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Home My WebLink About960903.tiff RESOLUTION RE: APPROVE FTA APPLICATION FOR FINANCIAL ASSISTANCE FROM 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 a FTA (Federal Transportation Administration) Grant 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 Division of Human Services, to the Colorado Department of Transportation, with 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 FTA Grant 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 Division 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 20th day of May, A.D., 1996. BOARD OF COUNTY COMMISSIONERS {� _, WF;.D COUNTY, COL DO �V Leo - � ��G'G4 7f/,S G l 4i� / 'E./At,/ ' ` ' Barbara J. Kirkme er, Chair/ ►`` �`� ty Clerk to the Board 1 v _ e'E. Baxter, P -T CCU :� li� ll �� - II7 v\ eputy Cle Ito the Board ��a .. Dale K. Hall APP D AS TO FORM: (;1 JL� �� %��%� e-e.e.- Constance L. Harbert (Cou to At orn 9`-tom SFn ll W. H. Webster 960903 et; 115HR0067 COLORADO DEPARTMENT OF TRANS tTATION ALL APPLICANTS FTA GRANT APPLICATION FORM APPLICATION FOR FINANCIAL ASSISTANCE 1. NAME OF APPLICANT ORGANIZATION: 2. CONTACT PERSON: Linda Piper Weld County Department of Human Resources TELEPHONE NUMBER: (970)353-3800 3. ADDRESS: 4. AREA(S)TO BE SERVED: 1551 North 17th Avenue P.O. Box 1805 Weld County Greeley,CO 80632 5. OPERATING DATA 1995 1996(est.) 1997(est.) One way passenger trips per month 144725 15,194 15,498 Vehicle hours per month 3,370 3,437 3,506 Vehicle miles per month 57,93 t 59,090 60,272 6. ESTIMATED%OF PASSENGERS WITHIN THE 17. ESTIMATED%OF PASSENGER TRIPS WITHIN FOLLOWING GROUPS: THE FOLLOWING GROUPS: Asian or Pacific Islander 'Non Disabled>60 8% Black Disabled>60 7% Hispanic 40% Disabled<60 28% White/Anglo 60% General Public 57% Native,'.merican Indian or Alaskan Total 100% 8. FEDERAL FUNDS REQUESTED: 5310 5311 5311 (Sect. 16) (Sect. 18) (Sect. 18i) Capital $15,200' Operating 1s>: $35,595 inallInglic Administrative $5,71121•11111 ,:<.::..>:.;:,..>.:..z.::.<.::<.N 9. r BY CERTIFY THAT I HAVE REVIEWED THE APPLICATION AND THAT ALL INFORMATION NTA1NED HEREIN IS TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE. TITLE test t+'^�(II %V a . Kirkme er Chair, Weld Count Board of Commissioners I it � I4� Y % DATE (� ��A way 7� 05/20/96 �- APPLICATIOKS MUST BE RECEIVED AT: C• i ' �O DEPARTMENT OF HIGHWAYS, DIVISION OF TRANSPORTATION DEVELOPMENT, TRANSIT UNIT,ROOM 212 4201 E. ARKANSAS AVENUE,DENVER,COLORADO 80222 YOU WILL BE NOTIFIED BY FAX WHEN YOUR APPLICATION IS RECEIVED AT CDOT. APPLICATIONS WILL NOT BE ACCEPTED AFTER 5:00 P.M.,MAY 23,1996 APPLICATIONS RECEIVED AFTER 5:00 P.M. MAY 23, 1996 WILL BE RETURNED 1 960903 EST IATED 1997 BUDGET SUMMA, ALL APPLICANTS Table A ESTIMATED 1997 INCOME Source Amount Income(from Table D) $953,211 From reserve/savings $0 TOTAL $953,211 Table B ESTIMATED 1997 EXPENDITURES TOTAL Eligible FTA Match For FTA Funded Needed To Reserve Fund Administration $122,830 $8,250 $5,775 (70%) $2,475 (30%) Operating $830,381 $71,190 $35,595 (50%) $35,595 (50%) Capital $0 $0 $0 (80%) $0 (20%) TOTAL $953,211 $79,440 $41,371 $38,070 Table C SOURCES OF MATCH Match Required- $38,070 Source(s) Amount Source(s) Amount Preschool $33,403 WELDCOS $6,100 CDSI $275,618 Weld County Donated: Unrestricted License Plates $10,329 Federal Funds: Office Space $17,640 Head Start $248,681 Parking Lot $12,000 Migrant Head Start $102,877 Gas Discount $36,658 I CSBG $112,222 Utilities $4,180 Total $389,828 2 960903 SOURCES OF INCOME Table D 1995 1996 1997 Funding Source Actual Estimated Proposed Rider Donations $0 $1,000 $1,000 Fares FTA Sect. 16 FTA Sect. 18 $35,700 $39,400 $41,370 City of Greeley $8,811 $0 $0 CDSI $252,091 $259,315 $275,618 WELDCOS $5,779 $6,000 $6,100 Head Start $211,740 $237,832 $248,681 Migrant Head Start $76,480 $100,860 $102,877 CSBG $91,480 $103,569 $112,222 AAA Senior Nutrition $46,009 $45,621 $46,533 JTPA $4,526 $4,000 $4,000 Preschool $41,923 $32,652 $33,403 Supplemental Foods $566 $575 $600 Weld County Donated: License Plates $9,736 $10,280 $10,329 Office Space $17,640 $17,640 $17,640 Parking Lot $12,000 $12,000 $12,000 Gas Discount $30,852 $34,194 $36,658 Utilities $3,364 $3,780 $4,180 Subtotal $848,697 $908,718 $953,211 3 960903 Table D PART A PARTICIPATION LEVEL * NOT APPLICABLE TO THIS PROGRAM * Non-Urbanized Total Trips /Trips = PART B *NOT APPLICABLE TO THIS PROGRAM * Seasonal Operating Hours 1st Qtr. 2nd Qtr. Lowest Qtr._( )/3= 3rd Qtr. x 12 4th Qtr. Total Divided By "Total" YEAR ROUND PARTICIPATION LEVEL" TableF _. ..