EXECUTIVE DEPARTMENT ESOPs - Home | Hillsborough … Library/goHART/pdfs/SOPS/executive.pdf · ESOP-003 Ybor Parking Permits & Validation Cards 6-17-2013 Y Y 1 Ybor ... HART Board

EXECUTIVE DEPARTMENT ESOPs

NUMBER REVISION NUMBER

DOCUMENT NAME EFFECTIVE DATE

ORIGINAL SIGNED

(Y/N)

ORIGINAL FILED (Y/N)

ESOP-001 Board/Committee Agenda Items Preparation 3-27-2013 Y Y 1 Board/Committee Agenda Items Preparation 8-27-2013 Y Y 2 Board/Committee Agenda Items Preparation 10-1-2014 Y Y

ESOP-002 Order of Printer/Fax Toners and Maintenance Kits 5-31-2013 Y Y 1 Order of Printer/Fax Toners and Maintenance Kits 3-1-2015 Y Y

ESOP-003 Ybor Parking Permits & Validation Cards 6-17-2013 Y Y 1 Ybor Parking Permits & Validation Cards 3-1-2015 Y Y

ESOP-004 Principal Office and USPS Mail 6-21-2013 Y Y 1 Principal Office and USPS Mail 7-26-2013 Y Y 2 Principal Office and USPS Mail 12-3-2013 Y Y 3 Principal Office and USPS Mail 3-1-2015 Y Y

ESOP-005 Use of HART Meeting Rooms or Facilities 6-21-2013 Y Y 1 Use of HART Meeting Rooms or Facilities 3-1-2015 Y Y

ESOP-006 Employee Coffee Fund 9-30-2013 Y Y 1 Employee Coffee Fund 3-1-2015 Y Y

ESOP-007 Order of Copy Paper 9-16-2013 Y Y 1 Order of Copy Paper – Rescinded 3-1-2015 Y Y

ESOP-008 Front Desk 9-24-2013 Y Y 1 Front Desk 5-12-2015 Y Y

ESOP-009 Order of Contracted Office Supplies 10-1-2013 Y Y 1 Order of Contracted Office Supplies 10-31-2013 Y Y 2 Order of Contracted Office Supplies 3-1-2015 Y Y

SOP NUMBER REVISION EFFECTIVE DATE PAGE

ESOP-001 2 October 1, 2014 1 of 8

STANDARD OPERATING PROCEDURE HILLSBOROUGH TRANSIT AUTHORITY

BOARD/COMMITTEE AGENDA ITEMS PREPARATION

REV DATE DESCRIPTION RLSE NO. INIT

1 8-26-2013 REVISION TO ATTACHMENT F ON SECTION 7 (F) (1)

2 10-1-2014 REVISIONS TO ATTACHMENTS B, C, D, E, F, H, I, & J

ORIGINATED BY: _Original signature on file in MDC__________

Gisela Rivera-Rios, Executive Administrative Assistant II

DATE: _____________

REVIEWED BY: __ Original signature on file in MDC __________ Lena Petit, Executive Office Manager/Clerk of

the Board

DATE: _____________

APPROVED BY: __ Original signature on file in MDC __________

Katharine Eagan, AICP, Interim Chief Executive Officer

DATE: _____________

1

SUBJECT: STANDARD OPERATING PROCEDURE FOR BOARD/COMMITTEE AGENDA ITEMS PREPARATION

SOP NUMBER REV PAGE

ESOP-001 1 2 of 8

TABLE OF CONTENTS

SECTION PAGE

1.0 SCOPE ............................................................................................3 2.0 PURPOSE .......................................................................................3 3.0 DEFINITIONS / ABBREVIATIONS .................................................3 4.0 REFERENCES ................................................................................3 5.0 FORMS ............................................................................................3 6.0 REQUIRED SAFETY EQUIPMENT / SPECIAL TOOLS ................3 7.0 PROCEDURE .................................................................................4-8

ATTACHMENTS

A – Board/Committee Meetings Calendar Log Sample B – HART Board Committees Memberships C – HART Board Meeting Agenda Template THS Board Meeting Agenda Template D – HART Board Committee Meeting Agenda Template E – Committee Action Item Template F – Resolution Template G – Board Transmittal Template H – Monthly Information Report or Status Report Template I – Discussion Item Template J – Information Item Template K – HART & THS Boards/Committees Calendar Sample L – HART & THS Material Due Dates Calendar Sample M – Board/Committee Checklist Sample N – Board/Committee Post Meeting Checklist Sample

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1.0 SCOPE

This SOP applies to all Departments Employees involved in the origination/revision/implementation of a Board/Committee agenda item.

An agenda packet is a highly useful tool for a Board of Directors in increasing the effectiveness of their Board meetings. The packet’s contribution to the meeting requires preparation and can be substantial, if it is properly done. This SOP describes activities, identifies individuals responsible for the preparation and submission of all documents associated with preparation and compilation of Board packets, and establishes procedures for the timely submittal, review and compilation of agenda items for meetings of the Board of Directors and various Board committees.

2.0 PURPOSE The purpose of an agenda packet is to gather all information for the meeting in one place and make it accessible to a Board of Directors before their meeting. It cuts down on the paper scattered on the Board table and makes specific items easier to find during the meetings. Another benefit of an agenda packet is that Directors can consider issues to be discussed before their meeting and read the background on the issue.

An informed Director makes an informed decision and the Board packet helps make that happen. Packets keep discussion focused on the issue at hand and promotes following the agenda closely.

3.0 ABBREVIATIONS / DEFINITIONS

ABBREVIATIONS DEFINITIONS SOP Standard Operating Procedure

FGA Finance, Governance, and Administration Committee

MPL Major Projects and Legislative Committee CEO Chief Executive Officer POC Point of Contact

4.0 REFERENCES None

5.0 FORMS Attached

6.0 REQUIRED SAFETY EQUIPMENT / SPECIAL TOOLS None

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7.0 PROCEDURE

A. Board/Committee Meetings Calendar Log The Board/Committee Meetings Calendar Log is a planning tool for staff that lists current and future meeting topics for both Board and Committee meetings. Department administrative support staff/Point of Contact (POC), at the direction of managers, with departments Chiefs’ approval, submits agenda items to the Clerk of the Board to add to the log indicating the category under which it should be placed. The Board/Committee Meetings Calendar Log is distributed and reviewed at weekly Executive Staff meetings, where changes can be made concerning the date or action category. The Clerk of the Board uses this log to prepare the Board/Committee meeting agenda. Every effort should be made to include accurate project titles, schedules, and to hold items scheduled as planned. Attachment A

B. Meetings Definition: Any congregation of a majority of the members of a legislative body at the same time and place to hear, discuss, or deliberate upon any item that is within the subject matter jurisdiction of the legislative body or the local agency to which it pertains.

1. Regular Board meeting occur on the first Monday of the month, at

9:00 a.m., for matters requiring consent, action, and/or presentations.

