A J O I N T P O W E R S A UTHORITY
1750 Creekside Oaks Drive p. 800-541-4591 Suite 200 f. 916-244-1199
Sacramento, CA95833 www.caltiponline.org
SPECIAL CalTIP BOARD OF DIRECTORS MEETING
AGENDA
Thursday, October 4, 2018 2:00 p.m.
Teleconference
All or portions of this meeting will be conducted by teleconferencing in accordance with Government Code Section 54953(b). Teleconference locations are as follows:
Bickmore, 1750 Creekside Oaks Drive, Suite 200, Sacramento, CA 95833 Central Contra Costa Transit Authority, 2477 Arnold Industrial Way, Concord, CA 94520 City of Avalon, 410 Avalon Canyon, Avalon, CA 90704 City of Culver City, 4343 Duquesne Avenue, Culver, CA 90232 City of Dixon, 285 East Chestnut Street, Dixon, CA 95620 City of El Monte, 11333 Valley Boulevard, El Monte, CA 91731 City of Folsom, 50 Natoma Street, Folsom, CA 95630 City of Lodi, 221 West Pine Street, Lodi, CA 95240 City of Porterville, 291 N. Main Street, Porterville, CA 93257 City of Santa Rosa, 100 Santa Rosa Ave., Rm 1, Santa Rosa, CA 95404 City of Vacaville, 1001 Allison Drive, Vacaville, CA 95687 City of Whittier, 13225 Walnut St., Whittier, CA 90602 Nevada County, 950 Maidu Avenue, Nevada City, CA 96959 Placer County, 145 Fulweiler Avenue, Auburn, CA 95603 El Dorado County Transit Authority, 6565 Commerce Way, Diamond Springs, CA 95619 Gold Coast Transit District, 301 E. Third Street, Oxnard, CA 93030 Golden Empire Transit District, 1830 Golden State Avenue, Bakersfield, CA 93301 Humboldt Transit Authority, 133 V Street, Eureka, CA 95501-0844 Livermore Amador Valley Transit Authority, 1362 Rutan Court, Suite 100, Livermore, CA 94551 Monterey Salinas Transit District, 19 Upper Ragsdale Drive, Suite 200, Monterey, CA 93940 Morongo Basin Transit Authority, 62405 Verbena Road, Joshua Tree, CA 92252 Omnitrans, 1700 W. Fifth Street, San Bernardino, CA 92411 San Luis Obispo Regional Transit Authority, 179 Cross Street, Suite A, San Luis Obispo, CA 93401 Santa Cruz Metropolitan Transit District, 110 Vernon Street, Santa Cruz, CA 95060 Siskiyou County, 190 Greenhorn Road, Yreka, CA 96097 South County Area Transit, 179 Cross Street, Suite A, San Luis Obispo , CA 93401 Tahoe Transportation District, 128 Market Street, Suite 3-F, Stateline, NV 89449
* Reference materials enclosed with staff report. CalTIP Board of Directors Special Meeting of October 4, 2018 Page 2
Town of Truckee, 10183 Truckee Airport Rd., Truckee, CA 96161 Western Contra Costa Transit Authority, 601 Walter Avenue, Pinole, CA 94564 Yolo County Transportation District, 350 Industrial Way, Woodland, CA 95695
Each location is accessible to the public, and members of the public may address the Board from any teleconference location.
In compliance with the Americans with Disabilities Act, if you need a disability-related modification or accommodation to participate in this meeting, please contact Maria De Leon at (916) 244-1187 or (916) 244-1199 (fax). Requests must be made as early as possible, and at least one full business day before the start of the meeting.
Documents and materials relating to an open session agenda item that are provided to the Board less than 72 hours prior to a regular meeting will be available for public inspection at 1750 Creekside Oaks Dr., Suite 200, Sacramento, CA 95833.
Page 1. CALL TO ORDER
2. INTRODUCTIONS
3. APPROVAL OF AGENDA AS POSTED (OR AMENDED)
4. PUBLIC COMMENTS - This time is reserved for members of the public to address the Board relative to matters of the California Transit Indemnity Pool not on the agenda. No action may be taken on non-agenda items unless authorized by law. Comments will be limited to five minutes per person and twenty minutes in total.
5. MEMBERSHIP MATTERS 3 *A. Consideration of the City of Gardena’s Application for Membership in CalTIP Recommendation: The Member Services Committee recommends the Board approve the City of Gardena’s application for membership in CalTIP.
6. CLOSING COMMENTS This time is reserved for comments by Committee members and/or staff and to identify matters for future Committee business. A. Board Members B. Staff
7. ADJOURNMENT NOTICES:
The next regular meeting of the CalTIP Board of Directors will be on Thursday-Friday, December 6-7, 2018. The location of the meeting is yet to be determined.
* Reference materials enclosed with staff report. California Transit Indemnity Pool Special Board of Directors Meeting October 4, 2018
MEMBERSHIP MATTERS Agenda Item 5.A.
SUBJECT: Consideration of the City of Gardena’s Application for Membership in CalTIP
BACKGROUND
The City of Gardena has made application to join CalTIP. They originally requested a July 1, 2018, effective date; however, due to the timing of the request, staff was unable to obtain a quorum of the Board in order to move the item forward. The City elected to renew their commercial coverage as of July 1, 2018, and has moved forward with requesting to join CalTIP. If accepted as a member of CalTIP, the City will cancel their commercial coverage mid-year.
