HomeMy WebLinkAbout(2) MERCER REPORT - TRANSIT TEAM 4
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INTEROFFICE MEMORANDUM
Date: August 29, 2017
To: The Honorable Mayor and City Council
Through: Brian McDougal, City Manager /1
From, Kandace M. Tappen,Assistant City Manager/Administration
Ronald McElhose, Transit Manager
RE: Mercer Report—Transit Team
Introduction:
The intent of this Agenda Item is to provide an informational updated to the City Council regarding
the Mercer Report recommendations.
Background:
In 2011, the City Council entered into a contract with The Mercer Group, Inc., to conduct a City-
wide Department operations review and assessment,which was formalized on May 18,2012. At the
request of the City Council, Staff began taking measures to address the findings of the Mercer Report
(Report) in late 2016. Per the Executive Staff briefing to the City Council on July 18, 2017, this
Agenda Item details the progress of the above captioned Department's section of the Report.
Attachments:
Implementation Worksheets and back-up narrative documentation (if applicable), and Power Point
presentation(if available).
Budget Impact:
Any budgetary impacts regarding this Agenda Item will be discussed by the Department and/or
included during the City's Budget process.
Recommendation:
No action from the City Council is necessary at this time, as it is an informational item only.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
Implementation Worksheets & Narratives (if applicable)
City of Port Arthur
Implementation Worksheet-The Mercer Report
Department Name: Transit
Division Name(if applicable):
Task#(by order for completion):
Mercer Report Page#: 11-122,11-123,11-125
Brief Description of"Weakness," "Opportunity," Weakness-Technology
or"Recommendation"to be addressed:
Is the"Weakness," "Opportunity," or Yes, for operational efficiency and effectiveness.
"Recommendation"feasible?Please explain. (If
"no,"then explain why, sign,and date.)
Describe how the task will be achieved, and the Purchasing appropriate software and/or equipment.
desired end results:
Name(s)of employee(s)responsible for Ron, Craty and Carolyn
completing the task:
Is there an expense associated with completing
the task?Is it budgeted?Please explain and
provide back-up documentation.
Will the end result of completing the task
produce cost savings?Please explain and provide
back-up documentation.
Is there a potential revenue gain that could result
from achieving the task?Please explain and
provide back-up documentation.
Due Date:
Completion Date:
Is there a need for an additional study regarding
this task?If so, please explain.
Employee's Name Employee's Signature Date
Employee's Name Employee's Signature Date
Employee's Name Employee's Signature Date
Director's Name Director's Signature Date
City of Port Arthur
Implementation Worksheet-The Mercer Report
Department Name: Transit
Division Name(if applicable):
Task#(by order for completion):
Mercer Report Page#: 11-122
Brief Description of"Weakness," "Opportunity," Weakness-Security
or"Recommendation"to be addressed:
Is the "Weakness," "Opportunity," or Yes, for operational security.
"Recommendation"feasible?Please explain. (If
"no,"then explain why, sign, and date.)
Describe how the task will be achieved, and the Staff installed a vault, and building cameras,which are audited by
desired end results: management, during the renovation phases.
Name(s)of employee(s)responsible for Ron, Craty and Carolyn
completing the task:
Is there an expense associated with completing
the task?Is it budgeted?Please explain and
provide back-up documentation.
Will the end result of completing the task
produce cost savings?Please explain and provide
back-up documentation.
Is there a potential revenue gain that could result
from achieving the task?Please explain and
provide back-up documentation.
Due Date:
Completion Date:
Is there a need for an additional study regarding
this task?If so,please explain.
Employee's Name Employee's Signature Date
Employee's Name Employee's Signature Date
Employee's Name Employee's Signature Date
Director's Name Director's Signature Date
City of Port Arthur
Implementation Worksheet-The Mercer Report
Department Name: Transit
Division Name(if applicable):
Task#(by order for completion):
Mercer Report Page#: II-122
Brief Description of"Weakness," "Opportunity," Weakness- Staffing
or"Recommendation"to be addressed:
Is the"Weakness,""Opportunity,"or Yes,for operational efficiency and effectiveness.However,
"Recommendation" feasible?Please explain.(If Department cannot be over-staffed because it would be cost
"no,"then explain why,sign,and date.) prohibitive.
Describe how the task will be achieved,and the All staff members are licensed and cross-trained to drive buses.
desired end results: This allows for coverage of shifts for times when drivers are on
leave. Staff is no longer scattered between facilities,as a new
building was built.
Name(s)of employee(s)responsible for Ron,Craty and Carolyn
completing the task:
Is there an expense associated with completing
the task?Is it budgeted?Please explain and
provide back-up documentation.
Will the end result of completing the task
produce cost savings?Please explain and provide
back-up documentation.
Is there a potential revenue gain that could result
from achieving the task?Please explain and
provide back-up documentation.
Due Date:
Completion Date:
Is there a need for an additional study regarding
this task?If so,please explain.
Employee's Name Employee's Signature Date
Employee's Name Employee's Signature Date
Employee's Name Employee's Signature Date
Director's Name Director's Signature Date
City of Port Arthur
Implementation Worksheet-The Mercer Report
Department Name: Transit
Division Name(if applicable):
Task#(by order for completion):
Mercer Report Page#: II-122,11-123
Brief Description of"Weakness," "Opportunity," Weakness-Record Keeping vs. Funding
or"Recommendation"to be addressed:
Is the "Weakness," "Opportunity,"or Yes,for operational efficiency and effectiveness.
