HomeMy WebLinkAboutAgenda - 04-05-2011 - 5gORANGE COUNTY
BOARD DF CDMMISSIDNERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 5, 2011
Action Agenda
Item No.
SUBJECT: Memorandum of Agreement MDA} between the Town of Hillsborough and
Oran e Count for the Hillsborou h Circulator Transit Service
DEPARTMENT: Planning and Inspections PUBLIC HEARING: ~YIN~ No
ATTACHMENTS}: INF4RMATI~N CONTACT:
1. MDA Approved by Hillsborough Town Board Karen Lincoln, 245-2580
2. Map of Hillsborough Circulator Route with Craig Benedict, 245-2592
Route Summa
PURPOSE: To consider approving a Memorandum of Agreement between the Town of Hillsborough
and orange County for Orange Public Transporfiation service for a Hillsborough Circulator bus.
BACKGROUND: In May 2009, the BOCC approved a resolution endorsing a Congestion Mitigation
and Air Quality (CMAQ) grant agreement with the North Carolina Department of Transportation
(NCDOT) that includes three (3) years operating assistance for an intra-Hillsborough transit route.
The CMAQ Program is a reimbursement program. The County must budget funding for the CMAQ
project, and establish an account for expending funds until NCDOT provides reimbursement for
eligible project costs.
The North Carolina Department of Transportation (NCDOT) approved, in October 2010, a
Supplemental Agreement for the project that provides for NCDOT to reimburse the County 100% of
Federal Fiscal Year (FFY) 2011 eligible costs for operating the new transit route (up to $198,Q00
operating assistance), and 80% of eligible operating costs (up to $130,680 a year) for FFY 2012 and
2013.
The Hillsborough Town Board, at its meeting on March 14, 2011, approved the attached MDA
agreeing to provide Orange County the required 2Q°/o local match for operating costs for FFY 2012
and 2013, as shown in the following table.
Year Federal Funds State Funds Local Match
Hillsborou h Total
Cost
1 $87,520 $21,880 $109,400
2 $91,896 $22,974 $114,870
3 $96,491 $24,123 $120,614
Appendix A of the M4A delineates a marketing agreement to promote the new transit route. All
activities for marketing the route prior to its anticipated initiation in May can be accomplished with
existing funds in the jurisdictions' current budgets. The MQA stipulates each jurisdiction budget 50°/~
of the anticipated costs in FY 2412 for professionally printed brochures for the service, after
adjustments to maximize effectiveness of the route have been made.
2
In the future, operation of the service may be affected by the recommendations of an ongoing aPT-
Chapel Hill Transit Consolidation Study.
FINANCIAL IMPACT: Anticipated costs for operating the new transit service are $149,400 for the
first year, $114,814 for the second year and $120,614 for the third year. Although Orange County
will be reimbursed for all eligible costs of operating the system, the County must expend the money
for services before submitting invoices for reimbursement.
RECOMM~NDATI4N~S~: The Manager recommends the Board approve the Memorandum of
Agreement with the Town of Hillsborough and authorize the Manager to sign the Memorandum of
Agreement.
Attachment ~ 3
MEMORANDUM OF AGREEMENT for
HILLSBOROUGH CIRCULATOR TRANSIT ROUTE
BETWEEN ORANGE COUNY, NORTH CAROLINA
AND THE TOWN OF HILLSBOROUGH, NORTH CAROLINA
This Memorandum of Agreement is entered into this day of , Zo 11, by and
between Grange County ~Caunty} and the Town of Hillsborough Town}, N.C. preferred to
collectively as the "Parties"}.
WHEREAS, Orange County and the Tawn of Hillsborough are public entities of North Carolina
and are ineligible to enter into binding contractual relationship with one another; and
WHEREAS, the parties desire to enter into this Memorandum of Agreement thereinafter referred
to as Memorandum} in order to establish the mutually agreed upon conditions upon which the
County will provide certain transit services for the Town; and
WHEREAS, the Town wishes to provide public transportation in and around the Hillsborough
town limits; and
WHEREAS, Grange Public Transit GPT} is a public transportation system operated by Grange
County Government in Grange County, North Carolina; and
WHEREAS, GPT and the Town have developed a new Hillsborough Circulator Route.
