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Home My WebLink About970639.tiffRESOLUTION RE: APPROVE APPLICATION FOR FINANCIAL ASSISTANCE FROM DEPARTMENT OF HUMAN SERVICES TO COLORADO DEPARTMENT OF TRANSPORTATION AND AUTHORIZE CHAIR 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 from the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Weld County Department of Human Services, to the Colorado Department of Transportation, for 1998 and 1999, with further 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 from the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Weld County Department of Human Services, to the Colorado Department of Transportation be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair 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 30th day of April, A.D., 1997. BOARD OF COUNTY COMMISSIONERS Deputy Cler Ito the Board AP "• 'DAST! ,4RM: ounty At ey WELCOUNTY, COLORADO Georg. Baxter, Chair onstance L. Harbert, Pro-Tem K. Hall Barbara J. Kirkmey4mn /y�/ WAS ELL �I 970639 HR0068 COLORADO DEPARMENT OF TRANSPORTATION FTA GRANT APPLICATION APPLICATION FOR FINANCIAL ASSISTANCE 1. Name of Applicant Organization: Weld County Division of Human Services 2. TIN (FEIN) 846000813 3. Applicant Address: 1551 North 17th Avenue P.O. Box 1805 Greeley, CO 4. Name of Sub -Recipient (if any): 9. ANNUAL OPERATING DATA One Way Pax Trips Vehicle Hours Vehicle Miles 5. Applicant Contact Person: Linda Piper 6. Telephone Number: 7. Fax Number: 8. Areas To Be Served: 1996 1997 1998 1999 Reported Est Proposed Proposed 161,480 38,581 681,750 169,554 40,510 715,837 178,031 42,535 751,628 186,932 44,662 789,209 ALL APPLICANT 970-353-3800 970-356-3975 Weld County 10. ESTIMATED % OF PASSENGERS WITHIN 11. ESTIMATED % OF PASSENGERS WITHIN THE FOLLOWING GROUPS (must total 100%) THE FOLLOWING GROUPS (must total 100%) Asian/Pacific Islander White/Anglo: Native Amer/Alaskan: 0% 40% 0% Black: Hispanic: 12. FEDERAL FUNDS REQUESTED Administrative Operating Capital 1998 Sect. 531 Sect 5311 $6,179 $37,986 $0 $28,400 0% 60% 100% Non -Disabled > 6 Disabled > 60 Disabled < 60 General Public 10% 9% 31% 50% 100% 1999 Sect. 5310 Sect 5311 $7,044 $40,645 $0 $25,703 13. I HEREBY CERTIFY THAT AS A PERSON AUTHORIZED TO SIGN FOR THE ORGANIZATION, I HAVE REVIEWED THE APPLICATION AND THAT AL rr�yORMATION CONTAINED HEREIN IS TRUE AND CORRECT TO THE BEST O NAME: George E. Baxter SIGNATURE APPLICATION MUST BE TRA 4201 E. ARKANSAS A Chair, Weld County Board of Commissioners 04/30/97 DO DEPARTMENT OF TRANSPORTATION OM 212 ENVER, COLORADO 80222 YOU WILL BE NOTIFIED WHEN YOUR APPLICATION IS RECEIVED AT CDOT. APPLICATIONS WILL NOT BE ACCEPTED AFTER 5:00 P.M., MAY 5, 1997 APPLICATIONS RECEIVED AFTER 5:00 P.M. MAY 5, 1997 WILL BE RETURNED. page - 1 970639 TABLE A-1 TABLE B-1 ***** BUDGET SUMMARY ***** ESTIMATED 1998 INCOME Income $1,191,202 From Reserves ---------------- $1,191,202 [ BUDGET OK ] ESTIMATED 1998 EXPENDITURES Total Eligible Request Local FTA FTA Match <ilis'i !riw r <<:eS pj!. ei y ' >`:':v:°:°�?i1>•.<,...<>>v <$gd:' ::w<`33:>: E �:e �< To Reserve .,.....o'>' d bs ..,'L.?::s °o c a:::<b:t } �xw3,�s :£€3:£ 3;: ':€: {:' . <'S:Z;: Admin $159,638 $8,827 Oper $996,064 $75,972 Capital $35,500 $35,500 $6,179 $2,648 $37,986 $37,986 $28,400 $7,100 TOTAL $1,191,202 $120,299 $72,565 $47,734 TABLE C - 1 LOCAL MATCH INDICATED ON PAGE 3 IS: $1,118,637 [ AMOUNT OF MATCH IS: OK ] TABLE A-2 TABLE B-2 ESTIMATED 1999 INCOME Income $1,218,695 From Reserves $1,218,695 0 ESTIMATED 1997 EXPENDITURES Total Eligible Request FTA FTA Local Match Reserve<-≥srr<t„oa<:o°rir:.r'^.„^,rzry''3"'rs'a�'`So §G₹:��t�a'!pss< z'.�n.....§.a.a.4a.&�:...;.C>..:a..,,,zc�..m..8:�a..G,.�..sa�,:s��ba.<u.e: Admin $163,954 $10,063 $7,044 $3,019 Oper $1,022,612 $81,290 $40,645 $40,645 Capital $32,129 $32,129 $25,703 $6,426 TOTAL $1,218,695 $123,482 $73,392 $50,090 TABLE C - 2 LOCAL MATCH INDICATED ON PAGE 3 IS: $1,145,303 [ AMOUNT OF MATCH IS: OK ] page - 2 ALL APPLICANTS 970639 TABLE D Sect 5311 Applicants Only SOURCES OF INCOME 1996 1997 1998 Appied as 1999 Appied as FUNDING SOURCE Actual Estimated Proposed Local Match Proposed Local Mato a Rider Donations b Fares c Bus Advertising d Other Revenue e Title III f Medicaid g Charter Service Income h SECTION 5310 $0 rs $0 i SECTION 5311 $39,400 $41,370 $72,565$'sz`s :'<„% $73,392 j CDSI $290,246 $346,680 $350,872 $350,872 $352,418 $352,418 k Weldco's $9,500 $10,000 $10,000 $10,000 $11,000 $11,000 I Head Start $257,188 $275,740 $290,832 $290,832 $300,681 $300,681 m Migrant Head Start $125,956 $131,480 $135,860 $135,860 $139,877 $139,877 n CSBG $112,222 $113,332 $115,000 $115,000 $118,000 $118,000 o Employment Services $148 $4,500 $4,800 $4,800 $5,000 $5,000 p Preschool $36,430 $38,293 $42,562 $42,562 $44,304 $44,304 q Supplemental Foods $689 $700 $750 $750 $800 $800 r s Weld CountyDonated Match: t License Plates $10,280 $10,329 $10,400 $10,400 $10,450 $10,450 u Office Space $17,640 $17,640 $17,640 $17,640 $17,640 $17,640 ✓ Parking Lot $12,000 $12,000 $12,000 $12,000 $12,000 $12,000 w Gas Discount $34,194 $36,658 $38,000 $38,000 $40,100 $40,100 x Utilities $3,780 $4,180 $4,300 $4,300 $4,500 $4,500 $0 $0 $8,000 $8,000 $8,000 $8,000 $54,213 $58,009 $61,621 $61,621 $64,533 $64,533 $1,600 $12,000 $16,000 $16,000 $16,000 $16,000 y z as ab ac ad ae of ag ah ai aj ak al am an ao To/From Savings $1,005,486 $1,112,911 $1,191,202 $1,118,637 $1,218,695 $1,145,303 page - 3 970639 TABLE E-1 No PARTICIPATION LEVEL - 1998 Total NonUrbanized Trips Percent 97,917 178,031 55.00% TABLE F-1 No SEASONAL SERVICE - 1998 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr 0 0 Lowest Qtr 0 Qtr/3.12 0.00% Yr Round % TABLE E-2 No Sect 5311 Applicants Only PARTICIPATION LEVEL - 1999 NonUrbanized Total Trips Percent 102,813 TABLE F-2 186,932 55.00% No SEASONAL SERVICE - 1999 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr 0 0 Lowest Qtr 0 Qtr /3.12 0.00% Yr Round To TABLE G CAPITAL BUDGET Vehicles Eqpmnt Facilities 1996 1997 Actual Est 66,766 13,049 3,000 220,000 20,000 14,000 1998 1999 Proposed Proposed 35,500 32,129 82,815 254,000 35,500 32,129 page - 4 ALL APPLICANTS 970639 TABLE H-1 Sect 5311 Applicants Only ADMINISTRATIVE BUDGET 1998 1998 1996 1997 1998 1998 FTA Actual Est Proposed InKind Eligible (a) Labor 59,942 54,653 56,839 3,352 (b) Fringe 14,785 13,582 14,125 833 (c) Services 20,716 22,166 1,307 (d) Mat & Supp 32,619 27,692 29,077 1,715 (e) Utilities 839 1,723 1,809 645 108 (f) Insurance 0 (g) Lease/Rentals 3,000 12,000 13,500 17,640 796 (h) Misc 11,545 22,122 715 (i) Purch Trans (j) Lic & Taxes (k) Other Exp 21,059 132,243 141,911 159,638 18,285 8,827 FTA Share 6,179 Local Shar 2,648 TABLE H-2 Sect 5311 Applicants Only ADMINISTRATIVE BUDGET 1999 1996 Actual 1999 1997 1999 1999 FTA Est Proposed InKind Eligible (a) Labor 59,942 54,653 62,113 4,124 (b) Fringe 14,785 13,582 15,690 1,025 (c) Services 32,619 20,716 28,693 1,763 (d) Mat & Supp ERR 27,692 32,531 2,130 (e) Utilities 839 1,723 2,199 675 132 (0 Insurance 0 0 0 (g) Lease/Rentals 3,000 12,000 17,640 0 (h) Misc 11,545 22,728 888 (i) Purch Trans 0 0 co Lic & Taxes 0 0 (k) Other Exp 21,059 ERR 141,911 163,954 18,315 10,063 page - 5 FTA Share 7,044 Local Shar 3,019 970639 TABLE I -1 Sect 5311 Applicants Only OPERATING BUDGE 1998 1998 1996 1997 1998 1998 FTA Actual Est Proposed InKind Eligible (a) Labor 339,671 400,342 407,605 34,280 (b) Fringe 82,932 99,497 101,086 8,501 (c) Services 147,334 130,113 176,619 12,331 (d) Mat & Supp 190,263 166,922 189,679 40,100 12,588 (e) Utilities 9,054 17,150 12,507 3,855 804 (f) Insurance 0 (g) Lease/Rentals 12,000 24,065 0 12,000 0 (h) Misc 81,709 84,570 108,568 7,468 (i) Purch Trans 0 (j) Lic & Taxes 10,280 10,329 10,450 0 (k) Other Exp 873,243 932,988 996,064 66,405 75,972 Oper Rev 75,972 FTA Share 37,986 Local Shar 37,986 TABLE I -2 Sect 5311 Applicants Only OPERATING BUDGE 1999 1999 1996 1997 1999 1999 FTA Actual Est Proposed InKind Eligible (a) Labor 339,671 400,342 423,992 35,870 (b) Fringe 82,932 99,497 109,356 9,252 (c) Services 147,334 130,113 173,950 13,024 (d) Mat & Supp 190,263 166,922 200,598 40,100 14,433 (e) Utilities 9,054 17,150 21,476 3,825 823 (f) Insurance 0 0 0 (g) Lease/Rentals 12,000 24,065 0 12,000 0 (h) Misc 81,709 84,570 93,239 7,888 (i) Purch Trans (j) Lic & Taxes 10,280 10,329 10,450 (k) Other Exp 873,243 932,988 1,022,612 66,375 81,290 Oper Rev 81,290 FTA Share 40,645 Local Shar 40,645 page - 6 970639 TABLE J-1 ALL APPLICANTS CAPITAL REQUESTS - SECT 5310 1998 1999 Estimated Estimated Cost Cost 1 2 3 4 5 6 7 8 Total $0 $0 80% $0 $0 20% $0 $0 * ****NH** re* *fifttfl******NH**1YNI*HHHHN*t**H *1***HN ♦****** ***** HH A1• TABLE J-2 CAPITAL REQUESTS - SECT 5311 ALL APPLICANTS 1998 1999 Estimated Estimated Cost Cost 1 Minivan 2 Office Equipment 3 4 5 6 7 8 page - 7 $25,500 $25,879 $10,000 $6,250 Total $35,500 $32,129 80% $28,400 $25,703 20% $7,100 $6,426 970639 SECTION 13© ASSURANCE SECTION 5311 APPLICANTS ONLY Page 9 LISTING OF ELIGIBLE SURFACE TRANSPORTATION PROVIDERS AND LABOR REPRESENTATION 1. Applying agency and brief description of Project and service area. Weld County Division of Human Services Transportation Program is a demand response and modified demand response system serving a wide spectrum of special groups of all ages and abilities. 2. Other Section 5311 Recipients within Service Area (will usually be blank). N/A 3. Other Surface Public Transportation Providers in Service Area. The Greeley Bus Shamrock Yellow Cab and Limousine Rocky Mountain Shuttle Medicab 4. Union Representation of Employees, Identified in 2 and 3, if any. (List Union and provider) N/A We, the undersigned representing Weld County Human Services (Applicant) and Not Applicable (Sub recipient, if applicable) hereinafter referred to as the Applicant and Sub recipient, respectively, have reviewed the "Special Section 13© Warranty for Application to the Small Urban and Rural Program" and certify to the Colorado Department of Transportation that we will comply with its provisions and that all its provisions will be incorporated into any contract between the Applicant and Sub ae`cipient which will expend funds received as a result of an application to the Colorado Dept of �,+ortation �+er the Section 5311 Grant Program. 