Loading...
HomeMy WebLinkAboutAgenda - 10-17-2017 - 6-a - North Carolina Department of Transportation Rural Operating Assistance Program (ROAP) Grant Application for FY 2018 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 17, 2017 Action Agenda Item No. 6-a SUBJECT: North Carolina Department of Transportation Rural Operating Assistance Program (ROAP) Grant Application for FY 2018 DEPARTMENT: Orange Public Transportation ATTACHMENT(S): INFORMATION CONTACT: 1. ROAP Application Peter Murphy, Transportation 2. Certified Statement Administrator, 919-245-2002 Theo Letman, Transit Director 919-245-2007 PURPOSE: To approve the annual FY 2017 ROAP grant application and certified statement. BACKGROUND: The North Carolina Department of Transportation, Public Transportation Division designates Rural Operating Assistance Program (ROAP) funds each fiscal year to Orange County. ROAP consolidates the Elderly/Disabled Transportation Assistance Program (EDTAP), the Employment Program (EMPL), and the Rural General Public (RGP) Program into a single application package. These ROAP funds allow Orange County to continue providing the above mentioned programs from July 1, 2017 through June 30, 2018. The amounts being made available for each respective program for FY 2018 are: Program Amount Elderly/Disabled Transportation Assistance Program (EDTAP) $83,466 Employment Transportation Assistance Program (EMPL) $30,946 Rural General Public Program (RGP) $71,537 TOTAL $185,949 Orange Public Transportation (OPT) is the lead agency for public and human services transportation in central and rural Orange County. The EDTAP allocation of $83,466 will allow OPT to continue to provide medical appointment transportation for elderly (age 60+) and disabled residents of Orange County. To the extent possible, medical appointment trips are grouped by geographic area per weekday, and the destination is the closest provider. All EDTAP service recipients are required to provide a copay/fare of $3.00 per one-way trip. Copayments are utilized to fund additional eligible trips beyond those that are supported by the State EDTAP grant. The majority of the $30,946 allocation for the Employment Transportation Assistance program will be made available for the Department of Social Services' use in assisting former Work First participants or other low-income persons certified for Medicaid or Food Stamps with employment-related transportation. The funds may be used to fund transportation to a qualified 2 recipient's workplace, job interviews, job fairs, job readiness activities, or GED classes. The funds may also be used to transport the children of a qualified recipient to child care. OPT has provided rural general public transportation on a seat-available basis for many years on three (3) deviated fixed-routes (one Hillsborough area route and two transfer routes from the Chapel Hill area) that are also designed to provide transportation to work opportunities and programs for persons with developmental disabilities. The FY 2018 RGP allocation is $71,537. Total ROAP funding for FY 2017-18 is $185,949, the same as FY 2016-17. The period of performance for FY 2018 Rural Operating Assistance Program funds is July 1, 2017 through June 30, 2018. FINANCIAL IMPACT: The RGP segment of the ROAP funding allocation requires a 10% local match ($7,153.70), which OPT has incorporated into the FY 2017-18 budget. OPT estimates the anticipated amount to be received in preparation for upcoming budget years but traditionally did not apply for and receive the funding until October or November of the subject budget year/period of performance. For FY 2018 the initial application was submitted on September 29, 2017 and the signed application is due on November 3, 2017. Funding will be disbursed quarterly. Orange County was awarded a total of $185,949 for FY 2016-17, which results in no change of ROAP funding from FY 2016-17 to FY 2017-18. SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goals are associated with this item: • GOAL: FOSTER A COMMUNITY CULTURE THAT REJECTS OPPRESSION AND INEQUITY The fair treatment and meaningful involvement of all people regardless of race or color; religious or philosophical beliefs; sex, gender or sexual orientation; national origin or ethnic background; age; military service; disability; and familial, residential or economic status. • GOAL: ENSURE ECONOMIC SELF-SUFFICIENCY The creation and preservation of infrastructure, policies, programs and funding necessary for residents to provide shelter, food, clothing and medical care for themselves and their dependents. The ROAP grant application gives Orange County access to funding that supports valuable transportation services specifically for elderly persons and persons with disabilities, populations that tend to have fewer transportation options than other segments of the population. The services provided that will make use of the funding will also provide an inexpensive alternative to travel by personal vehicle that will help facilitate economic self-sufficiency by expanding transportation options for populations exhibiting the greatest need. RECOMMENDATION(S): The Manager recommends that the Board: 1. Approve the application for Rural Operating Assistance Program and accept funding totaling $185,949 for FY 2018; and 2. Authorize the County Manager and County Finance Officer to sign the Certified Statement of Participation. 