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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Mary DeLoretto, Chief Service Development Officer |
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Kim Shanklin, Chief People Officer |
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Bill Greene, Chief Financial Officer |
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PRESENTER(S): |
Bill Greene, Chief Financial Officer |
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Daniel Hofer, Manager Capital Assets and Project Controls |
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Stacey Palacios, Manager Training and Development |
TITLE:
title
TBA2022-07-02 - Technical Budget Adjustment - Full Time Employee Requests for Non-Revenue Fleet Support and Maintenance of Way Training Administrator
end
AGENDA ITEM TYPE:
Discussion
RECOMMENDATION:
Approve staffing request to add one full-time employee (FTE) to the Capital Asset and Project Controls group to more adequately address the Support Fleet administration responsibilities.
Approve staffing requests to add one FTE to the Training and Development team to address the compliance training for Maintenance of Way (MOW) Maintenance.
BACKGROUND:
Over the past year, the Support Fleet Administration function has been subject to two significant audits including an FTA Financial Management Oversight (FMO) audit and an audit conducted by UTA’s Internal Auditor. UTA will be developing a Fleet Management Action Plan over the next few months that will define the course of action going forward to address the audit findings. One of the critical needs identified has been a lack of resources within the support fleet group to adequately manage the non-revenue vehicle (NRV) maintenance function. This technical budget adjustment request will address this concern.
Additionally, MOW was subject to an Internal Audit preliminary assessment review in 2021 and an audit in May 2022. Findings were identified regarding training needs, related to non-apprentice program needs. The proposed position will be responsible for non-apprenticeship training development, record tracking, drafting of standard operating procedures, and leading instruction in areas such as basic training and onboarding, Commercial Driver’s License (CDL) introduction, Roadway Worker Protection (RWP), safety, General Code of Operating Rules (GCOR), Radio Protocol, New Employee Orientation, Alignment Familiarity, and safe operating procedures.
DISCUSSION:
The Internal Audit and the 2021 FTA FMO audit both identified improving non-revenue (NRV) fleet maintenance practices as a priority. UTA has worked with FTA on a plan to address the identified material weakness associated with NRV fleet maintenance. This request will support that plan.
On June 27th, UTA staff addressed UTA’s Audit Committee in response to UTA’s Internal Audit. UTA staff outlined both initial steps that could be taken to remedy some of the items identified in the audit as well as creating a long-term strategy to address the audit recommendations and identify best practices for NRV fleet management.
UTA staff have identified a key position that would be needed regardless of the final solution presented in the long-term strategy. This position, a Non-revenue Vehicle Fleet Maintenance Specialist, is being presented today for Board approval to address this immediate need. Total cost through the end of the year, including one-time office set up, is estimated at approximately $32,000.
In addition, a Training Administrator position for MOW is being presented today for Board approval to address the immediate need as identified in the 2021 MOW assessment and 2022 audit follow up. Total cost for 2022 for this position, including one-time office set up, is estimated at approximately $40,000.
ALTERNATIVES:
While there are many different alternatives that will be considered during Fleet Management Action Plan (FMAP) development, none of those alternatives would eliminate the need for the NRV Fleet Maintenance Specialist position being proposed at this time.
Additionally, the agency could continue with current state of our MOW program and seek funding in 2023 for MOW training. Delaying the hiring of the Training Administrator would delay implementation of the audit recommendations and UTA compliance.
FISCAL IMPACT:
These requests will be covered by existing budget authority due to underruns in department budgets. There is no impact to the existing budget or adopted fund balances. Ongoing costs for personnel would be added to the department base operating budgets in years 2023 and beyond.
ATTACHMENTS:
- Exhibit A - Technical Budget Adjustment