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HomeMy WebLinkAboutS Grant - NC Dept of Transportation 2007-2008 Rural Operating Assistance Program ApplicatinNORTH CAROLINA .°~ ~-~_r I FY 2007, 2008,STATE RURAL OPERATING ASSISTANCE PROGRAM ----- oeieted: s _ Nm•th Carolina Depm•hnent of Transportation oeieeed: s Public Transpm•tation Division ~-_~- Introduction 'Clre Rural Operating Assistance Program (ROAP) is a state funded public transportation grant program administered by the North Carolina Deparhnent of Transportation Public Transportation Division (NCDOT-PTD). ROAP includes the following programs: • Elderly and Disabled Transportation Assistance Program (EDTAP) • &nployment'Cransportation Assistance Program (EMP) • Rural General Public (RGP) Program A county has the option of requesting ROAP funds for a single program or all programs. Counties also have the option of requesting an amount less than the total funds allocated in any program. A county should only apply for an amount of ROAP funds that c.•m be expended by June 3Q 2008, as [he funds cannot be carried over into the nest fiscal }'ear. 'Cotal allocations of ED'I'AP and RGP funds should be managed so [hat services can be continued for the hvelve-month period of July 1, 2007 to June 30, 2008. ROAP Omds are to he used for the fully allocated cost of trips or for other services. Refer to Appendix E-Matrix of Eligi6le'transportation Expenses for examples of allowable operational assistance that can be provided under these programs EI igibi I i t}'lRcsp onsibili f ics County governments (Board of County Commissioners) are the only eligible applicants for ROAP funds. All counties must submit an annual application to receive ROAP fimds. Each county is eligible to receive an allocation for each program, with the exception that those counties not providing transportation services to the general public are not provided a RGP allocation. It will be the responsibility of county governnents to sub-allocate and distribute the fimds [o local agencies as allowed in the program guidelines. It is the intent of the program that these funds provide additional transportation and not replace current funding sources and levels of service. It shonld be noted that the General Assembly nutst have an approved and certified state budget before funds can be disbursed; therefore the July disbursement time frame is contingent upon the state budget process. Note that one-half of the formula funds will be disbursed initially and the remainder of the formula funds will be disbursed in lanmary 2008. The period of performance will remain July I, 2007 -June 3Q, 2008 regardless of the date the ROAP funds are disbursed to the counq'. Application Requirements Carefully review and complete all of the material within the ROAP application package. The applicatiot materials are designed to enable Y'PD staff to better understand the services to be provided and assure that the fimds arc utilized as intended. Failure to emnplete airy portion of the application may result in processing delays. A lications for ROAP funds must be submitted to P1'D b' Jul' 13 2007 to receive the initial rlisbnrsement that is projected to occur in late August 2008. Applications received after this date will have checks issued versus electronic disbursements following review and approval of the application. The application for ROAP fimds includes a project description gnestionnaireand asub-allocation worksheet. e\'OTE~ ~l separa(e suballocntron tva~ksheet is provided jor jor•nnda and suppleureu(al pro~fiurds. All applications must be accompanied by an original signed Certified Statement, affidavit of publication of public hearing, minutes from the public hearing, and documentation of public involvement. For PY 2007-2008, all required application information nmst be submitted to PTD electronically, at e[ptransportation~dot state nc us. All applicants will also be required to mail a hard copy of the ROAP application including a Certified Statement with original signature, original affidavit of publication of public hearing notice, and public hearing minutes to: NCDO'f -Public Transportation Division Attention: Faye McCulleu 1550 Mail Service Center Raleigh, NC 27699-1550 Physical Address: NCDOT -Public Transportation Division Attention: Faye McCullen I S. Wilmington Street-Rm. 548 Raleigh, NC 27610 p. General Guidelines A. Eligible Recipients All one hundred (100) North Carolina counties arc eligible to receive a fornula-based allocation for EDTAP and EMP funds. Only those counties providing transportation services to the general public will receive a ROP allocation. B. Allocation of Funds The FY 2007-2008 for ROAP programs are listed, by county, in Appendix F of this application. The methodology for calculating these allocations is described in the Program Guidelines section of this document. The county can request an amount less than the total allocation for each of these programs. Each applicant should carefully evaluate past program expenditures to determine the amount to apply for within each program. ROAP fiords will be disbursed from NCDOT to the county finance officer only. The county finatue officer will be responsible for program administration at the local level. While the county finance officer may delegate some program administrative duties to the co~mnunity transportation system, the county finance officer is considered the accountable county official for ROAP. C. County Sub-Allocation Determination It wit l be the responsibility of the county governments to sub-allocate and distribute the fumis to the local agencies according to program guidelines. The PY 2007-2008 Sub-Allocation Worksheet in Appendix B must be completed by each county to dowment how the allocations will be distributed locally. This will enable PTD staff [o better ^nderstand the services you plan to provide and assure that [he fiords nre utilized as intended. Local program administrators should consult with the lead transportation agency and Transportation Advisory Boards for sub- allocation recommendations. D. Public Ouh•cachQnvolvement Requirement Counties nmst identify eligible agencies/individuals so that they may have an opportmity to apply for and access ROAP funds. It is important that eligible local agencies and interested citizens have the opportunity to participate in the sub-allocation decision. Outreach efforts must be coriducted and documented by the applicant as to how the public and populations being served (including minority. women elderly, disabled. Limited English Proficiency (LEP), low income, and non human service individuals) were informed about the availability of funds and [he public herring on the ROAP grant. Efforts should include distribution of information: on vehicles, to