3 Attachment 1 Application for Transportation Operating Assistance FY2018 Rural Operating Assistance Program Funds Name of Applicant(County) Orange County County Manager Bonnie Hammersley County Manager's Email Address bhammersley iorangecountync.gov County Finance Officer Gary Donaldson CFO's Email Address gdonaldson iorangecountync.gov CFO's Phone Number 919 245-2453 Person Completing this Peter Murphy Application Person's Job Title Transportation Administrator Person's Email Address pmurphygorangecountync.gov Person's Phone Number 919 245-2002 Community Transportation Orange County Public Transportation System Name of Transit Contact Person Peter Murphy Transit Contact Person's Email Address pmurphy iorangecountync.gov Application Completed by: Date: Signature I certify that the content of this application is complete and accurately describes the county's administration of the ROAP Program,and the use of the ROAP funds in accordance with applicable state guidelines.I certify and understand that if the quarterly milestone reports are not submitted on or before the due dates that Y2 of 1 percent per business day,beginning the day after the due date until the date the report is received,will be deducted from the following quarter's disbursement.I certify and understand that any quarterly unspent funds will be deducted from the following quarter's allocation and the total amount of unspent funds at the end of the period of performance will be deducted from the following year's allocation. County Manager: Date: Signature County Finance Officer: Date: Signature Revised 06-02-17 4 Attachment 1 Application Instructions County officials should read the ROAP Program Administration Guide which contains guidance on the administration of the ROAP Program and information about the preparation of grant applications. • The application must be completed by an official of the county or his/her designee. • Click on the gray rectangle and type each answer.If necessary, the text will automatically wrap to the next row. The answer may wrap to the next page if necessary. • If the county wishes to explain their response to any questions or provide more information, the county may include additional pages with this application form. All the pages of the application and any pages added by the applicant should be scanned into the same file. • If there are questions regarding this application, contact the NCDOT-PTD Mobility Development Specialist assigned to the area served by the transit system. County Staff Note:The application deadline should FY2018 ROAP Program Schedule read August 24,2017(in order to meet the Sept. 15th disbursement date). The date Application Deadline August 21,2016 error originated at the State Quarter 1 Disbursement September 15,2017 level and could not be corrected Quarter 1 Milestone Report due October 31, 2017 by County staff. For those systems presenting their Quarter 2 Disbursement No Disbursement applications to their governing Quarter 2 Milestone Report due January 31, 2018 boards for review and approval, Quarter 3 Disbursement January 15, 2018 the ROAP disbursements will be delayed until the completed Quarter 3 Milestone Report due April 30, 2018 application has been received Quarter 4 Disbursement April 15, 2018 and verified by PTD. OPT Quarter 4 Milestone Report due July 31, 2018 submitted an unsigned application(placeholder)in September 2017 and will County's Management of ROAP Funds submit a signed application once approved by the Board. County governments or regional public transportation authorities created pursuant to Article 25 or Article 26 of Chapter 160A of the General Statutes (upon written agreement with municipalities or counties served) are the only eligible applicants for ROAP funds. As a recipient of ROAP funds,the county must implement administrative processes that will ensure the following: • ROAP funds are expended on needs identified through a public involvement and/or planning process • ROAP funds are expended on only eligible activities as described in Appendix A of the ROAP Guidance. A county that uses any ROAP funds for non-public transportation trips will have a penalty of 10% assessed on all amounts of ROAP funds misspent. • Supporting documentation of expenditures is maintained • Service recipients meet eligibility requirements and their eligibility is documented • Trips funded with ROAP funding are monitored and evaluated throughout the period of performance • An accounting of trips and expenditures is provided in quarterly reports to NCDOT • ROAP funds