1 / ,X L".... _ �_.,� �� Title Chair. Board of Commissioners v ent Not Applicable Title 04/30/97 970639 ASSURANCES SECTION 5311 APPLICANTS ONLY Page 10 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 Services (applicant) I make the following assurances to FTA and the State of Colorado: A. The Applicant has the requisite fiscal, managerial, and legal capacity to carry out the Section 5311 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, if applicable. D. The Applicant assures affirmative compliance with Title VI of the Civil Rights Act of 1964 and related statutes. E. The transportation needs of elderly and handicapped persons have been addressed by the Applicant. F. The Applicant has demonstrated and will continue to demonstrate efforts to achieve coordination with other transportation providers and users. G. The Applicant will comply with the applicable provisions of the guidelines relative to charter bus service and school bus operations. H. The Applicant has worked to ensure the continued use of existing revenues to complement Section 5311 funds. The Applicant has or will establish and implement a system of drug and alcohol testing as required in federal regulations. The Applicant will implement policies and procedures to ensure compliance with the provisions of the Americans with Disabilities Act of 1990. The Applicant will provide a fair and timely opportunity to private sector operators to icipate in the project. Baxter Title: Chair Date: O4/ 3',/97 970639 ASSURANCES SECTION 5310 APPLICANTS Page 11 We, the Governing Body of Weld County Board of County Commissioners, (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, or that it is a public body which has undertaken the requisite certification process to be designated as an eligible Section 5310 recipient B. The Applicant has the requisite fiscal, managerial, and legal capacity to carry out the Section 5310 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 purchase and operate the vehicles and/or equipment proposed 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 transportation needs of elderly persons and persons with disabilities have or will be addressed by the Applicant. F. The Applicant has demonstrated and will continue to demonstrate 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. H. The Applicant will provide a fair and timely opportunity to private sector operators to articipate in the project. In o E. Baxter i� Title: Chair O��n?®cr'l Date:/T / 970639 CURRENT SERVICE DESCRIPTION ALL APPLICANTS Page 12a A. DESCRIPTION OF ORGANIZATION 1. Applicant— Weld County Division of Human Services (WCDHS) 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 WCDHS and is the legal policy making Board for WCDHS. WCDHS 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 Services is currently at 6 million per year. 2. History — The WCDHS Transportation Program began in 1973 with 3 mini buses used primarily for the elderly and disabled and provided services county wide. In March of 1975 this operation was combined with Head Start transportation increasing the fleet to 8 vehicles. Between 1976 and 1979 the program grew to include transportation services for the Summer Migrant Head Start Program, the Senior Nutrition Program of the Area Agency on Aging, the Welfare Diversion Program (currently called 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. Between 1983 and 1988 ridership doubled and service miles tripled. In 1990 the WCDHS Transportation Program was awarded first time FTA Section 18 funds to expand services to the general public in designated rural areas of Weld County. In 1997 the PTMS (Para Transit Management System) software program became fully operational. Client data, driver manifests, and program reports are now generated from PTMS. This will give us the capability to track Medicaid billing and other types of contractual billings more efficiently. Thus, this budget reflects additional Medicaid income for 1998 and 1999. In 1998 the Weld County Transportation Program will move to the county Engineering building which will be vacated as Engineering is moving to a new facility. 