TO: Honorable City Council
FROM: City Manager
SUBJECT: A Resolution of the City of Council of the City of Commerce, California, Approving an Additional Transit Supervisor Position for the Transportation Department MEETING DATE: August 27, 2024
RECOMMENDATION
The City Council will consider approving an additional Transit Supervisor position to ensure adequate supervisory oversight during service operations and meet ongoing Class “B” commercial driver's license-mandated training requirements.
BACKGROUND
The transportation department's current staffing structure includes two (2) transit supervisor positions totaling 80 weekly hours to oversee day-to-day operations. However, Transportation operates from 4:30 a.m. to 10:30 p.m., seven days a week, which equates to 126 hours per week. As such, based on the current staffing level, there is a shortfall in supervisory coverage, whereas there are 46 hours per week with buses in service and no supervisor on duty.
EMBED Excel.Chart.8 \s
Historically, to have adequate supervisory coverage while buses are in service, the supervisors and dispatchers work overtime to mitigate the coverage gap. A breakdown of the overtime (OT) expenditures over the past few years related to the gap in coverage is referenced below. Data Source: Accounting Payroll Records in Logos Supervisor Annual OT Hours
Dispatch Annual OT Hours
Total OT Cost @ Time and a Half Pay Rate
FY 2019
1559.56
504.16
$134,938.74
FY 2020
1136.98
784.21
$117,687.00
FY 2021
1209.42
383.51
$104,297.60
FY 2022
1346.75
358.75
$112,974.06
FY 2023
1805.50
592.01
$156,605.13
TOTALS
7058.21
2633.64
$626,502.53
Note:
The average OT expenses to cover the gaps in supervisory coverage is ($626,502.53 / 5) = $125,300.50 annually. It should be noted that effective FY24, as part of the classification study, the Transit Supervisor position changed to an Exempt employee status and is no longer eligible for OT.
ANALYSIS
Having adequate supervision on duty is critical to transportation's overall success. Lack of supervision increases the City's liability and exposure in the event of an accident, emergency, and/or fatality. Some of the essential responsibilities and benefits of a supervisor on duty are as follows:
Observe transit operations to maintain safety and report/document observations.
Establish effective professional relationships with subordinates through communication and coaching techniques.
Receive, investigate, and resolve complaints about Bus Operators and take necessary steps to correct them.
Notify and receive information and instructions from Dispatchers of any emergencies or changes in operations.
Observe and monitor the safe operation of vehicles by riding with operators and correcting operators on proper procedures.
Counsel operators for violations of Operating Procedures and/or City Policy.
Observe conditions of routes for obstructions or unsafe conditions.
Respond to and investigate accidents, including interviewing witnesses, taking necessary pictures, and preparing reports.
Investigate patron complaints or other problems between operators and the public.
Research and develop alternative routes for emergencies, road closures, and other special service situations.
Perform dispatcher duties as needed.
Prepare posts and remove notices to customers at bus stops throughout the system.
Decide for post-accident and reasonable suspicion DOT drug testing.
Perform additional related duties and/or cover open assignments as needed.
ONGOING TRAINING REQUIREMENTS
Over the years, transportation has administered all classroom and behind-the-wheel training using our seasoned bus operators and supervisory staff. This training-by-committee concept worked to the best of our ability; however, per recent changes in DMV protocol, training can only be provided by a trainer certified by the Department of Transportation (DOT) and registered in the Department of Motor Vehicles (DMV) database. Only one staff member is certified and available to provide classroom/behind-the-wheel training. DOT has a waiting list for individuals to participate in the next available Train-The-Trainer Program. The City of Commerce Transit is on the waiting list.
Due to the ongoing operational demands, our supervisor often gets pulled away during training exercises to deal with urgent operational matters, which frustrates existing and newly hired employees. Additionally, the constant interruption in training prolongs the time to meet the required mandatory 40 hours of classroom and 8 hours of in-service renewal training. Based on employee feedback, the frequent delays and interruptions in training give the perception that training is not a priority. Furthermore, existing staff frequently request and document additional training opportunities during their annual performance evaluation process. Unfortunately, we cannot accommodate the additional training request in most cases due to a lack of personnel.
OTHER BENEFITS
The additional supervisor will allow transportation staff to fulfill the Parks and Recreation Department's ongoing training requirements for their commercial Class B drivers.
Provide consistency with classroom and behind-the-wheel training.
Increase operational oversight, safety awareness, and training accountability.
Play a vital role in Transportation's long-term success.
MANDATED TRAINING REQUIREMENTS FOR BUS OPERATORS
Bus Operator procedure manual.
Pre/Post trip process.
Defensive driving (preventing accidents regardless of conditions or the actions of others).
Emergency procedures.
Safe boarding and deboarding of passengers.
Passenger assistance/safe lift operation and wheelchair device securement.
ADA and sensitivity awareness.
Customer service.
On-the-road and route training.
Drug and alcohol awareness training.
Responding to vehicle accidents.
City Policies (workplace harassment, diversity awareness, general employee policies, procedures, and human trafficking awareness).
REFRESHER TRAINING
Experienced Bus Operators benefit from ongoing and consistent training. Refresher training includes updating and evaluating employees' skills, emerging safety issues, service needs, and post-accident retraining. Additional training topics consist of winter driving to/from Camp Commerce, frequent safety reminders, problem-solving for customer service challenges, training on new equipment added to the fleet, and basic Spanish phrases for routine communications with passengers with Limited English Proficiency (LEP) as required per FTA, Title VI.
FISCAL IMPACT:
Position
Class
Hourly Rate
Fully Burden Hourly Rate
Annual Cost
Transit Supervisor
F/T
$37.73
$60.37
$125,565.44
$125,565.44
Based on the City's historical Formula Allocation Procedure (FAP) and projected 16% increase in revenue allocations for FY25, the proposed personnel recommendation is sustainable. Furthermore, City of Commerce Transit has $1,664,434 in emergency revenue reserves. The reserve funds can absorb unforeseen operational costs as needed. As such, the recommendation for the additional F/T Transit Supervisor position can be absorbed into Transportation's annual operating budget and have no additional impact on the City's General Fund.
FY24 YEAR-TO-DATE OPERATIONS EXPENSE CHART
PROJECTED REVENUE FOR FY25 = $6,168,844 (16% INCREASE FROM FY24) EMBED Excel.Chart.8 \s
RELATIONSHIP TO 2016 STRATEGIC GOALS:
This agenda item relates to the 2016 strategic planning goal: "Review and update services and activities to increase efficiency." The proposed recommendation outlined in this report assists the City in providing adequate supervisory oversight during service operations and meeting ongoing commercial driver's license-mandated Class "B" training requirements.
Prepared and Recommended by: Claude McFerguson, Dir. of Transportation Approved as to form by: Noel Tapia, City Attorney
Fiscally Reviewed: Vilko Domic, Assistant City Manager Respectfully submitted: Ernie Hernandez, City Manager Attachments: Resolution
CITY OF COMMERCE
AGENDA REPORT
Item No.