received and expended are included in the local annual audit Transportation Needs and Public Involvement in Funding Decisions Yes No A. Did the county ask the Community Transportation Advisory Board(TAB),which is affiliated with the Community Transportation System,to recommend how the ROAP funds should be sub- YES allocated? B.Were outreach efforts conducted to inform agencies about the availability of ROAP funds and to discuss transportation needs BEFORE the county decided how to sub-allocate the ROAP YES funds? Revised 06-02-17 5 Attachment 1 C. Is the method used to sub-allocate the ROAP funds fair and equitable? Open and transparent? YES Financial Management of ROAD Funds Yes No D. Does the county pass through any ROAP funds to agencies or organizations that are not NO county governmental departments or agencies? E. If yes,does the county have a written agreement with these agencies that addresses the proper use,return and accountability of these funds?(Include a sample agreement with application) F. Do any of the organizations or departments receiving ROAP funds plan to use private transit contractors to provide the ROAP funded trips? (Their procurement practices will need to meet NO all federal and state requirements for procurement of professional services.) G. Are ROAP funds being deposited in an interest bearing account? YES H. Does the county provide any local funds for transportation operating assistance to any of the YES ROAP sub-recipients in addition to the state ROAP funds? I. Is supporting documentation maintained for all ROAP grant financial transactions for five YES years? IMPORTANT: Yes is the only correct answer. Monitoring and Oversight Responsibilities + Yes No J. Does the county require the subrecipients of ROAP funds to provide progress reports and YES statistical data about the trips provided with ROAP funds? K. If progress reports and/or operating statistical reports are required by the county,how frequently are these provided to the county for evaluation? Quarterly L. Does the county require the subrecipients of ROAP funds to use the coordinated transportation services of the federally funded Community Transportation System operating in YES the county? Accountability to North Carolina Taxpayers Yes No M. Is the county prepared to provide documentation that an eligible citizen was provided an YES eligible service or trip on the billed date,by whatever conveyance,at the specified cost? Revised 06-02-17 6 Attachment 1 Elderly and Disabled Transportation Assistance Program The Elderly and Disabled Transportation Assistance Program (EDTAP), originally enacted by legislation in the 1989 Session of the North Carolina General Assembly(Article 2B, 136-44.27),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 homes, thereby enhancing their quality of life. Organizations or Departments How will the transportation Name of Transportation EDTAP Estimated Avg. Receiving EDTAP Funds services be provided Provider Suballocation One Way Cost of Orange Public Transp Public transportation Orange Public $83466 17,000 $6.15 S S S S S S S S S S S S S S S S S S TOTAL $ Elderly and Disabled Transportation Assistance Program Questions N. What will be the purposes of the trips provided with EDTAP funds? (Check all that apply) ❑ Personal care activities,medical appointments,pharmacy pick-up,shopping,bill paying,meetings,classes,banking ❑ Job interviews,job fair attendance,job readiness activities or training,GED classes ❑ Transportation to workplace ❑ Group field trips/tours to community special events(Federal charter regulations apply to transit.) ❑ Overnight trips to out-of-county destinations(Federal charter regulations apply to transit) ❑ Human service agency appointments Elderly and Disabled Transportation Assistance Program Questions(can't) Yes No O. Does the federally funded Community Transportation System operating in your YES county receive a sub-allocation of EDTAP funds? P. Will any of the subrecipients use their EDTAP sub-allocation as matching funds for any of the following programs? (Matching funds for operating assistance or purchase of service only.) 5310—Elderly Individuals and Individuals with Disabilities Program NO 5311 -Non-urbanized Area Formula Program 5316—Job Access and Reverse Commute Program(JARC) 5317—New Freedom Program Q. Will any of the subrecipients of EDTAP funds charge a fare for an EDTAP YES funded trip? R. EDTAP funded trips are expected to be provided throughout the entire year. If the EDTAP funds are expended in less than a year,will the county provide county YES funds to prevent the discontinuation of transportation trips? Revised 06-02-17 7 Attachment 1 Employment Transportation Assistance Program The Employment Transportation Assistance Program(EMPL)is intended to help DSS clients that transitioned from Work First or TANF in the last 12 months, Workforce Development Program participants and/or the general public to travel to work, employment training and/or other employment