3. Number and Classification of Employees — The WCDHS Transportation staff includes a full time Transportation Director, 3 full time dispatchers, 2 full time drivers, and 28 part time drivers. WCDHS 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 WCDHS for administrative, secretarial, personnel, and fiscal support. B. CURRENT LEVELS OF SERVICE 1. Boundaries — The boundaries of Weld County delineate the primary service area for the WCDHS Transportation Program. Service needs for the Summer Migrant Program, the Employment Program, and health service related trips for the elderly and disabled require travel to Larimer, Boulder, Adams, Arapahoe, Morgan 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 which is sparsely populated. 2. Hours — 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 175 to 200. 970639 12B 3. Vehicle Usage — 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. This service is in addition to modified routes to rural communities. 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. C. CURRENT VEHICLE USAGE The number of vehicles used in regular daily service currently averages between 35 and 37 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. D. MARKETING 1. Promotion — 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), Senior Center newsletters (published monthly) and the Transportation Program. A new brochure has been redesigned and updated to more clearly provide information on the public aspect of our program. 2. Marking of Vehicles — Agency vehicles are marked with a Weld County Government Decal. In 1997 for the first time, additional signage (decals) stating "Weld County Transportation - 356- 4000, ext. 4494" was added to both sides of each vehicle. This was accomplished to increase our visibility in the community as a public transit service and as a response to technical assistance provided by CDOT. 3. Public Promotion — 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 5311 funds). The availability of this service is communicated through newsletters, network meetings, and a newly revised brochure. 970639 PROPOSED PROJECT ALL APPLICANTS Page 13A A. PROPOSED SERVICE FOR FY 1998 and 1999. 1. Area Served— The Grantee operates a demand response and 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. 2. Population Segments Served — This service shall be available to the general public with a significant number of passengersship comprised of elderly, disabled, and low income individuals. 3. Levels of Service — The Weld County Transportation System modified demand response service will occur through the following proposed route schedule: Proposed Public Transportation Levels of Service for:1998 and 1999 Area Days Hours Vehicles Eaton 2 x per month 9:30 - 1:30 one Hudson 2 x per month 9:00 - 2:00 one Lochbuie I x per month 9:00 - 2:00 one Gilcrest 4 x per week increased by 3 times per week 9:00 - 2:00 one Kersey 1 x per week 9:00 - 2:00 one Milliken 3 x per week increased by 2 times per week 10:00 - 1:30 one Windsor 4 x per week increased by 3 times per week 9:30 - 2:00 one Ault 2 x per week 11:00 - 2:30 one Dacono (Tri Towns) 2 x per week 9:30 - 2:00 two Johnstown 3 x per week increased by 1 time per week 9:30 - 2:00 one Platteville 3 x per week 9:00 - 2:00 one Fort Lupton 4 x per week 9:30 - 2:00 one Hill N Park 2 x per week increased by 2 times per week 9:00 - 2:00 one Erie, Severance, Nunn, Grover, Mead Call In Varies one Wheelchair Requests Demand Response Varies Five ersons may also call for service at times not listed above. Demand response requests may be received between 8:00 a.m. and 5:00 p.m. A minimum 24 hours notice is required. Page 1311 4. New or Expanded Service — In 1998 and 1999 we plan to increase our demand response service to the public by 10%. This plan is intended to increase the public's access to transit that currently emphasizes group and modified fixed route services to the small rural Weld communities. This plan would begin to address concerns outlined in the current TDP by increasing service to non -sponsored groups. We also plan to increase our wheelchair accessible service to have five wheelchair vehicles on the road at all times with one back up. 5. The Project — The service description above is only part of the transportation service we provide. This service plan only reflects the Section 5311 service funded primarily by FTA, the Community Service Block Grant, non -medical Medicaid, proposed medical Medicaid, and a small amount of fares. B. SERVICE LEVELS Our plan is to increase service levels to the public with emphasis on the elderly and disabled by 10 percent by the end of 1999. In accordance with the TDP and with current expressed needs; we need to increase our capability to respond to demand response calls. Currently, and appropriately, most of our public trips are scheduled by days and times to rural Weld communities. This service, as outlined in the service chart above needs to and will continue. However, through a community informational program we propose to make our service more visible and to encourage individual call —ins for service. C. CAPITAL EQUIPMENT REQUEST We are requesting $28,400 ($20,400 for a mini van and $8,000 for office