2. Board Committees include Finance, Governance, and Administration (FGA) Committee; Major Projects and Legislative (MPL) Committee, and Audit Committee. The Board Chair appoints Chairpersons to each Committee. Committees establish a yearly schedule of monthly meetings that occur every third Monday of the month, at 9:00 a.m., to address issues pertinent to the focus area. Each committee has its charter. Attachment B

C. Board/Committee Agendas Agendas provide an outline for the orderly and efficient conduct of each Board and Committee meeting, setting forth the items of business and the order in which they are to be considered.

1. Board of Directors Regular meeting agenda matters are divided

into several categories (Call to Order and Pledge of Allegiance, Approval of Minutes, Public Input on Agenda Items, Presentations, Action Items, Reports, etc) each calling for a different action by the Board (approval, consideration, receiving presentation, or acceptance, etc.) Attachment C

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2. Committee meeting agenda matters are divided into several

categories (Call to Order and Pledge of Allegiance, Approval of Minutes, Public Input on Agenda Items, Presentations, Committee Action Items, Discussion Items or Information Items) listed on the agenda by number. Public Comment is not provided during Committee meetings. The Board does not take actions at Committee meetings, they discuss issues of focus and provide recommendations to the full Board. Attachment D

D. Action Items Forms Action Items are usually created during a discussion by a group of people who are meeting about one or more topics and during the discussion it is discovered that some kind of action is needed.

Each Committee action item form (12pt’ Times New Roman font) has the following sections: a) Committee action item, b) overview, c) recommendation, d) financial impact, e) background, and f) next steps. Attachment E

Attachments to Committee action items are referenced numerically (i.e. Attachment I, II, etc). If there is only one attachment, there is no need to assign it a number.

E. Flow Chart for Action Items

F. Resolutions and Motions

Resolutions are required for policy actions of the Board when certain statutes expressly require an adopted resolution of the Board. All resolutions presented for Board adoption must have an action item form. The recommended action must match the resolution title. Attachments may be provided, if necessary.

1. Definition of a Resolution: Resolutions add or change procedures

for the operation of a company, but should (if possible) not include technical information. A resolution shall be used when it is necessary

Project Manager

POC Department Chief

POC

Clerk of the Board

Department Director

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to define a principle, procedure or operating guideline that changes the basic operation and administration of a company. Attachment F

2. Definition of a Motion: Motions shall be used to change technical details within the operation of a company. These changes are only allowed to happen within the organizational framework of a company as outlined by the charter, bylaws, and previous resolutions. A motion changes or adds operational information, but does not change the basic operations of a company.

After the item is reviewed by the Committee, the Clerk of the Board will create a Transmittal memorandum stating the Committee’s deliberations and recommendations to the full Board. It provides a record of the date of the Committee meeting, members’ attendance, vote, and recommendation. This Transmittal memorandum is to include any additional information requested by the Committee members that was not available at the time of the meeting. Attachment G

G. Monthly Information Reports The format for a Monthly Information Report is similar to an action item, and should be approved by the Department Chief and by the CEO. Attachment H

H. Flow Chart for submittal of Monthly Information Report

I. Discussion Item and Information Item Reports

1. Discussion Item: A report that outlines a project that requires the Board’s direction, usually followed by an action item at the next scheduled meeting. Attachment I

2. Information Item: A report provided to inform/notify the Board of Directors of a recent development at HART. Attachment J

Department Director

POC Department Chief

POC

Clerk of the Board

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J. Schedule for Submittal/Review/Signature, Publishing Agenda 1. Calendars

I. Board/Committee Meetings Calendar Attachment K II. Material Due Dates Calendar Attachment L

2. Submittal and Review I. Initial Review: Department heads are responsible for approving

action items and staff reports prior to official submittal deadline. Prior to approval by the Chief, it is important that the financial impact section for all items be reviewed by the Finance department, and all procurement matters routed through the Procurement department.

II. Submitting Action Items: Agenda items and reports, reviewed and approved by Chiefs, must be submitted to the Clerk of the Board in accordance with the yearly established calendar.

III. Executive Staff Review/Run-Thru: Run-thru meetings for Board packets are scheduled a year in advance and occur every Monday, a week prior to Board meetings. The CEO, Chiefs, and the Clerk of the Board review the packet and make necessary changes that are then incorporated into the documents, with Chiefs approval. The final packet is provided to the CEO for his approval and returned to the Clerk of the Board for reproduction, mailing, and delivery. The Clerk of the Board posts the packet on the web site at www.gohart.org and sends a notification to an e-mail distribution recipients group.

K. RESPONSIBILITIES 1. It is the responsibility of each HART department Chief and administrative

support staff/POC to follow the guidelines for preparing Board actions items, staff reports, and adhering to the schedule for submittal of the Board and Committee agenda items.

2. It is the responsibility of each HART department Chief and administrative support staff/POC to review the documents for grammar/spelling/punctuation and formatting mistakes.

3. It is the responsibility of the Clerk of the Board to review, compile, and reproduce the Board agenda items.

4. It is the responsibility of the Clerk of the Board to develop meeting agendas, meet agenda posting requirements, and distribute meeting packets internally and externally.

5. It is the responsibility of the Clerk of the Board to follow the actions identified in the Check List for Board Meetings Attachment M

6. It is the responsibility of the Clerk of the Board to create Post Meeting Check List immediately after each Board meeting that includes requests

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SOP NUMBER REV PAGE

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from public and Board members, to present it for review at the Executive staff meeting, and follow up on execution by staff. Attachment N

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ESOP-002 1 March 1, 2015 1 of 5


ORDER OF PRINTER/FAX TONERS AND MAINTENANCE KITS


1 3/1/2015 UPDATED JOB TITLES AND SECTION 2.0

ORIGINATED BY: __Original signature on file in MDC__________


DATE: _____________

REVIEWED BY: ___Original signature on file in MDC__________ Lena Petit, Director of Executive & Board Affairs

DATE: _____________

APPROVED BY: ___Original signature on file in MDC_________

Katharine Eagan, AICP, Chief Executive Officer

DATE: _____________

1

SUBJECT: STANDARD OPERATING PROCEDURE FOR ORDER OF PRINTER/FAX TONERS AND MAINTENANCE KITS

SOP NUMBER REV PAGE

ESOP-002 1 2 of 5

TABLE OF CONTENTS

SECTION PAGE


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1.0 SCOPE

This SOP applies to all Department employees involved in request or purchase of printer/fax toners and maintenance kits for HART.

2.0 PURPOSE Currently, HART utilizes 35 printers, one plotter, and 12 all-in-one fax/copy/printers located at various sites, HART Administrative Offices in Ybor, HART 21st Avenue Operations and Maintenance Facility, and Marion Transit Center.

In an effort to be more cost effective, to encourage local participation and fair competition, HART chose to issue a solicitation for the purchase of printer/fax toners and maintenance kits for these devices.


ABBREVIATIONS DEFINITIONS SOP Standard Operating Procedure AA Administrative Assistant

OEM Original Equipment Manufacturer POC Point of Contact

4.0 REFERENCES None

5.0 FORMS None


7.0 PROCEDURE

A. Placing an order for printer/fax toners and maintenance kits Immediately upon the replacement of toner/maintenance kit, notify the departmental AA, who in return will conduct an inventory and communicate the need to replenish the inventory to the POC. (Inventory should be one toner for each color including black). The AA will send an email to the POC with the part number needed including the printer/fax make and model. If this product is needed immediately, please note so in your email. The POC will place the order.

