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Home My WebLink About09-07-2016 - MTC Agenda PacketService Complaints: Complaints regarding bus service or routes are to be directed to the Transit Coordinator at 781-7531. Reports of complaints/commendations are available to the public upon request. MISSION: The purpose of the Mass Transportation Committee is to assist with the ongoing public transit program in the City and Cal Poly. As requested, the Committee provides advisory recommendations and input to the Council regarding routes, schedules, capital projects, fares, marketing and additional services. ROLL CALL: Elizabeth Thyne (Chair - Senior), John Osumi (Vice Chair - Business), Cheryl Andrus (Cal Poly), Denise Martinez (Disabled), Vacant (Student), Louise Justice (Member at Large), James Thompson (Technical), Diego-Christopher Lopez (Alternate), Vacant (Alternate) ANNOUNCEMENTS: Heidi Harmon and Michelle Wong resignation from MTC PUBLIC COMMENT: 10 min. At this time, the public is invited to address the Committee concerning items not on the agenda but are of interest to the public and within the subject matter jurisdiction of the Mass Transportation Committee. Public comment is limited to three minutes per person. The Committee may not discuss or take action on issues that are not on the agenda other than to briefly respond to statements or questions, or to ask staff to follow up on such issues. MINUTES: July 13th, 2016 (Attachment 1) DISCUSSION ITEMS: 1. Committee Items 10 min. a) Senior/Disabled Discounted One Day Pass 2. Staff Items 15 min. a) Transit Manager’s Report b) Triennial Review Update on Findings (Attachment 2) ADJOURNMENT: The next regular meeting will be held November 9th, 2016 unless otherwise noted The City of San Luis Obispo is committed to including the disabled in all of its services, programs, and activities. Please contact the Clerk or staff liaison prior to the meeting if you require assistance. Agenda Mass Transportation Committee Council Hearing Room, City Hall, 990 Palm Street, San Luis Obispo Wednesday, September 7, 2016 – 2:30 pm Page 1 of 26 DISCUSSION ITEMS: Agenda Item 1a: Committee Items – Senior/Disabled Discounted One Day Pass General discussion regarding offering a Senior/Disabled discounted one day pass. Agenda Item 2a: Staff Items – Transit Manager Report General discussion and verbal update on relevant transit news, happenings, events, stats and figures by the Transit Manager. Agenda Item 2b: Staff Items – Triennial Review Update Every three years the Federal Transit Administration (FTA) conducts a site visit review of recipient’s programs in order to help transit systems comply with the various FTA requirements and expectations. Findings are issued for areas which need addressing by the recipient. SLO Transit had its last review in May of 2016. The next meeting will be held: November 9th, 2016 unless otherwise noted ATTACHMENTS: 1. Agenda posting for September 14th rescheduled meeting 2. Minutes of the July 13th, 2016 MTC meeting 3. Triennial Review Correspondence G:\Transportation Division\_Transportation Committees\MTC Committee\FY 2017 Page 2 of 26 The City of San Luis Obispo is committed to including the disabled in all of its services, programs, and activities. Please contact the Clerk or staff liaison prior to the meeting if you require assistance. MISSION: The purpose of the Mass Transportation Committee is to assist with the ongoing public transit program in the City and Cal Poly. As requested, the Committee provides advisory recommendations and input to the Council regarding routes, schedules, capital projects, fares, marketing and additional services. ROLL CALL: Elizabeth Thyne (Chair - Senior), John Osumi (Vice Chair - Business), Cheryl Andrus (Cal Poly), Denise Martinez (Disabled), Vacant (Student), Louise Justice (Member at Large), James Thompson (Technical), Diego-Christopher Lopez (Alternate), Vacant (Alternate) - MTC Retreat - A. Mass Transportation Committee (MTC) Retreat for member engagement, team building, and education scheduled for Wednesday, August 31, 2016 The City of San Luis Obispo is hosting an MTC advisory body educational retreat on Wednesday, August 31, 2016 from 11:00 am – 1:30 pm at the Dallidet Adobe & Gardens at 1185 Pacific Street. The purpose of this retreat is to promote advisory member engagement, team building, and education regarding the advisory body’s role in shaping the SLO Transit system. The retreat is open to the general public. - Meeting Rescheduled - B. Mass Transportation Committee’s (MTC) regularly scheduled meeting for Wednesday, September 14, 2016, has been rescheduled for Wednesday, September 7, 2016 The MTC’s open to the public regularly scheduled meeting for Wednesday, September 14, 2016, has been rescheduled for Wednesday, September 7, 2016 at 2:30 pm, in the Council Hearing Room of City Hall, 990 Palm Street, San Luis Obispo, CA. The following regular MTC meeting is scheduled for Wednesday, November 16, 2016, at 2:30 pm, in the