HomeMy WebLinkAbout10/22/1996, 1 - STATE AND FEDERAL TRANSIT GRANTS FOR 1996-97 PUBLIC HEARING ON FEDERAL PROGRAM OF PROJECTS FOR 1996-97 jcouncil n' 9E
agenda Repoat . N i
C I T Y O F SAN LU I S OBISPO
FROM: Michael D. Mc(luskey, Public Works Directory)
Prepared By: Harry Watson, Transit Manager
Reinie Gwin, Transportation Techni ian
David Elliott, Administrative Analy
SUBJECT: State and Federal Transit Grants for -97
Public Hearing on Federal Program of Projects for 1996-97
CAO RECOMMENDATIONS
1) By resolution, approve the 1996-97 Annual Claim for Local Transportation Funds and
State Transit Assistance Funds in the amount of $929,940
2) By resolution, authorize Public Works to apply for a grant from the Federal Transit
Administration in the amount of$475,000
3) By motion, approve amendments which will bring the 1996-97 budget into
conformance with anticipated revenues
4) By motion, allocate one half of the transportation technician position from the transit
program to the transportation planning and engineering program
5) By motion, approve a $25,000 capital project for bus stop improvements
DISCUSSION
Background
San Luis Obispo Transit receives nearly all of its annual revenue from four sources:
1) State Transportation Development Act (TDA) grants
2) Federal Transit Administration (FTA) grants
3) In-lieu fare contributions from Cal Poly
4) Cash and pass fare revenue
Each year the City must submit a claim for TDA grants and an application for FTA grants.
Also, because the amounts available sometimes differ from the amounts budgeted,
appropriations must be adjusted.
TDA Claim
The Transportation Development Act of 1972 annually apportions state sales tax revenue to
local agencies for their approved transportation programs and projects. These apportionments
are made through two local funds, the Local Transportation Fund (LTF) and the State Transit
Assistance Fund (STAF), which are administered in this county by the San Luis Obispo
Council Agenda Report- State and Federal Transit Grants for 1996-97
Page 2
Council of Governments (SLOCOG). City policy (page B-8 of the 1995/97 Financial Plan)
restricts use of all TDA revenue to alternative transportation, such as transit or bike and
pedestrian projects. TDA stipulates that at least two percent of the LTF apportionment (after
deducting initial contributions for regional agencies) be used for bicycle and pedestrian
projects.
The TDA apportionment available to the City in 1996-97 amounts to $929,940 ($872,310
from the LTF and $57,630 from the STAF), and the City's 1996-97 annual claim requests
allocation for the following purposes:
City share of Regional Transit Cost (from LTF) $282,161 (1)
TDA Audit Cost Reimbursement (from LTF) 1,250
Bicycle and Pedestrian Education (from LTF) 17,446
Bicycling and Pedestrian Planning (from LTF) 21,950 (2)
SLO Transit Operations (from LTF) 550,503
SLO Transit Operations and Capital (from STAF) 57.630
Total $929,940
(1) This amount does not come to the City but goes directly to Regional Transit.
(2) This amount is one half the total compensation for the transportation technician, who
works half-time in the transportation planning and engineering program. (See the
Fiscal Impact section of this report for the effects of this money being claimed
separately for the first time in 1996-97.)
FTA Grant Application
After the 1990 census, the City was classified as an urbanized area and became eligible to
receive FTA formula grants for operating and capital assistance. To apply for these grants,
the Council must annually 1) hold a public hearing on the proposed "program of projects"
which will use federal transit assistance and 2) adopt a resolution authorizing the public works
director to execute the grant agreement. The grant agreement requires annual certifications of
compliance with regulations regarding civil rights, procurement procedures and substance
abuse.
The FTA grant application for 1996-97 requests $475,000 for the following purposes:
SLO Transit Operations in 1996-97 $455,000
Bus Stop Improvements 20.000
Total $475,000
The $20,000 allocated for bus stop improvements pays for part of a $25,000 project to install
eight shelters at bus stops as recommended in the adopted Short Range Transit Plan. This
project must be part of the FTA grant application because it is included in the Federal
Council Agenda Report- State and Federal Transit Grants for 1996-97
Page 3
Transportation Improvement Program (FTIP) approved by SLOCOG and the state. FTA
regulations require that grant applications strictly conform to the approved FTIP. The bus
stop improvements were not included in the CIP budget pending adoption of the FTI? by
SLOCOG in August 1996. This project requires a $5,000 local match from the TDA-STAF
allocation.
