Www.drpt.virginia.gov DRPT Transit/TDM Grantee Webinar December 2012 Kevin Page Chief Operating Officer Steve Pittard Chief Financial Officer

www.drpt.virginia.gov

DRPT Transit/TDM Grantee Webinar

December 2012

Kevin Page Chief Operating Officer

Steve PittardChief Financial Officer

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Transit/TDM Grantee Workshops 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

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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

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Organization Chart

Thelma Drake

Director

Director’s Office:

James Dyke – NVTC and WMATA Board Member

Nancy Auth, Legal Support 1

Vacant #00039

Administrative Assistant to the Director

Steve PittardChief Financial Officer (#00021)

Kevin Page Chief Operating Officer

(#14041)

1Office of the Attorney General

Linda Maiden

DBE and Title VI Coordinator (#00053)

Amanda ReidelbachManager of Policy, Communications &

Administration (#00992)

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Finance and AdministrationSteve Pittard

Chief Financial Officer (#00021)

Scott Wells IT Manager

(#00026)

Jason Cheeks Web/Database

Application Developer (#00060)

Joli Huelskamp Web/Database

Application Developer (#00068)

Lynne McCarthyPublic Relations and Marketing

Coordinator (#00052)

VacantCommunications

Specialist (#00051)

Jamie Motley Director of Financial Planning and Budget

(#07201)

Marie Berry Mgr of Financial

Programming (#00032)

Patrice StrachanLead Financial

Compliance Analyst (#00056)

Donnie KarabaichAudit Manager

(#00027)

Ashley NusbaumFinancial

Compliance & Procurement

Analyst (#00003)Aqueelah Walker

Financial Compliance

Analyst (#00058)

Judith Gifford Director of Accounting

and Administration (#00986)

Vanessa Harding Accountant (#00002)

Tashiba JohnsonFiscal Technician/

Administration Specialist (#00059)

Kurt Pastuszak Controller (#00991)

Amanda Reidelbach Mgr of Policy,

Communications & Administration

(#00992)

Sarah JacksonReceptionist

(#00015) VacantFinancial Reporting

Analyst (#TBD)

Angela Thompson Mgr of Budget &


(#00988)

John GarofaloSpecial Projects

(P-14)

Vacant – On HoldAdministrative Assistant to the

Director (#00039)

VacantFinancial

Compliance Analyst (#00057)

Sara Johnson-Ward


Analyst (P-14)

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Rail and Transit

Velvet WalkerManager of Rail State

Safety OversightAgency Emergency

Preparedness (#00055)

Sharmila Samarasinghe

Manager of Safety, Security & Emergency Preparedness (#14045)

David HarlanEngineering and Safety Manager

(#00035)

Michael ToddRail Corridor &

Planning Program Manager (#00064)

Jeremy LatimerManager of Rail

Preservation and Rail Industrial Access

Programs (#00062)

Jacob CraigRail and Transit

Project Execution Manager (#00065)

Amy InmanManager of Transit Planning (#00038)

Kimberly PryorPlanning and Mobility

Programs Administrator (#00989)

Tim RoseboomStatewide Transit Planner (#00040)

Phil DeLeonDulles Corridor

Project Coordinator (#00036)

David AwbreyTransit Project

Manager (#00006)

Kathy LeidichTransit Project

Manager (#00033)

John MahoneyHuman Service

Transportation Project Manager (#13249)

Steve HennesseeTransit Project

Manager (#00034)

Terry BrownPublic Transportation

Programs Administrator

(#000987)

Lisa DuMetz-RosierMobility Program

Project Administrator-Northern Virginia

(#00024)

Chris Arabia Manager of Mobility Programs (#00031)

Thomas Freeman Rail Transportation

Programs Administrator

(#00990)

Omar NeckoManager of Rail

Enhancement and Corridor Programs

(#00066)

Neil ShermanTransit Project

Manager (#00061)

Joe SwartzProgram Manager – WMATA Funding Oversight (#00005)

Emily StockManager of Rail

Planning (#00063)

Linda MaidenRail and Transit Program Analyst

(#00053)

Kevin Page Chief Operating Officer (#14041)

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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


PUBLIC TRANSPORTATION PROGRAMS

MAP-21, GRANTS MANAGEMENT, CAPITAL REVIEW

Terry Brown

Public Transportation Programs Administrator

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MAP-21 Changes

Grants Management Methodology

Capital Facility and Infrastructure Review

Program

9

Presentation Overview

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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

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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.