Gardena is applying to join CalTIP’s Liability Program with a $250,000 self-insured retention (SIR) and $25 million in limits as well as CalTIP’s Vehicle Physical Damage Program. Their application and supplemental application responses are enclosed for the Board’s review. Along with the application documents, staff has received additional information as required by the application and conducted a cursory review. Staff has also prepared an underwriting evaluation form, which is enclosed for the Board’s review. Below is a summary of the underwriting information that is contained in the application and underwriting worksheet:
City of Gardena Transit Operations
City of Gardena is a public agency operating five fixed routes along with dial-a-ride/ paratransit services. Their transit services began in 1940. City of Gardena owns and maintains its vehicles used for transit operations and employs the transit personnel. City of Gardena participates in CSAC-EIA to cover the city’s operations and requires a separate coverage for their transit operations.
Exposure and Losses
City of Gardena’s 2018/19 total estimated mileage is 1,898,500 representing 3.29% of CalTIP’s total estimated mileage. The fixed route operations are approximately 96% of their mileage and dial-a-ride/paratransit is approximately 4%. City of Gardena has a positive equity balance. Their total incurred losses for the last five years (2013/14 to 2017/18) are more than 150% of CalTIP’s total incurred losses, 153.9%, both capped at $1.75 million. An analysis of the loss data is included on the underwriting evaluation form.
Reinsurance/Excess
Alliant Insurance Services, CalTIP’s Broker, provided CalTIP’s reinsurance carriers with the City’s application information. All carriers confirmed acceptability of the risk to CalTIP’s program.
Budget and Contributions
City of Gardena’s 2018/19 estimated annual contributions in CalTIP’s Liability Program are $362,960. This represents $163,608 for the loss fund deposit in addition to $4,353 in equity
3 California Transit Indemnity Pool Special Board of Directors Meeting October 4, 2018
building for a total of $167,961; $152.937 for the excess deposit; and $42,062 for the administrative deposit. Note that the loss fund deposit assumes an experience modification of 1.00 since we have not yet calculated their CalTIP Experience Modification Factor. Therefore, the loss fund deposit is subject to change. City of Gardena’s annual contributions for 2018/19 would be pro-rated based on the inception date of coverage through April 30, 2019. City of Gardena’s 2018/19 estimated annual contributions in CalTIP’s Vehicle Physical Damage Program are $28,636, representing $6,843 for the loss fund deposit, $17,465 for the excess deposit, and $4,328 for the administrative deposit.
The addition of the City of Gardena to CalTIP will increase the Program Administration line item in the budget. The CalTIP/Bickmore agreement includes, under Article VII, C., a provision that compensates Bickmore for the addition of each new member to CalTIP. Specifically, the language reads as follows:
“Nothing in this Agreement shall prevent the Authority from adding new members to the Authority. For each new member agency added Bickmore shall receive a one-time fee of $1,500, in addition to an increase in the ABCP. The increase in the ABCP shall be calculated based on the percentage amount equal to the total annual mileage of the new member divided by the total annual mileage of all Authority members for the most recently completed fiscal year (April 30th) with a minimum ABCP increase of $2,000 and a maximum ABCP increase of $20,000. The ABCP increase shall be pro-rated for the number of months remaining in the term of the Agreement in which the new member joins. Thereafter, the revised ABCP (consisting of the prior ABCP increased by the annual (non-prorated) amount of the increase for the new member) will be the number to which the annual Fee Adjustment is applied pursuant to Section B. above.”
Based on the terms of the Agreement, Bickmore would receive a one-time payment of $1,500 and the ABCP (Annual Base Contract Price) would be increased based on a percentage amount equal to the total 2018/19 annual mileage of the City of Gardena (1,898,500) divided by the total annual mileage of CalTIP (57,562,864) with a minimum increase of $2,000. The current ABCP is $742,662. The City of Gardena’s percentage of total miles as compared to CalTIP’s total miles is 3.2981% which equates to an ABCP increase of $24,494; however, the Agreement provision caps ABCP increases at $20,000. The ABCP increase of $20,000 will be pro-rated for 2018/19 based on the City of Gardena’s membership effective date in CalTIP.
Loss Prevention and Safety Consulting
City of Gardena would be allocated one Risk Control Field Service Day. CalTIP Risk Control staff will coordinate with the City to determine the most appropriate services to provide.
On September 27, 2018, the Member Services Committee reviewed the application and recommended the Board approve the City of Gardena’s application for membership in CalTIP. In accordance with the Bylaws, applications for membership must be approved by a two-thirds affirmative vote of the entire Board of Directors.
4 California Transit Indemnity Pool Special Board of Directors Meeting October 4, 2018
RECOMMENDATION
The Member Services Committee recommends the Board approve the City of Gardena’s application for membership in CalTIP.