---- - CAPITAL BUDGET 1995 1996 1997 Item Actual Estimated Proposed VEHICLES $179,677 $0 $19,000 EQUIPMENT $0 $17,968 FACILITIES $0 $0 $0 TOTAL $179,677 $17,968 $19,000 4 960903 Table G ADMINISTRATION BUDGET Column I Column 2 Column 3 Column 4 Column 5 1995 1996 1997 1997 1997 Actual Estimated Proposed Proposed Eligible Expenses Expenses Expenses In-Kind for FTA (a)Lab(r $48,559 $52,048 $54,653 $4,218 (b)Fringe&Benefits $12,067 $12,935 $13,582 $1,084 (c) Services $15,740 $16,872 $17,716 $1,414 (d)Materials& Supplies $5,297 $5,678 $5,962 $476 (e)Utilities $1,457 $1,617 $1,723 $502 $138 (0 Insurance (g)Leases,Rentals $17,648 $17,649 $17,649 $17,640 (h)Miscellaneous Expenses $10,257 $10,995 $11,545 $920 (i)Purchased Trans. Service (j)Licenses&Taxes (k)Other Expenses TOTAL $111,025 $117,794 $122,830 $18,142 $8,250 70%FTA Share $5,775 30%Local Share $2,475 *Note: Column 5 is not derived by subtracting column 4 from column 3. In-kind contributions are listed in column 4 for informational purposes,not because they are eligible for matching expenses for FTA. 5 960993 Table H OPERATING BUDGET Column I Column 2 Column 3 Column 4 Column 5 1995 1996 1997 1997 1997 Actual Estimated Proposed Proposed Eligible Expenses Expenses Expenses In-Kind for FTA Labor $356,082 $381,261 $400,342 $42,807 Fringe&Benefits $88,497 $94,755 $99,497 $10,718 Services $115,425 $123,587 $129,772 Materials& Supplies $69,699 $75,788 $80,334 $36,658 $8,425 Utilities $10,955 $12,653 $13,472 $3,678 $1,479 Insurance Leases $12,058 $12,062 $12,065 $12,000 Miscellaneous $75,220 $80,538 $84,570 $8,761 Purchased Trans. Service Licenses&Taxes $9,736 $10,280 $10,329 $10,329 TOTAL $737,672 $790,924 $830,381 $62,665 $72,190 Less Operating Revenue $1,000 Projected Deficit $71,190 50%Shared by FTA $35,595 50%Local Share $35,595 6 960993 10 Q A t I V O O N o0 L'113 .. ON I d � en 1. GA I EA EA 0 QN i N Ii F o b �'I o e ' o N 3 c V) x ti 8 d 'm CID U .� .. F y is ro U o. I1 0 a o 0 .0 'Y 6U u-I ra U O f, m N 74I a) 3 b 1 k. 0 0 I ., w m N 0 � N F I[A 6,. F4 0 N F7 V gIQ1 (0 0 OD 0s 0 U I 00 V — r N N t To W H U_ E' C O O I N co CN G o H Q «3 It .-- N M V kr) o h I 00 T I O N M d' V1 960913 5311 (SECTION 18)APPLICANTS ONLY Z o m m c C Z ¢ O m Fes- O c ° y C a W eco to m J Z ° N C v 8. Z C D ' c o_ ILI< Cl) ” E E1 re E g o la :13 cp coo Z f . 2 c ¢ < d .C O O W a)m Z Z Z Z ° c / L, F ¢ c m m • W O C U •4• ♦.��1/ li/I N 9 cn CC •C m to d7 41-42,7), Z V) Q 7v iayl. t k.! a LO CI E U o © u N CC m m ., m 4 > > m 0 a io oiv►� 15 01 -o O ILI CC ° C m ri• aF, Xm c m a W c RZ N• ocn H c° C 0 v ZG (Ate -, rl -co 'IN R Q iu c7 O A cn y o CC %.., rcc N " 4> o C) m ° Is. ♦r O @ .C .� '� F, a m.a .�.. Q Z o o c c 01 `m .,' U cn m r `o vQ m I m ✓ m el3 m- .J O O 0. m a ca ca L ; m F.. N O ? TL m In 4 N a C WE N O J U a Ir m gym" y a U m O . - C C W L •is o accm e e co ✓ O 'n.= m m� x U •Cco as Q N is T G G vn�iEo (� y t • C as W .� c o m J a a) +) 8$ s •c g � •� �r, ri C non-a e .. J C C H O a a a m cai co' > v O b0 U) cd m - m t W >,..- S.' E Q+ o. m � C U. OO C F O > z O ❑ 113 ° " cE F, o a, 0 >, a) S-, F, Y F-i cd m V rz.. 0• L ¢ a-� co a) o by w m coil co 2 PaI (� a,-c a t fn a) U) C m ° C. Z �. v° O cd cd E U ai bD 0 m to c _ E Z. N aa J c) -p o o en % • C@ c _a E - e ox amo0ra c@mm J ra ›..,-I cL m $'₹ 1n a a ¢ n U d 3 Lan.° a U) � r� V96 9 960933 5311 (SECTION 18/1811 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 Servirag (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 5311(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, 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 5311 (Section 18 funds). The Applicant has or will establish and implement a system of drug and alcohol testing as required in federal regulations. 