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TC 05-22-06 Meeting Agendar COUNTY of FREDERICK Department of Planning and Development 540/665-5651 FAX: 540/665-6395 MEMORANDUM TO: Frederick County Transportation Committee FROM: John A. Bishop, Transportation Planner . t1 RE: May Transportation Committee Meeting DATE: May 15, 2006 The Frederick County Transportation Committee will be meeting at 10:00 a.m. on Monday, May 22, 2006 in the Board Room of the Frederick County Administration Building, 107 North Kent Street, Winchester, Virginia. The agenda for this meeting is as follows: AGENDA 1. Transit Budget Request (Referred from Finance) 2. Update on Transportation Impact Fees 3. Other Business Please contact our department if you are unable to attend this meeting. Attachments JAB/bad 107 North Kent Street, Suite 202 • Winchester, Virginia 22601-5000 ITEM #1 Transit Request (From Finance) This item is carried forward from the April 25, 2006 meeting of the Transportation Committee meeting. At that meeting, the Committee reviewed questions and answers provided by the City Director of Transportation. A number of other concerns and questions were brought forth, and there was no personnel from the City present to address them. The Chairman and staff have been reviewing the information provided and will be prepared to discuss it at this meeting. Also attached is all of the background information from the previous meetings. Below is the original request: The City Director of Transportation requests 1) a FY 2007 budget amendment in the amount of $133,000, which represents the county's share of the operating costs to continue the transit and paratransit service in the county and 2) a FY 2007 budget amendment in the amount of $11,000 which represents the county's share of the purchase of two vehicles for the transit service. These requests will be reflected as an increase in the budget resolution. The Frederick County Finance Committee considered this item and has referred it to the Transportation Committee for a recommendation. Staff has attached supporting documentation to this agenda and expects someone from the City Transportation Department will be present to take questions. Questions Concerning Memo Referencing Winchester Transit Extended Routes in Frederick County (responses provided by Gary Lofton 4/11/2006) 1. Why are serving DMV & VEC important to individuals using public transit? Individuals use transit to get to these destinations because they a) do not have a license or a vehicle or b) have lost their license. Some are using DMV to obtain an ID card for other purposes. We have gotten numerous requests for these destinations over the years. 2. Is it the desire of the Board of Supervisors to provide LFCC students with transit service? Winchester Transit cannot answer this question. 3. Working balance @ 1/31/06 as referenced on first page, should be $36,949, not $36,769 ($94,300-$57,351) Our error. 4. Why aren't the average monthly expenditures for FY 06 calculated on all months instead of just the month of January 06? An average month was used for the calculation for the sake of simplicity. Each month will vary depending on the employees used during that month, i.e. salary of a senior driver as opposed to a newer driver, the price of fuel, repair cost of the bus and other factors. A detailed expenditure report will be provided for your review. What is paratransit service that is referred to on the first page, last paragraph? Does the paratransit deviate from the standard route? If the bus is handicap accessible, why are we required to offer paratransit? The Department of Transportation regulations require that all public entities operating fixed route transit (except for commuter bus/rail or intercity rail) must provide complementary paratransit to persons with disabilities who are unable to use the regular fixed -route system. (49 CFR 37.121 -125) 6. The cost of paratransit service (none has been offered to date) is calculated at $8,000 per month. Please provide detail of calculated cost. A cost breakdown is attached. 