REFERENCE MATERIAL
City of Gardena Underwriting Evaluation Form City of Gardena Application and Supplemental Application Responses Membership Criteria and Underwriting Policy – Operations 3.1
5 California Transit Indemnity Pool Underwriting Evaluation Form
PROSPECTIVE MEMBER INFORMATION
Agency Name: City of Gardena Proposed Effective Date: TBD Transit System Name: Gtrans Address: 1700 W 162nd Street CalTIP Coverage Requested: Liability and VPD Gardena, CA 90247 Liability Limit Requested: $25 million Liability SIR Requested: $250,000 Began Operations: 1940 Third Party Claims Administrator: York Operations Contracted: Direct operated Fixed Route, Dial-a-Ride/Paratransit No. of Routes: 5 Routes
GENERAL REQUIREMENTS Does the Proposed Member meet general Entity and Operations Eligibility criteria?
YES/NO Comments Public agency organized under CA Law: Yes Fixed Route is > 50% of Revenue Mileage: Yes Approximately 96% fixed route, 4% dial-a-ride/paratransit Positive Equity Balance: Yes GENERAL UNDERWRITING DATA LOSS EXPERIENCE Valuation Date: 9/20/18 City of Gardena CalTIP Comparison Total Incurred Number Number of Claims Number of Claims All Members Percentage Policy Period Total Incurred Limited Losses ** of Claims Remaining Open > $50,000 Total Incurred*** of Total Incurred 2017-18 194,449 194,449 22 12 1 7,024,402 2.77% 2016-17 2,304,762 2,029,762 36 12 2 4,777,622 48.24% 2015-16 293,905 293,905 29 6 3 14,075,426 2.09% 2014-15 73,996 73,996 18 0 0 21,056,054 0.35% 2013-14 190,617 190,617 21 0 1 9,197,904 2.07% Total $ 3,057,729 $ 2,782,729 126 30 7 $ 56,131,408 5.45%
Average 13-14 to 17-18 $ 611,546 $ 556,546 $ 11,226,282 5.45%
Total Incurred Limited Losses for a 5 year period < 150% of the CalTIP average revenue mileage for the same period?: No
CalTIP Average Revenue Mileage 2013-14 to 2017-18: 1,808,151 (refer to mileage data below) Gardena's Total Incurred Limited Losses 2013-14 to 2017-18: 2,782,729 Total Incurred Limited Losses < 150%: 153.9% (Total Incurred Limited Losses divided by Average Revenue Mileage)
** Total Limited Losses are the aggregate of all claims capped at $1.75 million (CalTIP's SIR). *** CalTIP loss data valued as of 4/30/2018. Total incurred values are gross of any recoveries or excess/reinsurance.
6 FREQUENCY AND SEVERITY (LOSS RATE)
City of Gardena: 2017-18* 2016-17 2015-16 2014-15 2013-14 Frequency** 1.16 1.89 1.57 0.96 1.14 Loss Rate*** $10,272 $120,817 $15,884 $3,963 $10,381
* Estimated mileage data. * Frequency is the number of claims experienced per mile traveled. It is determined by taking the claim count divided by the miles traveled, multiplied by 100,000. The result is the number of claims incurred per 100,000 miles traveled. ** Loss Rate is the cost incurred per mile traveled. It is determined by taking the incurred losses (paid losses plus reserves) divided by the miles traveled, multiplied by 100,000. The result is a dollar amount of incurred losses per 100,000 miles traveled. MILEAGE
City of Gardena: 2017-18* 2016-17 2015-16 2014-15 2013-14 Revenue 1,838,644 1,843,482 1,775,068 1,797,652 1,765,951 Non-Revenue Mileage 54,396 64,172 75,224 69,413 70,281 Total Mileage 1,893,040 1,907,654 1,850,292 1,867,065 1,836,232
CalTIP Average Mileage: 2017-18* 2016-17 2015-16 2014-15 2013-14 Revenue 1,590,277 1,995,969 2,056,360 1,704,463 1,693,688 Non-Revenue Mileage 102,193 114,706 116,337 113,845 116,771
CalTIP Total Mileage: 57,543,981 73,873,625 72,788,288 60,004,198 59,745,144 City of Gardena's Percentage of Total Mileage compared to CalTIP's Total Mileage: 3.29% (based on 2017-18 Estimated Mileage) * Estimated mileage information. 2018-19 LIABILITY PROGRAM ESTIMATES Program Assumptions: 2018-19 Est. Revenue Mileage 1,840,500 Total 2018-19 CalTIP Liability Administrative Deposit $1,269,141 2018-19 Est. Non-Revenue Mileage 58,000 Gardena's % of Total Liability Administrative Deposit 3.31% Gardena's Experience Modification Factor 1.000 SIR $250,000 Total Loss Fund Deposit* $ 167,961 (includes $4,353 in Equity Building) Administrative Deposit** $ 42,062 Excess/Reinsurance Costs*** $ 152,937 2018-19 Total Estimated Annual Contributions $ 362,960 * Total Loss Fund Deposit is funding for the CalTIP pooled layer up to $1.75 million. Pricing is based on Total Mileage (Revenue and Non-Revenue), times the rate at the selected SIR, and times the experience modification factor which has been estimated at 1.00. ** Administrative Deposit is funding for General & Administrative expenses. Pricing is based on Total Mileage (Revenue and Non-Revenue). *** Excess/Reinsurance Costs at a $25 million liability limit.
