The URL can be used to link to this page

Home My WebLink AboutFY15 ROAP applicationPreview REQUEST 1" BOARD ACTION MEETING 1 October 0 REGULAR Pagel of 2 DEPARTMENT: PRESENTER(S): Megan Matheny, Wave Transit Director of Planning and Development CONTACT(S): Megan Matheny and Lisa Wurtzbacher, County Finance Director SUBJECT: Public Hearing and Consideration of Approval to Submit Application for Rural Operating Assistance Program (ROAD) Funds in the Amount of $231,125 BRIEF SUMMARY: New Hanover County is eligible to receive $231,125 via the N.C. Department of Transportation's Rural Operating Assistance Program (ROAP) for 2014 -2015. Funding must be used to provide transportation services to specific populations of the unincorporated areas of the County. The Senior Resource Center's sub - allocation is $42,841 and Cape Fear Public Transportation Authority's sub - allocation is $188,284. No County match is required. STRATEGIC PLAN ALIGNMENT: Intelligent Growth and Economic Development • Understand and act on citizen needs RECOMMENDED MOTION AND REQUESTED ACTIONS: https :llnewhanover.novusagenda. comIPreview. aspx ?ItemID= 489 5 &MeetingID= O &Meetin... 10/7/2014 Sen Res Ctr CFPTA Elderly and Disabled Transportation Assistance Program (ED -TAP) $42,841 $64,2611' Employment Transportation Assistance Program (EMPL) $33,02211 ..- ..,W._.. _ ._.�_.....,.., — ...........p Rural General Public Transportation (RGP) $91 0011 STRATEGIC PLAN ALIGNMENT: Intelligent Growth and Economic Development • Understand and act on citizen needs RECOMMENDED MOTION AND REQUESTED ACTIONS: https :llnewhanover.novusagenda. comIPreview. aspx ?ItemID= 489 5 &MeetingID= O &Meetin... 10/7/2014 Preview Page 2 of 2 Conduct public hearing and approve request to submit application for ROAP funds. Grant authorization to execute appropriate certifications and assurances for the application and acceptance of the grant if awarded. ATTACHMENTS: Certified Statement ROAP Public Hearing Record ROAP Application for Transportation Operating Assistance FY2015 ROAP Sub - Allocation Worksheet COUNTY MANAGER'S COMMENTS AND RECOMMENDATIONS: (only Manager) https: / /newhanover.novusagenda .cornIPreview.aspx ?ItemID= 4895 &MeetingID= O &Mcetin... 10/7/2014 CERTIFIED STATEMENT FY2015 RURAL OPERATING ASSISTANCE PROGRAM County of New Hanover 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. CTSP, CTIP, LCP) available and other public involvement strategies to Iearn 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 fimds which are allocated to the counties based on a formula as described in the Program Guidelines included in the ROAD State Management Plan. NCDOT will disburse the ROAD 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, 2014 to June 30, 2015 regardless of the date on which ROAD funds are disbursed to the county. NOW, THEREFORE, by signing below, the duly authorized representatives of the County of New Hanover 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 and services for 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 ROAD funded services and assures that any procurements by subrecipients for contracted services will follow state guidelines. • 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 FY2015 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 ROAD funds will be available. The county will provide an accounting of trips and expenditures in a semi - annual report and a final year -end report to NCDOT — Public Transportation Division or its designee. 6 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 FY2015 Rural Operating Assistance Program funds: State- Funded Rural Operating Assistance Program Allocated Requested Elderly & Disabled Transportation Assistance Program (EDTAP) 107,102.00 107,102.00 Employment Transportation Assistance Program (EMPL) 33,022.00 33,022.00 Rural General Public Program (RGP) 91 001.00 91,001.00 TOTAL 231,125 231,125 State of North Carolina County of 1Signature of County Finance Officer Printed Name of County finance Officer Important —A public hearing MUST be conducted whether or not requested by the Public. APPLICANT: New Hanover County DATE: October 20 2014 PLACE: New Hanover County Courthouse 24 N 3'd Street, Wilmington NC 28401 TIME: 9:00am How many BOARD MEMBERS attended the public hearing? How many members of the PUBLIC attended the public hearing? -302. Public Attendance Surveys ❑ (Attached) 1(18' i9`ered at Public Hearing but none completed) Is 'Cul4a,noJv(C0t$ '-4 I, the undersigned, representing (Legal Name of Applicant) do hereby certify to the North Carolina Department of Transportation, that a Public Hearing was held as indicated above and During the Public Hearing R(NO public comments) ❑ (Public Comments were made and meeting minutes will be submitted after board approval) The estimated date for board approval of meeting minutes is: t�o4 e vn jp ,r ' zlol _ [ nFe Y Iwo Signature of Clerk to the Board h 7 c,resa' P IQ��.,1nfe�c�w� C-letk Printed Name and Title �9Gfid 0e-V 'aC ) Date Name of applicant {Count)) New Hanover County County Manager Chris Coudriet CountyManagei _ Email:ldd:ess Ccoudriet@,nhcgov.com County Finance Officer Lisa Wurtzbacher CT () s Finai1 Addtvss lwurtzbacher@nhegoy.co Uffs Phone Number (910) 798 -7187 Person Completing this Application Megan Matheny Peison s Job Title Director of Planning & Development Petson's Lma l Address mmathen a)wavetransit.com Petsm s Phone Number (910) 202 -2057 Community Transportation Svstem Cape Fear Public Transportation Authority Name of Traucit Contact Pe, son Megan