Based on past grants, each year the City has expected about $455,000 in federal operating
assistance. In early August Public Works learned that starting in 1996-97 probably only
$180,000 would be available each year for operations. Nonetheless, because-other cities
havenot claimed their full operating apportionments in the past, there may be extra money
available in 1996-97, and San Luis Obispo has a very slim chance to receive approval for
$455,000. Despite the uncertainty of the amount available, officials who administer these
grants have encouraged Public Works to apply early and to request the full $455,000. Future
allocations will almost certainly be limited to about $180,000 each year.
FISCAL IMPACT
Because the amounts for both TDA and FTA grants are different than the amounts in the
1996-97 revenue budget, amendments are needed to bring the revenue budget into
conformance with the TDA claim and the FTA grant application. Amendments are also
needed for the 1996-97 expenditure budget. A recently completed performance audit for SLO
Transit recommended that the transportation technician's compensation be split between the
transit program budget and the transportation planning and engineering budget in order to
reflect the division of work for this position. (For simplicity, previous budgets simply
allocated the entire compensation amount to the transit program, because all of the revenue
came from the same source.) The proposed adjustments will:
1) increase TDA revenue budgeted for bicycle and pedestrian programs and projects from
$16,500 to $39,400
2) increase TDA revenue budgeted for transit operations from $530,300 to $603,100
3) increase TDA revenue budgeted for transit capital from $70,500 to $75,500 (The
existing $70,500 is based on deferred revenue from prior year TDA claims.)
4) decrease FTA revenue budgeted for transit operations from $530,300 to $455,000
5) increase FTA revenue budgeted for transit capital from $282,200 to $302,200 (The
existing $282,200 is based on a previously approved FTA grant.)
6) decrease employee expense in the transit program budget from $112,100 to $90,100
7) increase employee expense in the transportation planning and engineering program
budget from $134,700 to $156,700
FTA may actually approve much less than $455,000 for operations. If so, Public Works will
prepare a request to further reduce the revenue budgeted for operations.
t'"3
Council Agenda Report- State and Federal Tiansit Giants for 199697
Page 4
Attachments:
Resolution
1996-97 Annual Claim.for Local Transportation Funds and State Transit Assistance Funds
Resolution
FTA Program of Projects
/'7
RESOLUTION NO. (1996 Series)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO
APPROVING THE 1996-97 ANNUAL CLAIM FOR LOCAL TRANSPORTATION FUNDS
AND STATE TRANSIT ASSLSTANCE FUNDS TOTALING $929,940
WHEREAS, the San Luis Obispo Council of Governments ("SLOCOG") has
apportioned $929,940 of Transportation Development Act subventions ($872,310 from the
Local Transportation Fund and $57,630 from the State Transit Assistance Fund) to the City of
San Luis Obispo for approved transportation programs and projects; and
WI[EREAS, to receive this money the City of San Luis Obispo must file a claim with
SLOCOG;
NOW, TBEREFORE, BE IT RESOLVED by the City Council of the City of San Luis
Obispo as follows:
1. to approve the 1996-97 Annual Claim for Local Transportation Funds and State
Transit Assistance Funds;
2. to authorize the Public Works Director to execute the claim documents;
3. to direct the City Clerk to forward the annual claim plus one certified copy of this
resolution to:
San Luis Obispo Council of Governments
1150 Osos Street, Suite 202
San Luis Obispo, CA 93401
Upon motion of seconded by
and on the following roll call vote:
AYES:
NOES:
ABSENT:
Resolution No. (1996 Series)
1996-97 Annual Claim for.Loca! Transportation Funds and State Transit Assistance Funds
Page 2 =
the foregoing resolution was adopted this _ _- - day of
1996..