Council Hearing Room of City Hall, 990 Palm Street, San Luis Obispo, CA. Agenda Mass Transportation Committee (See Below for Details) SPECIAL NOTICE Page 3 of 26 Wednesday, July 13, 2016 Regular Meeting of the Mass Transportation Committee CALL TO ORDER A Regular Meeting of the Mass Transportation Committee was called to order on Wednesday, July 13, 2016 at 2:30 p.m. in the Council Hearing Room, located at 990 Palm Street, San Luis Obispo, California, by Chair Thyne. ROLL CALL Present: Committee Members Cheryl Andrus, Louise Justice, Diego-Christopher Lopez, Denise Martinez, James Thompson, Vice Chair John Osumi, and Chair Elizabeth Thyne. Absent: Committee Members Heidi Harmon and Michelle Wong Staff: Transit Manager Gamaliel Anguiano, Transportation Assistant Megan Cutler, Recording Secretary Monique Lomeli. ANNOUNCEMENTS Transit Manager Gamaliel Anguiano announced that all Committee meetings will be audio recorded. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA Carol Wiser, San Luis Obispo, urged the Committee to consider implementing flagged bus stops, accessible transit after 5 p.m., revised route boundaries, and sheltered bus stops without benches. CONSIDERATION OF MINUTES Minutes of the Mass Transportation Committee meetings of May 11 and June 8, 2016 Committee Member Justice proposed the following amendments to the Mass Transportation Committee Meeting Minutes of June 8, 2016: 1) Revise to specify “Special Meeting” 2) Page 4, last paragraph, first sentence revised to read: “Ms. Justice clarified questioned Route 3A…” Page 4 of 26 3) Page 5, first paragraph, first sentence revised to read: “Ms. Justice clarified questioned the clearance…” ACTION: MOTION BY COMMITTEE MEMBER JUSTICE, SECOND BY VICE-CHAIR OSUMI to approve both sets of minutes, as amended, CARRIED 7:0:2 PRESENTATION 1. Self-Help Measure Presentation Stephanie Hicks, San Luis Obispo Council of Governments, (SLOCOG) gave an informational presentation on the San Luis Obispo County Self Help Local Transportation Investment Plan, proposing a county-wide 0.5 percent sales tax for nine years to fund road- repairs and transportation improvement; responded to Committee inquiries. CONSENT AGENDA 2. Short Range Transit Plan (SRTP) – Mass Transportation Committee Recommendation Transit Manager Gamaliel Anguiano introduced consultant Gordon Shaw to present progress in the development of the Draft Short Range Transit Plan (SRTP). After a brief summary of the plan, consultant Shaw responded to Committee inquiries regarding year-round bus routes; received positive feedback from the Committee in reference to improvements since the former plan was introduced. The Committee inquired about the future closure of Grand Avenue and the potential effects on bus routes. Transit Manager Anguiano responded to Committee concerns, explaining that due to the lack of a definite timeframe of the closure, staff did not make an alternate route part of the initial plan but is prepared to address a modification to that particular route should the closure occur during the implementation of the Short Range Transit Plan. The Committee expressed concerns over the removal of the Augusta Street bus stop, noting the challenges the elderly riders would face climbing the steep incline to the new stop and the narrow area around the new stop presenting lack of space for shelter; suggested the plan be modified to preserve the Augusta Street bus stop. Consultant Shaw responded to Committee concerns over the Augusta Street bus stop, stating that it is a reasonable request. Chair Thyne opened the meeting to Public Comment. The following residents of San Luis Obispo expressed safety concerns on Laurel Lane; spoke in favor of the convenience and safety of the present bus stop on Augusta Street and urged Staff to reconsider the plan to move it up the hill; suggested the City consider adding cross lights and making sidewalk improvements if the Augusta stop needs to be moved: Page 5 of 26 Mary Leizear Carol-Jean Treuffel Susan Bliss --End public comment-- ACTION: MOTION BY COMMITTEE MEMBER JUSTICE, SECOND BY VICE CHAIR OSUMI, CARRIED 7-0-2 to approve the Draft Short Range Transit Plan, with the exception of the approval of Route 1B (Augusta Bus Stop) for further consideration. 3. Rescheduling the September Mass Transportation Committee Meeting Following a brief discussion the Committee rescheduled the September 14, 2016 MTC meeting to Wednesday, September 7, 2016. ACTION: MOTION BY COMMITTEE MEMBER JUSTICE, SECOND BY COMMITTEE MEMBER ANDRUS, CARRIED 7-0-2 DISCUSSION ITEMS 4. Committee Items a) Marketing, Social Media, Promotion Transit Manager Anguiano presented a brief summary of the item in lieu of absent Committee Member Harmon; stated Committee Member Harmon’s interest in being more involved in marketing and promotion through social media campaigns to encourage more use of public transportation. Committee directed staff to coordinate with the City Clerk’s Office to address Committee Member attendance. 