HomeMy WebLinkAboutPR 21430 PORT ARTHUR TRANSIT PTASP COUNCIL FOR APPROVAL City of Port Arthur Transit Department Memorandum To: Ronald Burton,City Manager Cc: Craty Nellison,Administrative Support Supervisor From: Ivan Mitchell,Transit Director Date: June 12,2020 Re: P.R.21430—Port Arthur Transit Agency Safety Plan Nature of Request: Proposed Resolution No.21430 request the City Council adopt Port Arthur Transit's Agency Safety Plan(ASP)and the tenets of the Safety Management System(SMS) including a Safety Management Policy(SMP)and the processes for Safety Risk Management(SRM), Safety Assurance(SA),and Safety Promotion(SP),in compliance with 49 CFR Part 673. Background: The FTA has the regulatory authority to oversee safety,requiring transit agencies move towards a performance-based approach to Safety Management Systems(SMS). In compliance with MAP-21 and the FAST Act,FTA promulgated a Public Transportation Safety Program on August 11, 2016 that adopted SMS as the foundation for developing and implementing a Safety Program. SMS helps organizations improve upon their safety performance by supporting the institutionalization of beliefs,practices,and procedures for identifying,mitigating,and monitoring safety risks. The subject of this document is the Public Transportation Agency Safety Plan(PTASP)rule,49 CFR Part 673. This document lays out a process to fully implement an SMS over the next several years that complies with the PTASP final rule. In compliance with FTA requirements,PAT has developed this Agency Safety Plan(ASP)in collaboration with the Texas Department of Transportation (TxDOT). To ensure that the necessary processes are in place to accomplish the SMS over the next several years, the Port Arthur City Council must adopt this ASP and the tenets of SMS including a Safety Management Policy(SMP)and the processes for Safety Risk Management(SRM), Safety Assurance (SA),and Safety Promotion(SP),per 49 U.S.C. 5329(d)(1)(A). Recommendation: It is recommended that the City Council approve proposed P.R. 21367,authorizing the City Manager to adopt Port Arthur Transit's Agency Safety Plan(ASP)and the tenets of the Safety Management System(SMS)including a Safety Management Policy(SMP)and the processes for Safety Risk Management(SRM), Safety Assurance(SA),and Safety Promotion(SP),in compliance with 49 CFR Part 673. Budgetary/Fiscal Effect:Not applicable. P.R. No. 21430 06/10/2020 CN RESOLUTION NO. ___ A RESOLUTION REQUESTING APPROVAL AND IMPLEMENTATION OF A PUBLIC TRANSPORTATION AGENCY SAFETY PLAN FOR THE CITY OF PORT ARTHUR TRANSIT DEPARTMENT REQUIRED BY THE TEXAS DEPARTMENT OF TRANSPORTATION. WHEREAS, in compliance with Public Law 112-141, (MAP- 21), and the Fixing America's Surface Transportation Act (FAST ACT), the Federal Transportation Administration (FTA) promulgated a Public Transportation Safety Program on August 11, 2016 that adopted Safety Management System (SMS) as the foundation for developing and implementing a Safety Program and the guidance provide by FTA rule, 49 CFR Part 673; and, WHEREAS, to improve public transportation safety to the highest practicable level in the State of Texas and comply with FTA requirements, the Texas Department of Transportation (TxDOT) has developed in collaboration with PAT an Agency Safety Plan (ASP); and, WHEREAS, the City of Port Arthur Transit will become compliant in this respect as to implementing the document of the Public Transportation Agency Safety Plan (PTASP); and, WHEREAS, approval of these policies and procedures by the City Council and (PAT) adopt this Agency Safety Plan per 49 U.S.C. 5329(d)(1)(A); "attached in Exhibit "A"; and, WHEREAS, attached are the policies on Safety Management Policy (SMP), Safety Risk Management (SRM), Safety Assurance (SA), and Safety Promotion (SP); and, WHEREAS,the Federal Transit Administration (FTA) requires that all policies shall be approved, distributed and implemented to follow compliance with MAP-21. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT,the facts and opinions submitted in the preamble are true and correct. P.R. No. 21430 06/10/2020 CN THAT,the City Council hereby adopts Port Arthur Transit's Agency Safety Plan (ASP) and the tenents of the Safety Management System (SMS) including a Safety Management Policy (SMP) and the processes for Safety Risk Management (SRM), Safety Assurance (SA), and Safety Promotion (SP), in compliance with 49 CFR Part 673, in substantially the same form as attached hereto as Exhibit"A". THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED this day of June, 2020, A.D. at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: MAYOR: COUNCILMEMBERS: NOES: Ma)or ATTEST: City Secretary APPROVED AS TO FORM: ity Attor �, APPROVED AS TO ADMINISTRATION: City Manager Transit Director P.R. 21457 06/10/20 IM EXHIBIT"A" Port Arthur Transit Port Arthur Transit Public Transportation Agency Safety Plan Version 1 Adopted June 23, 2020 In compliance with 49 CFR Part 673 Developed in conjunction with the Texas Department of Transportation Port Arthur Transit TABLE OF CONTENTS 1. Executive Summary 4 A. Plan Adoption—673.11(a)(1) 5 B. Certification of Compliance—673.13(a)(b) 5 2. Transit Agency Information—673.23(d) 6 A. Authorities& Responsibilities—673.23(d) 8 3. Safety Policies and Procedures 9 A. Policy Statement—673.23(a) 9 I. Employee Safety Reporting Program—673.23(b) 9 II. Communicating the Policy Throughout the Agency—673.23(c) 10 B. PTASP Development and Coordination with TxDOT-673.11(d) 11 C. PTASP Annual Review—673.11(a)(5) 11 D. PTASP Maintenance—673.11(a)(2)(c) 13 E. PTASP Documentation and Recordkeeping—673.31 13 F. Safety Performance Measures—673.11(a)(3) 13 G. Safety Performance Target Coordination—673.15(a)(b) 15 4. Safety Management Systems—673 subpart C 16 A. Safety Risk Management—673.25 17 I. Safety Hazard Identification—673.25(b) 18 II. Safety Risk Assessment—673.25(c) 20 III. Safety Risk Mitigation—673.25(d) 22 B. Safety Assurance—673.27 (a) 23 I. Safety Performance Monitoring and Measuring—673.27 (b) 24 II. Safety Event Investigation—673.27(6)(3) 25 C. Safety Promotion—673.29 26 I. Safety Competencies and Training—673.29(a) 27 II. Safety Communication —673.29(b) 28 5. Appendix A 29 A. Glossary of Terms 30 B. Additional Acronyms Used 34 6. Appendix B 35 A. City Council Minutes or Resolution 35 )'A1,51,c,,.-- 1 Port Arthur Transit LIST OF FIGURES Figure 1: Port Arthur Transit Organizational Chart 7 Figure 2: Safety Management Systems 16 Figure 3: Safety Risk Management Process 17 Figure 4: Draft Risk Register 18 Figure 5:Safety Risk Assessment Steps in Populating the Risk Register 21 Figure 6: Safety Risk Assessment Matrix 22 Figure 7: Risk Register Mitigation Component 23 LIST OF TABLES Table 1: Agency Information 6 Table 2: ASP Annual Update Timeline 12 Table 3: ASP Record of Changes 12 Table 4: NSP Safety Performance Measures 13 Table 5: Baseline 2018- 2019 Safety Performance Measures 14 Table 6: Fixed Route (Bus) Safety Performance Targets 14 Table 7: Demand Response Safety Performance Targets 14 Table 8: PTASP Supporting Documents 29 )) Port Arthur Transit 1 . EXECUTIVE SUMMARY Moving Ahead for Progress in the 21st Century (MAP-21)granted the Federal Transit Administration (FTA)the authority to establish and enforce a comprehensive framework to oversee the safety of public transportation throughout the United States. MAP-21 expanded the regulatory authority of FTA to oversee safety, providing an opportunity to assist transit agencies in moving towards a more holistic, performance-based approach to Safety Management Systems (SMS).This authority was continued through the Fixing America's Surface Transportation Act (FAST Act). In compliance with MAP-21 and the FAST Act, FTA promulgated a Public Transportation Safety Program on August 11, 2016 that adopted SMS as the foundation for developing and implementing a Safety Program. FTA is committed to developing, implementing, and consistently improving strategies and processes to ensure that transit achieves the highest practicable level of safety.SMS helps organizations improve upon their safety performance by supporting the institutionalization of beliefs, practices, and procedures for identifying, mitigating, and monitoring safety risks. There are several components of the national safety program, including the National Public Transportation Safety Plan (NSP), that FTA published to provide guidance on managing safety risks and safety hazards. One element of the NSP is the Transit Asset Management (TAM) Plan. Public transportation agencies implemented TAM plans across the industry in 2018.The subject of this document is the Public Transportation Agency Safety Plan (PTASP) rule, 49 CFR Part 673, and guidance provided by FTA. Safety is a core business function of all public transportation providers and should be systematically applied to every aspect of service delivery. At Port Arthur Transit (PAT), all levels of management, administration and operations are responsible for the safety of their clientele and themselves. To improve public transportation safety to the highest practicable level in the State of Texas and comply with FTA requirements, in collaboration with PAT the Texas Department of Transportation (TxDOT) has developed this Agency Safety Plan (ASP). To ensure that the necessary processes are in place to accomplish both enhanced safety at the local level and the goals of the NSP, the Port Arthur City Council and PAT adopt this ASP and the tenets of SMS including a Safety Management Policy (SMP) and the processes for Safety Risk Management (SRM), Safety Assurance (SA), and Safety Promotion (SP), per 49 U.S.C. 5329(d)(1)(A).1 While safety has always been a primary function at PAT, this document lays out a process to fully implement an SMS over the next several years that complies with the PTASP final rule. 1 Federal Register,Vol.81,No.24 , - AIMI g",:: Port Arthur Transit A. Plan Adoption - 673. 