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HomeMy WebLinkAboutRESOLUTION 2026-013 N.C.S. 01-26-2026 Resolution No. 2026-013 N.C.S. Page 1 of 2 Resolution No. 2026-013 N.C.S. of the City of Petaluma, California RESOLUTION AUTHORIZING THE ADOPTION OF THE PETALUMA TRANSIT – FY26 PUBLIC TRANSPORTATION AGENCY SAFETY PLAN WHEREAS, the City of Petaluma/ Petaluma Transit has safety of its staff and riders as a core value of the agency; and WHEREAS, Title 49, Code of Federal Regulations (CFR), Subtitle B, Chapter VI, Part 673 –Public Transportation Agency Safety Plan (“PTASP”) requires that an agency’s PTASP must be approved by its governing Board; and WHEREAS, Title 49 CFR, Subtitle B, Chapter VI, Part 674 –State Safety Oversight, requires the California Public Utilities Commission (“CPUC”), which is the State Safety Oversight Agency, to ensure the transit agency has a PTASP compliant with 49 CFR Part 673 that has been approved by its governing board; and WHEREAS, the PTASP must include safety performance targets and transit operators must certify they have a safety plan in place meeting the requirements of the rule adopted by its governing board; and WHEREAS, the PTASP for Petaluma Transit was written to comply with FTA requirements and to support the goal of providing transportation services responsive to the needs of Petaluma residents; and WHEREAS, the PTASP was designed to integrate safety into all of Petaluma Transit and Paratransit’s areas of operation and service; and WHEREAS, Petaluma Transit will use the procedures contained in the PTASP to continue to improve the safety and security of its operations/services; and WHEREAS, the City Council adopted the Petaluma PTASP in August 2021; and WHEREAS, the PTASP was updated for FY26 in order to provide updated contact and position title information and regulatory requirements; and WHEREAS, the City Council feels it is in the best interests of the citizens of Petaluma to approve and adopt the Petaluma Transit PTASP; and WHEREAS, the proposed action is exempt from the requirements of the California Environmental Quality Act (CEQA) for the following reasons: 1. The proposed action is exempt from the requirements of the California Environmental Quality Act (CEQA) in accordance with CEQA Guidelines Section 15378, in that the adoption of the PTASP does not meet CEQA's definition of a “project,” because the action does not have the potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment, and because the action constitutes organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment. Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 Resolution No. 2026-013 N.C.S. Page 2 of 2 2. If the proposed action was a project as defined under CEQA, this action is exempt under the common -sense exemption, CEQA Guidelines Section 15061(b)(3) because it can be seen with certainty that there is no possibility that the proposed action could have a significant impact on the environment. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Petaluma as follows: 1. Declares that the above recitals are true and correct and are hereby incorporated to this Resolution as findings of the City Council. 2. Finds that the proposed action is exempt from the requirements of the California Environmental Quality Act (CEQA) in accordance with CEQA Guidelines Section 15378, in that the adoption of the PTASP does not meet CEQA's definition of a “project,” because the action does not have the potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment, and because the action constitutes organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment. And if the proposed action was a project as defined by CEQA, this action is exempt under the common -sense exemption, CEQA Guidelines Section 15061(b)(3) because it can be seen with certainty that there is no possibility that the proposed action could have a significant impact on the environment. 3. Approves and adopts the amended Public Transportation Agency Safety Plan (PTASP) on behalf of Petaluma Transit. 4. Authorizes the Transit Manager, or their designee, overall responsibility for implementation and oversight of the Safety Management System, and its plans and procedures as required by the PTASP rule. Under the power and authority conferred upon this Council by the Charter of said City. REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Council of the City of Petaluma at a Regular meeting on the 26th day of January 2026, by the following vote: Approved as to form: __________________________ Eric Danly, City Attorney AYES: Mayor McDonnell, Vice Mayor DeCarli, Council Members Barnacle, Cader Thompson, Nau, Quint, Shribbs NOES: None ABSENT: None ABSTAIN: None ATTEST: ______________________________________________ Caitlin Corley, City Clerk ______________________________________________ Kevin McDonnell, Mayor Attachments: Exhibit A - Public Transportation Agency Safety Plan Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 The guidance in this document is not legally binding in its own right and will not be relied upon by the Federal Transit Administration as a separate basis for affirmative enforcement action or other administrative penalty. Compliance with the guidance in this document (as distinct from existing statutes and regulations) is voluntary only, and noncompliance will not affect rights and obligations under existing statutes and regulations. 1 Public Transportation Agency Safety Plan Updated 11/8/2025 1.Transit Agency Information Transit Agency Name Petaluma Transit Transit Agency Address 555 N. McDowell Blvd Name and Title of Accountable Executive Jared Hall, Transit Manager Name of Chief Safety Officer or SMS Executive Bill Middleton, MV General Manager Mode(s) of Service Covered by This Plan Bus List All FTA Funding Types (e.g., 5307, 5337, 5339) 5307, 5339 Mode(s) of Service Provided by the Transit Agency (Directly operated or contracted service) Petaluma Transit operates bus service throughout the City of Petaluma. This includes six main bus routes on weekdays and three routes on weekends, ADA paratransit service, and LumaGo on-demand microtransit service. 1 Part 673 defines small public transportation provider as 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. (49 C.F.R. § 673.5). This includes bus transit systems with one hundred (100) or fewer vehicles in revenue service during peak regular service across all non-rail fixed route modes or in any one non-fixed route mode. Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 The guidance in this document is not legally binding in its own right and will not be relied upon by the Federal Transit Administration as a separate basis for affirmative enforcement action or other administrative penalty. Compliance with the guidance in this document (as distinct from existing statutes and regulations) is voluntary only, and noncompliance will not affect rights and obligations under existing statutes and regulations. 2 Does the agency provide transit services on behalf of another transit agency or entity? Yes No Description of Arrangement(s) N/A Name and Address of Transit Agency(ies) or Entity(ies) for Which Service Is Provided N/A 2.Plan Development, Approval, and Updates Name of Entity That Drafted This Plan Petaluma Transit Signature by the Accountable Executive Signature of Accountable Executive Date of Signature Approval by the Board of Directors or an Equivalent Authority Name of Individual/Entity That Approved This Plan Date of Approval Petaluma City Council Relevant Documentation (Title and Location) Certification of Compliance Name of Individual/Entity That Certified This Plan Date of Certification Jared Hall, Transit Manager 11/10/2025 Relevant Documentation (Title and Location) Certifications and Assurances for Petaluma Transit submitted in TrAMS - Category 08 - Public Transportatin Agency Safety Plan Version Number and Updates Record the complete history of successive versions of this plan. Version Number Section/Pages Affected Reason for Change Date Issued 1.0 N/A Initial Release of Plan 5/15/2021 2.0 Pages - 1,5,6,7 9,16 Update staff titles, contacts and minor language edits.11/10/2025 Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 The guidance in this document is not legally binding in its own right and will not be relied upon by the Federal Transit Administration as a separate basis for affirmative enforcement action or other administrative penalty. Compliance with the guidance in this document (as distinct from existing statutes and regulations) is voluntary only, and noncompliance will not affect rights and obligations under existing statutes and regulations. 