equipment) in 1998 and $25,703 ($20,703 for a mini van and $5000 for office equipment) in 1999. The vehicles would have space for two wheelchair tie -downs and seats for three ambulatory persons. The vehicle will have a ramp rather than a lift. We are requesting these vehicles because we believe it will be more cost effective for our very long distance service requests and more convenient particularly for elderly and disabled passengers. In 1998, Weld County Engineering will be moving into a new facility. The Transportation Program will move into Engineering's existing facility which will be a vast improvement over our current situation. We anticipate there will be a need for new office equipment such as appropriately designed furniture for our dispatchers, dispatching equipment, computers, office dividers, and phones. It is difficult for us to project exactly at this time what will be required to convert this facility for the Transportation Program. D. VEHICLE REHABILITATION — No Request E. Not Applicable F. Not Applicable D. ADA COMPLIANCE 970639 13C 1. Program Service for Persons With Disabilities — In 1998 and 1999, we propose to operate five (5) wheelchair vans for the general public. Also, the Weld County Transportation System has a contract with Centennial Developmental Services, Inc. (CDSI) to provide transportation to the developmentally disabled. 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. 2. Non Accessible Van Request — Not applicable 3. Employee Training — Drivers receive training in Passenger Assistance, CPR, First Aid, Substance Abuse for Safety Sensitive Employees and Defensive Driving. Drivers also receive "notice sheets" on a daily basis notifying them of special circumstances on a given route. Staff mini trainings help drivers with situational problem solving. Driver training videos and a VCR are also utilized during down time driving periods in the driver training and staging area. A recent cooperative effort has occured between the City of Greeley and Weld County that whereby the City of Greeley Police Department is opening up their video library to Weld County Transportation. 970629 COORDINATION SERVICES ALL APPLICANTS Page 14A The WCDHS 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. The following specific programs are examples of our transit coordination: Centennial Developmental Services, Inc. (CDSI) - This marks the 10th and 11th years that CDSI has purchased transportation from our system. Transportation needs for this system are notable. This contract is the largest and one of the most important contracts we have in place. Not only is the income generated from this contract significant, the coordination eliminates a vast amount of duplication that would occur if CDSI were to manage their own transportation program. Head Start — Head Start integrated their transportation system with the Weld County System in 1975. This is an in-house program. Before 1975 this program operated its own buses. Enveloping this program into a single Weld County Transportation System has eliminated a tremendous amount of duplication. Migrant Head Start — For many years the Migrant Program operated their own transportation system during the summer months while the WCDHS 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. Weld County Migrant Program subcontracts with a transportation provider to provide summer transportation in Grand Junction. The Weld County Transportation Director assists with the management of this contract. Such an arrangement minimizes statewide administrative overhead to transport migrant children. Colorado Preschool — This service was started in February of 1990. We currently have eleven locations for this program. 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. Several contracts are in place with local school districts for the Preschool Program. Weld BOCES — This service is for special needs children who attend Head Start. This service represents a small contract with Weld BOCES to serve 22 to 25 special needs children annually. Employment Services — Since 1990 the Transportation Program has provided service to clients of several employment and traning programs of the Weld County Employment Services Division. them to workshops and job sites. Depending on funding levels for the Summer Youth Program of Employment Services; transportation is provided to youth to get them to and from work sites. 