human service agencies, at local community/public events, to local organizations, on public access channels, etc. For LEP individuals, applicants should translate and send information to newpapers, radio stations, etc. based on the population being served. Applicants will be required to complete the Appendix D - Documentatiat of Outreach Efforts form stating how public involvement was addressed. E. Public Hem~ing Requirement It is required that the Board of County Commissioners hold a public hearing to provide the opportunity for local input regarding the sub-allocatiot of ROAP funds. A public hearing notice must be published in a newspaper having general circulation in the county. The notice should be published at least fourteen (14) days prior to the date of the public hearing. Applicants nmst use the Smnple Public Hearing Notice included in Appendix C of this package. The public hearing most be accessible to individuals with disabilities in accordance with provisions of the Americans With Disabilities Act of 1990. These provisions include having written material available in alternative, accessible formats upon request, and providing special accommodations at your public hearing, such as a sign language interpreter, as may be requested. The public hearing should be held late in the day or early evening to afford fire public an oppodunily to attend and make comments. Applicants must make the Appendix E -Voluntary Title VI Public Involvement forn available to all individuals attending the public hearing for ROAP funds. E. Local Matching Requirement EDTAP and EMP funding can be used to provide with one hundred percent (100%) of the fully allocated cost of the trip or other service and requires no local match. RGP fiords pray be used to provide up to ninety percent (90%) of the fully allocated cost of each general public trip. The remaining ten percent (10%) must be provided from fares, local funds or a combination of the two. Eaves and/or local fiords used to meet the 10%RGP match requirement should be used to provide additional service, not as a source of match for administrative and capital needs. PTD encourages Conununity Transportation Systems to keep fares reasonable so as to encourage ridership. The ten percent local match requirement is based on the fully allocated cost of [he program, not the amount allocated from NCDOT. An example is provided to help counties determine the required local nmtch amount. • $45,000 is the RGP amount allocated from NCDOT • $45,000 equals 90%ofthe fully allocated cost • $45,000 divided by 90% (.90) equals $50,000 -This is the fully allocated cost. • $50,000 times ]0% (.l0) equals $5000- This is [he required amount of matching dollars. Substitute the amount of the county's allocation into the example to calculate the fully allocated cost and local match requirement. G. Eligible Expenses The fully allocated cost of a trip or other service, which has traditionally been eligible for the EDTAP, EMP, and RGP programs, will continue to be eligible under ROAP. Refer to Appendix P -Eligible Tmnsportatimt Expenses Matrix for examples of allowable expenditures that can be provided under these programs. This matrix should be shared with any agency that receives asub-allocation of ROAP fiords to assure that fiords are expended according to program guidelines. ~ H_Emrds Management '---"'i Pormatted: eulletsaM Numbering The basic grantlfimds management requirements in G.S. 159, Local Governnren( Finance, and in the Policies A/mnralfa~ Loco! Governments apply to ROAP funds. The cost principles of OMB Circular A-87, Cos( Principles for State, Local, and htdrarr Tribal Gover•nnrents and OMB Circular A-122, Cost Pr•baeiptes jor Non-Profit Orgmriza(ions also apply to ROAP funds. Additionally, funds must be expended according to the program guidelines in the grant appiicaliar For eligible program expenses identified in Appendix E. The period of performance for these fiords will be July 1.2007 to June 30, 2008. The period of performaue wilt remain the same regardless of the date on which ROAP funds are disbursed to the county. Allowable expenses incurred from Juty I, 2007 for each program are eligible for reimbursement. Any interest earned on the funds will funds not expended by June 30, 2008. annual ROAD Report, NCDOT will invoice the county to collect any Counties will have the ability to transfer Employment Transportation Assistance funds, all or in part, to the EDTAP and/or RGP programs provided such funds are not needed to provide employment trips or eligible other services. The applicant attests via the Certified Statement that an assessment of employment transportation needs has occurred prior to any transfer of funds. Employment Transportation Assistance funds that are transferred assume the requirements of the program to which they are transferred. However prior to transferring the ftmds the County ,L/annver ours( provide assurance to [he Public Ti~ansportatiart Division that the employment (ranspartndon needs hr the county have snbstmrtiallkbeen met T{rrs assurance can take the form ofa letter to the regionally assigned consu![nnUplnnner whrch should descr•rbe the process used to make this de[ernrbratian i e Bmplovment Seorn•ity Commission Bala DSS rlntn surveys etc. Por example, Employment Transportation Assistarce fiords transferred [o the RGP program can be used to provide up to ninety percent (90%) of the fiilly allocated cost of each general public trip. The remaining ten percent (10%) must be provided tiom fares, local fonds or a combination of the two. Additionally, Employment Transportation Assistance funds that are transferred to provide additional rural general public transportation services nmst be allocated to the Community Transportation System. The annual ROAP Report includes a Local Transfer of Ponds form to document the transfer of Employment Transportation Assistance funds to EDTAP or RGP within the county. Por regional transnm~tation systems only, ROAP fonds may be transferred behveen and/or among member counties. EDTAP and RGP fimds must remain within the same program if such funds arc transferred between aneVor among counties. EMP funds may be transferred either [o the same program or to EDTAP or RGP. Note that the annual ROAP Report form has been revised to include a Regional Transfer of Ponds form and a Regional Receipt of Ponds form to document any transfer or receipt of ROAP funds between and/or among member counties of the regional transportation systent'fhe regional transportation systems that aze eligible for [his additioral Flexibility arc: • Albemarle Regional Health Services (Inter-County Public Transportation Authority) • Choanokc Public Transportation Authority • City of Rocky Mount (Tar River Transit) • Craven