3 Annual Review and Update of the Agency Safety Plan Describe the process and timeline for conducting an annual review and update of the ASP. As a Living document, the Agency Safety Plan will be updated as-needed in order to address relevant changes related to the current operations and conditions and the purpose of the Plan. In addition, an annual review of the Agency Safety Plan will be conducted by the Accountable Executive, SMS Executive, SMS leadership and executive management at the end of each fiscal year. The annual review will be completed by July 31. During the annual review, if changes are necessary, SCT will revise the Agency Safety Plan and training to ref lect the changes. SCT’s Accountable Executive will annually certify the SMS in compliance with 49 C.F.R. Part 673. 3.Safety Performance Targets Safety Performance Targets Specify performance targets based on the safety performance measures established under the National Public Transportation Safety Plan. Mode of Transit Service Fatalities (Total) Fatalities (Rate) Injuries (Total) Injuries (Rate) Safety Events (Total) Safety Events (Rate) System Reliability Bus 0 0 1 .01 13 .00005 25,000 Paratransit 0 0 1 .01 4 .00005 50,000 Safety Performance Target Coordination Describe the coordination with the State and Metropolitan Planning Organization(s) (MPO) in the selection of State and MPO safety performance targets. Petaluma Transit will transmit safety performance targets to Caltrans Division of Rail & Mass Transit (Caltrans) and the Metropolitan Transportation Commission (MTC). These will be sumitted annually to the agencies upon completion of the yearly review of the safety plan prior to Sep 30th. Targets Transmitted to the State State Entity Name Date Targets Transmitted CalTrans Upon approval of plan, annually by September 30th Targets Transmitted to the Metropolitan Planning Organization(s) Metropolitan Planning Organization Name Date Targets Transmitted MTC Upon approval of plan, annually by September 30th 4.Safety Management Policy Safety Management Policy Statement Use the written statement of safety management policy, including safety objectives. Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 The guidance in this document is not legally binding in its own right and will not be relied upon by the Federal Transit Administration as a separate basis for affirmative enforcement action or other administrative penalty. Compliance with the guidance in this document (as distinct from existing statutes and regulations) is voluntary only, and noncompliance will not affect rights and obligations under existing statutes and regulations. 4 Safety is a core value at Petaluma Transit, and managing safety is a core business function. Petaluma Transit will develop, implement, maintain, and continuously improve processes to ensure the safety of our customers, employees, and the public. Petaluma Transit overall safety objective is to proactively manage safety hazards and their associated safety risk, with the intent to eliminate unacceptable safety risk in our transit operations. Petaluma Transit will: •Clearly, and continuously explain to all staff that everyone working within Petaluma Transit must take part and be responsible and accountable for the development and operation of the Safety Management System (SMS). •Work continuously to minimize safety risks. Work to comply with and, wherever possible, exceed legislative and regulatory requirements and standards for passengers and employees. •Work to ensure that all employees are provided appropriate safety information and training, are competent in safety matters, and assigned tasks commensurate with duties and skills. •Reaffirm that responsibility for making our operations safer for everyone lies with all employees – from executive management to frontline employees. Each manager is responsible for implementing the SMS in their area of responsibility and will be held accountable to ensure that all reasonable steps are taken to perform activities established through the SMS. Caltrans established safety performance targets to help measure the overall effectiveness of our processes and ensure we meet our safety objectives. Petaluma Transit will keep employees informed about safety performance goals and objectives to ensure continuous safety improvement. ___________________________________ ______________ Jared Hall, Transit Manager Date Safety Management Policy Communication Describe how the safety management policy is communicated thro ughout the agency. Include dates where applicable. The Safety Management Policy is communicated throughout the Agency, to all employees, managers, and executives, as well as contractors, and to the Petaluma City Council. This is accomplished through various processes such as: •Workshops/training sessions - Conducted for Senior Management, Directors, Managers, Supervisors. Once this Plan or any update to this Plan has been signed by the CEO/General Manager approved by the City Council and certified by Caltrans it will become standard practice in perpetuity so that SMS becomes standard business practice. All Union representatives will be kept informed. •New Hire Safety Orientation – All new employees regardless of their classifications will be trained about their roles and responsibilities pertaining to PTASP and the principles of SMS. •Safety bulletins, email safety newsletter blasts to staff, toolbox/tailgate safety meetings and/or safety committee meetings. Authorities, Accountabilities, and Responsibilities Describe the role of the following individuals for the development and management of the transit agency’s Safety Management System (SMS). Accountable Executive The Transit Manager is accountable for ensuring that the Agency’s SMS is effectively implemented throughout the Agency’s public transportation system. The Transit Manager is accountable for ensuring action is taken, as necessary, to address substandard per formance in the Agency’s SMS. The Transit Manager may delegate specific responsibilities, but the ultimate accountability for the Petaluma Transit’s safety performance always rests with the Transit Manager. The Transit Manager is accountable for ensuring t hat the Agency’s SMS is effectively implemented, and that action is taken, as necessary, to address substandard performance in the Agency’s SMS. The Accountable Executive may delegate specific responsibilities, but not accountability for Petaluma Transit’s safety performance. The Transit Manager roles include, but are not limited to: Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 The guidance in this document is not legally binding in its own right and will not be relied upon by the Federal Transit Administration as a separate basis for affirmative enforcement action or other administrative penalty. Compliance with the guidance in this document (as distinct from existing statutes and regulations) is voluntary only, and noncompliance will not affect rights and obligations under existing statutes and regulations. 5 • Decision-making about resources to support asset management, SMS activities, and capital investments • Signing/Approving SMS implementation documents • Annually certifying the ASP and SMS compliance with 49 C.F.R. Part 673 • Communicating the Safety Management Policy Statement to the Petaluma City Council and remainder of the agency • Endorsing the SMS implementation team and SMS processes • Providing guidance to the Safety Solutions Team on recommended SMS actions/SMS agency decision making Chief Safety Officer or SMS Executive The SMS Executive has the authority and responsibility for the implementation and performance of the SMS PTASP. Responsibilities include: • Developing and maintaining agency SMS Documentation • Managing and overseeing safety risk management activities • Reporting and providing updates to the Accountable Executive on SMS • Reviewing the ASP on an annual basis with the Accountable Executive and executive management team. Updating as necessary. • Assisting with development and implementation of safety training • Submitting safety performance targets to Caltrans and MTC as required annually • Ensuring communication of Safety Management Policies throughout the agency •Cataloging safety concerns and ensuring that they are communicated throughout the agency as needed Agency Leadership and Executive Management General Manager (contracted) • Helping to identify safety concerns and hazards • Assessing and assiting with mitigating risk through safety risk management efforts • Oversight of employee safety reporting program; communication of program