5. Staff Items a) Revisit of Stroller & Electric Bicycle Policy Transportation Program Manager Adam Fukushima gave a brief overview of the Bicycle Advisory Committee’s concerns over the ban on electric bicycles; provided updated information on improvements to the electric bicycle and requested the Committee re- evaluate the policy on a future agenda. Page 6 of 26 b) New Service Reduction Policy Transit Manager Anguiano presented information to the Committee regarding the need for a transit specific policy for public notification of transit related service reduction. c) Transit Manager’s Report Transit Manager Anguiano reviewed the contents of the quarterly report on ridership. d) MTC Retreat on August 31st Transportation Assistant Megan Cutler presented information about the MTC Retreat and requested feedback from the Committee to determine interests and educational needs to be addressed at the retreat. ADJOURNMENT The meeting was adjourned at 4:44 p.m. The next Regular meeting of the Mass Transportation Committee is scheduled for Wednesday, September 7, 2016 at 2:30 p.m., in the Council Hearing Room, 990 Palm Street, San Luis Obispo, California. APPROVED BY THE MASS TRANSPORTATION COMMITTEE: XX/XX/2016 Page 7 of 26 Page 8 of 26 DRAFT REPORT FY 2016 TRIENNIAL REVIEW of the City of San Luis Obispo, California Recipient ID: 1670 Performed for: U.S. DEPARTMENT OF TRANSPORTATI ON FEDERAL TRANSIT ADMINISTRATION REGION 9 Prepared by: Interactive Elements, Inc. Scoping Meeting Date: April 1, 2016 Site Visit Dates: May 23 and 24, 2016 Draft Report Date: June 14, 2016 Final Report Date: TBD Page 9 of 26 Table of Contents I. Executive Summary ............................................................................................................... 1 II. Review Background and Process ......................................................................................... 2 1. Background ..................................................................................................................................... 2 2. Process ............................................................................................................................................ 2 3. Metrics ............................................................................................................................................. 2 III. Grantee Description ............................................................................................................... 4 1. Organization ................................................................................................................................... 4 2. Services ........................................................................................................................................... 4 3. Grant and Project Activity ............................................................................................................. 5 IV. Results of the Review ............................................................................................................ 6 1. Financial Management and Capacity ............................................................................................ 6 2. Technical Capacity .......................................................................................................................... 6 3. Maintenance ................................................................................................................................... 6 4. Americans with Disabilities Act .................................................................................................... 7 5. Title VI ............................................................................................................................................. 7 6. Procurement ................................................................................................................................... 7 7. Disadvantaged Business Enterprise ............................................................................................. 7 8. Legal ................................................................................................................................................ 8 9. Satisfactory Continuing Control .................................................................................................... 8 10. Planning/Program of Projects....................................................................................................... 8 11. Public Comment on Fare Increases and Major Service Reductions ........................................... 9 12. Half Fare .......................................................................................................................................... 9 13. Charter Bus ..................................................................................................................................... 9 14. School Bus ....................................................................................................................................... 