DRPT Transit/TDM Grantee Webinar December 2012 - PowerPoint PPT Presentation

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DRPT Transit/TDM Grantee Webinar December 2012 PowerPoint Presentation
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DRPT Transit/TDM Grantee Webinar December 2012

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  1. DRPT Transit/TDM Grantee WebinarDecember 2012 Kevin Page Chief Operating Officer Steve Pittard Chief Financial Officer

  2. Welcome and IntroductionToday’s Agenda • Opening Remarks • Webinar Logistics • Kevin Page (15 minutes) • Steve Pittard (15 minutes) • Transit (30 minutes) Terry Brown • MAP-21 Changes • Grants Management • Capital Facility and Infrastructure Review Program • Fiscal (60 minutes) Jamie Motley • New OLGA • Contracting • Invoicing • Planning and Mobility Programs • SJ297 (30 minutes) Amy Inman • TDM (30 minutes) Chris Arabia • Planning Initiatives (30 minutes) Kimberly Pryor Transit/TDM Grantee Workshops

  3. Organizational Update • DRPT’s progress since September 2011 transition to a new business model • Vacancies filled • Program administrator positions filled • All but 4 staff level positions filled • Initiated the transit facility construction review program • Initiated accountability and compliance program • New financial review of grant/project billings • OLGA grant administration expanded • Project performance compliance effort underway Transit/TDM Grantee Workshops

  4. Organization Chart Thelma Drake Director Director’s Office: James Dyke – NVTC and WMATA Board Member Nancy Auth, Legal Support 1 Linda Maiden DBE and Title VI Coordinator (#00053) Vacant #00039 Administrative Assistant to the Director Kevin Page Chief Operating Officer (#14041) Steve Pittard Chief Financial Officer (#00021) Amanda Reidelbach Manager of Policy, Communications & Administration (#00992) 1Office of the Attorney General Transit/TDM Grantee Workshops

  5. Finance and Administration Steve Pittard Chief Financial Officer (#00021) Scott Wells IT Manager (#00026) Judith Gifford Director of Accounting and Administration (#00986) Jamie Motley Director of Financial Planning and Budget (#07201) Jason Cheeks Web/Database Application Developer (#00060) Amanda Reidelbach Mgr of Policy, Communications & Administration (#00992) Marie Berry Mgr of Financial Programming (#00032) Angela Thompson Mgr of Budget & Financial Compliance (#00988) Donnie Karabaich Audit Manager (#00027) Kurt Pastuszak Controller (#00991) Vanessa Harding Accountant (#00002) Joli Huelskamp Web/Database Application Developer (#00068) Patrice Strachan Lead Financial Compliance Analyst (#00056) Ashley Nusbaum Financial Compliance & Procurement Analyst (#00003) Lynne McCarthy Public Relations and Marketing Coordinator (#00052) Tashiba Johnson Fiscal Technician/ Administration Specialist (#00059) Aqueelah Walker Financial Compliance Analyst (#00058) Vacant Financial Compliance Analyst (#00057) Vacant Communications Specialist (#00051) John Garofalo Special Projects (P-14) Sarah Jackson Receptionist (#00015) Sara Johnson-Ward Financial Compliance Analyst (P-14) Vacant Financial Reporting Analyst (#TBD) Vacant – On Hold Administrative Assistant to the Director (#00039) Transit/TDM Grantee Workshops

  6. Rail and Transit Kevin Page Chief Operating Officer (#14041) Kimberly Pryor Planning and Mobility Programs Administrator (#00989) David Harlan Engineering and Safety Manager (#00035) Linda Maiden Rail and Transit Program Analyst (#00053) Terry Brown Public Transportation Programs Administrator (#000987) Thomas Freeman Rail Transportation Programs Administrator (#00990) Phil DeLeon Dulles Corridor Project Coordinator (#00036) Amy Inman Manager of Transit Planning (#00038) Jacob Craig Rail and Transit Project Execution Manager (#00065) Joe Swartz Program Manager – WMATA Funding Oversight (#00005) Omar Necko Manager of Rail Enhancement and Corridor Programs (#00066) Tim Roseboom Statewide Transit Planner (#00040) Sharmila Samarasinghe Manager of Safety, Security & Emergency Preparedness (#14045) David Awbrey Transit Project Manager (#00006) Jeremy Latimer Manager of Rail Preservation and Rail Industrial Access Programs (#00062) Emily Stock Manager of Rail Planning (#00063) Neil Sherman Transit Project Manager (#00061) Velvet Walker Manager of Rail State Safety Oversight Agency Emergency Preparedness (#00055) Michael Todd Rail Corridor & Planning Program Manager (#00064) Kathy Leidich Transit Project Manager (#00033) Chris Arabia Manager of Mobility Programs (#00031) Steve Hennessee Transit Project Manager (#00034) Lisa DuMetz-Rosier Mobility Program Project Administrator- Northern Virginia (#00024) John Mahoney Human Service Transportation Project Manager (#13249) Transit/TDM Grantee Workshops

