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HomeMy WebLinkAboutAgenda - 03-19-2002 - 7a 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: March 19, 2002 Action Agenda Item No. _ SUBJECT: NCDOT Rural Operating Assistance Program Grant Funding DEPARTMENT: Transportation/OPT PUBLIC HEARING: (Y/N) Yes ATTACHMENT(S): INFORMATION CONTACT: ROAP Application Jerry Passmore, ext. 2009 RGP Discretionary Application (Marketing Plan on Page 9) TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To hold a public hearing and to approve a FY 2002/03 Rural Operation Assistance Program (ROAP) fund application for$96,131 and to approve a FY 2002/03 Discretionary Rural General Public (RGP) fund application for$116,684. BACKGROUND: The North Carolina Department of Transportation, Public Transportation Division designates ROAP funds each fiscal year to Orange County. ROAP consolidates the Elderly and Disabled Transportation Assistance Program (EDTAP), the Work First Transitional/ Employment Transportation Assistance Program and the Rural General Public (RGP) Program into a single application package. These ROAP funds allow Orange County to continue servicing the above-mentioned programs from July, 2002 through June, 2003. The Public Transportation Division has additional Rural General Public discretionary funds to assist with the development of rural public routes. The discretionary fund request would (1) add additional routes to the Orange Express for hourly service throughout the day, (2) add midday routes that compliment Triangle Transit Authority's Hillsborough to Durham commuter bus service, and (3) establish a Hillsborough inter-city bus route that would connect with service to Durham and Chapel Hill. Established marketing plans for the proposed routes have been completed with Triangle Transit Authority and Orange Public Transportation (OPT). FINANCIAL IMPACT: The ROAP grant requires no local match. The discretionary RGP grant requires a local match of$7,868 which is already included in the OPT operating budget. RECOMMENDATION(S): The Manager recommends that the Board approve the application for Rural Operating Assistance Program funds for FY 2002/03 and to approve the Rural General Public discretionary fund application for FY 2002/03 and authorize the Chair to sign the Certified Statement of Participation. N 2 APPLICATION FOR OPERATING ASSISTANCE RURAL OPERATING ASSISTANCE PROGRAM FY 2002-2003 General Information Applicant (County):Orange County County Finance Officer:Ken Chavious Address: Post Office Box 8181 City: Hillsborough Zip: 27278 Telephone No.: (919)245-2000 Fax: (919)644-3044 E-mail Address: jpassmore0.co.oran&e.nc.us Project Descriptions Attachment A. Elderly and Disabled Transportation Assistance Program(EDTAP) Orange Public Transportation(OPT)is the designated lead agency for public and human services agency transportation in rural Orange County and the recipient of the EDTAP allocation of$54,243.00 with no local match required. OPT will continue to use its allocation to provide medical transportation for the sixty-plus and disabled residents of Orange County. Additionally, OPT will offer one shopping/personal business round trip per week to those two population groups who live outside the Chapel Hill Transit service area and do not have access to the Orange Express public shuttle. To the extent possible, trips will be grouped by geographic area per weekday and the destination will be the closest possible provider. The"Orange Voucher Program"an effort funded by EDTAP in 2000-2001 will continue to offer eligible disabled persons under age 60 up to $100/month to pay for travel arrangements to meet the individuals' needs and to the destination(s) of their choice. This service is provided Monday through Friday, 8:00 a.m. to 5:00 p.m. All EDTAP service recipients are asked to contribute $3.00 per one-way trip. This fee is waived for any individual whose family income is at or below 125%of the poverty level as determined by the Department of Health and Human Services. Contributions are utilized to fund additional trips. 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: March 19, 2002 Action Agenda Item No. SUBJECT: NCDOT Rural Operating Assistance Program Grant Funding DEPARTMENT: Transportation/OPT PUBLIC HEARING: (Y/N) Yes ATTACHMENT(S): INFORMATION CONTACT: ROAP Application Jerry Passmore, ext. 2009 RGP Discretionary Application TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To hold a public hearing and to approve a FY 2002/03 Rural Operation Assistance Program (ROAP) fund application for$96,131 and to approve a FY 2002/03 discretionary Rural General Public (RGP) fund application for$116,684. BACKGROUND: The North Carolina Department of Transportation, Public Transportation Division designates ROAP funds each fiscal year to Orange County. ROAP consolidates the Elderly and Disabled Transportation Assistance Program (EDTAP), the Work First Transitional/ Employment Transportation Assistance Program and the Rural General Public (RGP) Program into a