Public Transit Division 2012 Federal Transit Administration State Management Review

FTA Review Overview ODOT has a program review by FTA every three years. Both PTD and sub recipient organizations are visited during this review. This is an opportunity for us to learn and improve. In the 2009 review ODOT had 8 areas for improvement. There were no issues with PTD management in the 2012 review. There were 3 areas for improvement discovered in the sub- recipient visits. None required major changes. FTA requires ODOT to correct insufficiencies and follow-up with proof and an action plan by October 9, 2012.

PTD was reviewed in the following areas for compliance with federal requirements: Program Management Grant Management Financial Management Project Management Procurement and DBE* Asset Management* Lobbying Charter Bus School Bus Americans with Disabilities Act Title VI EEO Drug and Alcohol*/Drug Free Workplace Act *FTA Finding

June 2012 FTA Findings Oversight Improvement Needed in Three Areas 1. Procurement and DBE – Insufficient oversight of procurement (one provider’s procurement files lacked required on-site documentation) 2. Asset Management – Insufficient oversight of Preventive Maintenance (one provider could not provide documentation that vehicles were maintained to manufacturer’s required service intervals) 3. Drug and Alcohol – Lack of evidence of adoption of required policies (no current signed policy on file for a contracted taxi company)

Oversight Improvement Plan  Update PTD’s procedures and State Management Plan with PTAC input  Provide information to subrecipients about review findings  Focus training in target areas at the fall conference and in next year’s training sessions  Complete guidance in the Transit Provider Handbook

Oversight Improvement Plan  Refine certification checklists to help subrecipients maintain all required documentation  Implement focus areas in the new PTD site monitoring program  Continue to spot check subrecipient records and provide technical assistance  Provide targeted technical assistance to subrecipients who are found to be out of compliance

PTAC INPUT Questions? Additional ideas for improvements?