Mayor Allen Settle — — — - --- - --
ATTESTED: -
City Cleik
APPROVED;
ri --- --
ITEM I . ANNUAL CLAIM
FOR LOCAL TRANSPORTATION FUNDS AND
STATE TRANSIT ASSISTANCE FUNDS
CLAIM #SLO-967-1
FISCAL YEAR 1996/97
TO: SAN LUIS OBISPO COUNCIL OF GOVERNMENTS
1 150 Osos STREET, SUITE 202
SAN Luis OBISPO, CA 93401
FROM: CLAIMANT: CITY OF SAN LI IIS OBISPO
ADDRESS: 9.55 MORR $MEITT
CITY: SAN LUIS OBISPO ZIP CODE: 93401
CONTACT: _HARR(WATSON TRANSIT mGg PHONE:
781-7121
THIS CLAIMANT, OUAUFIED PURSUANT TO SECTION 99203 OF THE PUBLIC UTILITIES CODE, HEREBY
REOUESTS, IN ACCORDANCE WITH CHAPTER 1400, STATUTES OF 197 1 , AS AMENDED AND
APPLICABLE RULES AND REGULATIONS, THAT AN ALLOCATION BE MADE FOR THE PURPOSES AND THE
RESPECTIVE AMOUNTS AS DESCRIBED IN THE ATTACHED PROJECT AND FINANCIAL PLAN CLAIM FORM.
A) ANNUAL (LTF) APPORTIONMENT
$ 872,310
B) ANNUAL (STA) FUNDS
$ 57,630
1) OPERATOR REVENUES $ 7,461
2) APPORTIONMENT $ 50, 169
TOTAL FUNDS BEING CLAIMED ARE:
$ 929,940
CLAIMANT SIGNATURE:
TITLE: Pi b1ic Works nirarfor
DATE:
THIS CLAIM WAS CONDITIONALLY APPROVED BY THE SAN LUIS OBISPO COUNCIL OF GOVERNMENTS AT
A MEETING ON JUNE 5, 1996, BY RESOLUTION NO. 96-10.
RONALD L. DE CARLI, EXECUTIVE DIRECTOR
DATE
c:twwu¢�wo�mweTcwr6I.O.La7
ITEM 2. CERTIFICATIONS
CITY OF SAN LUIS OBISPO
TRANSPORTATION DEVELOPMENT ACT CLAIM
FY 1996/97
BY SIGNING BELOW, THE AUTHORIZED OFFICIAL CERTIFIES COMPLIANCE WITH ALL OF THE REOUIRED
TDA CERTIFICATIONS (THOSE MARKED BY AN X),
X I . VERIFICATION THE PROPOSED EXPENDITURES ARE IN CONFORMITY WITH THE REGIONAL
TRANSPORTATION PLAN (CCR § 665 1 ).
X 2. FULL USE 15 BEING MADE OF FEDERAL FUNDS AVAILABLE UNDER THE URBAN MASS
TRANSPORTATION ACT AND INTERMODAL SURFACE TRANSPORTATION EFFICIENCY ACT
FOR TRANSPORTATION PURPOSES (CCR § 6754).
X 3. COMPLIANCE WILL BE MAINTAINED WITH THE ADOPTED BUS TRANSFER PASS POLICY.
(PUC § 99282).
X 4. COMPLIANCE WILL. BE MAINTAINED WITH THE LAW THAT REQUIRES EQUIVELANT
REDUCED TRANSIT FARES AND IDENTIFICATION CARDS FOR SENIOR CITIZENS AND
DISABLED PERSONS.
X 5. THE TRANSIT SYSTEM OPERATOR DOES NOT ROUTINELY STAFF A TRANSIT VEHICLE
DESIGNED TO BE OPERATED BY ONE PERSON WITH TWO OR MORE PERSONS (PUC §
99264); OR IS NOT PRECLUDED BY CONTRACT FROM EMPLOYING PART TIME DRIVERS
OR FROM CONTRACTING WITH COMMON CARRIERS OF PERSONS OPERATING UNDER A
FRANCHISE OR LICENSE (CCR § 6754).