7 2018-19 VEHICLE PHYSICAL DAMAGE (VPD) PROGRAM ESTIMATES Program Assumptions: 2018-19 Actual Cash Values (ACV) $7,437,550 Total 2018-19 CalTIP VPD Administrative Deposit $200,701 2018-19 Replacement Cost (Cost New) $33,661,039 Gardena's % of Total VPD Administrative Deposit 2.16%
Deductible Per Vehicle $10,000 Total Loss Fund Deposit* $ 6,843 Administrative Deposit** $ 4,328 Excess/Reinsurance Costs*** $ 17,465 2018-19 Total Estimated Annual Contributions $ 28,636 * Total Loss Fund Deposit is funding for the CalTIP pooled layer up to $100,000. Pricing is based on Actual Cash Value, times the rate at the selected Deductible. Experience rating is not applicable to this program. ** Administrative Deposit is funding for General & Administrative expenses. Pricing is based on Actual Cash Value. *** Excess Insurance Costs assume the program coverage limit of $30 million. Notes
8 2017-18 Membership Application
Please check to ensure you have completed and/or attached the following items.
1. Date Application Completed: 6/4/2018
2. Contact Person (Name and Title): Mary Simonell Phone: 310 - 217 - 6109 Fax: 310 - 217 - 6119 Email: [email protected]
3. Organization Name: City of Gardena/GTrans
Transit Organization Name(s) if Different than above: Are you a California Public Agency? Yes
4. Principal Mailing Address: 1700 W 162nd Street, Gardena,CA
5. At which CalTIP Liability Program deductible or self-insured retention (SIR) level do you wish to participate? $ 0/Pre-funded Deductible $ 25,000 SIR $ 50,000 SIR $ 100,000 SIR x $ 250,000 SIR
6. The CalTIP Liability Program insurance year runs May 1st to April 30th. If you are seeking coverage to begin on a date later than May 1, your deposit will be pro-rated. On what date do you seek to begin Liability Program coverage? 7 // 01 2018
7. CalTIP offers excess insurance above the $ 5 million in pooled coverage provided automatically through the program. Please select a level of coverage: $ 5 million (standard pooled coverage) $ 10 million (includes standard pooled coverage) x $ 25 million (includes standard pooled coverage)
8. Would you like to participate in CalTIP’s Vehicle Physical damage program? Yes ______x No ______Note: If you answer Yes, you must indicate the deductible level you wish to purchase for each vehicle for which you want Vehicle Physical Damage Coverage. On your roster of vehicles, requested under questions 48a and 48b, indicate which vehicles you want Physical Damage Coverage for, and at which deductible level(s). The following deductibles are available: $ 500; $ 1,000; $ 2,500; $ 5,000; and $ 10,000. As stated in the Bylaws, any covered vehicle with an actual cash value exceeding $ 50,000 is required to maintain a deductible no greater than $ 5,000.
Revised 01/30/18 1 of 13 Pages 2017-18 Membership Application
9. Year current transit organization began operating: 1940 Note: If your organization has undergone a substantial reorganization of management structure, or of its relationship to funding organizations or to its regional transportation planning agencies within the last five years, please describe on a separate sheet the nature of the reorganization, any changes in transit organization management personnel caused by the reorganization, and any major changes in the services currently provided as a result of the reorganization.
10. Transit Routes Number of routes currently served: 5 Date oldest route currently served began operation: 1940 Date newest route currently served began operation: 2009
11. Transit Organization’s Operating Budget Budget year anniversary (month and day): July 1
Total Expenses Total Revenue Last fiscal year (FY ______)17 $ 21,362,600 $ 21,362,600 Current fiscal year (FY ______)18 [actual/estimate] $ 22,957,158 $ 22,957,158 Next year (FY ______)19 [estimate] $ 22,797,786 $ 23,797,786
Note: Please attach a copy of the most recent budget and audited financial statement.
12. Parent Organization’s Operating Budget Budget year anniversary (month and day): July 1
Total Expenses Total Revenue Last fiscal year (FY ______) $ $ Current fiscal year (FY ______) [actual/estimate] $ $ Next year (FY ______) [estimate] $ $
13. Transit Organization’s Total Annual Mileage Please report all mileage figures (including revenue service and deadhead miles) in terms of CalTIP’s Policy Year, which runs May 1 to April 30. Revenue Non-Revenue Vehicles Vehicles 5/1/11 – 4/30/12 [actual] 1,707,223 68,456 5/1/12 – 4/30/13 [actual] 1,776,633 71,584 5/1/13 – 4/30/14 [actual] 1,765,951 70,281 5/1/14 – 4/30/15 [actual] 1,797,652 69,413 5/1/15 – 4/30/16 [actual] 1,775,068 75,224 5/1/16 – 4/30/17 [actual] 1,843,482 64,172 5/1/17 – 4/30/18 [estimate] 1,838,644 54,396 5/1/18 – 4/30/19 [estimate] 1,840,500 58,000 Note: All mileage for all vehicles for which coverage is desired is to be reported. Revenue Vehicle Mileage includes ALL MILES for all vehicles whose primary use is to transport passengers. Non-Revenue Vehicles Mileage includes ALL MILES for any vehicle operated by the transit organization other than those listed in the Revenue vehicle Mileage category, i.e., staff and maintenance.