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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.

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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.

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Grants Management Methodology

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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

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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

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Capital Facility and Infrastructure Review Program

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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

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Questions?


FISCAL

OLGA, CONTRACTING, INVOICING

Jamie Motley

Director of Financial Planning and Budget

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Questions?


PLANNING AND MOBILITY PROGRAMS

SJ297

Amy Inman

Manager of Transit Planning

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Overview

Operating Assistance Methodology

Capital Assistance Methodology

Recommendations

Statewide Transit and TDM Plan Needs

Assessment

Next Steps

Presentation Overview

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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

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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

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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

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Operating Assistance Methodology

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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

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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

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Recommended Operating AssistanceHybrid Allocation Approach

Formula-Based50%

Net CostPer

Revenue Hour

12.5%

Customers Per

Revenue Hour

12.5%

State Operating Assistance Allocation from DRPT

100%

Operating Expenses

25%

Ridership25%

Net CostPer

Revenue Mile

12.5%

Performance-Based50%

CustomersPer

Revenue Mile

12.5%

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Overall funds allocated tometrics based on weights

Funds for each metric distributed proportionallyto agencies based on their relative share of total costs

Formula-Based Allocation

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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 pooldistributed to agencies based on performance

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Formation of Peer Groups

– Service Area Population

– Service Area Population Density

– Ridership

– Operating Cost

– Peak Vehicles

– Steel Wheeled vs. Rubber Wheeled

Operating Assistance Performance Based Allocation

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Capital Assistance Methodology

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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)

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%

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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

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Recommendations

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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

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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

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Recommendations

Transition Assistance – 2015 100% Transition Assistance Funding– 2016 50% Transition Assistance Funding– 2017 100% Performance Based Funding Allocation

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DRPT Statewide Transit and TDM PlanNeeds Assessment

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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

Statewide Transit and TDM Plan

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Four themes for evaluating investment scenarios – Transit State of Good Repair (SGR)– Transit Capacity Enhancements– TDM Capacity Enhancements– Transit Major Capital Projects

Transit and TDM Investment Themes

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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 Investment Scenarios

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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

TDM Investment Scenarios

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Investment Scenario

Funding Needs/Revenues Capital Funds

(Millions YOE$)

O&M Funds

(Millions YOE$)

Transit TDM

Low

Investment

Total Funding Needs $15,892 $43,668 $739

Total Projected Revenue $12,439 $31,157 $482

Total Funding Gap $2,453 $12,511 $257

State Funding Gap

(maintaining state share)

$1,210 $3,963 $177

Moderate Investment

Total Funding Needs $42,515 $61,293 $897


Total Funding Gap $29,076 $30,136 $415

State Funding Gap


$7,717 $7,489 $304

High

Investment

Total Funding Needs $55,028 $67,606 $1,637


Total Funding Gap $41,589 $36,449 $1,155

State Funding Gap


$10,815 $8,751 $896M

Transit and TDM Investment Scenarios

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Questions?


PLANNING AND MOBILITY PROGRAMS

TRANSPORTATION DEMAND MANAGEMENT (TDM)

PROJECTS/PROGRAMS UPDATE

Christopher Arabia

Manager of Mobility Programs

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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.

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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

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Transportation Management Projects

REQUIRED: Submit detailed scope with application

Demonstrate benefit Use expense names for staff salaries & wages,

indirect costs, supplies, etc. Read Program Application Guidance and

Grantee Handbook Contact your DRPT grant manager for

assistance

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TDM Grant Administration

Invoice DRPT at least quarterly Submit grant extension requests 60 days prior to end of

project Grant extensions are not automatic Avoid food and beverage expenses

– Use State per diem– Get prior approval from your DRPT grant manager– No food for meetings with staff or contractors

Travel– Get prior approval from your DRPT grant manager– Use State rates for staff and contractors– Show mileage (MapQuest, Google Maps, etc.)