County (Craven Area Rural Transit System) • Kerr Area Transportation Authority • Randolph County Senior Adults Association, Ina (Randolph County Regional Coordinated Area'I'ransit System) • Yadkin Valley Economic Development District, Inc. (Yadkin Valley Public Transportation) I. i\tonitoring and Evaluation """" Formatted: Bullets and Numbering ROAP services should be routinely monitored to determine whether they are meeting program objectives. The ' program should also be routinely evaluated to verify that funds are being spent on allowable expenditures, the eligibility of service recipients is being properly documented, and sub-allocated funds will be expended by June 3Q 2007. J. Repm•fing Requirements '!'here will be mr annual ROAD Report for the grant cycle PY 2007-2008. The County Finance ORicer must certiC}• and sign [his annual ROAM Report as it identifies the amount of unexpended funds to be returned to NCDOT. Based on this report, counties are invoiced for any unexpended fimds for the given fiscal yeas Upwr receipt otthe invoice for unexpeuded funds, the finance officer shall immediately reimburse NCDO'I'. The county may find it useftil for agencies that have been sub•allocated ROAP fimds to provide monthly or quarterly reports of the expenditure of fimds and number of trips provided. Close monitoring by [he finance otTicer is highly recommended in order to ensure appropriate and maxiomm utilization of all program fimds. It is the responsibility of the finance officer to: • Record the receipt of ROAP grant funds in a manner that will disclose the source and the purpose/program to which the funds belong, together with evidence of deposit in a financial institution; • Ensure that ROAP fimds and any interest earned on the funds ore expended for eligible program expenses, that services are provided to eligible persons, and that written docmnentation that supports the expenditures is maintained for at least three years; • Advise any sub-recipients of the source of [Ire funds, specific program requirements, eligible program expenses and reporting requirements; • Include ROAP funds received and expended in its aimual independent audit on the Schedule of Expenditures of Federal and State Awards and identify any of the fiords passed through to other agencies; • Complete and submit the annual ROAP report; and • Return unexpended ROAP funds as invoiced by NCDO"f. It. Program Auditing 'fhe Public Transportation Division (PTD) is responsible for providing sufficient program monitoring and oversight to ensure that the state fiords are used for the intended purpose. PTD has historically relied upon annual reporting information that identifies the number of passenger [rips, other services, and expenditures by program. The department's External Audit Branch compares infornation in this report to [he ROAP expenses reported in [he counties annual independent audit report. NCDOT's External Audit Branch has begun on site audits of ROAP expenditures. This requires meeting with the county finance officer to obtain documentation of costs reported to NCDOT the annual reporting form. Conunmr areas of deFciency include inadequate docnmenation of passenger eligibility and trips. Both EDTAP and Work Pirst Employment programs serve specific populations. \Vithout documentation of eligibility, i.e. elderly or disabled, the auditor cannot determine if the rider met the program eligibility criteria that would allow the trip to be charged to the program. In addition, documentation of trips reported to NCDOT nmst be retained for up to rve years following submittal of mmaal ROAP reports. The inabiliq~ to document trips charged with driver manifests, gasoline receipts, or any invoices associated with costs charged to the program would be considered ineligible expenses. The county will be invoiced for mty undocumented costs. II. Program Guidelines Clderlp anti Disabled Transpm•tatimt Assistance Program Description The ED"PAY, originally enacted by legislation in the 1989 Session of the North Carolina General Assembly, provides operating assistance funds for the transportation of the state's elderly and disabled citizens. This transportation assistance allows the elderly and disabled to reside for a longer period in their hmnes, thereby enhancing their quality of life. Allocation Pm•nuda The following formula was used to determine the county allocation of the funds available: • 50% divided equally among all counties; • 22 '/: %based upon the number of elderly (60+years) residents per county as a percentage of the state's total elderly population; • 22'/: %based upon the number of disabled residents per county as a percentage of the slate's total disabled population; acid • 5%based upon a population densit}~ factor that recognizes the higher transportation costs in rural, sparsely populated counties. Eligibility Criteria For the purposes of EDTAP, an elderly person is defined as one who has reached the age of 60 or more years. A disabled person is defined as one who has a physical or mental impairment that substantially limits one or more major life activity, an individual who has a record of such impairnent, or an individual who is regarded as having such impairment Certification of eligibility will be [he responsibility of the county. Eligible Expenses 20AP fiords are to be used for trips or other services; not for capital or administrative expenses. Refer to Appendix E-Matrix of Eligible Transportation Expenses for examples of allowable expenses that can be provided under these programs. ResU•ictions EDTAP funds are to be used to provide trips and/or other services for elderly and disabled individuate and may not supplant fitnds being used by local govermnents for this purpose prior to the application. The funds are intended to provide transportation for eligible individuals when no other transportation finding sources are available. Enrployment'franspm•tation Assistance Program Description The Employment Transportation Assistance Program is intended to provide operating assistance for transitional Mork First, {Vorkforce Deve/opment Programs and general public employment transpormtion needs. The availability of these funds should be considered in the utilization of the county's Mork Pirst Dlock Grant. Allocation Fm•nuda The following formula was axed to determine the county allocation of the fiurtls available: • 10%divided equally among all counties; • 45%based upon the population of each counq~ as a percentage of the total state population*; and • 45%based upon [he number of \Vork First caseloads per eomtty as a percentage of the number of Mork First caseloads in the state as of January 1, 2005. *Excludes the mm~ieipal population for counties with urbanized areas within their boundaries. Eligibilit}' Criteria