7. Is it the desire and direction of the Board of Supervisors to offer paratransit service? This is not an option if regular fixed -route service is offered. Page 1 of 3 8. On page 2, first paragraph, states that conversations with VDRPT indicate that we will receive half of our FY 07 budget request. In numbers, what does this equate to in grant funding and required local funding? In trend, what is usually received in funding? This paragraph referred to the second demonstration grant for expansion of routes to the north and west areas of the county. Our original request for this expansion of service was $548,332. VDRPT has indicated that they would only be able to fund one half of this amount. Local funds required are 5% of the grant award. Another twist to this is that $240,000 of the original $548,332 request was for purchase of vehicles for the expansion service. VDRPT has moved that line item out of the Demonstration Grant and into normal Capital Assistance program. Given these actions, Frederick County funding requirements would be: Demonstration grant operation (less bus purchase) $548,332 - $240,000 = $308,332/2 = $154,166*5%=$7708.30 local share Capital Assistance (bus purchase, which includes paratransit van) $240,000 * 10% local match = $24,000. So if Frederick County would receive the grant for expansion of service and purchase of required buses, the total local match would be $31,708.30. If the County decided to lease the buses then we would have to modify the line items of the grant and adjust the service to match the operation portion of the grant funding. Of course that means the $24,000 local match for capital purchase of buses would not be required. 9. On page 2, second full paragraph discusses lots of percentages. Appears that the County's prorated portion of the transit service is $133,000. Please provide detail on how the prorated portion of the $133,000 was calculated. What is included in this prorated portion? A copy of the proposed funding eligibility calculation is attached. 10. In same paragraph.....references 40% increase in total Winchester Transit budget and federal assistance only increasing by 12%. (1) What is the proportionate share of the city transit cost in the proposed FY 07 budget? Winchester Transit base budget (without County routes) $745,650, County budget $210,900. Respectively 78% and 22% of total operating budget. Last years transit operating budget $645,960, which included $42,000+/- of the Frederick County routes (routes did not start until December 2004). Winchester Transit share of FTA funding for FY07 was set at $255,000, with the addition of Frederick County routes, FTA funding was set at $287,000 (12% increase). (2) Does the proportionate city share increase if the county does not participate in the transit routes or program? Given the formula funding above, FTA funding would decrease to $255,000 without the County routes, but that is an assumption on my part at this time. will address that with VDRPT and get a more definitive answer if possible. Page 2 of 3 But this highlights why Frederick County's local share is disproportionately larger than Winchester's. If FTA were to fund their share in total, then we could expect another $160,000+/- which would decrease costs to both localities. 11. How is the fare charge calculated? What is the estimated total number of riders for FY07 that was used to calculate expected fare? How does the County's $0.50 fare compare to the City's fare? Fare was set at $0.50 by County. Total number of riders estimated for FY07 was 8,000 for the fixed route and 2,400 paratransit riders. Fare for City is same as County. 