HomeMy WebLinkAboutItem 6g. Approval of Federal Transit Title VI Program Update and Public Transportation Agency Safety Plan (PTASP) Item 6g
Department: Public Works
Cost Center: 621
For Agenda of: 3/21/2023
Placement: Consent
Estimated Time: NA
FROM: Matt Horn, Public Works Director
Prepared By: Austin O’Dell, Interim Transit Manager
SUBJECT: APPROVAL OF FEDERAL TRANSIT TITLE VI PROGRAM UPDATE AND
PUBLIC TRANSPORTATION AGENCY SAFETY PLAN
RECOMMENDATION
1. Adopt a Draft Resolution entitled, “A Resolution of the City Council of the City of San
Luis Obispo, California, approving Federal Transit Administration Title VI Program
Update and Public Transportation Agency Safety Plan for the San Luis Obispo Transit
Services”; and
2. Authorize the City Manager, or their designee, to revise and execute any required
certifications, forms, and associated documents on behalf of the City to comply with
the FTA requirements discussed in this report.
POLICY CONTEXT
The City Council is the legislative authority which sets the policies under which the City’s
transit program operates. The City Council has the authority to adopt ordinances,
resolutions, plans, establish policies, approve programs, establish fees, appropriate
funds, adopt budgets and approve contracts.
The Federal Transit Administration (FTA) requires that the Title VI Program Update
(under Title VI of the U.S. Department of Transportation regulations) and the Public
Transportation Agency Safety Plan (PTASP) be approved by the direct or primary
recipient’s board of directors or appropriate governing entity or official(s) responsible for
policy decisions prior to submission to FTA. The “recipient” is SLO Transit (the City’s
transit division), and the City Council is the approving board for this purpose.
DISCUSSION
Background
The Federal Transit Administration (FTA) requires the City of San Luis Obispo to maintain
civil rights and safety programs in order to receive federal transit funds. The FTA has
recently increased the requirements for civil rights programs to include surveys, outreach,
and more analysis than previous years. Staff has conducted the required outreach,
noticing, and comment period requirements for the programs.
Page 113 of 399
Item 6g
Title VI Program Update
The purpose of the Title VI Program Update is to ensure that the level and quality of SLO
Transit services are provided in a non-discriminatory manner and that the opportunity for
full and fair participation is offered to SLO Transit’s riders as well as other community
members. The Title VI Program Update includes: complaint procedures, noticing
requirements, public participation, limited language assistance, and service standards.
FTA requires the Title VI Program to be updated every three (3) years in order to receive
federal transit funds. The current Title VI Program expired on November 30, 2022. To
maintain eligibility for federal funds following that date, staff took steps to demonstrate
compliance with FTA’s Title VI Program by preparing the document, conducting outreach,
and submitted the document to FTA for review and concurrence. FTA has reviewed and
concurs with the City’s Title VI Program Update with the outstanding requirement of City
Council’s approval. Upon City Council’s approval of Title VI Program Update, the City will
be in full compliance for the next three years. Refer to Attachment B to review the
proposed program update.
PUBLIC TRANSPORTATION AGENCY SAFETY PLAN (PTASP)
The PTASP rule requires operators of public transportation systems that receive federal
funds under FTA’s Urbanized Area Formula Grants (49 U.S.C. § 5307) to develop safety
plans that include the processes and procedures to implement Safety Management
Systems (SMS), as well as a strategic approach to carry out the Transit Asset
Management (TAM) Program.
SLO Transit has updated its PTASP (Attachment C) to meet requirements specified in 49
CFR Part 673. The plan meets FTA requirements and has been reviewed by San Luis
Obispo Council of Governments (SLOCOG), as required by FTA regulations (23 CFR
450.316.)
The PTASP is based on the following four (4) principles or pillars of SMS: 1). Safety
Management Policy; 2). Safety Risk Management: 3). Safety Assurance; and 4). Safety
Promotion.
This plan includes Safety Performance Targets, which are specific numerical targets
based on the Safety Performance Measures established by FTA in the National Public
Transportation Safety Plan including: fatalities, injuries, safety events, system and
reliability.
The PTSAP is updated annually and satisfies FTA requirements.
Previous Council Action
The City Council approved previous Title VI Program on January 21, 2020. In addition,
City Council approved the previous PTASP on November 17, 2020.
Page 114 of 399
Item 6g
Public Engagement
Staff conducted public outreach on September 8, 2022 in the Community Room for the
Title VI Program Update, the Disadvantaged Business Enterprise (DBE) Program Update,
and the Overall DBE Goal Setting Document. The public comment period for these
documents was from August 23, 2022 through September 24, 202 2. No significant
comment was received pertaining to DBE and/or Title VI.
There is no public engagement requirement for the PTASP as this is an administrative
document.
CONCURRENCE
The Title VI Program Update has been prepared in accordance with federal requirements.
Prior concurrence from FTA is not required.
The PTASP Program Update has been prepare in accordance with federal requirements.
This plan has been reviewed by SLOCOG.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act does not apply to the recommended action in
this report, because the action does not constitute a “Project” under CEQA Guidelines
Sec. 15378.
FISCAL IMPACT
Budgeted: NA Budget Year: 2022-23
Funding Identified: NA
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund $ $ $ $
State
Federal
Fees
Other:
Total $ $ $ $
There are no fiscal impacts related to Council’s resolution approval. Without Council’s
approval federal funds would no longer be available for SLO Transit.
Page 115 of 399
Item 6g
ALTERNATIVES
Council could decide not to approve the federal program documents. The action is
not the recommendation because the would be ineligible to receive dedicated federal transit
funds.
ATTACHMENTS
A - Draft Resolution approving Title VI Program Update and the Public Transportation
Agency Safety Plan
B - Title VI Program Update
C - Public Transportation Agency Safety Plan (PTASP) Update
Page 116 of 399
R _____
RESOLUTION NO. ______ (2023 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, APPROVING FEDERAL TRANSIT
ADMINISTRATION TITLE VI PROGRAM UPDATE AND PUBLIC
TRANSPORTATION AGENCY SAFETY PLAN FOR THE SAN LUIS
OBISPO TRANSIT SERVICES
WHEREAS, the City of San Luis Obispo receives funds from Federal Transit
Administration (FTA) Section 5307 funds and other federal funds for capital and operating
assistance funds; and
WHEREAS, FTA requires transit operators to submit a Title VI Program Update
every three years as a condition of receipt of FTA Section 5307 funds; and
WHEREAS, the City has prepared their Title VI Program Update in accordance to
FTA Circular 4702.1B; and
WHEREAS, FTA requires transit operators to submit an update of their Public
Transportation Agency Safety Plan (PTASP) as a condition of receipt of FTA Section
5307 funds; and
WHEREAS, the City has prepared a PTASP update in accordance to FTA 49 CFR
Part 673, and
WHEREAS, San Luis Obispo Council of Governments (SLOCOG) and has
reviewed and concurs with the City’s PTASP.
Page 117 of 399
Resolution No. _____ (2023 Series) Page 2
R _____
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City
of San Luis Obispo, California, as follows:
1. Approves Title VI Program Update for the San Luis Obispo Transit.
2. Authorize the City Manager, or their designee, to fulfil any related
certifications, forms, associated documents and make revisions on behalf
of the City to comply with the FTA.
Upon motion of _______________________, seconded by
_______________________, and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this _____ day of _____________________ 2023.
________________________________
Mayor Erica A. Stewart
ATTEST:
________________________
Teresa Purington
City Clerk
APPROVED AS TO FORM:
________________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the
City of San Luis Obispo, California, on ______________________.
________________________________
Teresa Purrington
City Clerk
Page 118 of 399
P a g e | 1
SLO TRANSIT Title VI Program August 1, 2018
TITLE VI PROGRAM UPDATE
San Luis Obispo Transit (SLO Transit or
SLOT), Operated by the City of San Luis
Obispo, CA
Effective: July 1, 2022
Revision 00
Prepared by:
City of San Luis Obispo
Department of Public Works, Transit Division
919 Palm Street
Sa Luis Obispo, CA 93401
Tel: (805) 781-7121
URL: http://www.slocity.org
Page 119 of 399
P a g e | 2
SLO TRANSIT Title VI Program August 1, 2018
Table of Contents
SECTION ONE: Introduction/3
SLO Transit’s Commitment to Civil Rights/3
SECTION TWO: General Requirements/6
Notice to the Public/6
Discrimination Complaint Procedures/7
The Procedure/8
SECTION THREE: SLO Transit ’s Public Participation
Plan/12
Key Principles/12
Early, Continuous and Meaningful/12
Goals of the Public Participation Plan/13
Objectives of the Public Participation Plan/13
SLO Transit’s Public Participation Process/15
SECTION FOUR: Language Assistance Plan/19
Improving Access for People with Limited English
Proficiency/19
SECION FIVE: Outcomes/29
New tools and alerting riders of language assistance/29
SECTION SIX: Decision Making Bodies/32
City Council (Elected)/32
Mass Transportation Committee (non-elected/32
SECTION SEVEN: Service Standards and Policies/33
Vehicle Load/35
Vehicle Headway (Frequency)/35
On-Time Performance/35
Service Availability – Access to the Bus/37
Vehicle Assignment Policy/36
Transit Amenity Policy/36
Monitoring Service Standards/36
Summary of Changes/37
Construction Equity Analysis/37
SECTION EIGHT: Program Specific Requirements/38
SECTION NINE: Grants, Reviews and Certifications/39
SECTION TEN: Contact/40
SECTION ELEVEN: Resolution/41
SECTION TWELVE: Attachments/42
s
S
ATTACHMENT A: Proof of Public Participation /46
Page 120 of 399
P a g e | 3
SLO TRANSIT Title VI Program August 1, 2018
SECTION ONE:
Introduction
SLO Transit’s Commitment to Civil Rights
This update of San Luis Obispo Transit’s (SLO Transit or SLOT) Title VI Program has
been prepared to ensure that the level and quality of SLO Transit’s fixed route service
is provided in a nondiscriminatory manner and that the opportunity for full and fair
participation is offered to SLO Transit’s riders and other community members.
Additionally, through this program, SLO Transit has examined the need for services and
materials for persons for whom English is not their primary language and who have a
limited ability to read, write, speak, or understand English.
While it is a matter of principle that SLO Transit is committed to ensuring that no person
is excluded from participation in, or denied the benefits of, or subjected to discrimination
in the receipt of any of its services on the basis of race, color or national origin, the
contents of this program have been prepared in acc ordance with Section 601 of Title VI
of the Civil Rights Act of 1964 and Executive Order 13116 (Improving Access to
Services for Persons with Limited English Proficiency).
“No person shall, on the grounds of race, color, or national origin, be excluded
from participation in, be denied the benefits of, or be subjected to discrimination
under any program or activity receiving federal assistance.”
-Civil Rights Act of 1964
“Federal agencies are to examine the services they provide, identify any need
for services to those with limited English proficiency, and develop and
implement a system to provide those services so LEP persons can have
meaningful access to them”
-Executive Order 13166
Page 121 of 399
P a g e | 4
SLO TRANSIT Title VI Program August 1, 2018
Under the Civil Rights Act of 1964, and as a recipient of federal funding under the
programs of the Federal Transit Administration (FTA) of the U.S. Department of
Transportation (US DOT), SLO Transit has an obligation to ensure that:
- The benefits of its bus services are shared equitably throughout the services
area;
- The level and quality of bus services are sufficient to provide equal access to all
riders in its service area;
- No one is precluded from participating in SLO Transit’s service planning and
development process;
- Decisions regarding service changes or facility locations are made without regard
to race, color or national origin, and that development and urban renewal
benefitting a community as a whole not be unjustifiably purchased through the
disproportionate allocation of its adverse environmental and health burdens on
the community’s minority population; and
- A program is in place for correcting any discrimination, whether intentional or
unintentional.
Upon the City’s request, FTA granted a 30 da y extension to allow the City to conduct
the public participation component of the program.
SLO Transit has engaged the public in the development of this program. The service
standards detailed in this program, along with the open house meetings were all
presented and discussed at public information meetings in September 2022. To
develop a system to provide services to those with limited English proficienc y, SLO
Transit engaged a number of community organizations.
City Council was actively involved in the program update for SLO Transit. In September
2022, the City Council reviewed and provided input to the Title VI Program Update. The
content of the program was approved and adopted by the City Council (See Section
Eleven).
This program contains all of the elements required of a transit provider operating in an
urbanized area of 200,000, or less in population, and operating less than fifty vehicles in
peak service. It supersedes SLO Transit’s Title VI Program of January 24, 2020. It has
been prepared using data from the most recent (Year 2010) U.S. Census.
Page 122 of 399
P a g e | 5
SLO TRANSIT Title VI Program August 1, 2018
Tips on filing a complaint
Be sure to complete the Complaint Form. Only complete Complaint Forms will be
accepted.
If the complainant is unable to write a complaint, SLO Transit’s staff will provide
assistance.
Complaint Form should have following information:
Complainant's name, address, and contact information (telephone
number, email address, etc.).
How, when, where, and why the complainant believes he or she was
discriminated against
Location, names, and contact information of any witnesses
Page 123 of 399
P a g e | 6
SLO TRANSIT Title VI Program August 1, 2018
SECTION TWO:
General Requirements
Notice to the Public
To make SLO Transit’s riders aware of its commitment to Title VI compliance, and their right
to file a civil rights complaint, SLO Transit has presented the following language, in both
English and Spanish, on its websiteCivil Rights | City of San Luis Obispo, CA (slocity.org),
on posters website, public time schedules, and on revenue vehicles.
Notifications
in Buses
Page 124 of 399
P a g e | 7
SLO TRANSIT Title VI Program August 1, 2018
Your Civil Rights
SLO Transit operates its programs and services without regard to race, color, and
national origin in accordance with Title VI of the Civil Rights Act. Any person who
believes they have been aggrieved by any unlawful discriminatory practice under Title
VI may file a complaint with SLO Transit. For more information on SLO Transit’s civil
rights program and the procedures to file a complaint, please contact (805) 781-7012, email
jstanley@slocity.org or visit our administrative office at 919 Palm Street, San Luis Obispo,
CA 93401 from 8:00 a.m. to 5:00 p.m. Monday through Friday. For more information about
SLO Transit programs and services, visit SLO Transit | City of San Luis Obispo, CA
(slocity.org). If information is needed in another language, please contact (805) 781-
7012.
Discrimination Complaint Procedures
SLO Transit has established a process for riders to file a complaint under Title VI. Any
person who believes that she or he has been discriminated against on the basis of race,
color, or national origin by SLO Transit may file a Title VI complaint by completing and
submitting the agency’s Title VI Complaint Form is available at our administrative offices
or on our website at www.Slocity.org
If a person believes he or she has been discriminated against in using the SLO Transit
service, below is the procedure to file a complaint:
1. Complete the Complaint Form
a. The Complaint Form is available at the SLO Transit office or
www.slotransit.org.
2. Sign the completed Complaint Form
3. Submit the Complaint Form within one hundred eighty (180) days of the date of
alleged discrimination.
Tip on Filing a Complaint
Be sure to complete the Complaint Form. Only complete Complaint Forms
will be accepted.
If the complainant is unable to write a complaint, SLO Transit will provide
assistance.
Be sure to include your name, address, and contact information (telephone
number, email address, etc.).
Be sure to include how, when, where, and why you believe you were
discriminated against.
Be sure to include the location, names, and contact informat ion of any
witnesses.
Page 125 of 399
P a g e | 8
SLO TRANSIT Title VI Program August 1, 2018
The Procedure
Any person who believes they have been discriminated against on the basis of race
color, or national origin by SLO Transit may file a Title VI complaint. The procedure is
described on SLO Transit’s website at
https://www.slocity.org/government/department-directory/public-works/slo-
transit/general-service-information/civil-rights
Below is the procedure for filing a complaint:
1. Get a Complaint Form. Customer acquires a Title VI Complaint Form. The
Title VI Complaint Form is available in English and Spanish on the City of San
Luis Obispo’s website, or by contacting the SLO Transit office at 805-781-7012.
2. Complete the Complaint Form. SLO Transit will process complaints that are
complete. If the customer needs assistance in completing the Title VI Comp laint
Form, customers may contact the Transit Division at 805-781-7012 for
assistance.
3. Sign the Complaint Form. Customers are required to sign the Complaint Form.
4. Submit the Complaint Form. Civil rights complaints should be filed
immediately. However, SLO Transit will investigate complaints up to 180 days
after the alleged incident. . Customers should submit their complaints to:
City of San Luis Obispo
Department of Public Works, Transit Division
919 Palm Street
Email: jstanley@slocity.org
Phone: (805) 781-7012
As an alternative, customers may also submit their complaints to:
Federal Transit Administration
Office of Civil Rights
Attention: Complaint Team
East Building, 5th Floor – TCR
1200 New Jersey Avenue SE
Washington, DC 20590
Page 126 of 399
P a g e | 9
SLO TRANSIT Title VI Program August 1, 2018
5. Acknowledgement. Complaints will be recorded and receive a complaint
number. SLO Transit will review the complaint to determine if there was a Title
VI violation(s). SLO Transit will send an acknowledgement letter informing the
customer whether the complaint is a Title VI issue and will be investigated by
SLO Transit.
Complaint
Form
English
Complaint
Form
Spanish
Page 127 of 399
P a g e | 10
SLO TRANSIT Title VI Program August 1, 2018
6. Investigation. SLO Transit has up to thirty (30) days to investigate the
complaint. If more information is needed to resolve the case, SLO Transit may
contact the complainant. The complainant has thirty (30) days from the date of
the letter to send requested information to the investigator assigned to the case.
