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HomeMy WebLinkAbout930300.tiff RESOLUTION RE: APPROVE APPLICATION FOR FINANCIAL ASSISTANCE TO COLORADO DEPARTMENT OF TRANSPORTATION FOR SECTION 18 FTA FUNDS AND AUTHORIZE CHAIRMAN TO SIGN WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board has been presented with an Application for Financial Assistance for Section 18 FTA Funds between Colorado Department of Transportation and Weld County, Colorado, with the terms and conditions being as stated in said application, and WHEREAS, after review, the Board deems it advisable to approve said application, a copy of which is attached hereto and incorporated herein by reference. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the Application for Financial Assistance for Section 18 FTA Funds between Colorado Department of Transportation and Weld County, Colorado, be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chairman be, and hereby is, authorized to sign said application. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 12th day of April, A.D. , 1993. J , /^ BOARD OF COUNTY COMMISSIONERS ATTEST: f ��, � WELD COUNTY, COLORADO k vim ,Weld County Cler to the Board , Constance L. Ha ert, Chairman BY: �i1!/l L � eputy Cle to the Boar W. H. ebster, Pro �/'- ! I may/ APPROVED/S TO FORM: e' �� C . 7 / eorge Baxter JC Count A Attorney z Dale K. Hall7 Barbara J. Kirkme er 930300 c � 01)57 _ '-'A`_ ff EmORAnDUri WilkConstance L. Harbert, Chairman To Board of County Commissioners pate April 12, 1993 COLORADO From Walter J. Speckman, Executive Director, Human Resources Itheir Grant Application for 1994 Section 18 FTA Funds Subject: Enclosed for Board approval is a grant application to the Colorado Department of Transportation for Section 18 FTA (Federal Transportation Administration) funds to support transportation services to the elderly and disabled of rural Weld County. We are requesting $35,000 to cover administration and operating expenses for a proportionate share of the Transportation Program. Emphasis for need is on maintaining current service levels. We are also requesting $54,000 in capital funds for office space or vehicle replacement. These funds are contingent on the availability of economic incentive monies projected for Colorado. The application is consistent with the needs of the Weld County Transit Development Plan and the transportation goals of the Area Agency on Aging. Section 18 funds under the FTA area competitive: funding is not guaranteed. Please call Linda Piper at 353-3816, extension 3320, if you have further questions. 936300 SECTION 18 APPLICANTS ONLY ASSURANCES APPLICATIONS FOR FEDERAL FUNDS UNDER SECTION 18 OF THE FEDERAL TRANSIT ACT OF 1991, AS AMENDED To the best of my knowledge, based on the information submitted in this application, as the duly authorized representative of Weld County Division of Human Resources (applicant) I make the following assurances to UMTA and the State of Colorado: A. The Applicant has the requisite fiscal, managerial, and legal capacity to carry out the Section 18 project described herein and to receive and disburse Federal funds. B. Some combination of State, local, federal and private funding sources has or will be committed by the applicant in a timely fashion to provide the required local share. C. The Applicant has, or will have by the time of delivery, sufficient funds to operate the vehicles and/or equipment purchased under this project, as applicable. D. The Applicant assures affirmative compliance with Title VI of the Civil Rights Act of 1964 and related statutes. E. The needs of elderly and handicapped persons have been addressed by the Applicant. F. The Applicant has demonstrated acceptable efforts to achieve coordination with other transportation providers and users, including social service agencies capable of purchasing service. a The Applicant will comply with the applicable provisions of the guidelines relative to charter bus and school bus operations. H. The Applicant has worked to ensure the continuation of existing revenues to complement Section 18 funds. The Applicant will establish and implement an anti drug program, if and when directed by UMTA. J. The Applicant will implement policies and procedures to ensure compliance with the provisions of the Americans with Disabilities Act of 1990. K. -The Applicant will provide a fair and timely opportunity to private sector operators to participate in the project. Name Constance L. Harbert, Chairman Signatun 0�fNV/93 Title Chairman, Board of County Commissioners Date April 12 , 1993 10 930 :^0 COLORADO DEPARTMENT OF TRANSPORTATION ALL APPLICANTS FTA GRANT APPLICATION FORM APPLICATION FOR FINANCIAL ASSISTANCE I. NAME OF APPLICANT ORGANIZATION: 2. CONTACT PERSON: Linda Piper Weld County Division of Human Resources TELEPHONE NUMBER: (303) 353-3816 3. ADDRESS: 1551 N. 17th Ave. 4. AREA(S) TO BE SERVED: P.O. Box 1805 Weld County Greeley, CO 80632 5. OPERATING DATA 1992 1993(est.) 1994(est.) One way passenger trips per month 15,885 16 350 16,420 Vehicle hours per month 3 245 3 150 33,450 Vehicle miles per month 57 420 63 000 65,000 6. ESTIMATED % OF PASSENGERS WITHIN THE 7. ESTIMATED % OF PASSENGER TRIPS WITHIN FOLLOWING GROUPS: THE FOLLOWING GROUPS: Asian or Pacific Islander 0 Non Disabled> 60 1 Black 0 Disabled> 60 20 Hispanic 40 Disabled < 60 68 Native American Indian or Alaskan 0 General Public 11 White 60 Total 100% 8. FEDERAL FUNDS REQUESTED: Sect. 16 Sect. 18 Either Capital $43,200 Operating $29,575 Administrative $5,425 9. I HEREBY CERTIFY THAT I HAVE REVIEWED THE APPLICATION AND THAT ALL INFORMATION CONTAINED HEREIN IS TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE. NAME TITLE Weld County Board of Commissioners Chairman SIGNATURE DATE / 04/12/93 ,Q s!y/n�zlieJ �t�%'e c. 04/14/93 APPLICATIONS MUST BE RECEIVED AT: COLORADO DEPARTMENT OF HIGHWAYS, DIVISION OF TRANSPORTATION DEVELOPMENT, TRANSIT UNIT, ROOM 212 4201 E. ARKANSAS AVENUE, DENVER, COLORADO 80222 APPLICATIONS WILL NOT BE ACCEPTED AFTER 5:00 P.M., APRIL 15, 1993 APPLICATIONS RECEIVED AFTER 5:00 P.M. APRIL 15, 1993 WILL BE RETURNED 1 936300 OuLlYZG Z a., c o L 4 Z ≥.ro ago Cr) O am Eroa Z H c a c ; m U Q _ m a .o cry �fP O N m c_ Z 0 c m 5 c W v ' E - - - _ a c o Cu) ^ 0 \ \ \ \ = 5 2 co 2 H m z cc uo,. 