act 3 of 1997
$0
$50
$100
FY
92
-93
FY
93
-94
FY
94
-95
FY
95
-96
FY
96
-97
FY
97
-98
FY
98
-99
FY
99
-00
FY
00
-01
FY
01
-02
FY
02
-03
FY
03
-04
Fiscal Year
Mill
ion
s o
f D
olla
rs
Capped by Law at $75 M Would be $22 M higher if not capped
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Funding Crisis
FY 2003-2004 $75 Million $21 Million restored in State General Fund operating assistance
(inclusive of $5 Million additional local match) $29 Million in transit agency management and cost efficiencies $25 Million in federal flex
FY 2004-2005 $100 Million Initiated emergency $18.8 Million stop-gap funding to avoid drastic
service cuts and fare increases March to June 2005 actions uncertain
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Projected Public Transportation Deficit(STATEWIDE)
$100
$266
$228
$191
$155
$0
$50
$100
$150
$200
$250
$300
04-05 05-06 06-07 07-08 08-09
Year
Mil
lio
ns
Projection based upon no increase of fares; federal, state, local, or other subsidies
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5311 BALANCE DRAWDOWN PROJECTIONS
$9,916,120$8,824,709
$6,798,070
-$41,690,827
-$30,285,289
-$20,589,382
-$12,461,945
-$5,773,470
-$405,145
$3,752,034
-$50,000,000
-$40,000,000
-$30,000,000
-$20,000,000
-$10,000,000
$0
$10,000,000
$20,000,000
04-05(XO23)
05-06(XO24)
06-07(XO25)
07-08(XO26)
08-09(XO27)
09-10(XO28)
10-11(XO29)
11-12(XO30)
12-13(XO31)
13-14(XO32)
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5311 Drawdown Assumptions
All reserves would be used for operating Grantee expenses would continue to
increase at approximately 9% annually The federal allocation would remain level
(neither increased nor decreased) for that same period of time.
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State Funding ProgramFY 04-05 $832.7 Million
SourceFiscal Year 04-05
($ Millions)
General Fund $321.7
(PTAF) Public Transportation Assistance Fund -Dedicated
$174.8
General Fund Act 3 Dedicated $75.0
Lottery Fund $136.2
State General Obligation Bond (Transportation Assistance Program-TAP)
$125.0
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General FundFY 04-05
($ Millions)
Mass Transportation Assistance $287.8
Rural Transportation Assistance $1.0
Fixed Route Transit$25.0
Intercity Bus and Rail $7.4
Rail Safety Inspection$0.4
Total:$321.7
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General FundMass Transportation Assistance $287.8 M
Grantees Distribution
($ Millions)
Local Match Uses Other/
Restrictions
Class 1 $199.6 70.0%
1:3Operating
Assistance
Distribution formula virtually
unchanged since 1987
Class 2 $72.1 25.3%
Class 3 $13.9 4.7%
Urban Total $285.6 100%
Class 4 $2.2
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General FundRural Transportation Assistance $1.0 M
Grantees Distribution
($ Millions)
Local Match Uses Other/
Restrictions
Class 3 $0.64
None
Supplemental Operating Assistance
State funding provided in FY 1997
for Class 3 and Class 4. Welfare to Work discretionary
distribution
Class 4 $0.11
Subtotal $0.75
Welfare to Work
$0.25Operating
Trips and Fares
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General FundFixed Route Transit
$25.0 M
Grantees Distribution
($ Millions)
Local Match Uses Other/
Restrictions
Class 1
$25.0
DiscretionaryNone
100% fare reimbursement for senior citizens on fixed route transit
Effective 1991. Makes up difference between Lottery
(average or base fare, whichever is LOWER) and
average or base fare, whichever is HIGHER
Class 2
Class 3
Class 4
Other (private)
Rural Persons with Disabilities (PwD)
Up to 85% fare reimbursement for
PwD on shared ride transit
Currently Available in 24 Counties
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General FundIntercity Bus & Rail
$7.4 M
Grantees Distribution
($ Millions)
Local Match Uses Other/
Restrictions
Amtrak $5.8 None
Operating
Discretionary Distribution
Intercity Bus
$1.6
1:3
Up to 10% Non Federal Share
Capital
(ADA Retrofit)
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General FundRail Safety Inspection
$0.4 M
Grantees Distribution
($ Millions)
Local Match Uses Other/
Restrictions
Consultant
Contract$0.4 None