Matheny Transit Contact Person'" F,matl yddress mmatheny_(u)wavetransit.com 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. County Manager: -- Date: 0 Signature County Finance Officer: Si, afore — Date: ziI Sn IF Application Instructions County officials should read the ROAP Program State Management Plan 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 needed, 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. FY2015 ROAP Program Schedule Pre - Deadline Disbursement (25 %) September 26, 2014 Application Deadline October 24, 2014 Final Disbursement (75 %) November 14, 2014 The 25% disbursement must be returned to the state if a ROAP application is not received by the application deadline. The Final Disbursement will occur only after review and approval of this ROAP application. All counties are eligible to receive Rural Operating Assistance Program (ROAP) funding from the State of North Carolina. As a recipient of ROAP fiords, 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 eligible activities only. • 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 a semi - annual report to NCDOT. • ROAP funds received and expended are included in the local annual audit. Ti ansportation Needs and Public Involvement in Fond ng Decisions Yes or :Nu A. Did the county ask the Community Transportation Advisory Board (TAB), which is affiliated with the community transit system, to recommend how the ROAP funds should be sub- Yes allocated? B. In addition to the public hearing notice and the public hearing, were other outreach efforts conducted to inform the public about the availability of ROAP funds and to discuss No transportation needs BEFORE the county decided to sub - allocate the ROAP funds? C. Does the federally funded Community Transportation System operating in the county have a Community Transportation Service Plan (CTSP) or Community Transportation Improvement Plan (CTIP) that was developed in the last five years or being completed at this time? Yes Date of the plan: June 2012 D. Does your county have a Coordinated Public Transit -Human Services Transportation Plan (LCP) that provides a list of unmet transportation needs and/or gaps in transportation services? Yes Date of the plan: December 2011; to be updated December 2014 E. Does the county have other transportation plans that address public transportation needs? Yes If yes, list and describe these plans. Long Range Financial Plan F. How did the county decide who would receive the ROAP funds? List the names of anyone who participated in the decision to suballocate the ROAP funds and their role in the community. The New Hanover County Finance Director and Wave Transit staff determines ROAP funds sub - allocation to The Department of Aging and Wave Transit. G. How did the county decide on the amount of ROAP funds to sub - allocate to a subrecipient? The New Hanover County Finance Director determines ROAP funds sub - allocated to the New Hanover County Department of Aging and Wave Transit. AnancW Management of ROAP Funds ' Yes or No H. Does the county disburse /allocate ROAP funds to any county governmental departments? Yes 1. If yes, how does the county account for these funds within the county's accounting system? The New Hanover County Finance Director is made asware of funds expensed through New Hanvover County Department of Aging and Wave Transit. J. Does the county pass through any ROAP funds to agencies or organizations that are not Yes- Funds county go%emmental departments or agencies? disbursed to W.— 'Eransit- K. If yes, does the county have a v�Titten agreement with these agencies that addresses the responsible for the oversight and evaluation of the transportation services provided with the proper use and accountability of these funds? (Include a sample agreement with application) Yes L. ROAP funds cannot be used instead of using the existing transportation funding an agency or organization receives from any other funding source. If any of the departments, agencies or organizations receiving ROAP funding from the county get transportation funding from other Federal, State or Local funding sources, list those funding programs: FTA, NCDOT, City of Wilmington and New Hanover County M. Do any subrecipients receive ROAD funds before any trips are provided, and refund the Yes unused portion at the end of the period of performance? N. Are ROAP funds being deposited in an interest bearing account? No If no, then why aren't ROAP funds deposited in an interest bearing account? The Authority does not hold enough funds to warrent opening an interest bearing account. O. What does the county do with the interest from the ROAP funds? P. Does the county pro-, ide any local funds for transportation operating assistance to any of the ROAD sub - recipients in addition to the state ROAP funds? Yes Q. Is supporting documentation maintained for all ROAP grant financial transactions for five years? IMPORTANT: Yes is the only correct answer. Yes Monitoring and Oreright Responsibihttes Yes or No R. The Finance Officer OR the Executive Director of an eligible transportation authority will be responsible for the oversight and evaluation of the transportation services provided with the Yes ROAP funding? IMPORTANT: Yes is the only correct answer. S. Does the county require the subrecipients of ROAD funds to provide progress reports and statistical data about the trips provided with ROAP funds? Yes Y. It progress reports and/or operating statistical reports are required by the county, how frequently are these provided