administrative employees • Ensuring appropriate safety training is provided for all employees • Ensuring accurant reporting of incidents and providing to the Accountable and Executives • Maintaining Safety Communication Message Board with current SMS information • Reporting safety target performance data to the SMS Executive • Ensuring that adequate safety signage is located throughout the facility and up -to-date Operations Manager and Safety and Training Manager (contracted) • Identifying and documenting safety concerns and hazards • Assessing and mitigating risk through safety risk management • Providing appropriate safety training for all employees - including new employee training and refresher training for existing employees • Maintaining Safety Communications throughout facility with current SMS information • Communicating employee safety reporting program to all operations and maintenance employees • Reporting safety target performance data to the contracted MV Transportation General Manager Maintenance Manager (contracted) •Identifying safety concerns and hazards and reporting to the General or Safety Managers • Assessing and mitigating risk through safety risk management • Ensuring safety devices are properly maintained and that all maintenance personnel are effectively trained in their usage • Procuring needed safety equipment and personal progtecitve equipment (PPE) for other employees; ensuring that adequate supplies are available. Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 The guidance in this document is not legally binding in its own right and will not be relied upon by the Federal Transit Administration as a separate basis for affirmative enforcement action or other administrative penalty. Compliance with the guidance in this document (as distinct from existing statutes and regulations) is voluntary only, and noncompliance will not affect rights and obligations under existing statutes and regulations. 6 Key Staff The agency Key Staff/Employees may include managers, supervisors, specialists, analysts, database administrators, and other key employees who are performing highly technical work and overseeing employees performing critical tasks and providing support in t he implementation of this Agency Safety Plan and SMS principles in various departments throughout the agency. These staff will served as the Safety Solutions Team (SST). Petaluma Transit’s Key Staff/Employees responsibilities include: • Ensuring that employees are complying with the safety reporting program. • Ensuring supervisors are conducting their toolbox safety meetings • Promoting safety in employee’s respective area of responsibilities – That means: zero accidents; absence of any safety concerns; perfect employee performance; and compliance with agency rules and procedures and regulatory requirements. • Ensuring safety of passengers, employees, and the public. •Provide contractor oversight for all elements of the Agency Safety Plan • Responding to customer complaints and expectations for frequency, reliability, and convenience of service. • Replacing and maintaining aging facilities, equipment, and infrastructure. • Ensure the availability of adequate Personal Protective Equipment (PPE) for all employees. • Meeting increasing demands for fixed route, commuter service and paratransit service. • Developing and maintaining programs to gather pertinent data elements to develop safety performance reports and conduct useful statistical analyses to identify trends and system performance targets. • Establishing clear lines of safety communication and holding accountability for safety performance. • Assisting as subject matter experts in safety risk assessment and safety risk mitigation processes. Employee Safety Reporting Program Describe the process and protections for employees to report safety conditions to senior management. Describe employee behaviors that may result in disciplinary action (and therefore, are excluded from protection). Petaluma Transit places safety first and always strives to maintain a safe working environment for its employees and customers. Any employee (agency or contracted) who identifies unsafe conditions or hazards is expected to report the concern as appropriate to the other responsible parties and remedy the situation if it is safe to do so and within their ability/authority. All employees of Petaluma Transit are requiredto be part of the efforts to ensure a safe environment for the agency overall. For safety concerns and hazard identification, Petaluma Transit has developed various employee safety reporting programs. Operations • Near Miss and Hazard Reporting Petaluma Transit currently contracts with MV Transportation for its maintenance, dispatch and operation of fixed route and paratransit services. All agency and contractor employees are required to report anything they believe is a hazard. All employees are also required to report any near-miss incidents. Employees may choose to identify themselves by name or submit the report anonymously. The program consists of: 1.If the safety or security hazard is requires immediate attention, dispatch is immediately notified. If immediate attention isn't required, the employee is then required to report the information to management within 24 hours verbally and by completing an Incident Report Form. Employees complete the incident forms and either provide them to their immediate or higher supervisor or submit them in an anonymous suggestion box. 2.Contracted General Manager, Operations Manager, or Safety and Training Manager review reports at a minimum of once per day with appropriate management, meets with employee(s) if necessary and takes immediate actions to correct the hazardous condition or unsafe work condition/practice, if warranted, including generating new/revised/updated safety rules to be posted as soon as possible. All such incidents are later reported to the Accountable Executive. Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 The guidance in this document is not legally binding in its own right and will not be relied upon by the Federal Transit Administration as a separate basis for affirmative enforcement action or other administrative penalty. Compliance with the guidance in this document (as distinct from existing statutes and regulations) is voluntary only, and noncompliance will not affect rights and obligations under existing statutes and regulations. 7 3.For hazards that cannot be immediately remedied due to limitations such as availability of necessary equipment, materials and/or personnel; training periods, delivery, installation, modification time; etc, protection will be provided to employees who need it during the correction of the hazard process. 4.The contracted Safety Manager must note any corrective action taken, or why no action was taken, and submit a copy to the contracted General Manager and employee. The employee has the right to appeal an outcome by submitting the required form to the General Manager or Accountable Executive. 5. The contracted Safety Manager maintains a written log/ file folder of hazards reported/incident forms and is responsible for entering the information into the Petaluma Transit shared folder a and entering the information promply into the agency's incident management Web portal. The information is then reviewed, addressed and documented by the Accountable Executive or Chief Safety Officer. 6. To encourage and promote Near-Miss and Hazard Reporting, recognition is given to employees who correctly follow the procedures for reporting at monthly safety meetings. Monthly and Quarterly safety awards are also given out to employees who best exemplify agency safe practices. Threatening or Suspicious Behavior Petaluma Transit encourages its employees and contractors who see, hear, or learn of any conduct or statement that appear threatening or suspicious, weapons near/on company premises or in company vehicles, to immediately report such conduct or statement to his/her supervisor or manager, to the Human Resources Manager or MV Transportation's Safety Hotline at 1(800) 831-0294 Employees are requried to report any immediate risk or threat of violence, serious harm, or life-threatening conduct, immediately by calling 911 or local law enforcement.. Protections provided to reporting employee from discipline , enforcement or retailiatory action Neither Petaluma Transit nor MV Transportation will retaliate against nor impose any other form of punishment on any employee because of his/her good faith reporting of a safety issue/concern, another person’s suspected violation of company policies or any alleged violations of federal, state, or local law. The employee’s contribution to the cause of the injury or collision will be considered through the internal disciplinary action process, up to and including termination. If after investigation it is determined that the incident happened due to an apparent employee decision, disciplinary action is required. If not, the appropriate retraining/counseling realted to the matter and safety concernis required. Facilities Employees are trained and required to remain vigilant in maintaining a safe facility and noting and reporting and potential safety concerns or hazards promptly. 