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'-) 4 '0 3 0 .-I m m m at m m 4 O c'3 .T ro m - . r < a 2 9 970 7OO ESTIMATED 1994 BUDGET SUMMARY ALL APPLICANTS Table A ESTIMATED 1994 INCOME Source Amount Income (from Table D) $833,464 From reserve / savings $0 TOTAL $833,464 Table B ESTIMATED 1994 EXPENDITURES TOTAL Eligible FTA Match For FTA Funded Needed To Reserve Fund Administration $80,700 $7,750 $5,425 (70%) $2,325 (30 Operating $698,764 $59,150 $29,575 (50%) $29,575 (50 Capital $54,000 $54,000 $43,200 (80%) $10,800 (20 TOTAL $833,464 $120,900 $78,200 $42,700 Table C SOURCES OF MATCH Match Required- $42,700 Source(s) Amount Source(s) Amount City of Greeley $8,500 WELDCOS $8,000 CDSI $250,000 Weld County Donated: Unrestricted License Plates $9,675 Federal Funds: Office Space $17,640 Head Start $161,340 Parking Lot $12,000 Migrant Head Start $128,872 Gas Discount $29,700 CSBG $43,122 Utilities $3,565 Total $672,414 2 930300 SECT. 18 ON.,Y APPLICANTS ONLY Table D SOURCES OF INCOME 1992 1993 1994 Funding Source Actual Estimated Proposed Rider Donations $0 $1,000 $1,000 Fares FTA Sect. 16 FTA Sect. 18 $10,300 $31,703 $78,200 City of Greeley $8,312 $8,500 $8,500 CDSI $242,108 $250,000 $250,000 WELDCOS $8,000 $8,000 $8,000 Head Start $153,479 $158,380 $161,340 Migrant Head Start $93,072 $114,626 $128,872 CSBG $62,844 $46,700 $43,122 AAA Senior Nutrition $37,647 $38,859 $39,500 JTPA $6,123 $6,325 $6,550 Preschool $31,546 $33,100 $35,800 Weld County Donated: License Plates $9,288 $9,400 $9,675 Office Space $17,640 $17,640 $17,640 Parking Lot $12,000 $12,000 $12,000 Gas Discount $28,480 $29,000 $29,700 Utilities $3,228 $3,432 $3,565 Subtotal $724,067 $768,665 $833,464 3 SECT. 18 APPLICANTS ONLY Table E PART A PARTICIPATION LEVEL * NOT APPLICABLE TO OUR PROGRAM * Non-Urbanized Total Trips /Trips PART B Seasonal Operating Hours 1st Qtr. 2nd Qtr. Lowest Qtr. = ( )/3= 3rd Qtr. x 12 4th Qtr. Total Divided By "Total" YEAR ROUND PARTICIPATION LEVEL" Table F ALL APPLICANTS CAPITAL BUDGET 1992 1993 1994 Item Actual Estimated Proposed VEHICLES $0 $0 $54,000 Option 2 EQUIPMENT $0 $0 $0 FACILITIES $0 $0 $54,000 Option 1 TOTAL $0 $0 $54,000 4 9'1,0300 SECT. 18 APPLICANTS ONLY Table G ADMINISTRATION BUDGET 1994 1994 1992 1993 Proposed Eligible Actual Estim. Expense In-Kind for FTA Labor $41,809 $43,900 $45,200 $4,044 Fringe & Benefits $9,170 $10,625 $10,825 $1,276 Services $1,911 $2,005 $2,165 $105 Materials & Supplies $1,700 $1,885 $1,920 Utilities $2,106 $2,220 $2,325 $2,325 $2,325 Insurance Leases $17,640 $17,640 $17,640 $17,640 Miscellaneous $570 $625 Purchased Trans. Service Licenses & Taxes TOTAL $74,906 $78,275 $80,700 $19,965 $7,750 70% UMTA Share $5,425 30% Local Share $2,325 5 930300 ALL APPLICANT Table H OPERATING BUDGET 1994 1994 1992 1993 Proposed Eligible Actual Estim. Expense In-Kind for FTA Labor $263,210 $289,080 $300,620 $14,419 Fringe& Benefits $57,727 $51,265 $66,134 $4,066 Services $175,401 $224,373 $178,325 $11,437 Materials & Supplies $129,974 $103,090 $130,218 $29,700 $16,436 Utilities $1,156 $1,182 $1,340 $1,340 $1,340 Insurance Leases $12,000 $12,000 $12,000 $12,000 $12,000 Miscellaneous $405 $452 $452 Purchased Trans. Service Licenses &Taxes $9,288 $9,400 $9,675 $9,675 TOTAL $649,161 $690,390 $698,764 $52,715 $60,150 Less Operating Revenue $1,000 Projected Deficit $59,150 50% Shared by UMTA $29,575 50% Local Share $29,575 6 930300 0612006 L ) [ 0 / % 7 - > _ } kk } H e / j 3 U \ A cy / en / ) ) r Rao \ Ls .t2 [ 7 { \ t } ® / ) % ; ; \ p \ ) \ ) ) ) m { es uw / ) ) _ ¢ R \ U OO / \\ & \ f / H C3 2 - N in ic - - N- - - / < * r 7t , _ a 0 \a ) o @ w a or a w p 0 (.) w O I;_; f = z m e a c a c a e a c s z a e a s a e a 0) LL AC 2 3q r p H w z H W z W Q W In m W QI I I I '. II M If I i I 3 I ! 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CC 2 § CI > U § I u Z S \ \ \ \ w \ - % co $ r \ I 2 W 2 0 tO OD\ CO § > k § _ t _ D D O _ D g \ « » » I— < I— 2 Ca $ y \ < : « / § Z2 ( 0 0 k Z2 § § cro to N- c0 co c0 c0m t0 m CO c0 a c0 2 > ) \ \ � � = j c uj & ? > >> tti \ \\ > gofl) d ° ^ & 8cs k � / 0 C3 J k 0 0 920]00 SECTION 16 APPLICANTS ONLY RESOLUTION We, the Governing Body of (applicant) in approving the submission of the attached application, certify: A. The Applicant is a private non-profit organization incorporated in the State of Colorado. B. The Applicant has the requisite fiscal, managerial, and legal capacity to carry out the Section 16 project described herein and to receive and disburse Federal funds. C. The Applicant has or will have by the time of delivery, sufficient funds to purchace and operate the vehicles and/or equipment purchased under this project, as applicable. D. The Applicant assures affirmative compliance with Title VI of the Civil Rights Act of 1964 and related statutes. E. The needs of elderly and handicapped persons have been addressed by the Applicant. F. The Applicant has demonstrated acceptable efforts to achieve coordination with other transportation providers and users, including social service agencies capable of purchasing service. G. The Applicant will implement policies and procedures to ensure compliance with the provisions of the Americans with Disabilities Act of 1990. K. The Applicant will provide a fair and timely opportunity to private sector operators to participate in the project. Name Signature Title Date N/A r 11 920390 CURRENT SERVICE DESCRIPTION ALL APPLICANTS A. DESCRIPTION OF ORGANIZATION Weld County Division of Human Resources (WCDHR) is a non profit governmental agency. The Executive Director is hired by the Weld County Board of Commissioners. The Board of Commissioners is the legal grantee for all funds dispersed to WCDHR and is the legal policy making Board for the Division. WCDHR is responsible for a wide range of public assistance programs funded primarily with federal funds. However, state