State Rail Safety Inspection
(SEPTA, PAAC, Johnstown)
FTA required safety oversight of transit fixed
guideway systems (1991)
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PTAF – Dedicated Act 26 of 1991
FY 04-05
($ Millions)
Mass Transit Grants$166.2
Rural Transit Grants$3.9
Community Transportation$2.3
Technical Assistance$1.4
Project Management Oversight$1.0
Total:$174.8
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Grantees Distribution
($ Millions)
Local Match
Uses Other/
Restrictions
Class 1 $116.1 69.9%
1:29
Minimum of 50% Capital
Up to 50% of total funding may be used for asset
maintenance for all urban systems except Class 1-SEPTA. SEPTA
may use up to 30% for asset
maintenance
Distribution closely replicates general fund
distribution formula
Class 2 $42.0 25.2%
Class 3 $8.1 4.9%
PTAF Dedicated Act 26 of 1991 Mass Transit Grants
$166.2 M
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Grantees Distribution
($ Millions)
Local Match Uses Other/
Restrictions
Class 4 $3.9 1:29
Minimum of 50% Capital
Up to 50% of total funding may be used
for Asset Maintenance
Set Aside
PTAF Act 26 of 1991Rural Transit Grants
$3.9 M
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Grantees Distribution
($ Millions)
Local Match Uses Other/
Restrictions
Community Transportation/ Shared-Ride Providers
DiscretionaryNone Capital
Set-aside
Philadelphia and Allegheny
Counties not eligible
PTAF Act 26 of 1991Community Transportation
$2.3 M
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Grantees Distribution
($ Millions)
Local Match Uses Other/
Restrictions
Transportation organizations as determined by
PennDOT
Discretionary
Varies depending on use of
funds
Technical assistance, demonstrations,
research, operating and capital
assistance, new rural systems, rural
system expansion, and other PennDOT
initiatives
Set-Aside
PTAF Act 26 of 1991PennDOT Technical Assistance
$1.4 M
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Distribution
($ Millions)
Local Match Uses Other/
Restrictions
PennDOT $1.0 None
Administrative expenses
associated with oversight of public
transportation program
Set Aside
PTAF Act 26 of 1991PennDOT Project Management Oversight
$1.0 M
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General Fund
Dedicated Act 3 of 1997
FY 04-05
($ Millions)
Urban Mass Transit Grants $69.7
Rural Transit Grants $4.1
Community Transportation $1.2
Total: $75.0
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Grantees Distribution
($ Millions)
Local Match Uses Other/
Restrictions
Class 1 $40.3 58.4%
1:29
Up to $52.5 Million may be used for
Operating or Capital Assistance
Remainder may be used for Capital or Asset Maintenance based upon PTAF
percentages
Supplemental dedicated funding
($52.5 million)
provided FY 96-97 to replace reduced federal operating
assistance.
Remainder of funding provided to supplement PTAF dedicated funding
Class 2 $13.4 19.5%
Class 3 $15.9 22.1%
General FundDedicated Act 3 of 1997 Urban Mass Transit Grants
$69.7 M
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Grantees Distribution
($ Millions)
Local Match Uses Other/
Restrictions
Class 4 $4.1 1:29 Operating or capital assistance
Supplemental dedicated funding
provided
General FundDedicated Act 3 of 1997 Rural Transit Grants
$4.1 M
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Grantees Distribution
($ Millions)
Local Match Uses Other/
Restrictions
Community/
shared-Ride Providers
Discretionary None CapitalAllegheny & Philadelphia Counties not Eligible
General FundDedicated Act 3 of 1997 Community Transportation
$1.2 M
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Lottery FundFY 04-05
($ Millions)
Older Pennsylvanians
Free Ride$63.0
Older Pennsylvanians Shared Ride $73.2
Total: $136.2
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Grantees Distribution
($ Millions)
Local Match
Uses Other/
Restrictions
Class 1 - 4
Private Fixed Route
Providers$63.0 None
100% Fare Reimbursement for
senior citizens riding free on fixed
route service
1972 Original Authorization
Statutory calculation
changed in 1991 to average or
base fare whichever is
lower. See Fixed Route Transit.