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 F � Barbara J. Kirkmeye�r , 11 pmr lit. ' lit _L./1.4.1.2,a,— . <!/( , (')rlit Chair . Weld� County Board of Commissioners ' (QSteil 0.51-q 7`"%�O 117 , '/96 10 9609'e3 5310(SECTION 16)APPLICANTS ASSURANCES 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, or that it is a public body which has undertaken the requisite certification process to be designated as an eligible 5310 (Section 16) recipient B. The Applicant has the requisite fiscal, managerial, and legal capacity to carry out the 5310(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 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 participate in the project. Name Signature Title Date NOT APPLICABLE 4/96 11 9609?3 CURRENT SERVICE DESCRIPTION PAGE 12 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 averages 5 million per year. 2. History— The WCDHS 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 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. 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 1995 a transportation software program was purchased which provides electronic client data base management, driver schedules, routing capabilities,and numerous fiscal and program reporting advantages. The WCDHS Transportation staff includes a MI time coordinator,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. 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. 96090,3 Page 12A 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 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. 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 brochure is updated annually. Head Start orientations with staff and parents is another means whereby transit information is imparted to low income families. 2. Marking of Vehicles — Agency vehicles are marked with a Weld County Government Decal. Vehicles are not specifically marked as open to the public; however the Weld County Seal indicates that the vehicle is government owned and operated. In 1995, the Board of County Commissioners changed the specifications for bus color from yellow to white as a cost savings measure. 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 18 funds). The availability of this service is communicated through local newspapers, newsletters, network meetings, and a brochure. 960993 PROPOSED PROJECT PAGE 13 A. PROPOSED SERVICE FOR FY 1997 1. Area Served— The Grantee operates 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. 2. Population Segments Served— This service shall be available to the general public with a significant number of ridership comprised of elderly, disabled,and low income individuals. 3. Levels of Service—The Weld County Transportation System, a modified demand response service, will occur through the following proposed route schedule: Area Days Hours Vehicles Eaton 2 x per month 9:30 - 1:30 1 Ault 2 x per week 11 :00- 2:30 1 Windsor 1 x per week 9:30 - 2:00 1 addtl 2 x per month 12:30 - 2:00 1 Johnstown 2 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 Dacono(Tri Town) 2 x per week 9:30- 2:00 2 Erie call in Fort Lupton 4 x week 9:30 - 2:00 1 Platteville 3 x week 9:30 - 2:00 1 Hudson 2 x per month 9:00 - 2:00 1 Keenesburg 2 x per 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 on call 9:30 - 2:00 1 Hill N Park 4 x per week 9:00- 2:00 1 Nunn Call In Varies 1 Grover Call In Mead Call In Wheelchair Lift Requests Demand Response 4 vehicles Residents may also call for service at times not listed above. 960923 Page 13A 4. New or Expanded Service— We expanded our service in 1996. We are not proposing to expand services in 1997 under this grant unless funding permits. B. SERVICE LEVELS We do not plan to offer service levels above those provided in the period of 1994 through 1996 under this grant. C. CAPITAL EQUIPMENT REQUEST We are requesting $19,000 in capital funds to purchase a smaller service vehicle economically suited for long distance travel. This vehicle would have space for one wheelchair tie-down and for three ambulatory persons. The vehicle will have a ramp rather than a lift. We are requesting this vehicle because we believe it will be more