If SLO Transit’s investigator (from the Transit Services Manager or his/her
designee) is not contacted by the complainant or does not receive the additional
information within thirty (30) days, SLO Transit can administratively close the
case. Also, a case can be administratively closed if the complainant no longer
wishes to pursue their case.
7. Outcome. After the investigator reviews the complaint, one (1) of the following
letters will be issued to the complainant: a closure letter or a letter of finding
(LOF). A closure letter summarizes the allegations and states that there was not
a Title VI violation and that the case will be closed.
A LOF summarizes the allegations and the interviews regardi ng the alleged
incident, and explains whether any disciplinary action, additional training of the
staff member, or other action will occur. If t he complainant wishes to appeal the
decision, she/he has ten (10) days after the date of the closure letter or the LOF
to do so.
A person may also file a complaint directly with the Federal Transit Administration,
at:
Federal Transit Administration
Office of Civil Rights
Attention: Complaint Team
East Building, 5th Floor – TCR
1200 New Jersey Avenue SE
Washington, DC 20590
Sample
Acknowledgement
Form
Page 128 of 399
P a g e | 11
SLO TRANSIT Title VI Program August 1, 2018
Active Lawsuits, Complaints or Inquiries
Alleging Discrimination
SLO Transit will maintain a list of active investigations conducted by FTA and entities
other than FTA, including lawsuits and complaints naming SLO Transit, that allege
discrimination on the basis of race, color, or national origin. This list includes the date
that the transit-related Title VI investigation, lawsuit, or complaint was filed; a summary
of the allegation(s); the status of the investigation, lawsuit, or complaint; and actions
taken by SLO Transit in response, or final findings related to the investigation, lawsuit,
or complaint.
As of the writing of this program, there is no complaint which alleges discrimination on
the grounds of race, color, national origin, or any other form of discrimination against the
City of San Luis Obispo.
Active Lawsuits, Complaints or Inquiries Alleging Discrimination
Type
(Investigation,
Lawsuit,
Complaint) Date
Summary of
Complaint Status
Action(s)
Taken
None NA NA NA NA
Page 129 of 399
P a g e | 12
SLO TRANSIT Title VI Program August 1, 2018
Limited English Proficient (LEP)
LEP refers to persons for whom English is not their primary language and
who have a limited ability to read, write, speak, or understand English. It
includes people who reported to the U.S. Census that they speak English
less than very well, not well, or not at all.
SECTION THREE:
SLO Transit’s Public Participation Plan
Key Principals
SLO Transit’s Public Participation Plan (PPP), has been developed to ensure that no
one is precluded from participating in SLO Transit’s service planning and development
process. It ensures that:
- Potentially affected community members will have an appropriate oppo rtunity to
participate in decisions about a proposed activity that will affect their environment
and/or health;
- The public’s contribution can and will influence SLO Transit’s decision making;
- The concerns of all participants involved will be considered in the decision -
making process; and
- SLO Transit will seek out and facilitate the involvement of those potentially
affected.
Through an open public process, SLO Transit has developed a public participation plan,
in conjunction with the City’s Public Engagement Manual, to encourage and guide
public involvement efforts and enhance access to SLO Transit’s transportation decision-
making process by minority and Limited English Proficient (LEP) populations. The
public participation plan describes the overall goals, guiding principles , and outreach
methods that SLO Transit uses to reach its riders.
Early, Continuous and Meaningful
The steps outlined in the public participation plan offer early (in the planning process),
continuous, and meaningful opportunities for the public to be involved in the
identification of social, economic, and environmental impacts of proposed transportation
decisions at SLO Transit. It is a guide for how SLO Transit engages its diverse
community. San Luis Obispo’s Transit’s may continue to improve its public
participation methods over time based on feedback from all of its riders and community
members including low-income, minority, and LEP populations as well as customer and
community-based organizations.
Page 130 of 399
P a g e | 13
SLO TRANSIT Title VI Program August 1, 2018
Goals of the Public Participation Plan
The goals of SLO Transit’s PPP include:
Clarity in Potential for Influence. The process clearly identifies and
communicates where and how participants can have influence and direct impact
on decision making.
Consistent Commitment. San Luis Obispo Transit’s communicates regularly,
develops trust with riders and our community, and builds community capacity to
provide public input.
Diversity. Participants represent a range of socioeconomic, ethnic, and cultural
perspectives, with representative participants including residents from low
income neighborhoods, ethnic communities, and residents with LEP.
Accessibility. Every reasonable effort is made to ensure that opportunities to
participate are physically, geographically, temporally, li nguistically, and culturally
accessible.
Relevance. Issues are framed in such a way that the significance and potential
effect is understood by participants.
Participant Satisfaction. People who take the time to participate feel it is worth
the effort to join the discussion and provide feedback.
Partnerships. SLO Transit develops and maintains partnerships with
communities through the methods described in its public participation plan.
Quality Input and Participation. That comments received by San Luis Obispo
Transit’s are useful, relevant, and constructive, contributing to better plans,
projects, strategies, and decisions.
Objectives of the Public Participation Plan
SLO Transit’s PPP is based on the following principles:
Flexibility. The engagement process will accommodate participation in a variety
of ways and be adjusted as needed.
Inclusiveness. SLO Transit’s will proactively reach out to and engage low
income, minority, and LEP populations from its service area.
Respect. All feedback will be given careful and respectful consideration.
Proactive and Timeliness. Participation methods will allow for early
involvement and be ongoing.
Clear, Focused and Understandable. Participation methods will have a clear
purpose and use for the input, and will be described in language that is easy to
understand.
Honest and Transparent. Information provided will be accurate, trustworthy,
and complete.
Responsiveness. SLO Transit will respond and incorporate appropriate public
comments into transportation decisions.
Page 131 of 399
P a g e | 14
SLO TRANSIT Title VI Program August 1, 2018
Accessibility. Meetings will be held in locations which are fully accessible and
welcoming to all area residents, including, but not limited to, low-income and
minority members of the public and in locations relevant to the topics being
presented and discussed.
SLO Transit will use its public participation plan when considering fare changes,
modifications to routes and schedules, and other transit planning projects when:
A fare increase is being considered;
Reduction in service of 15 percent of daily revenue miles or hours or a
number of indefinite service reductions in any given fiscal year that add up to
more than 15 percent of daily revenue miles or hours.; or
An emergency service change is defined as a service cha nge that is to be in
effect for fewer than thirty (30) days and the service change does not meet
the criteria as a major service reduction. Examples include but are not limited
to those due to power failure, severe weather, major construction,
reconstruction, and improvement projects.
A public comment period shall be held at least forty-five (45) calendar days
prior to implementation of a major service change or fare increase.
.
Regional Partnership/Capitol Programming
For its capitol programming, SLO Tranist uses the San Luis Obispo Council of
Governments (SLOCOG) adopted public participation plan dated February 2021.
This plan clearly indicates that the MPO’s public participation process satisfies
the SLO Transit’s public participation requirements for its Program of Projects.
The notices for the involvement activities and time established for public review of
and comments on the TIP will satisfy FTA’s program of projects requirements.
Page 132 of 399
P a g e | 15
SLO TRANSIT Title VI Program August 1, 2018
SLO Transit’s Public Participation Process
Outreach Efforts -- Alerting Riders and Encouraging Engagement
SLO Transit’s PPP includes various mediums extending beyond the traditional
approach which relies on legal notices and intermittent media coverage. While SLO
Transit maintains these elements to its outreach program along with bus cards in
English and Spanish, Rider Alerts, SLO Transit has availed itself of the communication
methods more widely used by members of our community and riders.
While there may be minor variation s in the outreach process from time-to-time, the
outline below provides the general steps for engaging riders in the decision making
process using a fare or service change as an example.
1. Establish a task force to develop a public draft document to present to the open
house meetings for discussion. The composition of the task force is the following:
Transit Manager, Transit Coordinator, Transit Assistant, and Resident Manager
(Contractor). Other members may be invited to attend as appropriate. The
public draft document will summarize existing conditions, the need for
change(s), options, rider suggestions since previous schedule printing, and other
components as necessary. The public draft document will be in English and
Spanish.
2. Perform an internal review of the public draft document. This task is performed
by the task force;
3. A Title VI review of the proposal is conducted;
4. Title VI issues are addressed (if any) and the service changes are finalized ;
5. Public outreach venues, dates, and times are determined with consideration of
the proposed changes and their impact on specific locations/populations within
the SLO Transit service area;
6. Bilingual (English and Spanish) public outreach materials and a program are
developed;
7. Outreach in advance of public information sessions is released (using tool-box of
mediums listed below);
8. An email and/or flyer is transmitted to SLO Transit community partners;
9. Local radio stations are notified and interviews may be conducted (if available);
10. The public comment period ends;
11. As appropriate, staff prepares a summary for the City Council to review detailing
the outcome of the public participation process along with staff
recommendations;
12. The final service/fare change date is set;
13. Public notification and marketing are conducted in advance of any service or fare
change;
14. Bilingual system timetable and website updated in advance of the proposed
change.
Page 133 of 399
P a g e | 16
SLO TRANSIT Title VI Program August 1, 2018
Toolbox: Mediums (Bi-lingual)
Print. Newspapers and other periodicals.
Outdoor. Advertising on-board buses, bus shelters, and at the transit center.
Website. SLO Transit includes meeting notices on its website.
Web-Based Feedback. Through the City website, SLO Transit receives
feedback from the public..
Email. SLO Transit receives emails from the public at slotransit@slocity.org.
Radio. SLO Transit uses widely, as appropriate.
Bus Cards, On-board Flyers. SLO Transit regularly uses bus cards and flyers
to provide riders with details of service changes and schedules of public
meetings and hearings.
On-Board Audio Messaging. SLO Transit will use its existing technology to
provide on-board messaging.
In Terminal Public Address System and Scrolling Messages. SLO Transit
incorporates digital notices on new buses with video displays.
Community Partners. SLO Transit sends notices and flyers via email and/or
USPS to community partners. In the event of failed deliveries, SLO Transit will
research new address and attempt hand delivery.
Public Information Sessions.
Public Hearings.
Legal Notices.
Rider Alerts/Take Ones. SLO Transit regularly uses Rider Alerts for
passengers to take that detail service changes and schedules of public meetings
and hearings.
Selection of Meeting Locations
When determining location and schedules for public meetings, SLO Transit
will:
Determine the number of meetings to accommodate and attract public
participation.
Schedule meeting at times and locations that are convenient and
accessible for minority and LEP communities;
Employ different meeting sizes and formats including open house (town
hall type) meeting formats; organizations to implement public
engagement strategies that reach out specifically to members of
affected minority and/or LEP communities.
Consider radio, television, or newspaper ads as well as other formats
that serve LEP populations.
Provide opportunities for public participation through means other than
written communication, such as one-on-one interviews or use of audio
or video recording devices to capture oral comments.
Page 134 of 399
P a g e | 17
SLO TRANSIT Title VI Program August 1, 2018
Examples of
Notices
Page 135 of 399
P a g e | 18
SLO TRANSIT Title VI Program August 1, 2018
Outreach and Public Participation
SLO Transit conducted a two open house meetings on September 8, 2022 to educate
the public that the City provide the same and quality service in a non-discrimattory
manner and that the opportunity for full and fair participation is offered to SLO Transit
riders and the community.
Attachment B includes outreach efforts for the preparation of this program update and to
fulfill the requirements of this program update.
Addressing Comments
The Incorporation of Public Comments into Decisions
All comments received through the public participation plan are given careful, thoughtful
consideration. Because there are a number of different ways riders or members of the
community can comment on proposed service or fare changes (mail, email, social
media, public meetings and others), all comments are assembled into a single
document for presentation to the City Council for consideration.
Identification of Stakeholders
Our Community Partners
Stakeholders are those who are either directly or indirectly affected by a plan, or the
recommendations of that plan. Those who may be adversely affected, or who may be
denied benefit of a plan’s recommendation(s), are of particular interest in the
identification of specific stakeholders. Stakeholders can come from a number of groups
including general citizens/residents, minority and low-income persons, public agencies,
and private organizations and businesses. While stakeholders may vary based on the
plan or program being considered, SLO Transit has assembled a listing of stakeholders
with whom we regularly communicate through email and direct mail. A complete list of
SLO Transit’s community stakeholders can be obtained by contacting SLO Transit.
Stakeholder List
Any community organization or person can be added to SLO Transit’s
stakeholder list and receive regular communications regarding service changes
by contacting the SLO Transit’s administrative office at (805) 781-7012. Local
organizations and businesses can also request that a speaker from SLO Transit
attend their regular meeting at the same number or through the S LO Transit’s
website.
Page 136 of 399
P a g e | 19
SLO TRANSIT Title VI Program August 1, 2018
SECTION FOUR:
LANGUAGE ASSISTANCE PLAN
Improving Access for People
With Limited English Proficiency
In order to ensure meaningful access to programs and activities, SLO Transit uses the
information obtained in a Four Factor Analysis to determine the specific language
services that are appropriate. This analysis helps SLO Transit to determine if it
communicates effectively with LEP persons and informs language access planning.
The Four Factor Analysis is local assessment that considers:
1. The number or proportion of LEP persons eligible to be served or likely to be
encountered by SLO Transit;
2. The frequency with which LEP persons come into contact with SLO Transit
services and programs;
3. The nature and importance of SLO Transit’s services and programs in people’s
lives; and
4. The resources available to SLO Transit for LEP outreach, as well as the costs
associated with that outreach.
Factor 1 – Number of LEP Persons in Service
Region
The first step in determining the appropriate components of a Language Assistance
Plan is understanding the proportion of LEP persons who may encounter SLO Transit’s
services, their literacy skills in English and their native language, the location of their
communities and neighborhoods and, more importantly, if any are underserved as a
result of a language barrier.
To do this, SLO Transit evaluated the level of English literacy and to what degree
people in its service area speak a language other than English and what those
languages are. Data for this review is derived from the United States Census Bureau
using data from 2019. Refer to Table 1 for source details. Data was reviewed for SLO
Transit’s service area.
Page 137 of 399
P a g e | 20
SLO TRANSIT Title VI Program August 1, 2018
San Luis Obispo County Overview
SLO Transit’s service system encompasses an area of twenty-two square miles in the
County of San Luis Obispo, California. The primary languages in the county are English
and Spanish. Of the total County population (282,517). the population for five years
and older is 269,611, approximately seventeen percent (17.1%) or 14,878 residents
report speaking English “less than well.” The most populous groups in the category are
shown below.
Within the County of San Luis Obispo, about twelve percent (12.7%) or 34,232 of the
sub-populatior speaks Spanish and of that number, four percent (4.3%) or 11,727
residents report speaking English “less than well.” Second to Spanish speaking
residents are residents speaking Asian and Pacific Islander languages representing
approximately two percent (2.1%) or 5,529 or, with less than one percent (0.70%) or
1,982 reporting speaking English “less than well.”
Speak English Less than Well (County)
This data reveals that at the county level, while there are numerous languages spoke n
at home, there is a significant Spanish speaking population which reports speaking
English less than well.
Speak English
“Less than Well” Population Total
Spanish 11,727 4.30%
Other Indo-European 810 0.30%
Asian & Pacific Island 1,982 0.70%
Other 359 0.10%
San Luis Obispo (City)
The primary languages in the City are English and Spanish. The total City population is
(47,402). The City population for five years and older is 45,759, approximately four
percent (4.0%) or 1,852 residents report speaking English “less than well.”
Table 1 Census Data Search Criteria
Table 1
Criteria Figure
Table ID DP02
Survey/Program American Community Survey
Vintage 2020
Dataset ACSDP5Y2020
Product ACS 5-Year Estimates Data Files
API URL https://api.census.gov/data/2019/acs/acs5/subject
GEOs California; San Luis Obispo County, California; San Luis Obispo city, California
Web Address https://api.census.gov/data/2020/acs/acs5/profile
Page 138 of 399
P a g e | 21
SLO TRANSIT Title VI Program August 1, 2018
About eleven percent (11.0%) or 5,033 of the total population speaks Spanish and of
that number, three percent (2.7%) or 1,242 residents report speaking English “less than
well.” Second to Spanish speaking residents are residents speaking other languages
represent approximately six percent (5.84%) or 2,766 or, with approximately one
percent (1.3%) or 610 reporting speaking English “less than very well.”
The table below summarizes SLO Transit’s service are:
Area Speak Spanish
Spanish Speaking
English “Less than
Well”
Speak other
Language
California 10,462,968 11.1% 14.61%
County of San Luis
Obispo 34,232 12.7% 4.21%
City of San Luis
Obispo 5,033 11.0% 5.84%
The Locations of the LEP Community
While the need to provide language services to the Spanish speaking population in the
SLO Transit service area is clearly demonstrated in the tables above; it is helpful to
understand where in the service area populations of limited English proficiency reside.
Several conclusions can be drawn from this review:
Twelve percent (12.7%) of residents of the County report speaking English “less
than well”;
Of those reporting speaking English “less than well”, the largest population
speaks Spanish at home.
San Luis Obispo County City San Luis Obispo
Page 139 of 399
P a g e | 22
SLO TRANSIT Title VI Program August 1, 2018
Additionally:
There is a need to translate documents and outreach materials into Spanish.
Additional language services would benefit other LEP populations, although the
likely encounters with the service are significantly lower than the Spanish
speaking group.