1.Employees who encounter unsafe work condition, are required to report the information to management promptly (immediately if urgent or by the end or their work shift at the latest). Employees encountering an unsafe condition complete an incident report form and place it in the safety inbox or submits it to the contracted General Manager. 2.The Contracted General Manager/Director informs the Accountable Executive of the form/ report, reviews the report with appropriate management, meet with the employee(s) if necessary and can take immediate action to correct the unsafe work condition or unsafe work condition/practice, including generating safety rules. 3.Hazards that can't be immediately remedied due to factors such as but not limited to: lack of necessary equipment, materials and/or personnel; training periods, delivery, installation, modification time; etc, will be furnished with appropriate protection to remediate the hazard. 4.The contractor’s Safety & Training Manager, Operations Manager or General Manager shall note any corrective action taken/ why no action was taken, and submits a copy to the Accountable Executive and employee. The contracted General Manager will note any corrective action taken, or why no action was taken, and submits a copy to the Human Resources Manager and employee. The employee has the right to appeal the outcome by submitting the required form to the Accountable Executive for review. 5.The contracted Safety & Training Manager and Accountable Executive are responsible for entering the information into Petaluma Transit's incident management database and uploading a copy of the employee report to the shared folder. The information captured is then reviewed, addressed and documented at the next SST meeting. For immediate risks or threat sof violence, serious harm, or life-threatening conduct, employees should immediately call 911 or local law enforcement. Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 The guidance in this document is not legally binding in its own right and will not be relied upon by the Federal Transit Administration as a separate basis for affirmative enforcement action or other administrative penalty. Compliance with the guidance in this document (as distinct from existing statutes and regulations) is voluntary only, and noncompliance will not affect rights and obligations under existing statutes and regulations. 8 5.Safety Risk Management Safety Risk Management Process Describe the Safety Risk Management process, including: •Safety Hazard Identification: The methods or processes to identify hazards and consequences of the hazards. •Safety Risk Assessment: The methods or processes to assess the safety risks associated with identified safety hazards. •Safety Risk Mitigation: The methods or processes to identify mitigations or strategies necessary as a result of safety risk assessment. Safety Hazard Identification Petaluma Transit's actively seeks to identify and mitigate hazards before they result in safety issues. A hazard is defined as 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. For trainin g purposes, employees are trained that a hazard is a real or potential condition; can cause a consequence; not an event (an accident, incident or occurrence). A hazard that is identified through Petaluma Transit's programs, procedures or forms, is evaluated for potential consequences through the risk assessment process and the information is entered int o the incident tracking Database. Prrograms and procedures used for safety hazard identification include the following: 1. Employee Safety Reporting Program Using the Incident Reporting Form and agency safety plan protocols, employees are required to report anything believed to be an existing or potentially hazardous condition or unsafe practice that may cause injury to people, property or the environment. All injuries, accidents and near misses shall be reported. All hazards identified through the employee safety reporting program, and their potential consequences, are entered into Petaluma Transit's incident tracking database and shared folder. Operations Upon hiring, each new contracted employee is provided a copy of the MV New Employee handbook that includes information on the hazard mitigation program and provided with instruction on how to address hazardous situations. New employees also receive training on Near Miss and Hazard Identification and Reporting. Additional training is also provided at subsequent safety meetings when recognition is given to employees who have demonstrated correct procedures in Near Miss and Hazard Reporting and other safety protocols. Facilities Upon hiring, each new employee is provided a copy of the Safety Management Policy Statement and employee safety reporting program. Additionally, new employees receive training in reporting of unsafe working conditions. 2. Facility Inspection Petaluma Transit's Contractor Management Team is responsible for overseeing regular inspections of facilities and equipment in order to identify hazards on a proactive basis. Hazards identified through these inspections, as well as their potential consequences, are entered into Petaluma Transit's Incident Tracking Database and files saved into the shared folder. Logs are kept of all prior inspections and regularly reviewed to ensure completeness and look for recurring trends/concerns. • Daily Safety Walkthrough and Checklist A routine safety walkthrough, performed daily, to ensure site safety, identify hazardous conditions at the facility and to notify employees of any hazards identified and mitigations in place to prevent employees from injury. All identified hazards, potential consequences and corrective actions noted on this walkthrough are documented and logged in the facility inspection binders. The daily safety walkthrough covers the operations and maintenance buildings, as well as the bus yard. •Facility Plan The schedule for daily, weekly, monthly, quarterly and annual facility inspections is included in Petaluma Transit's Facility Plan. All hazards identified, their potential consequences, and corrective actions taken, are noted in the facility inspections are entered into the facility inspection logs. Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 The guidance in this document is not legally binding in its own right and will not be relied upon by the Federal Transit Administration as a separate basis for affirmative enforcement action or other administrative penalty. Compliance with the guidance in this document (as distinct from existing statutes and regulations) is voluntary only, and noncompliance will not affect rights and obligations under existing statutes and regulations. 9 • Stormwater Prevention Plan As part of it's safety plan, Petaluma Transit provides week ly spections for eye wash stations, fire extinguishers, spill covers, and storm drains. Any identified hazards, potential consequences of the hazards, and corrective action taken from the inspections are recorded in the facility maintenance log. •Maintenance Plan MV Transportation's Maintenance Plan defines the schedule for preventative equipment and vehicle inspections. All hazards identified, their potential consequences, and corrective actions taken, are noted in the facility inspections are entered into vehicle maintenance database. 3. On-Board Video Technology All of Petaluma Transit's revenue vehicles have on-board video surveillance systems and data recorders. This system is a valuable tool towards: identifying potential sources of hazards in Petaluma Transit's operations, including unsafe driver behaviors, operating environments, road conditions, changing configurations, vehicle handling and use of defensive driving techniques. The purpose of this technology is to provide proactive information regarding unsafe behaviors and identification of hazards. Unsafe behaviors identified through this technology will be handled according to the CBA or contractor policy which can include coaching, retraining and possible disciplinary measures. Through monitoring this technology, if hazards and their potential consequences are identified, these will be entered into Petaluma Transit's complaints and incidents log and shared folder. Any colisions or incidents that occur on a revenue vehicle result in the video surveillance footage for the vehicle being reviewed to review/confi rm details of the incident, detemine responsibility if appropriate and identify lessons learned or hazards to remedy to improve future operations. 