14. Number of Passengers (Unlinked or One-Way Trips)
5/1/16 – 4/30/17 [actual] 3,072,537 5/1/17 – 4/30/18 [estimate] 3,089,510 5/1/18 – 4/30/19 [estimate] 3,016,502
Revised 01/30/18 2 of 13 Pages 2017-18 Membership Application
15. Nature of Operations (% of Annual Mileage) Percentage Radius of Operations (in Miles) Intra-Urban Transit 81% 9 miles Inter-City and Suburban Transit 15% 11 miles Elderly & Handicapped/Paratransit/Dial-a-Ride 4% 7 miles General Public Dial-a-Ride Charter Other (describe)
16. Contract Transit Operators – Describe transit operation performed by outside contractors: Type of service (use categories found in #15) N/A Number of vehicles Legal owner of vehicles Organization responsible for vehicles’ maintenance Total mileage ( 5/1/15 – 4/30/16) [actual] Total mileage ( 5/1/16 – 4/30/17) [actual] Total mileage ( 5/1/17 – 4/30/18) [estimate] Total mileage ( 5/1/18 – 4/30/19) [estimate] Liability insurance provider for contract operations Attach your current contract with the outside contractor. Include separate policies governing contractor safety and training programs, as appropriate. Attach a list of outside contractors, including name, contact, address & phone.
17. Attach an organization map and samples of current vehicle schedules and route maps.
18. Employee Characteristics Number of Employees with two or more Employees years of transit experience Full-time drivers 61 All Part-time drivers 35 All Mechanics 8 All Other 33 Varies Total 137
19. Does your organization utilize a standard employment application for drivers? Yes X See Job Bulletin No If Yes, attach application. Attach your organization’s driver job description, and any other documents utilized in the hiring process.
20. Does your organization have an adopted minimum and/or maximum age? Yes X No Minimum 21 Maximum N/A
21. Does your driver application process include any of the following tests? Y Written Skills (to demonstrate reading ability, comprehension, vocabulary, writing skills) Y Written (to demonstrate knowledge of transit vehicle operations) N Polygraph Y Fingerprint Y Physical Y Visual acuity Y Drug
Revised 01/30/18 3 of 13 Pages 2017-18 Membership Application
22. Does your organization check an applicant’s motor vehicle record before employment? Yes X No
23. Does your organization utilize a policy for denial of employment based on an applicant’s driving record? Yes X No If Yes, please attach. If policy is not written, please describe on a separate sheet.
24. Does your organization have an adopted driver training program or manual? Yes X No If Yes, please attach. If program/manual is not written, please describe on a separate sheet.
25. Does your driver training program include a formal defensive driver training element? Yes X No If Yes, please attach. If policy is not written, please describe on a separate sheet.
26. What are your organization’s minimum initial driver training standards? Initial in-the-classroom instruction Total Hours Full-time drivers N/A Part-time drivers 280 Initial behind-the-wheel instruction Full-time drivers N/A Part-time drivers 140
27. What are your organization’s minimum ongoing or yearly refresher driver training standards? Ongoing/yearly in-the-classroom instruction Total Hours Full-time drivers 12 Part-time drivers 12 Ongoing/yearly behind-the-wheel instruction Full-time drivers As Needed/Accident Retraining Part-time drivers As Needed/Accident Retraining
28. Besides hours, as shown in #26 and #27, are there any differences in your organization’s training program for full- time versus part-time drivers? Yes No X If Yes, please describe on a separate sheet.
29. Does your organization employ its own mechanics to maintain your vehicles? Yes X No If Yes, attach your organization’s mechanic job description, and any other documents utilized in the mechanic hiring process. If No, who maintains your vehicles? (Please attach sheet with name of facility, address, contact, and phone number)
30. Has your organization adopted a mechanic training program or manual? Yes X No If Yes, please attach. If program/manual is not written, please describe on a separate sheet.
31. What, if any, are your organization’s minimum mechanic training/education standards? See Attached GTrans CalTIP Member Application Supplemental Response Sheet
Revised 01/30/18 4 of 13 Pages 2017-18 Membership Application
32. Does your organization have an adopted driver safety program or manual, separate from your driver training program? Yes No X If Yes, please attach. If program/manual is not written, please describe on a separate sheet.
33. If not included in your driver safety program or manual, does your organization have an adopted policy to cover any of the following subjects? a. Passenger relations Yes Included in program No If Yes, please attach. If policy is not written, please describe on a separate sheet. b. Wheelchair passenger securement and safety procedures Yes Included in program No If Yes, please attach. If policy is not written, please describe on a separate sheet. c. Accident investigation procedures Yes X No If Yes, please attach. If policy is not written, please describe on a separate sheet. d. Accident review procedures (i.e. formal review committee, etc.) Yes X No If Yes, please attach. If policy is not written, please describe on a separate sheet. e. Emergency response procedures Yes Included in program No If Yes, please attach. If policy is not written, please describe on a separate sheet.
34. Does your organization have an adopted mechanic safety program or manual, separate from your driver training program? Yes X No If Yes, please attach. If program/manual is not written, please describe on a separate sheet.