11(a)(1) This Public Transit Agency Safety Plan is hereby adopted, certified as compliant, and signed by: Ivan Mitchell,Transit Director ACCOUNTABLE EXECUTIVE SIGNATURE DATE PAT is considered a department of the City of Port Arthur.The main governing body is the Port Arthur City Council. Approval of this plan by the Port Arthur City Council occurred on June 23, 2020 and is documented in [RESOLUTION] from the City Council Meeting. B. Certification of Compliance - 673. 13(a)(b) TxDOT certifies on [DATE] that this Agency Safety Plan is in full compliance with 49 CFR Part 673 and has been adopted and will be implemented by PAT as evidenced by the plan adoption signature and necessary City Council approval under Section 1.A of this plan. Mr" Port Arthur Transit 2. TRANSIT AGENCY INFORMATION - 673.23(D) Port Arthur Transit or PAT as it is locally known is the public transportation agency for the City of Port Arthur,Texas. PAT began operating in April 1978 and has since provided service to the citizens of Port Arthur located in Jefferson County. PAT was designed to provide quality transportation in a responsible manner consistent with our financial resources and the diverse needs of the community. PAT's main office/transfer center is located at 344 Procter Street, Port Arthur,TX 77640. PAT provides both fixed route, dial-a-ride and paratransit services across six (6) routes to a service area that encompasses 90%of the City of Port Arthur. PAT also offers door-to-door Americans with Disabilities Act of 1990 (ADA) complementary Paratransit service for persons who qualify. PAT has a fleet of nine (9) active vehicles for fixed route service and twelve (12)vehicles for dial-a-ride and paratransit service.The fixed route fleet consists of 28-foot and 35-foot transit coaches, and the paratransit fleet consists of 25-foot cutaway vehicles and passenger vans. PAT provides service from 6:15 am to 6:15 pm on Monday—Saturday. Paratransit service operates during the same hours as fixed route service.The basic adult fare for bus service is$1.50. A reduced fare of$0.75 is offered to senior citizens, disabled persons, Medicare cardholders, and children aged 6—18. Children 5 and under ride for free. Passengers are provided with a free transfer that can be used for 1.5 hours. The fare for paratransit service is$2.50. PAT also offers other fare mediums including daily, weekly, and monthly passes. PAT is considered a department of the City of Port Arthur. Our agency is managed by the Transit Director and the management team consisting of the Administrative Support Supervisor, Maintenance Supervisor, and Operations Supervisor. No additional transit service is provided by PAT on behalf of another transit agency or entity at the time of the development of this plan.Table 1 contains agency information, while an organizational chart for PAT is provided in Figure 1. TABLE 1:AGENCY INFORMATION Information Type Information Full Transit Agency Name Port Arthur Transit (PAT) Transit Agency Address 344 Procter Street, Port Arthur,TX 77640 Name and Title of Accountable Executive 673.23(d)(1) Ivan Mitchell,Transit Director Name of Chief Safety Officer or SMS Executive 673.23(d)(2) Craty Nellison, Administrative Supervisor Key Staff Transit Planner, Operations Supervisor Mode(s) of Service Covered by This Plan 673.11(b) Fixed Route Bus & Paratransit List All FTA Funding Types (e.g., 5307, 5310, 5311) 5307, 5339, 5324 Mode(s) of Service Provided by the Transit Agency Fixed Route Bus& Paratransit (Directly operated or contracted service) Number of Vehicles Operated 21 F FAN I azi Port Arthur Transit FIGURE 1: PORT ARTHUR TRANSIT ORGANIZATIONAL CHART Transit Director Ivan Mitchell inimpinpuniwommew— • Craty Nellison Joshua Melling Bradford Coleman Administrative Superviso Maintenance Supervisor Operations Supervisor Administrative Secretary Mechanics2 ( ) Fixed-Route Operators Transit Planner Utility Workers (2) (12) Dispatchers (2) 4 Paratransit Transit Clerk Operators (4) Port Arthur Transit A. Authorities & Responsibilities - 673.23(d) As stated in 49 CFR Part 673.23(d), PAT is establishing the necessary authority, accountabilities, and responsibilities for the management of safety amongst the key individuals within the organization, as those individuals relate to the development and management of our SMS. In general, the following defines the authority and responsibilities associated with our organization. The Accountable Executive has ultimate responsibility for carrying out the SMS of our public transportation agency, and control or direction over the human and capital resources needed to develop and maintain both the PTASP, in accordance with 49 U.S.C. 5329(d), and the agency's TAM Plan, in accordance with 49 U.S.C. 5326.The Accountable Executive has authority and responsibility to address substandard performance in the PAT SMS, per 49 CFR Part 673.23(d)(1). Agency leadership and executive management are those members of our agency leadership or executive management, other than the Accountable Executive, Chief Safety Officer(CSO)/SMS Executive, who have authority or responsibility for day-to-day implementation and operation of our agency's SMS. The CSO is an adequately trained individual who has the authority and responsibility as designated by the Accountable Executive for the day-to-day implementation and operation of the PAT SMS. As such, the CSO is able to report directly to our transit agency's Accountable Executive. Key staff are staff, groups of staff, or committees to support the Accountable Executive, CSO, or SMS Executive in developing, implementing, and operating our agency's SMS. Front line employees perform the daily tasks and activities where hazards can be readily identified so the identified hazards can be addressed before the hazards become adverse events.These employees are critical to SMS success through each employee's respective role in reporting safety hazards, which is where an effective SMS and a positive safety culture begins. In addition, over the next year, PAT will be reviewing and modifying, if necessary, our current job descriptions to ensure the job descriptions comply with 49 CFR Part 673. >> Port Arthur Transit 3. SAFETY POLICIES AND PROCEDURES A. Policy Statement - 673.23(a) Safety is PAT's first priority. PAT is committed to implementing, developing, and improving strategies, management systems, and processes to ensure that all our activities uphold the highest level of safety performance and meet required safety standards. We will develop and embed a safety culture in all our activities that recognizes the importance and value of effective safety management and acknowledges at all times that safety is paramount. We will clearly explain for all staff their accountabilities and responsibilities for the development and operation oftheSMS. For passengers and employees, we will minimize the safety risk associated with transit service to as low as reasonably practicable and we will work to comply with and, wherever possible, exceed legislative and regulatory requirements and standards. We also will work to ensure that all employees are provided with adequate and appropriate safety information and training, are competent in safety matters, and are only allocated tasks commensurate with their skills. We have established Safety Performance Targets (SPT) to help us measure the overall effectiveness of our processes and ensure we meet our safety objectives. We will issue quarterly reports to the entire organization documenting how well we met our safety performance targets and describing the safety risk mitigations we implemented to reduce safety risk. I. Employee Safety Reporting Program - 673.23(b) Frontline employees are a significant source of safety data. These employees are typically the first to spot unsafe conditions that arise from unplanned conditions either on the vehicles, in the maintenance shop, or in the field during operations. For this reason,the Employee Safety Reporting Program (ESRP) is a major tenet of the PTASP Rule. Under this rule, agencies must establish and implement a process that allows employees to report safety conditions directly to senior management; provides protections for employees who report safety conditions to senior management; and includes a description of employee behaviors that may result in disciplinary action. Currently, PAT employees are required to report any safety issues (on or off vehicle) to their immediate supervisor. This includes issues on the facility grounds, etc. Safety issues are then reviewed by senior management for necessary actions. Regarding vehicular issues,transit operators are required to conduct a pre-trip inspection form. Supervisors receive inspection forms each morning to review and address all concerns documented. PAT also has an information box located in the operator's break room to comment on safety issues and a list of work areas in review for safety. As part of communicating safety to employees, PAT hosts quarterly safety meetings and the key staff plans to meet once a month to review and identify any safety hazards. 