Ohio Department of Transportation Office of Transit

1. Ohio Department of Transportation Office of Transit New Specialized Transportation Program Grantee Orientation Friday, December 12, 2008

2. Josh Gearhardt, Public Transportation ManagerOffice of Transit Welcome and Introductions

3. Vehicle Delivery

4. Vehicle Delivery • Vendors or ODOT will call to inform you of the delivery date for your vehicle. • For Standard Minivans, your agency will be required to pick up the vehicle at ODOT’s nearest District Office • Delivery may take up to 6 months after the local share is received by ODOT

5. Vehicle Delivery • Vendor Requirements • ½ tank of Fuel • Temporary License Plates (30 Day) • Instructions/Training Videos • Lifts • Securement Devices • Test Drive • Forms • Delivery Receipt, must be completed and returned to ODOT.

6. Vehicle Delivery • Safety Equipment Provided • First Aid Kit • Bloodborne Pathogens Kit • Safety Triangles • Fire Extinguishers* • Seat Belt Cutters *Fire extinguishers must be serviced annually and the servicing company must leave a tag on the extinguisher showing the date it was serviced.

7. Ohio Medical Transportation Board

8. Ohio Medical Transportation Board • HB 85 enacted by the 125th General Assembly • Required transportation providers which provide nonemergency medical transportation to be licensed and meet numerous other requirements • Amd. Substitute SB 87 enacted by the 126th General Assembly • Exempted certain vehicles purchased with funds from a grant made by the US DOT

9. OMTB con’t. • Requirements – Outlined in March 10, 2006 letter from Office of Transit Administrator Marianne Freed • Legislation is for agencies using vehicles to transport passengers in wheelchairs to nonemergency medical appointments

10. OMTB con’t. Agencies receiving funding from Medicaid for medical related trips are not exempted and must still be licensed by the OMTB Once you receive disposition of a specialized vehicle, you no longer meet the exemption.

11. OMTB con’t. Requirements: • Preventive Maintenance Program • Insurance • Driver Requirements • Minimum age – 18 • Obtain recent certified abstract • Conduct criminal records background check • Physical • Pre-employment drug and alcohol test

12. OMTB con’t. Requirements con’t. • Training • Drug and Alcohol • Bloodborne Pathogens • Wheelchair securement • First aid • CPR • Passenger Assistance • Defensive Driving – recommended

13. OMTB con’t. Requirements con’t. • Equipment • Biohazard disposal kit • Other standard equipment specified in ODOT term contracts • First Aid Kit • Bloodborne Pathogens Kit • Safety Triangles • Fire Extinguisher • Seat Belt Cutters • Two Way Communication

14. ODOT Requirements Meet all training requirements – some must occur immediately, all must occur within six months of being hired. Adhere to all vehicle usage, licensing, maintenance, recordkeeping, and reporting requirement. Comply with all requirements needed to meet OMTB exemption

15. Training Requirements

16. Training Passenger Assistance Training • Assist passengers in boarding and deboarding the vehicle • Proper securement techniques (Properly securing a passenger takes approximately 10 minutes). Take this into consideration when scheduling rides • Lift operations • Familiarity with types of disabilities

17. Training con’t. First Aid and CPR May be offered at: American Red Cross Local Hospitals MR/DD facilities National Safety Council Fire Departments

18. Training Drug and Alcohol Unless agency falls under the FMCSA regulations, there is no specific requirement for the Drug and Alcohol training.

19. Training con’.t Bloodborne Pathogens This is an OSHA requirement. All agencies are required to have an exposure control plan.

20. Training con’t. Bloodborne Pathogens con’t. Drivers must be offered a Hepatitis B shot • A policy must be in place to let the drivers know the shot is offered free of charge. • If a driver refuses the Hepatitis B shot, he or she must sign a form stating the shot was refused and the documentation must be maintained in the driver’s file.

21. Training con’t. Defensive Driving Course • ODOT sponsors training at various locations throughout the state. • Classes are listed on ODOT’s website • Course may be taken online at: http://www.nscddconline.com/odot-oda

22. Policies and Procedures

23. Policies and Procedures Sample Manual – Available on Office of Transit website -Provides sample policies and a template which can be customized for each agency. There are specific policies that are required. All policies should be reviewed by a legal expert within the organization and adopted by the governing board. Policies should be shared with all personnel within the agency and documentation should be in place noting all personnel are familiar with the policies and procedures.

24. Requirements of Other Funding Sources Some funding sources have more stringent requirements than others. Your agency must adhere to the requirements of all funding sources.