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B. Flow Chart for ordering printer/fax toners and maintenance kits

C. Delivery of Product and Pick up of Used Cartridges

Delivery of the product will be next business day after the order is placed, between the hours of 8:00 a.m. and 5:00 p.m. Product packaging should be moisture resistant. At the time of delivery, the driver will pick up used cartridges from the reception desk area. D. Flow Chart for Delivery and Pick Up of Used Cartridges

21st Avenue - Operations and Maintenance Facility:

Ybor – Administrative Offices:

Vendor Guard to call POC

Vendor to drive to designated area

POC will receive product, give the used cartridges to driver, and

notify the departmental AA

POC to keep packaging slips for monthly reconciliation

AA POC will place order

Project Manager to release order

Send email request to POC

Order will be placed on hold for approval

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Marion Transit Center:

E. Reconciliations

1. Vendor will send an invoice on a monthly basis to the Accounts Payable (A/P) Department.

2. The A/P Department will enter the invoice into Workplace. 3. The Project Manager will request packaging slips from POCs. 4. The Project Manager will review the invoice and release payment.

Vendor Receptionist Vendor to deliver to designated area

POC will receive product, give the used cartridges to driver, and

notify the departmental AA

POC to keep packaging slips for monthly reconciliation

Vendor Customer Service

window to call AA

Vendor to deliver to designated area

AA will receive product and give the used cartridges to driver

AA to send packaging slips for monthly reconciliation to POC at

Ybor

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ESOP-003 1 March 1, 2015 1 of 12


YBOR PARKING PERMITS & VALIDATION CARDS


1 3/1/2015 UPDATED JOB TITLES

ORIGINATED BY: _Original signature on file in MDC___________


DATE: _____________

REVIEWED BY: __Original signature on file in MDC___________ Lena Petit, Director of Executive & Board Affairs

DATE: _____________

APPROVED BY: __Original signature on file in MDC___________


DATE: _____________

SUBJECT: YBOR PARKING PERMITS SOP NUMBER REV PAGE

ESOP-003 1 2 of 12

TABLE OF CONTENTS

SECTION PAGE


ATTACHMENTS ATTACHMENT A – CONFIRMATION OF RECEIPT OF YBOR

PARKING PERMIT

ATTACHMENT B – CONFIRMATION OF RETURN OF YBOR PARKING PERMIT

ATTACHMENT C – ARTICLE II. REGULATIONS; PERMITS; PENALTIES

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1.0 SCOPE

This SOP applies to all Ybor Raymond C. Miller Administration building employees, including part time, contract, temporary employees, and any other HART employees who receive City of Tampa parking permits for special projects and park their personal and/or company vehicles in the City of Tampa Fernando Noriega Jr. Garage with HART assigned parking permits.

2.0 PURPOSE The purpose of this SOP is to outline the procedure for receiving, replacing and returning of parking permits for eligible employees. Non-compliance by any staff member may result in denial of staff vehicle use privileges.



HART Hillsborough Transit Authority

Ybor Raymond C Miller Administration Building

Garage Fernando Noriega Jr. Garage

HR Human Resources Department

GL General Ledger

4.0 REFERENCES o Article II. Regulations; Permits; Penalties

5.0 FORMS o Confirmation of Receipt of Ybor Parking Permit o Confirmation of Return of Ybor Parking Permit


7.0 PROCEDURE

All active employees who report to the Ybor Administration Office on a daily basis, including non-bargaining staff, streetcar operations, and streetcar maintenance staff are eligible to receive a parking permit. In the event an employee is assigned to the Ybor Administration Office during a special project, he or she will be eligible to receive a parking permit and all benefits and responsibilities contained herein will apply.

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All vehicles assigned to the Ybor Administration Office are considered pool cars and will be made available for use by all staff members. All Ybor staff vehicles are assigned parking permits. Employees using staff vehicles are required to complete the log sheet maintained in the reception area.

7.1 Ybor Raymond C. Miller Administration Building Staff

A. The Executive Department prepares a requisition for new permits following procedures as outlined by Procurement.

B. Parking permits are provided for designated employees to park at the Garage on Palm Avenue. HR staff will notify the Director of Executive & Board Affairs or his/her designee of all additions to staff who will be assigned to Ybor as their primary work location.

C. The Director of Executive & Board Affairs or his/her designee will then assign a parking permit to a new hire and deliver a parking permit to an HR representative.

D. An HR representative will provide the parking permit to a new hire who will fill out and sign the Confirmation of Receipt of Ybor Parking Permit (see Attachment A).

E. The original signed form will be attached to the employee file, with a copy to the new employee and the Director of Executive & Board Affairs or his/her designee.

F. The Executive Administrative Assistant II keeps a list of parking permit numbers in a record log. As permits are assigned, the employee’s name and the date assigned are entered in the record log next to the appropriate permit number.

7.1.1 Lost / damaged permits

A. It is the employee’s responsibility to secure their parking permits. HART is not responsible for damage to or theft of personal vehicles or any property left in employee vehicles.

B. Lost or damaged permits shall be reported immediately to the Director of Executive & Board Affairs or his/her designee.

C. Employees who request a staff vehicle and complete the vehicle sign off log sheet are to be held responsible for the parking permits assigned to the vehicle as well as the vehicle fuel card.

D. If lost, there will be a $10.00 charge for the permit’s replacement.

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1. The fee must be submitted to the Director of Executive

& Board Affairs or his/her designee who will forward it to the Finance department.

2. The fee received from employees for lost parking permits will be applied to Leases and Rentals Ybor.

E. A permit that needs to be replaced due to wear must be returned to the Executive Administrative Assistant II who will turn it in to the City of Tampa for deactivation and issuance of a new replacement permit. These replacements are not subject to a replacement fee.

F. The permit number of any lost or damaged permit must be reported to the City of Tampa along with a request for deactivation.

G. A new permit will be issued by the Executive Administrative Assistant II after the replacement fee has been received (if applicable). The Collected Fee column of the record log will be checked.

H. The Executive Administrative Assistant II will enter the replacement parking permit number in the record log along with the date and reason for replacement.

7.1.2 Return of permits

A. The issued permit is HART’s property through the City of

Tampa and must be returned to HART upon departure from HART, regardless of the circumstances.

B. The parking permits must be returned to the employee’s immediate supervisor, who will deliver the returned permits to the Director of Executive & Board Affairs or his/her designee and will fill out and sign the Confirmation of Return of Ybor Parking Permit (see Attachment B).

C. The original signed form will be attached to the employee file, with a copy to the employee and the Director of Executive & Board Affairs or his/her designee.

D. Permits should be returned immediately after termination or separation. Should specific items not be returned, the appropriate amount will be deducted from the employee's final pay.

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E. Once a permit has been returned the Executive Administrative

Assistant II will update the record log with the date and reason for the return.

F. The parking permit will be retained by the Executive Administrative Assistant II for future assignment.

7.1.3 City of Tampa Parking Regulations Compliance

A. Employees must abide by the City of Tampa guidelines and

conditions (see Attachment C). B. The Director of Executive & Board Affairs or his/her designee

will coordinate return/exchange/cancellation of parking permits with appropriate City staff.