X 6. EXISTING AND PROJECTED FAREBOX RATIOS ARE AS LISTED BELOW, AND MEET THE
MINIMUM FARE REVENUE REQUIREMENTS FOR BOTH LTF AND STA MONIES (20%
APPLIES TO SLO TRANSIT).
A. FISCAL YEAR 1995/06 FAREBOX RATIO
26 0/0
B. PROJECTED FISCAL YEAR 1996/97 FAREBox RATIO
x 7. THE TRANSIT SYSTEM WILL NOT RECEIVE TDA FUNDS IN EXCESS OF OPERATING COSTS
ACCORDING TO THE FOLLOWING ELIGIBILITY FUND TEST (CCR § 6634, 6754).
ESTIMATED 1996/97 OPERATING COSTS
'LESS DEPRECIATION, AMORTIZATION,
VEHICLE LEASE COSTS, AND THE COSTS OF
PROVIDING SERVICES PURUANT TO THE ADA 1-9.6,600
NET OPERATING COSTS 1,.104,406
LESS AMOUNT OF FARE REVENUES REOUIRED
TO MEET YOUR MINIMUM FAREBOX REVENUE• 220.900
MAXIMUM AMOUNT RECEIVABLE
FOR TRANSIT SYSTEM 883,Sq>
/�O
N/A 8' COMPLIANCE WITH GENERAL PURPOSE PARATRANSIT VEHICON
LES (GPPV) INSPECTION
AND DRIVER CERTIFICATION REQUIREMENTS PER CCR § 1201 THROUGH 1208.
ECTI
9. THE FOLLOWING CONDITIONS PLACED UPON THE CLAIM BY ACTION OF THE SAN LUIS
OBISPO COUNCIL OF GOVERNMENTS WILL BE MET IN A TIMELY FASHION, INCLUDING
THE FOLLOWING:
A. PRIOR TO DISBURSEMENT OF FUNDS
QUARTERLY
DATA WILL BE SUBMITTED TO THE COUNIL F GOVERNMENTS OPERATING
C
B. IMPROVEMENTS REQUIRED IN THE COUNCIL OF GOVERNMENTS BUS
STOP POLICY WILL BE PROGRAMMED OR IMPLEMENTED /FAPPL/C4BLE
C. PROGRAM OR IMPLEMENT SERVICES TO MEET ALL UNMET TRANSIT
NEEDS PER THE ADOPTED 1996 SLOCOG RESOLUTION /F
APPLICABLE,
X 10. PRIOR TO DISBURSEMENT OF ANY TDA FUNDS, THE FOLLOWING DOCUMENTS WILL BE
SUBMITTED:
4 THIS CLAIM FOR FUNDS WILL BE SUBMITTED TO SLOCOG; AND,
B• A STATE CONTROLLER'S REPORT OF FINANCIAL TRAM
WILL BE SUBMITTED TO THE STATE CONTROLLER'S CE AND TO
SLOCOG (BY SEPTEMBER 30); AND
C. THREE COPIES OF A CERTIFIED FISCAL AUDIT OF ALL TDA FUNDS
RECEIVED THE PRIOR FISCAL YEAR WILL BE SUBMITTED TO SLOCOG
(BY DECEMBER 3 1 FOR 2ND QUARTER PAYMENT) THE FISCAL AUDIT
WILL INCLUDE A DETERMINATION OF ELIGIBILITY OF FUNDS PER PUC
§
G)9314.6 AND CCR § 6634.
SIGNATURE OF AUTHORIZED OFFICIAL
CERTIFYING COMPLIANCE DATE
CTI OF SAN LUIS OBISPO
ITEM 3. ANNUAL PROJECT AND FINANCIAL PLAN - 1996197
PROPOSED USE
AUTHORITY
AMOUNT
SLORTA SYSTEM -JURISDICTIONAL
SHARE OF REGIONAL TRANSIT LTF ART. 4
281.161
UNDER AUTHORITY OF JPA SEC. 99260
TOTAL TRANSIT JPA CONTRIBUTIONS 281,161
296 BIKE/PEDESTRIAN wwrs PRo.IeCTs LTF ART.
AND BICYCLE sAFEIY EDUCATION 17,446
SEC. 99234
SLO TRANSIT-A LOCAL FMED
LTF ART. 4
ROUTE SYSTEMSEC 99260 "550.503
Transportation Assistant
Position:.for Pedestrian LTF ART. 8(a) 21,950
Bikeway Projecta SEC. 90400
TDA AUDIT COST .