cost effective for our very long distance service requests. D. VEHICLE REHABILITATION—No Request E. Not Applicable F. Not Applicable D. ADA COMPLIANCE 1. Program Service for Persons With Disabilities — In 1997, we will continue to operate four (4) 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,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. In 1996, peer group meetings on accident and incident reports were implemented. The committee consists of the employee involved,two drivers ,and one office staff member. These staffings help drivers know they are not alone and that the team is available to help them. 96093 COORDINATION OF SERVICES PAGE 14 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. - This marks the ninth year 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 initiate their own transportation program. Head Start—Head Start has been purchasing transportation from the Weld County System for 18 years. This is an in-house program. Twenty years ago 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 oversight 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—For approximately 7 years the Transportation Unit has provided service to Job Diversion (now New Directions)clients to transport them to workshops and job sites. 960993 Page 14A City of Greeley— We no longer have a contract with the City of Greeley for a connecting route to north Greeley because the City now has regular fixed routes to the north Greeley Business Park. However, 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 Board. Summer Youth Program — Funding for this program has been cut by more than 50%. Only 80 summer youth will be enrolled in 1996. This trend could continue for FY 1997. Senior Nutrition Program— In 1995,the Weld County Transportation Program transported 67,000 meals to 22 sites throughout Weld County. It is also possible on these routes,to transport riders into Greeley when drivers return the food containers to the UNC kitchen. Sometimes 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-19 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 41 vans. None of these vans would be available for the elderly and disabled 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 37 mini vans which provide transit service to meet the needs of all of the programs above plus serve the elderly and disabled 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. 960993 SERVICE JUSTIFICATION PAGE 15 A. TRIP DESTINATION I. Demand Response 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% 2. Fixed Route—Not Applicable B. FUNDING CUTS If we are not awarded the requested funds we will re—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. However, the Weld County Transportation Program has applied for non medical transportation Medicaid reimbursement which will allow us to coordinate with the Area Agency on Aging Long Term Care Single Entry Point Program (SEP). We will be able to receive reimbursement for non medical trips to places such as the Eldergarden Adult Day Program when SEP clients are referred to us. Another application that we will be pursuing is Medicaid certification for medical transportation. We also plan to pursue other contractual possibilities with local businesses. Our goal is to continue to diversify our funding sources. C. PASSENGER CHARACTERISTICS AND DEMOGRAPHIC DATA 1. Profile of Target Clientele Our target population is primarily low income children,elderly,and persons with disabilities. 2. Breakout of Ridership by Age Brackets Under 18 56%, 98% of the 56% are below poverty level 18 - 60 25% 80% of the 26% are below poverty level 60 plus 19% 66% of the 19% are below poverty level Note: Poverty levels are much greater than previous years,we have more accurate data. 960923 Page 1 5A 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 continues to conclude 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. Wheelchair service remains a high need and is documented by the frequent requests for service. 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,Northglen because Greeley is further. 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. 