Factor 2 – Frequency of LEP Use
There are a large number of places where SLO Transit riders and members of the LEP
population can come into contact with the City’s bus service including the use of fixed
route buses, calls to customer service representatives, and outreach materials. An
important part of the development of SLO Transit’s Language Access Plan is the
assessment of major points of contact, including:
The use of the bus service (on-board signage, announcements, and driver
language skills);
Communication with SLO Transit’s customer service staff;
Bus pass sales;
Printed outreach materials;
Web-based outreach materials;
Public meetings;
Local news media (print and radio);
Automatic, service related audio announcements on-board buses; and
Service related posters at SLO Transit’s Downtown Transit Center.
To better understand the frequency with which LEP riders come into contact with SLO
Transit services, SLO Transit conducted internal surveys of customer service staff,
administrative staff, and both fixed route drivers. The survey tool was aimed at
determining what language skills already exist among SLO Transit employees and the
number and nature of encounters with riders or other community members where
language has been a barrier.
The Transit Division distributed a language survey to division employees and to it’s
purchased transportation contractor (First Transit). The objective of the survey was to
evaluate the needs of SLO Transit customers who are not able to communicate in
English.
The first question asked employees was if they could communicate in a language other
than English, and if so, what language or languages.
Although varying degrees of fluency were indicated, 6 of the 32 respondents could
speak one or more languages other than English.
Page 140 of 399
P a g e | 23
SLO TRANSIT Title VI Program August 1, 2018
6 speak Spanish with one respondent speaking Spanish and other language.
Next, the survey asked if, in the previous year, employees had encountered customers
who were unable to communicate in English and how often they heard or did not hear
one of ten languages.
LEP Customer Encounters
Not at
All Rarely Occasionally Sometimes
Very
Often Frequently
Spanish 9 6 7 8 1 1
French 31 1
Italian 31 1
Portuguese 32
German 30 1 1
Greek 32
Persian 32
Hindi 30 1 1
Chinese 29 2 1
Japanese 31 1
Any Other
Language 32
The next survey question asked what type of needs or requests for assistance had
employees received from LEP customers. Those responses included:
Reason Responses Percentage
Help with route information 24 31
Help with directions 19 24
Help with bus schedule
times
18 23
Help with translation 3 4
Help with ADA information 5 6
No response 9 12
The information obtained through this survey indicates a moderate number of SLO
Transit staff members responding to the survey (19%) speak one or more languages
other than English, many speaking Spanish. Additionally, riders speaking Spanish are
among the most frequently encountered LEP populations.
Community Partners
As part of this assessment, SLO Transit also canvassed its community partners to
assess the extent to which they come into contact with LEP populations. SLO Transit
asked the partner agencies to estimate the percent of clients they interact with who
would have limited English proficiency using the following questionnaire:
Page 141 of 399
P a g e | 24
SLO TRANSIT Title VI Program August 1, 2018
1. Do you encounter non-English speaking/reading people who need your
services?
o Of the five respondents, four (4) (80%) noted that they did encounter
clients with limited English proficiency.
2. If so, what are the top three (3) languages that you encounter?
o The four (4) respondents noted the following languages; Spanish,
German, and French.
3. How do you address language barriers?
o Respondents have bi-lingual staff to address language barriers.
4. Do you find language to be a barrier in preventing you from providing
service?
o All respondents indicated that language was not a barrier from
providing their services.
Community Partners
Chamber of Commerce
SLO Coastal Unified
Cal Poly
Ride-On Transportation
Pathpoint
Ride-On Transportation
Page 142 of 399
P a g e | 25
SLO TRANSIT Title VI Program August 1, 2018
Consulting Directly with the LEP Population
In addition to the census data, internal survey of employees and outreach to community
partners, SLO Transit conducted a survey on August 11-14. 2022 to its riders. Below
are the questions and responses to the surveys.
1. Languages spoken at home?
Language Reponses Percent
Spanish & English 8 20
Spanish Only 4 10
English Only 29 71
Other Language 0 0
2. Is language a barrier to accessing SLO Transit services?
Reponses Percent
Yes 0 0
No 41 100
3. Is language a barrier to accessing SLO Transit outreach materials?
Reponses Percent
Yes 0 0
No 41 100
4. Is language a barrier to access SLO Transit customer service?
Reponses Percent
Yes 1 2
No 39 95
No Response 1 2
Page 143 of 399
P a g e | 26
SLO TRANSIT Title VI Program August 1, 2018
5. Reasons for using bus service?
Language Reponses Percent
Save Gas & Money 1 2
Only Transportation or
No Car 17 41
School 10 24
Work 2 5
Doctor Appointments 0 0
Do Not Know How to Drive 3 7
Leisure 2 5
Other 6 15
Riders surveys were supplied at the Downtown Transit
Centerand on-board the buses.
Page 144 of 399
P a g e | 27
SLO TRANSIT Title VI Program August 1, 2018
Factor 3: The Importance of SLO Transit
Service to People’s Lives
Access to the service provided by SLO Transit is critical to the lives of many in SLO
Transit’s service area. Many depend on SLO Transit’s fixed route services for access to
jobs and for access to essential community services like schools, shopping , and
medical appointments. Because of the essential nature of the services and the
importance of these programs in the lives of many of the region’s residents, there is a
need to ensure that language is not a barrier to access.
Per the US Census (Table: 2020 ACS 5 -Year Data Profiles (DP03)), the data indicates
that 523 respondents (2.1%) use public transportation for their commuteBased on the
current Short Range Transit Plan (2016), riders were asked: “For what purpose do you
use the bus?” Forty-seven percent (47%) of the riders responding reported that they
use the bus more than several times a week with purposes ranging from fifteen percent
(15%) for work, six percent (6%) for shopping, and sixty-four percent (64%) for school –
all essential trip purposes.
Based on the survey from the bus riders limited English is not a barrier to using these
services. Critical information from SLO Transit which can affect access includes:
Route and schedule information
Fare and payment information
Information regarding making the best use of the system (How To)
Service announcements
Safety and security announcements
Complaint and comment forms
Outreach related to opportunity for public comments
Information about demand response services under the ADA and other special
programs
What to do in an emergency (where to look for service change announcements)
Access to customer service
Page 145 of 399
P a g e | 28
SLO TRANSIT Title VI Program August 1, 2018
Example: SLO Transit Interior Signage
SLO TRANSIT
We want your ride with us to be safe,
clean, on-time and friendly.
Queremos que viaje con nosotros en un
ambiente seguro, limpio y agradable, y
llegue punctual a su destino
Factor 4: Resources and Costs for LEP Outreach
SLO Transit has committed resources to improving access to its services and programs
for LEP persons. Today, bilingual information (English/Spanish) is distributed in an
extensive number of mediums including:
A bilingual English/Spanish website
A complete bilingual English/Spanish system timetable
A complete bilingual English/Spanish Rider’s Guide to demand response
services (ADA paratransit)
Bilingual English/Spanish outreach materials (bus cards and rider alerts)
Bilingual English/Spanish representation at public meetings
Bilingual English/Spanish customer service representatives
Bilingual English/Spanish on-board signage
To date, the costs associated with these efforts fit within the SLO Transit’s marketing
and outreach budget.
Costs are predominantly associated with translation services and material production.
If we are not meeting your expectations you
can tell us by calling (805) 781-7012
Si no estamos cumpliendo con sus
expectativas usted puede llamarnos al (805)
781-7012.
Page 146 of 399
P a g e | 29
SLO TRANSIT Title VI Program August 1, 2018
SECTION FIVE:
Findings and Outcomes
Findings from Surveys
From the Employee Survey, the findings are:
There are employees who are bilingual in Spanish.
Spanish is the more most frequent non-English language employees’ encounter.
Route information, directions, and bus schedule times are the highest request
from customers.
From the Community Partner Survey, the findings are:
All community partners encounter clients who are non-English speaking or
cannot read the English language.
Spanish is the most prevalent non-English speaking language.
Having bilingual staff is the most prevalent strategy.
Language is not a barrier to providing services.
From the Bus Rider Survey, the findings are:
Ten percent speak only speak Spanish.
Twenty percent speak Spanish and English.
Language is not a barrier to riding SLO Transit, customer service, and outreach
materials.
Primary reason for riding the bus is to attend school and no other transportation
option.
New tools and alerting riders of language assistance
Following the “Four Factor Analysis”, SLO Transit concluded that, while there is
currently extensive outreach and materials for the Spanish speaking LEP population of
the service area and language is not currently a barrier to accessing the City buses
services, no new tools have been identified to provide language assistance at this time.
As the City implements new technology to bus riders (i.e. real time schedule
information, alerts), the City will ensure that language is not a barrier to benefit from
these improvements.
Additional recommendations learned from the internal staff survey include:
1. Explore strategies to reduce barriers. This can be included in the next short -
range transit plan.
Page 147 of 399
P a g e | 30
SLO TRANSIT Title VI Program August 1, 2018
SLO Transit is either evaluating strategies l or has implemented new strategies.
Oversight
Monitoring, Evaluating, and Updating the Language Assistance Plan and Public
Participation Process.
SLO Transit’s Transit Assistant is responsible for public engagement and outreach.
Their responsibilities includeimproving community engagement to ensure compliance
with SLO Transit’s Title VI Plan, Public Participation Program, Language Assistance
Plan, and other community outreach efforts. The monitoring of the Language
Assistance Plan will include:
Annual reviews of regional census data for changing patterns of LEP
populations;
Ongoing collaboration with regional partners;
Ongoing review of translation requests at SLO Transit’s website and other
material; and
Post Event Assessments (PEA).
Post-Event Assessments
Following service changes, fare increases and planning projects, the Transit Assistant
will assess the effectiveness of public involvement against the goals established in this
plan. This assessment will ask the questions:
1. Did the public know there was an opportunity to participate?
2. Was the purpose of the participation clearly articulated to the public?
3. Did the public have access to appropriate resources and information to allow for
meaningful participation?
4. Did the decision making process allow for consideration and incorporation of
public input?
5. Were there complaints about the public engagement process?
6. Were the public engagement efforts cost effective?
7. What additional methods could have been employed to improve the process?
8. Should the Public Participation Process or Language Assistance Plan be
amended?
Training Employees
The purchased transportation contractor retains the existing staff from the incumbent
transit contractor if a new contractor is awarded a new contract. Currently, office staff
are significally bilingual. Dispatch and customer service are bilingual or they will have
Page 148 of 399
P a g e | 31
SLO TRANSIT Title VI Program August 1, 2018
bilingual staff readily available. The purchased transportation contractor utilizes
translation applications (i.e. Google Translate) to assist in communation with customers
who have limited English proficiency as needed.
Drivers have basic knowledge of common words and phrases used by the Spanish
speaking community when riding the bus. Drivers have “Language Card” that consists
of basic Spanish words and phrases that drivers may encounter. If needed, drivers can
contact dispatch for translation assistance.
Translation of Vital Documents
SLO Transit has translated many vital documents into Spanish and is in the process of
translating others.
Document Translation Status
Civil Rights Complaint Form Done
Service change announcements Done, On-Going
On-board notices Done, On-Going
Notification of free language services
SLO Transit currently will orally assist
Spanish speaking riders on transit
documents
Printed Media Done
Service Complaint Forms Done
Page 149 of 399
P a g e | 32
SLO TRANSIT Title VI Program August 1, 2018
SECTION SIX:
Decision Making Bodies
City Council (Elected Members)
Decisions regarding policy, service changes, fares, capital programming, and facility
locations are made by City Council. The City Council is composed of four (4) elected
City Council members, and one (1) elected Mayor.
The City encourages all residents, minorities, women, and, persons with disabilities who
live in the City of San Luis Obispo to serve on committees and boards.
Mass Transportation (Non-Elected Members)
The Mass Transportation Committee (MTC) consists of residents that are appointed by
the City Council. The MTC meets quarter. Staff provides operational updates, presents
service and fare changes.
Body Caucasian Latino
African
American
Asian
American
Native
American
Refused
to
Specify
City Council 3 1 1
Mass
Transportation
Committee
3 2 0 1 0
1
Page 150 of 399
P a g e | 33
SLO TRANSIT Title VI Program August 1, 2018
SECTION SEVEN:
Service Standards and Policies
SLO Transit has developed a set of quantifiable service standards and policies. These
service standards were updated in 2022 through a public participation process,
approved by SLO Transit City Council and with the input of SLO Transit’s Mass
Transportation Committee.
These service standards and policies include:
Vehicle Load
Headways (Frequencies)
On-time Performance (Schedule Adherence)
Service Availability
Vehicle Assignment Policy
Transit Amenity Policy
SLO Transit advertised and held a public informat ion session to receive comments on
the proposed standards. During the session, SLO Transit staff presented and overview
of the components of SLO Transit public participation process as well as the various
policies and standards. A copy of the presentatio n is available by contacting SLO
Transit.
The City encourages all residents, minorities, women, and, persons with disabilities to
participate in the service design stage for the City’s public transportation services. The
City relies on early, continuous, and meaningful input from the community when
changing and designing new service. This requires outreach to the community to insure
that staff can receive input, review and analyze input, and schedule follow-up meetings
to share the revised service design to the community. Outreach meetings are scheduled
at staggered times to accommodate various schedules. Notification of the workshops
include Spanish speaking newspapers, local papers, bus cards in buses, and public
service announcements. The informatio n is presented in English and Spanish. A
Spanish translator is also in attendance. Based on this approach, service design is not
discriminatory.
Page 151 of 399
P a g e | 34
SLO TRANSIT Title VI Program August 1, 2018
Example: Public Meeting Announcements
Page 152 of 399
P a g e | 35
SLO TRANSIT Title VI Program August 1, 2018
Vehicle Load
Vehicle load is expressed as the ratio of passengers to the total number of seats on a
vehicle.
Vehicle Type
Seated
Capacity
Standing
Capacity
Total
Capacity Preferred
Average
Load
Maximum
Load
Gillig 40’ 41 42 83 1 0.65 1.00
Gillig BRT40’ 41 42 83 1 0.65 1.00
Gillig 35’ 36 45 82 1 .25 1.00
Dennis40’ DD 86 50 136 1 0.44 1.00
El Dorado 35’ 19 19 15 1 0.38 1.00
Vehicle Headway (Frequency)
Vehicle headway is the amount of time between two (2) buses traveling in the same
direction on a given route. SLO Transit buses are scheduled with a variety of
frequencies based generally on demand. SLO Transit’s routes are scheduled in 45 and
60 minute headways with routes operating in counter directions. This design allows
riders to reduce their travel time to their destinations.
Policy Headways and Periods of Operation
Service Weekday Weekday
Evening
Saturday Saturday
Off Peak
Sunday
Peak
Sunday
Off Peak
Route
Level
45-60 45-60 45-60 45-60 45-60 45-60
On-Time Performance
Among the most important service standard for riders is on-time performance or
adherence to published schedules.
A vehicle is considered on-time if it departs a scheduled time point no more than
two minutes early and no more than five (5) minutes late.
SLO Transit ’s on-time performance objective is 95% or greater.
Page 153 of 399
P a g e | 36
SLO TRANSIT Title VI Program August 1, 2018
Service Availability – Access to the Bus
SLO Transit currently provides transit service so that ninety-five (95%) of all residents of
the City of Sa Luis Obispo are within a quarter of a mile (1/4 mile) walk of bus service.
Consideration is given to new markets as demand warrants and as resources become
available.
Vehicle Assignment Policy
The length of buses are assigned to routes based on ridership. Routes with higher
ridership demand are assigned larger buses to accommodate higher passenger loads.
Also, routes with lower ridership are assigned with smaller vehicles.
Transit Amenity Maintenance
SLO Transit’s has over 237 stops in the service area – many located and installed
more than 30 years ago. Stops, shelters, and benches will be placed according to
industry standards with consideration of permitting and for local special needs.
The installation of new bus amenities can be requested through the customer service
office, through the City’s website, or at public meetings.
When the annual cost of repairs to any amenity (beyond the cost of normal cleaning) is
greater than the cost of the structure, SLO Transit reserves the right to permanently
remove the amenity.
Monitoring Service Standards
For the on-going monitoring and measurement of service standards and policies, SLO
Transit uses the following schedule and methods:
Service Standard/Policy Sample Schedule Methodology
Vehicle Load All Routes Bi-Annually On-Board Surveys on
Fixed Route Buses
Vehicle Headways Assessed Annually as Part
of Service Planning
Service Review
On-Time Performance Assessed Monthly Ride Checks
Service Accessibility Assessed Annually as Part
of Service Planning
Service Review
Vehicle Assignment Policy Assessed Annually Service Review
Page 154 of 399
37
SLO TRANSIT Title VI Program August 1, 2018
Summary of Changes
Service Changes Since 2016 Prior Title VI Plan
Since SLO Transit previous Title VI Plan Submission there have been no changes to
SLO Transit’s fare structure and service. SLO Transit has less than fifty fixed route
buses is not subject to the fare equity analysis (FTA Circular 4702.1B). SLO Transit
transit has been providing limited service due to the global COVI-19 pandemic and is
working towards restoring service to pre-pandemic levels. SLO Transit will be preparing
a joint Short Range Transit with San Luis Obispo Regional Transit Authority (SLORTA)
in CY 2023.
Construction Equity Analysis
SLO Transit has not constructed a facility since the previous Title VI Update. There
has been no construction . When SLO Transit considers and/or plans to construct a
new maintenance facility, transit hub, or operation center, the City will include a copy of
the Environmental Justice Analysis conducted during the planning stage with regard to
the location of the facility. The following principles will be applied in the analysis.