1 Port Arthur Transit The City of Port Arthur has a grievance procedure in place in Section 17-107 Grievances of the City of Port Arthur Personnel Policy(Appendix A,Table 8 shows the document name, file name, and date of adoption), which is applicable to all internal complainants. The procedure varies depending on the type of grievance being submitted. For example,grievances with regards to the content of policies are submitted in writing for Human Resources and City Manager review, while grievances with regards to administrative matters are submitted in writing to the employee's respective supervisor. Each type of grievance also has varying resolution timeframes. Furthermore, Section 17-104 Reporting Injuries and Property Damage of the City of Port Arthur Personnel Policy states that each employee shall report every injury or damage to property to the employee's respective supervisor immediately after the occurrence. After reporting to their supervisor, employees must also fill out a Personal Injury and Property Damage Report Form (Appendix A). Section 2, D of Safety Plan (Appendix A), also states that employees will immediately report all hazardous conditions they have knowledge of or observe. Over the next year PAT, will collaborate with the City of Port Arthur Human Resources Department to review and modify, if necessary, our grievance procedures and Reporting Injuries and Property Damage policy to develop them into a full ESRP to ensure that the procedure complies with 49 CFR Part 673. In addition, the PAT webpage provides a link to a Port Arthur Transit ADA Complaint Form, which is an online form provided for external complaints. Persons who have experienced or witnessed an alleged action by the PAT ADA Paratransit Program that is objectionable to the Section 504 Regulations and the Americans with Disabilities Act of 1990 may submit a complaint via this process. In general, the PAT ESRP will ensure that all employees are encouraged to report safety conditions directly to senior management or their direct supervisor for elevation to senior management.The policy will include any contract employees.The policy will also spell out what protections are afforded employees who report safety related conditions and will describe employee behaviors that are not covered by those protections. The policy will also elaborate on how safety conditions that are reported will be reported back to the initiator(s)—either to the individual or groups of individuals or organization, dependent on the nature of the safety condition. To bolster the information received from frontline employees, PAT will also review our current policy for how our agency receives information and safety related data from employees and customers. If necessary, PAT will develop additional means for receiving, investigating and reporting the results from investigations back to the initiator(s)—either to the person, groups of persons, or distributed agency- wide to ensure that future reporting is encouraged. II. Communicating the Policy Throughout the Agency — 673.23(c) PAT is committed to ensuring the safety of our clientele, personnel and operations. Part of that commitment is developing an SMS and agencywide safety culture that reduces agency risk to the lowest ,) Port Arthur Transit level possible.The first step in developing a full SMS and agencywide safety culture is communicating our SMP throughout our agency. The SMP and safety objectives are at the forefront of all communications.This communications strategy will include posting the policy on the Bulletin Board located in prominent work areas for existing employees and adding the policy statement to the on-boarding material for all new employees. In addition, the policy statement will become part of our agency's safety meetings and other safety communications efforts.The policy will be signed by the Accountable Executive so that all employees know that the policy is supported by management. B. PTASP Development and Coordination with TxDOT- 673. 11(d) This PTASP has been developed by TxDOT on behalf of the South East Texas Regional Planning Commission (SETRPC), which is the Metropolitan Planning Organization (MPO) for the area, and PAT/City of Port Arthur in accordance with all requirements stated in 49 CFR Part 673 applicable to a small urban public transportation provider.TxDOT mailed a formal call for participation in a State sponsored PTASP development process to all Texas Section 5307 small bus transit agencies on January 15, 2019 and followed that call with a series of phone calls and additional correspondence. PAT provided a letter to TxDOT opting into participation on March 15, 2019 and has been an active participant in the development of this plan through sharing existing documentation and participating in communication and coordination throughout the development of this plan.The PAT documentation used in the development of this plan is presented in Table 8, in Appendix A. In support of tracking performance on our SA and SP processes, PAT conducts a yearly safety culture survey.The survey is intended to help PAT assess how well we communicate safety and safety performance information throughout our organization by gauging how safety is perceived and embraced by PAT's administrators, supervisors, staff and contractors.The survey is designed to help us assess how well we are conveying information on hazards and safety risks relevant to employees' roles and responsibilities and informing employees of safety actions taken in response to reports submitted through our ESRP. Results from our most recent survey were analyzed and incorporated into the implementation strategies contained in this ASP. Once the documents were reviewed, an on-site interview was conducted with PAT to gain a better understanding of the agency.This understanding was necessary to ensure that the ASP was developed to fit PAT's size, operational characteristics, and capabilities. The draft ASP was delivered to PAT in March 2020 for review and comment. Once review was completed and any adjustments made, the final was delivered to PAT for review and adoption. C. PTASP Annual Review - 673. 11(a)(5) Per 49 U.S.C. 5329(d)(1)(D), this plan includes provisions for annual updates of the SMS. As part of the PAT's ongoing commitment to fully implementing SMS and engaging our agency employees in NIi Port Arthur Transit developing a robust safety culture, PAT will review the ASP and all supporting documentation annually. The review will be conducted as a precursor to certifying to FTA that the ASP is fully compliant with 49 CFR Part 673 and accurately reflects the agency's current implementation status. Certification will be accomplished through PAT's annual Certifications and Assurances reporting to FTA. The annual review will include the ASP and supporting documents(Standard Operating Procedures [SOP], Policies, Manuals, etc.) that are used to fully implement all the processes used to manage safety at PAT. All changes will be noted (as discussed below) and the Accountable Executive will sign and date the title page of this document and provide documentation of approval by the Port Arthur City Council whether by signature or by reference to resolution. The annual ASP review will follow the update activities and schedule provided below in Table 2. As processes are changed to fully implement SMS or new processes are developed, PAT will track those changes for use in the annual review. TABLE 2:ASP ANNUAL UPDATE TIMELINE Task Feb Mar Apr May Jun Jul Aug Sept Review Agency Operations IIIIM Review SMS Documentation • Safety Policy; • Risk Management; • Safety Assurance;and • Safety Promotion. Review Previous Targets and Set or Continue Targets Report Targets to National Transit Database (NTD), y TxDOT, SETRPC Make Any Necessary Adjustments to PTASP IMMOo Update Version No.,Adopt& Certify Plan Compliance *- The following table, Table 3, will be used to record final changes made to the ASP during the annual update.This table will be a permanent record of the changes to the ASP over time. TABLE 3:ASP RECORD OF CHANGES Document Reviewer Date of Version Section/Pages Changed Reason for Change Name Change Header Text Text Text Text Header Text Text Text Text Header Text Text Text Text The implementation of SMS is an ongoing and iterative process, and as such, this PTASP is a working document.Therefore, a clear record of changes and adjustments is kept in the PTASP for the benefit of safety plan performance management and to comply with Federal statutes. )1) Port Arthur Transit D. PTASP Maintenance - 673. 