single application package. These ROAP funds allow Orange County to continue servicing the above-mentioned programs from July, 2002 through June, 2003. The Public Transportation Division has additional Rural General Public discretionary funds to assist with the development of rural public routes. The discretionary fund request would (1) add additional routes to the Orange Express for hourly service throughout the day, (2) add midday routes that compliment Triangle Transit Authority's Hillsborough to Durham commuter bus service, and (3) establish a Hillsborough inter-city bus route that would connect with service to Durham and Chapel Hill. FINANCIAL IMPACT: The ROAP grant requires no local match. The discretionary RGP grant requires a local match of$7,868 which is already included in the OPT operating budget. RECOMMENDATION(S): The Manager recommends that the Board conduct the public hearing, approve the application for Rural Operating Assistance Program funds for FY 2002/03 and to approve the Rural General Public discretionary fund application for FY 2002/03 and authorize the Chair to sign the Certified Statement of Participation. 3 Persons sixty years and older can be certified for services by completing a Client Registration Form which is kept on file at the OPT administrative office in Hillsborough, N.C. Persons under the age of sixty seeking EDTAP service must have a certification completed and authorized by his/her physician. All EDTAP recipients must be re- certified annually. Attachment B. Work First Transitional/Employment Transportation Assistance Program With an allocation of$10,699.00, Orange Public Transportation provides former Work First participants or other low-income persons certified for Medicaid or Food Stamps with a.maximum of$300.00 per year to assist with employment related transportation. For vehicle owners the funds may be used for repairs and/or insurance. For non-vehicle owners the funds mat assist with the purchase of bus passes,van/car pool expense, or possibly a vehicle donated to the Wheels For Work Program. The actual service provider will vary depending upon the need, i.e. auto repair shop, insurance agent, Chapel Hill Transit, Triangle Transit Authority, or other local transit companies. The OPT Transportation Coordinator will determine the most appropriate transit solution on a case- by-case basis. Attachment C. Rural General Public (RGP) Orange Public Transportation(OPT), managed by the Orange County Department on Aging, serves human service agencies' clients whose ridership is paid by the 14 local sponsoring agencies and special populations such as the elderly, disabled or Medicaid clients who are supported with NC Department of Transportation, Home and Community Care Block Grant, or state public assistance funds. The majority of the OPT service consists of public routes, fixed routes, fixed-deviated routes. Utilizing lift-equipped vans and minibuses,minivans and cars or private vendors, the OPT program continues to expand coordination of its demand-response medical and public routes. The geographic service area is rural Orange County, outside the Chapel Hill Transit service area. OPT transportation service is provided each weekday, with weekend or evening trips for special leases or life-sustaining medical services. The development of a regional service between Hillsborough and Durham,N.C. became operational on 2001. The regional service provider(Triangle Transit Authority)provides commuter service Monday through Friday from Hillsborough to Duke Medical Center. OPT provides "feeder"routes into Hillsborough where riders can connect with Triangle Transit Authority(TTA)routes. 2 4 OPT had provided general public rides on a seat available basis for several years. However, in FY 1993-94 OPT program staff and the Human Services Transportation Board made a commitment to better serve the public by(1) changing the program's name from Coordinated Agency Transportation to Coordinated Area Transportation, and finally to its current Orange Public Transportation title, (2) designating existing bus routes to be promoted as public routes. In October, 1993 OPT established its first general public deviated fixed route from Prospect Hill Health Center just north of the Orange/Person County line into Chapel Hill/Carrboro. Additionally,the Orange Enterprises routes have been opened to the general public on a seat-available basis for the early morning and late afternoon transportation between Chapel Hill and Hillsborough. Finally, the five routes operated to bring seniors to the Senior Centers and nutrition sites in Chapel Hill/Carrboro, Hillsborough, Efland, and Cedar Grove have as available seats for public passengers. The FY 02/03 allocation of$31,189.00 will support these routes. All routes with public seating operate on a deviated fixed route schedule. With advance notice,the OPT dispatcher can approve and arrange for a pick-up with route deviations made up-to '/4 mile for disabled or subscription riders. Also,public riders can be picked up at identified