9 15. Security ......................................................................................................................................... 10 16. Drug Free Workplace and Drug and Alcohol Program .............................................................. 10 17. Equal Employment Opportunity ................................................................................................. 10 V. Summary of Findings ........................................................................................................... 11 VI. Attendees .............................................................................................................................. 13 VII. Appendices ........................................................................................................................... 14 Page 10 of 26 2016 Triennial Review – City of San Luis Obispo, CA 1 | P a g e I. Executive Summary This report documents the Federal Transit Administration’s (FTA) Triennial Review of City of San Luis Obispo, California. Andrew Lynd of Interactive Elements, Inc. performed the review. During the site visit, administrative and statutory requirements were discussed and documents were reviewed. The City’s transit facilities were toured to provide an overview of activities related to FTA-funded projects. The Triennial Review focused on the City’s compliance in 17 areas. Deficiencies were found in the areas listed below. Review Area Deficiencies Code Description Financial Management and Financial Capacity D-142 ECHO documentation deficient Maintenance D-117 Facility/equipment maintenance plan lacking or inadequate DBE D-327 DBE uniform reports not submitted semi – annually D-308 DBE goal achievement analysis not completed or not submitted Public Comment on Fare Increase and Major Service Reductions D-27 Deficiencies in public comment process as defined Drug-Free Workplace/ Drug and Alcohol Program D-226 No ongoing drug - free awareness program Page 11 of 26 2016 Triennial Review – City of San Luis Obispo, CA 2 | P a g e II. Review Background and Process 1. Background The United States Code, Chapter 53 of Title 49 (49 US.C. 5307(f)(2)) requires that “At least once every three years, the Secretary shall review and evaluate completely the performance of a grantee in carrying out its program, specifically referring to compliance with statutory and administrative requirements.” This Triennial Review was performed in accordance with FTA procedures (published in FTA Order 9010.1B, April 5, 1993). The Triennial Review includes a review of the grantee’s compliance in 17 areas. The basic requirements for each of these areas are summarized in Section IV. This report presents the findings from the Triennial Review of the City of San Luis Obispo, California. The review concentrated on procedures and practices employed during the past three years; however, coverage was extended to earlier periods as needed to assess the policies in place and the management of grants. The specific documents reviewed are referenced in this report and are available at FTA’s regional office or the grantee’s office. 2. Process The Triennial Review process includes a pre-review assessment, a review scoping meeting with the FTA regional office, and an on-site visit to the grantee’s location. The review scoping meeting was conducted with the Region 9 Office on April 1, 2016. Necessary files retained by the regional office were sent to the reviewer electronically. A grantee information request and review package was sent to the City advising it of the site visit and indicating information that would be needed and issues that would be discussed. The site visit to San Luis Obispo occurred on May 23 and 24, 2016. The onsite portion of the review began with an entrance conference, at which the purpose of the Triennial Review and the review process were discussed. The remaining time was spent discussing administrative and statutory requirements and reviewing documents. The reviewer toured the City’s bus facility and downtown Transit Center. The reviewers examined a sample of maintenance records for FTA-funded vehicles and equipment. Upon completion of the review, FTA and the reviewers provided a summary of preliminary findings to the City at an exit conference. Section VI of this report lists the individuals participating in the review. 3. Metrics The metrics used to evaluate whether a grantee is meeting the requirements for each of the areas reviewed are:  Not Deficient: An area is considered not deficient if, during the review, no findings were noted with the grantee’s implementation of the requirements. Page 12 of 26 2016 Triennial Review – City of San Luis Obispo, CA 3 | P a g e  Deficient: An area is considered deficient if any of the requirements within the area reviewed were not met.  