11(a)(2)(c) PAT will follow the annual review process outlined above and adjust this ASP as necessary to accurately reflect current implementation status. This plan will document the processes and activities related to SMS implementation as required under 49 CFR Part 673 Subpart C and will make necessary updates to this ASP as PAT continues to develop and refine our SMS implementation. E. PTASP Documentation and Recordkeeping - 673.31 At all times, PAT will maintain documents that set forth our ASP, including those documents related to the implementation of PAT's SMS and those documents related to the results from SMS processes and activities. PAT will also maintain documents that are included in whole, or by reference, that describe the programs, policies, and procedures that our agency uses to carry out our ASP and all iterations of those documents.These documents will be made available upon request to the FTA, other Federal entity, or TxDOT. PAT will maintain these documents for a minimum of three years after the documents are created.These additional supporting documents are cataloged in Appendix A and the list will be kept current as a part of the annual ASP review and update. F. Safety Performance Measures - 673. 11(a)(3) The PTASP Final Rule,49 CFR Part 673.11(a)(3), requires that all public transportation providers must develop an ASP to include SPTs based on the safety performance measures established under the NSP. The safety performance measures outlined in the NSP were developed to ensure that the measures can be applied to all modes of public transportation and are based on data currently being submitted to the NTD.The safety performance measures included in the NSP include fatalities, injuries, safety events, and system reliability(State of Good Repair as developed and tracked in the TAM Plan). There are seven (7) SPTs that must be included in each ASP that are based on the four(4) performance measures in the NSP.These SPTs are presented in terms of total numbers reported and rate per Vehicle Revenue Mile (VRM). Each of the seven (7) is required to be reported by mode as presented in Table 4. TABLE 4: NSP SAFETY PERFORMANCE MEASURES Safety Performance Measure SPT SPT Fatalities Total Number Reported Rate Per Total VRM Injuries Total Number Reported Rate Per Total VRM Safety Events Total Number Reported Rate Per Total VRM System Reliability Mean distance between major mechanical failure Table 5 presents PAT's baseline numbers for each of the performance measures. PAT collected the past two (2) years of reported data to develop the rolling averages listed in the table. 4117 Port Arthur Transit TABLE 5: BASELINE 2018 - 2019 SAFETY PERFORMANCE MEASURES Rate of Rate of Safety Rate of Mean Distance Mode Fatalities Fatalities* Injuries Injuries* Events Safety Between Major Events* Mechanical Failure Fixed Route 0 0% 0 0% 0 0% 14,076 (Bus) Demand 0 0% 0 0% 0 0% 17,164 Response *rate=total number of events/total revenue vehicle miles traveled While safety has always been a major component of the PAT operation, the adoption of this ASP will result in changes across all aspects of the organization. The SPTs set in Table 6 and Table 7 reflect an acknowledgment that SMS implementation will produce new information that will be needed to accurately set meaningful SPTs. We will set our targets at the current NTD reported two-year average as we begin the process of fully implementing our SMS and developing our targeted safety improvements. This will ensure that we do no worse than our baseline performance over the last two years. TABLE 6: FIXED ROUTE(Bus)SAFETY PERFORMANCE TARGETS Measure Baseline Target Fatalities 0 0 Rate of Fatalities* 0% 0% Injuries 0 0 Rate of Injuries* 0% 0% Safety Events 0 0 Rate of Safety Events* 0% 0% Mean Distance Between 14,076 14,076 Major Mechanical Failure *rate = total number of events/total revenue vehicle miles traveled TABLE 7: DEMAND RESPONSE SAFETY PERFORMANCE TARGETS Measure Baseline Target Fatalities 0 0 Rate of Fatalities* 0% 0% Injuries 0 0 Rate of Injuries* 0% 0% Safety Events 0 0 Rate of Safety Events* 0% 0% System Reliability 17,164 17,164 Other N/A N/A *rate =total number of events/total revenue vehicle miles traveled As part of the annual review of the ASP, PAT will reevaluate our SPTs and determine whether the SPTs need to be refined. As more data is collected as part of the SRM process discussed later in this plan, PAT 1 Port Arthur Transit may begin developing safety performance indicators to help inform management on safety related investments. G. Safety Performance Target Coordination - 673. 15(a)(b) PAT will make our SPTs available to TxDOT and SETRPC to aid in those agencies' respective regional and long-range planning processes.To the maximum extent practicable, PAT will coordinate with TxDOT and SETRPC in the selection of State and MPO SPTs as documented in the Interagency Memorandum of Understanding (MOU). Each year during the FTA Certifications and Assurances reporting process, PAT will transmit any updates to our SPTs to both SETRPC and TxDOT(unless those agencies specify another time in writing). MCI ATI Port Arthur Transit 4. SAFETY MANAGEMENT SYSTEMS — 673 SUBPART C As previously noted, FTA has adopted SMS as the basis for improving safety across the public transportation industry. In compliance with the National Safety Program, National Public Transportation Safety Plan, and 49 CFR Part 673, PAT is adopting SMS as the basis for directing and managing safety and risk at our agency. PAT has always viewed safety as a core business function. All levels of management and employees are accountable for appropriately identifying and effectively managing risk in all activities and operations in order to deliver improvements in safety and reduce risk to the lowest practical level during service delivery. SMS is comprised of four basic components-SMP, SRM, SA, and SP. The SMP and SP are the enablers that provide structure and supporting activities that make SRM and SA possible and sustainable. The SRM and SA are the processes and activities for effectively managing safety as presented in Figure 2. FIGURE 2: SAFETY MANAGEMENT SYSTEMS Safety Promotion ,� Risk Mana ke y Assess, &M se* Safety Management Policy (Leadership Commitment & Accountability) 'lsdferGe gel eas tYAssura ��a Ore, Monitor, &Eva (Communication &Training Port Arthur Transit Implementing SMS at PAT will be a major undertaking over the next several years.This ASP is the first step to putting in place a systematic approach to managing the agency's risk. PAT has already taken several steps to implement SMS, such as developing this initial ASP and designating a CSO. During the first year of implementation, PAT will identify SMS roles and responsibilities and key stakeholder groups, identify key staff to support implementation, and ensure the identified staff receive SMS training. PAT will also develop a plan for implementing SMS, inform stakeholders about the ASP, and discuss our progress toward implementation with the City Manager and our agency's planning partners. A. Safety Risk Management - 673.25 By adopting this ASP, PAT is establishing the SRM process presented in Figure 3 for identifying hazards and analyzing, assessing and mitigating safety risk in compliance with the requirements of 49 CFR Part 673.25. The SRM processes described in this section are designed to implement the PAT SMS. FIGURE 3:SAFETY RISK MANAGEMENT PROCESS Safety Hazard Safety Risk Safety Risk Identification Assessment Mitigation The implementation of the SRM component of the SMS will be carried out over the course of the next year.The SRM components will be implemented through a program of improvement during which the SRM processes will be implemented, reviewed, evaluated, and revised as necessary, to ensure the processes are achieving the intended safety objectives as the processes are fully incorporated into PAT's SOPS. The SRM is focused on implementing and improving actionable strategies that PAT has undertaken to identify, assess and mitigate risk.The creation of a Risk Register provides an accessible resource for documenting the SRM process, tracking the identified risks, and documenting the effectiveness of mitigation strategies in meeting defined safety objectives and performance measures.The draft Risk Register is presented in Figure 4. !WM Port Arthur Transit FIGURE 4: DRAFT RISK