NGW, THEREFORE, the following Memorandum of Agreement is hereby entered into by the
County and the Town.
FUNDING
The route is funded by the Federal Transit Administration Congestion Mitigation and Air Quality
(hereinafter CMAQ} grant. The CMAQ grant provides $o% project funding and requires a local
match of 20%. CMAQ grant term is three ~3~} years. The North Carolina Department of
Transportation has committed to provide 20% local match for the f rst year of the project. After
the f rst year, the Town will provide 20% local match. The continuation of the transit services
after CMAQ grant three-year term is contingent upon available new funding saurce~s}.
CERTIFICATIONS AND ASSURANCES
GPT has provided the North Carolina Department of Transportation with certain Annual
Certifications and Assurances as set forth on that certain document entitled "FEDERAL AND
STATE CERTIFICATIONS AND ASSURANCES FGR CGMMUNITY TRANSPORTATION
PRG GRAM S".
SERVICE GOVERNANCE
GPT will operate the service and perform other responsibilities as outlined by this Memorandum.
However, in the future, the governance of the new transit services might be affected by the
recommendations of an ongoing GPT -Chapel Hill Transit Consolidation Study. Any
governance changes shall be discussed with the Town of Hillsborough prior to implementation.
4
Attachment ~
GRANGE COUNTY RESPONSIBILITIES
Orange County shall:
• Provide public transportation services to the Town of Hillsborough following the attached
route design.
• Provide services on an eight-hour schedule per day, Monday through Friday.
• Provide back-up drivers incase the assigned driver is not available.
• .Determine if services should be suspendedllimited due to inclement weather.
• Coordinate vehicle maintenance with Orange County Motor Pool to ensure vehicles are in
safe operating order.
• Review the public route design and bus stops to ensure efficiencies and provide any relevant
information to the Town of Hillsborough.
• Discuss the specif c situation, and present evidence of cause, with the Town of Hillsborough
staff prior to modification ar termination of services.
• Administer the CMAQ grant and provide required reports to the Federal Transit
.
Administration.
• Provide and maintain adequate insurance coverage. A11 such insurances shall meet all laws
of the State of North Carolina.
• Pravide any information, data, documents, studies or reports given to or prepared or
assembled under this Memorandum to North Carolina Department of Transportation and the
Town of Hillsborough. Orange County acknowledges that in receiving, storing, processing
or otherwise dealing with any confidential information; OPT will safeguard and not further
disclose the information except as otherwise provided in this Memorandum.
• Develop and implement a marketing campaign in cooperation with the Town of Hillsborough
as outlined in Appendix A.
• Pravide a service invoice to the Town of Hillsborough on a quarterly basis.
• Install and maintain bus stop signage atroute-designated bus stops.
THE T~wN GF HILLSB~R~UGH RESPONSIBILITES
The Town of Hillsborough shall:
• Provide required 20%~ local match for the second and third year of the prof ect.
• Provide payment on a quarterly basis based upon operating costs.
• Keep bus stops and surrounding pedestrian amenities in the city limits cleared of snow during
winter months.
• Ensure bus stop locations in the city limits are compliant with North Carolina Department of
Transportation's specifications and with all Americans with Disabilities Act regulations.
• Alert OPT of potential road closures or other obstructions that might affect transit service.
• Develop and implement a marketing campaign in cooperation with Orange County as
outlined in Appendix A.
• work with Orange County on developing route performance tracking and reporting
mec an~sm.
Attachment ~
MEMURANDUIVI ~F AGREEMENT TERMS AND C~NDITI~NS
The parties to this Memorandum agree that the term of this memorandum is three ~3~ years
unless terminated earlier by either party. This Memorandum shall be effective from ~1 I_
to l 1
This Memorandum shall be reviewed at least annually, prior to March 1 ~~ and may be terminated
by either party upon 9o days of written notice.