35. Driver Safety a. Does your organization employ any method to gauge driver safety performance? Yes X No If Yes, please attach. If policy is not written, please describe on a separate sheet. b. If you answered Yes to 35a, is this performance evaluation used formally to encourage better performance and/or prevent future accidents? Yes X No
36 Mechanic Safety a. Does your organization employ any method to gauge mechanic safety performance? Yes X No If Yes, please attach. If policy is not written, please describe on a separate sheet. b. If you answered Yes to 36a, is this performance evaluation used formally to encourage better performance and/or prevent future accidents? Yes X No
Revised 01/30/18 5 of 13 Pages 2017-18 Membership Application
37. Is your organization’s drug and alcohol testing procedures in compliance with all applicable federal and state laws and regulations? Yes X No If No, please describe why on a separate sheet.
38. Does your organization have a formal Safety Committee that meets regularly to analyze accidents, determine liability, and formulate and/or implement policies to prevent further accidents? Yes X No If Yes, please attach. If policy is not written, please describe on a separate sheet.
39. Does your organization check motor vehicle records during the case of a driver’s employment?
Yes X No If Yes, with what frequency?
40. Is your organization a participant in the California DMV’s “Pull Notice” program? Yes X No
41. Does your organization have an adopted vehicle maintenance program or manual? Yes X No If Yes, please attach. If program/manual is not written, please describe on a separate sheet.
42. Does your organization have an adopted vehicle safety inspection program or manual? Yes X No If Yes, please attach. If program/manual is not written, please describe on a separate sheet.
43. Does your organization have an adopted facility safety inspection program or manual? Yes X No If Yes, please attach. If program/manual is not written, please describe on a separate sheet.
44. Key Safety/Risk Management Staff Characteristics List degree(s), certificates, courses, etc. pertaining a. Education to position, or highest level of education attained Risk Manager(s)
Safety Coordinator(s) See attached Resume for Frazier Watts Driver Trainer(s) See attached Resume for Frazier Watts
Transit Director/General Manager See Supplemental Form for Information on Ernie Crespo List additional key staff and above key staff’s qualifications on separate sheet if more space is needed. Employee has been in current Employee has been employed by b. Staff Tenure position since: organization since: Risk Manager / / / /
Safety Coordinator 06 / 20 / 16 06 / 20 / 16 Driver Trainer 06 / 20 / 16 06 / 20 / 16 Transit Director/General Manager 02 / 13 / 16 02 / 13 / 16
List dates for additional key staff on a separate sheet if more space is needed.
Revised 01/30/18 6 of 13 Pages 2017-18 Membership Application
45. Has your board or governing body passed a resolution or ordinance creating a self-insured trust fund, reserve fund, or loss fund to cover any of the following liabilities/losses: a. General Liability? Yes No If Yes, at which level and/or percentage of loss is it funded? Funding Level And/Or % b. Automobile Liability? Yes No If Yes, at which level and/or percentage of loss is it funded? Funding Level And/Or % c. Public Officials’ Errors and Omissions? Yes No If Yes, at which level and/or percentage of loss is it funded? Funding Level And/Or % d. Vehicle Physical Damage? Yes No If Yes, at which level and/or percentage of loss is it funded? Funding Level And/Or %
46. Insurance Summary Summarize your organization’s current insurance policies: 2016-17 SIR/ Coverage Insurer Limits Annual Deductible Period Premium Automobile Liability General Liability Public Officials’ Liability Excess Liability
47. How do you currently provide for transit claims adjustment and administration services? In-house staff
Contract (name contractor) Attach contract
Insurance carrier (name carrier) Attach contract/policy
Other (specify) Attach any applicable information
Revised 01/30/18 7 of 13 Pages 2017-18 Membership Application
48. Fleet Information a. Attach a roster of revenue vehicles showing the following: - Legal Owner - Make - Model year - Vehicle Identification Number (VIN) - Passenger capacity - Year purchased (optional) - Purchase price - Actual cash value b. Attach a list of non-revenue and service vehicles used exclusively by the transit organization showing the following: - Legal Owner - Make - Model year - Vehicle Identification Number (VIN) - Use of vehicle - Year purchased (optional) - Purchase price - Actual cash value
49. Garage and Maintenance Facilities Attach a list of vehicle storage and maintenance facilities, showing the following for each facility. - Address - Facility owner - Approximate year building was constructed - Approximate square footage in building - Maximum number of buses parked in the building at any time - Number of service hoists - Number of service pits - Size of outdoor parking area - Maximum number of buses parked in outdoor area at any time - Frequency and nature of occurrences in which facility is utilized by non-transit organization vehicles
Revised 01/30/18 8 of 13 Pages City of Gardena’s GTrans CalTIP Member Application Supplemental Responses