and local funds are awarded to the organization as well. The total budget of Human Resources averages 4.5 million per year. The WCDHR Transportation Program began in 1973 with 3 mini buses used primarily for the elderly and handicapped and provided services county wide. In March of 1975 this operation was combined with the Head Start transportation operation increasing the fleet to 8 vehicles. Between 1976 and 1979 the program grew to include transportation services for the Summer Migrant Program, the Senior Nutrition Program of the Area Agency on Aging, the Welfare Diversion Program (currently call New Directions) with the Employment Services Unit, and services through a major contract with the Weld County Community Center Board, now called Centennial Developmental Services, Inc. In 1989 WCDHR applied for and received funds from CDOT to conduct its first TDP. In 1990 the WCDHR Transportation Program was awarded first time FTA Section 18 funds to expand services to the general public in designated rural areas of Weld County. The WCDHR Transportation staff includes a full time coordinator, 2 full time dispatchers, 2 full time drivers, and 28 part time drivers. WCDHR vehicles are included under a single contract to maintain all of Weld County's vehicles. Mechanics are assigned to service the vehicles from a pool of mechanics. Office support is provided from the main office of WCDHR for administrative, secretarial, personnel, and fiscal support. A proportionate share of FTE time of service from these functions is allocated to transportation overhead based on time accounting completed on a weekly basis by the fiscal staff. B. CURRENT LEVELS OF SERVICE The boundaries of Weld County delineate the primary service area for the WCDHR Transportation Program, however, because of service needs for the summer Migrant Head Start Program, the Employment Program, and health service related trips for the elderly and disabled, vehicles travel to Larimer, Boulder, Adams, Arapaho, and Denver Counties. Within Weld County all areas are covered with somewhat less frequent service to the far eastern and northern sectors of the county. According to the 1990 census figures, the total population of Weld County is at 131,821 persons. 12 sa0 ego Service Description Cont'd The Transportation Program is open five days per week, 52 weeks per year. During the summer buses begin routes as early as 4:00 a.m. and end routes as late as 8:30 p.m. In the winter some routes will begin at 5:00 a.m. and end at 6:30 p.m. Special requests for service are handled on weekends and evenings. The number of routes per day average between 135 and 150 Peak service is early morning, noon, and late afternoon. Every attempt is made to schedule service to the elderly and disabled and the public between these peak hours of demand. Seasonal fluctuations have been minimized due to the growth of the summer Migrant Head Start Program which has been extended over a larger portion of the summer. Other factors which influence fluctuations in service is the Christmas holiday season when many programs are closed for vacations and when there are transition days between the beginning and ending times of programs usually associated with program or school years. D. CURRENT VEHICLE USAGE The number of vehicles used in regular daily service currently averages between 36 and 39 vehicles. At peak hours an average of 32 vehicles are utilized. During our slowest periods of the day an average of 20 vehicles are utilized. Three (3) vehicles are designated as "backup" for breakdowns and when vehicles are scheduled for regular maintenance. E. MARKETING Marketing of the program occurs through regular communication with Human Service groups such as the Long Term Coordinating Committee (meets monthly) , the Weld County Senior Aide Coordinators (meets monthly) , the Transit Committee (meets monthly) , announcements in county newspapers (publish weekly) , Senior Center newsletters (monthly) , and brochures. Agency vehicles are marked with the Weld County Government Seal. Vehicles are not specifically marked as open to the public; however the Weld County Seal indicates that the vehicle is government owned and operated. The majority of riders are categorized as special populations which include, children, youth, unemployed in training, physically and mentally disabled, and elderly. The general public is welcome on non contracted routes (those supported in part by Section 18 funds) . The availability of this service is communicated through local newspapers, newsletters, network meetings, and a brochure. (See Att. A-1) 12a 970100 PROPOSED PROJECT ALL APPLICANTS A. PROPOSED SERVICE FOR FY 1993 The Grantee will operate a modified demand response system (our term to describe regular routes to rural towns which are built around a call in system to a local coordinator) for the residents of Weld County excluding the City of Greeley. This service will be available to both incorporated and unincorporated areas of the county. This service shall be available to the general public with a significant number of ridership being comprised of elderly, disabled, and low income individuals. Although not currently in place, a 1993 goal is to establish some form of rider contribution system for transportation service. The Weld County Transportation System will provide service in rural Weld County through the following route schedule: Area Days Hours Vehicles Eaton 2 x per month 9:30 - 1:30 1 Ault 1 x per week 11:00 - 2:30 1 Windsor 1 x per week 9:30 - 2:00 1 addtl 1 x per month 12:30 - 2:00 1 Johnstown 1 x per week 9:30 - 2:00 1 addtl 1 x per month 9:00 - 2:00 1 Milliken 1 x week 9:30 - 2:00 1 Tri Town 2 x per week 9:30 - 2:00 2 Erie 1 x per week 9:30 - 2:00 1 Fort Lupton 3 x week 9:30 - 2:00 1 Platteville 3 x week 9:30 - 2:00 1 Hudson 2 x month 9:00 - 2:00 1 Keenesburg 2 x month 9:00 - 2:00 1 Lochbuie 1 x month 9:00 - 2:00 1 Kersey 1 x week 10:00 - 1:30 1 Gilcrest 1 x week 9:00 - 2:00 1 Severance Call In Varies 1 Hill N Park 1 x week 9:00 - 2:00 1 (unincorporated mobile home village) Nunn Call In Varies 1 We are not proposing any new or expanded services for the Weld County Transportation System in FY 1994 given the limitation of resources at the present time. We are seeking, with the proposal, to maintain current service levels. Increase in frequency of service to established pick up points would be possible only if changes in other transportation program services were changed or were modified allowing increased coordination over that which is currently occurs. 