to the county for evaluation? ROAP funds are reviewed by Wave Transit on a monthly basis. The efficeincy of the programs in operation with ROAP funds are analyzed on a quarterly basis. A semi - annaul report is generated analyzing trips and costs. U. Does the county require the subrecipients of ROAP funds to use the transportation sen ices of I yes the federally funded Community Transit System operating in the county? . V. Are subrecipients of ROAD funds coordinating transportation services with other subrecipients in the county therefore reducing any duplication of effort? Yes Aecount4bihty to North Camhua Taxpavers Ye% or No W. Is the method used to sub - allocate the ROAP funds fair and equitable? Open and transparent? Yes X. Is the county prepared to provide documentation that an eligible citizen was provided an ® Transportation to workplace eligible service or trip on the billed date, by whatever conveyance, at the specified cost? Yes Y. A semi - annual ROAP Report must be completed and sent to NCDOT. Who will be designated to complete these reports in FY2015? (name, title, employer) Joseph Mininni, Director of Finance, Cape Fear Public Transportation Authority 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 213, 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. Elderly and Disabled h anaportatioa Aeuxtance Program (questions I es of No A. 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 B. How will the transportation service be provided? (Check all that apply) ® Public Transportation System ® Private Provider ® Taxi Service ® Agency Staff Driver ❑ Volunteer Driver Program C. Are any of the EDTAP services you are funding, listed as an unmet need or gap in service in the Public Transit -Human Service Coordination Plan or any other transportation plan for your county? See these page numbers in the plan:. See pages 10 -12 in plan Yes Plan Title: Coordinated Public Transportation Human Services Plan for SE NC D. Does the federally funded Community Transit System operating in your county receive a sub - allocation of EDTAP funds? Yes If yes, does the county dictate which agencies and organizations will receive transportation services with any of the EDTAP funds the transit system receives? Yes Can the Community Transit System use any of the EDTAP funds it receives to provide transportation for elderly and disabled citizens of the county who do not have a human Yes service agency or organization to pay for the service? 4 Lldexly and tt sabled'n anspot tation Aesistante noglatm Questions (can't) = Yin of No If the transit system's Community Transportation Service Plan (CTSP) is less than six years old, does it describe and evaluate the services the transit system is providing for Yes the elderly and disabled? See these page numbers in the plan: N/A Plan Title: New Hanover Does the CTSP recommend any new EDTAP funded services for FY2015? County Finance See these page numbers in the plan: N/A Plan Title: aware of funds E. Will any of the subrecipients use their EDTAP sub - allocation as matching funds for any of expended and the following programs? (Matching funds for operating assistance only.) determination 5310 — Elderly Individuals and Individuals with Disabilities Program wil be made if 5311 - Non - urbanized Area Formula Program No 5316 — Job Access and Reverse Commute Program (JARC) are needed. 5317 — New Freedom Program F. Will any of the subrecipients of EDTAP funds charge a fare for an EDTAP funded trip? Yes If yes, how much will the fare be? $5.00 If yes, how will the fare revenue be used? Operating Costs G. Do any of the subrecipients of EDTAP funds restrict EDTAP funded trips based on the origin, timing or destination of the trip? No H. Is there a process or policy for determining when it is appropriate to transfer EDTAP funds from one sub - recipient to another to prevent there being unspent funds at the end of the period of Yes performance? New Hanover County Finance Director will be I. EDTAP funded trips are expected to be provided throughout the entire year. If the EDTAP aware of funds funds are expended in less than a year, will the county provide county funds to prevent the expended and discontinuation of transportation trips? determination wil be made if addiional funds are needed. The Employment Transportation Assistance Program (EMPL) is intended to help DSS clients that transitioned off 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. A. 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 B. How will the transportation service be provided? (Check all that apply) ® Public Transportation System ® Private Provider M Taxi Service M Agency Staff Driver ❑ Volunteer Driver Program Employment Transportation Program Questions (con't) Yes or Nn C. Describe the eligibility criteria to be used in this county to determine who will be provided EMPL funded trips. Transportation services that will be provided using employment transportation funds will be for work purposes. Services will be provided to customers who are outside the normal income levels as indicated by New Hanover County Department of Social Services. D. Are any of the EMPL services you are funding, listed as an unmet need or gap in service in the Public Transit -Human Service Coordination Plan or any other transportation plan for your county? See these page numbers in the plan: Seepages 10 -12 Yes Plan title: Coordinated Public Transportation Humans Service Transportation Plan for SE NC E. Does the federally funded Community Transit System operating in your county receive