related destinations. Organizations or Departments How will the transportation Name of Transportation EMPL Estimated One Avg.Cost of Receiving EMPL Funds services be provided Provider Suballocation Way Trips Trip Orange Public Public Transportation Orange Public $30946 S S S S S S S S S S S S S S S S S S S TOTAL $ Employment Transportation Program Questions S. What will be the purposes of the transportation services provided with EMPL funds? (Check all that apply) ® Job interviews,job fair attendance,job readiness activities or training ® Transportation to workplace(Scheduled by the individual only.No agency scheduled trips.) ® Child(ren)of working parent transported to Child Care T. Describe the eligibility criteria to be used in this county to determine who will be provided EMPL funded trips. Orange County Department of Social Services determines eligibility. Employment Transportation Assistance Program Questions(con't) Yes No U. Does the federally funded Community Transit System operating in your county receive a sub- YES allocation of EMPL funds? V. Will any of the subrecipients of EMPL funds charge a fare for an EMPL funded trip? NO W. Has the county transferred any EMPL funds to EDTAP or RGP in the last two years? YES X. Will any of the subrecipients use their EMPL sub-allocation as matching funds for any of the following programs? (Matching funds for operating assistance or purchase of service only.) 5310—Elderly Individuals and Individuals with Disabilities Program NO 5311 -Non-urbanized Area Formula Program 5316—Job Access and Reverse Commute Program(JARC) 5317—New Freedom Program Y.EMPL funded trips are expected to be provided throughout the entire year. If the EDTAP funds are expended in less than a year,will the county provide county funds to prevent the discontinuation of YES transportation trips? Revised 06-02-17 8 Attachment 1 Rural General Public Program The Rural General Public Program assistance funds are intended to provide transportation services for individuals from the county who do not have a human service agency or organization to pay for the trip.The county,in consultation with the Community Transportation System,must determine the RGP services to be provided with the RGP funds. RGP funds are only available to Coordinated Transportation Systems offering general public transportation in the non-urbanized area of the county. Organizations or Departments How will the transportation Name of Transportation RGP Estimated One Avg.Cost of Receiving RGP Funds services be provided Provider Suballocation Way Trips Trip Orange County Public transportation Orange County $71537 18,000 $4.43 $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ TOTAL S Rural General Public Transportation Program Questions Z. What will be the trip purposes of the transportation services provided with RGP funds? (Check all that apply) ® Personal care activities,medical appointments,pharmacy pick-up,shopping,bill paying,meetings,classes,banking ® Job interviews,job fair attendance,job readiness activities or training,GED classes Z Transportation to workplace(Scheduled by the individual only.No agency scheduled trips.) Child(ren)of working parent transported to child care ❑ Group field trips/tours to community special events(Federal charter regulations apply to transit.) ❑ Overnight trips to out-of-county destinations(Federal charter regulations apply to transit.) ® Human service agency appointments Rural General Public Program Questions(con't) Yes No AA. Will RGP trips be provided for citizens who need transportation but don't have a human YES service agency or organization to pay for the trip? LI AB. Since the subrecipient can only use RGP funds to pay for 90%of the cost of a trip,will the Community Transportation System use fare revenue to generate the local 10%match YES requirement for RGP funds? AC. Will RGP funded trips be coordinated on vehicles with human service agency trips? YES AD. Will the Community Transportation System use any of their RGP sub-allocation as matching funds for any of the following programs? (Matching funds for operating assistance or purchase of service only) 5310—Elderly Individuals and Individuals with Disabilities Program NO 5311 - Non-urbanized Area Formula Program 5316—Job Access and Reverse Commute Program(JARC) 5317—New Freedom Program AE. Is any part of the county in an urbanized area according to the 2010 census? YES AF. RGP funded trips are expected to be provided throughout the entire year. If the RGP funds are expended in less than a year,will the county provide county funds to prevent the YES discontinuation of transportation trips? Revised 06-02-17 9 Attachment 2 CERTIFIED STATEMENT FY2018 RURAL OPERATING ASSISTANCE PROGRAM County of Orange WHEREAS, the state-funded, formula-based Rural Operating Assistance Program(ROAP) administered by the North Carolina Department of Transportation,Public Transportation Division provides funding for the operating cost of passenger trips for