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. Volunteers recruited through the rural senior centers are reimbursed 27 cents per mile to help with transportation requests. In 1997, $6,000 per year is set aside from the CSBG grant to cover this expense. Ironically is the oldest volunteers who are 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 new volunteers. It is, however, becoming a less dependable resource. 960993 Page 15B (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. (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) 3. Curtailed — There has been no curtailment of services during the past year. 1997 will be a challenging year because most of the Weld County Human Services grants were cut to some degree. Fortunately for the Transportation Program,the largest cuts were in the Employment Programs where our service was already quite limited. We have had to make the difficult policy decision whereby if there is a funding source we will transport, if not we must curtail the service or find a funding source. We are applying for both non medical and medical reimbursement under Medicaid. This will give us some supplemental funding for 1997 that we did not have previously. We will realize some income from fares. If our computer system works as planned; we hope to establish more private contracts with employers for transit services. 4. Not Applicable 5. Not Applicable 960993 PAGE 16 FINANCIAL JUSTIFICATION A. FISCAL RESOURCES OF THE APPLICANT 1. Medicaid- Application for non medical certification is in process with the State Department of Human Services. We are waiting for final approval. When approved we will be able to better coordinate with the Area Agency on Aging Long Term Care Single Entry Point to provide funded transportation to SEP clients. Next we will begin the application process for Medicaid Medical Transportation certification. In the past we have not felt this would be a cost effective source of funds. Because the computer software will make billing easier we can now apply for medicaid reimbursement in both medical and non medical categories. 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 Ill 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$46,533 to Title III in 1997. Budget cuts - 5%cut. 3. United Way-Not a source for transportation funding. 4. City Governments- We have been contacted by the City of Greeley asking that we propose a budget and timetable for contracting with the City for some short in-city trips when our vans would be available. This would help us to be more efficient by operating vans in short down time periods. It would also help the City of Greeley meet some of their door to door service demands. This potential contract will be explored in 1996 and 1997. We will no longer have a contract with the city for a connecting route to North Greeley. The City has fixed route service to the area. We lost $8,000 in revenue with the loss of this contract. 5. 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 1997. 6. Community Center Board- An annual contract which will realize about $22,96 per month in 1997. 7. Foundations—None at this time 9609?3 16A 8. Other a. Community Service Block Grant-The Transportation Program will allocate $112,222 in costs to CSBG to subsidize transportation for the elderly and disabled in 1997. Another$6,000 will be allocated to the WELDCOS (Rural Senior Coordinators)to reimburse volunteer drivers at 27 cents per mile. 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. The projected income from this source for 1997 is $4,000. A 50% decrease over 1996. d. Head Start- The Head Start Program is an important source of income for the Transportation Program. The 1997 estimated income is $248,681 up slightly from 1996. 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 1997 estimated income is $33,403, a slight increase over 1996. 