1. To avoid, minimize, or mitigate disproportionately high and adverse human
health and environmental effects, including social and economic effects, on
minority populations and low-income populations;
2. To ensure the full and fair participation by all potentially affected communities in
the transportation decision-making process; and
3. To prevent the denial of, reduction in, or significant delay in the receipt o f benefits
by minority and low-income populations.
SLO Transit will follow federal guidance provided in FT A Circular 4703.1 (August 2012).
Page 155 of 399
38
SLO TRANSIT Title VI Program August 1, 2018
SECTION EIGHT:
Program Specific Requirements
Title VI Monitoring
The City developed monitoring procedures to insure that the City’s subrecipients’
comply to the Federal Transit Administration’s requirements for receipt of federal funds.
These monitoring procedures include Title VI requirements.
Subrecipient Compliance
SLO Transit does not have subrecipients nor have subrecipient oversight
responsibilities.
Equity Analysis for Facility
During the past three (3) years, SLO Transit has not constructed a vehicle storage,
operations, or center of maintenance facility.
Demographic Service Profile
Because SLO Transit operates fewer than 50 buses in peak service, a demographic
service profile was not prepared for this plan update.
Page 156 of 399
39
SLO TRANSIT Title VI Program August 1, 2018
SECTION NINE:
Grants, Reviews and Certifications
Pending Applications for Financial Assistance
SLO Transit has no pending applications for financial assistance from any federal
agency other than the FTA.
Pending FTA Grants
The following grants are pending (as of 8/10/2022) and under US Department of Labor
certification review:
CA-2022-162
CA-2022-163
Open FTA Grants
CA-2021-056-00 Electric Vehicle Infrastructure
CA-2021-172-00 Bus Replacement
Civil Rights Compliance Reviews in the Past Three (3) Years
SLO Transit has not been the subject of any such reviews.
Recent Annual Certifications and Assurances
SLO Transit executed its most recent Certification and Assurances to the FTA for 2022.
The City is current.
Previous Triennial Review Findings
SLO Transit’s Triennial Review resulted in one finding with respect to its Title IV
Plan/activities. SLO Transit did not upload their Title VI Program in TrAMS. SLO
Transit corrected this finding on January 24, 2020 by uploading the document in TrAMS.
Page 157 of 399
40
SLO TRANSIT Title VI Program August 1, 2018
SECTION TEN:
Contact
For additional information on the San Luis Obispo Transit’s, or its efforts to comply with
the Civil Rights Act of 1964 or Executive Order 13166 Improving Access to Services for
Persons with Limited English Proficiency, please contact:
Austin O’Dell, Interim Transit Manager
City of San Luis Obispo (d.b.a. SLO Transit)
919 Palm Street
San Luis Obispo, CA 93401
Tel: (805) 781-7121
E-Mail: aodell@slocity.org
Page 158 of 399
41
SLO TRANSIT Title VI Program August 1, 2018
SECTION ELEVEN:
Resolution
REPLACE WITH CURRENT
RESOLUTION AFTER CITY
COUNCIL APPROVAL
Page 159 of 399
42
SLO TRANSIT Title VI Program August 1, 2018
SECTION TWELVE:
Attachments
A. Major Service Change and Fare Increase Policy
B. Outreach Presentation
C. City of San Luis Obispo Public Engagement Manual
D. Potential Meeting Locations
Page 160 of 399
43
SLO TRANSIT Title VI Program August 1, 2018
ATTACHMENT A:
Major Service Reduction & Fare
Increase Policy
[See following pages]
Page 161 of 399
44
SLO TRANSIT Title VI Program August 1, 2018
City of San Luis Obispo Transit – SLO
Transit
Service Reduction
&
Fare Increase Policy
I. Purpose
49 USC Chapter 53, Section 5307(d)(1)(I) provides that urban grant recipient shall have:
“a locally developed process to solicit and consider
public comment before raising a fare or carrying out a
major reduction of transportation.”
The City of San Luis Obispo’s fixed-route SLO Transit system is a recipient of Federal
Transit funding and therefore must establish an acceptable public meeting procedure with
respect to fare increase and major service reductions as required by Federal law.
II. Definitions
a. Major Service Reduction:
i. An indefinite reduction of more than 15 percent of daily revenue miles or
hours; or
ii. A number of indefinite service reductions in any given fiscal year that add up
to more than 15 percent of daily revenue miles or hours.
b. Fare Increase:
i. Any increase to a fare price per unit of service.
c. Emergency Service Change:
i. Service change that is to be in effect for fewer than thirty (30) days; and
ii. Service change does not meet the criteria of Section II.A.
Examples of emergency service changes include, but are not limited to;
those due to power failure, severe weather, major construction,
reconstruction, and improvement projects.
III. Procedure
Page 162 of 399
45
SLO TRANSIT Title VI Program August 1, 2018
a. If a Major Service Reduction or Fare Increase is determined to be necessary by SLO
Transit staff, a recommendation and supporting materials will be submitted to the City
of San Luis Obispo City Council (Council) for consideration.
b. If the Council determines that a Major Service Reduction or Fare Increase may be
necessary based on staff’s recommendation and supporting documentation, staff will
schedule and advertise a no less than two public meetings to be conducted in accordance
with City’s most recently adopted Public Engagement Manual. One said meeting will be
held during typical work day hours (before 5 p.m.) and the other after work day hours
(after 5 p.m.). At a minimum, public notices for public meetings will be posted at or
electronically sent to the following locations, in both English and Spanish:
i. City Hall (990 Palm St.)
ii. Transit Center
iii. On board fixed-route vehicles
iv. County/City Public Library
v. Local Access TV Channel 21
vi. SLO Transit website with email link for comments
vii. City of San Luis Obispo website with email link for comments
viii. Social Media (e.g. Facebook)
ix. Paid and legal notices in local print periodicals
x. Press Releases to local media outlets
c. A public meeting on the Major Service Reduction or Fare Increase will be held
in a convenient, accessible and diverse location.
i. The location selected will be along bus routes whenever possible;
ii. The public meeting will be held under the supervision of SLO Transit
Manager;
iii. The public comments will be recorded and filed; and
iv. The public meeting may be held at a regular Mass Transit Advisory Committee
meeting.
v. Spanish speaking assistance availability
d. After the public meeting is closed, staff will give a recommendation for consideration by
the Council
e. If Council adopts a plan for a Major Service Reduction or Fare Increase, the SLO
Transit Manager shall be authorized and directed to implement the action according to
the approved transit schedule. The schedule shall provide a minimum of 45 (calendar)
days public notice of the service or fare changes prior to their implementation.
Page 163 of 399
46
SLO TRANSIT Title VI Program August 1, 2018
IV. Exemptions
The following criteria establish certain instances which are exempt from the
requirement to solicit public comment:
a. Standard seasonal variations;
b. Special Events (e.g. marathon, triathlon, etc.)
c. Changes imposed and under the control of private organizations (e.g. CalPoly)
d. An Emergency Service Change;
e. Experimental service changes for a period of 180 days or less, unless the changes
extend beyond 180 days and meet the criteria of a Major Service Reduction as
defined in Section II.A;
f. Any fare, ticket or pass rate changes that do not result in increased fares per
unit of service;
g. Increases in service; or
h. Decreases in fares.
Page 164 of 399
47
SLO TRANSIT Title VI Program August 1, 2018
ATTACHMENT B:
Supplemental: Title VI Outreach
Presentation
[See following pages]
INSERT OUTREACH
PRESENTATION, SIGNING, AND
COMMENTS AFTER OUTREACH
MEETINGS
Page 165 of 399
48
SLO TRANSIT Title VI Program August 1, 2018
AGENDA
SLO TRANSIT
TITLE VI PROGRAM UPDATE
OUTREACH
City/County Library, Community Room
995 Palm Street, San Luis Obispo, CA 93401
September 8, 2022
Select one
1:45 PM
5:45 PM
Please Sign-In
1. Introductions
2. Review VI Program
3. Complaint Procedures
4. Public Participation Plan
5. Limit English Proficiency Population
6. Service Standards
7. Questions & Answers
8. Adjourn
Page 166 of 399
49
SLO TRANSIT Title VI Program August 1, 2018
PUBLIC COMMENT FORM
FOR SLO TRANSIT
TITLE VI PROGRAM UPDATE OUTREACH
City/County Library, Community Room
995 Palm Street, San Luis Obispo, CA 93401
September 8, 2022
Select one
1:45 PM
5:45 PM
GENERAL
Name:
______________________________________________________________________
Address:_______________________________________________________________
Home Phone:________________ Office:__________________ Extension: ________
COMMENTS
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
________________________________________________________________
Page 167 of 399
50
SLO TRANSIT Title VI Program August 1, 2018
Page 168 of 399
51
SLO TRANSIT Title VI Program August 1, 2018
Page 169 of 399
52
SLO TRANSIT Title VI Program August 1, 2018
Page 170 of 399
53
SLO TRANSIT Title VI Program August 1, 2018
Page 171 of 399
54
SLO TRANSIT Title VI Program August 1, 2018
Page 172 of 399
55
SLO TRANSIT Title VI Program August 1, 2018
Page 173 of 399
56
SLO TRANSIT Title VI Program August 1, 2018
Page 174 of 399
57
SLO TRANSIT Title VI Program August 1, 2018
Page 175 of 399
58
SLO TRANSIT Title VI Program August 1, 2018
Page 176 of 399
59
SLO TRANSIT Title VI Program August 1, 2018
Page 177 of 399
60
SLO TRANSIT Title VI Program August 1, 2018
Page 178 of 399
61
SLO TRANSIT Title VI Program August 1, 2018
Page 179 of 399
62
SLO TRANSIT Title VI Program August 1, 2018
Page 180 of 399
63
SLO TRANSIT Title VI Program August 1, 2018
Page 181 of 399
64
SLO TRANSIT Title VI Program August 1, 2018
Page 182 of 399
65
SLO TRANSIT Title VI Program August 1, 2018
Page 183 of 399
66
SLO TRANSIT Title VI Program August 1, 2018
Page 184 of 399
67
SLO TRANSIT Title VI Program August 1, 2018
Page 185 of 399
68
SLO TRANSIT Title VI Program August 1, 2018
Page 186 of 399
69
SLO TRANSIT Title VI Program August 1, 2018
Page 187 of 399
70
SLO TRANSIT Title VI Program August 1, 2018
ATTACHMENT C:
Public Engagement Manual
[See following pages]
Page 188 of 399
71
SLO TRANSIT Title VI Program August 1, 2018
NOVEMBER 2015
2.1
PUBLIC ENGAGEMENT AND
NOTICING MANUAL
Page 189 of 399
1
1
TABLE OF CONTENTS
INTRODUCTION ..........................................................2
HOW TO USE THE TOOLKIT .........................................4
TOOLKIT ......................................................................5
Action Plan Matrix .................................................................. 5
Outreach Tools ...................................................................... 6
Audience .................................................................................... 7
Media Contacts List ......................................................... 9
COMMUNITY EVENT ........................................................ 11
Workshop .................................................................................... 11
Neighborhood Meetings ...................................................... 12
Open House .......................................................................... 13
Open City Hall .......................................................................... 14
GLOSSARY ................................................................. 15
TEMPLATES .................................................................... 19
E-Notification................................................................. 20
Fact Sheet ................................................................................ 21
Flyer .................................................................................. 22
Paid Ad ............................................................................. 23
Postcard ............................................................................ 24
Signage ........................................................................ 25
Survey ........................................................................... 26
VENUES .................................................................. 27
Page 190 of 399
2
2
INTRODUCTION
Communities work best when residents, organizations and institutions are engaged and working
together for the good of all. San Luis Obispo is no exception. The people who live, work and play
here take enormous pride in this city and care deeply about keeping it healthy and vibrant. Our
city wants to accommodate different perspectives and encourage more residents to be informed
and involved in shaping decisions.
The pages that follow describe simple steps to take for broadening public outreach. We outline
programs that encourage active and diverse citizen participation. We call it a toolkit; tools to be
used for building community participation and adding new voices to the mix.
Note that marketing of city services is generally managed department by department. Parks and
Recreation enrolls residents in classes; Utilities Conservation educates on water conservation
and SLO Fire Department follows up EMS calls with satisfaction surveys.
While there are elements of marketing in all communication outreach, we’re talking about something
different here: improving communication efforts so people get involved in decisions on topics that
affect them. Assuring residents know what’s going on and getting them involved in the process
will help generate consensus decisions.
Use this guide to better understand the target audience, type of outreach and timing needed for various
city issues and actions. Keep in mind this is a broad stroke approach that is intended to guide
thinking, not define it. With 11 city departments and thousands of touch points every day, one size
will definitely not fit all.
THE CHALL ENG E
It’s not easy to determine the communication/outreach plan needed for individual projects, services and
other items that make their way through the City decision-making process.
Who needs to know? How do we tell them? That’s where this toolkit comes in.
AT T H E S TART I N G L IN E
Begin by asking seven questions about your item. The following questions also accompany the
project plan template.
1. What is the action/program/project you need to communicate?
2. Who makes the final decision on the item, is this a staff decision? Subject to advisory
body review? Will City Council ultimately receive the item for action?
Page 191 of 399
3
3
3. What type of community interaction is desired?
• You may need to inform residents about a decision already made; a city action that
needs to be understood (i.e., change in bus routes; increase in parking meter fees)
• You may need to consult the community or special interest group members over
proposed changes / new initiatives (i.e., options for new playground equipment;
proposed ordinance regarding mandatory water conservation).
• You may need to collaborate with the community to develop ideas /plans /programs on
large scale future items (land use and circulation element, city budget)
4. Who needs to/wants to be informed?
This question is critically important and calls for some consideration. The focus of engagement
is to involve the community. In San Luis Obispo, that community has many faces: residents
at large (along with individual neighborhoods); interest groups ranging from cycling
enthusiasts to business; arts to education; seniors, children and so on.
There is a large government sector in SLO that may need to be included. The point is that it is
imperative to try to outreach to anyone who may be connected to the item, and specifically to
find the key people affected by a decision (i.e., a change in the hours at the pool may not be a
large scale issue, but is of keen interest to swimmers). Determining the outreach targets calls
for thought, some digging and your own good judgment.
5. When does the outreach need to happen?
The City’s review process can have many steps and take time to unfold. Some steps are defined
by municipal code; others call for personal discretion. Give citizens adequate time to be
informed, educated and involved. No one likes to be caught unprepared and on short notice.
Start early and keep in touch.
6. What needs to be done?
This guide outlines a series of recommended plans to use as reference for best practices on
communicating your item.
7. What does success look like?
Whether you’d like to see more people attend your community outreach event, to increase
diversity of feedback, to introduce new ideas, or keep in touch with residents &
stakeholders, setting a goal for your community engagement efforts will
provide a benchmark for future efforts. Keep note of what worked, what didn’t, and any valuable
feedback from the public. Consider issuing a survey to assess public satisfaction with
outreach efforts following community outreach events or neighborhood meetings.
Page 192 of 399
4
4
HOW TO USE THE TOO LKIT
The toolkit is organized into three sections. Follow the three steps below to develop your engagement
plan.
1. Action Plan Matrix
Use this section to identify the level of complexity and communication objective of your item.
Once you’ve identified your communication objective, review the corresponding Outreach
Tools.
2. Outreach Tools
This section notes various elements that can be of use to you in communicating with the public
(city website posting, e-notification, Open City Hall, community meetings, etc.) Each element
is described in the glossary, and hyperlinked tools have corresponding templates, checklists
and instruction on best practices for outreach events.
3. Audience
Move to page 8 to determine your target audience(s). How significantly will this item affect
people, and with that in mind, who should be notified and possibly involved? Consider if your
item affects the entire city, or use the lists provided to review specific neighborhoods and/or
certain special interest groups that may be affected. Determine whether media should be
notified.
The toolkit only works when you add your judgment to the process. Nothing is simply black and
white when it comes to outreach and engagement. It’s all about communication. Communicate
with your colleagues; communicate with stakeholders (they can often be the best help) and work
from a plan that may need adjusting as time goes on.
Page 193 of 399
5
5
ACTION PLAN MATRIX
Follow the steps below to find your outreach tool plan.
Yes Maybe Not Required
COMMUNICATION OBJECTIVE
•
INFORM
One way communication –
outreach to citizens.
Provide public with
balanced and objective
project/issue information to
increase awareness and/or
understanding of problems,
alternatives and solutions.
•
•
CONSULT
Get ideas on finite number
of options / limited time
discussion.
Take public feedback on
project or other issue
proposal.
•
•
•
•
COLLABORATE
Interactive process
that incorporates
recommendations as much
as possible.
Partner with the public to
develop alternatives and
identify preferred solutions.
May be open ended.
1 STAFF LEVEL
Normal procedures,
existing program,
services delivery
2 DEPARTMENT HEADS,
CITY MANAG ER
New program, expansion
of existing program
3
ADVISORY BODIES
(i.e., land use issues,
development projects)
4
CITY COUNCIL
New laws, major pl ans,
significant issues (i.e.
drought strategy)
1 Cross tab the level of complexity with communication objective
2.1 DECISIONMAKING: LEVEL OF COMPLEXITY Page 194 of 399
6
6
OUT REACH TOOLS
Refer to glossary for tools descriptions
*Bold indicates detailed descriptions available on page 11.
COLLABORATE
EXPECTATION ADDITONAL
All of the “Inform” and “Consult” expectations listed above
Open City Hall (web based)
Community Outreach Event (workshop, open house,
neighborhood meeting, etc.)