REGISTER Hazard Type Likelihood Consequence Resolution ■ What is wrong? What could happen What could mitigate this? As the SRM process progresses through the steps of identifying what may be wrong, what could happen as a result, and what steps PAT is taking to resolve the risk and mitigate the hazard, the CSO completes and publishes the various components of the Risk Register. These components include the use of safety hazard identification, safety risk assessment, and safety risk mitigation. I. Safety Hazard Identification - 673.25(b) Section 17, A, Safety Inspections of PAT's Safety Plan includes facility inspection procedures in place such that safety inspections are conducted at PAT facilities and work sites as needed. The Safety Coordinator conducting the inspection will advise immediately of necessary corrective measures. In addition, Section 8, Safety Meetings states that safety meetings will be held to discuss safety problems being encountered and identified in various departments throughout the City. The AE and/or CSO will participate in these Safety Committee meetings to share information on hazards and coordinate mitigation efforts. Although the current procedures have been effective in achieving our safety objectives, to ensure compliance with 49 CFR Part 673, PAT is working to implement the following expanded SRM process. The PAT SRM process is a forward-looking effort to identify safety hazards that could potentially result in negative safety outcomes. In the SRM process, a hazard is any real or potential condition that can cause injury, illness, or death; damage to or loss of the facilities, equipment, rolling stock, or infra-structure of a public transportation system; or, damage to the environment. Port Arthur Transit Hazard identification focuses on out-of-the-norm conditions that need special attention or immediate action, new procedures, or training to resolve a condition that is unacceptable and return conditions to an acceptable level. PAT uses a variety of mechanisms for identifying and documenting hazards, namely: • Through training and reporting procedures, PAT ensures personnel can identify hazards and that each employee clearly understands that the employee has a responsibility to immediately report any safety hazards identified to the employee's supervisors. Continued training helps employees to develop and improve the skills needed to identify hazards. • Employee hazard training coupled with the ESRP ensures that PAT has full use of information from frontline employees for hazard identification. • PAT also conducts inspections to determine potential hazards such as e.g. electricity, chemicals, ladders. • Upon receiving the hazard report, supervisors communicate the identified hazard to the CSO for entry into the risk register for risk assessment, classification and possible mitigation. • In carrying out the risk assessment, the CSO uses standard reporting forms (e.g. Pre-and Post- Trip Inspections and Port Arthur Transit Facility Maintenance Check List to mitigate safety hazards that are identified) and other reports completed on a routine basis by administrative, operations and maintenance. The City of Port Arthur's Safety Plan contains procedures for flagging and reporting hazards as a part of day-to-day operations. • The City of Port Arthur's Safety Coordinator in particular is responsible for performing and documenting regular Safety Inspections and Periodic Safety Evaluation Surveys, which include reporting and recommending methods to reduce identified hazards. • PAT uses incident reports and records to determine specific areas of training that need to be covered with employees to ensure safety hazard identification is continually improved, and thus ensure that hazards are identified before an event recurrence. • Incident reports are also analyzed by the risk management team to identify any recurring patterns or themes that would help to identify underlying hazards and root causes of the event that can be mitigated to prevent recurrence. • If a hazard is such that an employee would be reluctant to report the information due to perceived negative consequences (e.g. disciplinary action), alternative, anonymous reporting mechanisms are available through an anonymous suggestion box or anonymous online reporting form, or other secure mechanism. • To increase the safety knowledge of our agency,the CSO, risk management personnel and subject matter experts are also encouraged to participate in available professional development H Port Arthur Transit activities and peer-to-peer exchanges as a source of expertise and information on lessons learned and best practices in hazard identification. • Other sources for hazard identification include: o ESRP o Inspections of personnel job performance, vehicles,facilities and other data o Investigations of safety events o Safety trend analysis on data currently collected o Training and evaluation records o Internal safety audits o External sources of hazard information could include: • FTA and other federal or state authorities • Reports from the public • Safety bulletins from manufacturers or industry associations In addition to identifying the hazard, the hazard identification process also classifies the hazard by type (organizational, technical or environmental)to assist the CSO in identifying the optimal combination of departmental leadership and subject matter expertise to select in assembling the safety risk assessment team. The various hazard types can also be categorized by subcategory for each type. For example, organizational hazards can be subcategorized into resourcing, procedural, training or supervisory hazards. Each of the subcategories implies different types of mitigation strategies and potentially affect overall agency resources through varying costs for implementation. Technical hazards can be subcategorized into operational, maintenance, design and equipment. Additionally, environmental hazards can be subcategorized into weather and natural, which is always a factor for every operation. II. Safety Risk Assessment — 673.25(c) As part of the new SRM process, PAT has developed methods to assess the likelihood and severity of the consequences of identified hazards, and prioritizes the hazards based on the safety risk.The process continues the use of the Risk Register described in the previous section to address the next two components. To accurately assess a risk, PAT may need to perform an investigation. Currently, the City of Port Arthur investigates accidents or crashes through Supervisory Personnel and an Accident Review Board, but PAT will need to review our investigation procedures to ensure we comply with the required SRM process. The investigation procedure will start with the City of Port Arthur Personal Injury and Property Damage Report Form and framework found in the Safety Plan and will be developed to cover all risk assessment. Once fully developed, the document will become the Investigation SOP.The SOP will include accident Y'>, . -44-4 _ Port Arthur Transit investigation procedures as well as risk investigation procedures. These procedures will be used to investigate risks identified from multiple sources including the ESRP. Safety risk is based on an assessment of the likelihood of a potential consequence and the potential severity of the consequences in terms of resulting harm or damage. The risk assessment also considers any previous mitigation efforts and the effectiveness of those efforts.The results of the assessment are used to populate the third and fourth components of the Risk Register as presented in Figure 5. FIGURE 5: SAFETY RISK ASSESSMENT STEPS IN POPULATING THE RISK REGISTER Hazard Type 4 Likelihood Consequence Lsolution The risk assessment is conducted by the CSO and the risk management team supplemented by subject matter experts from the respective department or section to which the risk applies. The process employs a safety risk matrix, similar to the one presented in Figure 6,that allows the safety team to visualize the assessed likelihood and severity, and to help decision-makers understand when actions are necessary to reduce or mitigate safety risk. >> Port Arthur Tran1sit FIGURE 6:SAFETY RISK ASSESSMENT MATRIX RISK ASSESSMENT MATRIX SEVERITY Catastrophic Critical Marginal Negligible LIKELIHOOD (1) (2) (3) (4) Frequent(A) High High High Medium Probable(B) High High Medium Medium Occasional(C) High Medium Medium Remote(D) Medium Medium _ Low Low Improbable(E) Medium Low Lo Although the current version of the matrix relies heavily on the examples and samples that are listed on the PTASP Technical Assistance Center website, lessons learned from the implementation process during the coming years will be used to customize the matrix that PAT will use to address our unique operating realities and leadership guidance. The Risk Assessment Matrix is an important tool. If a risk is assessed and falls within one of the red zones,the risk is determined to be unacceptable under