13 920190 Proposed Project Cont'd We are applying for FTA funds to fund a proportionate share of the total mini bus system, excluding any services we provide contractually for special populations. B. JUSTIFICATION FOR EXPANDED SERVICE N/A C. CAPITAL EQUIPMENT REQUEST Based on the request of the Department of Transportation, we have anticipated a capital improvement request which is dependent, we understand, on receipt of economic incentive funds. We are requesting $54,000 to build a small (900 sq. ft. ) transportation office that would include a dispatch office, a director's office, a training room and rest rooms. Currently the transportation office is housed in an old modular building next to the road and bridge operation. The quarters are quite inadequate and the environment is very dusty and dirty due to the amount of traffic from county trucks and road graders. Drivers must use restrooms that are several buildings away from the main office and have no lounge or training area. Dispatchers and drivers use and traffic the same room. This is a very large distraction for the dispatchers. The County has land that is immediately available, building permits would be easily obtained, hook ups are already in place, and architectural drawings have been made. We believe we could obligate the funds by September 30, 1993. A second option would be a request for vehicles to meet our 1993 vehicle replacement schedule and increase our capacity to service disabled passengers. Under this second option we would request funds to purchase one wheelchair accessible van and two standard 15 passenger vans. D. VEHICLE REHABILITATION REQUEST N/A E. ADA COMPLIANCE Program Service for Persons With Disabilities Four wheelchair accessible vans are available for the physically disabled. Two wheelchair vans are on the road full time. One van is utilized part time and the fourth van is available as a stand by or back up vehicle. The wheelchair vans are available to the general public as needed.Also, the Weld County Transportation System has a contract with Centennial Developmental Services, Inc. (CDSI) to provide transportation to the developmentally disabled. Transportation services are provided daily throughout the county to transport CDSI clients to educational and work situations. 13a 930"190 Proposed Project Cont'd The service to persons with disabilities does not differ from the service offered to persons without disabilities. Schedules, response time, geographic area served, days of service, availability of information, reservation capability, and trip purpose are handled in the same way as for the general public. Drivers receive training in Passenger Assistance, CPR, First Aid, and Defensive Driving. Drivers also receive "notice sheets" on a daily basis notifying them of special situations to be aware of on a given route. Plans are being made for new office quarters that would include a training room for both formal and informal training sessions. Also available will be a portable VCR to accommodate the use of training videos on an individual or group basis. The wheelchair vehicles are maintained by Lear Siegler Management Service Corporation who has the vehicle maintenance contract for Weld County and the City of Greeley. (This is a joint cooperative contract. ) Lear Siegler employees are certified to maintain wheelchair vehicles. Public fixed Route System N/A Non Accessible Van Request We are requesting as a second option, three standard 15 passenger vans that would be replacement vehicles for three Dodge Vans model years 1986 and 1987 with 185,756 miles, 155,639 miles, and 168,227 miles respectively. Each is determined to be in only fair condition at the present time. We are not in a position at the present time to add service in either the accessible or non accessible categories of van service. Currently we have four (4) wheelchair vans within the total fleet which we believe reasonably address the issue of equivalent service. Both the non disabled and disabled users could benefit from increased service. The wheelchair requests increase disproportionately over other requests, but at the present time we are able to respond as well as we are able to respond to other requests. 13b 920'x00 COORDINATION - PROVIDERS LIST ALL APPLICANTS NAME TYPE COORD CONTRACT Centennial Developmental Services, Inc. HS 5,720 Head Start HS 5, 114 (9 mon) Mini Bus HS 805 Migrant Head Start HS 5,199 (4 mon) Employment Services (JOBS) HS 10 City of Greeley GOV 540 Colorado Pre School HS 4,520 (9 mon) Supplemental Foods HS 4 Summer Youth Program HS 200 (3 mon) Senior Nutrition Program HS 606 (food trips) Child Care Network HS 0 0 (Supply Points) Fort Lupton Housing Author. HS 0 0 Hudson Housing Authority Quasi Public 10 Greeley Senior Center GOV 0 0 Bonell Nursing Home 0 0 ARA Health Care, Inc. Nursing Home 0 0 North Colorado Medical Center Hospital 0 0 The Villa ACF 0 0 Shamrock Taxi Taxi 0 0 Airport Express Airport 0 0 Medicab of Windsor Taxi 0 0 City of Windsor Car 0 0 14 920300 COORDINATION OF SERVICES ALL APPLICANTS The WCDHR Transportation Program has been designed to minimize duplication of service. Through centralized management and planning no program has ownership or monopoly of a van. Schedules are prepared based on the most cost efficient manner of providing the service. The result is that a single transportation fleet serves Head Start, Migrant Head Start, Senior Nutrition, the Elderly and Disabled of rural Weld, the Summer Youth Employment Program, the New Directions Program, Supplemental Foods, and Centennial