Utilities billing insert – survey
Mailed survey
Telephone survey
Study session
Focus group
Special events with opportunities for interaction
Awareness walk
Committee formation
CONSULT
EXPECTATION ADDITIONAL
All of the “Inform” expectations listed above
Hearing (if legally required)
Social media (if applicable and available)
Utilities billing insert – survey
Mailed survey
Telephone survey
Study session
Focus group
Special events with opportunities for interaction
Awareness walk
Open City Hall (web based)
Neighborhood meetings
INFORM
EXPECTATION
Official notice (if legally required)
• Legal ad in newspaper
• Postcards to neighboring owners/tenants
• On-site signage
E-notification (including affected neighbors)
Website posting
Applicable advisory bodies
Key contacts, liaisons
ADDITIONAL
Social media (if applicable and available)
Utilities billing insert – flyer
Community Calendar
Signage
Paid media (newspaper, radio, TV, social media,
digital, outdoor/transit)
Informational materials (should also be available
digitally on website, e.g. flyer, fact sheet, PowerPoint,
postcard, door hanger, banner, poster)
City website posting
Awareness Walk
Press release/Media notification
Neighborhood meetings
Page 195 of 399
7
7
AUDIENCE
One of the most important aspects of community engagement is thinking through the “who.” Who
will be interested in/affected by the topic under consideration? Who are the stakeholders?
Begin by understanding the range of interest groups and organizations that care about San Luis
Obispo. There are literally hundreds in the city alone. The category list that follows is provided
to get you thinking. It does not include every potential outreach contact, but it is a framework for
thinking about it.
The City maintains many different interest databases and the 2015-launched City of SLO website
offers an ideal way for citizens to add themselves to lists of people interested in being notified
about different matters. Examples of lists include:
• Airport area
• Bicycle
• Council notes
• Economic development
• General plan updates
• Housing
• Measure G
• Neighborhood wellness
• Planning and building
• Skate park
• Stormwater
• Utility billing
• Water
• Youth services
• Water conservation
• Aquatics
• Climate action plan
• Downtown
• Emergency preparedness
• Historic preservation
• Hot topics
• Housing element
• Natural resources
• Parking
• Public projects
• Special events
• Sports
• Transit
• Waste water
And remember; the contacts themselves can be a great resource for determining who else should be
asked.
Page 196 of 399
8
8
ORGA N IZ A TIONS /INTEREST AREAS TO CONSIDER
The following are samples only and lists are not all-inclusive.
ARTS/CULTURE ORGANIZATIONS. ArtsObispo, Foundation for the Performing Arts
Center, Little Theatre, SLO Symphony, dance groups, art museum
BUSINESS / COMMERCE ORGANIZATIONS. SLO Chamber of Commerce, SLO County
Economic Vitality Corporation, SLO Downtown Association, Farmers Market
Association, real estate associations, merchant groups, tourism interests, Developers
Roundtable, local American Institute of Architects chapter
CHILDREN. Children’s Museum, parent-child groups, PTA’s
EDUCATION. San Luis Coastal Unified School District, Cal Poly, Cuesta College, private
schools
ENVIRONMENTAL. EcoSLO, Sierra Club, The Land Conservancy
ETHNIC ORGANIZATIONS, CHURCH GROUPS
GOVERNMENT. City advisory bodies, Mayor’s Roundtable
PROPERTY OWNERS
MEDIA. Key contacts list follows.
RESIDENT/ NEIGHBORHOOD GROUPS. Neighborhood wellness groups/other city- identified
neighborhood areas, Old Town Neighborhood Association, Slack Street Neighborhood,
Los Verdes Park, mobile home parks, Homeowners Associations (owners & renters),
Residents for Qualitiy Neighborhoods, Save our Downtown, Alta Vista, Neighborhoods
North of Foothill.
SPORTS/OUTDOOR ENTHUSIASTS. Runners, hikers, cyclists, skateboarders, swimmers,
recreational sports teams, tennis players, youth sports groups including American Youth
Soccer Organization, Cal Ripken Baseball, SLO Girls Softball Association
SENIORS. Senior Center, Retired Active Mens Group
SERVICE CLUBS. Rotary, Rotaract, Kiwanis
SOCIAL SERVICE PROVIDERS. CAP SLO, health and human service organizations
STUDENTS. Student Community Liason Committee
TRANSPORTATION. SLO Bike Coalition, bus riders, Ride-On, Rideshare
MISCELLANEOUS. Library users, SLO History Center, Young Professionals Networking
Group
Page 197 of 399
9
9
ME D IA K E Y C O N TACT S L I S T
The following contacts list is general and may change over time, so be sure to keep your
own records up to date.
PRINT/ONLINE
Tribune
General inquiries, newsroom@thetribunenews.com
Calendar items, calendar@thetribunenews.com
General phone, (805) 781-7800
New Times
Camillia Lanham, Editor, clanham@newtimesslo.com
Calendar items, calendar@newtimesslo.com
General phone, (805) 546-8208
Mustang Daily
News, news@mustangnews.net
General, editor@mustangnews.net
Advertising, advertising@mustangnews.net
General phone, (805) 756-1796
Journal Plus
General inquiries, slojournal@fix.net
General phone, (805) 546-0609
SLO Life Magazine
General inquiries, info@slolifemagazine.com
General phone, (805) 543-8600
SLO City News (Tolosa Press)
General inquiries/publisher, Bret Colhouer, bret@tolosapress.com
General phone, (805) 543-6397
TELEVISION
KSBY – NBC
Assignment desk, news@ksby.com
Newsroom phone, 597-8400 x6
Page 198 of 399
10
10
KCOY (CBS) /KKFX (FOX) / KEYT (ABC) – Newschannel 3
Santa Barbara newsroom
keyt.assignmentdesk@keyt.com
(805) 882-3930
Santa Maria newsroom
news12@kcoy.com
(805) 928-4748
RADIO
KVEC 920 AM
Studio line, (805) 543-8830
Business line, (805) 545-0101
KCBX 90.1 FM
General phone, (805) 549-8855
Newsroom, news@kcbx.org
Community Calendar, calendareditor@kcbx.org
American General Media
General phone, (805) 781-2750
KZOZ 93.3 FM (American General Media or AGM)
General phone, (805) 543-3693
KKJG 98.1 FM (AGM)
General phone, (805) 543-3693
KIQO 104.5 FM (AGM)
General phone, (805) 783-1045
KKAL 92.5 FM (AGM)
No phone number, use AGM general line (805) 781-2750
Page 199 of 399
11
11
BEST PRACTICES FOR COMMUNITY OUTREACH EVENTS
The following community outreach events are meant to expand involvement opportunities for
community members by giving them a chance to speak directly to an issue or have direct
involvement in the decision-making process. Workshops, open houses, road shows and open city
hall should encourage participation, and every effort should be made to make the public feel
welcome and heard.
• All community events should be preceded by outreach noted in the “Inform” section of
your matrix. A well attended event is key.
• Incorporating outreach tools from the “Additional” column of your matrix will attract a
larger audience which results in diverse representation and feedback.
• Advertising these community events well ahead of their date with ongoing reminders is
essential.
• Plan for enough space to accommodate the audience. Page 27 includes a list of possible
meeting space venues.
• Choose an effective facilitator to lead the gathering. Facilitators are there to shepherd the
conversation rather than provide input or influence opinion. He/she should be neutral in the
discussion.
• If a resident wants to provide input or feedback outside of the particular outreach event, make
key project contact information available and/or offer a meeting with staff.
WORKSHOP
Workshops allow the public to hear a presentation on a particular item from city staff and/or
consultants, then work in smaller groups to develop ideas and alternatives that directly affect the
planning process. Following small group discussion, the groups reconvene to share their ideas
with the larger group, and workshop outcomes are then passed on to decision-makers. Workshops
should include an even balance of staff presentation and group discussion.
When do I have a workshop?
Workshops are an effective tool for collaboration and should take place early in the planning process
so feedback can be incorporated down the line. In order to keep group discussion focused,
workshops should not take place until a project has a determined set of options and/or ideas to
explore.
What should be included?
Discussion groups should represent various parts of a plan where the public actually has an
opportunity to weigh in on options and/or develop alternatives and solutions. Groups should
COMMUNIT Y OUTREA CH E V ENTS :
TOOLS FOR TWO-WAY COMMUNICATION
Page 200 of 399
12
12
be facilitated by city staff and/or consultants, and these facilitators should lead and promote public
discussion. Always let the public know what happens next in the process, so that they understand
what will happen with their feedback. Be sure to provide appropriate contact information so
anyone who felt they were not heard has an opportunity to follow up.
Essentials checklist:
Space large enough to comfortably accommodate the expected audience (consider
seating capacity as well)
Water. Other refreshments and snacks are optional
Sign-in sheets for names, email address, phone numbers and physical addresses (where
applicable) so staff can follow up with attendees
Visual or informational aid(s) of some sort to be included in the presentation and/ or
stations (PowerPoint, video, photos, plans, maps, graphics, etc.)
Large format paper and thick pens for notes that the public can see Facilitators for all
small group discussions
Comment cards
Name tags for city staff Contact
information “What’s Next”
explanation
NEIGHBORHOOD MEETING
Neighborhood meetings are similar to workshops in that they involve staff presentation and public
discussion. Neighborhood meetings mean staff bring their presentations directly to their intended
audience, which could include a special interest group or a specific neighborhood.
When do I have a neighborhood meeting?
Neighborhood meetings should occur early in the planning process so feedback can be
incorporated down the line. Staff should schedule a neighborhood meetings
during hours when most people in the affected group will be available, typically after-
work hours.
What should be included?
Neighborhood meetings benefit from creativity and content/style directed at
the audience. Neighborhood meetings should include equal parts staff presentation and public
discussion. Always let the public know what happens
next in the process, so that they understand what will happen with their feedback.
Comment cards should also be provided for people who do not feel comfortable
speaking up.
Page 201 of 399
13
13
Essentials checklist:
Space large enough to comfortably accommodate the expected audience (consider
seating capacity as well)
Water. Other refreshments and snacks are optional
Sign-in sheets for names, email address, phone numbers and physical addresses (where
applicable) so staff can follow up with attendees
Visual or informational aid(s) of some sort to be included in the presentation
(PowerPoint, video, photos, plans, maps, graphics, etc.)
Large format paper and thick pens for notes that the public can see Facilitators for all
small group discussions (see Best Practices page 11) Comment cards
Name tags for city staff Contact
information “What’s Next”
explanation
OPEN HOU S E
An Open House typically features various informational stations rather than a formal presentation.
The public is encouraged to engage in open dialogue with the facilitator at each station,
including asking questions and providing feedback. Notes are taken on large format paper so
people can see their comments have been noted.
When do I hold an Open House?
An Open House should be held in the middle of the planning process once drafts
and conceptual plans are available. Open Houses should take place during hours where most of the
public/affected audience will be able to participate, typically
after-work hours.
What should be included?
The public should have a clear understanding of the distinction between an open house and
workshop ahead of the event. Stations should be clearly labeled, feature visual representations
or aids, and should incorporate a place where comments can be written down and seen by
everyone. Staff should also consider comment cards, as some people are more comfortable
speaking up than others. Be sure to provide appropriate contact information so anyone who felt
they were not heard has an opportunity to follow up.
Page 202 of 399
14
14
Essentials checklist:
Space large enough to comfortably accommodate the expected audience and stations
(consider seating options for people who can’t stand for extended periods of time)
Water. Other refreshments and snacks are optional
Sign-in sheets for names, email address, phone numbers and physical addresses (where
applicable) so staff can follow up with attendees
Visual or informational aid(s) of some sort to be included at each stations (PowerPoint,
video, photos, plans, maps, graphics, information boards, etc.)
Large format paper and thick pens for notes that the public can see Facilitators for all
stations
Comment cards
Name tags for city staff Contact
information “What’s Next”
explanation
OPEN CITY HALL (WEB BASED)
Open City Hall is an online tool for community engagement. Open City Hall can be used as an
online alternative to in-person community outreach events like Workshops, Road Shows and
Open Houses. Use of this tool allows those who can’t attend meetings to receive the same
information and provide feedback. To see how it works, visit http://www.slocity.org/ opencityhall.
When do I use Open City Hall?
Open City Hall is encouraged to be used any time that the City hosts an in-person consultation or
collaboration based community outreach event. In addition, Open City Hall can be on its own
when it may not be feasible to host a traditional community outreach event. Open City Hall has
the ability to pose questions in different ways, collect ideas, conduct polls, develop priority lists,
comment on maps and more.
What should be included?
The experience of using Open City Hall online should mirror that of an in-person outreach event and
can use many of the same materials. Open City Hall topics can contain graphics, videos and
slide presentations (including narration).
Please consult with the Administration Department to get started using Open Cit y
Hall.
Page 203 of 399
15
15
GLOSSARY
*Hyperlinked items have corresponding templates
ADVISORY BODIES. Voluntary citizen groups appointed by the SLO City Council to provide input on
key city issues and activities. (See list on Audience page).
AWARENESS WALK. Neighborhood guided tour by staff or consultants to provide in-person details and
answer questions about specific issues and activities.
CITY WEBSITE POSTING. Share project news, meeting announcements, calendar items, progress reports,
agenda packets and more.
COMMITTEE FORMATION. For purposes of collaboration, consider forming a committee or subcommittee for
regular contact/check-ins regarding a certain topic/project. This committee should be made up of a
representative group of stakeholders or advisory body members, with the understanding that they will
be called upon often over the course of the project/issue for their input and expertise.
COMMUNITY CALENDAR. No-cost method of announcing event details through online, print, television and
radio calendar postings. Most community calendar notices can be easily posted by the interested
party using online resources.
DIRECT MAIL. Postcard, letter, flyer, fact sheet and other items sent using U.S. Mail. Larger mailings
can qualify for reduced postage costs by using bulk mail rates (bulk mail permit required). Bulk
mail requires zip code sorting and other special handling and permits. Note: Only items handled
by the U.S. Postal Service can be placed in residential or commercial mail boxes. It is illegal to
use mailboxes for door to door flyers, notices, etc. that have not
been mailed. Flyers under doormats and door hangers are often used to share neighborhood
information without violating postal regulations.
E-N OTIFICATION. Slocity.org enables users to self-subscribe to information lists based on
their interests. While not required, some users also give their address, which gives you
access to geographically targeted lists. Refer to interest lists/neighborhoods in the Audience section
that may pertain to your particular project/issue and outreach to these groups via
e-notification.
FACT SHEET. Brief one-page description of a proposed project or activity. Fact sheets typically utilize
bulleted format, to convey information succinctly. Fact sheet should always include contacts for
further information (i.e., phone number, web address, email).
FLY ER. Graphically compelling print pieces circulated in specific areas to generate attendance at public
meetings and activities. Typically 8.5 x 11” in size, but can use irregular sizes for
cost efficiency and/or to gain additional attention. Can be used as billing inserts, or posted in willing
businesses and other commercial locations.
INTEREST GROUP. Citizens with shared interests who are often united in expressing their concerns and
opinions about various project proposals; also called special interest group, i.e., seniors, cycling
enthusiasts, homeless services advocates, etc.
Page 204 of 399
16
16
GLOSSARY
KEY CONTACTS/LIAISONS/NEIGHBORHOOD CHAMPIONS. Some neighborhoods/special interest
groups have key contacts or liaisons who will be essential in disseminating information to the
larger group. See Audience section for details.
NEIGHBORHOOD/ESTABLISHED NETWORK EMAIL TREE. Organized communication tool used
by residents to communicate with each other about issues and activities of shared interest;
typically applies to specific geographic areas, i.e., Old Town SLO, Los Verdes Park, etc. May be
created using database management products like My Neighbors, in which specialized outreach
groups are created by neighborhoods. The NextDoor app is a popular version of this community
tool.
NEIGHBORHOOD MEETINGS. Staff takes information “on the road” for face-to-face communication with
residents, interest groups and others. Neighborhood meetings can range from special interest
group presentations (chamber of commerce committee meeting) and speeches to large bodies; to
targeted outreach (playground equipment preferences asked of park users), to ice cream truck
neighborhood events. Neighborhood meetings efforts mean staff “goes to them,” rather than
citizens coming to City Hall and other venues. See Best Practices section for more information.
NEIGHBORHOOD SURVEY. Surveys can be conducted online via the city website, or conducted by hand
via door-to-door contact. Surveys can also be mailed and emailed. See Best Practices section for
more details.
NOTIFY MEDIA. Can include but does not require a formal news release. A formal release offers the
“who, what, where, why, and how” of a particular issue or activity and is circulated via email by
staff to local media for publication. See Audience section for a list of key local contacts.
OPEN CITY HALL. Effective online program for generating citizen interest, knowledge and participation
in city decisions.
OPEN HOUSE. Informal public gathering to introduce a project, service proposal or other idea using
information centers and materials; on site staff to answer questions, hear comments, etc. No formal
staff presentation. See Best Practices section for more information.
PAID ADVERTISING. Print ads, television and radio commercials, online advertising, bus and bench
advertising, billboards and other paid media that have associated costs for design, copywriting,
media placement. Media outlets are contacted for information on costs, deadlines, production
needs. Typical print ads include:
• Legal ad. Appears in a specific section of the newspaper. Typically contains text only.
• Display ad. Advertisement appears alongside regular editorial content. Can contain text,
photos, logos, maps, graphics.
Page 205 of 399
17
17
GLOSSARY
POSTCARD. Printed piece used to provide brief, to-the-point information for citizens and sent via U.S.
Mail. Postcards can range from traditional travel postcard size to “sumo” oversized postcards,
with all requiring the same per piece postage. Lack of envelope may help assure the piece is
viewed by recipient.
