FTA Transit Bus Safety & Security Voluntary Onsite Reviews

1. FTA Transit Bus Safety & SecurityVoluntary Onsite Reviews Program Overview February 3, 2009 BoydCaton&Grant

2. Onsite Review Background • Core initiative of the FTA Transit Bus Safety and Security Program • Completely voluntary, not compliance-based • Create a national framework and baseline for safety, security and emergency preparedness excellence • Initial focus is on 5311 and small 5307 properties • Emphasize technical assistance and coordination with industry stakeholders • State DOTs and FTA Regional offices are invited to participate

3. Purpose • Assist participating agencies in developing and integrating safety, security and emergency preparedness activities into all facets of system management and operations • Identify areas in which FTA can provide technical assistance • Document effective practices that can be shared with sister agencies • Identify gaps in assistance that must be developed by FTA to support Program goals

4. Onsite Review Process • Identify volunteer and coordinate with stakeholders to develop schedule • Provider • State DOT • FTA Regional Office • Notification package sent to volunteer agency • Notification Letter • Preliminary Schedule • Review Topics • Document Request • 1½ day review, including interviews, record reviews site tour • Checklists used to assure consistency • Review team develops Final Report & Resource CD • Effective Practices, Observations, Needs & Gaps, Suggestions

5. Onsite Review Categories • Review team evaluates six major categories: • Management • Mission, Organizational Structure, Procurement, Labor • Equipment/Systems • Regulations, Maintenance, Facilities, Modifications, Quality 3. Human Resources • Policy, Procedures, Recruitment, Training, Evaluation • Safety Activities • Responsibilities, Hazard Mgt., Safety Data, Internal Audits 5. Security Activities • Responsibilities, TVA, Awareness, Security Data 6. All-Hazards Management • Preparation, Incident Mgt., Internal Incidents, Recovery, Drills

6. The Final Report • Written report delivered following conclusion of onsite review – typically within two weeks • Documents observations made by the review team • Identifies suggestions and recommendations as to how the reviewed agency might more effectively meet its safety and security mission • Documents technical assistance materials delivered to by FTA to the reviewed agency • Includes an accompanying CD-ROM of assistance materials

7. Agencies Reviewed • Reno County Public Transportation Department - Hutchinson, KS • JAUNT, Inc. - Charlottesville, VA • Pender Adult Services, Inc. - Burgaw, NC • Santa Fe Trails - Santa Fe, NM • Rochester Genesee Regional Transportation Authority (RGRTA) - Rochester, NY • Special Transit - Boulder, CO • Capital Area Rural Transportation System - Austin, TX • City of Columbus, Columbus Transit Department - Columbus, IN • Altoona Metro Transit - Altoona, PA • Greater Bridgeport Transit Authority - Bridgeport, CT • Delmarva Community Services, Inc., Delmarva Community Transit - Cambridge, MD • Rural Office of Community Services - Lake Andes, SD • The City of Mitchell/Palace Transit - Mitchell, SD • Waccamaw Regional Transportation Authority d.b.a. Coast RTA - Conway, SC • St. Joseph Transit - St. Joseph, MO • Fresno County Rural Transit Agency - Fresno, CA • Bend Area Transit - Bend, OR • Bluefield Area Transit - Blue Field, WV • Cooperative Alliance for Seacoast Transportation - Dover, NH • Coast Transit Authority - Gulfport, MS

8. Onsite Review Map

9. Program Diversity • Not a “One Size Fits All” program, must recognize diversity in community • Varied Participants • Geographic diversity/climate and environment • Ridership and service demands • Agency and fleet size/type • Volunteer agencies have had as few as 9 and up to 213 vehicles in service

10. Volunteer Agency Fleet Size

11. Recommendations • Average of 56 recommendations made to a volunteer agency • The FTA Review Team has made as few as 41 and as many as 89 recommendations • All recommendations are made in one of the six program elements: Management Equipment/Systems Human Resources Safety Activities Security Activities All-Hazards/ Emergency Mgt.

12. Recommendations by Program Element

13. Most Commonly Provided Technical Assistance Materials • Los Lunas, NM Oxygen Tank Policy document (16) • New Mexico Driver Handbook (11) • Release of Sensitive Information (10) • Reacting to Bomb Threats and Suspicious Mail (9) • The New Mexico Safety, Security, and Emergency Preparedness Plan template (6) • Complaint Commendation Card (5)

14. Observations and Recommendations • Onsite review team identifies areas in program documentation and implementation that could be strengthened • Observations of practice are documented and show both strengths and weaknesses • Effective practices are called out and materials requested • Recommendations are made and technical assistance materials are provided via CD-ROM with Final Report

15. Common Recommendations for Management • Create, maintain, and or update System Safety Security and Emergency preparedness plans (10 recommendations) • The FTA review team provides safety and security plan templates as well as plans from different agencies (with approval) to assist in this activity • Consider developing specific goals and objectives that focus on safety and security concerns (11 recommendations) • Determine as soon as possible the status of insurance coverage on any vehicles that might be used for emergency community evacuation purposes (14 recommendations)