12. On the Maximum Eligibility Calculation...... What are eligible administration expenses? What is the breakdown of operating expenses of $156,330? Why do budgets at top of maximum eligibility calculation page not reconcile with bottom of page? Administrative costs are supervisory salaries and costs associated with office operation. Currently part of Director's salary, Office Manager's salary and office supplies are included in costs. You will find that the eligibility calculation page does reconcile. What is not apparent is the deduction of revenues, which include fares and FTA funding from the portion that VDRPT funds, or in essence, the local match. We will provide a calculation sheet narrated with the steps in determining the various figures. 15. How does Frederick County's participation impact the City of Winchester's Transit System? Am not clear on what does not add correctly. The first two line items; Fuels, Tires & Maintenance plus Administrative costs and other operating expenses total up to the sum of the operating expenses for providing the transit service. Capital of $85,000 was estimated figure based on our last bus purchase. Further study has found that we can purchase a smaller bus for the county routes and hence the $65,000 figure on the last page of the memo for bus purchase. 14. How does Maximum Eligibility Calculation tie-in to the two budgets? The maximum eligibility is based on the summation of the two budgets. If service is decreased in the fixed route that could impact service on the paratransit and would lower cost in the total budget but also lower the states anticipated participation. 15. How does Frederick County's participation impact the City of Winchester's Transit System? Service to the County does not impact the City. The two are not intertwined or dependent on one another. 16. Why do we have to purchase a replacement bus, is continuing to lease an option? There is not a need to purchase. Lease is an option. The current lease rate is $1,000 per month, whereas the purchase of a bus would be 10% of the purchase cost (if all holds true with the State Legislature). Purchase may be less over the long haul, but if you decide to discontinue service, the County has a bus to dispose of or use in some other capacity. Page 3 of 3 WINCHESTER TRANSIT BUDGET MASTER SHEET COUNTY ROUTES FY07 OPERATING CAPITAL ADMIN FTM OTHER REVENUE Frederick County Fixed Route $ 107,850 $ 85,000 26600 $ 16,000 $ 65,250 $ 4,000 Frederick County Paratransit $ 103,050 $ 12,000 $ 91,050 $ 1,200 $ 210,900 $ 85,000 $26,600 $ 28,000 $ 156,300 $ 5,200 $ 68,000.0 Fed share $ 8,500.0 State share $ 5,200 $ 8,500.0 Local share capital $ 295,900 Total operating and capital budget proposed 542-4613 FREDERICK COUNTY SERVICE FY07 1101 SALARY REGULAR 55000 1201 OVERTIME 4000 1701 PART-TIME 6000 2110 FICA 5500 2220 VRS-EMPLOYER 6100 2420 INS -EMPLOYER 900 2610 SUTA 2720 WORK COMP 3700 2850 FLEX BENEFITS 50 2851 FLEX - EMPLOYEE 8000 3110 MED-DENT-HOSP 3170 OTHER 3215 EMPLOYMENT AGENCY 3310 REPAR/MAINT 3315 VEH REP/MAINT 3320 OTHER CONTRACT 3325 COMP HARD/SOFT 3501 PRINTING 500 3601 LOCAL MEDIA 500 3701 LAUNDRY 1600 4203 EQUIP FUND CHARGES 16000 6001 OFFICE SUPPLIES 900 TOTAL OPERATING 107850 8105 MOTOR VEH/EQUIP 85000 8139 FACILITIES CONST 8205 MOTOR VEH/EQUIP 8999 DEPRECIATION EXP TOTAL CAPITAL 85000 TOTAL FTM 16000 TOTAL ADMIN 26600 TOTAL OTHER 65250 542-4615-444 FREDERICK CO 1101 SALARY REGULAR 1201 OVERTIME 1701 PART-TIME 2110 FICA 2220 VRS-EMPLOYER 2420 INS -EMPLOYER 2610 SUTA 2720 WORK COMP 2850 FLEX BENEFITS 2851 FLEX - EMPLOYEE 3110 MED-DENT-HOSP 3170 OTHER 3310 REPAR/MAINT 3315 VEH REP/MAINT 3320 OTHER CONTRACT 3325 COMP HARD/SOFT 3501 PRINTING 3601 LOCAL MEDIA 3701 LAUNDRY 3810 TUIT PD -OTHER PARATRANSIT SERVICE FY07 55000 4000 6000 5500 6100 900 3700 50 8000 1600 4203 EQUIP FUND CHARGES 12000 6001 OFFICE SUPPLIES 200 6002 FOOD & FOOD SERV 6005 LAUND & JANITORIAL 6007 REPAIR & MAINT 6008 VEH & EQUP FUELS 6009 VEH & EQUIP SUPPLIES 6011 UNIFORMS & APPAR 6014 OTHER OPERATING TOTAL OPERATING 103050 8105 MOTOR VEH/EQUIP 8139 FACILITIES CONST 8205 MOTOR VEH/EQUIP 8999 DEPRECIATION EXP WINCHESTER TRANSIT REVENUE SHEET FY07 Frederick County Fixed Route $ 4,000 Frederick County Paratransit $ 1,200 5,200 CITY OF WINCHESTER - FREDERICK COUNTY STATE AID FOR PUBLIC TRANSPORTATION FISCAL YEAR 2006-2007 MAXIMUM ELIGIBILITY CALCULATION TOTAL ELIGIBLE FUELS, TIRES AND MAINTENANCE TOTAL ELIGIBLE ADMINISTRATIVE EXPENSES TOTAL ELIGIBLE RIDESHARING EXPENSES TOTAL ELIGIBLE EXPERIMENTAL EXPENSES OTHER OPERATING EXPENSES TOTAL OPERATING EXPENSES TOTAL REVENUE TOTAL FEDERAL OPERATING ASSISTANCE TOTAL STATE AND LOCAL FUNDS REQUIRED TOTAL INCOME MAX CATEGORY STATE % STATE $ LOCAL $ $ 28,000.00 $ 26,600.00 $ 156,300.00 $ 210, 900.00 $ 5,200.00 $ 32,926.00 $ 172,774.00 $ 210,900.00 TOTAL FTM 95% $ 26,600.00 $ 1,400.00 $ 28, 000.00 ADMIN 50% $ 13,300.00 $ 13,300.00 $ 26,600.00 RIDESHARING 80% EXPERIMENTAL 95% TECHNICAL 80% OTHER OPERATING $ 118,174.00 $ 118,174.00 TOTAL $ 39,900.00 $ 132,874.00 $ 172,774.00 $ 210,900.00 To: John Riley, Frederick County Administrator From Gary A. Lofton, Director of Transportation CC: Ed Daley, City Manager Date: March 8, 2006 Re: Status of Winchester Transit Extended Routes in Frederick County In December, 2004, Winchester Transit began operating two routes into the county under a demonstration project grant with Virginia Department of Rail and Public Transit. The grant's components were as follows: Total approved grant project budget: $129,413 Federal/State funding $122,942 Local Match (5%) $ 6,471 Working with County staff, we developed routes providing service to two major urbanized areas in the county. The area to the south follows Valley Pike from the south corporate limits of Winchester, through Stephens City to Lord Fairfax Community College. We had gotten many requests over the years to service LFCC, so this was felt to be an important destination. We have since altered the route to include a portion of the Town of Middletown. The south route also serves the Fredericktowne and Lakeside Estates subdivisions as well as the Department of Motor Vehicles. The other area selected for service was to the east of Winchester. This route takes in the Virginia Employment Commission and then proceeds into Senseny Road, Greenwood Road and Rte 7 (Regency Lakes and Dowell J. Howard). As anticipated, ridership started out slowly, but has continued to rise as more citizens become aware of the service. Attached are reports showing various ridership data for the county routes for calendar year 2005. As you can see, ridership on the southern route is much heavier than that of the eastern route. Part of that can be attributed to the LFCC students utilizing the transit service to attend classes. If this service is continued, we will be looking for ways to reduce the overall times of the routes. At this time each loop takes approximately 1 Y2 hours, which we believe is a tittle above the maximum desirable time for anyone needing transportation to and from a destination. As the FY06 fiscal year began, $94,300 was left of the original demonstration grant funding. As of January 31, 2006 the project has expended $57,351, leaving a working balance for the remainder of FY06 of $36,769. Estimating that monthly expenditures (January 06 was $8869.45) stay fairly stable, it appears that -the grant funding will be exhausted in late May or early June, 2006. At that time the County would be required to fund the operational cost for the remainder of the fiscal year or approximately $7,500. As with any foxed route service, Federal Transit Authority guidelines call for providing complimentary paratransit service. Since this was a demonstration grant and no funding was received for the paratransit service, none has been offered