Developmental Services Inc. , and the general public. A. Description of Coordination Activities Centennial Developmental Services, Inc. - This marks the sixth year that CDSI has purchased most of their transportation needs from our system. Because of the high amount of service needed to run this program a significant degree of duplication is avoided. First, CDSI would have to have a Transportation Coordinator to manage the vans and routes needed. By purchasing transportation from Weld County we all enjoy the economy of scale that comes from combining our efforts. One set of administrative overhead costs are incurred rather than two. This includes staffing, capital equipment purchases, and insurance. In addition, because CDSI has clients located all over the county, we are able to give rides to other clients while the bus is in the same area, thus making each of our routes more efficient and cost effective. Head Start - Again, this is a very big program (600-700 children) that requires massive amounts of transportation service. Head Start has been purchasing transportation from the Weld County System for 17 years. Duplication of administrative overhead, equipment purchases, and insurance is saved by combining systems. Weld County government is self insured. With insurance costs rising every year, all programs realize a savings under our system. Migrant Head Start - For many years the Migrant Program ran their own transportation system during the summer months while the WCDHR program during the same summer months would experience significant down time because regular Head Start was closed. When we added Migrant Head Start, we filled a gap in our scheduling, by replacing the regular Head Start service with a summer program. This improved our system by allowing us to offer our drivers more consistent work and spread our overhead and capital costs further. Employment Services - For approximately 6 years the Transportation Unit has provided service to Job Diversion (now New Directions) clients to transport them to workshops and job sites. 15 920300 Coordination Cont'd City of Greeley - The City of Greeley contracts with Weld County to provided a connecting service from their last stop on North 11th Avenue to the new Weld County Government Offices Complex which is another 1.5 miles beyond this stop. Weld County provides an hourly shuttle service to the City for $8,500 annually. The City has stated that it would cost them $40,000 annually to provide the same service through their fixed route system. Communication has begun with the City of Greeley to determine if a single Greeley/Weld County TDP could be negotiated. This could save time and money and promote a joint planning process for transportation for the county. Colorado Pre School - This service was started in February of 1990. We currently have two locations for this program, Gilcrest and the Greeley Head Start Center. The children are brought in from several different areas such as Kersey, Evans, Gilcrest, and Greeley. We run this program with several of our other programs, that is children are transported along with regular Head Start children, CDSI children, and employment services clients. Summer Youth Program - This program begins in June and continues through August. The Transportation Program brings youth from all over the county into Greeley for special needs classes and self help classes. Generally the buses run full on these trips, not allowing for combining with other transportation situations. All services are charged to the Summer Youth Program of the Employment and Training Grant, under the Job Training Partnership Act. Senior Nutrition Program - In 1991 the Weld County Transportation Program transported 75,000 meals to 20 meal sites throughout Weld County. These routes are daily Monday through Friday and occur between the 11:00 a.m. and 2:00 p.m. time frame. It is also possible on these routes, to transport riders into Greeley when drivers return the food containers to the UNC kitchen. B. Result of Coordination Efforts In many areas the above programs operate separate transportation systems. In Weld County a single system has evolved over the years eliminating waste in terms of duplicate administrative costs. Programs benefit cost wise and by not having to devote staff resources to the complexities of operating a transportation system. Real savings are realized from the In- Kind contribution of Weld County Government through large bid purchases, donated parking and office space, reduced per gallon cost for gas, and the spreading of administrative costs over many programs. C. Difficulties Encountered in Coordination Efforts Overall the "transportation community" has been supportive. We have had exploratory conversations with the City of Greeley staff to determine if there are ways to coordinate our two systems in terms of "sharing" part time drivers. Both systems hire large numbers of part time workers who often need more hours to earn a decent living. 15a 9.20100 Coordination Cont'd The major obstacle to this conversation was how to deal with the fact that each entity would expect their employee to respond to their needs first. The City and the County will also do a single TDP for 1995. This will give us a great opportunity to eliminate some duplication of effort and to look at our two systems more holistically. D. Transportation Advisory Committee The original advisory committee appointed during the TDP process disbanded. The Weld County Division of Human Resources Advisory Board has been designated to carry out the duties of the Transportation Advisory Committee. This Committee consists of nine (9) community members who are appointed by the Board of County Commissioners. The committee meets monthly and is attended by a county commissioner representative. The Transportation Coordinator reports to the committee on a monthly basis updating the committee on the activities of the Transportation Program. The committee also reviews all policies and procedures and comments on such policies before they are implemented. Staff receives and accepts suggestions from the community members on ways to expand and improve services. 