4. Incident Reports Employees are required to document incidents that occur on the road, on the bus, or at the facility using supplied Incident Report Forms. Incident Report Forms are used in reporting any of the following: passenger slips and falls on or near vehicle, the need to call local authorities for assistance, removal of passenger, injury to employee, any combination of disputes between employee, passenger, motorists, operator/passenge r victim of assault/theft, intoxicated passenger, vandalism to bus, missed passenger, object struck bus, off-route, full bus, environmental issue, vehiculr damage, and other such hazards or incidents. All incidents must be reported to dispatch immediately via radio. If in doubt, operators are required to immediately contact dispatch. Even upon alerting dispatch of issues, drivers are required to submit a completed incident report form within 24 hours turned in to their supervisor. Witnesses of any on-board incident are provided with voluntary "courtesy cards" that they are asked to complete. The cards in include their name, contact info and space for brief comment on any incident that they may have observed. If a hazard or safety concern is reported, this information is saved into the complaints & incidents shared folder. The contractor alerts the Accountable Executive of any incidents and reports documented. 5. Security Incident Report A Security Incident Report is for incidents that occur on Petaluma Transit property (facilities or vehicles). Incident Report Forms are used for reporting any of the following: burglary, arson, aggravated assault, forcible rape, homicide, breaking or entering, larceny/theft, robbery, alcohol/drunkenness, bomb threats, drunk driving, fighting, kidnapping, narcotics, sexual offenses, suspicious activity, trespassing, vagrancy/loitering, vandalism, weapons, medical assistance, sleepers/campers, other. Incidents are immediately called into dispatch with forms submitted by the end of the employee's shift. All hazards, their potential consequences and corrective action is entered into Petaluma Transit's complaints & 6. Accident Reports Operations Accidents are defined as any collision that occurs while an operator is on duty. Operators are to immediately report all accidents and collisions to dispatch. Accident Report Forms must be completed by the operator involved along with other relevant contractor staff for accidents, possible claims of accidents, damage to equipment, injury and possible injury not within 24 hours of the incident occurrance. Any vehicle defects that may have contributed to an accident must be included in the report. Contractor management responds to the accident scene to ensure appropriate action is taken for safety and security of employees and Petaluma Transit passengers; and that the necessary information is collected to evaluate the incident, determine culpability; and develop actions to limit or eliminate the possibility of the incident recurring. Police case numbers are recorded as needed with follow up at a later date to help make any final determinations about collisions and their causes/responsible parties. Employees are required to report unsafe conditions or infrastructure that may create unsafe conditions (i.e. potholes, failing signage) to the City of Petaluma within 24 hours in order to address the area of concern. Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 The guidance in this document is not legally binding in its own right and will not be relied upon by the Federal Transit Administration as a separate basis for affirmative enforcement action or other administrative penalty. Compliance with the guidance in this document (as distinct from existing statutes and regulations) is voluntary only, and noncompliance will not affect rights and obligations under existing statutes and regulations. 10 Facilities Occupational Incident/Injury/Illness Report All employees are required to immediately report and document accidents, incidents and occurrences. The Incident Report form is used to investigate these events and a root cause analysis will be documented during the investigation. Any identified hazards, potential consequences of the hazards, and corrective action taken from the accident investigation are documented and save along with all forms are saved in the shared folder for future reference if neeeded. 7. Data and Information Provided by Oversight Authority and Federal Transit Administration (FTA) Petaluma Transit will monitor data and information provided by an oversight authority and FTA for any identified hazards and safety concerns. If applicable to Petaluma Transit, we will enter the information into complaints & incident shared folder. Safety Risk Assessment Safety program database Petaluma Transit uses a safety database to assist with safety risk assessment. Once a hazard is identified, a report is created to measure and analyze the safety risk. The report is saved in the complaints & incidents shared drive folder. All related details are reported and documented/saved therein as well. Incident risk probability and severity are determined by taking into account existing mitigations. A risk assessment is generated based on the Risk Assessment Matrix. Risk impact, response and response strategy are all documented. The information is then shared with the SST. After approval of the proposed mitigation, steps are taken to implement. A follow- up of the safety risk and its corrective actions is conducted to ensure reduction of severity or elimination of the safety risk. The following matrix, adopted from the TSI Participation Guide – SMS Principles for Transit, facilitates the ranking of hazards based on their probability of occurrence and severity of their outcome. Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 The guidance in this document is not legally binding in its own right and will not be relied upon by the Federal Transit Administration as a separate basis for affirmative enforcement action or other administrative penalty. Compliance with the guidance in this document (as distinct from existing statutes and regulations) is voluntary only, and noncompliance will not affect rights and obligations under existing statutes and regulations. 11 The measuring goes from A to F with A being frequent or likely to occur frequently and E being improbable or expected that this event will most likely never occur. The designation F is used when potential hazards are identified and later eliminated. The Safety Risk Severity Table presents a typical safety risk. It includes four categories to denote the level of severity of the occurrence of a consequence, the meaning of each category, and the assignment of a value to each category using numbers. In this table, 1 is considered catastrophic meaning possible deaths and equipment destroyed and 4 is considered negligible or of little consequence with two levels in between. Safety Risk Probability and Safety Risk Severity are combined into the Safety Risk Index Ranking to help prioritize safety risks according to the table below. 4. Risk Assessment Risk impact describes the effects or consequences of the risk associated with the hazard. 5. Risk Response Risk response strategies are the approaches SCT can take to manage the risk associated with the hazard. Risk response is categorized as follows: 1. Acceptance – Accept the consequences of the hazard 2. Avoidance – Avoid the consequences of the hazard 3. Contingency – Backup solution to reduce the likelihood and/or severity of consequences of the hazard. 4. Mitigation – Solution to reduce the likelihood and/or severity of consequences of the hazard. 5. Transfer – Shift the consequences of the hazard from one party to another. Safety Risk Mitigation Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 The guidance in this document is not legally binding in its own right and will not be relied upon by the Federal Transit Administration as a separate basis for affirmative enforcement action or other administrative penalty. Compliance with the guidance in this document (as distinct from existing statutes and regulations) is voluntary only, and noncompliance will not affect rights and obligations under existing statutes and regulations. 