970639 Page 14B City of Greeley — We continue to conduct a joint hiring process and provide temporary transit service within the City of Greeley for emergency situations while clients are being screened and qualified for the City of Greeley door to door service. The City of Greeley Transit Superintendent, John Lee, is a member of the Area Agency on Aging Advisory Board. Senior Nutrition Program —Annually, the Weld County Transportation Program transports approximately 68,000 meals to 23 sites throughout Weld County. We opened a new site in 1997. It is also possible on these routes, to transport passengerss into Greeley when drivers return the food containers to the UNC kitchen. At times people go home on the nutrition routes. A. RESULTS OF COORDINATION If each of the programs above were to implement a separate transportation system it would require the following bus resources: Head Start - 21 vans, CDSI - 9 vans, 3 wheelchair vans, Senior Nutrition - 5 vans, Employment Services - 1 van (not year around), Summer Youth - 4 month program - 4 vans (summer use only. This totals 43 vans. None of these vans would be available for the elderly, disabled or public as they would be program specific. Each of the programs would have administrative duties associated with the operation of the transportation services. Costs would be duplicated for the operation of each transportation entity. Currently, the Weld County Transportation Program operates 35 mini vans which provide transit service to meet the needs of all of the programs above plus serve the elderly, disabled, and public with the same fleet and the same administrative structure. B. TRANSPORTATION ADVISORY COMMITTEE The Weld County Division of Human Services 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. C. SECTION 16 APPLICANTS SERVING URBANIZED AREAS — Not Applicable. 970639 SERVICE JUSTIFICATION A. TRIP DESTINATION - DEMAND RESPONSE ALL APPLICANTS Page 15A Trip Category Percent of Total Medical 10% elderly, disabled, general public (increase by 3%) Nutrition 5% transport to senior meal sites (decreased by 1%) Education 2% primarily Summer Youth (decreased by 1%) Employment 1% transport to work sites (decreased by 4%) Grocery Shopping 5% elderly and disabled (increased by 2%) Day Care - Child 42% primarily Head Start and Migrant Head Start (increased by 1%) Day Care - Adult 33% primarily developmentally disabled (increased by 2%) Social/Recreational 2% primarily well elderly (decreased by 2%) B. FUNDING CUTS If we are not awarded the requested funds we will re —look at the expansion plan for 1998 and 1999 as proposed above. Some adjustments would be made. In 1997 non medical Medicaid revenue has generated an additional $400 per month. This funding covers trips provided for adult day care participants and for home and community based services recipients. Medicaid medical transportation certification is being pursued at the time of the writing of this grant. Without prior experience it is difficult to project how much income will be gained from this source. We are projecting $1000 per month in 1998. Our goal is to continue to diversify our funding sources so that any given funding cut would not cause a drammatic cut in service to our clients. 970639 15B C. PASSENGER CHARACTERISTICS AND DEMOGRAPHIC DATA 1. Profile of Target Clientele Our target population for the entire transportation program is primarily low income children, elderly, and persons with disabilities. Elderly and disabled and the general public are served under the CDOT grant 2. Breakout of Passengersship by Age Brackets for Entire Program Under 18 56%, 98% of the 56% are below poverty level 18 - 60 25% 80% of the 25% are below poverty level 60 plus 19% 66% of the 19% are below poverty level OTHER INFORMATION 1. 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 believes that transportation, home health care, low income housing, are the highest need categories for our county. In many areas, such as the Tri Town and Erie communities; transportation is the highest priority. Wheelchair service remains a high need and is documented by the frequent requests for service. Since in the past our service has placed a high emphasis non —sponsored passengerss; there is a continuing need to increase service to non sponsored passengerss, that is passengerss who are not affiliated with a particular group or service. As proposed above; our plan in 1998 and 1999 is to increase service to the non —sponsored passengerss. 2. 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. High percentages of 60 plus residents in many of these communities with percentages at 27.5% in Grover and 17.7% in Keenesburg. Many communities are over one hour from the county seat, Greeley. We also cross the county line to transport to Longmont and Northglen because these economic centers are closer than the county seat, Greeley. Citizens in the southern and northeastern sections of the county experience the most isolation and frustration over transportation needs. (Demographics) — The revised 1992 population estimates show Weld at 18,813 60 plus. Persons between the ages of 75 and 85 years are increasing three times faster than all other age cohorts. Between 1980 and 1990 the 60 and 75 plus population for Weld County increased by 22% and 37% respectively. An examination of selected subgroups as a percent of the State total, prepared by the Aging and Adult Services Division, Weld County ranked in comparison to 62 other counties, 9th in percent of 75 plus population, 6th in percent of 60 plus minority population and 1st in percent of rural 60 plus population. Overall population for Weld has increased from 131,821 in 1990 to 147,524 in 1995. 