The purpose of these transportation funds is to support trnnsitional transportation needs of \Vork Pirst participants after eligibility for cash assistance has concluded, paTicpan(s in local li'orkjm•ce Development Proeranrs and/olher specified general public employment transportation needs. Certification of eligibility will be the responsibility of the county. Eligible Expenses ROAP fiords are to be used for operational activities; not for capital or administrative positions. Refer to Appendix E-Matrix of Eligible Transportation Expenses for examples of allowable operatioral expenses that can be provided under these programs. Restrictions Employment Transportation Assistance funds can only be sub-allocated to the Department of Social Services, I('orlw~ce Development Programs or the Conmunity Transportation System. Employment Transportation Assistance funds should first be used to support the employment transportation needs of individuals that are not eligible to receive benefits from the Temporary Assistance for Needy Parodies ("CANE) program and for li'ork once Uevelonment Praerauls. Employment Transportation Assistance fiords may be used to provide either EMP, EDTAP or RGP transportation services. The funds may be transferred [o EDTAP or RGP if the funds are not needed for employment transportation needs within the county. The county nnlst ensure that Work Pirst and general public employment transportation needs are carefully and thoroughly assessed prior to transferring any EMP fiords to EDTAP or RGP. determnmtion r e Emp(ovurent Security Commission data DSS data surveys etc. EMP funds that are transferred to EDTAP or RGP assume the requirements of the program to which the funds are transferred. Additionally, Employment Transportation Assistance funds that are transferred to provide additional rural genernl public transportation services nnist be allocated to the Comnumity'Pransportatien System. Rural General Public Program DC9C1'Iptlon The RGP operating assistance funds are intended to provide transportation services [o individuals from the general public who are not human service agency clients. The county, in consultation with the Community Transportation System, most determine the RGP services to be provided with the fornuda RGP fiords. Allocation Formula The following formula was used to determine the county allocation of the funds available: • 50%divided equally among all eligible counties; and • 50% based upon the rural population of each county as a percentage of the total state rural population. +Excludes the municipal population for counties with urbanized areas within their boundaries. Restrictions To use RGY funds, either the origin or destination of the trip must be in the rural area. Only expenditures for non human service agency clients are allowable. ttl. PROGRAM SCHEDULE June 1 I, 2007 Juue 14, 2007 Jwre 30, 2007 July 13, 2007 August 2007 September 1, 2007 January 2008 June 30, 2008 ROAP Application package e-mailed to each county PY 2006-2007 annual ROAP report sent to counties Last day ro utilize PY 2006-2007 ROAP fiords ROAP Application due from counties Anticipated disbursement of one-half formula ROAP funds PY 2006-2007 Amrual ROAP report due from counties Disbursement of remaining formula ROAP fiords Last day to utilize PY2007-2008 ROAP funds A~O'1'6: Countles wi!(be no(rfied as soon as possible of the disbursement ojthe supplemental ROAP funds State of North Carolina County of Orange APPENDIX A CERTIFIED STATEMENT FY 2007 - 2008 RURAL OPERATING ASSISTANCE PROGRAM Whereas Article 2B of Chapter 136 of the North Carolina General Statutes and the Governor of North Carolina have designated the North Carolina Department of Transportation (NCDOT) as the agency responsible for administering all federal and/or state programs related to public transportation, and grants NCDOT au[horit}~ to do all things required in applicable federal and/or state legislation to properly administer the public transportation programs within the State of North Carolina; WHEREAS, G.S. 136.44.27 established the Elderly and Disabled Transportation Assistance Program; \VHEREAS, funds will be used for transportntion related expenditures as specified in the FY 2007 - 2008 Ruml Operating Assistance Program (ROAP) application; WHEREAS, information regarding use of the funds will be provided at such time and in such a manner as NCDOT may require; [V/(EREAS it is the policy of the North Carolina Department of Tiansportatiou !ha(Orsadvmv(aeed Business En(wprises ~Llinority Owned Business En(wprises and 6Vomen Owned Business Enterprises slaaJT have the WHEREAS, ROAP fiords will be used to provide eligible services during the period July I, 2007 through June 30, 2008; WHL'REAS, any interest earned on ROAP fiords will be expended for eligible program uses as specified in the ROAP application; and WHEREAS, the County will include ROAP funds received and expended in its annual independent audit on the schedule of federal atul state financial assistance. Funds passed through to other agencies will be identified as such. This is to certify that the undersigned is duly elected, qualified and acting chairperson of the Board of County Commissioners of the County of Ormrge, Nortir Carolina, and that the following statements are true and accurate: Elderly and Disabled Transportation Assistance Program 1. The fwds received from G.S. 136.44.27 will be used to provide transportation services for the elderly and disabled allowing individuals to reside for a longer period in their homes, thereby enhancing their quality of life. 2. The funds will not be used to supplant or replace existing federal, slate or local funds designated to provide elderly and disabled transportation services in the county. Emulovment Transportation Assistmtce Program I. The purpose of these transportation fwtds is to support transitional transportation needs of Work First participants after eligibility for cash assistance has concluded and/other specified genera( public employment transportation needs 2. The funds are limited to use by the local Department of Social Sen'ices, Itrork Force Development Pro~nm or the convnunity transportation system. 3. The funds may be transferred to the Elderly and Disabled Transportation Assistance Program or the Rural General Public Program after art assessment of employment transportation needs in the service area indicates that employment transportation needs are substantially being met This assessment will occur prior to any transfer of funds and following submission of a statement to that effect from the Count}' Manager to the Public Transportation Division. Rural Genera( Public Proermn 1. The funds arc limited to use by the conunnnity transportation system. 