  7. Points of Emphasis • FY2014 Grant Application Process begins December 1 • General Ledger/Comprehensive Annual Financial Audit must be submitted by February 1, 2013 • Revenue estimate for FY2014 • Consider 80% state participation for Vehicles and 50% state participation for other capital items • Consider 17.5% state operating subsidy • SJ297 report submission pending • Engineering Review of capital/facility items • OLGA will go live system wide December 15 • Cradle to Grave grant administration Transit/TDM Grantee Workshops

  8. PUBLIC TRANSPORTATION PROGRAMSMAP-21, GRANTS MANAGEMENT, CAPITAL REVIEW Terry Brown Public Transportation Programs Administrator

  9. MAP-21 Changes Grants Management Methodology Capital Facility and Infrastructure Review Program Presentation Overview 9 Transit/TDM Grantee Workshops

  10. MAP-21 Funding Federal Transit Administration Programs Sec. 5307 Urban Transit Formula Assistance Sec. 5309 Capital Sec. 5310 Elderly & Disabled Sec. 5311 Rural Transit Formula Grants Sec. 5316 Job Access/Reverse Commute Sec. 5317 New Freedom 10 Transit/TDM Grantee Workshops

  11. Section 5307 – Urban Formula Assistance MAP-21 continues the Section 5307 program with a few key changes The biggest difference it brings to the Section 5307 program is the addition of a tier of funding based on areas' share of low-income population. Overall Section 5307 funding rises by 7 percent by FY 2014. Large Urbans will be able to apply a portion of their 5307 funding to operating, based upon the entity’s fleet size. 11 Transit/TDM Grantee Workshops

  12. Section 5310 – Elderly and Disabled Projects will continue to be derived from a locally developed coordinated human services transportation plan. Apportioned in a fashion similar to the current New Freedom – 60% allocated to large urbanized area; 20% to states for urbanized areas under 200k and 20% to states for rural areas. New Freedom (FTA 5317) is combined with 5310. DRPT has some small balances of 5317 available under SAFETEA-LU. We will continue to accept applications for New Freedom projects. 12 Transit/TDM Grantee Workshops

  13. Section 5311 – Rural Transit Operating and Capital • Total program will grow 30% from 2012 to 2014 levels. • Rural transit assets will be included in the nationwide transit asset management system. • Rural transit will have to participate in the FTA transit safety and security program. • FTA Section 5316 funds will be moved into the Rural program. • Rural Transit has been oversubscribed of late. Possible that 5311 funding will fall below 50% of operating deficit. Transit/TDM Grantee Workshops

  14. Grants Management Methodology Transit/TDM Grantee Workshops

  15. Quarterly Reviews vs Project Management Developed quarterly review process two years ago to address large inventory of aging and inactive grants With grantee assistance, brought grants under control Now moving more towards project management focus Will lead to documentation of a more thorough understanding of individual projects. Should also result in a decrease in paperwork Will also lead to DRPT Project Managers talking to grantee project managers for larger projects, rather than dealing with grants personnel 15 Transit/TDM Grantee Workshops

  16. Quarterly Reviews vs Project Management Results? Fewer phone calls from us asking for an update on a project right now! Better understanding of cash flow needs on an ongoing basis Lower loss of institutional knowledge due to staff turnover 16 Transit/TDM Grantee Workshops

  17. Capital Facility and Infrastructure Review Program 17 Transit/TDM Grantee Workshops

  18. Capital Facility and Infrastructure Review Program DRPT will now be involved in value engineering for large construction projects New focus based on development of past facilities which provided too much capacity or which did not adequately meet the needs of the grantee 18 Transit/TDM Grantee Workshops

  19. Questions? Transit/TDM Grantee Workshops

  20. FISCALOLGA, CONTRACTING, INVOICINGJamie MotleyDirector of Financial Planning and Budget

  21. Questions? Transit/TDM Grantee Workshops

  22. PLANNING AND MOBILITY PROGRAMSSJ297 Amy Inman Manager of Transit Planning

  23. Overview Operating Assistance Methodology Capital Assistance Methodology Recommendations Statewide Transit and TDM Plan Needs Assessment Next Steps Presentation Overview Transit/TDM Grantee Workshops