Lottery FundOlder Pennsylvanians Free Ride
$63.0 M
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Grantees Distribution
($ Millions)
Local Match Uses Other/
Restrictions
Class 1 - 4 and
Community/Shared-Ride
Providers$73.2
Senior citizen or
sponsoring agency pays
15% of shared-ride
fare
85% Fare Reimbursement for senior citizens on shared-ride fare
Authorized FY 1980 to
accommodate senior citizens
who cannot use free fixed route
service
Lottery FundOlder Pennsylvanians Shared-Ride
$73.2 M
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State General Obligation Bonds (TAP)
Grantees Distribution
($ Millions)
Local Match Uses Other/
Restrictions
Class 1 - 4
Other Trans. Agencies determined by PennDOT
Discretionary
(For approved Capital Budget Authorization)
Federal - 1/6 of the non-federal share
Non Federal - 50% state share/50% local share
Statewide Initiative - 0% Special State Initiatives
Capital Assistance and special state
initiatives such as: Vehicle Overhaul Program (VOH),
etc.
Capital Budget
$125 M
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B R E A K
Please Return in 15 minutes
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Transit Research & Demonstration –
the single solicitation process
The Department’s Perspective - Mike Bonini
and
The PPTA Perspective - Marti Pierce
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PRIORITIZATION OF FUNDING
Getting The Best Return for Your Dollars
Bob Sharp
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OPERATING
SOURCES OF FUNDING: Federal 5311 State Act 26 Operating State Act 4a State PTAF State Act 3
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CAPITAL
SOURCES OF FUNDING Federal 5309 Federal CMAQ Federal STP Federal 5208 Federal 5311 State Capital Bond State Act 26 PTAF State Act 3
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STOP GAP FUNDING
Louise Tinkler
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STOP GAP FUNDING DISCUSSION
How many overall requests did we receive? How many operating requests did we
approve? How are we handling the capital requests? What about carry-over balances?
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L U N C H
Please Return in 1 Hour
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Customer Service
Tina Chubb
PUBLIC TRANSPORTATION
SUPPORTED BY
TO ORDER DECALS CONTACT:
PennDOT BUREAU OF PUBLIC TRANSIT PO BOX 3151 HARRISBURG, PA 17105-3151 717 705-1492 717 787-1202
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CHARTER ISSUES
What’s right? What’s wrong?
Bob Sharp / Louise Tinkler / LaVerne Collins
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Sponsored by Your Rural Transit System
5311 FUNDS
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Who: 5311 Grantees/Sub Recipients
What: Charter Service
Transportation using buses or vans or
facilities funded by the FTA.
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Federal regulation: Title 49 Part 604
State Oversight:
Provide oversight through the submission and review of the annual operating assistance grant application; require confirmation from the sub-recipients that their procedures are in compliance with regulations and certifications through the FTA certification and assurance process, and as part of the annual compliance review.
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Why: Part of the State Management Plan
The SMP for the Section 5311 program, submitted to and approved by the FTA, describes in detail how the state will monitor
its sub recipients.
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Overview:
If a recipient desires to provide any charter service using FTA equipment or facilities the recipient must first determine if there are any private charter operators willing and able to provide the charter service that the recipient desires to provide.
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WHAT IS THE PROCESS?
The process for determining if there are any willing and able private charter operators must at a minimum include:
1. Placing a notice in a newspaper, or newspapers, of general circulation within the proposed geographic charter service area. THIS MUST BE DONE ANNUALLY!!!!!!!!
2. Sending a copy of the notice to all private charter service operators in the proposed geographic service area and to any private charter operator that requests notification.
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3. Sending a copy of the notice to the United Motor Coach Association, 113 S. West Street, Alexandria, VA 22314 and the American Bus Association, 700 13th Street, NW, Suite 675, Washington, D.C. 20005.
4. Notice information contained in Part 604, Section 604-11.
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Vehicle Definition:
The regulations recognize only two categories
of vehicles: buses and vans.
Rubber-tired replica trolleys, articulated buses, double decker buses, and other types of specifically modified equipment are all buses and are subject to the same rules as transit buses.
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Any charter service that a recipient provides under any of the allowed exceptions must be incidental charter service.
Incidental charter service does not interfere with, or detract from, providing mass transportation service or does not shorten the mass transportation life of the equipment being used.
Exceptions: 49 CFR PART 604.9
INCIDENTAL CHARTER SERVICE
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Exception 1, applies if no willing and able operator exists.
If an operator does exist, the grantee can provide charter service only if the other exceptions apply.
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Exception 2, providing FTA funded vehicles to private operators to satisfy a capacity need or need for accessible vehicles.
This exception is used often by grantees that have vehicles available for charter use by willing and able private operators.