25. Federal Requirements

26. Federal Requirements Commercial Drivers License (CDL) Standard Minivans (SMVs), Modified Minivans (MMVs), Converted Vans (CVs), and Light Transit Narrow Body (LTNs) vehicles do not require a Commercial Drivers License. Light Transit Vehicles (LTVs) designed to carry 15 passenger plus the driver requires the driver to have a Commercial Drivers License (CDL)

27. Federal Requirements con’t. Drug and Alcohol Requirements • Must comply with the FMCSA requirements if operating a vehicle where the driver is required to have a CDL • FMCSA regulations – 49 CFR Part 382 • Collection procedures – 49 CFR Part 40

28. Federal Requirements con’t. Drug and Alcohol Requirements con’t. FMCSA requires • Testing catogories • Pre-employment, Random, Reasonable Suspicion, Post Accident, Return-to-Duty and Follow-up • Prohibited Substances • Marijuana, Cocaine, Amphetamines, Opiates, Phencyclidine

29. Federal Requirements con’t. Drug and Alcohol Requirements con’t. • Policy • Training • For Reasonable Suspicion Determination • For Employees • Monitoring of Service Agents

30. Federal Requirements con’t. Civil Rights • American with Disabilities Act (ADA) – Equivalent Service • Disadvantaged Business Enterprise (DBE) – Only pertains if your agency receives more than $250,000 in Federal funds excluding vehicles • Limited English Proficiency (LEP) – Addressed in a December 19, 2007 from Office of Transit Administrator, Marianne Freed

31. Federal Requirements con’t. Civil Rights con’t. – LEP Covered in Title VI Circular and by Executive Order 13166 Who is a LEP Person?

32. Federal Requirements con’t. Civil Rights con’t. - LEP What is required of recipients? • Assessment • Plan of Action

33. Federal Requirements con’t. Civil Rights con’t. - LEP • Four Factor Assessment • Demographic • Frequency • Importance • Resources

34. Federal Requirements con’t. Civil Rights con’t. - LEP Plan of Action – Five Elements • Identification of volume and location of LEPs and LEP communities • Language assistance measures • Staff • Outreach measures • Monitoring and Evaluation of Efforts

35. Federal Requirements con’t. Charter Section 5310 agencies are exempt from Charter as long as the system is transporting groups for “program purposes.” Program purposes does not include exclusive service for other groups formed for purposes unrelated to the special needs of the targeted populations.

36. Federal Requirements con’t. Charter Charter Manual is on the Office of Transit website. If you provide any service other than to your agency clients, you must review the charter regulations to determine if the service is allowable.

37. Federal Requirements con’t. FMCSA – Crossing State Lines Registration Process contingent on: • Size of vehicle • Area of service (exempt if within enterprise area) • Only if vehicle is “for-hire” Refer to Manual on Office of Transit website

38. Maintenance

39. Maintenance • Preventive Maintenance Manual: ODOT’s A Guide to Preventive Maintenance, November 2006 • Documentation/Recordkeeping • Written maintenance plan is required • Record for each vehicle • Vehicles should have annual inspections by a ASE certified or qualified mechanic

40. Maintenance con’t. • Vehicle maintenance plan • Should follow manufacturer’s maintenance program • Vehicle comes with manufacturers vehicle instruction booklet which states intervals when maintenance is required. • Oil change x miles (3,000 to 7,500 miles) • All vehicle fluids checked regularly • Other items completed as recommended by manufacturer

41. Maintenance con’t. • Daily Inspection Requirements • Driver’s are to complete a vehicle inspection everyday before the vehicle goes into service • Copies of completed daily pre-trip inspection sheets must be on file and available for review • For those vehicles with lifts, the lift must be cycled at the beginning of each shift and recorded on the inspection sheet

42. Maintenance con’t. • Lift Maintenance • Lifts should be inspected and serviced annually or by number of cycles as recommended in lift instructions by a qualified technician(trained by Braun or Ricon) • If a lift breaks, it must be repaired • Determine where the nearest lift repair facility is located in your area (Name of facility is supplied when vehicle is delivered)

43. Maintenance con’t. • Warranty Work • Chassis Manufacturer Warranty • (From the driver’s seat forward) • Modifier’s Warranty • (From the driver’s seat back, these are the items the vehicle modifiers have built, usally the seating area of the vehicle)

44. Maintenance con’t. • Preventive Maintenance • Regularly scheduled maintenance • Oil Changes • Tires • Batteries • Check all fluid levels

45. Maintenance con’t. • Cleaning Vehicles • Inside • Routine schedule for cleaning vehicle • Q-Straint and Sure-Loc Restraints should not be left in tracks • Tracks and restraints must be kept as dry and clean as possible • Outside • Routine schedule for cleaning vehicle

46. Vehicle Inspections

47. Vehicle Inspections • ODOT conducts a vehicle inspection prior to delivery to agency • ODOT will visit your agency once every three years to check on the status of the vehicle and the preventive maintenance being preformed. • Review daily inspection sheets • Preventive maintenance records • Odometer reading on all specialized vehicles

48. Vehicle Inspections/Licensing Requirements Ohio Revised Code Section 4513.50 Inspections of passenger transportation vehicles • All private non profit owned vehicles without county tags must be inspected annually by State Highway Patrol (approx. $120) • Vehicles exempted are standard minivans, modified minivans, converted vans • LTNs and LTV’s, vehicles with a GVW or more than 10,000 lbs and are subject to the inspection law

49. Vehicle Inspections/Licensing Requirements County/City License Plates Agencies with county/city license plates are exempted from the State Highway Patrol inspection

50. Reporting