  24. Senate Joint Resolution No. 297 In February 2011, The General Assembly passed Senate Joint Resolution 297 (SJR297), which directed the Virginia Department of Rail and Public Transportation to study key issues relating to the distribution of funding to transit agencies within the Commonwealth of Virginia. In conducting its study, DRPT shall study, but not be limited to the following issues: Performance Prioritization Stability Allocation Transit/TDM Grantee Workshops

  25. Study Approach Convened SJR 297 Funding Study Advisory Committee Review and documentation of existing funding allocation models and practices Conducted best practice peer review and analysis of nationwide trends for public transportation funding allocation Examined options for distribution of State operating and capital assistance Identified data needs for use in potential allocation of funds Developed recommendations for allocating State operating and capital assistance Conducted needs assessment as part of a separate, but parallel process Transit/TDM Grantee Workshops

  26. Key SJR 297 Dates February 2011: General Assembly Approved SJR 297 June 16, 2011: Kickoff meeting of Funding Study Advisory Committee August 3, 2011: Funding Study Advisory Committee meeting September 14, 2011: Funding Study Advisory Committee meeting May 7, 2012: Funding Study Advisory Committee meeting July 18, 2012: SJR 297 CTB Briefing July 30, 2012: Funding Study Advisory Committee meeting September 6, 2012: Presentation of SJR 297 findings to transit community Transit/TDM Grantee Workshops

  27. Operating Assistance Methodology Transit/TDM Grantee Workshops

  28. Current Operating Assistance Funding Allocation Current funding allocation formula is based on one factor, operating cost The amount of operating assistance provided to each grantee is equivalent to the relative share of expenditures for each of the State’s various transit providers proportional to all transit providers’ expenditures The operating assistance formula does not distinguish between transit service type or area in which the service is delivered No direct link to the Commonwealth Transportation Board’s policy goals The funding allocation is based on two year old data Ineligible versus eligible costs add unnecessary complexities Data can be validated based on audited information Transit/TDM Grantee Workshops

  29. Recommended Operating Assistance Allocation Methodology • Applies only to state operating assistance program • Based on a hybrid model where 50% of funding is allocated by formula and 50% of funding is allocated based on performance • Performance is based on industry standard performance measures • Recommending a three-year transition period beginning in FY2015 • Rewards efficient, customer oriented, performance • Demonstrate the funding needs of transit operators and importance of increased funding Transit/TDM Grantee Workshops

  30. Recommended Operating AssistanceHybrid Allocation Approach State Operating Assistance Allocation from DRPT 100% Performance- Based 50% Formula- Based 50% Ridership 25% Operating Expenses 25% Customers Per Revenue Hour 12.5% Net Cost Per Revenue Hour 12.5% Customers Per Revenue Mile 12.5% Net Cost Per Revenue Mile 12.5% Transit/TDM Grantee Workshops

  31. Formula-Based Allocation Overall funds allocated to metrics based on weights Funds for each metric distributed proportionally to agencies based on their relative share of total costs Transit/TDM Grantee Workshops

  32. Performance-Based Allocation Peer groups of similar agencies created Funds in each metric pool allocated to peer groups based on size Funds in each peer group metric pool distributed to agencies based on performance Transit/TDM Grantee Workshops

  33. Operating Assistance Performance Based Allocation Formation of Peer Groups – Service Area Population – Service Area Population Density – Ridership – Operating Cost – Peak Vehicles – Steel Wheeled vs. Rubber Wheeled Transit/TDM Grantee Workshops

  34. Capital Assistance Methodology Transit/TDM Grantee Workshops

  35. Current Capital Assistance Funding and Allocation Mass Transit Trust Fund (MTTF) - Twenty-five percent, approximately $30M annually, of the MTTF - Allocate based on non-federal share of project compared to total for all projects - Application driven process - No flexibility to prioritize funding - All capital items under this program funded at the same blended rate as bonds, approximately 50% Mass Transit Capital Fund - Bond funding will be exhausted by 2018 - Application driven process - Flexibility to prioritize funding - Ability to fund State of Good Repair at 80%(ex. rolling stock replacement and major mid-life overhauls) - Ability to fund other capital items at blended rate of 50%(ex. Bus shelters, sidewalks, landscaping, etc) Transit/TDM Grantee Workshops