Not Applicable: An area can be deemed not applicable if, after an initial assessment, the grantee does not conduct activities for which the requirements of the respective area would be applicable. Page 13 of 26 2016 Triennial Review – City of San Luis Obispo, CA 4 | P a g e III. Grantee Description 1. Organization The City of San Luis Obispo’s transit system, SLO Transit, was established in 1974. SLO Transit serves the City of San Luis Obispo, California, and California Polytechnic State University (Cal Poly) located to the north of the City. SLO Transit also provides trolley service within downtown San Luis Obispo and between downtown and area hotels on Monterey Street. Cal Poly students, staff, and faculty make up the major portion of the City of San Luis Obispo’s transit ridership. The City receives an annual formula-based operating subsidy from Cal Poly in exchange for free rides for its students, staff, and faculty. The population of the service area is approximately 65,100. SLO Transit is a division within the Public Works Department of the City of San Luis Obispo. The Transit Manager reports directly to the Public Works Director, who in turn, reports to the City Manager. The City contracts with First Transit, Inc. for the operation and maintenance of its fixed-route service. The City leases the FTA-funded operations and maintenance facility to First Transit for $1 per year. The City also leases the buses, most of which are FTA-funded, to First Transit for $1 per year. Through a Joint Powers Agreement with the local MPO (SLOCOG), the San Luis Obispo Regional Transit Authority (SLORTA) and other county municipalities, SLORTA is responsible for providing ADA complementary paratransit for the City of San Luis Obispo and throughout the county. This paratransit service is called Runabout. Through the Joint Powers Agreement, SLORTA assumes all authority and responsibility for FTA compliance of the Runabout system. SLOCOG directly allocates the funding for paratransit service to SLORTA. 2. Services SLO Transit operates from 6:20 a.m. to 10:56 p.m. Monday through Friday from Labor Day through mid-June. SLO Transit operates from approximately 6:00 a.m. to 7:00 p.m. Monday through Friday from mid-June through Labor Day. Service is available Saturdays from 8:10 a.m. to 6:17 p.m. and Sundays from 8:10 a.m. to 5:45 p.m. year round. The Runabout service is available during all hours of operation of the fixed-route service. SLO Transit has a base fare of $1.25 per trip. Reduced fares on fixed-routes are 60¢ per trip for seniors, persons with disabilities, and Medicare card holders. The base fare for the downtown trolley service is 50¢; the reduced fare for seniors, persons with disabilities and Medicare card holders is 25¢. The Runabout fare is $2.50 within the SLO Transit service area, but can range between $2.50 and $10.00 depending on the length of the trip when travelling within the SLORTA service area. Page 14 of 26 2016 Triennial Review – City of San Luis Obispo, CA 5 | P a g e The City operates 17 vehicles for its fixed-route service; 13 of these vehicles have been purchased with FTA assistance. The fleet is diverse in order to accommodate unusually narrow and tight-cornered streets in its historical area and includes 30-foot, 35-foot, and 40-foot buses and one diesel trolley. Due to extraordinarily high demand for service generated by Cal Poly students and the fact that city streets cannot accommodate an articulated bus, the City’s fleet also includes one double-decker bus. The City’s operations and maintenance facility is located at 29 Prado Road in San Luis Obispo. The FTA-funded transit center, an outdoor structure that consists of kiosks, shelters, and electronic AVL departure signs, is located at 919 Palm Street, directly across the street from City Hall. First Transit maintains the vehicles and maintenance facility, while the City maintains the transit center. The City's National Transit Database Report for fiscal year 2015 provided the following financial and operating statistics for its fixed-route service: Operating Statistic Fixed-Route Service Unlinked Passengers 1,099,547 Revenue Hours 33,016 Operating Expenses $3,346,559 3. Grant and Project Activity Below is a list of the City’s open grants at the time of the review. Grant Number Grant Amount Year Executed Description CA90Z052 $1,424,563 2013 2012-2013 Capital & Operating CA90Z168 $1,592,629 2014 FY 2013/14 Capital and Operating Since the last Triennial Review, the City introduced new Tripper bus service. Currently, the City is continuing to introduce Tripper bus service and complete its Short Range Transit Plan. Over the next several years, the City will adopt and implement its Short Range Transit Plan, purchase three replacement fixed-route vehicles, re-bid for its Operations & Maintenance contract, and re-negotiate the University subsidy agreement. Page 15 of 26 2016 Triennial Review – City of San Luis Obispo, CA 6 | P a g e IV. Results of the Review 1. Financial Management and Capacity Basic Requirement: The grantee must demonstrate the ability to match and manage FTA grant funds, cover cost increases and