16. Common Recommendations Equipment / Systems • Consider a decal for all vehicle roofs with a number at least one foot high and provide vehicle numbers to local law enforcement for use in identifying vehicles from the air (19 recommendations) • Consider a formal policy for onboard use and storage of passenger oxygen tanks (18 recommendations) • The FTA review team provided a model policy • Develop a hazardous material plan and employee training program, maintain MSDS sheets on hazardous materials, and formalize hazardous material disposal procedures (13 recommendations) • The FTA review team is providing a model of a hazardous materials plan

17. Common Recommendations for Human Resources • Consider providing bio-hazard refresher training to all bus operators, dispatchers, supervisors and maintenance staff, including bus cleaners (12 recommendations) • Utilize the National Transit Institute (NTI) resources to assist in the delivery of workplace violence training(10 recommendations) • Information on training offered by NTI is provided at www.ntionline.com • Consider developing a formal and written Customer Service Policy and make available to all passengers (8 recommendations) • The FTA review team provides a bi-lingual model customer service policy

18. Common Recommendations for Safety Activities • Consider expanding protocols for reacting to emergency events, training all staff on those protocols, and providing protocols at the dispatch area to assist with immediate response in a safety related event (9 recommendations) • The FTA review team is providing a set of emergency response protocols to assist in this activity • Consider a mechanism to proactively solicit feedback from drivers on accident/incident “near misses” and use this information to document trends as they may occur. This data can then be used to design training initiatives and propose future service design changes (6 recommendations)

19. Common Recommendations for Security Activities • Consider conducting a Threat and Vulnerability Assessment. Solicit external emergency management assistance with this process (15 recommendations) • The FTA review team provides materials such as information from the SSEPP template • Encourage drivers to report and document incidents of an aggressive or potentially threatening nature that did not result in an actual security event. This information will allow some level of trend analysis (10 recommendations) • Consider requiring employees to display photo identification badges at all times while on duty (7 recommendations)

20. Common Recommendations for All-Hazards / Emergency Mgt. • Consider developing a comprehensive Safety, Security and Emergency Preparedness Plan (SSEPP) (13 recommendations) • The FTA review team provides templates of plans • Consider having the Executive Director, Supervisor of Operations, Maintenance Manager, and Office Manager become NIMS certified in IS-100, IS-700, and IS-800. (13 recommendations) • Information for obtaining this certification online can be found at www.fema.gov/emergency/nims/ • Pursue a working relationship with emergency management, law enforcement and fire first responders (10 recommendations)

21. Onsite Review Evaluations • Capture feedback regarding review effectiveness • Internet based survey tool • Team follows-up with review representatives to urge evaluation completion • Review representatives complete online evaluation • Data is collected and analyzed

22. Agencies who have completed the online evaluation

23. Average Rating

24. Comments From the Agencies We really appreciated the valuable review of our transit operations with regard to safety and security. It gave us many areas to examine and some valuable information for use in improving safety in our system. -Lynn Kiker, Reno County Public Transportation Dept.- We all found this visit very helpful to us. We probably could have done a better job of putting together the information needed. -Judy Cromer, Transportation Director, Pender Adult Services, Inc.- Ream Lazaro and Jason Sergent both proved to be knowledgeable and articulate in conducting the FTA site visit at our transit system. They provided an understandable overview of how we could improve safety and security in our operation of public transportation. The site visit was completed with Ream Lazaro conducting a course in "Securing Community Mobility" for seventeen enthusiastic attendees. We would reccommend Ream Lazaro to anyone wishing to learn how to improve safety and reduce their security risks. -Rene Guajardo - AGM, Safety & Security, Capital Area Rural Transportation System- The survey process was very helpful and allowed a beneficial dialog within our organization among our transportation staff. The reviewer created a positive learning atmosphere that allowed our staff the opportunity to view this process in a non threatening manner. We appreciate the reviewers' professionalism. -Steve Blacksher, Director of Customer and Community Services, Special Transit-

25. Comments From the Agencies (contd.) I appreciate the opportunity to take part in this Onsite Review Initiative. I also appreciate the technical assistance provided. -Santo A. Grande, Pres./CEO , Delmarva Community Services, Inc., Delmarva Community Transit- Ream was outstanding in his knowledge of security and of the limitations and issues that affect a small transit agency. He provided a very meaningful and realistic benefit that is of great value to the transit system in St. Joseph. -Andrew Clements, Asst. Director, St. Joseph Transit- Great asset, I would highly recommend to all size transit agencies. Provided many hands on suggestions, which GBTA will be implementing. -Roberta Yegidis - Administrative Officer, Greater Bridgeport Transit Authority- It was a wonderful experience for transit staff and the City of Mitchell staff. Ream did an outstanding job and we will utilize his expertise as we need him. Thank you for allowing us to do this. We really didn't know what to expect but the unknown was met. -Brenda Paradis, Senior Services Director, The City of Mitchell/Palace Transit - Ream did an excellent job, his technical assistance with follow-up materials were priceless for a small rural transit operator. It turned out to be an excellent use of our time. I would recommend to to every other transit agency. Thank you for choosing us! -Jeffrey D. Webster, General Manager, Fresno County Rural Transit Agency-