to this point. However, when the grant has been exhausted, this service will have to be offered. Based upon the City's costs —15— for such service, I am estimating that the County's funding for the service will be approximately $8,000 per month for one van, two drivers and associated operating expenses. We applied for another demonstration grant in FY05 to expand the service to the County which included two additional routes (one to the Clearbrook area, one to the west) and paratransit service. We were not successful in obtaining funding, but we have reapplied for this grant in the FY07 budget process. Conversations with VDRPT indicate that we will receive approximately half of our request. This will likely create routes similar to the other county routes, i.e. long, single bus routes. For FY 07, 1 do not have a clear picture of what costs may have to be incurred by the County. Continuation of the existing service into the County and the expenses related to that operation has been incorporated into FYOTs proposed operating budget, as per the Grant's provision. Our funding fomnula includes approximately 30% of operating expense reimbursement from FTA, approximately 74% of administrative/FTM costs reimbursed by VDRPT and the balance provided by General Fund appropriation of the respective local governing body, which roughly translates to 63% of total operating costs. utilizing this funding formula and the operational costs for the existing County routes plus the projected paratransit operating expenses, I estimate that the County s prorated portion of it's transit service will be approximately $133,000. This is an inflated figure in this fiscal year for one basic reason. Even with the 40% increase in the total Winchester Transit budget, Federal assistance only increased 12%. Thus, Frederick County's share is not proportionate to the total transit system budget, because Winchester's basis had to be help harmless. In other words, Winchester should not pay more to subsidize the addition of the county routes. Let me emphasize that this is a tentative figure as our final formula assistance will be based on what VDRPT has been allocated in funds to distribute to the various transit properties and what they determine each property will receive. My contacts at VDRPT can not give me any assurances that even with increased activity in our system that we will still receive an equal amount of offsetting revenue from them, Also, if the service is continued, there will be a capital component in the cost of service. Presently the demonstration grant service is being accomplished with a leased vehicle. The cost of that lease is $1,000 per month. Several capital purchases will be required with continuation of the service, a replacement bus of the same size (25) passenger and a paratransit van. Assuming that funding percentages from FTA and VDRPT remain constant, the County would be responsible for 10% of the estimated cost or approximately $11,000 (bus - $65,000, van - $45,000). One other item that should be discussed is the fare for riding the bus. Currently, the fare stands at $0.50 per trip. This fare is expected to generate approximately $5,200 in FY07. This fare is applied toward the cost of operation in the funding formula. The County may want to consider an increase in the fare to help offset more of the costs of operation. The service delivery can be altered to reduce costs by reducing hours and areas served if the County desires to do so. The service can be molded to reflect the desires of the County and the customers it serves and Winchester Transit stands ready to discuss any and all options with you to define our service delivery in Frederick County. If I can provide any further information, please fee free to contact me. 0 Page 2 Winchester Transportation Department TRANSIT RIDERSHIP COUNT BY ROUTE Printed Date: 3/7/2006 Page