2. The funds will not be used to provide humus service agency trips. WITNESS my hand and official seal, this `~ day of 20 AttesC i ~ ~A,r~ Certif}ang Official* State ofNortt ryliyp~ Count}' ~~ww'' County Manager/Administrator* *Nate lhnl the Cert j~irrg Ojfreitr/, 6onrrl of Count}' Couunissiauers Chnirperson, purl Cornrl~~ dlmrnger/Adurinistrntor nnrst be three sepnrnte iudividnnls. 10 Public Hearing Notice This is to inform the public of the opportunity to attend a pmblic hearing on the proposed Rural Operating Assistance Program (ROAP) application to be submitted to the North Carolina Department of Transportation no later than July 13, 2007 b}' the county of Ormtee. "Clre public hearing will be held on June 26, 2007 at 7:30 n.m. at the Oranee Counb~ commissioners meeting in the Southern Hunran Service Baildine located at 2501 Itomcstcad Road, Chanel Hill. N.C. 27514: Orange Counh~ wilt provide auxiliary aids and services under the ADA for disabled persons who wish to participate in the hearing. Anyone requiring special services should contact AI Terry as soon as possible so that arrangements can be made. The programs include in the Rural Operating Assistance Program applicatiot are: L Elderly & Disabled Transportation Assistance (EDTAP) Program provides operating assistance for [he transportation of elderly and disabled citizens. This transportation assistance allows for the individual to reside for longer periods in their homes, thereby enhancing their quality of life. For the purpose of EDTAP, an elderly person is defined as one who reaches the age of 60 or more years. A disabled person is defined as one who has a physical or mental impainuent that substantially limits ale or more major life activity, an individual who has a record of such impairment, or an individual who is regarded as having such impairment. 2. Employment Transportation Assistance Program is intended to provide operating assistance for transitional Work First, Workforce Development Programs and genera( public employment transportation needs.l'hese funds are used to support the employment transportation needs of individuals that are not eligible to receive benefits from the Temporary Assistance for Needy Families (1'ANF) program. 3. Rurat General Public (RGP) Program funds are intended to provide transportation service to individuals who are not human service agency clients. The period of perfonnanee for Rural Operating Assistance Program fmrds is July 12007 through June 30, 2008. The PY 2007-2008 ROAP individual program totals are: PROGRAM TOTAL EDTAP $94,023 EMP $21,492 RGP $73,586 TOTAL S189,101 This application may be inspected at the Oranee Public Trmtsnorfation Office located at 600 Hiehwav 86 North, Hilisborwteh, N.C. 27278 fran 8:00 a.nr. - 5:00 .nr. Monda ~ flu•ou h Erida ~. Written comments should be directed to Jerrv Passmm~e, Director, before Jane 2G, 2007 (date). DA'PE: June26. 2007 PLACE: Southern Human Services Buildine, Chanel Hill, N.C. SUBJECT: Public Ilearine at Board Of Counts Connnissioners reenlm~ meetine I3OAI2D DIEJIBEBS: 5 ~IEAIBERS OP PUBLIC IN.ITTENDANCE; 10 CO\I~IF,N"fS: Presentation attached. No miblic comments. 12 Appendix D Documeutatimt of Outreach Effm~ts Provide a detailed description of outreach meetings and other efforts (including date, time, and location) held within the transportation service to be served with FY 07-08 ROAP funds. Oatreach efforts must be cmrducted and documented by the applicant as to how [he public and populations being served includim mimority, women, elderly, disabled, Limited English Proficiency jLEPI low income and non human service individuals) were informed about the availability of funds and the public hearing on the ROAP grant. Public meetings held at hvo Senior Centers in June to request information regarding additional transportation assistance. Housing Authority and Social Services both contacted and given information regarding the use of ROAD fonds. Advertisement in local newspaper and information shared on the county web-site. Also, share information through other transit systems web-sites. 13 Appendix E Eligible Transportatimt Assistance Expenses Trip Basetl ServiCES -Trips may be provided by carlvmipool, tali, public transit vehicle, private trmrsit vehicle, zgency vehicle or mileage reimbursement to a volunteer. The most cost-effective option should be chosen. Public /Private transportation providers shall be reimbursed based on the fully allocated cost per mile, per boor, or per passenger trip. Volunteers can be reimbursed for mileage only. If a human service agency uses zn zgency vehicle to provide the trip, the agency nmst include the folly allocated cost of a trip in their reimbursement request including Cuel, stag-time and benefits, depreciation, vehicle insurance and licensing. Trip Purpose F.DTAP NCDOT E\1P RGP Personal care, non-emergency medical nppoinhnents, pharmacy pickup, shopping, bill paying, Yes NO Yes public hearings, committee meetings, classes, banking, etc. !ob fair attendance,job readiness yes Yes Yes activities or training 'Transportation to R'orkplflce (trip nurst be scheduled by the Yes Yes ~ Yes individual passenger) Child(ren)of working Parent \O Yes Yes transported to Child Cflre Group £eld trips/tours to \O NO NO conununity special events Overnight trips toout-of-count}' NO \O NO destinations Human Service Agency yes NO Yes appoinunents Other Services -Includes expenses incurred transporting a passenger to a destination without using a public transit systeny private transit or zgency vehicle. Other Sen•ices EDTAP NCDOT F.hIP RGP Fuel (gas voucher, gas card, Yes Yes Yes reimbursement to Cuel provider) Maintmmnce Repairs [o personal NO Yes NO cars (must own the czr). - Personal car insurance 1 time payment that can cover NO Yes NO needs up to 3 months. l4 Appendix E Vohuttaty Title VI Public Ltvolvement Title VI of the Civif Right's Act of 1964 requires North Carolina Deparhnent of Transportation to gather statistical data on participants and beneficiaries of the agency's federal-aid highway programs and activities. The North Carolina Department of Transpor[atiou collects information on race, color, national origin and gender of the attemdees to this public meeting to ensure the inclusion of all segments of the population affected by a proposed project. The North Carolina Deparhnent of Transportation wishes to clarify that this information gathering process is completely voluntmy and that you are not required to disclose the statistical data requested in order to participate in this meeting. This form is a public document. 