1. See Form 2. See Form 3. See Form 4. See Form 5. See Form 6. See Form 7. See Form 8. See Form 9. See Form 10. See Form 11. See Form; See copy of FY18 Budget and FY17 Audited Financial Statement 12. See Form 13. See Form 14. See Form 15. See Form 16. See Form 17. See attached Organization Chart and Bus Book (schedules and maps) 18. See Form 19. See Form; See attached Operator Job Bulletin and City Employment Application 20. See Form 21. See Form 22. See Form 23. See Form. Yes, GTrans reviews the applicants’ driving record 24. See Form. Yes, Please see attached GTrans Training Materials 25. See Form. Yes, Please see attached GTrans Training Materials 26. See Form 27. See Form 28. See Form 29. See Form; Yes (see “Job Description Folder” for all Maintenance Positions with job qualifications) 30. Yes (GTrans is a member of Southern California Regional Transit Training Consortium. GTrans also has a State of California approved Transit Mechanic Apprenticeship Program) The purpose of the Southern California Regional Transit Training Consortium (SCRTTC) is to provide a training resource network comprised of public and private organizations focused on the development and employment of the transit industry’s workforce that is proficient in the standards, practices, and procedures for incumbent and new workers. See (SCRTTC) folder for completed training. Transit Bus Apprentice Mechanic Training Program through the State of California Department of Industrial Relations Division of Apprenticeship Standards. (see apprentice folder) 31. GTrans’ minimum mechanic training/education standards require experience equivalent to graduation from high school or trade school AND a minimum of four (4) years of experience performing mechanical maintenance and repair work on buses, heavy equipment and/or vehicles as a journeyman mechanic. 32. See Form 33. See Form; See attached GTrans Training Materials
City of Gardena’s GTrans - June 2018 Page 1 of 3
9 34. See Form; Yes (GTrans uses the JJ Keller and Associates OSHA safety compliance-training program for monthly training sessions for maintenance staff conducted by Training Supervisor and Safety Compliance Mechanic) Also see Shop Safety MOU folder for specific policies and procedures. 35. See Form; a. Yes, GTrans is able to gauge operator safety performance through a variety of methods. As part of the Operations Supervisor duties, each Supervisor is required to monitor the safe vehicle operation of bus operators to which he/she is assigned. b. This ‘on the road’ supervision ensures behavior can be identified and corrected immediately. GTrans also uses regular employment evaluations to gauge and monitor safety performance. Supervisors are able to do a review and analysis of preventable and non- preventable accidents and incidents, adherence to GTrans and City of Gardena policies and procedures, receipt of complaints associated with safety, view video footage, etc. Formal evaluations may lead to retraining, counseling and/or progressive discipline, in an effort to encourage better performance and/or prevent future accidents.
36. See Form; a. Yes. GTrans is also able to gauge mechanic safety performance through a variety of methods. GTrans maintenance Safety Compliance Mechanic and Maintenance Manager conduct monthly site inspections for OSHA standards and violations. Issues or concerns are reported at monthly Safety Committee meetings for resolution. b. Yes. Monthly site walk-through reports are posted with potential safety and housekeeping issues that require attention to prevent accidents or injuries. GTrans also uses regular employment evaluations to gauge and monitor safety in and around the shop floor. Safety The Maintenance Manager is able to gauge adherence to GTrans and City of Gardena policies and procedures, evaluate incidents or issues associated with safety and view video footage, etc. Similarly, formal evaluations may lead to retraining, counseling and/or progressive discipline, in an effort to encourage better performance and/or prevent future accidents. 37. See Form 38. See Form Frazier???? 39. See Form 40. See Form 41. See Form; Yes (see PMI Policy Statement in PMI Schedules folder) Gardena Municipal Bus Lines is committed to adhering to the Manufacturer’s recommended Preventive Maintenance Intervals and standards for all classes of buses operated in both Fixed Route and Dial-A-Ride services. All air braked heavy transit buses will be serviced at intervals not to exceed 6,500 miles. All Hydraulic braked body on chassis designed vehicles will be serviced at intervals not to exceed 4,400 miles. 42. See Form. Yes, see PMI Inspection Forms in PMI Schedules folders 43. See Form. Yes, see GTrans Maintenance Plan in Facilities folder 44. See Form. a. Safety Coordinator/Driver Training position (see attached Resume for Frazier Watts). Transit Director/General Manager (Ernie Crespo) has a Bachelor of Science, and has certificates from Transportation Safety Institute (TSI) such as Bus Instructor Training, Accident Investigation, Safety Oversight, Labor Relations, etc. b. See Form 45. See Form 46. See Form
City of Gardena’s GTrans - June 2018 Page 2 of 3
10 47. See Form 48. See attached GTrans Fleet and Facility Information (Fleet Revenue and Fleet Non-Revenue/Service Tabs) 49. See attached GTrans Fleet and Facility Information (Facility Tabs)
City of Gardena’s GTrans - June 2018 Page 3 of 3
11
CalTIP Governance Policy Manual Document Name: Membership Criteria and Underwriting Policy Policy Type: Administrative Date Adopted: March 29, 2005 Category: Operations 3.01 Amended: April 9, 2015 Content Review: Annual December 3, 2015 Compliance Review: Annual Page: 1 of 3
Membership Criteria and Underwriting Policy
Policy Statement:
To provide stable, cost-effective insurance, risk management, and safety services to eligible public entities in California.
I. Purposes/Expected Outcomes
The purpose of this policy is to establish the underwriting standards and guidelines by which all potential members are evaluated for membership in CalTIP, the approval process for new members, and the underwriting data to be evaluated for current members.
The General Manager and any committee shall not violate the criteria and limits of authority approved by the Board for the processing of applications for membership in CalTIP.