Selection Criteria; {routes.I)} = S/R Grand Totals ---------- —> 2,623 1 2,370 59 194 0 Ie-7- 051/1/2005 1 /1/2006 Transit Routes 71/2/31/2005 1/31/2005 1/31/2006 Transit Fare e iders # Riders # Riders #Riders Group -SENSENY ROAD/5225 CASH -ADULTS 2,370 59 191 0 TICKETS -ADULT 0 0 3 0 Subtotal Group -SENSENY ROAD/522S 2,370 59 194 0 Grand Totals ---------- —> 2,623 1 2,370 59 194 0 Ie-7- Winchester Transportation Department TRANSIT RIDERSHIP COUNT BY ROUTE Printed Date: 3/7/2006 Page: Selection Criteria:{routes.ID) = SC —� 1/1/2005 1/1/2005 1/1/2006 Transit Routes12/31/2005 1/31/2005 I 1/31/2006 Transit Fare Type # Riders # Riders # Riders # Riders Group-STEPHENS CITY/LFCC CASH -ADULTS 3,275 79 403 0 TICKETS -ADULT 16 0 30 0 Subtotal Group -STEPHENS CITY/LFCC 3,291 79 433 0 Grand Totals3,803 1 3,291 79 433 0 —19-- CITY OF WINCHESTER - FREDERICK COUNTY STATE AID FOR PUBLIC TRANSPORTATION FISCAL YEAR 2006-2007 MAXIMUM ELIGIBILITY CALCULATION TOTAL ELIGIBLE FUELS, TIRES AND MAINTENANCE TOTAL ELIGIBLE ADMINISTRATIVE EXPENSES TOTAL ELIGIBLE RIDESHARING EXPENSES TOTAL ELIGIBLE EXPERIMENTAL EXPENSES OTHER OPERATING EXPENSES TOTAL OPERATING EXPENSES TOTAL REVENUE TOTAL FEDERAL OPERATING ASSISTANCE TOTAL STATE AND LOCAL FUNDS REQUIRED TOTAL INCOME $ 28,000.00 $ 26,600.00 $ 156, 300.00 $ 210,900.00 $ 5,200.00 $ 32, 926.00 $ 172,774.00 $ 210,900.00 MAX CATEGORY STATE % STATE $ LOCAL $ TOTAL FTM 95% $ 26,600.00 $ 1,400.00 $ 28,000.00 ADMIN 50% $ 13,300.00 $ 13,300.00 $ 26,600.00 RIDESHARING 80% EXPERIMENTAL 95% TECHNICAL 80% OTHER OPERATING $ 118,174.00 $ 118,174.00 TOTAL $ 39,900.00 $ 132,874.00 $ 172,774.00 $ 210,900.00 542-4615-444 FREDERICK CO. PARATRANSIT SERVICE FY07 1101 SALARY REGULAR 55000 1201 OVERTIME 4000 1701 PART-TIME 6000 2110 FICA 5500 2220 VRS-EMPLOYER 6100 2420 INS -EMPLOYER 900 2610 SUTA 2720 WORK COMP 3700 2850 FLEX BENEFITS S0 2851 FLEX - EMPLOYEE 8000 3110 MED-DENT-HOSP 3170 OTHER 3310 REPAR/MAINT 3315 VEH REP/MAINT 3320 OTHER CONTRACT 3325 COMP HARD/SOFT 3501 PRINTING 3601 LOCAL MEDIA 3701 LAUNDRY 1600 3810 TUIT PD -OTHER 4203 EQUIP FUND CHARGES 12000 6001 OFFICE SUPPLIES 200 6002 FOOD & FOOD SERV 6005 LAUND & JANITORIAL 6007 REPAIR & MAINT 6008 VEH & EQUP FUELS 6009 VEH & EQUIP SUPPLIES 6011 UNIFORMS & APPAR 6014 OTHER OPERATING TOTAL OPERATING 103050 8105 MOTOR VEH/EQUIP 8139 FACILITIES CONST 8205 MOTOR VEH/EQUIP 8999 DEPRECIATION EXP _9,0_ 542-4613 FREDERICK COUNTY SERVICE FY07 1101 SALARY REGULAR 55000 1201 OVERTIME 4000 1701 PART-TIME 6000 2110 FICA 5500 2220 VRS-EMPLOYER 6100 2420 INS -EMPLOYER 900 2610 SUTA 2720 WORK COMP 3700 2850 FLEX BENEFITS 50 2851 FLEX - EMPLOYEE 8000 3110 MED-DENT-HOSP 3170 OTHER 3215 EMPLOYMENT AGENCY 3310 REPAR/MAINT 3315 VEH REP/MAINT 3320 OTHER CONTRACT 3325 COMP HARD/SOFT 3501 PRINTING 500 3601 LOCAL MEDIA 500 3701 LAUNDRY 1600 4203 EQUIP FUND CHARGES 16000 6001 OFFICE SUPPLIES 900 TOTAL OPERATING 107850 8105 MOTOR VEH/EQUIP 85000 8139 FACILITIES CONST 8205 MOTOR VEH/EQUIP 8999 DEPRECIATION EXP TOTAL CAPITAL 85000 TOTAL FTM 16000 TOTAL ADMIN 26600 TOTAL OTHER 65250 ITEM #2 Update on Transportation Impact Fees As the committee is aware, we covered transportation impact fees extensively with the CPPS committee at the April 25, 2006 committee meeting. Following that, staff relayed the same information to the Board of Supervisors and Planning Commission at a joint work session on May 11, 2006. Staff has been asked to look into a number of issues and is currently working on that. Generally, the group was supportive of the idea and the Board had consensus that staff and the Transportation Committee should continue to develop the program and evaluate its usefulness. Staff expects that there will be an agenda item at the next Board of Supervisors meeting that will add to the duties of the Transportation Committee by designating the committee as the official Transportation Impact Fee Committee.