existing circumstances. This means that management must take action to mitigate the situation. This is where SRMs are developed. If the risk is assessed and falls within one of the yellow zones, the risk is determined to be acceptable, but monitoring is necessary. If the risk falls within one of the green zones,the risk is acceptable under the existing circumstances. Once a hazard's likelihood and severity have been assessed,the CSO enters the hazard assessment into the Risk Register that is used to document the individual hazard and the type of risk it represents. This information is used to move to the next step, which is hazard mitigation. lll.Sofety Risk Mitigation — 673.25(d) Upon completion of the risk assessment,the CSO and the safety committee continue populating the Risk Register by identifying mitigations or strategies necessary to reduce the likelihood and/or severity of the consequences. The goal of this step is to avoid or eliminate the hazard or, when elimination is not likely or feasible, to reduce the assessed risk rating to an acceptable level (Figure 7). However, mitigations do not typically eliminate the risk entirely. ) AM I Port Arthur Transit FIGURE 7: RISK REGISTER MITIGATION COMPONENT Hazard Type Likelihood Consequen - Resolution To accomplish this objective, the CSO, through the risk management team, works with subject matter experts from the respective department or section to which the risk applies. The risk management team then conducts a brainstorming exercise to elicit feedback from staff and supervisors with the highest level of expertise in the components of the hazard. Documented risk resolution and hazard mitigation activities from previous Risk Register entries and the resolution's documented level of success at achieving the desired safety objectives may also be reviewed and considered in the process. If the hazard is external (e.g., roadway construction by an outside agency) information and input from external actors or experts may also be sought to take advantage of all reasonably available resources and avoid any unintended consequences. Once a mitigation strategy is selected and adopted, the strategy is assigned to an appropriate staff member or team for implementation.The assigned personnel and the personnel's specific responsibilities are entered into the Risk Register. Among the responsibilities of the mitigation team leader is the documentation of the mitigation effort, including whether the mitigation was carried out as designed and whether the intended safety objectives were achieved. This information is recorded in the appendix to the Risk Register for use in subsequent SA activities and to monitor the effectiveness of the SRM program. B. Safety Assurance - 673.27 (a) Safety Assurance means processes within the PAT SMS that function to ensure a)the implementation and effectiveness of safety risk mitigation, and b) PAT meets or exceeds our safety objectives through the collection, measurement, analysis and assessment of information. SA helps to ensure early identification of potential safety issues. SA also ensures that safeguards are in place and are effective in meeting PAT's critical safety objectives and contributing towards SPTs. , ,-, , ,. : pimp, Port Arthur Transit I. Safety Performance Monitoring and Measuring - 673.27 (b) As the first step in the PAT SA program, PAT collects and monitors data on safety performance indicators through a variety of mechanisms described in the following sections. Safety performance indicators can provide early warning signs about safety risks. PAT will review and document the safety performance monitoring and measuring processes as part of the annual update of this ASP. MONITOP!P!C= COAD?!'A NCE AND SL'FFIC!FNCY OF PROCEDURES - 673.27 (B)(1) PAT monitors our system for personnel compliance with operations and maintenance procedures and monitors these procedures for sufficiency in meeting safety objectives. A list of documents describing the safety related operations and maintenance procedures cited in this ASP is provided in Appendix A of this document. Supervisors monitor employee compliance with PAT SOPs through direct observation and review of information from internal reporting systems such as the City's Personnel Policy from both employees and customers. PAT addresses non-compliance with standard procedures for operations and maintenance activities through a variety of actions, including revision to training materials and delivery of employee and supervisor training if the non-compliance is systemic. If the non-compliance is situational, then activities may include supplemental individualized training, coaching, and heightened management oversight, among other remedies. Sometimes personnel are fully complying with the procedures, but the operations and maintenance procedures are inadequate and pose the risk of negative safety outcomes. In this case, the cognizant person submits the deficiency or description of the inadequate procedures to the SRM process.Through the SRM process, the SRM team will then evaluate and analyze the potential organizational hazard and assign the identified hazard for mitigation and resolution, as appropriate.The SRM team will also perform periodic self-evaluation and mitigation of any identified deficiencies in the SRM process itself. MONITORING OPERATIONS-673.27(B)(2) Division Heads are required to monitor investigation reports of safety events and SRM resolution reports to monitor the department's operations to identify any safety risk mitigations that may be ineffective, inappropriate, or not implemented as intended. If it is determined that the safety risk mitigation did not bring the risk to an acceptable level or otherwise failed to meet safety objectives, then the supervisor resubmits the safety risk/hazard to the SRM process.The CSO will work with the supervisor and subject matter experts to reanalyze the hazard and consequences and identify additional mitigation or alternative approaches to implementing the mitigation. 1:194mr10 Port Arthur Transit • II. Safety Event Investigation - 673.27(B)(3) PAT currently conducts investigations of safety events. From an SA perspective,the objective of the investigation is to identify causal factors of the event and to identify actionable strategies that PAT can employ to address any identifiable organizational, technical or environmental hazard at the root cause of the safety event. PAT uses and applies procedures and policies from the City of Port Arthur's Safety Plan to identify safety and operational risks based on individual assets. As referenced in PAT's Safety Plan Section 2, C Assignment of Responsibility, Supervisory Personnel are responsible for ensuring that all accidents/incidents are reported, investigated, and that corrective actions are taken to eliminate future similar occurrences. Also, in Section 6 The Accident Review Board, reviews the status of accidents which have occurred since the previous meeting and determines if the accident was preventable or non-preventable. Safety Event Investigations that seek to identify and document the root cause of an accident or other safety event are a critical component of the SA process because they are a primary resource for the collection, measurement, analysis and assessment of information. PAT gathers a variety of information to help in identifying and documenting root causes of accidents and incidents, including but not limited to the following process based on the FTA's Model Bus Safety Program: 1. Obtain from the Operator the following information: a. The location of the incident and what direction they were traveling (inbound or outbound); if in station, indicate the situation. b. The bus number and the route that they are on. c. If there are injuries, describe how serious they appear (don't be too graphic,just generalize). d. Information about any other vehicles or pedestrians involved and their descriptions. 2. Remind the operator of the safety procedures: a. Turn on 4-way flashers. Place traffic warning devices (orange triangles). b. Recheck anyone with injuries, do not move the seriously injured. c. Render comfort and aid to anyone injured, as may be appropriate. d. Evacuate the bus, if necessary. e. Keep the two-way radio on and monitored. f. Hand out courtesy cards to the passengers and to any witnesses. g. Move the vehicle to the side of the road unless it is inoperable. 