15b 920'100 SERVICE JUSTIFICATION ALL APPLICANTS A. TRIP DESTINATION Trip Category Percent of Total Medical 7% Nutrition 6% Education 3% Employment 5% Grocery Shopping 3% Day Care - Child 41% Day Care - Adult 31% Social/Recreational 4% CONTRACTED TRIPS Agency Destination CDSI Sheltered Work Sites Contracted Work Sites Child Care/Education Adult Care/Education City of Greeley Connecting route from City of Greeley to Human Resources Building B. Funding Cut Options If we are not awarded the requested funds we will be forced to look at the current levels of service to each of the towns listed in the Proposed Project. Recommendations would be presented to the Transit Advisory Committee for consideration. Our preference would be to reduce service a little bit overall as opposed to cutting out total service for some communities. C. PASSENGER CHARACTERISTICS AND DEMOGRAPHIC DATA Profile of Target Clientele Principle ridership is elderly, disabled, and low income. Age Bracket Breakouts Under 18 56% 18 - 60 25% 60 plus 19% 16 920190 Service Justification cont'd Riders Below Poverty Level Under 18 50% of the 56% above 18 - 60 20% of the 26% above 60 plus 15% of the 18% above D. OTHER INFORMATION Degree of Need for Transit Service It is the goal of the Weld County Transportation Program to have some visible level of public transportation available to each of the population centers and the surrounding unincorporated areas of the population centers. The Weld County Area Agency on Aging, through a variety of formal and informal needs assessments concludes that home health care, respite care, and transportation are the highest need categories for our county. In many areas, such as the Tri Town and Erie communities; transportation is the highest priority. In our recent TDP Update it was noted that the single most unmet need noted by transportation staff, based on calls to their office, is for wheelchair service. Why Need? We attribute the need for transportation in this county to a variety of factors which are as follows: (Size of the County) Weld County encompasses 4004 square miles. It is the third largest county in the nation, as large as the State of Connecticut. There are approximately 27 small incorporated towns scattered throughout the county. Many communities are over one hour from the county seat, Greeley. Citizens in the southern and northeastern sections of the county experience the most isolation and frustration over transportation needs. (Demographics) Persons between the ages of 75 and 85 years are increasing three times faster than all other age cohorts. Persons in this age category typically have increased chronic illness and frailties. As this group of older adults increases the need for services increases, as well. Two areas where we see the greatest impact on needs is with the need for in home services and the need for transportation. South Weld County because of its borders with Adams and Boulder Counties is experiencing the greatest growth. Pressures for services in all areas including transportation are expressly felt in south Weld County. 16a 930700 Service Justification cont'd (Volunteers) Weld County has had the benefit of an excellent volunteer network of drivers that provide transportation for necessary shopping and medical appointments to the elderly in their communities. Even with mileage reimbursement, many of these volunteers are having to cut back on their commitment to this service because of the wear and tear on their "aging vehicles." Many of them tell us that they have to make their vehicle last for as long as they will need it because they cannot afford to buy a new one. It is becoming more difficult to recruit younger volunteers because most are working. The young/old are traveling and often are reluctant to make regular commitments. This does not mean that we are not continually recruiting new volunteers, we are. It is, however, becoming a less dependable resource. (Safety concerns) With the increasing numbers of very old persons, the safety of these individuals driving - that is safety to themselves and others - is a very serious consideration. We have documented two serious accidents that occurred in two of our northern communities that involved very aged drivers. (Dependency) With the exception of the towns of Windsor, Fort Lupton, Hudson (very limited) , and Platteville, there is no other access to public transportation outside the urbanized Greeley/Evans district. The Town of Windsor operates a car to transport seniors to the nutrition site and to doctor's appointments. Fort Lupton and Hudson Housing Authorities provide their vans for senior transportation. It is not a public service. The Platteville senior citizens recently received a gift of a van from a private donor. In each community the County System provides additional service. The County Transportation System is a necessary service for every rural community in Weld County. Curtailed There has been no curtailment of services during the past year. 16b 920100 FINANCIAL JUSTIFICATION ALL APPLICANTS A. FISCAL RESOURCES OF THE APPLICANT Medicaid - Application considered - determined to be not worth the paperwork for the amount recovered. Title III - For several years the Area Agency on Aging was able to provide monies to reimburse volunteer drivers. In 1987, due to demands for home health care for the frail elderly, this support source was shifted to the Community Service Block Grant. As a resource Title III is becoming less and less of a possibility. The Title III program has not realized a real increase in funds since 1980. We do, however, transport meals to senior nutrition meal sites at a cost of $39,500 to Title III. Community Development Block Grant - Not a direct transportation resource in this county; however several rural communities such as Johnstown and Mead have tapped into this fund for monies to build community/senior center buildings. These Centers then become pick up points for