C. The Director of Executive & Board Affairs or his/her designee will authorize and process the City’s monthly invoices for parking permits issued to HART for parking in the Garage on Palm Avenue.

7.2 Streetcar Operations / Streetcar Maintenance Staff

A. The Executive Administrative Assistant II prepares a Purchase Requisition for new permits following procedures as outlined by Procurement.

B. Parking permits are provided for designated employees to park at the Garage on Palm Avenue. HR staff will notify the Executive Administrative Assistant II of all additions to staff who will be assigned to the Streetcar Department as their primary work location.

C. The Executive Administrative Assistant II will then assign a parking permit to a new hire and deliver a parking permit to an HR representative.

D. An HR representative will provide the parking permit to a new hire who will fill out and sign the Confirmation of Receipt of Ybor Parking Permit (see Attachment A).

E. The original signed form will be attached to the employee file, with a copy to the new employee and the Executive Administrative Assistant II or his/her designee.

F. The Executive Administrative Assistant II keeps a list of parking permit numbers in a record log. As permits are assigned, the employee’s name and the date assigned are entered into the record log next to the appropriate permit number.

7.2.1 Lost / damaged permits

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A. It is the employee’s responsibility to secure their parking

permits. HART is not responsible for damage to or theft of personal vehicles or any property left in employee vehicles.

B. Lost or damaged permits shall be reported immediately to the Executive Administrative Assistant II or his/her designee.

C. Employees who request a staff vehicle and complete the vehicle sign off log sheet are to be held responsible for the parking permits assigned to the vehicle as well as the vehicle fuel cards.

D. If lost, there will be a $10.00 charge for the permit’s replacement. 1. The fee must be submitted to the Executive

Administrative Assistant II or his/her designee who will forward it to the Finance department.

2. The fee received from employees for lost/damaged parking permits will be applied to Leases and Rentals Ybor.

E. A permit that needs to be replaced due to wear must be returned to the Executive Administrative Assistant II who will turn it in to the City of Tampa for deactivation and issuance of a new replacement permit. These replacements are not subject to a replacement fee.

F. The permit number of any lost or damaged permit must be reported to the City of Tampa along with a request for deactivation.

G. A new permit will be issued by the Executive Administrative Assistant II after the replacement fee has been received (if applicable). The Collected Fee column of the record log will be checked.

H. The Executive Administrative Assistant II will enter the replacement parking permit number in the record log along with the date and reason for replacement.

7.2.2 Return of permits

A. The issued permit is HART’s property through the City

of Tampa and must be returned to HART upon departure from HART, regardless of the circumstances.

B. The parking permits must be returned to the employee’s immediate supervisor, who will deliver the

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returned permits to the Executive Administrative Assistant II or his/her designee and will fill out and sign the Confirmation of Return of Ybor Parking Permit (see Attachment B).

C. The original signed form will be attached to the employee file, with a copy to the employee and the Executive Administrative Assistant II or his/her designee.

D. Permits should be returned immediately after termination or separation. Should specific items not be returned, the appropriate amount will be deducted from the employee's final pay.

E. Once a permit has been returned the Executive Administrative Assistant II will update the record log with the date and reason for the return.

F. The parking permit will be retained by the Executive Administrative Assistant II for future assignment.

7.2.3 City of Tampa Parking Regulations Compliance

A. Employees must abide by the City of Tampa guidelines

and conditions (see Attachment C). B. The Executive Administrative Assistant II or his/her

designee will coordinate return/exchange/cancellation of parking permits with appropriate City staff.

C. The Executive Administrative Assistant II or his/her designee will authorize and process the City’s monthly invoices for parking permits issued to HART for parking in the Garage on Palm Avenue.

7.3 Parking Validation for Visitors

A. The Receptionist, located in the reception area of Ybor, will maintain a supply of validation cards which are obtainable from the City of Tampa for parking in the Garage.

B. HART will provide Board members, community leaders, and various other people attending meetings at Ybor with a validation card upon leaving the building as deemed appropriate by responsible HART staff. 1. The issuance of a Validation Card can only be authorized by

an employee of HART with the title of Manager, Senior Manager, Director or Chief.

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2. The Manager, Senior Manager, Director or Chief can assign

their administrative professional as a designee to act on their behalf.

C. It is not the intention of HART to reimburse customers or contracted vendors who may visit Ybor to conduct business.

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ATTACHMENT A

CONFIRMATION OF RECEIPT OF YBOR PARKING PERMIT

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ATTACHMENT B

CONFIRMATION OF RETURN OF YBOR PARKING PERMIT

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ATTACHMENT C

ARTICLE II. REGULATIONS; PERMITS; PENALTIES

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ESOP-004 3 March 1, 2015 1 of 11


PRINCIPAL OFFICE AND U.S.P.S. MAIL


1 7/26/2013 REVISED SECTION 7 (D) 2 12/3/2013 REVISED SECTION 7 (A)

3 3/01/2015 REVISED SECTIONS 3, 4, 7C; UPDATED JOB TITLES AND HOF INFORMATION TO HART

AT CITY HALL INFORMATION; ADDED ACCOUT NUMBERS AND REMOVED DHL



DATE: _____________

REVIEWED BY: ___Original signature on file in MDC___________ Lena Petit, Director of Executive Office & Board

Affairs

DATE: _____________

APPROVED BY: __Original signature on file in MDC__________


DATE: _____________

1

SUBJECT: STANDARD OPERATING PROCEDURE FOR PRINCIPAL OFFICE AND U.S.P.S. MAIL

SOP NUMBER REV PAGE

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TABLE OF CONTENTS

SECTION PAGE


ATTACHMENTS

ATTACHMENT A – DEPARTMENTS FOR MAIL SORT .......................7

ATTACHMENT B – MAIL MACHINE OPERATORS .............................8

ATTACHMENT C – INCOMING U.S.P.S. MAIL DISSEMINATION .......9

ATTACHMENT D – OUTGOING U.S.P.S. MAIL ................................. 10 ATTACHMENT E - CERTIFIED MAIL ................................................. 11

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1.0 SCOPE

This SOP applies to all Departments employees involved in the incoming and outgoing U.S.P.S., FedEx, DHL, and/or UPS mail function within multiple HART locations.

2.0 PURPOSE The purpose of this document is to describe the incoming and outgoing U.S.P.S., FedEx, DHL, and/or UPS mail function within multiple HART locations. This policy, once approved, will apply to the entire agency. This policy is effective on the date above. Questions regarding these policies and procedures should be directed to the Chief Executive Officer or his/her designee.



U.S.P.S. United State Postal Service MTC Marion Transit Center

UATC University Area Transit Center FEDEX Federal Express

UPS United Postal Service

4.0 REFERENCES

CARRIER ACCOUNT NUMBER FEDEX 1040-0962-0

UPS 574788 U.S.P.S. Through Pitney Bowes: 2164-4242-86-5

The Board of Directors through Board Policy 150.01 has adopted the 1201 East 7th Avenue, Tampa, Florida 33605, as the Authority’s Principal Office. Necessary documentation will be processed to change the address to 1201 East 7th Avenue, Tampa, FL, 33605.