3. Notify the following: a. Call the Police. Call Emergency Medical Personnel (EMP) 911 b. Notify/call immediate supervisor on duty at the time. If the supervisor is not available, contact the CSO. 4. The supervisor will: a. Determine whether the CSO, General Manager or others need to be contacted but will give them a report when the supervisor finishes the initial assessment. } WIZ Port Arthur Transit b. Let the Operator know that Police and supervision have been contacted and help and is on the way. c. Assign a Standby Operator to pre-trip a bus in case a standby must drive the next round for the operator on that route. When needed, the Standby Operator may take a bus out to continue a route. d. Let the Operator know that a Standby Operator and bus have been assigned to continue the route or that support personnel are bringing another bus out to them. e. Refer the operator for required drug and alcohol testing in compliance with 49 CFR § 655.44 Post-accident testing, if the safety event meets the definition of accident in 49 CFR § 655.4 f. Return to the station. g. Record all accident information on the Daily Dispatch log, any missed trips, downtime, or bus change outs. 5. Dispatcher on duty will give the Operator an incident report to complete before the Operator leaves that day. Dispatcher will transmit the Operator's report to the CSO. 6. The CSO, working with content specialists, evaluates the incident report and other available information to determine the root cause of the accident/event. Follow up with driver or other cognizant parties may be necessary to elicit additional information. 7. The CSO identifies any hazards noted in the incident report and refers those hazards to the SRM process. MONITORING INTERNAL SAFETY REPORTING PROGRAMS — 673.27(6)(4) As a primary part of the internal safety reporting program, our agency monitors information reported through the ESRP. When a report originating through the complaint process documents a safety hazard, the supervisor submits the hazards identified through the internal reporting process, including previous mitigation in place at the time of the safety event.The supervisor submits the hazard report to the SRM process to be analyzed, evaluated, and if appropriate, assigned for mitigation/resolution. OTHER SAFETY ASSURANCE INITIATIVES Because leading indicators can be more useful for safety performance monitoring and measurement than lagging indicators, PAT is undertaking efforts to implement processes to identify and monitor more leading indicators or conditions that have the potential to become or contribute to negative safety outcomes.This may include trend analysis of environmental conditions through monitoring National Weather Service data; monitoring trends toward or away from meeting the identified SPTs; or other indicators as appropriate. C. Safety Promotion - 673.29 Management support is essential to developing and implementing SMS. SP includes all aspects of how, why, when and to whom management communicates safety related topics. SP also includes when and ) MC1.09 Port Arthur Transit how training is provided. The following sections outline both the safety competencies and training that PAT will implement and how safety related information will be communicated. I. Safety Competencies and Training - 673.29(a) The City of Port Arthur Personnel Policy contains a training philosophy and guidelines that include providing various types of training for all employees, as well as requiring each department to determine our own individualized training needs and provide such training as budgeting allows. Management of each department is expected to evaluate the training needs of departmental employees on an annual basis and shall provide training opportunities in the deficient areas to the extent that departmental funds are available. In relation to safety training, all new employees will receive an introduction to safety methods and practices at the New Employee Orientation. Subsequently, all field employees will receive safety training from his/her supervisor on a routine and daily basis. Safety meetings shall be conducted by the Division/Department Head and CSO where safety procedures unique to the department shall be emphasized. Whenever necessary, additional safety training shall also be conducted. In addition, the City's Basic Supervisory Skills Training Course includes safety training and the Advanced Supervisory Skills Training Course includes risk management. As part of SMS implementation, PAT will be conducting the following activities: • Conduct a thorough review of all current general staff categories (administrative, driver, supervisor, mechanic, maintenance, etc.) and the respective staff safety related responsibilities. • Assess the training requirements spelled out in 49 CFR Part 672 and the various courses required for different positions. (PAT is not subject to the requirements under 49 CFR Part 672 but will review the training requirements to understand what training is being required of other larger agencies in the event these trainings might be useful). • Assess the training material available on the FTA PTASP Technical Assistance Center website. • Review other training material available from industry sources such as the Community Transportation Association of America and the American Public Transportation Association websites. • Develop a set of competencies and trainings required to meet the safety related activities for each general staff category. • Develop expectations for ongoing safety training and safety meeting attendance. • PAT currently utilizes a software (TransTrack) which tracks safety related items and can also upload certificates to help develop a training matrix to track progress on individuals and groups within the organization. • Adjust job notices associated with general staff categories to ensure that new personnel understand the safety related competencies and training needs and the safety related • Include refresher training in all trainings and apply it to agency personnel and contractors. >> : ' Port Arthur Transit U. Safety Communication - 673.29(b) PAT regularly communicates safety and safety performance information throughout our agency's 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 the ESRP (noted in Section 3.A.l) or other means. PAT reports any safety related information to the Port Arthur City Council at their regular meetings and will begin including safety performance information. In addition, PAT holds scheduled meetings with drivers to ensure that any safety related information is passed along that would affect the execution of the drivers' duties. PAT also posts safety related and other pertinent information on a Bulletin Board in a common room for all employees. PAT will continue systematically collecting, cataloging, and, where appropriate, analyzing and reporting safety and performance information to all staff. To determine what information should be reported, how the information should be reported and to whom, PAT will answer the following questions: • What information does this individual need to do their job? • How can we ensure the individual understands what is communicated? • How can we ensure the individual understands what action must be taken as a result of the information? • How can we ensure the information is accurate and kept up-to-date? • Are there any privacy or security concerns to consider when sharing information? If so, what should we do to address these concerns? In addition, PAT will review our current communications strategies and determine whether others are needed. As part of this effort, PAT has conducted, and will continue to conduct, a Safety Culture Survey to understand how safety is perceived in the workplace and what areas PAT should be addressing to fully implement a safety culture at our agency. ), Port Arthur Transit 5. APPENDIX A TABLE 8: PTASP SUPPORTING DOCUMENTS File Name Re DocumentDocument Name ne ocuer City of Port Arthur Personal Bus Accidents Incidents.pdf 3/13/2018 Injury and Property Damage PAT Report Form City of Port Arthur Personnel Policy part 1 of September City of Port Arthur Personnel PAT 2.pdf 2018 Policy City of Port Arthur Personnel Policy part 2 of September City of Port Arthur Personnel PAT 2.pdf 2018 Policy Emergency Preparedness Plan.pdf 1/6/2016 Annex S Transportation PAT Port Arthur Transit Facility Facility check list 2018.xls PAT Maintenance Check List Port Arthur Transit Facility Facility check list.pdf PAT Maintenance Check List IT Infrastructure Cyber Security Plan.pdf 7/18/2016 City of Port Arthur IT Policies City of Port Arthur Maintenance Plans.pdf February Transit Asset Management PAT 2019 Plan Transit Agency Document Outline.pdf PAT Inquiry Paratransit Demand Response Accidents City of Port Arthur Personal Incidents.pdf 7/6/2018 Injury and Property Damage PAT Report Form Port Arthur Transit 2017 Port Arthur—2017 Annual Agency Profile.pdf NTD Annual Agency Profile Safety Plan.pdf 5/10/2017 City of Port Arthur Safety PAT Program 2017 Port Arthur Transit Triennial Review.pdf 2017 Triennial Review Worker's Compensation Injury Log 1 of 2. pdf Worker's Compensation PAT Injury Log Worker's Compensation City of Port Worker's Compensation Injury Log 2 of 2. pdf Injury Log Arthur Port Arthur Transit A. Glossary of Terms 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 transit vehicles; an evacuation for life safety reasons; at any location, at any time, whatever the cause. Accountable Executive(typically the highest executive in the agency): means a single, identifiable