riders. Community Service Block Grant - The Transportation Program allocates approximately $43,122 in costs annually to CSBG to subsidize transportation for the elderly and disabled. Another $8000 is allocated to the WELDCOS (Rural Senior Coordinators) to reimburse volunteer drivers at 25 cents per mile. United Way - Historically United Way has not awarded funds for transportation services in Weld County. City Governments - The Greeley Bus, operates two services within Greeley and Evans; a fixed-route system carrying over 425,000 passengers annually including wheelchair trips. Demands for this service continues to increase. Our agreement with the City is to serve the rural areas outside of their target area. A purchase of service agreement with the City of Greeley (1990) provides that the City reimburse the County Transportation Program up to $8,500 per year for a connecting route service that is scheduled hourly between the Department of Social Services (last stop for the City) and the Division of Human Resources. This additional income has been helpful to the Weld County Transportation Program. County Government - The WELDCOS Senior Aide Coordinators receive $11,500 from general funds annually from the Board of County Commissioners for senior center operations. Although these funds do not go directly for transportation, Senior Coordinators, working from their respective centers, are the local schedulers for transportation requests. This information is communicated to the Transportation Director on a weekly basis. 17 930100 Financial Justification Cont'd An additional $72,580 is contributed by the County with donated office and parking space (for buses) , the Weld County gas and license plate discounts, and donated utilities. The 1993 figure has been reduces by $13,843 partly due to the fact that the gas discount from the County is less. Community Center Board - The Weld County Community Center Board or Centennial Developmental Services, Inc. contracts with the Weld County Transportation Program for services. This contract averages 78,000 passenger trips annually and $20,833 per month in reimbursement to the program. Mental Health Center - We have minimum requests for service from this agency. No funds. Local civic groups/clubs - The Town of Fort Lupton Housing Authority provides van services for the elderly for shopping and medical appointments on a daily basis. The Platteville Senior Citizens were recently given a new van from a private donor to be used for transportation needs of the elderly in the Platteville area. The Housing Authority of Hudson, Colorado secured a van through the State Surplus Division to transport seniors for medical and shopping appointments within the immediate area. The Town of Windsor provides a car and two part time drivers to transport seniors to local grocery stores and to necessary medical appointments outside of Windsor. Job Training Partnership Act - The Employment Training Programs of Weld County utilize the Transportation Program to transport Summer Youth to job sites. The projected income from this source for 1994 $6,550. Note that the estimated income for Summer Youth for 1993 is changed from $14,800 to $6,325. This is due to the fact that the majority of youth registered in the program will be from the Greeley area. Bus token for the Greeley bus system will be issued. Fewer dollars will be needed in this area. Head Start - The Head Start Program is an important source of income for the Transportation Program. 1994 estimated income is $161,500. Head Start income was projected at $129,000 for 1993. New estimate for 1993 is $158,380. The changed estimate is related to the fact that Head Start no longer operates from one central school location, but operates from many satellite locations in affiliation with school district elementary school sites. This change has increased transportation miles and costs. Pre School Program - The Colorado Pre School Program which is run in conjunction with the Head Start Program is a relatively new source of income for the Transportation Program. 1994 estimated income is 34,600. Note that the Preschool income was projected at $55,937 for 1993. The new estimate is for $33,100. We decreased the income for this program is because because one area has set up their own program and our services are not longer needed in that area. 17a 920')n Financial Justification Cont'd Migrant Head Start - Migrant Head Start is a summer program for children of migrant workers. This is a very beneficial service for the Transportation Program because it adds a service during the summer when the regular Head Start Program is not in operation. This gives more consistency and uniformity to our system. Projected income for 1994 is $128,872. B. DEFICIT The plan of service is the minimum needed to meet the increasing demands for the Mini Bus Service. If funded at the level requested we will be able to maintain our current service plan. C. NEW SECTION 18 APPLICANT N/A D. REVENUES AND CONTRACT RESOURCES We do not charge fares or have a suggested donation schedule at this time; however, this is a goal that the program is working on. A donation system similar to the ticket purchasing system utilized by the Northeast Colorado Transportation System will be put in place. We provide transportation for many other organizations both "in house" and outside of the agency. In house service is allocated to the grant which is the funding source. For example, transportation provided to Head Start and Migrant Head Start is charged back to their respective grants. The Transportation Coordinator tracks mileage, trips, and individuals served by each grant to insure that a fair and equitable allocation occurs per program. We have contracts with Centennial Developmental Services, Inc. of Weld County and with the City of Greeley. All groups, both in house programs and outside agencies are charged at a rate which covers the full and complete cost of the service. The average reimbursement rate across all programs for 1992 was $1.00 per mile. The mileage rate