POSTER. Graphic print communication promoting meetings, open houses, workshops and special
events or services; generally 11x17” in size or larger. Post in willing local businesses and other
commercial locations.
PRINTED MATERIAL. Print announcements (flyer, postcard, door hanger, banner, poster) creatively
designed to generate attention about issues and activities in specific neighborhoods. Printed
materials should highlight pertinent information and/or direct people to additional information
about a particular topic.
PUBLIC ACCESS CHANNEL. Gavel-to-gavel webcast and televised public access to SLO government
meetings. Carried on Charter Cable; also accessible live online via slocity.org. Channel 20 also
carries informational on-screen fliers, announcements, etc. posted when meetings are not being
telecast.
REQUIRED LEGAL NOTICE Required by municipal code for most development projects. Timely posting
in a newspaper of record about a project, rate increase, ordinance or other activity. These notices
are required by law and are typically made through the City Clerk. Legal notices may also be
physically posted on project sites, residential properties, etc. to alert neighbors and others of
pending action, proposed changes, etc. on land use matters and to notice hearing dates for
comment can be received. Council-approved notification standards for development projects
detail who, where, and what needs legal noticing.
SIGNAGE. Consider temporary signage (banner, stake sign, etc.) at the site of a project to keep
neighbors and passersby apprised of project status and key contacts/websites for additional
information.
SOCIAL MEDIA. Apps, websites and other platforms that enable users to outreach to broad audiences
and engage with those audiences in discussion on a daily basis. Users of social media have an
expectation that communication is two-way and if your department chooses to engage in social
media, you should expect and respond to discussion. Examples of platforms currently being
used by city departments include Facebook and Twitter. Paid promotion of your department’s
Facebook page or important posts should be considered in order to reach the appropriate
audience type and size. A sponsored Facebook post, as it’s called, is a relatively inexpensive
advertising method to utilize in order to expand viewer reach.
SPECIAL EVENTS. Certain events should be leveraged as outreach opportunities when the demographic
is appropriate. i.e., Saturday morning farmers’ market to inform/consult local residents regarding
general interest projects/issues; local sporting events such as Damon- Garcia soccer games to
inform/consult local residents regarding parks and recreation project/issues; etc.
Page 206 of 399
18
18
GLOSSARY
STAKEHOLDER MEETING. Should be considered during the consult phase as a group meeting
comprised of issue/project stakeholders.
SURVEY. Early outreach opportunity to collect opinions at the start of a project. Multiple- choice
questions generate better response than open-ended questions.
TRANSIT MESSAGING. Outreach using posters on city buses and at bus stops; city reader boards; street
light and overhead banners on downtown streets.
UTILITY BILLING INSERT. Printed material added to utility bills mailed to customers by the City.
Billing inserts (also called billing mailers) require approval of the city manager and Utilities
Department and often require generous lead time for handling by a mail house.
WORKSHOP. Communit y gathering, generally on a citywide mat ter, used for presenting information,
and then facilitating public engagement using small group exercises and discussion questions.
See Best Practices section for more information.
Page 207 of 399
19
19
TEM PLATES
The following templates are simply guidelines to ensure city messaging is clear, consistent, branded,
and encourages diverse public participation.
Things to consider when designing and/or writing outreach materials:
• Always refer to the San Luis Obispo City Style Guide and Brand Standards manual to
ensure proper emblems, colors and typefaces are used.
• Avoid government jargon and keep descriptions short.
• Include all relevant contact information, including key contact names, phone numbers,
email addresses and web addresses.
• If noticing a meeting or community event, be sure to include pertinent information such as
date, place, time, topic, description of community event and format, alternate ways to
participate (if applicable), and directions and/or a map if necessary.
• While unlikely, staff may experience language barriers when outreaching to specific
groups. Be sure to include translation on all applicable materials.
• Consider using attention grabbing words and phrases that evoke emotion, e.g. you, free, sale,
guaranteed, new, now, announcing, tell us, etc. Also, a picture is worth a thousand words, so
try to use imagery where appropriate.
Page 208 of 399
20
20
E-NOTIFICATION
Standard template exists in the website content management system. Website news posting should
accompany e-notification.
NEWS POSTING
TEMPLATES
Page 209 of 399
21
21
tt
FACT SHEET
For editable word document template, click here.
Foothill Boulevard Road Repairs
Fact sheet date: 6/10/15
Public Works will be conducting road repairs on Foothill Boulevard
beginning July 10. One-way traffic controls will be in place between 8:00
a.m. and 5:00 p.m. and the road will be closed to pedestrian and bicycle
traffic. Please plan alternate route.
Project details:
Project detail Project detail Project detail
Project detail Project detail Project detail
Project detail Project detail Project detail
Project detail Project detail Project detail
Project detail Project detail Project detail
Project detail Project detail Project detail
Project detail Project detail Project detail
For more information, visit the Public Works page on the city website,
http://www.slocity.org/government/department-directory/public-works.
You can also email info@slocity.org or call (805) 888-8888.
Page 210 of 399
22
22
t
FLYER
For editable word document template, click here.
*Poster content replicates flyer content, but is usually larger in size. Consider using 11x17 paper for
posters, or larger if not printing in house.
ATTENTION FOOTHILL
COMMUTERS
Foothill Boulevard Road Repairs
The Foothill Boulevard Road Repairs project will affect
vehicle and pedestrian traffic from 8:00 a.m. to 5:00 p.m.
Monday-Friday, 7/10-7/20/2015
Public Works will be conducting road repairs
on Foothill Boulevard beginning July 10.
One-way traffic controls will be in place
between 8:00 a.m. and 5:00 p.m. and the
road will be closed to pedestrian and bicycle
traffic. Please plan alternate route.
For more information, visit the Public Works page on the city website,
http://www.slocity.org/government/department-directory/public-works.
You can also email info@slocity.org or call (805) 888-8888.
Page 211 of 399
23
23
PAID AD
For editable word document template, click here.
ATTENTION FOOTHILL BLVD.
COMMUTERS & RESIDENTS
Foothill Boulevard Road Repairs begin July 10, 2015.
Commuters should expect delays, as one-way traffic will be in effect.
The road will be closed to pedestrians and commuters. Detour information
can be found at http://www.slocity.org/government/department-directory/public-works.
Foothill Blvd. Road Repairs
July 10-July 20, 2015
Crews will work from 8:00 a.m. to 5:00 p.m.
For more information, visit the website listed above.
Questions or concerns? Call (805) 888-8888 or email info@slocity.org.
Page 212 of 399
24
24
POSTCARD
For editable word document template, click here.
YOUR ROUTE COULD BE AFFECTED
Foothill Blvd. Road Repairs July 10-20
Public Works will be conducting road repairs on Foothill
Boulevard beginning July 10. One-way traffic controls will be
in place between 8:00 a.m. and 5:00 p.m. and the road will
be closed to pedestrian and bicycle traffic. Please plan
alternate route.
Questions or concerns? Call (805) 888-8888, email info@slocity.org
or visit http://www.slocity.org/government/department-directory/public-
works.
City of San Luis Obispo
San Luis Obispo Public Works Department
990 Palm Street
San Luis Obispo, CA 93401
Page 213 of 399
25
25
SIGNAGE
FOOTHILL BLVD.
ROAD REPAIRS
Expect delays July 10-20 between
8:00 a.m. – 5:00 p.m. while crews
work to repair your streets.
Visit slocity.org or call (805)888-8888 for more information.
Page 214 of 399
26
26
planner@slocity.org
SURVEY
For editable word document template, click here. There is also an online survey template available in
the website management system.
YOUR OPINION MATTERS:
RENTAL HOUSING INSPECTION
A proactive rental inspection program provides a system to inspect rental units on a periodic basis to ensure
that they are safe and habitable. The city included the exploration of a rental inspection program as part of the
Neighborhood Wellness Major City Goal. The city council was presented a set of options for this program
several months ago, and has directed staff to seek additional public feedback to determine if the program is
necessary. City staff would like public feedback on elements of the plan to ensure the program meets the
needs of tenants and landlords alike. Elements include:
Inspections conducted every three years
Applies to single-family residences and duplexes
Includes interior and exterior inspections
Provides incentives for well-maintained rentals
Fees estimated at $100 annually per rental unit
The city appreciates your input.
1. Are you currently a tenant or landlord?
a. Yes
b. No
2. If you are a landlord, do you inspect your residence on a regular basis to ensure it is
safe and habitable, and if so, how often?
a. Not inspected
b. Only inspected when there is a complaint
c. Inspected when new tenants move in or out
d. Inspected annually
e. Other/NA
3. What are your thoughts about the rental inspection program?
a. Don’t care
b. It’s necessary
c. It’s necessary but I don’t agree with some elements (please list elements and concerns)
d. It’s unnecessary
e. Other (please describe)
4. Please list any additional comments, questions or concerns below.
Questions or comments? Email planner@slocity.org or call (805)888-8888.
Page 215 of 399
27
27
VENUES
Meetings should be held in an easily accessible location with available parking. Some
possible meeting venues in San Luis Obispo include, but are not limited to:
LUDWICK COMMUNITY CENTER
864 Santa Rosa
Street (805)781-7222
Capacity: 100+
ELKS LODGE
222 Elks Lane
(805)543-0322
office@bpoelso322.com
Capacity: 50-300
EMBASSY SUITES
333 Madonna Road
(805)547-6407
Embassysanluisobispo.sales@wcghotels.com
Capacity: 2-500+
MADONNA INN
100 Madonna Road
(805)543-3000
Expo Center: Capacity: 2,600+
Balcony Room: Capacity: 40
Round Room: Capacity: 60+
SLO CITY/COUNTY LIBRARY
995 Palm Street
(805)781-7222
Reserve online: https://apm.activecommunities.com/sloparksandrec/facility_search?
Capacity: 100+
SLO SENIOR CITIZENS CENTER
1400 Osos Street
(805)781-7222
Reserve online: https://apm.activecommunities.com/sloparksandrec/facility_search?
Capacity: 100+
Page 216 of 399
28
28
2.1
Page 217 of 399
29
29
Page 218 of 399
30
30
ATTACHMENT D:
Potential Meeting Locations
Below is a list, but not limited to, of meeting locations:
City Hall, 990 Palm Street
City/County Public Library, 995 Palm Street
On-board fixed-route transit vehicles
Government Access Channel 20
Ludwick Communitiy Center
Elks Lodge
SLO Senior Center
Cal Poly Student Union
Page 219 of 399
Page 220 of 399
City of San Luis Obispo Transit
SLO Transit
919 Palm Street
San Luis Obispo, CA 93401
Public Transportation Agency Safety Plan (PTASP)
Pending Adoption
March 21, 2023
_____________________________________ ______________
Signature of Accountable Executive Date
Shelly Stanwyck
Assistant City Manager, Community Services
Page 221 of 399
Page 222 of 399
Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)
Page 3 of 30
Contents
Definitions..................................................................................................................................................... 5
Section 1 Transit Agency Information .......................................................................................................... 6
Subsection 1.1 Accountable Executive ......................................................................................................... 7
Subsection 1.2 Chief Safety Officer ............................................................................................................. 7
Section 2 Plan Development, Approval, and Updates .................................................................................. 7
Subsection 2.1 Drafting the Plan................................................................................................................... 7
Subsection 2.2 Signature by the Accountable Executive and Approval by the Board ................................. 8
Subsection 2.3 Certification of Compliance ................................................................................................. 8
Subsection 2.4 Plan Review and Updates ..................................................................................................... 8
Section 3 Safety Performance Targets (SPTs) .............................................................................................. 9
Subsection 3.1 Target Development ............................................................................................................. 9
Section 4 Overview of the Agency’s Safety Management Systems (SMS) ............................................... 10
Section 5 Safety Management Policy ......................................................................................................... 10
Subsection 5.1 Safety Management Policy Statement ................................................................................ 11
Subsection 5.2 Safety Management Policy Communication ...................................................................... 11
Subsection 5.3 Employee Safety Reporting Program ................................................................................. 12
Subsection 5.4 SMS Authorities, Accountabilities, and Responsibilities ................................................... 13
Subsection 5.4.1 Accountable Executive .................................................................................................... 13
Subsection 5.4.2 Chief Safety Officer ........................................................................................................ 14
Subsection 5.4.3 Agency Leadership and Executive Management ............................................................ 14
Subsection 5.4.4 Key Staff .......................................................................................................................... 15
Section 6 Safety Risk Management (SRM) ................................................................................................ 15
Subsection 6.1 Safety Hazard Identification ............................................................................................... 15
Subsection 6.2 Safety Risk Assessment ...................................................................................................... 17
Subsection 6.3 Safety Risk Mitigation ........................................................................................................ 18
Section 7 Safety Assurance ......................................................................................................................... 19
Subsection 7.1 Safety Performance Monitoring and Measurement ............................................................ 19
Section 8 Safety Promotion ........................................................................................................................ 20
Subsection 8.1 Safety Communication ....................................................................................................... 21
Section 9 Strategies to Minimize Exposure to Infectious Diseases ............................................................ 22
Page 223 of 399
Section 10 Documentation .......................................................................................................................... 24
Page 224 of 399
Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)
Page 5 of 30
Definitions
Accident means an Event that involves any of the following: a loss of life; a report of a serious injury to a
person; a collision of public transportation vehicles; an evacuation for life safety reasons.
Accountable Executive means the single, identifiable person who has ultimate responsibility for carrying
out the Public Transportation Agency Safety Plan of the Agency; responsibility for carrying out the
Agency’s Transit Asset Management Plan; and control or direction over the human and capital resources
needed to develop and maintain both the Agency’s Public Transportation Agency Safety Plan, in
accordance with 49 U.S.C. § 5329(d), and the Agency’s Transit Asset Management Plan in accordance
with 49 U.S.C. § 5326.
Agency or Transit Agency means the City of San Luis Obispo Transit (SLO Transit).
San Luis Obispo City Council means governing body of SLO Transit.
Caltrans means the California Department of Transportation
Chief Safety Officer means the adequately trained individual who has responsibility for safety and reports
directly to the Transit Agency’s chief executive officer.
CFR means Code of Federal Regulations.
Event means any Accident, Incident, or Occurrence.
FTA means the Federal Transit Administration, an operating administration within the United States
Department of Transportation.
Hazard means any real or potential condition that can cause injury, illness, or death, damage to or loss of
the facilities, equipment, rolling stock, or infrastructure of the system, or damage to the environment.
Incident means an Event that involves any of the following: a personal injury that is not a serious injury,
one or more injuries requiring medical transport, or damage to facilities, equipment, rolling stock, or
infrastructure that disrupts the operations of the Transit Agency.
Investigation means the process of determining the causal and contributing factors of an accident,
incident, or hazard, for the purpose of preventing recurrence and mitigating risk.
National Public Transportation Safety Plan means the plan to improve the safety of all public
transportation systems that receive federal financial assistance under 49 U.S.C. Chapter 53.
Occurrence means an Event without any personal injury in which any damage to facilities, equipment,
rolling stock, or infrastructure does not disrupt the operations of the Transit Agency.
Part 673 means 49 CFR (Code of Federal Regulations) Part 673.
Performance Measure means an expression based on a quantifiable indicator of performance or condition
that is used to establish targets and to assess progress toward meeting the established targets.
Page 225 of 399
Performance target means a quantifiable level of performance or condition, expressed as a value for the
measure, to be achieved within a time period required by the Federal Transit Administration (FTA).
Risk means the composite of predicted severity and likelihood of the potential effect of a hazard.
Risk mitigation means a method or methods to eliminate or reduce the effects of hazards.
Safety Assurance means processes within the Transit Agency’s Safety Management Systems that function
to ensure the implementation and effectiveness of safety risk mitigation, and to ensure that the Transit
Agency meets or exceeds its safety objectives through the collection, analysis, and assessment of
information.
Safety Management Policy means the Transit Agency’s documented commitment to safety, which defines
the Transit Agency’s safety objectives and the accountabilities and responsibilities of its employees in
regard to safety.
Safety Management Systems (SMS) means the formal, top-down, organization-wide approach to
managing safety risk and assuring the effectiveness of a Transit Agency’s safety risk mitigation. SMS
includes systematic procedures, practices, and policies for managing risks and hazards.
Safety Performance Target (SPT) means a Performance Target related to safety management activities.
Safety Promotion means a combination of training and communication of safety information to support
SMS as applied to the Transit Agency’s public transportation system.
Safety Risk Assessment (SRA) means the formal activity whereby the Transit Agency determines Safety
Risk Management priorities by establishing the significance or value of its safety risks.
Safety Risk Management (SRM) means a process within the Transit Agency’s Public Transportation
Agency Safety Plan for identifying hazards and analyzing, assessing, and mitigating safety risk.
Serious injury means any injury which: (1) requires hospitalization for more than 48 hours, commencing
within seven days from the date the injury was received, (2) results in a fracture of any bone (except
simple fractures of fingers, toes, or noses), (3) causes severe hemorrhages, nerve, muscle, or tendon
damage; (4) involves any internal organ, or (5) involves second or third-degree burns, or any burns
affecting more than five percent of the body surface.
State of Good Repair (SGR) means the condition in which a capital asset is able to operate at a full level
of performance.
Transit Asset Management Plan means the strategic and systematic practice of procuring, operating,
inspecting, maintaining, rehabilitating, and replacing transit capital assets to manage their performance,
risks, and costs over their life cycles, for the purpose of providing safe, cost-effective, and reliable public
transportation, as required by 49 U.S.C. 5326 and 49 CFR part 625.