person who has ultimate responsibility for carrying out the SMS of a public transportation agency, and control or direction over the human and capital resources needed to develop and maintain both the agency's PTASP, in accordance with 49 U.S.C. 5329(d), and the agency's TAM Plan in accordance with 49 U.S.C. 5326. Agency Leadership and Executive Management: means those members of agency leadership or executive management (other than an Accountable Executive, CSO, or SMS Executive) who have authorities or responsibilities for day-to-day implementation and operation of an agency's SMS. Chief Safety Officer(C50): means an adequately trained individual who has responsibility for safety and reports directly to a transit agency's chief executive officer, general manager, president, or equivalent officer. A CSO may not serve in other operational or maintenance capacity, unless the CSO is employed by a transit agency that is a small public transportation provider as defined in this part, or a public transportation provider that does not operate a rail fixed guideway public transportation system. Corrective Maintenance: Specific, unscheduled maintenance typically performed to identify, isolate, and rectify a condition or fault so that the failed asset or asset component can be restored to a safe operational condition within the tolerances or limits established for in-service operations. Equivalent Authority: means an entity that carries out duties similar to that of a Board of Directors, for a recipient or subrecipient of FTA funds under 49 U.S.C. Chapter 53, including sufficient authority to review and approve a recipient or subrecipient's PTASP. Event: means an accident, incident, or occurrence. Federal Transit Administration (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 a public transportation 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 a transit agency. >) ' Adini Port Arthur Transit 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. Key staff: means a group of staff or committees to support the Accountable Executive, CSO, or SMS Executive in developing, implementing, and operating the agency's SMS. Major Mechanical Failures: means failures caused by vehicle malfunctions or subpar vehicle condition which requires that the vehicle be pulled from service. National Public Transportation Safety Plan (NSP): 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 a transit agency. Operator of a Public Transportation System: means a provider of public transportation as defined under 49 U.S.C. 5302(14). Passenger: means a person, other than an operator, who is on board, boarding, or alighting from a vehicle on a public transportation system for the purpose of travel. 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. 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 FTA. Preventative Maintenance: means regular, scheduled, and/or recurring maintenance of assets (equipment and facilities) as required by manufacturer or vendor requirements, typically for the purpose of maintaining assets in satisfactory operating condition. Preventative maintenance is conducted by providing for systematic inspection, detection, and correction of anticipated failures either before they occur or before they develop into major defects. Preventative maintenance is maintenance, including tests, measurements, adjustments, and parts replacement, performed specifically to prevent faults from occurring.The primary goal of preventative maintenance is to avoid or mitigate the consequences of failure of equipment. Public Transportation Agency Safety Plan (PTASP): means the documented comprehensive agency safety plan for a transit agency that is required by 49 U.S.C. 5329 and this part. 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. )111) Port Arthur Transit Road Calls: means specific, unscheduled maintenance requiring either the emergency repair or service of a piece of equipment in the field or the towing of the unit to the garage or shop. Safety Assurance (SA): means the process within a transit agency's SMS that functions to ensure the implementation and effectiveness of safety risk mitigation and ensures that the transit agency meets or exceeds its safety objectives through the collection, analysis, and assessment of information. Safety Management Policy(SMP): means a transit agency's documented commitment to safety, which defines the transit agency's safety objectives and the accountabilities and responsibilities of the agency's employees regarding safety. Safety Management System (SMS): means the formal, top-down, data-driven, 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 Management System (SMS) Executive: means a CSO or an equivalent. Safety Objective: means a general goal or desired outcome related to safety. Safety Performance: means an organization's safety effectiveness and efficiency, as defined by safety performance indicators and targets, measured against the organization's safety objectives. Safety Performance Indicator: means a data-driven, quantifiable parameter used for monitoring and assessing safety performance. Safety 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. Safety Performance Monitoring: means activities aimed at the quantification of an organization's safety effectiveness and efficiency during service delivery operations, through a combination of safety performance indicators and SPTs. Safety Performance Target(SPT): means a quantifiable level of performance or condition, expressed as a value for a given performance measure, achieved over a specified timeframe related to safety management activities. Safety Promotion (SP): 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: means the assessed probability and severity of the potential consequence(s) of a hazard, using as reference the worst foreseeable, but credible, outcome. Safety Risk Assessment: means the formal activity whereby a transit agency determines SRM priorities by establishing the significance or value of its safety risks. ) . _1 e= Port Arthur Transit Safety Risk Management(SRM): means a process within a transit agency's Safety Plan for identifying hazards, assessing the hazards, and mitigating safety risk. Safety Risk Mitigation: means the activities whereby a public transportation agency controls the probability or severity of the potential consequences of hazards. Safety Risk Probability: means the likelihood that a consequence might occur,taking as reference the worst foreseeable, but credible, condition. Safety Risk Severity: means the anticipated effects of a consequence, should the consequence materialize, taking as reference the worst foreseeable, but credible, condition. Serious Injury: means any injury which: • Requires hospitalization for more than 48 hours, commencing within seven days from the date that the injury was received; • Results in a fracture of any bone (except simple fractures of fingers, toes, or nose); • Causes severe hemorrhages, nerve, muscle, or tendon damage; • Involves any internal organ; or • Involves second-or third-degree burns, or any burns affecting more than 5 percent of the body surface. Small Public Transportation Provider: means a recipient or subrecipient of Federal financial assistance under 49 U.S.C. 5307 that has one hundred (100) or fewer vehicles in peak revenue service and does not operate a rail fixed guideway public transportation system. State: means a State of the United States, the District of Columbia, or the Territories of Puerto Rico, the Northern Mariana Islands, Guam, American Samoa, and the Virgin Islands. State of Good Repair: means the condition in which a capital asset is able to operate at a full level of performance. State Safety Oversight Agency: means an agency established by a State that meets the requirements and performs the functions specified by 49 U.S.C. 5329(e) and the regulations set forth in 49 CFR part 674. Transit Agency: means an operator of a public transportation system. Transit Asset Management(TAM) 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. ) FiA1111A1 Port Arthur Transit Vehicle Revenue Miles (VRM): means the miles that vehicles are scheduled to or actually travel while in revenue service.Vehicle revenue miles include layover/recovery time and exclude deadhead; operator training; vehicle maintenance testing; and school bus and charter services. B. Additional Acronyms Used ADA:Americans with Disabilities Act of 1990 ASP:Agency Safety Plan EMP: Emergency Medical Personnel ESRP: Employee Safety Reporting Program FAST Act: Fixing America's Surface Transportation Act MAP-21: Moving Ahead for Progress in the 21st Century Act MOU: Memorandum of Understanding MPO: Metropolitan Planning Organization NTD: National Transit Database PAT: Port Arthur Transit, City of Port Arthur,Texas SETRPC:South East Texas Regional Planning Commission SOP: Standard Operating Procedure TxDOT:Texas Department of Transportation )> Mr! Port Arthur Transit 6. APPENDIX B A. City Council Minutes or Resolution Place here