12 It is Petaluma Transit's goal to reduce the safety risk associated with an identified hazard to the lowest level possible given available resources. Achieving a reduction in risk can be accomplished in many different ways. However, there are some hazards that present an unacceptable risk requiring elimination. In determining risk severity, Petaluma Transit uses the Risk Assessment Matrix above. The matrix illustrates the various safety risk levels ranging from acceptable to unacceptable. Elimination or reduction of hazards with safety risk in the highest or serious risk category in the Risk Assessment Matrix, occurs until the hazards are in a lower risk category and acceptable. Approach to Hazard Elimination and Mitigation If the safety risk associated with an identified hazard requires correction, mitigation efforts will occur. Risk mitigation i s a solution that reduces the likelihood and/or severity of consequences of the hazard. The Petaluma Transit Safety Solutions Team helps to determine if mitigation is needed for a hazard as is dictated by the situation. If, upon outcome of the discussion, an identified hazard is deemed to be high, serious or medium risk, the proposed mitigation is identified and enacted accordingly. 6.Safety Assurance Safety Performance Monitoring and Measurement Describe activities to monitor the system for compliance with procedures for operations and maintenance. Petaluma Transit monitors the system for compliance with procedures for operations and maintenance per the procedures listed below. OPERATIONS: On-Board Video Technology All Petaluma Transit revenue vehicle have on-board surveillance systems and video recoders. This system is a valuable tool towards: identifying potential sources of hazards in Petaluma Transit's operations, including unsafe driver behaviors, operating environments, road conditions, changing configurations, vehicle handling and use of defensive dr iving techniques. The purpose of this technology is to provide proactive information regarding unsafe behaviors and identification of hazards. Unsafe behaviors identified through this technology will be handled according to the CBA or contractor policy which can include coaching, retraining and possible disciplinary measures. This technology is used in retraining, coaching and, if necessary, disciplinary actions. If monitoring this technology identifies hazards and/or insufficient procedures, these will be evaluated through the Safety Risk Management Proces. Supervisor Ride Alongs / Trailings MV contractor staff monitor operator performance through driver "ride -alongs" as well as trailings of buses in operation. This is done to ensure that bus operators are complying with all agency operational and safety protocols during the operation of their bus. If the observing supervisor observes that employee are not following procedures, they will document the concern and address the non-compliance potentially through disciplinary actions if needed. If monitoring identifies hazards or insufficient procedures, these will be evaluated through the Safety Risk Management Process. MAINTENANCE: Road Calls and Vehicle Break Downs Through the process of monitoring road calls and vehicle break downs, dispatch, maintenance, and operations, monitor employee’s compliance with procedures. If monitoring documents that employees are not following procedures, operations will address the non-compliance. If monitoring identifies hazards or insufficient procedures, these will be evaluated through the Safety Risk Management Process. All vehicle tows are documented and recorded in the shared folder. Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 The guidance in this document is not legally binding in its own right and will not be relied upon by the Federal Transit Administration as a separate basis for affirmative enforcement action or other administrative penalty. Compliance with the guidance in this document (as distinct from existing statutes and regulations) is voluntary only, and noncompliance will not affect rights and obligations under existing statutes and regulations. 13 Describe activities to monitor operations to identify any safety risk mitigations that may be ineffective, inappropriate, or were not implemented as intended. Petaluma Transit activley monitors operations to identify any safety risk mitigations that may be ineffective, inappropriate, or were not implemented as intended per the information below: Petaluma Transit Safety Team Information collected through the Employee Reporting Program is reviewed and monitored by the safety team. The team addresses safety concerns and hazards reported , generates responses and action plans for those concerns, and communicates that information through the appropriate channels. If it is noted that a risk mitigation is ineffective, then the hazards will be evaluated through the Safety Risk Management Process again ; If it is noted that the risk mitigation is inappropriate, a new mitigation will be developed under the process. It if is noted that the risk mitigation was not implemented, then non-compliance will be addressed. Describe activities to conduct investigations of safety events , including the identification of causal factors. Petaluma Transit conducts investigations of safety events, including the identification of causal factors. A safety event is defined as any accident, incident or occurrence. Investigations follow the procedures outlined below: Operations An injury, collision or incident that occurs is investigated to determine whether it was preventable or non -preventable. Investigation include all instances where: • A person was injured (employee, passenger, etc) • A vehicle was damaged • Property was damaged Management reviews the event data and/or surveillance ffotage and determines if the accident/incident was preventable or non-preventable, identifying causal factors, if any. Once causal factors are identified, the hazards will be evaluated through the Safety Risk Management process. Information collected through this process will be used to in other Safety Assurance procedures. Facilities Occupational Incident/Illness Report All employees are required to immediately report and document all accidents, incidents and events. The incident report is used to investigate these occurrences and determine causal factors at play. Once causal factors are identified, the hazards will be evaluated through the Safety Risk Management process. Information collected through this process will be used to in other Safety Assurance procedures. Describe activities to monitor information reported through internal safety reporting programs. Petaluma Transit monitors information reported through internal safety reporting programs as outlined below: Petaluma Transit Safety Solutions Team Information collected through the Employee Reporting Program is reviewed and monitored by the Safety Team. The team addresses safety concerns and hazards reported, generates / reviews contractor responses and action plans for those concerns and communicates that information through the appropriate channels. Safety team members also monitors risk mitigations to ensure effectiveness. Safety concerns and hazards are addressed through the safety risk management process. Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 The guidance in this document is not legally binding in its own right and will not be relied upon by the Federal Transit Administration as a separate basis for affirmative enforcement action or other administrative penalty. Compliance with the guidance in this document (as distinct from existing statutes and regulations) is voluntary only, and noncompliance will not affect rights and obligations under existing statutes and regulations. 14 Management of Change (Not Required for Small Public Transportation Providers) Describe the process for identifying and assessing changes that may introduce new hazards or impact safety performance. Continuous Improvement (Not Required for Small Public Transportation Providers) Describe the process for assessing safety performance. Describe the process for developing and carrying out plans to address identified safety deficiencies. 