U.S.C. means United States Code.
Section 1 Transit Agency Information
The City of San Luis Obispo Transit (SLO Transit), a program of the City’s Public Works
Department, is the local fixed-route public transit operation within the city limits of San Luis
Obispo and California Polytechnic State University (Cal Poly). Service operations and vehicle
Page 226 of 399
Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)
Page 7 of 30
maintenance are provided by a third-party contractor (First Transit, Inc.). SLO Transit is a
recipient of Federal Transit Administration (FTA) Section 5307 funds and does not provide
transportation services on behalf of another entity.
Subsection 1.1 Accountable Executive
SLO Transit’s Accountable Executive is the Assistant City Manager, Community Services
Group. The Assistant City Manager has direct communication with the City Manager and direct
coordination with the City Transit Manager. Accordingly, the Assistant City Manager is the
single, identifiable person who has ultimate responsibility for carrying out this Agency Safety
Plan and the Transit Asset Management (TAM) Plan, and control or direction over the human
and capital resources needed to develop and maintain both this Plan and the TAM Plan.
The Assistant City Manager is accountable for ensuring that the Agency’s Safety Management
Systems (SMS) is effectively implemented throughout the Agency’s public transportation
system. The Assistant City Manager is accountable for ensuring action is taken, as necessary, to
address substandard performance in the Agency’s SMS. The Assistant City Manager may
delegate specific responsibilities, but the ultimate accountability for the Transit Agency’s safety
performance cannot be delegated and always rests with the Assistant City Manager.
Subsection 1.2 Chief Safety Officer
As a small public transportation provider, SLO Transit’s designated Chief Safety Officer is the
contracting General Manager who has the authority and responsibility for day-to-day
implementation and operation of the Agency’s SMS. The Chief Safety Officer has a strong
working relationship with the operations and asset management functions at SLO Transit.
Section 2 Plan Development, Approval, and Updates
Caltrans developed the contents of this SLO Transit plan to meet requirements specified in 49 CFR
Part 673 and comply with Part 673.11(d) regarding Caltrans’ responsibility to develop an ASP for
any small public transportation provider that is located in California. This Plan is based on the four
(4) principles or pillars of the Safety Management Systems (SMS). SMS is defined as the formal,
top-down, organization-wide, data-driven approach to managing safety risk and assuring the
effectiveness of safety mitigations. It includes systematic policies, procedures, and practices for the
management of safety risk. The four principles or pillars of SMS are: (1) Safety Management Policy;
(2) Safety Risk Management; (3) Safety Assurance; and (4) Safety Promotion.
Subsection 2.1 Drafting the Plan
Caltrans drafted this Plan, thus meeting the requirements of 49 CFR Part 673.11(d). FTA will
oversee compliance with the requirements of Part 673 through the existing Triennial Review
processes.
Page 227 of 399
Should SLO Transit no longer meet the definition of a small public transportation provider or
choose to opt-out of the Caltrans Agency Safety Plan, within one year from the date of notifying
the State of either development SLO Transit will draft and certify its own Agency Safety Plan. If
SLO Transit operates more than 100 vehicles SLO Transit must fulfill requirements of systems
operating more than 100 vehicles.
Subsection 2.2 Signature by the Accountable Executive and Approval by the Board
Pursuant to 49 CFR Part 673.11 (a)(1), this Agency Safety Plan and subsequent updates must be
signed by the Accountable Executive and approved by SLO Transit’s Board. Documentation of
Board approval is found in Appendix A.
Subsection 2.3 Certification of Compliance
Pursuant to 49 CFR Parts 673.13(a) and 673.13(b), Caltrans certifies that it has established this
Agency Safety Plan, meeting the requirements of 49 CFR Part 673 by July 20, 2020 and will
certify its compliance with 49 CFR Part 673.
FTA published a Notice of Enforcement Discretion on April 22, 2020 effectively extending the
PTASP compliance deadline from July 20, 2020 to December 31, 2020. Transit operators must
certify they have a safety plan in place meeting the requirements of the rule by December 31,
2020. The plan must be updated and certified by the transit agency annually.
After Caltrans initial certification, and on an annual basis SLO Transit must update this Agency
Safety Plan. All Agency Safety Plan updates shall be signed by the Accountable Executive and
approved by SLO Transit’s Board.
FTA does not require this plan to be submitted to FTA. Instead, Caltrans will certify that it has
established this Safety Plan, which fulfills the requirements under Part 673. FTA annually
amends and issues the list of Certifications and Assurances. Caltrans will review such guidance
for incorporation into the safety program as necessary.
Subsection 2.4 Plan Review and Updates
SLO Transit updates this Safety Plan when information, processes or activities change within the
Agency and/or when Part 673 undergoes significant changes, or annually, whichever comes
sooner. As SLO Transit collects data through its Safety Risk Management and Safety Assurance
processes, shared with Caltrans and the local Metropolitan Planning Organization (MPO) as
described in subsection 3.1 below, the MPO and Caltrans will evaluate SLO Transit’s safety
performance targets (SPTs) to determine whether they need to be changed, as well.
This Plan will be jointly reviewed and updated by the City Transit Coordinator, with the
assistance of subject matter experts, annually. The Accountable Executive will approve any
changes, then forward on to the Board for approval.
This Plan may need to be reviewed and updated more frequently based on the following:
We determine our approach to mitigating safety deficiencies is ineffective;
Page 228 of 399
Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)
Page 9 of 30
We make significant changes to service delivery;
We introduce new processes or procedures that may impact safety;
We change or re-prioritize resources available to support SMS;
We significantly change our organizational structure.
Version Number and Updates
Record the complete history of successive versions of this plan.
Version
Number Section/Pages Affected Reason for Change Date Issued
1.0 All Original Plan 11/17/2020
2.0 Various Plan Update 3/2023
Section 3 Safety Performance Targets (SPTs)
Subsection 3.1 Target Development
SLO Transit includes SPTs in this Safety Plan. These targets are specific numerical targets set by
SLO Transit and based on the safety Performance Measures established by FTA in the National
Public Transportation Safety Plan. In the most recent version, the 2017 NSP3, FTA adopted four
initial safety Performance Measures: (1) Fatalities, (2) Injuries, (3) Safety Events, and (4) System
Reliability.
SLO Transit developed safety performance targets that it will review and update annually. The
specific safety performance targets are based on the safety performance measures established
under the National Public Transportation Safety Plan and the safety performance goals set by
Caltrans based on the past three (3) fiscal years of data. The Safety Performance Targets for SLO
Transit for the Fiscal Year 2020-21 is expected to stay within 1% +/- of previous three years data
pertaining to fatalities, injuries, safety events, and system reliability.
SLO Transit established safety performance targets for the period of July 1, 2022 through June 30,
2023, based on safety performance measures established under the National Public Transportation
Safety Plan.
Safety Performance Targets
Based on the safety performance measures established under the National Public Transportation Safety Plan.
Page 229 of 399
Mode of Transit Service Fatalities
(total)
Injuries
(total)
Safety
Events
(total)
System
Reliability
(VRM / failures)
Fixed Route Integer Target 0 0 0 4,211
Fixed Route Target per Vehicle Revenue Mile 0 0 0 0.01
Safety Performance Target Coordination
Targets
Transmitted to
the Metropolitan
Planning
Organization
Metropolitan Planning Organization Name Date Targets Transmitted
San Luis Obispo Council of Governments
(SLOCOG)
3/2023
Section 4 Overview of the Agency’s Safety Management Systems (SMS)
SMS is a comprehensive, collaborative approach that brings management and labor together to
build on the transit industry’s existing safety foundation to control risk better, detect and correct
safety problems earlier, share and analyze safety data more effectively, and measure safety
performance more carefully. SLO Transit’s SMS focuses on applying resources to risk and is
based on ensuring that SLO Transit has the organizational infrastructure to support decision-
making at all levels regarding the assignment of resources. Some key parts of SLO Transit’s
SMS include:
Defined roles and responsibilities;
Strong executive safety leadership;
Formal safety accountabilities and communication;
Effective policies and procedures; and
Active employee involvement
Furthermore, SLO Transit’s SMS have four distinct components, which are discussed in
subsequent sections to this Safety Plan:
Safety Policy
Safety Risk Management
Safety Assurance
Safety Promotion
Section 5 Safety Management Policy
The first component of SLO Transit’s SMS is the Safety Management Policy, which is the
foundation of SLO Transit’s safety management system. It clearly states the organization’s
safety objectives and sets forth the policies, procedures, and organizational structures necessary
to accomplish the safety objectives. The Safety Management Policy clearly defines management
and employee responsibilities for safety throughout the organization. It also ensures that
Page 230 of 399
Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)
Page 11 of 30
management is actively engaged in the oversight of the system’s safety performance by requiring
regular review of the Safety Management Policy, budget and program by the designated
Accountable Executive.
Subsection 5.1 Safety Management Policy Statement
Safety is a core value at SLO Transit, and managing safety is a core business function. SLO
Transit will develop, implement, maintain, and continuously improve processes to ensure the
safety of our customers, employees, and the public. SLO Transit’s overall safety objective is to
proactively manage safety hazards and their associated safety risk, with the intent to eliminate
unacceptable safety risk in our transit operations.
SLO Transit will:
Clearly, and continuously explain to all staff that everyone working within SLO Transit
must take part and be responsible and accountable for the development and operation of
the Safety Management System (SMS).
Work continuously to minimize safety risks. Work to comply with and, wherever
possible, exceed legislative and regulatory requirements and standards for passengers and
employees.
Work to ensure that all employees are provided appropriate safety information and
training, are competent in safety matters, and assigned tasks commensurate with duties
and skills.
Reaffirm that responsibility for making our operations safer for everyone lies with all
employees – from executive management to frontline employees. Each manager is
responsible for implementing the SMS in their area of responsibility and will be held
accountable to ensure that all reasonable steps are taken to perform activities established
through the SMS.
Caltrans established safety performance targets to help measure the overall effectiveness of our
processes and ensure we meet our safety objectives. SLO Transit will keep employees informed
about safety performance goals and objectives to ensure continuous safety improvement.
Subsection 5.2 Safety Management Policy Communication
The Safety Management Policy is communicated throughout the Agency, to all employees,
managers, and executives, as well as contractors, and to the Board.
This is accomplished through various processes such as:
Review Sessions – Conducted by City Management and Transit staff. Once this Plan or
any update to this Plan has been signed by the Accountable Executive and approved by
the Board it will become standard practice in perpetuity for the Chief Safety Officer to
conduct safety meetings to review safety program with all staff.
Page 231 of 399
New Hire Safety Orientation – The Chief Safety Officer will oversee that all new
employees regardless of their classifications will be trained about their roles and
responsibilities pertaining to PTASP and the principles of SMS.
Safety bulletins, email safety newsletter blasts to staff, and monthly safety meetings
Subsection 5.3 Employee Safety Reporting Program
SLO Transit implemented a process that allows employees and contracted employees to report
safety conditions to senior management, protections for employees who report safety conditions
to senior management. The purpose, description and protections for employees to report unsafe
conditions and hazards are described in the Employee Safety Reporting Program as below:
Purpose:
a) To establish a system for SLO Transit employees to identify unsafe conditions or hazards at
work and report them to their department management without fear of reprisal. However,
disciplinary action could result if the condition reported reveals the employee willfully
participated in or conducted an illegal act, gross negligence or deliberate or willful disregard of
regulations or procedures, including reporting to work under the influence of controlled
substances, physical assault of a coworker or passenger, theft of agency property, unreported
safety events, unreported collisions, and unreported passenger injuries or fatalities.
b) To provide guidelines for facilitating the timely correction of unsafe conditions or hazards by
SLO Transit management.
Description:
a) This program provides a method for SLO Transit management to identify, evaluate, and
correct or avoid unsafe conditions or hazards, procedural deficiencies, design inadequacies,
equipment failures, or near misses that adversely affect the safety of employees.
Examples of voluntary safety reports include:
Safety hazards in the operating environment (for example, county or city road
conditions),
Policies and procedures that are not working as intended (for example, insufficient time
to complete pre-trip inspection),
Events that senior managers might not otherwise know about (for example, near misses),
and
Information about why a safety event occurred (for example, radio communication
challenges).
b) The program also involves recommending corrective actions and resolutions of identified
unsafe conditions or hazards and/or near miss.
Page 232 of 399
Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)
Page 13 of 30
c) All employees have the obligation to report immediately any unsafe conditions or hazards and
near miss to their immediate supervisor /department manager and may do so without fear of
reprisal.
d) Unsafe conditions or hazards may also be identified as a result of occupational injury or
illness investigations and/or by accident investigation.
e) Other means by which hazards may be identified are inspections/audits or observations made
by the supervisors/management staff as referenced in agency’s Safety Inspection Program.
f) Findings will be published immediately following mitigation actions. If employee
identification is available, direct feedback regarding mitigation will be provided.
Subsection 5.4 SMS Authorities, Accountabilities, and Responsibilities
This Plan has assigned specific SMS authorities, accountabilities, and responsibilities to the
designated Accountable Executive; Chief Safety Officer; Agency’s Leadership/Executive
Management; and Key Staff/Employees as described below and displayed in Appendix B:
Subsection 5.4.1 Accountable Executive
SLO Transit’s Accountable Executive is the Assistant City Manager, Community Services. The
Assistant City Manager is accountable for ensuring that the Agency’s SMS is effectively
implemented throughout the Agency’s public transportation system. The Assistant City Manager
has direct communication with the City Manager and direct coordination with the City Transit
Manager. The Assistant City Manager is accountable for ensuring action is taken, as necessary,
to address substandard performance in the Agency’s SMS. The Assistant City Manager may
delegate specific responsibilities, but the ultimate accountability for SLO Transit’s safety
performance cannot be delegated and always rests with the Assistant City Manager. The
Assistant City Manager is accountable for ensuring that the Agency’s SMS is effectively
implemented, and that action is taken, as necessary, to address substandard performance in the
Agency’s SMS. The Accountable Executive may delegate specific responsibilities, but not
accountability for SLO Transit’s safety performance.
The Assistant City Manager’s roles include, but are not limited to:
Decision-making about resources (e.g. people and funds) to support asset management,
SMS activities, and capital investments;
Signing SMS implementation planning documents;
Endorsing SMS implementation team membership; and
Ensuring safety concerns are considered and addressed in the agency’s ongoing budget
planning process.
Page 233 of 399
Ensuring transparency in safety priorities: for the Board and for the employees.
Establishing guidance on the level of safety risk acceptable to the agency.
Assuring safety policy is appropriately communicated throughout the agency.
Other duties as assigned/necessary.
Subsection 5.4.2 Chief Safety Officer
The Chief Safety Officer is the City’s Contracting General Manager and has the authority and
responsibility for day-to-day implementation and operation of SLO Transit’s SMS.
Chief Safety Officer’s Roles include:
Decision-making about resources (e.g., people and funds) to support asset management,
SMS activities, and capital investments;
Overseeing the safety risk management program by facilitating hazard identification,
safety risk assessment, and the development and implementation of safety risk
mitigations.
Monitoring safety risk mitigation activities;
Providing periodic reports on safety performance;
Briefing the Accountable Executive on SMS implementation progress;
Planning safety management training; and
Developing and organizing annual audits/reviews of SMS processes and the Agency
Safety Plan to ensure compliance with 49 CFR Part 673 requirements.
Maintaining safety documentation.
Other duties as assigned/necessary.
Subsection 5.4.3 Agency Leadership and Executive Management
The contracting General Manager, Operations Manager, Safety Manager, and Maintenance
Manager comprise Agency Leadership. Some of their responsibilities include:
Day-to-day implementation of the Agency’s SMS throughout their department and the
organization.
Communicating safety accountability and responsibility from the frontline employees to
the top of the organization.
Ensuring employees are following their working rules and procedures, safety rules and
regulations in performing their jobs, and their specific roles and responsibilities in the
implementation of this Agency Safety Plan and the Agency’s SMS.
Ensuring that employees comply with the safety reporting program and are reporting
unsafe conditions and hazards to their department management; and making sure reported
unsafe conditions and hazards are addressed in a timely manner.
Ensuring that resources are sufficient to carry out employee training/certification and re-
training as required by their job classifications.
Page 234 of 399
Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)
Page 15 of 30
Subsection 5.4.4 Key Staff
The agency Key Staff/Employees may include managers, supervisors, specialists, analysts,
database administrators, and other key employees who are performing highly technical work and
overseeing employees performing critical tasks and providing support in the implementation of
this Agency Safety Plan and SMS principles in various departments throughout the agency.
SLO Transit’s Key Staff/Employees responsibilities include:
Ensuring that employees are complying with the safety reporting program.
Ensuring supervisors are conducting their toolbox safety meetings
Promoting safety in employee’s respective area of responsibilities – That means: zero
accidents; absence of any safety concerns; perfect employee performance; and
compliance with agency rules and procedures and regulatory requirements.
Ensuring safety of passengers, employees, and the public.
Responding to customer complaints and expectations for frequency, reliability, and
convenience of service.
Replacing and maintaining aging facilities, equipment, and infrastructure.
Meeting increasing demands for fixed route, commuter service and paratransit service.
Developing and maintaining programs to gather pertinent data elements to develop safety
performance reports and conduct useful statistical analyses to identify trends and system
performance targets.
Establishing clear lines of safety communication and holding accountability for safety
performance.
Assisting as subject matter experts in safety risk assessment and safety risk mitigation
processes.
