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

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

3. Vehicle Delivery

4. 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 ODOTs 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. HB 85 enacted by the 125 th 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 126 th General Assembly – Exempted certain vehicles purchased with funds from a grant made by the US DOT

9. OMTB cont. 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 cont. 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 cont. 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 cont. Requirements cont. Training Drug and Alcohol Bloodborne Pathogens Wheelchair securement First aid CPR Passenger Assistance Defensive Driving – recommended

13. OMTB cont. Requirements cont. 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 cont. 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 cont. Bloodborne Pathogens cont. 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 drivers file.

21. Training cont. Defensive Driving Course ODOT sponsors training at various locations throughout the state. Classes are listed on ODOTs website Course may be taken online at: http://www.nscddconline.com/odot-oda

22. Policies and Procedures

23. 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. 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 cont. 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 cont. Drug and Alcohol Requirements cont. 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 cont. Drug and Alcohol Requirements cont. Policy Training For Reasonable Suspicion Determination For Employees Monitoring of Service Agents

30. Federal Requirements cont. 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 cont. Civil Rights cont. – LEP Covered in Title VI Circular and by Executive Order 13166 Who is a LEP Person?

32. Federal Requirements cont. Civil Rights cont. - LEP What is required of recipients? Assessment Plan of Action

33. Federal Requirements cont. Civil Rights cont. - LEP Four Factor Assessment – Demographic – Frequency – Importance – Resources

34. Federal Requirements cont. Civil Rights cont. - 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 cont. 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 cont. 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 cont. 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. Preventive Maintenance Manual: ODOTs 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 cont. Vehicle maintenance plan – Should follow manufacturers 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 cont. Daily Inspection Requirements – Drivers 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 cont. 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 cont. Warranty Work – Chassis Manufacturer Warranty (From the drivers seat forward) – Modifiers Warranty (From the drivers seat back, these are the items the vehicle modifiers have built, usally the seating area of the vehicle)

44. Maintenance cont. Preventive Maintenance – Regularly scheduled maintenance Oil Changes Tires Batteries Check all fluid levels

45. Maintenance cont. 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. 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 LTVs, 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

51. Report Deadlines – January – June (Due in July) – July – December (Due in January) Submission Format – Currently through telephone reporting system (TESS)

52. DAILY VEHICLE INSPECTIONS Inspection sheet must be completed daily for each vehicle Daily or weekly inspections sheets must be maintained If lift equipped, lift must be operated/cycled before vehicle is put in service for the day

53. Reporting cont. 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)

54. Reporting cont. Passenger Trips A passenger is counted each time he or she boards the vehicle. A passenger traveling to the doctors office, pharmacy, bank, grocery store and home is counted as five passenger trips. ODOT must report this number annually to FTA.

55. 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 annually

56. 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 use.

57. Quality Assurance Reviews (QARs)

58. What is a QAR? Why do we do them? What do we review?

59. 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

60. QARs (cont.) ODOT reviews electronic Action Plan for reasonableness ODOT transmits Final Action Plan to agency ODOT STP Coordinator monitors completion of requirements and keeps documentation on file

61. Vehicle Disposition

62. General Disposition Requirements – SMV, MMV, and CV 130,000 miles – LTN and LTV150,000 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.

63. Miscellaneous

64. Status of Transit in Ohio (SOT) Specialized Listserv FTA Whats New Office of Transit Newsletter Transit Curriculum Program OPTA Conference Office of Transit Training Lending Library

65. Office of Transit Website http://www.dot.state.oh.us/Divisions/Lo cal/Transit/Pages/default.aspx http://www.dot.state.oh.us/Divisions/Lo cal/Transit/Pages/default.aspx Online!!! Continuing to add content Please submit comments to: – Rena Puckett: rena.puckett@dot.state.oh.us

66. Contact Information Pat Pikula, Specialized Program Coordinator pat.pikula@dot.state.oh.us Telephone: 614-644-7237 Fax: 614-887-4146 Kim White, Training and Compliance Officer kim.white@dot.state.oh.us Telephone: 614-644-0301 Fax: 614-887-4156

67. Questions