970639 15C (Volunteers) — Volunteers are recruited through the rural senior centers are reimbursed 27 cents per mile to help with transportation requests. Annually, $10,000 per year is set aside from the CSBG grant to cover this expense. We have 1 to 3 volunteer drivers for each of 19 rural towns. Ironically, older volunteers are the most available to do this transportation, but the least capable over time. It is difficult to recruit younger volunteers because most are working. The young/old are traveling and often are reluctant to make regular commitments. We are continually recruiting new volunteers. (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 Weld County Transportation Program provides additional service. The County Transportation System is a necessary service for every rural community in Weld County. (Demand) — The Weld County TDP indicates that the transit demand for the elderly and disabled account for approximately 43% in the Non -Urbanized Area. In the Non -Urbanized Area of the county, the Weld County Transportation System is providing approximately 68,000 transit trips per year. The TDP analysis of 1993 indicates that there was a 45% estimate of unmet need in the Non -Urbanized county. For the Non -Urbanized area of the county the trip demand is expected to increase from 124,900 in 1993 to 130,500 in 1996 and to 137,500 in the year 2000. (TDP page 55) Our greatest unmet need is for expanded wheelchair service and for non -sponsored passengers. Most recently, we are finding it increasingly difficult to meet needs of individuals who have daily oncology appointments or for persons need regular rides to kidney dialysis. Often we have to rearrange people's appointments to fit with our schedule which is understandable, but often very inconvenient for the passenger. Transportation to adult day care from around the county is another great need and one that affects the quality of life of the patient and the caregiver when we are unable to accommodate a daily or several times per week schedule for these passengers. 3. Curtailed — There has been no curtailment of services during the past year. Our goal is to increase our public demand response capability by 10% over the two year period of 1998 and 1999. This is a weakness of our current service. We have a fairly well established modified fixed route service to the rural senior center locations. However, we feel we need to be able to respond better to individual need calls. The diversification of our funding sources by seeking Medicaid funds and a small increase in 5311 funds is intended to cover additional costs to increase this service. It continues to be important to have sources of funding to support every passengers we transport. 4. Not Applicable 5. Not Applicable 970639 FINANCIAL JUSTIFICATION A. FISCAL RESOURCES OF THE APPLICANT ALL APPLICANTS Page 16A 1. Medicaid - Non medical Medicaid Certification for our system is generating approximately $400 per month. This is a new source of income initiated in 1997. Medical Medicaid Certification for the Weld County Transportation Program is in process and will bring additional income in late 1997 and on into the future as long as Medicaid transportation is available. 2. 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 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 approximately $54,212 to Title III annually. The Title III budget for 1998 appears at this time to be stable with no cuts anticipated. 3. United Way - Not a source for transportation funding in Weld County. 4. 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. An additional $80,807 will be contributed by the County with donated office and parking space (for buses), the Weld County gas and license plate discounts, and donated utilities in 1998 and 1999. 5. Community Center Board - An annual contract which will realize about 28,890 per month in 1998 and 1999. 6. Foundations —None at this time 7. City of Greeley - No income, however coordination occurs on interviewing and hiring. 8. Other a. Community Service Block Grant - The Transportation Program will allocate $61,152 in costs to CSBG to subsidize transportation for the elderly and disabled in 1998 and 1999 respectively. Another $10,000 will be allocated to the WELDCOS (Rural Senior Coordinators) to reimburse volunteer drivers at 27 cents per mile. 9704;9 16B b. 