5.0 FORMS None

6.0 REQUIRED SAFETY EQUIPMENT / SPECIAL TOOLS Pitney Bowes Postage Machine

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7.0 PROCEDURE

There is a need for the acceptance and dissemination of U.S.P.S., overnight delivery (FedEx and/or UPS) between HART multiple satellite locations:

• Principal Office – HART Administrative Offices - aka “Ybor” (1201 E. 7th Avenue, Tampa, FL, 33605)

• HART Operations and Maintenance Facility - aka “21st Avenue” (4305 E. 21st Avenue, Tampa, FL, 33605)

• Marion Transit Center aka “MTC” (1211 N. Marion Street, Tampa, FL, 33605)

• University Area Transit Center aka “UATC” (13110 N. 27th Street, Tampa, FL, 33612)

• HART at City Hall (306 E. Jackson Street, Tampa, FL, 33602)

A. U.S.P.S. Mail and Departmental Mail Bins: 1. All U.S.P.S. mail will be delivered to the Ybor and disseminated to the

satellite locations via interoffice mail. U.S.P.S. mail will not be delivered to satellite locations.

2. U.S.P.S. mail is typically delivered to Ybor by 11:00 a.m. and placed in the blue mailbox located outside the office entrance.

3. The U.S.P.S. mailperson will retrieve any outgoing mail from the blue mailbox and take it to the post office.

4. The Receptionist (or his/her designee) will be responsible for retrieving the mail from the blue mailbox and sorting the mail to the slots assigned to each department. A listing of departments is included as “Attachment A”. After retrieving the mail, the Receptionist (or his/her designee) will contact the A/P Department for them to retrieve the invoices.

5. If an envelope is not addressed to a particular department and the Receptionist (or his/her designee) cannot determine from the outside of the envelope who the recipient should be, then the Receptionist (or his/her designee) is allowed to open the envelope to make a determination about the addressee from the contents of the correspondence.

6. Mail bins are maintained for each department at HART main locations –Ybor (large copy/mail room) and 21st Avenue (Receptionist’s area).

7. Ybor and 21st Avenue staff are responsible for retrieving their department’s mail from the mail room at their location. Staff is also responsible for placing outgoing interoffice mail in the intended Department’s mail bin.

8. A process for mail items requiring special attention (e.g. procurement bid packages) will be documented and will become a part of the Receptionist’s Front Desk SOP.

B. Certified Mail:

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1. Certified mail is mail that is assigned an article number and requires a

signature upon delivery. All signatures are received electronically thorough the U.S.P.S. website or HART Pitney Bowes account.

2. Fill out the Domestic Return Receipt PS Form 3811 (green cardboard certified mail form) in the “Sender” box and the “Complete This Section” box. The “Sender” box should have the sender’s name, department and any reference number your department requires (examples: RFP number, claim number, etc.). The “Complete This Section” box should contain the recipient’s name, company (if needed), and complete address. Do not attach the Certified Mail PS Form 3811 (the paper form containing an article number); these are no longer utilized in any capacity. Please dispose of these forms if found.

3. After mailing article is properly addressed, please attach the Domestic Return Receipt PS Form 3811 (green cardboard certified mail form) on the back of the mailing article, preferably in the middle over the seal.

4. Place in the “outgoing mail to be stamped” location. An article number will be attached and a receipt will be printed when postage is applied.

5. The Receptionist will retain the Domestic Return Receipt PS Form 3811 (green cardboard certified mail form) and the receipt until a proof of delivery or lack of delivery message is received from the U.S.P.S. website or the HART’s Pitney Bowes account. Once received, the Receptionist will print out the proof of delivery or lack of delivery message, staple the Domestic Return Receipt PS Form 3811 (green cardboard certified mail form) and the receipt to the proof or lack of and deliver all to the sender via interoffice mail.

6. The Receptionist shall retain record of all electronic signatures for future reference.

C. FEDEX, UPS, and Truck Deliveries (Incoming):

1. Shipments of parts, supplies, and equipment ordered for daily bus operations and/or maintenance of vehicles will be accepted only at the Receiving area located in the 21st Avenue. a. The Receiving Agent (Inventory Control) will disseminate items to the

requesting department. 2. Signage will be placed in strategic locations on 21st Avenue directing

deliveries to the proper receiving location. 3. Shipment of parts, supplies, and equipment ordered for the Streetcar facility

will be delivered to 1200 E. 6th Avenue, Tampa, FL 33605. 4. Deliveries of supplies, overnight mail, etc. to the Ybor office will be managed

by the Receptionist. The Receptionist will contact the intended recipient of the supplies to report to the front desk to direct the delivery person to the proper location.

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5. For 21st Avenue deliveries sent to Ybor, the Receptionist will arrange for

delivery (by contacting the Inventory Control Department or Retail Sales Department) and inform the package’s intended recipient.

D. Use of Overnight Delivery Services (Outgoing):

1. Recommended available providers are FedEx or UPS. 2. Supplies may be located in the Mail Rooms. The agency is not responsible

for ordering supplies. If you need supplies please contact the providers directly.

E. Postage Machine:

1. Outgoing mail will be stamped daily by 9:00 a.m. using the Pitney Bowes postage machine located at the HART Administrative Offices in Ybor. “Attachment B” provides a list of persons authorized to operate the postage machine.

2. Stamped mail will be taken downstairs and placed in the blue mail box. The U.S.P.S. mail person will retrieve the mail from the box and take it to the post office.

3. On Mondays, all Accounts Payable checks are to be ready by 9:00 a.m. to be stamped and placed in the blue mail box. If checks are processed after 9:00 a.m., they will be taken to the nearest post office, Ybor City, or another conveniently located post office, by a Finance Department staff member, to insure the checks are mailed properly.

4. The replenishment of funds for the postage machine account will be performed by the Executive Administrative Assistant II via a check request.

5. When funds have been applied to HART’s account, the Executive Administrative Assistant II will download the funds into the meter via electronic connection.

F. Replenishment of Supplies:

Replenishment of supplies for the postage machine (fluid, tape, etc.) and general mailing supplies (certified mail forms, receipts, overnight delivery envelopes, etc.) are the responsibility of the Executive Administrative Assistant II.

G. Backup for Receptionist: The daily responsibility for mail handling resides with the Receptionist. The following persons have been designated as backup in case of absence: (1) Gisela Rivera-Rios (2) Lena Petit.