"Recommendation" feasible?Please explain.(If
"no,"then explain why,sign,and date.)
Describe how the task will be achieved,and the All record keeping is within compliance with both City and FTA
desired end results: rules and regulations. All grants funding issues are up to date.The
City has an RVI system for scanning and maintaining files.Grants
are now tracked with Project Numbers through the Finance
Department.
Name(s)of employee(s)responsible for Ron,Craty and Carolyn
completing the task:
Is there an expense associated with completing
the task?Is it budgeted?Please explain and
provide back-up documentation.
Will the end result of completing the task
produce cost savings?Please explain and provide
back-up documentation.
Is there a potential revenue gain that could result
from achieving the task?Please explain and
provide back-up documentation.
Due Date:
Completion Date:
Is there a need for an additional study regarding
this task?If so,please explain.
Employee's Name Employee's Signature Date
Employee's Name Employee's Signature Date
Employee's Name Employee's Signature Date
Director's Name Director's Signature Date
City of Port Arthur
Implementation Worksheet-The Mercer Report
Department Name: Transit
Division Name(if applicable):
Task#(by order for completion):
Mercer Report Page#: II-125
Brief Description of"Weakness," "Opportunity," Recommendation-Organizational Placement
or"Recommendation"to be addressed:
Is the"Weakness,""Opportunity,"or Yes,for operational efficiency and effectiveness.
"Recommendation"feasible?Please explain.(If
"no,"then explain why,sign,and date.)
Describe how the task will be achieved,and the Department is now independent reporting directly to the City
desired end results: Manager.Current Transit Manager only focuses on the Transit
System and is no longer a Planning Department Manager.
Name(s)of employee(s)responsible for Ron, Craty and Carolyn
completing the task:
Is there an expense associated with completing
the task?Is it budgeted?Please explain and
provide back-up documentation.
Will the end result of completing the task
produce cost savings?Please explain and provide
back-up documentation.
Is there a potential revenue gain that could result
from achieving the task?Please explain and
provide back-up documentation.
Due Date:
Completion Date:
Is there a need for an additional study regarding
this task?If so,please explain.
Employee's Name Employee's Signature Date
Employee's Name Employee's Signature Date
Employee's Name Employee's Signature Date
Director's Name Director's Signature Date
City of Port Arthur
Implementation Worksheet-The Mercer Report
Department Name: Transit
Division Name(if applicable):
Task#(by order for completion):
Mercer Report Page#: I1-125
Brief Description of"Weakness," "Opportunity," Recommendation-Training
or"Recommendation"to be addressed:
Is the "Weakness," "Opportunity,"or Yes,for operational efficiency and effectiveness.
"Recommendation"feasible?Please explain.(If
"no,"then explain why,sign,and date.)
Describe how the task will be achieved,and the Administrative Staff is well trained,as evidence by the recently
desired end results: received notification from the FTA that the Transit Department is
in"full compliance." Staff attends several required training
workshops given by the FTA.
Name(s)of employee(s)responsible for Ron,Craty and Carolyn
completing the task:
Is there an expense associated with completing
the task?Is it budgeted?Please explain and
provide back-up documentation.
Will the end result of completing the task
produce cost savings?Please explain and provide
back-up documentation.
Is there a potential revenue gain that could result
from achieving the task?Please explain and
provide back-up documentation.
Due Date:
Completion Date:
Is there a need for an additional study regarding
this task?If so,please explain.
Employee's Name Employee's Signature Date
Employee's Name Employee's Signature Date
Employee's Name Employee's Signature Date
Director's Name Director's Signature Date
City of Port Arthur
Implementation Worksheet-The Mercer Report
Department Name: Transit
Division Name(if applicable):
Task#(by order for completion):
Mercer Report Page#: II-123,II-125
Brief Description of"Weakness," "Opportunity," Recommendation-Interagency Coordination
or"Recommendation"to be addressed:
Is the"Weakness," "Opportunity,"or Yes,for operational efficiency and effectiveness.
"Recommendation"feasible?Please explain.(If
"no,"then explain why,sign,and date.)
Describe how the task will be achieved,and the Future plans include creating a community fueling station for all City
desired end results: vehicles for gasoline which may eliminate the need for a gas card.
Vehicle maintenance and garage storage has to be kept separate,per an
FTA requirement.Street conditions will be addressed by the Public
Works Department with the help of Transit. Transit is currently in the
process of changing routes to areas not previously served.
Name(s)of employee(s)responsible for Ron,Craty and Carolyn
completing the task:
Is there an expense associated with completing
the task?Is it budgeted?Please explain and
provide back-up documentation.
Will the end result of completing the task
produce cost savings?Please explain and provide
back-up documentation.
Is there a potential revenue gain that could result
from achieving the task?Please explain and
provide back-up documentation.
Due Date:
Completion Date:
Is there a need for an additional study regarding
this task?If so,please explain.
Employee's Name Employee's Signature Date
Employee's Name Employee's Signature Date
Employee's Name Employee's Signature Date
Director's Name Director's Signature Date
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