'f he completed forms will be held ou file at the North Carolina Deparhnent of Transportation. Por Farther information regarding this process please contact Sharon Lipscomb, the Title VI Manager, by phone at (919) $08-1830 or email at slipscomb~dotstnte.naus. Project Name: Date: i\~teeting Location: Name (please print) Gender: ^ Male ^ Female General ethnic identification Cate ones check one): ^ Caucasian His mric American ^ American Indiat>/Alaskan Native ^ African American ^ AsiatrlPacific Islander Other: Color: National Origin: ARer you complete this form, please fold it and place it inside the designated box on the registration table. Thanks you for your cooperation! is Appendix F Eligible TransportatioD Assistance Expenses TI'II} Based Ser'VlCes -Trips mny be provided by car/vanpool, taxi, public transit vehicle, private transit vehicle, agency vehicle or mileage reimbursenrenl to a volunteer. The most cost-effective option should be chosen. Public /Privn[e transportation providers shall be reimbursed based on the fully allocated cost per mile, per hour, or per passenger trip. Volunteers can be reimbursed for mileage only. If a human service agency uses an agency vehicle [o provide the trip, the agency nuisl include the fully allocated cost of fl Trip in their reimbursement request including fuel, stafftime and benefits, depreciation, vehicle insurance and licensing. 'IYip Pm~pase ED'fAP NCDOT Ei\IP RGP Personal care, non-emergency medical appointments, pharmacy pickup, shopping, bill pa}'ing, Yes NO Yes public hearings, committee meetings, classes, banking, etc. Job fair attendance,job readiness yes Yes Yes activities or training Transportation to workplace (trip nnis[ be scheduled by dte Yes Yes Yes individual passenger) ' Child(ren) of working Porent NO Yes Yes transported to Child Care Group field trips/tours to NO NO NO community special events Overnight trips to out-of-county NO NO NO destinations Human Service Agency yes NO Yes appointments Otllef SCI'ViCes - hrcludes expenses incurred transporting a passenger [o n destination without using a public Transit system, private transit or flgency vehicle. Other Services EDTAP NCDO'I'E~1P RGP Pael (gas voucher, gas card, Yes 1'es Yes reimbursement to fuel provider) Maintenance Repnirs to personal NO 1'es NO cars (must owgthc car). Personal car insurance I lime payment that emr cover NO Yes NO needs up to 3 months. 16 t~ Public Hearing Notice This is to inform the public of the opportunity to attend a public hearing on the proposed Rurat Operating Assistance Program (ROAP) application to be submitted to the North Carolina Department of Transportation no later than Julv 13, 2007 by the county of Oranee. The public hearing will be held on Jnne 26, 2007 at 7:30 n.m. at the Oeanee County commissioners meeting in the Southern Human Service Buildine located at 2501 Homestead Road, Chanel Hill. N.C. 27514, Oranee Conuty will provide auxiliary aids and services under the ADA for disabled persons who wish to participate in the hearing. Anyone requiring special services should contact Al Terry as soon as possible so that arrangements can be made. The programs include in the Rural Operating Assistance Program application are: Elderly & Disabled Transportation Assistance (EDTAP) Program provides operating assistance for the transportation of elderly and disabled citizens. This transportation assistance allows for the individual to reside for longer periods in their homes, thereby enhancing their quality of life. Fa• the purpose of EDTAP, au elderly person is defined as one who reaches the age of 60 or more years. A disabled person is defined as one who has a physical or mental impairment that substantially limits one or more major life activity, an individual who has a record of such hnpairmeut, or an individual who is regarded as having such impairment. 2, Employment Transportation Assistance Program is intended to provide operating assistance for transitiaral Work First, Workforce Development Programs and general public employment transportation needs. These funds are used to support the employment transportation needs of individuals that are not eligible to receive benefits from the Temporary Assistance for Needy Families (TANF) program. 3. Rural General Public (RGP) Program fiords are intended to provide transportation service to individuals who are not human service agency clients. The period of performance for Rural Operating Assistance Program foods is Julv 1, 2007 through June 30.2008. The FY 2007-2008 ROAP individual program totals are: PROGRAM TOTAL EDTAP $94,023 EMP $21,492 RGP $73,586 TOTAL X189,101 This application may be inspected at the Oranee Public Transoortatimr Office located at 600 Higimav 86 Na•th, Hillsboroneh, N.C. 27278 from 8:00 a.m. - 5:00 n.nr. Monday through Friday. Written comments should be directed to Jerry Passmore, Director, before June 26, 2007 (date). • Application for Operating Assistance FY07-08 Rural Operating Assistance Program Funds Name of ?rppliemrt (Gomrty) i Cowrty of Orange County Manager: Laura Blaclunmr Couury Ma.ager's Email Address! lblaekmon(c~co.otan e.nc.us County Finance Officer 1 Ken Chavions cpo'sEn,aaAddress, chavious(a~co.oranQe.nc.us Mailing Address ( P.O.Bos 8181, Hilisbotrough, N.C. 27278 Person Completing fhis A lication Al Terry Email Address: atetTy~a,WACan e.t~ tc.us PhoneNumbci( 919-245-2002 Supplemental ROAP Funding: Request h,cluded:, Yes X NO - - Application Instructions • Read each question carefully. Be sure to answer all the questions. • Answer questions with complete sentences, providing enough detail to completely answer the questiat. • Click on the gray rectangle and type each answer. 1f needed, the test will automatically wrap to the nest row. The answer may wrap to the next page if necessary. • If there are questions regarding this application, contact the NCDOT-PTD Regional Transportation Program ConsultandPlannerassigped to the area served by the transit system. • Ouh•ench and public involvement irr the use ofthe ROAP funds Is kev to ororidirre service that meets the needs ofindividunls n~rthin the community. Count , n3 ranagw•s and frnance a~cer•s m•e encouraged [o discuss the Li»rrted Enelish Proficiency (LEP) requirements with tine loea(system n•anspw•[a[ton drr•ectors. I. PROJECT D1;SCRIPTION FOR FORMULA FUNDS -EDTAP These funds may be sub-allocated to the hansit system or human service agencies in the county. EDTAP funds will be used to provide transportation services for elderly and disabled individuals when other funding sources are not available. If an individual meets the eligibility criteria of both EDTAP and an agency transportation program, the agency's program funds will be used as long as they are available before using EDTAP funds. EDTAP-1 Describe the process for determining which organizations will receive asub-allocation of EDTAP fiords. The response should address: (l) assessment of needs in the service area (2) equity hr requesting and disbursement