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. c. Job Training Partnership Act - The Employment Training Programs of Weld County utilize the Transportation Program to transport Summer Youth to job sites. Income from this source in 1998 and 1999 is projected to be approximately $5,000. d. Head Start - The Head Start Program is an important source of income for the Transportation Program. The 1998 and 1999 estimated income is $260,681 for1998 and $265,000 for 1999. e. Preschool 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. The 1998 and 1999 estimated income is $38,000. f. 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 1998 and 1999 is $130,000. B. INCOME VRS. EXPENDITURES The proposed plan of service in this application would allow the Weld County Transportation Program to provide more service to individuals whose needs do not necessarily fall within a group trip service. C. NEW SECTION 18 APPLICANT —Not Applicable D. REVENUES AND CON TRACT RESOURCES 1. Fare and Donations — It has taken considerable time to find an efficient, fair, and safe way to implement the collection of fares on our public routes. We vastly overprojected the potential and capability to retrieve fares. We have established a schedule and will continue working toward collection of fares; however in the meantime we are emphasizing income from non medical and medical (non emergency) Medicaid. We are projecting a modest collection of $8,000 over two years. This may be too modest, but we believe it is better to be conservative with this estimate. 970639 16C 2. Transportation for other Organizations a. We provide transportation for many other organizations. All organizations are within the Weld County governmental structure except Centennial Developmental Services, Inc. b. Organizations both within and without the Weld County Governmental structure are allocated charges based on real costs plus an overhead rate to cover administration and capital replacement costs. Contracts with outside agencies currently are at $1.40 — $1.45 per mile. The mileage rate includes both direct costs, administration, and capital replacement. c. We do not subsidize any of the in-house or outside agency specific or unit specific programs. Section 5311 funds are helping to support that 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 $61,152 allocated directly for E & H service and $10,000 for mileage reimbursement for volunteer drivers. Weld County government provides $80,807 in local support. This service is where we have the greatest unmet need because we also have limited resources. 970639 FISCAL & MANAGERIAL INFORMATION ALL APPLICANTS Page 17A (half only) A. Experience Managing Public Funds — Weld County Human Services has been managing public funds as a governmental department of Weld County Government for over 20 years. A wide range of funding sources at both the federal and state level are accounted for on an annual basis averaging five to six million dollars annually. B. Methods to Account for Income — Weld County Humans services 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 accounts. All revenue is deposited weekly with documentation to the County, who in turn records it into WCDH's general ledger to the accounts listed in the documentation. WCDHS reconciles the documentation copies to the ledger. All revenue is posted to the ledger department it corresponds to. Expenses processed through WCDHS are handled in a similar fashion. 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. Risk Management Procedures — Weld County Division of Human Services 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 exteme segregation of duties and implemets several systems of checks and balances on the cash flow. D. Not Applicable VEHICLE MAINTENANCE ALL APPLICANTS PAGE 17B (half only) A. Current Maintenance Operation — Weld County government has a maintenance contract with TCOM to maintain all Weld County vehicles. This includes the Sheriffs Deparment, Road and Bridge Department, Ambulance Services, and the Weld County Transportation Program. The contract calls for a regular maintenance program every 3,000 miles. B. Preventive Maintenance Program — The Preventive Maintenance Program includes three levels of inspection. C. Non Scheduled Repairs —Non scheduled repairs are ahandled 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 970639 MEMO To: George E. Baxter, Chair, Board of County Commissioners From: Walt Speckman, Executive Director, Human Services Subject: Department of Transportation Contract Date: April 28, 1997 Enclosed for Board resolution and signature is an agreement between Weld County Human Services and the Colorado Department of Transportation (CDOT). Weld County is applying under a two year funding process for funds to support the elderly and disabled transportation program for rural Weld County. In 1998 we are requesting $72,583 and in 1999 we are requesting $73,392 to cover administrative, operational, and capital expenses. If funded, the contract would cover both years; eliminating the necessity to apply for funds again in 1999. 970639 Hello