Read Program Application Guidance and Grantee Handbook

Contact your DRPT grant manager for assistance

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Online resource – www.teleworkva.org– Set up checklist– Sample policy and teleworker agreement– Assessment tools– eLearning tools

• How to set up a telework program

• How to sell telework to management

• How to train teleworkers

• How to manage teleworkers

Guidance and resources

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Local Employer Outreach staff – sales force Learn about the Telework Tax Credit

assistance (www.tax.virginia.gov) Existing 60+ businesses in program being

managed by DRPT

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Telework Tax Credit

Up to $50,000 per business for taxable years 2012, 2013, 2014, 2015 and 2016– Up to $20,000 for a telework assessment – Up to $1,200 per employee for eligible expenses

Total statewide credits not to exceed $1 million annually

Businesses must pre-apply by completing the TEL-1 form and submit to Dept. of Taxation between Sept 1 and Oct 31

If credit applications exceed $1 million, then all credits will be allocated pro rata based on the requested amount.

Taxation will notify taxpayers of tentative credit allocations by December 31

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Telework Tax Credit

Businesses subject to income tax in Virginia Must create new teleworkers Must remove auto trips New teleworkers must telework at least one

day a week New teleworkers must sign a telework

agreement on or after July 1, 2012, but before January 1, 2017

Eligible expenses must be for the purpose of enabling telework, not a regular expense

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Questions?


Planning and Mobility Programs

PLANNING INITIATIVES

Kimberly Pryor

Planning and Mobility Programs Administrator

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Overview

TDP Updates CMAQ/RSTP Change 5303 Funding Formula UPWP Deadline

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TDP Updates

All public transit operators receiving state funding prepare, adopt, and submit a TDP– Full updates are required every six years– Update letters are required annually– Identify needs and required resources for modifying/enhancing services– Provide a basis funding requests and feed into the programming

process

TDP Update Letters and Constrained FY2014–FY 2019 Financial Plans due December 3, 2012– Submit to DRPT project managers– If FY2014 budget has not been approved, use the anticipated budget

and provide a schedule for when the approved budget is expected to be submitted

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CMAQ/RSTP Change

CMAQ and RSTP funded transit projects will be shown in DRPT’s portion of the SYIP in FY2014

Streamline process for flexing funds and project initiation Enables DRPT to accurately report on transit funding and

performance/accomplishments Clearly establishes project oversight upfront More consistent with how transit agencies are

accustomed to viewing project funding information Will be important to correctly identify projects as “VDOT”

or “DRPT” projects up-front

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5303 Funding Formula

5303 funds are provided to MPOs to support required metropolitan planning activities as outlined in the UPWP

Formula is being revised based on the 2010 Census DRPT is working with VDOT to evaluate multiple scenarios Formula must be developed in consultation with MPOs and FTA,

consider urbanized population, and provide an appropriate distribution to carry out the required cooperative planning process

DRPT proposal is to base 5303 funding levels on relative share of PL funds each MPO receives based on final scenario VDOT selects– If an MPO received 10% of the statewide total of PL funds based

on VDOT’s selected scenario, they will receive 10% of 5303 funds

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UPWP Deadline

OLGA will be open for UPWPs beginning December 1 through May 31

Certifications and assurances must be signed 20-30% of 5303 funds may be used for Administration DRPT will not apply for additional 5303 funds if an MPO

still has two full years of funds remaining on existing executed grant agreements

Include items necessary for MAP21 (e.g., freight planning, performance measures and targets, etc.)

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Questions?

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[email protected]

804-786-4440

Documents

Www.drpt.virginia.gov DRPT Transit/TDM Grantee Webinar December 2012 Kevin Page Chief Operating Officer Steve Pittard Chief Financial Officer