II. Responsibilities
A. Evaluate eligibility based on the following: 1. A public agency organized and existing under California law, and empowered by law to provide public transit. 2. Provide bus transit services and fixed route must be > 50% of revenue vehicle mileage 3. Positive balance sheet equity 4. Loss Experience a. Applicant’s reported incurred limited losses for five-year period must be no more than 150% of average per exposure unit (Revenue Vehicle Mileage) of existing CalTIP Members for a similar period.
B. Complete Application Submission 1. CalTIP Application Form 2. Minimum of 5 years (10 years preferred) of complete liability loss data and vehicle physical damage loss data, if applicant is seeking physical damage coverage. a. Valued within 60 days of the application date. b. Loss data provided must be complete before loss run valuation date.
GP 3.01 – Membership Criteria and Underwriting Policy – Amended 12.3.15 Page 1 of 3
12 c. Claim-by-claim listing with totals by policy year. d. Amount incurred, indemnity and defense. e. Amount paid, indemnity and defense. f. Description of loss. g. Detailed loss description/summary and claim analysis on all claims > $100,000 total incurred. 3. Applicants most recently completed audited financial statements 4. Applicants most current operating budget 5. List of vehicles associated with transit operations, revenue vehicles and non-revenue vehicles 6. Minimum of 10 years of Revenue Vehicle Mileage and Non-Revenue Vehicle Mileage data. 7. Minimum of 10 years of actual cash values and replacement cost values for the Applicant’s fleet to be covered under the Vehicle Physical Damage Coverage Program.
C. Loss Control - Applicant shall include copies of summaries of the following: 1. Overall safety plan 2. Hiring practices 3. Training practices 4. Drug Testing 5. Accident reporting procedures 6. Facility housekeeping 7. Vehicle and Facility inspections and maintenance 8. Driver supervision 9. Overall property management 10. Hazards of transit service environment
D. Advisor Approval 1. CalTIP’s insurance broker (or staff if going direct) shall identify, for possible rejection, any applicant that would not be covered by the excess or reinsurance carriers or whose participation would have an adverse impact on CalTIP’s current or future placement of excess or reinsurance coverage. 2. The Member Services Committee shall evaluate and recommend to the Board the approval or disapproval of the applicant based on its review of all the above criteria.
E. Process 1. The General Manager and the Member Services Committee will utilize the criteria established by the Board for processing applications for membership in CalTIP. The General Manager or designee shall: a. Discuss and provide an overview of CalTIP with a potential application by telephone or in-person. b. Send an Application Form and a CalTIP brochure to the applicant. The applicant shall submit a completed application form along with all supplemental documents, and a
GP 3.01 – Membership Criteria and Underwriting Policy – Amended 12.3.15 Page 2 of 3
13 non-refundable application fee. The non-refundable application fee shall be equal to $25.00 per revenue vehicle with a minimum fee of $500. i. In some cases, an invoice for the application fee may need to be issued by CalTIP and submitted along with the application form to the applicant. c. Upon receipt of the complete application and supplemental documents, submit to CalTIP’s broker a copy of the application and all supplement documents for review and approval by CalTIP’s excess and reinsurance carriers. d. Submit to CalTIP’s actuary the applicant’s loss data and exposure data (Revenue Vehicle Mileage and Non-Revenue Vehicle Mileage) for purposes of calculating the Liability Coverage Program Experience Modification Factor and analysis on the potential impact of the applicant’s exposure and loss experience to the overall pool. e. Prepare an underwriting evaluation form for review and consideration by the Member Services Committee and the Board of Directors. The underwriting evaluation form shall contain pertinent information to allow the Member Services Committee and Board of Directors to be informed regarding the applicant’s loss history, exposures, organization structure, financial condition, and other items as deemed appropriate. 3. The Member Services Committee will review and act upon the application by making a recommendation to the CalTIP Board of Directors. a. Pursuant to the Joint Powers Authority Agreement, the Board shall have the power to accept a prospective Party, after reviewing their application, with at least two-thirds affirmative vote of the entire Board. The membership shall become effective upon the Board’s approval and the signing of the Joint Powers Authority Agreement, participation in all mandatory Coverage Programs, and compliance with any and all other requirements imposed upon membership by the Bylaws or other Governing Documents. 4. If a current CalTIP member desires to join the optional Vehicle Physical Damage Program, the applicant shall follow the provisions outlined in the Vehicle Physical Damage Master Program Document. 5. Rate setting and funding requirements for all programs shall be as outlined in the Joint Powers Authority Agreement, Bylaws, and Liability and Vehicle Physical Damage Master Program Documents and as dictated by purchased insurance, where applicable. 6. The Liability and Vehicle Physical Damage Master Program Documents authorize the distribution of dividends and collection of assessments based upon the financial condition of these programs following the close of a program year. This process contemplates the target equity benchmarks that govern the minimum equity balances required for both the Liability and Vehicle Physical Damage Programs before the issuance of dividends.
III. Monitoring
The Policy shall be reviewed annually by the Board of Directors. The Board will consider whether the process is adequately measuring the risks and whether the process is adequately allocating costs.
GP 3.01 – Membership Criteria and Underwriting Policy – Amended 12.3.15 Page 3 of 3
14