Under this exception, the grantee provides service under contract to the private operator, who is responsible for the direction and control of the grantee’s vehicles while the service is being provided.
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Grantees cannot lease a trolley to a private operator and claim that the charter service is allowed under exception 2 unless the private operator has exhausted its supply of buses. The intent of exception 2 is to satisfy a genuine capacity need for buses in general or a need for accessible equipment.
Transit systems that have established an ongoing relationship with other agencies or companies to provide revenue service vehicles, must require that these entities establish and maintain drug and alcohol testing programs compliant with the FTA regulations for the portion of the business that uses these vehicles.
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The grantee does not contract directly with the public for the service.
FTA requires a contract between a private charter operator and the grantee for the provision of equipment or service when the private contractor needs extra capacity or accessible equipment.
All equipment or services provided under this exception must be incidental service (i.e., non-peak period and priced at fully allocated costs).
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Exception 3, does not apply
In instances where vehicles are provided on a one-time or incidental basis, and there is no ongoing relationship (i.e., mayor drives a bus in a parade, radio personality drives a bus during a vehicle rodeo), the regulations do not apply.
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Exception 4, a special events exception
This exemption requires the grantee to submit its petition to the FTA Administrator at least 90 days prior to the event.
The petition must describe the event, explain how it is special, and explain the amount of charter service that private operators are not capable of providing.
The Administrator will issue a written decision granting or denying the request in whole or in part.
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Exception 5, is to provide service to government entities or non-profit agencies serving persons with disabilities or persons receiving public welfare funds.
The contracting entity must provide a certification as specified in the regulations, which attests to the non-profit nature of the agency, identifies the passengers, declares that the requested charter trip is consistent with the function of the organization, and is consistent with Title VI of the Civil Rights Act of 1964.
Exception 6, does not apply
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Exception 7, the formal agreement with all private operators, may be used by grantees who wish to provide charter service when there are willing and able private operators.
This exception requires that the grantee execute a formal agreement with all private operators it has determined to be willing and able.
The agreement must specifically allow the grantee to provide the particular type of charter service defined.
The grantee’s annual public notice must provide for this type of agreement or must be amended to refer to the agreement before the grantee undertakes the charter trips the agreement describes.
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The grantee and the private operators may define the excepted charter service in any agreed to terms and conditions.
If a grantee or their sub recipients operates charter service with a formal agreement, or because no willing and able operator is identified, an annual notice is required.
When providing charter service under the other three exceptions (non-profit, special event, or contract with a private operator to satisfy a capacity need), an annual notification is not necessary.
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ATTACKING THE LANGUAGE BARRIER – Increasing Latino Mobility
“You don’t have to speak
English to ride the bus…”
Tina Chubb
Transit Research & Demonstration Project
TMACC and PennDOT
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B R E A K
Please Return in 15 minutes
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DEADLINES
Why do we have them? What do we do with the information? What does it mean if the requirements are not met?
Bob Sharp &
Louise Tinkler
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FY 2005-2006
RURAL PROGRAM FILING DEADLINES
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FY 2005-2006 RURAL PROGRAM FILING DEADLINES
DUE DATE ITEM PURPOSE OF COMPLIANCE
April 30, 2005 2004-05 Third Quarter ROA-3 and Accident Report.
Contractual Obligation
May 1 Proposed Service Standards. Legislative Requirement per Public Transit Law (PTL)
May 302005-06 Section 5311/Act 26 Operating
Assistance Applications must be received.
Program Administration
June 1 DBE Report( Data October 1, 2004-
March 31, 2005 )
Contractual Obligation
June 30 Request For Items To Be Included In Next Capital Budget
Program Planning & Administration
July 31 2004-05 Fourth Quarter ROA-3 and Accident Report.
Contractual Obligation
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August 15 Approved/Actual Service Standards. Legislative Requirement per Public Transit Law (PTL)
October 31 Form 26C – FY 04-05 Project Report For Use Of Dedicated Funds
Legislative Requirement per Public Transit Law (PTL)
October 31 NPR 1 2005-06 Program Administration
October 31 2005-06 First Quarter ROA-3 and Accident Report.
Contractual Obligation
November 30 2004-05 Data Certification Program Administration
December 1 DBE Report( Data April 1, 2005 -
September 30, 2005 )
Contractual Obligation
December 31
2004-05 Section 5311/ Act 26 Audit Report. Contractual Obligation
December 31 5333(b) Special Labor WarrantyFY 2006-2007
Federal Regulations
January 31 2005-06 Second Quarter ROA-3 and Accident Report.