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ESOP-004 3 March 1, 2015 7 of 11

ATTACHMENT A DEPARTMENTAL MAIL BINS Principal Office 1. Executive 2. Marketing 3. Finance 4. Capital Projects 5. Grants 6. Streetcar Operations Facility 7. Operations 8. Service Planning 9. Information Systems 10. Human Resources/Legal Services 11. Risk Management 12. Safety/Security 13. Procurement 14. Inventory 15. Maintenance Satellite Offices – Retail Sales 16. MTC, UATC, HART at City Hall 17. Customer Service/Paratransit (MTC)

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ESOP-0004 3 March 1, 2015 8 of 11

ATTACHMENT B

MAIL MACHINE OPERATORS Danielle Arthur (Primary) Gisela Rivera-Rios (Secondary) Lena Petit (Third)

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ATTACHMENT C

INCOMING U.S.P.S. MAIL DISSEMINATION

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ESOP-004 3 March 1, 2015 10 of 11

ATTACHMENT D OUTGOING U.S.P.S. MAIL

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ESOP-004 3 March 1, 2015 11 of 11

ATTACHMENT E

CERTIFIED MAIL

Form to be used: Domestic Return Receipt PS Form 3811 (Green cardboard certified mail form)

Attach this side down on middle of closed envelope using adhesive slip:

This side should be face up:

Form to be discarded: Certified Mail PS Form 3811

(The paper form containing an article number)

NAME DEPARTMENT REFERENCE NUMBER FOR DEPT (OPTIONAL)

DO NOT

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ESOP-005 1 March 1, 2015 1 of 9


USE OF HART MEETING ROOMS OR FACILITIES

REV DATE DESCRIPTION RLSE NO. INIT 1 3/1/2015 UPDATED JOB TITLES



DATE: _____________

REVIEWED BY: __Original signature on file in MDC__________

Lena Petit, Director of Executive & Board Affairs

DATE: _____________

APPROVED BY: __Original signature on file in MDC__________


DATE: _____________

1

SUBJECT: USE OF HART MEETING ROOMS OR FACILITIES

SOP NUMBER REV PAGE

ESOP-005 2 of 9

TABLE OF CONTENTS

SECTION PAGE

1.0 SCOPE .......................................................................................3

2.0 PURPOSE ..................................................................................3

3.0 DEFINITIONS / ABBREVIATIONS ............................................3

4.0 REFERENCES ...........................................................................3

5.0 FORMS ......................................................................................3

6.0 REQUIRED SAFETY EQUIPMENT / SPECIAL TOOLS ...........3

7.0 PROCEDURE ............................................................................3

ATTACHMENT

ATTACHMENT A – APPLICATION FOR USE OF HART MEETING ROOMS OR FACILITIES

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1.0 SCOPE

This SOP applies to all HART meeting rooms or facilities that may be used for public meetings or events.

2.0 PURPOSE This SOP provides instructions for the use of HART meeting rooms or facilities for public meetings or events.


ABBREVIATIONS DEFINITIONS SOP Standard Operating Procedure HART Hillsborough Transit Authority

4.0 REFERENCES None

5.0 FORMS Application for Use of HART Meeting Rooms or Facilities

6.0 REQUIRED SAFETY EQUIPMENT / SPECIAL TOOLS

None

7.0 PROCEDURE HART meeting rooms and facilities are intended to be used for HART-related functions. However, HART may allow other individuals, groups or organizations to have limited access to these rooms and facilities. Spaces are made available to the public on an equitable basis, regardless of the beliefs, or affiliations of the individuals, groups or organizations requesting their use.

NOTE:

HART business will have priority over all other requests.

A. Individuals, groups or organizations who wish to use HART meeting rooms or facilities must complete the attached application and fax, mail or scan and email the completed application to the Executive Office Manager.

B. Once the application has been received, the Executive Office Manager will affix a date and time stamp. In the case of requests for the same meeting room or facility at the same date and time, this stamp shall be used to decide which request will take precedence.

C. HART meeting rooms or facilities will be available on a first-come, first-served basis.

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D. Responsibility for any damage to HART property must be assumed by the

individuals, groups or organizations using the space. Please see the Terms and Conditions clause in the application form.

E. HART does not necessarily endorse the purpose and policies of the individuals, groups or organizations that use the meeting rooms or facilities.

F. HART’s meeting rooms and facilities are not available for profit making organizations or for groups which have unlawfully discriminatory membership requirements.

G. HART retains the right to cancel a reservation for a meeting room or facility in the event of a scheduling conflict with a HART activity or co-sponsored event. If cancellation is necessary, HART will notify the individual, group or organization as soon as possible. Groups holding reservations are requested to notify HART of any cancellation 72 hours prior to start of the event in order to free the room or facility for others

H. A meeting room or facility will not be reserved until a completed application has been received and approved by HART staff. Approved applications will be kept on file at HART for one year. It is the responsibility of the individual, group or organization to keep its application current.

I. Each meeting will need to be reserved separately and in advance. HART will not automatically book recurring events.

J. Late applications and walk-in requests will not be entertained.

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ATTACHMENT A

APPLICATION FOR USE OF HART MEETING ROOMS OR FACILITIES

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ESOP-006 March 1, 2015 1 of 6


EMPLOYEE COFFEE FUND


1 03/01/2015 UPDATED JOB TITLES

ORIGINATED BY: ___Original signature on file in MDC________


DATE: _____________

REVIEWED BY: __Original signature on file in MDC__________ Lena Petit, Director of Executive & Board Affairs

DATE: _____________

REVIEWED BY: __Original signature on file in MDC__________ Jeffrey C. Seward, Chief Financial Officer

DATE: _____________

REVIEWED BY: __Original signature on file in MDC__________ Ruthie Reyes Burckard, Chief Operating Officer

DATE: _____________

REVIEWED BY: __Original signature on file in MDC__________ Michael Stephens, Chief of Business Enterprise

and Safety

DATE: _____________

APPROVED BY: __Original signature on file in MDC__________ Katharine Eagan, AICP, Chief Executive Officer

DATE: _____________

1

SUBJECT: STANDARD OPERATING PROCEDURE FOR EMPLOYEE COFFEE FUND

SOP NUMBER REV PAGE

ESOP-006 2 of 6

TABLE OF CONTENTS

SECTION PAGE


ATTACHMENT

ATTACHMENT A – PAYROLL DEDUCTION AUTHORIZATION FORM

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1.0 SCOPE

This SOP applies to all Agency Employees participating in the Employee Coffee Fund.

2.0 PURPOSE The purpose of this document is to establish a policy for the Employee Coffee Fund. The effective date for this policy is noted on the cover page. Questions regarding these policies and procedures should be directed to the Employee Coffee Fund Custodian aka “Custodian”.


ABBREVIATIONS DEFINITIONS SOP Standard Operating Procedure MTC Marion Transit Center POC Point of Contact

4.0 REFERENCES None

5.0 FORMS Employee Coffee Fund Payroll Deduction Authorization Form


7.0 PROCEDURE

The Employee Coffee Fund is a choice participation for employees to contribute to a fund wherein as a member they can consume hot beverages.

A. The Payroll Department will make payroll deductions to fund the Employee

Coffee Fund. The fund dues are $2.00 per pay period and the amount is deducted from the employee’s paycheck. Dues could be adjusted by a request from the Custodian to the Executive Management Team.

B. New employees will have the opportunity to become a member during the New Employee Orientation provided by the Human Resources Department. To become a member, the employee must complete the Employee Coffee Fund Payroll Deduction Authorization Form (Attachment A).

C. An existing employee who wants to become a member is required to complete the Employee Coffee Fund Payroll Deduction Authorization Form

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(Attachment A). The form is available in the Human Resources Department or on Connect.

D. The Finance Department will deposit and hold the funds to be used or withdrawn by the POC upon proper authorization. Any such collections must be segregated for ease of accountability and to provide a safe, secure, and appropriate method of accountability for the use of the funds.