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 1997 is $102,877. A slight increase. B. INCOME VRS. EXPENDITURES The plan of service is the minimum needed to meet the increasing demands for the Minibus Service. If funded at the level requested we will be able to maintain our current service plan. 960903 16B C. NEW SECTION 18 APPLICANT—Not Applicable D. REVENUES AND CONTRACT 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. Because we transport clients funded with contracts with other it behooves us to come up with an equitable system. We have begun to educated our riders on the following fare structure: 1-9 miles .50 10- 20 miles $1.00 21 - 40 miles $1.50 41 plus $2.00 Vans will need to be modified to handle the collection of fares. This implementation is in process. 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 are at $1.55 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 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$112,222 allocated directly for E& H service and $6,000 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. 960993 FISCAL AND MANAGERIAL INFORMATION PAGE 17 A. EXPERIENCE MANAGING PUBLIC FUNDS The Weld County Department of Human Services (WCDHS) is an umbrella organization under the Weld County governmental structure. WCDHS'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. WCDHS has a 5 million dollar annual budget and is primarily grant funded. The grants WCDHS manages are: Job Training Partnership Act Grants(JTPA) a. IIA Adult b. Summer Youth c. Dislocated Worker d. ❑ C Youth e. Older Worker f. Americorps g. Performance Incentive h. 8% Education Coordination 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 Ill Grant(DHHS) Community Services Block Grant(DOLA) Weatherization Grant(DOE) Weld County Department of Human Services also manages various contracted services: Low Income Energy Assistance Program Job Service(DOL) Federal New Directions Program (DOL) Commodity Supplemental Foods Program (USDA) Child Care Food Program (DOH) Single Entry Point(SEP) for Home and Community Based Services(DSS) State Preschool Project(DOE) Employment First(USDA) and Family Support Program (DHHS) 960923 Page 17A B. METHODS TO ACCOUNT FOR INCOME AND EXPENSES WCDHS 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 WCDHS'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. 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. WCDHS'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 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 extreme segregation of duties and implements several systems of checks and balances on the cash flow. D. AUDIT—Not Applicable 960903 VEHICLE MAINTENANCE PAGE 17B A. CURRENT MAINTENANCE OPERATION Weld County government has a maintenance contract with TCOM to maintain all Weld County vehicles. This includes the Sheriffs 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 3,000 miles. (Decreased by 1000 miles over 1994). B. PREVENTIVE MAINTENANCE PROGRAM The Preventive Maintenance Program includes three levels of preventive maintenance inspection. The A Service changes the oil and the oil filter,checks all levels of fluids, checks every safety item such as brakes and lights. The B Services does all of the above plus changes fuel filters. The C Service is all of the above plus transmission maintenance. Buses are turned in every 3000 miles. Service levels are scheduled at determined mileage intervals. C. NON SCHEDULED REPAIRS Such repairs are handled on a first come first served basis except for Safety Programs such as ambulance and police. Maintenance request forms are prepared by the Transportation Director. Both the maintenance department and the Transportation Director maintains records on individual van maintenance histories. 960923 Asoic mEmoRAnDum w � Barbara J. KCounty Commi Chair Board of County Commissioners clay 17, 1996 To Date COLORADO From Walter J. Speckman, Executive Director, Human Services ti /- Transportation Grant 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$41,370 to cover administrative and operating expenses for a proportionate share of the Transportation Program and $15,200 in capital funding toward the cost of a van. 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 are competitive; levels of funding requested are not guaranteed. Please call Linda Piper at 353-3800, extension 3320, if you have further questions. 960903 Hello