a sub- allocation of EMPL funds? yes If yes, does the county dictate which agencies and organizations will receive transportation sen-ices with any of the EMPL funds the transit system receives? Yes Can the Community Transit System use any of the EMPL funds it receives to provide transportation for citizens in the county who need transportation to a job or employment related destination and who do not have a human service agency or organization to pay yes for the service? If the transit system's Community Transportation Service Plan (CTSP) is less than six years old, does it describe and evaluate the services the transit system is providing for the employed or unemployed? See these page numbers in the plan: NIA Plan title: Does the CTSP recommend any new EMPL funded services for FY2013? See these page numbers in the plan: NIA Plan title. F. Will any of the subrecipients of EMPL funds charge a fare for an EMPL funded trip? No If yes, how much will the fare be? If yes, how will the fare revenue be used? G. Do any of the subrecipients of EMPL funds restrict EMPL funded trips based on the origin, timing or destination of the trip? No H. Is there a process or policy for determining when it is appropriate to transfer funds from one sub - recipient to another to prevent there being unspent funds at the end of the period of Yes performance? I. Has the county transferred any EMPL funds to EDTAP or RGP in the last two years? No J. Will any of the subrecipients use their EMPL sub - allocation as matching funds for any of the following programs? (Matchingfunds for operating assistance only.) 5310 — Elderly Individuals and Individuals with Disabilities Program 5311 - Non - urbanized Area Formula Program No 5316 — Job Access and Reverse Commute Program (JARC) 5317 — New Freedom Program New Hanover County Finance Director will be K. EMPL funded trips are expected to be provided throughout the entire year. If the EMPL aware of funds funds are expended in less than a year, will the county provide county funds to prevent the expended and discontinuation of transportation services? dertimination will be made if additional funds are needed. F 11 :1 L ' t ' 1 �` 1; i 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. Rural Genes al Public Ttamporration Program Questiom, Yes or No A. 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 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 B. How will the transportation service be provided? (Check all that apply) ® Public Transportation System ® Private Provider ❑ Taxi Service ❑ Volunteer Driver Program C. Are any of the RGP funded services the transit system will provide listed as an unmet need or gap in service in the Public Transit -Human Service Coordination Plan or any other transportation plan for your county? See these page numbers in the plan: 10 -12 Yes Plan title: Coordinated Public Transportation Human Services Transportation Plan for SE NC D. If the transit system's Community Transportation Service Plan (CTSP) is less than six years old, does it describe and evaluate the general public services the transit system does in the county for citizens who need transportation but don't have a human service agency or organization to NIA pay for the service? See these page numbers in the plan: Plan title: 7 E. Does the CTSP recommend any new RGP funded services for FY2013? See these page numbers in the plan: NIA Plan title: F. Will RGP trips be provided to citizens who need transportation but don't have a human service agency or organization to pay for the trip? Yes No: however Wave Transit G. Will any of the RGP funded trips be restricted based on origin, timing or destination of the may enact trip to control the expenditure of funds overtime? restrictions if necessitated by budget conditions. H. Since the subrecipient can only use RGP funds to pay for 90% of the cost of a trip, will the Yes, along with Community Transit System use fare revenue to generate the local 10% match requirement for New Hanover RGP funds? County funds If yes, how much will the fare be? $2.00 If yes, how will the fare revenue be used? Matching funds Rural General Public ri anrportation Program Question-s (con't) ;l.. or No If no, describe the source of the required matching funds? NIA I. Will RGP funded trips be coordinated with human service agency trips? Yes J. How will the Community Transit System market the proposed RGP funded services? Wave Transit markets RCP routes with other fixed routes. Additionally, Wave Transit Staff attends public speaking and civic events throughout the year in order to provide information to all individuals about this service. K. Will the Community Transit System use any of their RGP sub - allocation as matching funds for any of the following programs? (Matchingfunds for operating assistance only) 5310 — Elderly Individuals and Individuals with Disabilities Program 5311 - Non - urbanized Area Formula Program No 5316 — Job Access and Reverse Commute Program (JARC) 5317 — New Freedom Program L. Is any part of the county in an urbanized area according to the 2010 census? Yes M. 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 discontinuation of transportation services? 9 New Hanover County Finance Director will be aware of funds expended and determination will be made if additional funds are needed. Wave Transit will support RGP using general and operating funds if RGP funds are expended. N m t U) O C O Q O a a a 0 r O N LL �1 N a m m c +1 x 0 0 E w Z �IIYIIIIIN� ��IIN�IIIIIII IIII IIIII �1 N a m m c +1 x 0 0 E w Z