of funds (3) criteria for determining amount of fitndssub-allocated to each organization and (4) projected units of service, Orange County has historically been provided EDTAP funds from NCVDOT to assist with the transportation of sixty plus and disable residents. These funds allow medical transportation for many of Orange County residents but until 2006!2007 has not allowed social transpm•ation. With the supplemental funds residents may use transit fm• live enriching and live sustaining trips. With current populations, growth in this special populatimt, Orange County anticipates 2670 additional trips. Current ETAP individual riders is 494 with 174 DTAP individual riders. EDTAP-2 Describe the transportation or other services that will be provided by the transit system or human service agencies with EDTAP funds (i.e. trips by transit system or private providers, agency staff transportation, volunteers, mileage reimbursement, etc.) Currently, Orange Public Transportation provides all trips to rural residents of Orange County. All EDTAP funds m•e expensed through OPT as the carrier. Criteria nmst be met for both elderly and disable persmt to qualify for EDTAP funded transpm•tatimt. EDTAP-3 Not all elderly and disabled citizens in the service area are human service agency clients. Describe efforts to reach out to these citizens who may need transportation to medical appointments, grocery stores or other destinations. Out reach forums are conducted in all senim• centers mcd nutritimr sites. Joint public forums with area transit agencies provide infm•matimc about OPT services. Printed articles, television programs, brochures, and commmcity events provide infor•matimc about OPT. EDTAP-4 Describe the process for monitoring the EDTAP Program tlunuglrout the year to assure that (1) EDTAP funded services are provided to elderly and disabled individuals not receiving transportation assistance from another funding source and (2) that all expenditures are allowable. (See Eligible Transportation Expenses Matrix) All EDTAP recipients must be pre-qualified before utilizing EDTAP funds fm• transportation. Forms are completed and updated yearly on all qualified clients. Each new client is given infm•mation to include limits to EDTAP transportatimc, utilizing OPT, and rider Bill of Rights. EDTAP-5 Does the transit system or any human service agency prioritize or restrict EDTAP funded services based on the purpose, origin or destination of the trip? If yes, describe the prioritization process or restrictions. All OPT trips are administered through a policy adopted for EDTAP transpm•ation. Limitations are restricted to destinations. OPT provides 6•anspm•tation to the closest medical providers (UNC, DUKE, Alamance). No other limitations exists. EDTAP-6 What is done by the transit system and/or agencies to assure that EDTAP funded services are provided for as long as possible during FY2007-FY2008? Will the county or other local agencies provide funds if the EDTAP formula allocation is expended in fens than twelve months? Orange Cowcty provides local monies every year after the EDTAP funds have been expensed. EDTAP-7 What objectives will the county use to evaluate [he effectiveness/efficiency of the program? When will the EDTAP funded services be evaluated? As with all OPT services, each service is evaluated mr a monthly basis. This information is included in the Transportation Services Board meetings. EDTAP -8 Descrrbe public oub•euch efforts for this progrmn. Same as #3. Public fm•ums at senior centers, nutrition sites, and with other transit agencies. Printed articles, television, brochm•es, mrd eonmunity events provide information about this program. II, PROJECT DESCRIPTION FOR FORMULA FUNDS -Employment Transportation Assistance Funds These funds can only be sub-allocated to the Department of Social Services, Workforce Development Programs and the Community Transportation System in the county. Funds can only be transferred to EDTAP and RGP following certification by the county manager that the employment transportation needs of the county have substantially been met. EMP-1 Describe the tansportation or other services that will be provided by the transit system or DSS with WF/EMP funds. (i.e. trips by transit system or private providers, agency staff transportation, volunteers, mileage reimbursement, automobile repairs, etc.) Fmcds will be used fm• WF transportatimc and Other Services. Units will be determined by the number of clients receiving auto repairs, insm•ance assistance, gas coupmrs and local transit trips to work or job fairs. EMP-2 Describe the process for monitoring the WF/EMP Program tluoughout the year to assure that expenses by the transit system and/or DSS are allowable. (See Eligible Transportation Expenses Matrix) Lcdividual clients submit an application fm• assistance to the fund achninisp•ator for approval. Developed eligibility criteria and a Quality Control Checklist will be used to validate county residence, low incmne status, employment status, current driver's license and previous submissimcs fm• assistance. Semi-annual mmragement review of the entire process occurs to evaluate cmnpliance with eligibility criteria. 100% compliance is the objective. EMP-3 What is done by the transit system and/or DSS to assure that WF{EMP fmrded services are provided for as long as possible during FY2007-FY2008? What will the county do if the WF/EMP formula allocation is expended in less than twelve months? Limits are established for each element of expense (auto repairs, insurance, gas coupons, and transit trips) to sustain funds for the full 12 months. Weekly accounting of fiord expenditw•es is reconciled with thirds provided and funds expended to date. Only essential car repairs, gas coupons, insurance premiums and transit trips are authorized based on approval by the fund manager. If funds are not available, the cowrty will not provide additional local dollars. The Wheels for Wm•Ic program manager will then endeavor to develop additional transportation opportunities and as well as defer vehicle maintenance until additional funding is available. EMP-4 Describe the process for determining when it is appropriate or necessary to transfer WFlEMP funds to EDTAP or RGP funds as allowed in the program guidelines? To date, all WF funds have been expended tlu•ough the WF program. A slrm•tage of fiords or developing ways to stretch funds has been the norm for the last few years. At the end of the third quarter, the WF financial posture is reviewed and steps are taken to provide existing services on a reduced basis until the end of the fom•th quarter. EMP-5 What objectives will the county use to evaluate the effectivenessfefficiency of the program? When will the WP{EMP funded services be