E. The Authority and its internal auditors shall have the discretion to audit the Employee Coffee Fund procedures to ensure that the funds are being appropriately used and accounted for.

F. The Authority will purchase coffee machines for use in designated employee work areas. The Maintenance Department is responsible for purchasing and maintaining the Authority’s coffee machines.

G. Employees may not bring, purchase or install coffee machines in work areas without the prior written permission of the Maintenance Department.

H. The Authority is not responsible for any coffee and/or tea products, supplies or machinery that is not purchased or owned by the Authority.

I. Except for special occasions and only with the prior approval of a Department Head will the Authority provide coffee and/or tea or related supplies. The Authority shall not purchase coffee and/or tea products or related supplies for everyday employee use.

J. The POC (one representative from 21st Ave. and one representative from Ybor; MTC members will be included as part of Ybor) are responsible for:

1. contacting the Finance Department at the end of the fiscal year for an accurate list of members for the purpose of generating a requisition. The dollar amount should be equal to the number of members in the designated location (21st Ave or Ybor + MTC), Employee Coffee Fund dues ($2.00) and the number of pay weeks (26). Example Ybor location has 40 members x $2.00 x 26 = $2,080.00

2. generating a requisition in Workplace to purchase supplies as needed from the authorized vendor:

o authorized supplies are: coffee (regular and decaffeinated). No flavored coffee or

special brands are allowed. sugar (regular and substitute) creamer (powder and liquid) hot chocolate (regular and no sugar added) teas stirrers coffee filters

o unauthorized supplies are: flavored coffee or special brands

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cups (any type) napkins silverware (any type) coffee machines (any type)

3. submitting receipts to the Accounts Payable Department for processing payment to vendor, and

4. distributing and replenishing coffee supplies to individual departments where an authorized coffee machine resides.

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ATTACHMENT A

PAYROLL DEDUCTION AUTHORIZATION FORM

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ESOP-008 0001 May 12, 2015 1 of 10


FRONT DESK


1 5/12/2015 REVISED SECTION 7.3, 7.4, 7.5(A1), 7.6, 7.7(B); UPDATED JOB TITLES

ORIGINATED BY:__Original signature on file in MDC_________

Danielle Arthur, Receptionist

DATE: ____________

REVIEWED BY: __Original signature on file in MDC_________ Lena Petit, Director of Executive Office &

Board Support

DATE: ____________

APPROVED BY: __Original signature on file in MDC_________ Katharine Eagan, AICP, Chief Executive

Officer

DATE: ____________

1

SUBJECT: STANDARD OPERATING PROCEDURES FOR FRONT DESK

SOP NUMBER REV PAGE

ESOP-008 1 2 of 10

TABLE OF CONTENTS

SECTION PAGE

1.0 SCOPE ........................................................................................... 3

2.0 PURPOSE ...................................................................................... 3

3.0 ABBREVIATIONS / DEFINITIONS ................................................. 3

4.0 REFERENCES ............................................................................... 3

5.0 FORMS ............................................................................................ 3

6.0 REQUIRED SAFETY EQUIPMENT / SPECIAL TOOLS ................ 3

7.0 PROCEDURE ................................................................................. 4

ATTACHMENTS I. VISITOR/VENDOR/CONTRACTOR LOG .............................................. 8

II. RECEIPT VERIFICATION FORM ........................................................... 9

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1.0 SCOPE

This SOP applies to the Front Desk Receptionist and all Designated Personnel whose duties include assistance with HART Administrative Office front desk coverage.

2.0 PURPOSE

This SOP provides clear, concise, and detailed directives for effective management and operation of the HART Administrative Office Front Desk.

3.0 DEFINITIONS / ABBREVIATIONS

SOP Standard Operating Procedure - Directives issued by the Executive Department for communicating the established methods necessary to maintain an acceptable standard for daily operations

ATU Local 1593 Amalgamated Transit Union Local 1593 Teamsters Teamsters Local 79

4.0 REFERENCES Bid Proposal Receipt SOP 5.0 FORMS

FORM DESCRIPTION FORM LOCATION AND/OR MDC NUMBER

Visitor/Vendor/ Contractor Log

http://connect/Company%20Forms/Customer%20Service%20Paratransit%20Safety%20and%20Security/Forms/AllItems.aspx

Receipt Verification Form (Procurement

Offers) Front Desk Counter by Procurement Date Stamp

6.0 REQUIRED EQUIPMENT / SPECIAL TOOLS

EQUIPMENT TYPE LOCATION Cisco Attendant

Console Front desk computer

Procurement Date Stamp Front desk counter

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7.0 PROCEDURE

The following are the daily functions of the front desk area:

7.1 OPENING At 8 a.m., login to the Attendant Console and update the Visitor/Vendor/Contractor log form located at the front desk counter.

7.2 CLOSING

At 5 p.m., logout from the Attendant Console.

7.3 TELEPHONE SYSTEM

HART's telephone system is a powerful communications tool that assists staff with maintaining contact with customers and coworkers. All phones operate under the Cisco Telephone system. A. General Phone Etiquette

Never hang up on or be rude to a caller. Make sure to ask a caller if they would mind being placed on hold and wait for the caller’s response prior to placing them on hold.

B. Answering Calls from the Cisco Attendant Console

1. The correct verbiage for answering calls from the Cisco

Attendant Console is: “Thank you for calling HART; how may I direct your call?”

2. The correct verbiage for directing the caller to the correct number is: “For that information you would call the ____ department. That telephone number is _____.”

C. Page

1. Dial the extension corresponding with intended paging area. The paging extensions are:

• 7595 – Administrative Office (3rd Floor Only)

• 7596 – PM Building Only

• 7597 – Maintenance Building Only

• 7598 – Operations/Dispatch Only

• 7599 – Operations Facility (All areas excluding Dispatch)

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2. Wait for a beep signal 3. Say your message clearly enunciating every word 4. Verbiage is “First Name, Last Name please call extension

6517. First Name please call extension 6517. Thank you.”

5. Paging an employee should only be done when necessary and after his/her extension has been tried first. An employee should be paged to call an extension. The paging system is not intended for conveying information.

Note: page employee only twice. If there is no response offer DID or e-mail address.

C. Requests to Speak with Members of ATU Local 1593 and

Teamsters or to Leave Them a Message

Members of ATU Local 1593 and Teamsters do not receive direct messages of any kind. If the caller requests to speak to a member of ATU Local 1593 or Teamsters, direct the caller to the appropriate administrative personnel of the department or the Human Resources Department.

D. Request to Speak with a Supervisor or Manager

If a customer asks for a supervisor, first direct them to the Customer Service Department (813-254-4278). If this is not sufficient, find out about the nature of the call and direct them to the correct supervisor.

E. Telephone Extension/Cell Phone List The telephone extension/cell phone list is a listing with all

extensions and cell phone numbers distributed to all of HART to ensure proper communication.

7.4 COVERAGE

A. HART recognizes that there are times when absences and tardiness cannot be avoided. In such cases, the Receptionist is expected to notify the Director of Executive Office and Board Support as early as possible, but no later than the start of the work day. The Receptionist should call every day that he/she is absent.