Section 6 Safety Risk Management (SRM)
The second component of SLO Transit’s SMS is Safety Risk Management, which includes
processes and procedures to provide an understanding of the Agency’s operations and vehicle
maintenance to allow individuals to identify hazards associated with those activities.
SLO Transit has implemented a Safety Risk Management process for all elements of its
transportation system. The Safety Risk Management process includes the following activities:
safety hazard identification, safety risk assessment, and safety risk mitigation.
Subsection 6.1 Safety Hazard Identification
Hazard identification is the first step in the Safety Risk Management process and a key component. It
involves these fundamental safety-related activities: Identifying safety hazards and their
consequences; assessing the risks associated with the consequences of the hazards; and developing
mitigations to reduce the potential consequences of the identified hazards.
Page 235 of 399
The following is SLO Transit’s methods and processes to identify hazards. The Agency
considers, as a source for hazard identification, data and information provided by an oversight
authority and the FTA. Hazards are identified through a variety of sources, including:
Employee safety reporting,
Review of vehicle camera footage,
Review of monthly performance data and safety performance targets,
Observations from supervisors,
Maintenance reports,
Comments from customers, passengers, and third parties,
Safety committee, driver and all-staff meetings,
Results of audits and inspections of vehicles and facilities,
Results of training assessments
Investigations into safety events, incidents and occurrences, and
Information from FTA and oversight authorities.
When a hazard has been identified, whatever the source, it is reported to the SLO Transit Chief
Safety Officer, who enters it into the Hazard Log. The Chief Safety Officer also may enter
hazards into this log based on reviews of operations and maintenance activities and procedures.
The Chief Safety Officer will investigate hazards to collect information and determine if hazards
need to be entered into the safety risk assessment process. In following up on identified hazards,
the Chief Safety Officer may:
Reach out to the reporting party, if available, to gather all known information about the
reported hazard,
Conduct a walkthrough of the affected area, assessing the possible hazardous condition,
generating visual documentation (photographs and/or video), and taking any
measurements deemed necessary,
Conduct interviews with employees in the area to gather potentially relevant information
on the reported hazard,
Review any documentation associated with the hazard (records, reports, procedures,
inspections, technical documents, etc.),
Contact other departments that may have association with or technical knowledge
relevant to the reported hazard,
Review any past reported hazards of a similar nature, and
Evaluate tasks and/or processes associated with the reported hazard.
Any identified hazard that poses an immediate risk to transit operations, the health and safety of
employees or the public, or equipment must immediately be brought to the attention of the
Accountable Executive and placed through the Safety Risk Management process for safety risk
assessment and mitigation. Otherwise, hazards will be prioritized for further Safety Risk
Management activity.
Page 236 of 399
Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)
Page 17 of 30
Subsection 6.2 Safety Risk Assessment
Safety risk assessment defines the level or degree of the safety risk by assessing the likelihood
and severity of the consequences of hazards and prioritizes hazards based on the safety risk. The
Chief Safety Officer, with assistance from key staff subject matter experts, is responsible for
assessing identified hazards and ratings using the safety risk matrix below. Prioritizing safety
risk provides the Accountable Executive with the information needed to make decisions about
resource application.
The following matrix, adopted from the TSI Participation Guide – SMS Principles for Transit,
facilitates the ranking of hazards based on their probability of occurrence and severity of their
outcome.
Probability Levels
Description Level Specific Individual Item Fleet Inventory
Frequent A Likely to occur often in the life of an item. Continuously experienced.
Probable B Will occur several times in the life of an
item. Will occur frequently.
Occasional C Likely to occur sometime in the life of an
item. Will occur several times.
Remote D Unlikely, but possible to occur in the life
of an item.
Unlikely, but can reasonably be expected
to occur.
Improbable E
So unlikely, it can be assumed occurrence
man not be experienced in the life of an
item.
Unlikely to occur, but possible.
Eliminated F
Incapable of occurrence. This level is used
when potential hazards are identified and
later eliminated.
Incapable of occurrence. This level is used
when potential hazards are identified and
later eliminated.
The measuring goes from A to F with A being frequent or likely to occur frequently and E being
improbable or expected that this event will most likely never occur. The designation F is used
when potential hazards are identified and later eliminated.
Severity Levels
Description Level Mishap Result Criteria
Catastrophic 1
Could Result in one or more of the following: death, permanent total disability,
irreversible significant environmental impact, or monetary loss equal to or exceeding
$10M
Critical 2
Could result in one or more of the following: permanent partial disability, injuries or
occupational illness that may result in hospitalization of at least three personnel,
reversible significant environmental impact, or monetary loss equal to or exceeding
$1M but less than $10M
Page 237 of 399
Severity Levels
Marginal 3
Could result in one or more of the following: injuries or occupational illness resulting in
one or more lost work day(s), reversible moderate environmental impact, or monetary
loss equal to or exceeding $100k but less than $1M
Negligible 4
Could result in one or more of the following: injuries or occupational illness not
resulting in lost work day, minimum environmental impact. Or monetary loss less than
$100k.
The Safety Risk Severity Table presents a typical safety risk. It includes four categories to denote
the level of severity of the occurrence of a consequence, the meaning of each category, and the
assignment of a value to each category using numbers. In this table, 1 is considered catastrophic
meaning possible deaths and equipment destroyed and 4 is considered negligible or of little
consequence with two levels in between.
Safety Risk Probability and Safety Risk Severity are combined into the Safety Risk Index
Ranking to help prioritize safety risks according to the table below.
Safety Risk Assessment Matrix
Severity
Probability
Catastrophic
1
Critical
2
Marginal
3
Negligible
4
A-Frequent 1A 2A 3A 4A
B- Probable 1B 2B 3B 4B
C-Occasional 1C 2C 3C 4C
D- Remote 1D 2D 3D 4D
E- Improbable 1E 2E 3E 4E
F- Eliminated
Safety Risk Index Ranking
1A, 1B, 1C, 2A, 2B High Unacceptable
1D, 2C, 3A, 3B Serious Undesirable - With management decision required
1E, 2D, 2E, 3C, 3D, 3E, 4A, 4B, Medium Acceptable - with review by management
4C, 4D, 4E Low Acceptable - without review
The Chief Safety Officer documents recommendations regarding hazard rating and mitigation options and
reports this information to the Accountable Executive.
Subsection 6.3 Safety Risk Mitigation
The Chief Safety Officer, assisted by Key Staff subject matter experts, reviews current safety
risk mitigations and establish procedures to 1) eliminate; 2) mitigate; 3) accept specific risks.
Prioritization of safety remediation measures is based on risk anal ysis and a course of action
acceptable to SLO Transit management.
The safety risk must be mitigated if ranked as Unacceptable (High- Red). Those safety risks that
have been mitigated, even those mitigated risks shown as Acceptable status (Low -Green)
undergo regular and consistent monitoring to ensure the mitigation strategy is effective.
Page 238 of 399
Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)
Page 19 of 30
Key strategies to minimize the types of risks that potentially exist include:
Development and deployment of policies and procedures that address known hazards and
risks,
Discussion of other actions, strategies and procedures that might help safeguard against
unknown/unforeseen risks,
Training of drivers and other agency staff on all safety policies and procedures,
Training of drivers and other agency staff on methodologies for handling emergencies,
and
Training of drivers and staff on proper and effective use of emergency equipment and
communication technologies and protocol.
Safety risk mitigations are tracked and updated in the Hazard Log by the Chief Safety Officer.
Section 7 Safety Assurance
The third component of the Agency’s SMS is Safety Assurance, which ensures the performance
and effectiveness of safety risk controls established under safety risk management. Safety
assurance also helps ensure that the organization meets or exceeds its safety objectives through
the collection, analysis, and assessment of data regarding the organization's performance. Safety
assurance includes inspection activities to support oversight and performance monitoring.
SLO Transit monitors its operations and maintenance protocols and procedures, and any safety
risk mitigations to ensure that it is implementing them as planned. Furthermore, the Agency
investigates safety events (as defined in Appendix C) and any reports of non-compliance with
applicable regulations, standards, and legal authority. Finally, the Agency continually monitors
information reported to it through any internal safety reporting programs, including the employee
safety reporting program.
Some of the key elements of SLO Transit’s Safety Performance Monitoring and Measurement
are shown below in subsection 7.1:
Subsection 7.1 Safety Performance Monitoring and Measurement
As part of the Safety Assurance Process, SLO Transit:
Monitors the system for compliance with, and sufficiency of, the Agency’s procedures
for operations and maintenance through:
o Safety audits,
o Informal inspections,
o Regular review of on-board camera footage to assess drivers and specific
incidents,
o Safety surveys,
o Employee safety reporting program,
Page 239 of 399
o Investigation of safety occurrences,
o Safety review prior to the launch or modification of any facet of service,
o Daily data gathering and monitoring of data relating to the delivery of service,
o Regular vehicle inspections and preventative maintenance, and
o Continuous feedback loop between leadership and all levels of the agency.
Monitors its operations to identify any safety risk mitigations that may be ineffective,
inappropriate, or were not implemented as intended through:
o Reviewing results from accident, incident, and occurrence investigations,
o Monitoring employee safety reporting,
o Reviewing results of internal safety audits and inspections, and
o Analyzing operational and safety data to identify emerging safety concerns.
Conducts investigations of safety events to identify causal factors; and
Monitors information reported through any internal safety reporting programs.
o The Chief Safety Officer routinely reviews safety data captured in employee
safety reports, safety meeting minutes, customer complaints, and other safety
communication channels. When necessary, the Chief Safety Officer ensures that
the issues and concerns are investigated or analyzed through the safety risk
assessment process.
o The Chief Safety Officer also reviews the results of internal and external reviews,
including audits and assessments, with findings affecting safety performance,
compliance with operations and maintenance procedures, or the effectiveness of
safety risk mitigations. The Chief Safety Officer discusses relevant safety issues
and concerns with the Accountable Executive and executive management and
documents the results of these reviews in the Hazard Log.
In the event of a fatality, SLO Transit complies with all FTA drug and alcohol requirements.
In California, every driver involved in an accident that results in death, injury, or property
damage over $1000, effective January 1, 2017, must report the accident on a Report of Traffic
Accident Occurring in California (SR 1) form to DMV. The report forms are available at
www.dmv.ca.gov, by calling 1-800-777-0133, and at CHP and DMV offices. Also, under
California Vehicle Code §16002(b) the driver of a vehicle that is owned or operated by a
publicly owned or operated transit system, or that is operated under contract with a publicly
owned or operated transit system, and that is used to provide regularly scheduled transportation
to the general public or for other official business of the system shall, within 10 days of the
occurrence of the accident, report to the transit system any accident of a type otherwise required
to be reported pursuant to subdivision (a) of Section 16000 . SLO Transit requires driver
notification to SLO Transit immediately and maintains records of any report filed pursuant to
this paragraph.
Section 8 Safety Promotion
The fourth component of the Agency’s SMS is Safety Promotion, which includes a combination
of training and communication of safety information to employees to enhance the Agency’s
Page 240 of 399
Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)
Page 21 of 30
safety performance. Safety Promotion sets the tone for the SMS and helps SLO Transit to
establish and maintain a robust safety culture. Safety Promotion has two-components: (1) Safety
Communication; and (2) Competencies and Training.
Subsection 8.1 Safety Communication
SLO Transit communicates safety and safety performance information throughout the
organization that, at a minimum, conveys information on hazards and safety risks relevant to
employees’ roles and responsibilities and informs employees of safety actions taken in response
to reports submitted through an employee safety reporting program.
Ongoing safety communication is critical and SLO Transit ensures communication occurs up,
down, and across all levels of the organization. Any lessons learned are communicated to all
concerned. Management commitment to address safety concerns and hazards is communicated
on a regular basis. Management encourages and motivates employees to communicate openly,
authentically, and without concern for reprisal; ensures employees are aware of SMS principles
and understand their safety-related roles and responsibilities; conveys safety critical information
such as accident data, injuries, and reported safety concerns and hazards and their resolutions to
employees. SLO Transit’s tools to support safety communication include:
Safety bulletins
Safety notices
Posters
CDs or Thumb drives or online safety video access
Newsletters
Briefings or Toolbox talks
Seminars and workshops
New employee training and refresher training
Intranet or social media
Monthly Safety Meetings
Competencies and Training: Executive Management ensures that all employees attend the
training provided to understand their specific roles and responsibilities for the implementation of
SMS. SLO Transit provides SMS training in the following areas:
All Employees:
Understanding of Safety Performance Targets
Understanding of fundamental principles of SMS
Understanding of Safety Reporting Program – Reporting unsafe conditions and
hazards/near misses
Understanding of their individual roles and responsibilities under SMS
Managers and Supervisors
Page 241 of 399
Understanding of Safety Risk Management
Understanding of Safety Assurance
Understanding of Safety Promotion
Understanding of their individual roles and responsibilities for SMS
Executive Management:
Understanding of management commitment to and support of all SMS activities.
All employees are required to acquire the competencies and knowledge for the consistent
application of their skills as they relate to safety performance objectives. SLO Transit dedicates
resources to conduct effective safety-related skill training. The scope of the safety training is
appropriate to each employee’s individual safety-related job responsibilities and their role in
SMS. Components of SLO Transit’s skill-related training include:
Conducting training needs analyses to ensure that the right information is being taught to
the right employees using the most efficient training methods.
Communicating purpose, objectives, and outcome.
Ensuring relevant content by directly linking training to the trainee’s job experiences so
trainees are more motivated to learn.
Using active hands-on demonstrations and practice to demonstrate skills that are being
taught and provide opportunities for trainees to practice skills.
Providing regular feedback during hands-on practice and exercises.
Reinforcing training concepts in the post-training work environment by giving employees
opportunities to perform what they’ve learned.
Section 9 Strategies to Minimize Exposure to Infectious Diseases
Pursuant to the Bipartisan Infrastructure Law, SLO Transit takes precautions to reduce risks of
infectious diseases consistent with Centers for Disease Control and Prevention. SLO Transit
monitors transit service levels and adjusts as necessary to continue providing basic lifeline
services for the public and allow for services that help promote social distancing and other
individual risk minimization recommendations.
Page 242 of 399
Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)
Page 23 of 30
Precautionary Steps:
SLO Transit has enhanced its cleaning efforts to include disinfecting vehicles every 24
hours along with individual spot cleaning during daily routes. The cleaning agents used in
this effort are deemed effective for these purposes and contain antiviral components such
as bleach/water mixes and disinfectant sprays. As an extra level of precaution, SLO
Transit has implemented an enhanced cleaning process, focusing more attention on areas
and surfaces which are touched most frequently, including: bus doors, door handles,
handrails, Token Transit Validator, farebox, handles, interior windows and window
frames, pull cords, seats and interior walls.
SLO Transit encourages the use of onboard hand sanitizer stations when entering the
vehicle.
SLO Transit encourages riders to refrain from using cash for fare and instead purchase a
physical or digital bus pass.
Although face coverings are no longer required on public buses and at transportation
hubs, SLO Transit is encouraging riders to wear a face covering over their nose and
mouth while riding the bus, especially if they are feeling sick, have been recently exposed
to someone who had COVID-19, or are unvaccinated. Wearing a mask is a courtesy to
other riders.
When possible, SLO Transit riders are asked to maintain a minimum of six feet distance
from fellow riders.
SLO Transit follows the Centers for Disease Control’s (CDC) best practices to prevent the
spread of COVID-19 and advises employees and riders to do the same.
Best Practices and Recommendations for Employees and Riders:
Avoid touching your eyes, nose and mouth.
Avoid close contact with people who are sick.
Wash hands often with soap and water for at least 20 seconds, especially after using the
bathroom; before eating; and after blowing your nose, coughing or sneezing.
Clean and disinfect frequently touched objects and surfaces such as cell phones,
keyboards, door handles, etc.
Cover your cough or sneeze with a tissue, then dispose of tissue in trash.
Please stay home when you are feeling sick.
SLO Transit encourages riders to be socially conscious and maintain responsible hygiene. If
someone is feeling sick and showing signs of illness or has been near someone with symptoms
and signs of illness, SLO Transit asks that they keep their fellow passengers mind and kindly
refrain from using the transit system.
Page 243 of 399
Section 10 Documentation
Pursuant to 49 CFR Part 673.31, SLO Transit maintains records related to this Safety Plan and
SMS implementation for a minimum of three years. These documents include but are not limited
to the results from SMS processes and activities. SLO Transit will make these documents
available to FTA Region 9, Caltrans, and other Federal and state agencies upon request.
Appendices
A – Council Resolution – SLO Transit Public Transportation Agency Safety Plan (PTASP)
B – Organizational Chart (FY 2022-23)
C – Examples of Safety Event Investigation (First Transit)
Page 244 of 399
Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)
Page 25 of 30
Appendix A – Board Approval – Signed Council Resolution
Signed Council resolution to be included following Board approval.
Page 245 of 399
Appendix B - Organizational Chart FY 2022-23
Approving Board
San Luis Obispo City
Council
Accountable Executive
Assistant City Manager
Chief Safety Officer
Contracting General
Manager
Key Staff
Contracting Safety
Manager
Key Staff
Contracting Operations
Manager
Key Staff
Contracting
Maintenance Manager
Supporting Review
Team
City Transit Manager &
Transit Coordinator
Page 246 of 399
Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)
Page 27 of 30
Appendix C – Examples of Safety Event Investigation (First Transit, Inc.)
Report of Unusual Incident
Page 247 of 399
Near Miss and Hazard Report
Page 248 of 399
Public Transportation Agency Safety Plan Regulation (49 CFR Part 673)
Page 29 of 30
Root Cause Analysis
Page 249 of 399
Page 250 of 399