The Memorandum contains the entire understanding of the parties and shall nat be altered,
amended or modified, except in writing executed by both parties.
IN w1TNES S wHEREGF, the parties hereto have caused this Memorandum to be signed by its
Department Directors.
FGR AND UN BEHALF GF:
URANGE C AUNTY
FAR AND ON BEHALF GF:
TOWN OF H~LLSB4RGUGH N.C.
County Manager
Town Manager
Date
Date
This Memorandum has been approved as to form and legal sufficiency.
County Attorney's ~ff~ce
Date
This instrument has been pre-audited in the manner required by the Local Government Budget
and Fiscal Control Act.
Grange County Financial Director
This Memorandum has been approved as to form and legal cuff ciency.
Town Attorney's office
Date
This instrument has been pre-audited in the manner required by the Local Government Budget
and Fiscal Control Act,
Hillsborough Financial Director
Attachment ~
APPENDIx A
Hillsborough Circulator Route
Memorandum of Agreement
A Marketing Campaign one month prior to and during the f rst two months of circulator service
can be executed using existing funds programmed in the current fiscal year 20 I O~ZO ~ 1. The
Marketing Campaign consists of the following:
The Town of Hillsborough will:
• Spotlight the start of service and schedule in its Citizen's Newsletter published in April
and mailed to every household in the city limits.
• Develop and print tri-fold brochures for the route until the schedule and stops are
finalized approximately 2000 copies, not to exceed 5000 copies}.
• Develop an 1 I' X 17' postefto compliment the brochures for posting in public locations
and on buses. The electronic file will be scalable to facilitate printing at a variety of
srzes. r
• Develop and distribute a press release before the service begins may be a joint release
with the County}.
• Develop and post bulletins announcing the service on the town's website and cable TV
channel.
• Coordinate the filming of a short video with County and APT staff, if possible, for
posting on the website and cable TV channel.
• Coordinate posting of the schedule through the NC Courts website for use by court
patrons.
grange CountylaPT will:
• Develop route map and route schedule,
• Secure and install bus stop signs for all stop locations. Most locations will have a tube
that displays a route map and schedule.
• Distribute press release coordinated with the Town's before service begins may be j oint
release}.
• Print poster developed by the town far public building and bus locations knot to exceed
50}
• Coordinate the filming of a short video with County and APT staff, if possible, far
posting on the website and cable TV channel.
• Distribute brochures and posters to locations expected to generate riders.
• Attend local events like Last Fridays ponce}.
During FY12, the Town and County agree to equally share expenses:
• Professionally print 5000 copies of a finalized route maplschedule at the rate of $560,
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CONCEPTUAL ORANGE PUBLIC TRANSPORTATION (OPT)
HILLSBOROUGH INTRA-CITY ROUTE
1 STEPS ~ ~SERV~CE~S ' .
1. Raine Street ~Palice Annex Fairview Residential Communit
~. Hester IvvhittedEDay Cali Stop} Residentiai
3. Whitted Forest Residentiai Communit
4. UUest Hiii Avenue at Rosewood Call Sto Residentiai Cammunit
5. Kin Street at vllest~Hill Avenue Residential Communit
5. Kin Street at Hassell Street Health de artment ~ block north
7. Mar aret Lane Libra ,Government Services
S. Gld Vvaimart Department of Social Services} Retail; Government Facility
9. Timbers Mobile Hame ParklPatriots Pointe Residential
14. Gatewa (Ashford Lake A artments Residential
11, Gakdale Villa e UNC Prima Care} Medical and future retail
12. Qurham Technical Community College spark
and ride lot} Educational, Park, Housing, Retail,
Gffice, Medical ~Waterstone developing
mixed use site} Triangle Transit 4~0
connection
13. Ham ton Pointe Re Tonal Retail, Em io er
14. Eno Haven Senior Housin
15. Meadowlands Medical, Dental, Nursing Home, Hospice,
Recreation Services
1G. Grange County Court House Central Orange County Government
Com Tex
17 Maxway North Hills Plaza} Retail, Employer, Recreation
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