7.Safety Promotion Competencies and Training Describe the safety training program for all agency employees and contractors directly responsible for safety. Safety is a top priority for Petaluma Transit. Safety information and training is provided to all agency employees as well as contractors directly responsible for safety. Safety Training Program for Contractor Overview Safety training is conducted on facilities, equipment, and vehicles. Operating rules and standard operating procedures (SOPs) will be prepared by MV Transporation contractor and provided to all personnel. The Safety Manager oversees the formulation of training programs and records. The contracted Safety & Training, Operations, and General Managers maintain standard operating procedures and Rules and maintains all records, which are kept at the facility. MT Transportation - Petaluma Division periodically completes reviews and oversight activities associated with the training program. Activities or functions judged to be safety-critical may require special training and/or certification. This ongoing training is included in regular safety meeti ngs and all documentation is also kept at the facility and stored electronically. Refresher training is accomplished at least once per year for operations and maintenance employees and addtionally on an as-needed basis when situations related to employee performance warrant it. Emergency responders are also trained during the pre-revenue period and during drills that occur at least annually. These are also documented, and records retained at the facility. A safety board noting the number of days since the last preventable action is kep in the driver's area along with additional safety messaging and posters. Employee Safety Operations Personnel Training All bus operators will be required to successfully have completed the MV Transportation's - Petaluma Disvision Operations bus operation training program and successfully completed their MV and DOT driving exams prior to starting starting solo bus driving operations. Operator training courses cover Standard Operating Procedures and Operator Rules that govern the operation. New Operators are also provided Behind the Wheel training by a certified Instructor. The program includes the following: •PPE program including requirements for appropriate attire: •Safety eyewear ֩ •Safety footwear •Safety hand wear Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 The guidance in this document is not legally binding in its own right and will not be relied upon by the Federal Transit Administration as a separate basis for affirmative enforcement action or other administrative penalty. Compliance with the guidance in this document (as distinct from existing statutes and regulations) is voluntary only, and noncompliance will not affect rights and obligations under existing statutes and regulations. 15 •Hi-Visability vests •Disposal contaminated materials •Risk Assessment and Injury Avoidance •Walking and Climbing •Lifting, Carrying, Holding, and Lowering Objects •Pushing, Pulling, and Twisting •Burns, Scalds •Exposed Fluids, Chemicals, Smoke •Cuts, Punctures, Abrasions, Lacerations •Mobility Device Lifts/Ramps New Bus Operators are also evaluated by established Operators and Supervisors using an Observation Report Form. New Operators must meet all criteria satisfactorily or they receive additional training. The Safety Manager, on a separate occasion prior to certification, will determine whether each Operator demonstrates safe control of the revenue vehicle or needs additional training. Each Operator is certified with both written and practical testing to validate operational readiness prior to taking their final exams. Annually, operators receive a refresher course on the rules and procedures and will recertify with written and practical testing. The re-certification may consist of one or more of the following: a quiz, a checklist, a test, and a demonstration of troubleshooting techniques. Any person who fails the annual examination is given special retraining. Updated training materials will be developed under coordination by the Safety & Training Manager and/or Supervisors prior to the opening of any new bus extension or major modification to the existing routes or introduction of new vehicles. Operations personnel will be certified by either written or practical testing. MV Transportation's contracted operators are subject to periodic in-service observation/evaluation by Route Supervisors who monitor their compliance to rules and procedures outlined in the Rule Book and standard operating procedures. Supervisors will complete a Driver Evaluation Form after completion of the in-service evaluation and will review the information in the report with the Operator. Positive reinforcement and corrective information/ actions are given as needed. Operators observed violating rules or procedures may be subject to retraining and/or progressive discipline. MV Transportation tracks and documents driver infractions in an employee file and that chronicles violations by indvidual employee and administers all disciplinary actions, retraining, re-instructions, and determines the consequence of any rule violations. Supervisors are provided training periodically and receive Operational Safety Leadership courses on -line through MV Transportation's E-Learning Academy portal. Maintenance Personnel Training Maintenance requirements, methods, and procedures for the facility equipment and systems will be described in manuals, handbooks, and other documentation developed for the training and certification of maintenance personnel. Use of personal protective equipment, emergency equipment, and safety instructions are included within the training program. Maintenance personnel are required to operate buses, heavy equipment, or other specialized vehicles/equipment/apparatus and will be certified by both written and practical testing to document the employee’s knowledge of safety and operating procedures and skill in the proper and safe operation and procedures. Annually, each employee will re-certify in the proper and safe use of the equipment/vehicles with written and practical testing. Any person who fails the annual examination will be given special retraining. The Maintenance Manager and all other maintenance staff are required to maintain up-to-date training and certifications for all relevant ASE classifications. Safety Training Safety information on approved methods and procedures are used in manuals, handbooks, and other documentation developed for the training and certification of operators and maintenance personnel. Identification of protective devices and emergency equipment are included in the training documentation and instruction. In addition, safety posters and notices are used, as appropriate, to enhance awareness during all phases of system operations. Proficiency demonstrations and certifications are required of all ope rators and maintenance personnel. Safety concerns are incorporated in briefings given to personnel prior to their operating hardware or working within facilities. The Safety Manager will make reviews of the safety training program annually to ensure training materials and programs remain consistent with employee needs. Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 The guidance in this document is not legally binding in its own right and will not be relied upon by the Federal Transit Administration as a separate basis for affirmative enforcement action or other administrative penalty. Compliance with the guidance in this document (as distinct from existing statutes and regulations) is voluntary only, and noncompliance will not affect rights and obligations under existing statutes and regulations. 