stops along the route with no advance notice. The approved fare structure for public riders on OPT vehicles is as follows: In Town $ .50 Between Towns $1.00 Youth 6 to 17 Mare Children under 6 ride free when accompanied by adult 3 State of North Carolina County of Orange 5 APPENDIX A CERTIFIED STATEMENT FY 2002-2003 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 as the agency responsible for administering all federal and/or state programs related to public transportation, and grants the department authority 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; WHEREAS,funds will be used for transportation related expenditures as specified in the FY 2002-2063 Rural Operating Assistance Program(ROAP) application. WHEREAS,if applicable, funds will be used for transportation related expenditures as specified in the FY 2002- 2003 Discretionary Rural General Public Program application. This is certify that the undersigned is duly elected,qualified and acting chairperson of the Board of County Commissioners of the County of orange ,North Carolina, and that the following statements are true and accurate: Elderly and Disabled Transportation Assistance Program 1. The funds received from G.S. 135-44.27 will be used to provide additional transportation services for the elderly and disabled,exceeding the quantity of trips provided prior to receipt of the funds. 2. The funds will not be used to supplant existing federal, state or local funds designated to provide elderly and disabled transportation services in the county. 3. The funds received will be used in a manner consistent with the local Transportation Development Plan(TDP)or Community Transportation Services Plan(CTSP) and .application approved by the North Carolina Department of Transportation and the.Board of Commissioners. Work First Transitional/Employment Transportation Assistance Program 1. The purpose of these transportation funds is to support transitional transportation needs of Work First.participants after eligibility for cash assistance has concluded and/other specified general public employment transportation needs. The funds may be transferred to the Elderly and Disabled Transportation Assistance Program or the Rural General Public Program if not needed for Work First transportation. w 2. The funds are limited to use by the designated local entity(s) specified in the ROAD application, or any revisions or amendments thereto. 6 Rural General Public Program 1. The funds will be used in a manner consistent with the local Rural General Public Transportation Services Plan. 2. Information regarding use of the funds will be provided at such time and in such a manner as the department may require. 3. ROAP funds will be used to provide eligible services during the period July 1,2002 through June 30,2003. 4. Any interest earned on ROAP funds will be expended for eligible program uses as specified in the ROAD application. S. 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. WITNESS my hand and official seal,this day of , 20 Attest: Certifying Official* Board of County Commissioners Chairperson* State of North Carolina County County Manager/Administrator* Note that the signatures.on this statement should be those of three(3) separate individuals. Public Hearing The Orange County Board of County Commissioners will hold a Public Hearing on March 19,2002 at 7:30 p.m.in the Judge F.Gordon Battle Courtroom 106 E.Margaret Lane,Hillsborough,NC to receive comment on the proposed use of the FY2002-03 Rural Operating Assistance Program(ROAD)funds. The Rural Operating Assistance Program consolidates the Elderly and Disabled Transportation Assistance Program,the Work First Transitional/Employment Transportation Assistance Program and the Rural General Public Program into a single application package. The Elderly and Disabled Transportation Assistance Program,first made available by the General Assembly in 1989,is used in Orange County to pay for medical and personal business trips for residents who are 60 years and older or disabled. The Work First/Employment program assists former Work First clients and other low-income persons certified for Medicaid and Food Stamps with employment-related transportation. Rural General Public funds are used to subsidize the Orange Express public route which makes three round trips daily from the Prospect Hill Health Center to the Chapel Hi1UCarrboro area. The funding for the Elderly and Disabled Transportation Assistance Program is $96,131.00 for the current fiscal year with no local match requirement. The Work First allocation is$10,699.00 with no local match. The Rural General Public award of$ 116,684.00 requires a 10%match. For the fiscal year ending June 30,2003 there will be no transfer of funds among the programs. The application may be reviewed at the Department on Aging's Hillsborough location during regular office hours after Monday March 18, 2002. Written comments should be directed to Jerry M. Passmore, OPT Director, P O Box 8181, Hillsborough, NC 27278. For more information