Ohio Department of Transportation Office of Transit New Specialized Transportation Program Grantee Orientatio

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Ohio Department of Transportation Office of Transit New Specialized Transportation Program Grantee Orientatio Powered By Docstoc
					                         Ohio Department of

                            Office of Transit

New Specialized Transportation Program Grantee Orientation
                 Friday, December 12, 2008
Welcome and Introductions

        Josh Gearhardt,
Public Transportation Manager
        Office of Transit
Vehicle Delivery
             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
               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
              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.
Ohio Medical Transportation Board
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
                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
               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.
                   OMTB con’t.
• 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
                 OMTB con’t.
Requirements con’t.
• Training
  •   Drug and Alcohol
  •   Bloodborne Pathogens
  •   Wheelchair securement
  •   First aid
  •   CPR
  •   Passenger Assistance
  •   Defensive Driving – recommended
                   OMTB con’t.
Requirements con’t.
• Equipment
  • Biohazard disposal kit
  • Other standard equipment specified in ODOT term
     •   First Aid Kit
     •   Bloodborne Pathogens Kit
     •   Safety Triangles
     •   Fire Extinguisher
     •   Seat Belt Cutters
  • Two Way Communication
          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
Comply with all requirements needed to meet
  OMTB exemption
Training Requirements
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
             Training con’t.
First Aid and CPR
May be offered at:
 American Red Cross
 Local Hospitals
 MR/DD facilities
 National Safety Council
 Fire Departments
Drug and Alcohol

Unless agency falls under the FMCSA
 regulations, there is no specific requirement
 for the Drug and Alcohol training.
              Training con’.t
Bloodborne Pathogens

This is an OSHA requirement.

All agencies are required to have an exposure
  control plan.
               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.
              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:
Policies and Procedures
         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
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
  Requirements of Other Funding

Some funding sources have more stringent
  requirements than others.

Your agency must adhere to the requirements of
  all funding sources.
Federal Requirements
         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)
    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
     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,
   Federal Requirements con’t.
Drug and Alcohol Requirements con’t.
• Policy
• Training
  • For Reasonable Suspicion Determination
  • For Employees
• Monitoring of Service Agents
       Federal Requirements con’t.
Civil Rights
• American with Disabilities Act (ADA) – Equivalent
• 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
     Federal Requirements con’t.
Civil Rights con’t. – LEP

Covered in Title VI Circular and by Executive
  Order 13166

Who is a LEP Person?
     Federal Requirements con’t.
Civil Rights con’t. - LEP

What is required of recipients?
 Assessment
 Plan of Action
    Federal Requirements con’t.
Civil Rights con’t. - LEP
• Four Factor Assessment
  – Demographic
  – Frequency
  – Importance
  – Resources
     Federal Requirements con’t.
Civil Rights con’t. - LEP
Plan of Action – Five Elements
 Identification of volume and location of LEPs and LEP
 Language assistance measures
 Staff
 Outreach measures
 Monitoring and Evaluation of Efforts
     Federal Requirements con’t.
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
     Federal Requirements con’t.
Charter Manual is on the Office of Transit
If you provide any service other than to your
   agency clients, you must review the charter
   regulations to determine if the service is
     Federal Requirements con’t.
FMCSA – Crossing State Lines
Registration Process contingent on:
• Size of vehicle
• Area of service (exempt if within enterprise
• Only if vehicle is “for-hire”

Refer to Manual on Office of Transit website
• Preventive Maintenance Manual: ODOT’s A
  Guide to Preventive Maintenance, November
• Documentation/Recordkeeping
  – Written maintenance plan is required
  – Record for each vehicle
• Vehicles should have annual inspections by a
  ASE certified or qualified mechanic
           Maintenance con’t.
• Vehicle maintenance plan
  – Should follow manufacturer’s maintenance
  – 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
            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
           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)
            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)
              Maintenance con’t.
• Preventive Maintenance
  – Regularly scheduled maintenance
     •   Oil Changes
     •   Tires
     •   Batteries
     •   Check all fluid levels
             Maintenance con’t.
• Cleaning Vehicles
  – Inside
     • Routine schedule for cleaning vehicle
     • Q-Straint and Sure-Loc Restraints should not be left in
     • Tracks and restraints must be kept as dry and clean as
  – Outside
     • Routine schedule for cleaning vehicle
Vehicle Inspections
           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
    Vehicle Inspections/Licensing
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
    Vehicle Inspections/Licensing

County/City License Plates
  Agencies with county/city license plates are
  exempted from the State Highway Patrol
• Report Deadlines
  – January – June (Due in July)
  – July – December (Due in January)

• Submission Format
  – Currently through telephone reporting system
• Inspection sheet must be completed daily for
  each vehicle
• Daily or weekly inspections sheets must be
• If lift equipped, lift must be operated/cycled
  before vehicle is put in service for the day
                 Reporting con’t.
• Information Collected
  – Current odometer reading
  – Miles/gallon
  – Number of days in use
  – Maintenance costs (not fuel costs)
  – Accidents incurred
  – Number of elderly passenger transported (over 60)
  – Number of disabled passengers transported (under 60)
  – Other passengers (personal care attendants, assistants
    or other passengers)
            Reporting con’t.
Passenger Trips
A passenger is counted each time he or she
  boards the vehicle. A passenger traveling to
  the doctor’s office, pharmacy, bank, grocery
  store and home is counted as five passenger
ODOT must report this number annually to FTA.
       Unduplicated Clients
• Agency must track the number of
  unduplicated clients that you provide
  transportation service in the Specialized
  Vehicles awarded to your agency.
• ODOT must report this number to FTA
              Vehicle Usage
• Award of subsequent vehicle(s) through the
  program is impacted by use of previous
  vehicles received through the program.

• Subsequent application estimated usage,
  mileage, and trips are compared to vehicles in
Quality Assurance Reviews (QARs)
 Quality Assurance Reviews (QARs)
• What is a QAR?
• Why do we do them?
• What do we review?
    Quality Assurance Reviews (QARs)
• Send email to STP agencies to expect QAR
• Contact Agency to schedule site visit
• Email list of documentation to be reviewed
• Conduct QAR site visit (3 to 4 hours)
• Transmit QAR Report, Action Plan, and
  Executive Summary to agency within 30 days
• Email electronic Action Plan to agency
               QARs (cont.)
• ODOT reviews electronic Action Plan for
• ODOT transmits Final Action Plan to agency
• ODOT STP Coordinator monitors completion of
  requirements and keeps documentation on file
Vehicle Disposition
           Vehicle Disposition
• General Disposition Requirements
  – SMV, MMV, and CV        130,000 miles
  – LTN and LTV             150,000 miles
  – These are the minimum standards for disposition
• Once ODOT grants disposition of the
  vehicle(s), the vehicle may still be used;
  however, it is no longer exempt from the
  OMTB licensing requirements.
•   Status of Transit in Ohio (SOT)
•   Specialized Listserv
•   FTA “What’s New”
•   Office of Transit Newsletter
•   Transit Curriculum Program
•   OPTA Conference
•   Office of Transit Training
•   Lending Library
       Office of Transit Website
• http://www.dot.state.oh.us/Divisions/Lo

• Online!!!
• Continuing to add content
• Please submit comments to:
  – Rena Puckett: rena.puckett@dot.state.oh.us
           Contact Information
Pat Pikula, Specialized Program Coordinator
Telephone: 614-644-7237
Fax: 614-887-4146

Kim White, Training and Compliance Officer
Telephone: 614-644-0301
Fax: 614-887-4156

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