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HomeMy WebLinkAbout09333RESOLUTION NO. 9333 A RESOLUTION ENGAGING THE SERVICES OF PUGH, ETTINGER, MCCARTHY ASSOCIATES, L.L.C. TO PERFORM A MANAGEMENT AND OPERATIONAL REVIEW OF PUEBLO TRANSIT AND APPROPRIATING $12,500 FOR PAYMENT OF THESE SERVICES WHEREAS, the Board of Directors of Pueblo Transit has expressed a desire to improve the level of management and operational performance at the Pueblo Transit, and WHEREAS, the assessment of the strengths, weaknesses, and challenges facing Pueblo Transit is essential to improving the level of management and operational performance, BE IT RESOLVED BY THE CITY COUNCIL OF PUEBLO, that: SECTION 1. The proposal of Pugh, Ettinger, McCarthy Associates, L.L.C. to perform a management and operational review of Pueblo Transit, a copy of which is attached hereto, is hereby approved. SECTION 2. Funds in the amount of $12,500 to pay for said review are hereby appropriated from the General Fund Unexpended Fund Balance. INTRODUCED: June 25, 2001 ATTESTED BY: s i Background Paper for Proposed RESOLUTION AGENDA ITEM # 14 DATE: JUNE 25, 2001 DEPARTMENT: CITY MANAGER'S OFFICE TITLE A RESOLUTION ENGAGING THE SERVICES OF PUGH, ETTINGER, MCCARTHY ASSOCIATES, L.L.C. TO PERFORM A MANAGEMENT AND OPERATIONAL REVIEW OF PUEBLO TRANSIT AND APPROPRIATING $12,500 FOR PAYMENT OF THESE SERVICES ISSUE The findings from the Financial Management Oversight Review conducted by the Federal Transit Administration last year and comments made by several Transit employees at a special meeting of the Pueblo Transit Board of Directors on June 6, 2001 has caused concern in regard to some of the management practices and operational policies at Pueblo Transit. The Board of Directors of Pueblo Transit is looking for an independent high -level assessment of the strengths, weaknesses, and challenges facing Pueblo Transit. RECOMMENDATION Approval FINANCIAL IMPACT The cost of the above referenced services will be $12,500, and the funds will come from the General Fund Unexpended Fund balance. Pugh Ettinger McCarth Associates, L.L.C. June 8, 2001 Mr. Lee Evett President of the Board Pueblo Transit Authority City Hall Pueblo, CO 81003 Re: Management and Operational Review of PTC Dear Mr. Evett, www. pemassociates. com You have requested that we submit our thoughts and a proposal for conducting a limited management and operational review of the Pueblo Transit Company (PTC) to accomplish the following aims: 1. Provide an independent high -level assessment of the strengths, weaknesses and challenges facing the organization. 2. Provide a set of recommendations specifically in the area of leadership systems that will lead to improvement in organizational performance, communication, employee satisfaction and customer satisfaction. 3. Provide guidance on areas or problems that the Board may be interested in engaging specific outside technical expertise to assist with developing plans for improvement. To successfully accomplish this project in the proposed timeframe, we will need the complete cooperation and support of PTC management. Our aim is develop a report that the Board and management will find useful and helpful in your efforts to improve the operations, organizational cultural and satisfaction of the customers served. Project Approach Issue Identification The first step will be to identify the issues. This will be accomplished by: ❑ Review of external reports, meeting minutes, the new the City of Pueblo agreement, financial reports and internal management memorandums, operating plans and other relevant documents ❑ Interviews with all PTC management and supervisory staff ❑ Interviews with a selected group of City of Pueblo management that routinely interface with the PTC (4- 6 individuals /groups) ❑ Interviews with the outside auditor and the PTC's direct contacts with the State and Federal Departments of Transportation. ❑ Interviews with two groups of employees (5 -7 each). ❑ Conduct a confidential mailed opinion survey to all PTC employees. Post Office Box 8298 235 Alpha Drive, Suite 201 Pueblo, Colorado 81008 Pittsburgh, Pennsylvania 15238 719 - 542 -2433 ■ 719 - 542 -2564 (Fax) 1 412 - 968 -1015 ■ 412 - 968 -1016 (Fax) Mr. Lee Evett June 8, 2001 Page 2 Opportunities for Improvement Once the issue identification phase is completed, we will conduct a high -level review of the management systems that are in place to accomplish the work of the organization with a specific intent to identify opportunities for improvement. During this phase, we will work closely with the management of the PTC to: ❑ Review the organizational structure ❑ Review policies and procedures from a non - technical perspective and assess their adequacy as a management tool to accomplish the work • Review the management planning process • Review the problem solving and operational improvement methods currently deployed ❑ Solicit management's and employee's ideas for improvement Recommendations Upon completion of the issue identification and opportunities for improvement review, we will develop a written report of our findings and recommendations. Timeframe Pugh Ettinger McCarthy Associates, LLC estimates that the project will require forty -five days to complete and is prepared to begin the project upon Board approval. Professional Fees and Invoicing We will bill you on an hourly basis for our time and effort with a total project cost not -to- exceed $12,500.00. Our current rates for government projects are $250.00 per hour. We will invoice you after submission of our final report. We look forward to working with the board on this project. Sincerely, Michael D. Pugh Principal Post Office Box 8298 235 Alpha Drive, Suite 201 Pueblo, Colorado 81008 Pittsburgh, Pennsylvania 15238 719 - 542 -2433 ■ 719 - 542 -2564 (Fax) 1 412 - 968 -1015 - 412 - 968 -1016 (Fax) Page 1 of 1 Dutcher, Gina From: Evett, Lee Sent: Sunday, July 01, 2001 11:41 AM To: Dutcher, Gina Subject: FW: Pueblo Transit Company Proposal Gina - FY records -thanks - - - -- Original Message---- - From: Lee R. Evett [ maiIto :levett @ci.pueblo.co.us]On Behalf Of Evett, Lee Sent: Tuesday, June 26, 20018:01 AM To: 'Peter McCarthy' Cc: Barrett, Lara; Centa, Dan; 'Ella Bowman'; Galli, Dave; Bartolo, Diana Subject: RE: Pueblo Transit Company Proposal Council last evening approved the use of the funds for this mangement review - with one change - in the section "Opportunities for Improvement" on page 2 of your proposal - add in the last "bullet" solicit management's and employees ideas for improvement - with that change you are authorize to proceed - - - -- Original Message---- - From: Peter McCarthy [ mai Ito: pbmccarthy @pemassociates.com] Sent: Friday, June 08, 20018:53 AM To: Lee Evett Subject: Pueblo Transit Company Proposal Lee, Attached is a copy of the PTC proposal that Michael hand - delivered to you this morning. Thanks very much for the continued opportunity to work with the City of Pueblo. Please let us know if you have questions about the proposal or if there are elements that need revision. Peter McCarthy Pugh Ettinger McCarthy Associates, LLC P.O. Box 8298 Pueblo, CO 81008 Telephone 719- 542 -2433 Fax 719 - 542 -2564 pbmccarthy@pemassociates.com www.pemassociates.com CINLOP110111171