. REIMBURSEMENT LTF ART. 3
SEC. 99245 1.250
TOTAL LTF RECEIYEp DIRECTLY
591,149
SLO TRANSIT-A LOCAL FWZO STA ART. 6.5 ..
ROUTE SYSTEM 7,461
SEC. 99314
SLO TRANSIT-A LOCAL FDaM
ROUTE SYSTEMSTA ART. 6.5 50.160
SEC. 99313
TOTAL STA RECEIVED DIRECTLY
57,630
TOTAL LTF FUNDS
TOTAL STA FuDIDs 872.31 O
57,630
TOTAL TDA FUNDS 929,940
AMOUNT' TO BE DETERMINED By CLAIMANT. SUBJECT TO
FINAL
APPROVAL BO.K.
BASED ON AUDIT FINDING.
�-ID
r1rEM 5
1996-97 Transportation Budget
for Programs and Projects Using TDA Apportionments
Revenues:
Federal Transit Administration Grants $475,000
TDA/LTF Allocation for Transit 608,100
TDA/STAF Allocation for Transit 57,600
TDA/LTF Allocation for Pedestrian/Bikeway Program Administration 22,000
TDA/LTF Allocation for Pedestrian/Bikeway Promotion and Education 17,400
Cash Fares and Pass Sales 96,800
Cal Poly In-lieu Fare Contribution 125,000
Other Revenue
2.600
$1,404,500
Expenditures:
SLO Transit Direct Administration 96,400
SLO Transit Indirect Administration 188,600
SLO Transit Contract Operations 1,015,800
SLO Transit Capital 25,000
SLO Transit Capital Reserve 39,300
Pedestrian/Bikeway Program Administration 22,000
Pedestrian/Bikeway Promotion and Education _ 17.400
$1,404,500
Note: The City has applied for $475,000 in federal grants, with only a slim chance of
receiving that full amount. The actual amount will more likely be about $200,000. In
that case, there will be no need for the transit capital reserve of$39,300.
MM
1995-96 Estimated Transportation Revenues and Expenditures
for Programs and Projects Using TDA Apportionments
Revenues:
Federal Transit Administration Grants $462,300
TDA/LTF Allocation for Transit 476,400
TDA/STAF Allocation for Transit 55,800
TDA/LTF Allocation for Pedestrian/Bikeway Promotion and Education 16,500
Cash Fares and Pass Sales 102,100
Cal Poly In-lieu Fare Contribution 229,400
Other Revenue
8.200
$1,350,700
Expenditures:
SLO Transit Direct Administration 99,100
SLO Transit Indirect Administration 183,100
SLO Transit Contract Operations 978,700
SLO Transit Capital 45,500
Pedestrian/Bikeway Program Administration
Pedestrian/Bikeway Promotion and Education 22,000
16.500
$1,344,900
........ -lag
TEEM 7
Actions to Comply with 1994-95 Fiscal Audit Recommendations
The fiscal audit for 1994-95 noted that when SLO Transit began receiving federal operating
assistance in 1993-94 and 1994-95, this additional revenue created an unanticipated excess of
revenue over expense. Because of this excess, SLO Transit was not eligible to receive a
portion of its TDA allocation, and the ineligible portion was classified as deferred revenue.
The audit recommended "that the City more closely monitor the mix of funding requested and
its eligibility for TDA funds . . . ."
In response to this recommendation, the City prepared a spreadsheet which closely matches
revenue received to specific programs and projects. This spreadsheet is periodically reviewed
and updated to reflect changing revenue projections and estimated program and project costs.
Significant reductions expected in federal operating assistance starting in 1996-97 should
prevent this situation from recurring and should also immediately exhaust any remaining
deferred revenue.