Contractual Obligation
PLEASE NOTE: It is expressly understood that if a deadline date is either a Saturday, Sunday or legal holiday, the deadline is automatically extended to the next business day.
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? PENALTIES FOR NON-COMPLIANCE
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Program Trends
Bob Sharp & Louise Tinkler
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FUNDING AMOUNTS F.Y. 2005-2006
Louise Tinkler
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FUNDING SOURCES:
Federal 5311 Operating = $9,642,936State Act 26 Operating = $2,284,099Free Transit Lottery (varies by system) Act 26 PTAF Asset. Maintenance = $4,001,000Act 3 BSG = $3,649,428Act 3 ASG = $ 484,681Act 4A = $ 106,882Local (varies by system)
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FEDERAL FUNDING DISTRIBUTION RATIONALE
Appropriation Amount 15% Intercity Bus Administration Costs Funding Levels and Rationale Capital reserve RTAP - PennTRAIN
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FUNDING DISTRIBUTION OF NEW FEDERAL GRANT
Appropriation Amount = $11,335,018 15% Intercity Bus = $1,700,255 Administration Allocation = $300,000 Funding Levels and Rationale = 50% of
’04/05 deficit = Base Grant for this year Capital obligations = $_0__ RTAP = $149,138
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PROGRAM EVALUATION
Louise Tinkler
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Adjourn
Day 1
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RMA 2005
Day 2
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Questions& / or
Unfinished Business
from Tuesday
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FTA Updates
Federal Transit Administration Staff
Florence Bicchetti & Michele Destra
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Cindy Conaway
Mike Noel & Bob Schmidt
PENNTRAIN Update
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B R E A K
Please Return in 15 minutes
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PENNTRAIN (Cont’d.)
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TWO NEW TRAINING TOOLS
Revised Board Training Manual&
Roles & Responsibilities of
Transit Managers– Something new from National RTAP
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L U N C H
Please Return in 1 Hour
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Results of
Compliance Reviews
Bob Sharp
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COMPLIANCE REVIEWS
WHY DO WE HAVE THEM?
WHAT HAVE WE FOUND?
WHAT DO WE DO WITH OUR FINDINGS?
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COMPLIANCE REVIEWS
HOW DO COMPLIANCE REVIEWS HELP GRANTEES?
DOES THE COMPLIANCE REVIEW CHECKLIST HELP YOU PREPARE?
WHAT CAN WE DO DURING THE COMPLIANCE REVIEW TO MAKE IT LESS STRESSFUL?
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COMPLIANCE REVIEWS
SHOULD WE VISIT GRANTEES MORE THAN ONCE A YEAR?
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Drug & Alcohol Update
The latest out of Washington
Bob Sharp
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49 CFR PART 655
POLICY
AND
DEFINITIONS
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Overview
Requirements for Policy in Part 655
Definitions
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Policy Requirements
Outlined in Section 655.15– (a) Designated contact person (person, office, branch,
and/or position) – (b) Categories of employees covered– (c) Prohibited behavior– (d) Testing circumstances– (e) Testing procedures– (f) Requirements for testing– (g) Test refusal– (h) and (i) Consequence– (j) Employer-specific requirements
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(a) Designated Contact Person
Identity of person, office, branch, and/or position– If providing specific person’s name, consider
listing in appendix so easily updated
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(b) Applicability: Safety-Sensitive Functions
Operation of a revenue service vehicle, in or out of revenue service
Operation of a non-revenue vehicle requiring a CDL Controlling movement or dispatch of a revenue service vehicle
(determined by employer)– Always included for fixed rail, transit system assessment
for other vehicles Security personnel that carry firearms
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(b) Applicability: Safety-Sensitive Functions (Cont.)
Maintenance of a revenue service vehicle Contractor employees that stand in the shoes of
Transit System employees also have to comply – covered in more detail in next section
Note: Include supervisors only if they perform safety-sensitive functions
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(b) Common Problems: Safety-Sensitive Functions
Identify safety-sensitive positions– Review each employee’s job function
(independent from title) – Determine if the employee could cause or
contribute to an accident– Include employees who can be called upon to
perform safety-sensitive functions
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(c) Prohibited Behavior
Consumption of alcohol from any source is prohibited. . .