operating deficits, cover maintenance and operational costs for FTA-funded facilities and equipment, and conduct and respond to applicable audits. Finding: During this Triennial Review of the City, deficiencies were found with the FTA requirements for Financial Management and Capacity. During the review of a sample of the City’s ECHO drawdowns since the last Triennial Review, the City did not have sufficient backup documentation available to determine the underlying transaction amounts for the draws, copies of invoices, checks, payroll records, timesheets, etc., to substantiate the costs incurred, or a way to confirm that the expenses were eligible for reimbursement from the grants. Corrective Action and Schedule: No later than October 24, 2016, the City must submit to the FTA Region 9 Office procedures for documenting ECHO draws. The FTA Region 9 Office may require the grantee to submit future ECHO requests for prior approval. 2. Technical Capacity Basic Requirement: The grantee must be able to implement FTA-funded projects in accordance with the grant application, FTA Master Agreement, and all applicable laws and regulations, using sound management practices. Finding: During this Triennial Review of the City, no deficiencies were found with the FTA requirements for Technical Capacity. 3. Maintenance Basic Requirement: Grantees and subrecipients must keep federally funded vehicles, equipment and facilities in good operating condition. Grantees and subrecipients must keep Americans with Disabilities Act (ADA) accessibility features on all vehicles, equipment and facilities in good operating order. Finding: During this Triennial Review of the City, deficiencies were found with the FTA requirements for Maintenance. The City’s facility maintenance plan does not define “mission critical” items nor does it address maintenance of facility security equipment. The City indicated the facility maintenance plan was currently undergoing revision. Corrective Action and Schedule: No later than October 24, 2016, the City must submit to the FTA Region 9 Office a revised facility/equipment maintenance program that includes the missing elements described above. Page 16 of 26 2016 Triennial Review – City of San Luis Obispo, CA 7 | P a g e 4. Americans with Disabilities Act Basic Requirement: Titles II and III of the ADA of 1990 provide that no entity shall discriminate against an individual with a disability in connection with the provision of transportation service. The law sets forth specific requirements for vehicle and facility accessibility and the provision of service, including complementary paratransit service. Finding: During this Triennial Review of the City, no deficiencies were found with the U.S. Department of Transportation (US DOT) requirements for ADA. 5. Title VI Basic Requirement: The grantee must ensure that no person shall, on the grounds of race, color, or national origin, be excluded from participating in, or be denied the benefits of, or be subject to discrimination under any program or activity receiving Federal financial assistance without regard to whether specific projects or services are federally funded. The grantee must ensure that federally supported transit services and related benefits are distributed in an equitable manner. Note: The fiscal year 2016 Triennial Review covers a three-year period in which the FTA issued a revised circular for Title VI, which provided more information on how to comply and changed requirements for some grantees with populations over 200,000. FTA Circular 4702.1B became effective October 1, 2012. Title VI programs submitted to FTA after this date must comply with the requirements of this circular. The Triennial Review will look at compliance with the requirement of FTA Circular 4702.1A for the period prior to October 1, 2012, and compliance with the revised circular for activities after this date. Finding: During this Triennial Review of the City, no deficiencies were found with the FTA requirements for Title VI. 6. Procurement Basic Requirement: Grantees use their own procurement procedures that reflect applicable state and local laws and regulations, provided that the process ensures competitive procurement and the procedures conform to applicable Federal law, including 49 CFR Part 18, (repealed effective December 26, 2014), 2 CFR Part 1201, incorporating 2 CFR Part 200 (specifically Sections 200.317-200.326), and FTA Circular 4220.1F, “Third Party Contracting Guidance.” Finding: During this Triennial Review of the City, no deficiencies were found with the FTA requirements for Procurement. 