16 Emergency Response Personnel Training Training to familiarize fire, police, and emergency service personnel with facility requirements is coordinated through and conducted by MV Transportation's contracted employees. Emergency preparedness and response drills are developed by MV employees. Training classes, drills, and after-action reviews are then conducted with emergency service personnel and AGENCY personnel to: • Ensure the adequacy of emergency plans and procedures • Ensure readiness of the MV Transportation's Petaluma operations personnel to perform under emergency conditions •Ensure effective coordination between the MV Transportation's Petaluma operations and emergency response personnel and outside agencies. Contractor Safety Contractors, not part of operations activities associated with the facility must seek approval, in writing, from MV Transportation's Petaluma operations to perform work on property and infrastructure. MV Transportation Petaluma Division's operations must ensure the requesting party abides by location safety requirements. Requirements include but are not limited to: reflective safety vests, safety signaling to operators, and an understanding of all unsafe conditions. MV Trasnportation's operations contractors are required to attend safety classes. MV Transportation - Petaluma Division's management team will determine which contractors shall attend such classes and receive certification prior to the approval and issuance of an acess credentials when necessary. Record Keeping Personnel records of all training activity by employees are maintained by MV Transportation's Petaluma Division's Operations Management staff. Compliance with Training Requirements The internal audit process includes the means of determining that all necessary training is conducted and documented including the proper qualification of operating and maintenance personnel. Training materials, testing, and grading processes are reviewed and evaluated for completeness and accuracy. The audit process is guided by the following criteria related to training compliance: • Identify training requirements for all personnel related to safety. This encompasses initial and refresher training of procedures, equipment uses, vehicles and associated hardware, and manufacturers’ training. Also reviewed is retraining requirements identified due to accident or incident investigations and procedures. • Review all training programs identified for safety adequacy. • Assess the effectiveness of the training programs and on-the-job experience by the conducting simulated mock and roll-playing events to determine the employee's level of readiness. • Review employee performance, including employee records and conduct in -person interviews or exams to confirm their technical knowledge and issues. • Evaluate training provided to operations personnel and emergency response personnel when substantive operational changes are made, or with the introduction of new equipment, facilities, or specialty vehicles . • Update maintenance guides and materials as new/modified equipment it entered into service. Safety Training Program for Contractor Overview Safety training is conducted on facilities, equipment, and vehicles. Operating rules and standard operating procedures will be prepared by MV Tranpsortation management and the Accountable Executive working in conjuction and distributed to all personnel. The Safety Manager oversees the formulation of training programs and records. The contracted General Manager and Accountable Executive maintain SOPs and Rules and maintains all records, which are kept at the transit facility or via electronic server. Agency staff periodically completes reviews and oversight activities associated with the MV Transportation contractor's training program. Activities or functions judged to be safety -critical may require special training and/or certification. This ongoing training is included in regular safety meetings and all documentation is also kept at the transit facility. Refresher training is accomplished at least annually for operations employees and when situations related to employee performance warrant it individucally. Such additional trainings are also documented, and records retained at the paratransit facility. Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 The guidance in this document is not legally binding in its own right and will not be relied upon by the Federal Transit Administration as a separate basis for affirmative enforcement action or other administrative penalty. Compliance with the guidance in this document (as distinct from existing statutes and regulations) is voluntary only, and noncompliance will not affect rights and obligations under existing statutes and regulations. 17 Employee Safety Operations Personnel Training All contracted bus operators will be required to successfully have completed the MV Transportation's bus operation training program. This course covers Standard Operating Procedures and Operator Rules that govern the operation. New Operators are also provided Behind the Wheel training by a qualified Instructor. New Bus Operators are also evaluated by established Lead Drivers and the contracted Safety Manager using relevant training forms. New Operators must meet all criteria satisfactorily or they receive additional training. The contracted Safety & Training Manager and Operations Manager, on a separate occasion prior to certification, will determine whether each Operator demonstrates safe control of the revenue vehicle or needs additional training. Each Operator is certified with both written and practical testing to validate operational readiness. Updated training materials will be developed under coordination by th e Safety Officer prior to the opening of any extension or major modification to the existing service area or introduction of new vehicles. Operations personnel will be certified by either written or practical testing. Safety Training Safety information on approved methods and procedures are used in manuals, handbooks, and other documentation developed for the training and certification of operators and maintenance personnel. Identification of protective devices and emergency equipment are included in the training documentation and instruction. In addition, safety posters and notices are used, as appropriate, to enhance awareness during all phases of system operations. Proficiency demonstrations and certifications are required of all ope rators. Safety concerns are incorporated in briefings given to personnel prior to their working with hardware or facilities. The contracted Safety Manager will make reviews of the safety training program every six months to ensure training materials and programs remain consistent with employee needs. Record Keeping Personnel records of all training activity by employees are maintained by MV Transportation contracted staff. Safety Communication Describe processes and activities to communicate safety and safety performance information throughout the organization. Petaluma Transit communicates safety and safety performance information throughout the 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 an employee safety reporting program. Ongoing safety communication is critical and Petaluma Transit ensures communication occurs up, down, and across all levels of the organization. Any lessons learned are communicated to all concerned. Management commitment to address safety concerns and hazards is communicated on a regular basis. Management encourages and motivates employees to communicate openly, authentically, and without concern for reprisal; ensures employees are aware of SMS principles and understand their safety-related roles and responsibilities; conveys safety critical information such as accident data, injuries, and reported safety concerns and hazards and their resolutions to employees. Petaluma Transit’s tools to support safety communication include: • Safety bulletins • Safety notices • Posters • DVDs or Thumb drives or online safety video access • Newsletters • Briefings or Toolbox talks • Seminars and workshops • New employee training and refresher training • Intranet or social media • Safety Committee Meetings Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 The guidance in this document is not legally binding in its own right and will not be relied upon by the Federal Transit Administration as a separate basis for affirmative enforcement action or other administrative penalty. Compliance with the guidance in this document (as distinct from existing statutes and regulations) is voluntary only, and noncompliance will not affect rights and obligations under existing statutes and regulations. 18 Additional Information Supporting Documentation Include or reference documentation used to implement and carry out the ASP that are not included elsewhere in this Plan. • Petaluma Transit/MV Transportation Facility Maintenance Plan •Petaluma Transit/MV Transportation Vehicle Maintenance Plan • Operator Incident Complaint Form • MV Transportation operator training overview guide • MV Transportation - Safety Action Plan • Accident Procedure Form Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 The guidance in this document is not legally binding in its own right and will not be relied upon by the Federal Transit Administration as a separate basis for affirmative enforcement action or other administrative penalty. Compliance with the guidance in this document (as distinct from existing statutes and regulations) is voluntary only, and noncompliance will not affect rights and obligations under existing statutes and regulations. 19 Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8 Docusign Envelope ID: 769DA883-DA71-4C0F-8237-35F34D1E54D8