contact (919) 732-8181, ext. 2009. March 11,2002 7 Rural General Public (RGP) Transportation Services Plan (Discretionary Funds) For: Orange County Public Transportation Prepared By: Al Terry Mr. Jerry Passmore Director Mr. Mike Eyster Transportation Advisory Board's Chairperson Date: February 27, 2002 List names of counties for which transportation services are provided: Serve Orange County residents to Orange,Durham, Chatham,Alamance and Person Counties. Provide a brief description of current RGP services provided in service area: Orange Public Transportation(OPT),managed by the Orange County Department on Aging, serves human service agencies' clients whose ridership is paid by the 14 local sponsoring agencies and special populations such as the elderly, disabled or Medicaid clients who are supported with NC Department of Transportation, Home and Community Care Block Grant, or state public assistance funds. The majority of the OPT service consists of public routes, fixed routes, fixed-deviated routes. Utilizing lift-equipped vans and minibuses, minivans and cars or private vendors, the OPT program continues to expand coordination of its demand-response medical and public routes. The geographic service area is rural Orange County, outside the Chapel Hill Transit service area. OPT transportation service is provided each weekday,with weekend or evening trips for special leases or life-sustaining medical services. The development of a regional commuter service between Hillsborough and Durham,NC became operational in 2001. The regional service--Provider(Triangle Transit Authority) provides commuter service Monday through Friday from Hillsborough to Duke Medical Center. OPT provides "feeder"routes into Hillsborough where riders can connect with Triangle Transit Authority(TTA)routes. 1 8 OPT had provided general public rides on a seat available basis for several years. However, in FY 1993-94 OPT program staff and the Human Services Transportation Board made a commitment to better serve the public by(1) changing the program's name from Coordinated Agency transportation to Coordinated Area Transportation, and finally to its current Orange Public Transportation title, (2) designating existing bus routes to be promoted as public routes. In October, 1993 OPT established its first general public deviated fixed route from Prospect Hill Health Center just north of the Orange/Person County line into Chapel Hill/Carrboro. Additionally,the Orange Enterprises routes have been opened to the general public on a seat-available basis for the early morning and late afternoon transportation between Chapel Hill and Hillsborough. Finally,the five routes operated to bring seniors to the Senior Centers and nutrition sites in Chapel Hill/Carrboro,Hillsborough,Efland, and Cedar Grove have as available seats for public passengers. All routes with public seating operate on a deviated fixed route schedule. With advance notice,the OPT dispatcher can approve and arrange for a pick-up with route deviations up to 1/4 mile for disabled or subscription riders. Also,public riders can be picked up at identified stops along the route with no advance notice. The approved fare structure for public riders on OPT vehicles is as follows: In Town $ .50 Between Towns $1.00 Youth 6 to 17 Mare Children under 6 ride free when accompanied by adultOutline of Required Information I. Service Design A. Area Served B. Type of Service II. Vehicle Needs Current vehicle fleet will support the established and enhanced routes. OPT manages the fleet maintenance through County motor pool, therefore, no additional dollars are needed for maintaining the fleet. All OPT vehicles are equipped with hydraulic lifts for handicap riders. The Inter-city Hillsborough route vehicle will be a light transit vehicle(20 passenger)with lift equipment. The Hillsborough to Durham route vehicle will be a conversion van with capability of two wheelchairs and passenger seating. The Hillsborough to Chapel Hill route vehicle will be a light transit vehicle (20 passenger)with lift equipment. The routes will require bus stop signs at all locations. By routes the following signs will be purchased: Hillsborough to Durham, 8 signs; Hillsborough to Chapel Hill,11 signs; Hillsborough Inter-city 15 signs. 2 III. Financial Plan 9 Additional funds to operate the three developed routes would be supported through discretionary RGP funds with a 10% local match. Cost sharing and fare collection would provide additional funds. * See attached Operating Budget sheet. Additional administrative support will be needed to schedule drivers, schedule vehicle maintenance, verify revenues, supervise routes, and verify driver's manifest. The OPT supervisor will be involved in all aspects of the operations, the financial manager will revue financial issues, the OPT scheduler will provide driver's schedules and the OPT dispatcher will be involved with day to day route deviations. IV. Marketing plan Orange Public Transportation(OPT)in collaboration with Triangle Transit Authority (TTA)planned the following steps to promote regional transit service in Orange County. • The initial steps to market the Hillsborough to Duke commuter route, established in August, 2001 included Town of Hillsborough town meeting, development of TTA route brochure, and news articles in News of Orange and Chapel Hill News. • Bus stop signs located at all pick-up points Marketing plans for Triangle Transit Authority and Orange Public Transportation to include the established TTA Hillsborough to Duke route and the proposed OPT mid-day Hillsborough to Duke route are as follows. • Produce a joint TTA/OPT route brochure of the proposed route. This brochure will depict the route,pick-up hours and points of TTA and OPT. OPT will operate the route exactly as TTA during mid-day times. Along with normal TTA/OPT brochure distribution, all OPT drivers will distribute on individual routes. • Schedule meeting with Hillsborough town meeting (as public hearing)to publicize the proposed route. • Prepare news articles in the Durham Herald,News of Orange and Chapel Hill News papers. The articles would indicate the hours of operation for both transit companies, the fare, and the configuration of the route. • OPT management will schedule meetings with local agencies to increase awareness of the proposed route. • Install bus stop signs that indicate pick-up points and times of TTA/OPT. Marketing plans for the Chapel Hill to Hillsborough(Orange Express route)will include the following. 3 10 • Produce a joint brochure with TTA/OPT to depict the route and transfer points from one transit system to the other. This brochure would indicate how a rider could transfer from OPT and utilize TTA routes to destinations such as Durham, Raleigh, RDU and RTP. • Prepare news articles that indicate the joint efforts of both transit systems to allow mass transportation at affordable fares. • Install bus stop signs that indicate transfer points of TTA/OPT. Marketing plans for the Northern Human Services Center park and ride lot will include the following steps. • Discussions are being conducted with TTA/OPT to determine the highest impact of a marketing program. As the transit systems progress with the plans, further marketing techniques will be published. • OPT will provide"feeder" service from this park and ride lot to the existing TTA Hillsborough route. V. Service Monitoring and Evaluation Tracking of ridership through CTS program and driver's manifests. Currently, OPT distributes customer service questionnaires through mailings and on board vehicles. Periodic meetings scheduled with Town of Hillsborough government, local transit systems and regional transit systems to discuss proposed routes. 4 11 OPERATING BUDGET Estimated date service to begin: July 1,2002 EXPENSES Line Item Estimated Cost Driver Salaries and fringes $ 68,013.00 Motor fuels and lubricants 41,731.00 Vehicle repair and maintenance included in fuel/lubs Vehicle signs (lettering/logo) 900.00 Contracted services: describe and provide estimated cost for each contractor Admin staff support 4,000.00 Other: describe and provide estimated cost for each item Total Estimated Cost (see note 3) $ 114,644.00 REVENUES Discretionary RGP Funds (cannot exceed $ 90% of the estimated cost of service) 105,016.00 Fares 3,800.00 Local Funds: (specify source and amount -- see note 2) 7,868.010 Total Revenue (see note 3) $ 116,684.00 Marketing (see note 1) $ Paid advertisement 1,000.00 Promotional items 1,000.00 Other advertising/promotion media 40.00 Total marketing expenses $ 2,040.00 12 APPENDIX A CERTIFIED STATEMENT FY 2002-2003 DISCRETIONARY RURAL GENERAL PUBLIC FUNDING FOR REGIONAL ;TRANSPORTATION SYSTEMS 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 as the agency responsible for administering all federal and/or state programs related to public transportation, and grants the department authority 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; This is.certify that the undersigned is duly elected,qualified and acting chairperson of the Governing Board of , a regional transportation system operating in North Carolina,and that the following statements are true and accurate: Rural General Public Program 1. The funds will be used in a:manner consistent with the local Rural General Public Transportation Services Plan. 2. Information regarding use of the funds will be provided at such time and in such a manner as the department may require. 3. Discretionary RGP funds will be used to provide eligible services during the period July 1, 2002 through June 30,2003. 4. Any interest earned on discretionary RGP funds will be expended for eligible program uses as specified in the discretionary RGP application. 5. The system will include discretionary RGP funds received and expended in its annual independent audit on the schedule of federal and state financial assistance. WITNESS-my hand and official seal,this day of , 20_ Attest: Certifying Official* Chairperson FORM ONLY TO BE USED BY REGIONAL TRANSPORTATION SYSTEMS (CARTS, CPTA, KARTS, NETS, ICPTA AND YVEDDI)