7. Disadvantaged Business Enterprise Basic Requirement: The grantee must comply with 49 CFR Part 26 to ensure nondiscrimination in the award and administration of US DOT-assisted contracts. Grantees also must create a level playing field on which DBEs can compete fairly for US DOT-assisted contracts. Page 17 of 26 2016 Triennial Review – City of San Luis Obispo, CA 8 | P a g e Finding: During this Triennial Review of the City, deficiencies were found with the US DOT requirements for DBE. The City has not been submitting the required semi-annual Uniform Report of DBE Awards or Commitments and Payments by the date due. The last report found in the TEAM/TRAMS system was submitted in June of 2013. Corrective Action(s) and Schedule: No later than October 24, 2016, the City must submit the Uniform Report of DBE Awards or Commitments and Payments semiannually (due June 1 and December 1) in TRAMS, along with an implemented procedure to ensure that future reports are submitted on time. Finding: During the site visit, the City indicated it did not meet its 1.4 percent DBE goal in the last two years. The City also did not conduct a DBE shortfall analysis to analyze the reason(s) for the shortfall between the goal and DBE awards and to establish strategies to correct any problems identified. Corrective Action(s) and Schedule: No later than October 24, 2016, the City must submit to the FTA Regional Civil Rights Officer the required analysis for the missing year(s) and a description of the actions taken to implement future shortfall analyses. 8. Legal Basic Requirement: The grantee must be eligible and authorized under state and local law to request, receive, and dispense FTA funds and to execute and administer FTA-funded projects. Grantees must comply with Restrictions on Lobbying requirements. Finding: During this Triennial Review of the City, no deficiencies were found with the FTA requirements for Legal. 9. Satisfactory Continuing Control Basic Requirement: The grantee must ensure that FTA-funded property will remain available to be used for its originally authorized purpose throughout its useful life until disposition. Finding: During this Triennial Review of the City, no deficiencies were found with the FTA requirements for Satisfactory Continuing Control. 10. Planning/Program of Projects Basic Requirement: The grantee must participate in the transportation planning process in accordance with FTA, Moving Ahead for Progress in the 21st Century, and the metropolitan and statewide planning regulations. Each recipient of a Section 5307 grant shall develop, publish, afford an opportunity for a public hearing on, and submit for approval, a program of projects (POP). Finding: During this Triennial Review of the City, no deficiencies were found with the FTA requirements for Planning/POP. Page 18 of 26 2016 Triennial Review – City of San Luis Obispo, CA 9 | P a g e 11. Public Comment on Fare Increases and Major Service Reductions Basic Requirement: Section 5307 grantees are expected to have a written, locally developed process for soliciting and considering public comment before raising a fare or carrying out a major transportation service reduction. Finding: During this Triennial Review of the City, deficiencies were found with the FTA requirements for Public Comment on Fare Increases and Major Service Reductions. The City’s Public Engagement and Noticing Manual does not include a definition of which circumstances would constitute a major service reduction that would trigger the public comment process. Corrective Action(s) and Schedule: No later than October 24, 2016, the City must submit to the FTA Region 9 Office a written policy for soliciting and considering public comments prior to a fare increase or major service reduction that adequately defines a major service reduction. 12. Half Fare Basic Requirement: For fixed-route service supported with Section 5307 assistance, fares charged seniors, persons with disabilities, or an individual presenting a Medicare card during off peak hours will not be more than one half the peak hour fares. Finding: During this Triennial Review of the City, no deficiencies were found with the FTA requirements for Half Fare. 13. Charter Bus Basic Requirement: Grantees are prohibited from using federally funded equipment and facilities to provide charter service if a registered private charter operator expresses interest in providing the service. Grantees are allowed to operate community based charter services excepted under the regulations. Finding: During this Triennial Review of the City, no deficiencies were found with the FTA requirements for Charter Bus. 14. School Bus Basic Requirement: Grantees are prohibited from providing exclusive school bus service unless the service qualifies and is approved by the FTA Administrator under an allowable exemption. Federally funded equipment or facilities cannot be used to provide exclusive school bus service. School tripper service that operates and looks like all other regular service is allowed. Finding: During this Triennial Review of the City, no deficiencies were found with the FTA requirements for School Bus. Page 19 of 26 2016 Triennial Review – City of San Luis Obispo, CA 10 | P a g e 15. Security Basic Requirement: As recipients of Section 5307 funds, grantees must annually certify that they are spending at least one percent of such funds for transit security projects or that such expenditures for security systems are not necessary. Finding: During this Triennial Review of the City, no deficiencies were found with the FTA requirements for Security. 