evaluated? Expenditure of fwds compared to anneal objectives, level of services provided against annual proposed objectives, quality of service, and timeliness of service provided are determined by the fund manager monthly and evaluated semi-annually by a management committee. EiY7P-6 Describe public outreach efforts fw• lhrs program. The efforts include the Directorate level web-site, program brochures, newspaper advertisements, as well as presentations to WF clients during orientation. These tools are continually provided to Orange Cmmty citizens for awareness, eli ibilit and use of services available, III. PROJECT DESCRIPTION FOR FORMULA FUNDS -Rural General PuUlic Funds These fiords are intended to provide transportation services for individuals wlro are not human service agency clients. These funds can only be sub-allocated to the community transportation system. RGP-1 Describe the process for (I) assessing transportatimr needs in the service area and (2) determining the projected units of service. Open, public forams offer informatior of client needs. Orange Unified Transportation Board and Transportation Services Board also provide input into residents needs. Surveys are distributed on all vehicles requesting information about expanded and/or additimral services. This information is cmnpiled along with current census repm•ts to determine projected service. RGP- 2 Describe the transportation services that will be provided with RGP fiords and the geographic area in which the services will be provided. The Hillsborough to Chapel Hill public route will expand to include the new senim• center on Homestead Road, Chapel Hilh -Some of these funds will be utilized to allow this expansion of service. Other funds will be used to add routes to the senior centers in Chapel Hill and Hillsbormugh) due to hrcrease in participatimr. RGP- 3 Will a passenger pay a fare for RGP service? Describe the proposed fare structure? Triangle Transit Authority and Orange Public Transpm•tation partner to provide the Hillsborough to Chapel Hill route. Following all TTA route fm•es, this route cost $2.00 per trip ($1.00 fm• elderly/disabled). Passes may be purchased from TTA to reduce trip fm•es. RGP- 4 Describe the process for monitoring the RGP Program throughout the year to insure that all expenses by the transit system are allowable? (See Eligible Transportation Expenses Matrix) The drivers have manifest and manually notate munber of riders, Also, the electrmric fare box tallies each rider and revenue. This fare box is cleared on a monthly basis. RGP- 5 Describe how the local match requirement for RGP funds will be met. Orange County currently contributes to the continued service for 12 months. This would provide the local match. RGP-6 Does the h~ansit system prioritize or restrict RGP funded services based on the purpose, origin or destination of the trip? If yes, describe the prioritization process or restrictions. no RGP-7 What does the transit system do to assure that RGP funded services are provided throughout FY2007- FY2008? Will the county or other local agencies provide funds if the formula allocation is expended in less than hvelve months? Orange Comrty will cmrtinue to provide local dollars when RGP funds are exhausted. RGP-8 What objectives will the county use to evaluate the effectiveness/efficiency of the program? When will the RGP funded services be evaluated? All OPT routes are evaluated on a monthly basis. This information is shared with the Transportation Services Board at each meeting. RGP-9 Describe public outreach efforts for this program. Nervspnper, television, brochure, nelrtcle logo, public foruurs, nud canuuunily events. II! PROJECT DESCRIPTION-SUPPLEMENTAL ROAP Fttnds Complete responses to the following questions are necessary to make an assessment of the eligibility of the proposed service. Incomplete responses will delay PTD review of the application. 1 Describe the proposed new or expanded service? (demand responselsubscription/fixed route; within or outside normal service area, i.e. out of county employment route; days and howl of operation; service area; fare structure; provision of gas vouches, vohmteer reimbursement, etc.) New EDTAP funds will be utilized to allow social/live enriching [rani[ services. This is an expansion beyond the medical transportation usually provided. It is projected that an additional 2670 trips will be generated through this service. RGP additional funds to change the Hillsborough to Chapel Hill route to include the new senior center on Homestead Road. This will allow transportation to the DSS, Health departments as well as the senior centers from residents in northern Orange County. Also, RGP funds will support public routes for more senior center activities. 2 How were the projected units of additional service with supplemental EDTAP, Employment and RGP funds determined? Indicate if the supplemental funds ndl! not allow service to be provided throughout the twelve months of FY2008. (CTSysteru requiretnenr). Describe each program separately. See the Supplemeurat aodp Sua- 2((ocatiw, If'a~kshaet in Appendix B All services described are allowable. WF funds will provide additimral clients with transpm•tation to work m• job fairs via bus m• taxi, insurance payments, gas coupons, placement of donated vehicles mul repairs to individual vehicles. It is projected that an additional 210 clients can be served utilizing these funds RGP funds will be utilized to expand a public route to accommodate transpm•ation to DSS, Health, Senior centers. All of this additional service is allowable. Anticipated additimral trips is 1750. EDTAP funds will be utilized to expand the service to include live enriching transit services. An additimral 2670 trips through a client base of 668. 3 The supplemental EDTAP, Employment and RGP funds must be used to provide an increased level of service, including serving eligible individuals not currently served by the program. Describe how the agencies that receive the supplemental funds will notify eligible users of the service about the availability of the funds. Be speciFc. Public forums, meetings at senior centers, newspaper, televisim~, brochures, and commm~ity events will provide information to residents about the services. 4 Describe in detail efforts made to reach out to the conununity to make them aware of the additional ftmding and to identify service needs beyond those currently provided with the formula allocation. Information is provided in the monthly billing statements, public fm•ums, newspaper, television, etc. 5 If the county received supplemental ROAP funds in FY07, identify the estimated amount of fiords for each program that will be expended by June 30, 2007. $73,076 additional fw~ds would be utilized within the yem•.