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B. Coverage will be primarily provided by the Executive

Administrative Assistant II. Designated personnel will relieve the Receptionist in cases that the Executive Administrative Assistant II is not available, and scheduled absences. The Receptionist is to make arrangements for the front desk coverage with advanced notice. The Director of Executive Office and Board Support is to be notified of such arrangements.

C. In the situation when an unscheduled absence occurs, the

Director of Executive Office and Board Support will coordinate the front desk coverage schedule. Coverage will be divided into four (4) hour increments on a rotating basis (8am-12pm, & 1pm-5pm)

D. The Front Desk Coverage Pool for relief is compiled of those

employees appointed by departmental Directors throughout the agency. The following employees are assigned the duty of assisting with relieving the reception in situations noted above.

FRONT DESK COVERAGE POOL

E. If the person providing coverage is unable to cover the front

desk, that person is responsible of making alternate arrangements for coverage. The Receptionist and Director of Executive Office and Board Support must be made aware of these changes.

7.5 VISITORS

A. Visitors/Vendors/Contractors on Property Procedure (friends, family members, business associates of HART employees, service personnel):

TITLE DEPARTMENT JUDITH ANSELME CUSTOMER SERVICE MELISSA HERNANDEZ CUSTOMER SERVICE MONA KARABAN OPERATIONS DONNA PASLEY VAN OPERATIONS KATRINA NEAL FINANCE REBEKAH TORRES GRANTS DOCUMENTATION MELISSA SMILEY PROCUREMENT JUDY HAYES-EVON INFORMATION TECHNOLOGY DORCAS JAMESON BUSINESS ENTERPRISE & SAFETY CAROL WEBSTER HUMAN RESOURCES

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1. All visitors will be required to sign in/out with the

Receptionist on the VISITOR/VENDOR/CONTRACTOR LOG (Attachment I).

2. The HART employee the visitor is requesting to see will be contacted. Once contacted, the employee or designee will be required to meet the visitor at the sign in/entry point to property (lobby, reception area, etc.).

3. No visitor will be allowed on property without a HART personnel escort.

4. Once the visit is complete, HART personnel will escort the visitor back to the sign in/entry point and the visitor will be signed out.

7.6 PASSES

The Receptionist and designated personnel do not handle bus pass sales. All bus pass sales are handled by the Budget and Finance Department. Call the Accountant II – Accounts Receivable at extension 6584 for pass sales. Back-up is Accounting Assistant I (ext. 6585) and Manager of Accounting (ext. 6581), respectively.

7.7 DELIVERIES

Deliveries include courier service (UPS/FEDEX), legal documents, procurement (bids), supply deliveries, etc. The Receptionist is the facilitator of packages that are delivered to the HART Administrative Office. The job of the facilitator is to attempt to connect the delivery person with the package’s intended recipient. If the recipient is unavailable, the Receptionist is to accept the package on behalf of the recipient and inform the recipient of the package’s arrival; via phone, email, etc. It is the recipient’s responsibility to arrange for any internal delivery that may be required. A. Legal Documents

The Receptionist is never to sign for any type of legal document. The only employees who have this authority are members of the Risk Management Department. The Risk Management Department is located at the HART Operations Facility (21st Avenue); therefore the legal documents must be taken there. The Receptionist is to call the department to get a point of contact for the delivery person. The Receptionist will give the address and point of contact to the delivery person.

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B. Procurement Bids

1. When an offer is received, the Receptionist is to immediately date stamp the Receipt Verification Form (Attachment II). If the solicitation is hand-delivered, whoever is delivering the package is to fill out the Receipt Verification Form. If any kind of courier service delivers the package (this includes UPS, FEDEX, and USPS) the Receptionist will fill out the form with the information available.

2. The package is to be placed in a secure location for procurement to retrieve.

3. An email is to be sent to the point of contact for that offer with a carbon copy to the Procurement Administrative Assistant II and the Director of Procurement and Contracts Administration (see procurement calendar displayed at the front desk for point of contact).

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ATTACHMENT I

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ATTACHMENT II

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ESOP-009 2 March 1, 2015 1 of 5


ORDER OF CONTRACTED OFFICE SUPPLIES


1 10-31-2013 Revision to Section 7.0 - E – Reconciliations

to reflect proposed changes from the A/P Department

2 3-4-2015 UPDATE JOB TITLES

ORIGINATED BY: __Original signature on file in MDC_________


DATE: _____________

REVIEWED BY: __Original signature on file in MDC__________ Lena Petit, Director of Executive & Board Affairs

DATE: _____________

REVIEWED BY: __Original signature on file in MDC__________ Jeffrey C. Seward, Chief Financial Officer

DATE: _____________

REVIEWED BY: __Original signature on file in MDC__________ Ruthie Reyes Burckard, Chief Operating Officer

DATE: _____________

REVIEWED BY: __Original signature on file in MDC__________ Michael Stephens, Chief of Business Enterprise

and Safety Officer

DATE: _____________

APPROVED BY: __Original signature on file in MDC__________ Katharine Eagan, AICP, Chief Executive Officer

DATE: _____________

1

SUBJECT: STANDARD OPERATING PROCEDURE FOR ORDER OF CONTRACTED OFFICE SUPPLIES

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TABLE OF CONTENTS

SECTION PAGE


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1.0 SCOPE

This SOP applies to all Departments employees involved in request or purchase of contracted office supplies for HART.

2.0 PURPOSE The purpose of this SOP is to outline responsibilities that are associated with ordering of office supplies, tracking deliveries, and monthly reconciliation of the account.


ABBREVIATIONS DEFINITIONS SOP Standard Operating Procedure AA Administrative Assistant

POC Point of Contact PM Project Manager

4.0 REFERENCES None

5.0 FORMS None


7.0 PROCEDURE

A. Placing an order for contracted office supplies The AA will conduct an inventory and communicate the need to replenish the inventory to the POC. The AA will send an email to the POC with the name and number for the product needed. If the item is needed immediately, please note so in your email. The POC will place the order.

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B. Flow Chart for ordering Contracted Office Supplies

C. Delivery of Product

In most cases, the delivery of the product will be next business day after the order is placed, between the hours of 8:00 a.m. and 5:00 p.m. Product packaging should be moisture resistant. D. Flow Chart for Delivery

21st Avenue - Operations and Maintenance Facilities:

Ybor – Administrative Office:

Vendor Guard to call POC

Vendor to drive to designated area

POC will receive product

POC to send packaging slips to the PM for monthly reconciliation

AA POC will place order

PM to release order

Send email request to POC

Order will be placed on hold for approval

Vendor Receptionist Vendor to deliver to designated area (Reception Desk)

POC will receive product

POC to send packaging slips to the PM for monthly reconciliation

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Marion Transit Center:

E. Reconciliations

1. Vendor will send an invoice on a monthly basis to the Accounts Payable (A/P) Department.

2. The A/P Department will send the invoice to the PM. 3. The PM will request packaging slips from POCs and AA. 4. The PM will review the invoice and make a check request to issue

payment for the entire consolidated bill, listing each order as a separate invoice on the check request.

Vendor Customer Service

window to call AA

Vendor to deliver to designated area

AA will receive product

AA to send packaging slips for monthly reconciliation to PM

5