16. Drug Free Workplace and Drug and Alcohol Program Basic Requirement: Grantees are required to maintain a drug-free workplace for all grant-related employees and to have an ongoing drug-free awareness program. Grantees receiving Section 5307, 5309, 5311 or 5339 funds that have safety-sensitive employees must have a drug and alcohol testing program in place for such employees. Finding: During this Triennial Review of the City, deficiencies were found with the FTA requirements for Drug-Free Workplace and Drug and Alcohol Program. The City could not demonstrate that it has established an on-going drug awareness program as part of its Drug-Free Workplace policy. Corrective Action(s) and Schedule: No later than October 24, 2016, the City must submit to the FTA Region 9 Office evidence that the City has implemented an ongoing drug-free awareness program and informed employees of the dangers of drug abuse and any available drug counseling, rehabilitation, and employee assistance programs. 17. Equal Employment Opportunity Basic Requirement: The grantee must ensure that no person in the United States shall on the grounds of race, color, religion, national origin, sex, age, or disability be excluded from participating in, or denied the benefits of, or be subject to discrimination in employment under any project, program, or activity receiving Federal financial assistance under the Federal transit laws. (Note: Equal Employment Opportunity Commission’s regulation only identifies/recognizes religion and not creed as one of the protected groups.) Finding: During this Triennial Review of the City, no deficiencies were found with the FTA requirements for Equal Employment Opportunity (EEO). Page 20 of 26 2016 Triennial Review – City of San Luis Obispo, CA 11 | P a g e V. Summary of Findings Review Area Finding Deficiency Corrective Action Response Date Date Closed 1. Financial Management and Capacity D-142 ECHO documentation deficient Submit to the FTA Region 9 Office procedures for documenting ECHO draws. The FTA Region 9 Office may require the grantee to submit future ECHO requests for prior approval. 10/24/16 2. Technical Capacity ND 3. Maintenance D-117 Facility/equipment maintenance plan lacking or inadequate Submit to the FTA Region 9 Office a revised facility/equipment maintenance program. 10/24/16 4. ADA ND 5. Title VI ND 6. Procurement ND 7. DBE D-327 DBE uniform reports not submitted semi - annually Submit the Uniform Report of DBE Awards or Commitments and Payments semiannually (due June 1 and December 1) in TRAMS, along with an implemented procedure to ensure that future reports are submitted on time. 10/24/16 D-308 DBE goal achievement analysis not completed or not submitted Submit to the FTA Regional Civil Rights Officer the required analysis for the missing year(s) and a description of the actions taken to implement future shortfall analyses. 10/24/16 8. Legal ND 9. Satisfactory Continuing Control ND 10. Planning/ POP ND 11. Public Comment on Fare Increases and Major Service Reductions D-27 Deficiencies in public comment process as defined Submit to the FTA Region 9 Office a written policy for soliciting and considering public comments prior to a fare increase or major service reduction that adequately defines a major service reduction. 10/24/16 12. Half Fare ND 13. Charter Bus ND 14. School Bus ND 15. Security ND Page 21 of 26 2016 Triennial Review – City of San Luis Obispo, CA 12 | P a g e Review Area Finding Deficiency Corrective Action Response Date Date Closed 16. Drug-Free Workplace/ Drug and Alcohol Program D-226 No ongoing drug - free awareness program Submit to the FTA Region 9 Office evidence that the City has implemented an ongoing drug-free awareness program and informed e mployees of the dangers of drug abuse and any available drug counseling, rehabilitation, and employee assistance programs. 10/24/16 17. EEO ND Page 22 of 26 2016 Triennial Review – City of San Luis Obispo, CA 13 | P a g e VI. Attendees Name Title Phone Number E-mail Address The City of San Luis Obispo Gamaliel Anguiano Transit Manager 805-781-7121 GAnguiano@slocity.org Dee Lawson Transit Coordinator 805-781-7531 DLawson@slocity.org Megan Cutler Transit Assistant 805-781-7818 MCutler@slocity.org Michael McGuire Sr. Civil Engineer 805-783-7716 MMcguire@slocity.org Al Rusco Gen. Manager – First Transit 805-544-2730 al.rusco@firstgroup.com John Guyton Ops./Safety Mgr. – First Transit 805-544-2730 john.guyton@firstgroup.com FTA Region 9 (via teleconference) Catherine Luu General Engineer 415-734-9467 Catherine.Luu@dot.gov Interactive Elements, Inc. Andrew Lynd Reviewer 856-404-2040 alynd@pierlottassociates.com Page 23 of 26 2016 Triennial Review – City of San Luis Obispo, CA 14 | P a g e VII. Appendices No appendices included in this report. Page 24 of 26 Page 25 of 26 Page 26 of 26