TEEM 8
Actions to Comply_witti 1991=9Z to 1994=95 Pelfo mance:Audit`Recon mendatiuns
- - f
Because the performance audit was not completed until September 1996„the City has not had
time to respond.to the audit recommendations.
ITEM 9
Identification of Substantial Changes to Pmgmnis and Projects.
The 1996-97 transit operating budget is 3 percent higher than actual transit operating cost in
1995-96.
Because of potential significant reductions in federal operating assistance starting in 1996-97,
there may be corresponding decreases in the scope of operations and deferrals of previously
budgeted capital projects. The extent of these decreases and deferrals will not be known until
disposition of the City's pending application for federal transit assistance.
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TRANSIT SYSTEM NAME
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F/Y: 1995/96
(FROM 7/1/95 - 6/30/96)
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Requirement to Establish a Capital Reserve Account
Because of expected significant reductions in federal operating assistance, the City will
probably be eligible to use almost all of its 1996-97 TDA allocation plus any deferred TDA
revenue for operations. Consequently, there should be no need to establish a capital reserve
account.
RESOLUTION NO. (1996 Series)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO
AUTHORIZING THE FILING OF APPLICATIONS WITH THE FEDERAL TRANSTr
ADMINISTRATION, AN OPERATING ADMIN STRA71ON OF THE UNITED STATES
DEPARTMENT OF TRANSPORTATION, FOR FEDERAL TRANSPORTATION
ASSISTANCE AUTHORIZED BY 49 U.S.C. CHAPTER 53, TITLE 23 UNITED STATES
CODE, AND OTHER FEDERAL STATUTES ADMINISTERED By THE FEDERAL
TRANSIT ADMINISTRATION
WHEREAS, the Federal Transportation Administrator has been delegated authority to
award Federal financial assistance for a transportation project;
WHEREAS, the grant for Federal financial assistance will impose certain obligations
upon the City of San Luis Obispo, and may require the City of San Luis Obispo to provide
the local share of the project cost;
WHEREAS, the City of San Luis Obispo has or will provide all annual certifications
and assurances to the Federal Transit Administration required for the project,
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Luis
Obispo as follows:
1. The City of San Luis Obispo is the Designated Recipient as defined by 49 U.S.C.
5307(a)(2) and that the Public Works Director is authorized to execute and file an
application for Federal assistance on behalf of the City of San Luis Obispo with the
Federal Transit Administration for Federal assistance authorized by 49 U.S.C. chapter
53, Title 23, United States Code, or other Federal statutes authorizing a project
administered by the Federal Transit Administration.
2• The Public Works Director is authorized to execute and file with its applications the
annual certifications and assurances and other documents the Federal Transportation
Administration requires before awarding a Federal assistance grant.
3. The Public Works Director is authorized to execute grant agreements with the Federal
Transit Administration on behalf of the City of San Luis Obispo.
Upop motion of seconded by
and on the following roll call vote:
AYES:
NOES:
ABSENT:
/—VW—
Resolution No. (1996 Series)
Filing of Applications with the Federal Transit Administration
Page 2
the foregoing resolution was adopted this day of
1996.
Mayor Allen Settle
ATTESTED:
City Clerk
APPROVED:
?iAttom7e
e,L d
FTA PROGRAM OF PROJECTS
PROJECT BUDGET FY 97
APPROVAL DATE: 1996 Apportionment: $
Previous Years Surplus: $600,000
GRANTEE: City of San Luis Obispo - SLO Transit
PROJECT NO: BUDGET NO:
FEDERAL AMOUNT TOTAL AMOUNT
SCOPE
113-01 Bus - Stations/Stops/Terminals
ACTIVITY
11.33.10 Construct Passenger Amenities 20,000 25,000
TOTAL CAPITAL 209000 257000
SCOPE
300-90 Operating Assistance
ACTIVITY
30.90.00 Operating Assistance 455,000 1,301,000
for the period July 1, 1996 thru
June 30, 1997
TOTAL 4759000 19326,000
ESTIMATED NET PROJECT COST
FERAL SHARE $1,326,000
LOCAL SHARE $475,000
$851,000