Common Findings & Recommendations from FCMAT Transportation Study Reviews

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Monica Doyle
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1 MARCH 29 APRIL 2, 2015 SAN DEIGO, CA Common Findings & Recommendations from FCMAT Transportation Study Reviews These materials have been prepared by the CASBO Professional Council (or CASBO Associate Member.) They have not been reviewed by State CASBO for approval, so therefore are not an official statement of CASBO.

CASBO Professional Council (or CASBO Associate Member.

2 Most Common Transportation Findings & Recommendations from FCMAT Transportation Study Reviews Tim Purvis Director of Transportation Poway Unified School District FCMAT Transportation Consultant

3 What Generates Interest in a Pupil Transportation Study Review Program cost Increasing program cost Expansion of Special Education transportation Reduction or expansion of General Education transportation Increased need for fleet expansion or replacement Comparison to other pupil transportation programs Labor challenges Staffing organization structure Fleet vehicle maintenance challenges Increased cost of external pupil transportation provider Technology Service level challenges Validation

replacement Comparison to other pupil transportation programs Labor challenges Staffing organization structure Fleet

4 Common Study Scope Points Transportation Department Funding & Finance Staffing & Organizational Structure Routing and Scheduling Methodology Driver Training, Safety and Compliance with Laws District Fleet Maintenance Labor Technology Interpersonal Communications & Relationships

Methodology Driver Training, Safety and Compliance with Laws District

5 Transportation Department Funding & Finance History of pupil transportation funding in California Cost analysis of options: Contracting, JPA, Absorbing or Release of C.O. E. Transportation programs Specific history of client LEA s funding Staffing, Structure & Cost Cost per pupil & cost per bus or vehicle operated as compared to state average Statewide average cost per pupil =? Statewide average cost per bus =? Cost & LEA recovery of LEA field trip support to organizations general fun Driver contract model: guaranteed time, route bid time, other

Transportation programs Specific history of client LEA s funding Staffing, Structure & Cost Cost per pupil & cost per bus or vehicle

6 Staffing & Organizational Structure LEA s Pupil Transportation program model: stand alone division department or M.O.T structure Assessment of staffing support personnel based upon program size Administrative Leader: Director, Manager Supervisory support by program division: Operations, Vehicle Maintenance, Safety & Training etc. Scheduling, Dispatch and Clerical support Safety & Training staff: Driver Instructors / Delegated BTW Instructors Driver Staffing Compliment of licensed drivers to match routes Substitute driver percentage School bus aids, attendants Vehicle Maintenance Number of journeyman level vehicle maintenance staff Support vehicle maintenance staff

T structure Assessment of staffing support personnel based upon program size Administrative Leader: Director, Manager Supervisory support by program division:

7 Routing & Scheduling Methodology Electronic routing software & degree of implementation and use Who performs routing & scheduling LEA Master Bell Schedule model Staggered bell times (single tier or multiple tiers) Is driver contract (paid) time greater or less than what is represented on route sheets Pre-trip, Post-trip, Fueling, other related Duties Route Loading of HTS & Sp Ed

tier or multiple tiers) Is driver contract (paid) time greater or less than what is represented

8 Driver Training, Safety and Compliance with Laws Verification of CDL, School Bus Certificate & Medical records for drivers Verification of CDL for all other District staff DMV Pull Notice Records Training documents: T-01, T-02, DMV Pull Notice Model for driver in-service programs, topics, documentation Annual LEA school start-up program Ride checks Post accident investigation and retraining Behind-the-Wheel (BTW) Model and use of BTW Instructors Evaluation of Original and In-service programs

Model for driver in-service programs, topics, documentation Annual LEA school start-up program Ride checks Post accident

9 Driver Training, Safety, and Compliance with Laws Findings & Recommendations (continued): Compliance with Ed. Code: Evacuating Plans, Limited Visibility Policy, Transportation Safety Plan Evaluation of Original renewal and in-service programs Accident investigation Post accident retraining

Code: Evacuating Plans, Limited Visibility Policy, Transportation Safety

10 District Fleet Maintenance Fleet evaluation: average age of school bus & LEA support fleet Compliance with Low Emission EPA Standards/requirements Shop staffing ratio Use of electronic fleet maintenance software School Bus Safety Checks Preventative Maintenance Schedules Inventory Shop tools & equipment LEA maintenance garage facility Cleanliness and organization

electronic fleet maintenance software School Bus Safety Checks Preventative Maintenance

11 District Fleet Maintenance Findings & Recommendations (continued): Inventory Assessment Parts & supplies on-hand Security Organization Tracking of usage by work order and general shelf supply Fueling Infrastructure Vehicle maintenance cost per mile (not operating cost per mile) Parts vendors & purchasing practices City, County and State storm-water and other EPA requirements

supply Fueling Infrastructure Vehicle maintenance cost per mile (not operating cost per mile)

12 Labor Model for LEA/Department Labor Relations Review of immediate past grievances Limiting or restrictive collective bargaining contract language Absenteeism ratio Review of Collective Bargaining Agreement Route bidding language Field Trip Assignment language Health and welfare benefits Split shifts, guaranteed times etc. Additional Compensation

Review of Collective Bargaining Agreement Route bidding language Field Trip Assignment

13 Technology Application of multiple software for pupil transportation support Routing & scheduling of bus routes Field Trip scheduling Paperless Field Trip requests process from school sites Vehicle Maintenance GPS Bus Pass Employee time tracking Appropriate hardware for use of applicable software Staff training for software in use Effectiveness of software

school sites Vehicle Maintenance GPS Bus Pass Employee time tracking Appropriate hardware

14 Interpersonal Communications & Relationships What does the culture of the department feel like Is there an open flow up, down & between all members of the transportation team Are there processes in place for drivers, mechanics and other support staff to address concerns and receive feedback What is the image of the service from outside the department: schools, community, administration

processes in place for drivers, mechanics and other support staff to address concerns and

15 Questions

Ocean View School District

Ocean View School District Transportation Review October 8, 2012 Joel D. Montero Chief Executive Officer Fiscal Crisis & Management Assistance Team October 8, 2012 Kathy Kessler, Interim Superintendent