– While performing safety-sensitive functions– 4 hours before safety-sensitive function– 8 hours after an accident– While on call
Consumption of illegal drugs is prohibited at all times
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(c) Prohibited Behavior -- Alcohol
Any covered employee who is found to have an alcohol concentration between 0.02 and 0.04 must be removed from safety-sensitive duty– Until a retest shows an alcohol concentration of
less than 0.02, or 8 hours have passed
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(c) Prohibited Substances
Marijuana Cocaine Amphetamines Opiates Phencyclidine Alcohol -- AS DETAILED ABOVE
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(d) Testing Categories
Pre-employment Reasonable suspicion Post-accident Return-to-duty Follow-up Random
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(d) Period of Coverage
Drug test – anytime on while on duty
Alcohol test – Just before, during, or immediately after safety-sensitive duty
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(e) Testing Methods
Consistent with 49 CFR Part 40 procedures– Incorporate Part 40 as amended
by reference– Make Part 40 readily available
to employees– Establish whether company will retest
after dilute negative test result
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(e) Testing Methods (Cont.)
Drug & alcohol tests - detailed discussion in policy now optional
-It is only necessary to reference Part 40, but if referenced, copies must be available for employees
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(f) Test Requirement
All covered employees are required to submit to drug and alcohol tests as a condition of employment
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(g) Test Refusal -- Violation of Employer’s Policy
Refusing to provide specimen– Insufficient volume without valid medical explanation
Tampering, adulterating, or substituting specimen Failing to appear within a reasonable time - defined by
employer Leaving the scene of an accident without just cause
prior to submitting to a test Leaving collection facility prior to test completion Failing to permit an observed or monitored collection
when required
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(g) Test Refusal (Cont.)
Failing to take a second test when required Failing to undergo a medical examination when required Failing to cooperate with any part of the testing process Failing to sign Step 2 of alcohol test form Once test is underway, failing to remain at site and provide a
specimen For pre-employment, the following are NOT refusals:
– Failure to appear – Failure to remain at site prior to commencement of test– Aborting the collection before the test commences
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(h) and (i) Consequences
Positive drug or alcohol (above 0.04) test result or test refusal– Remove employee from safety-sensitive position– Advise employee of available resources– Refer for assessment by a Substance Abuse
Professional– Apply transit system disciplinary policy
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(h) and (i) Consequences (Cont.)
Alcohol test result of 0.02 or greater but less than 0.04
– Remove from safety-sensitive position for a minimum of 8 hours unless subsequent test results in a concentration of less than 0.02
– Apply employer disciplinary policy Note: employer has options in this circumstance and should
clearly state disciplinary actions to be taken in policy Range of choices goes from termination to no action beyond
the 8-hour removal from duty
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SAP Referral Required
Referral for assessment by a Substance Abuse Professional
– SAP referral is required even if no 2nd chance allowed– For 2nd chance, SAP referral must be followed– SAP referral gives employee chance to work for other
systems
Part 655 and Part 40 require that employer provide listing of qualified SAPs (as recommended in the policy)
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(j) Additional Employer Provisions Allowed
Must be identified– Define additional employer thresholds for post-
accident tests
The provisions of the Drug Free Workplace Act of 1988 may be incorporated in the policy statement but must be so identified
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Documentation Required
Proof of policy adoption by Local Governing Board or Other Authorized Official
-Normally found on cover of policy
Effective date of policy
-Also on cover
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Policy Dissemination
Policy distribution
-Employees should be requested to sign a confirmation of receipt form
Part 40 must be available for review by employees
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Common Policy Flaws
Not formally adopted/dated Not compliant with FTA regulations Confuse FTA/FMCSA requirements Not current with regulatory changes Consequences not clearly defined Insufficient notification of employees Use of boilerplate policy without modifying for
local circumstances
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Compliance Tips
Always update your policy when new regulations are implemented
Make sure the date of the last policy is clearly stated on the policy
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Compliance Tips (Cont.)
Make sure future revisions of a substantive nature also receive Board approval
Make sure all employees have the most current version of the policy
Clearly differentiate between FTA and company authority
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PROGRAM EVALUATION
Louise Tinkler
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No Hershey Follow-Up This Year
The Hershey Agenda is jam-packed, so we will not have a formal, scheduled follow-up session.
As always, Rural staff will be available to discuss your projects, answer questions, and /
or address your concerns.
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Plan for Next YearMark Your Calendars
February 27, 28, and March 1, 2006
Adjourn