is based on operating costs, overhead, and vehicle replacement costs. Section 18 funds are helping to support the part of our transportation system which provides services to the general public with emphasis on the elderly and disabled. This component of our transportation program is also supported by Community Service Block Grant monies in the amount of $43,122 allocated directly for E & H service and $8000 for mileage reimbursement for volunteer drivers. Weld County government provides $72,680 in local support. We would like to implement a client donation system, but have not been able to overcome some of the logistical barriers of accomplishing this as of yet. 17b 920'700 SERVICE AREA POPULATION CALCULATION SECTION 18 APPLICANTS ONLY A. Weld County Incorporated Towns and Cities TOWN POPULATION Ault 1, 107 Nunn 324 Pierce 823 Dacono 2, 228 Erie 1, 244 Firestone 1, 358 Frederick 988 Fort Lupton 5, 159 Eaton 1, 959 Grover 475 Johnstown 1, 579 Mead 476 Milliken 1, 605 Hudson 918 Keenesburg 570 Lochbuie 1, 168 Kersey 980 Gilcrest 1, 084 LaSalle 1, 783 Platteville 1, 515 Keota 5 Raymer 98 Severance 106 Windsor 5, 062 NOTE: Population figures above are town only counts as per DOT's instructions. We believe this is an inaccurate representation of the need for service since we do not just service the towns. Our vans are providing service to rural clients living in unincorporated areas (farms and ranches) on a demand responsive basis. We believe this should be taken into consideration in DOT's need calculation as it relates to population. B. Unincorporated Areas Where Service is Offered Hill N Park Any rural unincorporated area on a Demand/Response basis. 18 920'aY0 Fiscal/Managerial Cont'd B. METHODS TO ACCOUNT FOR INCOME AND EXPENSES WCDHR has a sophisticated general ledger system with a specified chart of accounts. Transportation has its own department in the ledger with several specific revenue and expense line item accounts. All revenue is deposited weekly with documentation to the County, who in turn records it into WCDHR's general ledger, to the accounts listed in the documentation. WCDHR reconciles the documentation copies to the ledger. All revenue is posted to the ledger department it corresponds to. Expenses processed through WCDHR are handled in a similar fashion. billing is processed through the department with back up and is sent to the County Accounting Office. The County, using strong internal controls, inters the expense into the ledger by department and line item listed on the documentation. Another section at the County Office issues the warrants. WCDHR's warrant register is reconciled monthly to assure the posting is correct. Operating and capital expenses are easily identified in the Transportation Department by specific line item listings. Administrative expenses are allocated quarterly to the Transportation Department from the administrative cost pool using time sheet percentages. The costs are easily recognizable as administrative by a number project code on each administrative line item. C. SAFETY AND RISK MANAGEMENT PROCEDURES Weld County Division of Human Resources is a Department under Weld County Government. Our financial accounting system is part of the Weld County financial system. The entire system is organized to provide extreme segregation of duties and implements several systems of checks and balances on the cash flow. D. AUDIT N/A VEHICLE MAINTENANCE APPLICANTS REQUESTING VEHICLES OR FACILITIES Weld County government has a maintenance contract with Lear Siegler to maintain all Weld County vehicles. This includes the Sheriff's Department, Road and Bridge Department, Ambulance Services, Weld County Transportation Department, as well as for other smaller departments. The contract calls for a regular maintenance program for every 3,500 miles. This includes the oil check and change as well as a complete review of the vehicle. The regular maintenance program includes the annual emission test. Non scheduled repairs are handled on a first come first served basis except for Ambulance Service which always has first priority. Maintenance request forms are prepared by the Transportation Director. 19a 9470 In° FISCAL AND MANAGERIAL INFORMATION ALL APPLICANTS A. EXPERIENCE MANAGING PUBLIC FUNDS The Weld County Department of Human Resources (WCDHR) is an umbrella organization under the Weld County governmental structure. WCDHR's accounting system is a branch of the County's system, and has been tried and tested over many years in accounting of public funds. WCDHR has a four and one half million dollar annual budget over all and is primarily grant funded. The grants WCDHR manages are: Job Training Partnership Act Grants (JTPA) a. IIA Basic b. Summer Youth c. Dislocated Worker d. Displaced Homemaker e. Older Worker f. Youth Development g. Technical assistance h. Performance Incentive Head Start Grants (DHHS) a. Head Start Basic Grant b. Head Start Handicapped Grant c. Head Start Training and Technical Assistance Grant Migrant Head Start Grants (DHHS) a. Migrant Head Start Basic Grant b. Migrant Head Start Handicapped Grant c. Migrant Head Start Training and Technical Assistance Grant Older Americans Title III Grant (DHHS) Community Services Block Grant (DOLA) Weatherization Grant (DOE) Weld County Department of Human Resources also manages various contracted services: Job Service (DOL) Federal New Directions Program (DOL) Commodity Supplemental Foods Program (USDA) Child Care Food Program (DOH) Home and Community Based Services (DSS) State Preschool Project (DOE) Employment First (USDA) 19 920190 flukfIta that' if) LO 14 O) 0 N •y' d' 0 CD N 0 C ---$ O .3) cD 73 1 0 N Wch CO c cO CD ch N d' N d) d' — C!) 3O Op N CO 40 N COcD d' N I4 4 4 th o n c.:1 a) A ui co cD u co to co co co co co act co co u co d' cocococococo la co co < A 0 (11 cn cn Z z O co F O Z co aV - t c o co x t t `.. o a' U J L U a M o U G o o s o o Z co O u ~O p co co 0 y a. y y •C F d _ ♦ O 'C .C .� C t Cl) co 0 Oa F�1 'c , , ea 3 co °; = G I.. 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