  36. Recommended Capital Assistance Allocation • Continue application driven process • Allow flexibility to prioritize funding via a tiered approach • Example: Bus replacement and overhauls 20% total cost • Example: Bus shelters and bike racks 10% total cost • Example: Computers and landscaping 5% total cost • Revisit funding priorities every three to five years • Allow capital funds to supplement operating assistance Transit/TDM Grantee Workshops

  37. Recommendations Transit/TDM Grantee Workshops

  38. Recommendations Performance Revise the Code of Virginia to implement a hybrid formula and performance-based allocation system Prioritization Establish allocation processes that allow the CTB to prioritize capital investment decisions Stability Identify a source of transitional assistance to minimize impacts of implementing the new allocation system Establish a reserve fund to stabilize match ratios for capital and operating expenses Allocation Allow capital and special programs funds to be used to supplement operating funds Funds may not be allocated without requiring a local match from the recipient Transit/TDM Grantee Workshops

  39. Recommendations Capital and Operating Needs Document the gap between transit needs and available funding as part of the Statewide Transit and TDM Plan in order to advocate for increased funding to maximize the capacity of the existing infrastructure Findings will be incorporated into the SJ297 report Transit/TDM Grantee Workshops

  40. Recommendations Transition Assistance 2015 100% Transition Assistance Funding 2016 50% Transition Assistance Funding 2017 100% Performance Based Funding Allocation Transit/TDM Grantee Workshops

  41. DRPT Statewide Transit and TDM PlanNeeds Assessment Transit/TDM Grantee Workshops

  42. Statewide Transit and TDM Plan Currently underway with final plan in November 2012 Transit and TDM recommendations statewide for three themes and investment scenarios Capital and operating cost to support the transit and TDM recommendations for each investment scenario (Low, Moderate, High) Conducted needs assessment Develop Transit Resource Allocation Plan Stakeholder meetings next week Transit/TDM Grantee Workshops

  43. Transit and TDM Investment Themes Four themes for evaluating investment scenarios • Transit State of Good Repair (SGR) • Transit Capacity Enhancements • TDM Capacity Enhancements • Transit Major Capital Projects Transit/TDM Grantee Workshops

  44. Transit Investment Scenarios Low Investment • Addresses SGR for existing vehicles • Maintains existing service levels plus TDP commitments, escalates costs for inflation (3%) • Assumes Major Capital Projects currently under development Moderate Investment • Addresses SGR for existing and future growth vehicles • Increases service levels • TDPs through 2018 • Service level growth consistent with area population growth 2019 through 2040 • Assumes Lower Level of Major Capital Project Investment High Investment • Addresses SGR for existing and future growth vehicles • Increases service levels • Moderate Growth plus • 3% service hour growth / year – Top quartile performers • 2% service hour growth / year – 2nd quartile performers • Assumes High Level of Major Capital Project Investment Transit/TDM Grantee Workshops

  45. TDM Investment Scenarios Low Investment • Maintains existing service levels for existing TDM programs with no growth • Costs escalated for inflation at 3% per year Moderate Investment • Closes geographic gaps to expand to a statewide TDM program while maintaining existing service levels • TDM services increased to keep up with population growth and area type changes • Costs escalated for inflation at 3% per year High Investment • Closes geographic gaps to provide statewide TDM service and increases service levels to recommended levels based on area type • TDM services increased to keep up with population growth and area type changes • Costs escalated for inflation at 3% per year Transit/TDM Grantee Workshops

  46. Transit and TDM Investment Scenarios Transit/TDM Grantee Workshops

  47. Questions? Transit/TDM Grantee Workshops

  48. PLANNING AND MOBILITY PROGRAMS TRANSPORTATION DEMAND MANAGEMENT (TDM) PROJECTS/PROGRAMS UPDATE Christopher Arabia Manager of Mobility Programs

  49. TDM Grant Applications TDM Operating Assistance • Competitive application process • No guarantee you will receive a grant amount equal to what you received last year • Show need • REQUIRED: A detailed Annual Work Plan submitted with application for TDM Operating Assistance • Use expense names for staff salaries & wages, indirect costs, supplies, etc. Transit/TDM Grantee Workshops

  50. TDM Grant Applications TDM Operating Assistance (continued) • Balanced marketing of TDM (carpool, vanpool, bike, transit, employer outreach, telework, etc.) • Staff must work on TDM program • Read Program Application Guidance and Grantee Handbook • Contact your DRPT grant manager for assistance Transit/TDM Grantee Workshops