counties within the state; WHEREAS, the county uses the most recent transportation plans (i.e. CCP, CTIP, LCP) available and other public involvement strategies to learn about the transportation needs of agencies and individuals in the county before determining the sub-allocation of these ROAP funds; WHEREAS, the county government or regional public transportation authorities created pursuant to Article 25 or Article 26 of Chapter 160A of the General Statutes (upon written agreement with the municipalities or counties served) are the only eligible recipients of Rural Operating Assistance Program funds which are allocated to the counties based on a formula as described in the Program Guidelines included in the ROAP State Management Plan.NCDOT will disburse the ROAP funds only to counties and eligible transportation authorities and not to any sub-recipients selected by the county; WHEREAS, the county finance officer will be considered the county official accountable for the administration of the Rural Operating Assistance Program in the county,unless otherwise designated by the Board of County Commissioners; WHEREAS, the passenger trips provided with ROAP funds must be accessible to individuals with disabilities and be provided without discrimination on the basis of national origin, creed, age,race or gender(FTA C 4702.1A, FTA C 4704.1, Americans with Disabilities Act 1990); and WHEREAS, the period of performance for these funds will be July 1, 2017 to June 30, 2018 regardless of the date on which ROAP funds are disbursed to the county. NOW, THEREFORE,by signing below, the duly authorized representatives of the County of Orange North Carolina certify that the following statements are true and accurate: • The county employed a documented methodology for sub-allocating ROAP funds that involved the participation of eligible agencies and citizens. Outreach efforts to include the participation of the elderly and individuals with disabilities,persons with limited English proficiency,minorities and low income persons in the county's sub-allocation decision have been documented. • The county will advise any sub-recipients about the source of the ROAP funds, specific program requirements and restrictions, eligible program expenses and reporting requirements. The county will be responsible for invoicing any sub-recipients for unexpended ROAP funds as needed. • The county will monitor ROAP funded services routinely to verify that ROAP funds are being spent on allowable activities and that the eligibility of service recipients is being properly documented. The county will maintain records of trips for at least five years that prove that an eligible citizen was provided an eligible transportation service on the billed date,by whatever conveyance at the specified cost. • The county will be responsible for monitoring the safety, quality and cost of ROAP funded services and assures that any procurements by subrecipients for contracted services will follow state and federal guidelines. Revised 06-02-17 10 Attachment 2 • The county will conduct regular evaluations of ROAP funded passenger trips provided throughout the period of performance. • The county will only use the ROAP funds to provide trips when other funding sources are not available for the same purpose or the other funding sources for the same purpose have been completely exhausted. • The county assures that the required matching funds for the FY2018 ROAP can be generated from fares and/or provided from local funds. • The county will notify the Mobility Development Specialist assigned to the county if any ROAP funded services are discontinued before the end of the period of performance due to the lack of funding. No additional ROAP funds will be available. • The county will provide an accounting of trips and expenditures in quarterly milestone reports to NCDOT—Public Transportation Division or its designee. Back-up documentation may be requested to support the quarterly reports or at an MDS site visit. • Any interest earned on the ROAP funds will be expended for eligible program uses as specified in the ROAP application. The County will include ROAP funds received and expended in its annual independent audit on the schedule of federal and state financial assistance. Funds passed through to other agencies will be identified as such. • The county is applying for the following amounts of FY2018 Rural Operating Assistance Program funds: State-Funded Rural Operating Assistance Program Allocated Requested Elderly &Disabled Transportation Assistance Program(EDTAP) 83,466 83,466 Employment Transportation Assistance Program(EMPL) 30,946 30,946 Rural General Public Program(RGP) 71,537 71,537 TOTAL 185,949 185,949 WITNESS my hand and county seal,this day of , 20 . Signature of County Manager/Administrator Signature of County Finance Officer Printed Name of County Manager/Administrator Printed Name of County Finance Officer State of North Carolina County of County Seal Here Revised 06-02-17