Ohio Department of Transportation Office of Transit Rural Roundtable Wednesday, July 31, 2008

Marianne Freed, Administrator, Office of Transit Welcome and Introductions

Financial Audits Division of Finance Office of Audits

State Budget Marianne Freed Administrator ODOT, Office of Transit

Timeline State Department Budgets to Office of Budget and Management – September 15 Governor presents Executive Budget to State Legislature – February 2

Charter Update Marianne Freed

Charter Update Reporting Requirement Changes Updated Q & A Other Manual Updates

Annual Conference Marianne Freed Dates:May Place:Dayton, Ohio Survey

Milestone Dates Seth McDonald Rural Program Analyst ODOT, Office

Milestone Dates Setting Milestone dates Setting Vehicle Milestones Milestone Amendments Target = Milestone Dates

Milestone Dates Designated Grantee Milestones Non-designated Grantees Required Documents Forms available on website

Civil Rights Kim White Training and Compliance Officer ODOT, Office of Transit

Civil Rights New Circular FTA C A Title VI and Title VI-Dependent Guidelines for Federal Transit Administration Recipients, published December 14, 2005

Title VI Part of the 1964 Civil Rights Act Title VI – Nondiscrimination in Federally Assisted Programs and Activities “No person in the United States shall on the grounds of race, color, or national origin be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance.”

Title VI cont. What is the Purpose of Title VI? What is the Intent of Title VI?

Title VI cont. Other Nondiscrimination Authorities  The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970  Section 504 of the 1973 Rehabilitation Act  The 1975 Age Discrimination Act  Executive Order on Environmental Justice (EJ)  Executive Order on Limited English Proficiency (LEP)  Implementing Regulations

Title VI cont. New Title VI information will be required Additional Training later this year on Civil Rights

Title VI cont. USDOT’s Title VI Regulations (49 CFR Part 21)  Obligates recipients to:  Comply with Title VI  Include Title VI Provisions in its contracts  Requires recipients’ execution of Title VI assurance as a condition of Federal aid  Provides for sanctions in the event of noncompliance

Title VI cont. Executive Order – Environmental Justice  Demand for fair and equitable treatment (toward low income and minority persons/population)

Limited English Proficiency (LEP) Covered in Title VI Circular and by Executive Order Who is a LEP Person?

Limited English Proficiency cont. What is required of recipients?  Assessment  Plan of Action

Limited English Proficiency cont. Four Factor Assessment – Demography – Frequency – Importance – Resources

Limited English Proficiency cont. Plan of Action – Five Elements  Identification of volume and location of LEPs and LEP communities  Language assistance measures  Staff  Outreach measures  Monitoring and Evaluation of Efforts

DBE Goal Projections – Required of all Recipients – Must be submitted to ODOT electronically – The ODOT report is due to FTA August 1 – Will be required to resubmit when CY 2009 allocations are awarded

DBE Con’t. Threshold recipient – Must publish goal – Must submit plan if not already on file with ODOT or if revisions are made – Will be required to submit semi-annual reports Questions: Contact Kim White at or

Term Contracts and Cooperative Purchasing Josh Gearhardt Public Transportation Manager ODOT, Office of Transit

Term Contracts and Cooperative Purchasing Who can participate with ODOT? What is available? Where can I get more information?

ODOT Term Contracts Where to Get Term Contract Information – Office of Transit Website ault.aspx ault.aspx – ODOT Office of Contracts Website efault.aspx efault.aspx

Ohio Revised Code Section Inspections of passenger transportation vehicles – All private non profit owned vehicles without county tags must be inspected annually – Vehicles exempted are any smaller than an LTN – LTN’s and larger have a GVW or more than 10,000 lbs and are subject to the inspection law

Intercity Update Brett Harris Rural Transit Program Coordinator ODOT, Office of Transit

Intercity Update Intercity Bus Program – 49 USC Section 5311(f) – Budget of $2.8 M CY 2009 Based on 15% of 5311 Apportionment – Safe, Accountable, Flexible, Efficient, Transportation Equity Act: A Legacy for Users (SAFETEA–LU) – New Requirement – Consultation Process

Intercity Update cont. Consultation Process – Identified intercity bus carriers operating in Ohio – Sent letters to carriers requesting input – Held individual consultation meetings – Incorporated their comments

Intercity Update Intercity Bus Needs Assessment Local IC needs Current routes Deliverables Proposed Routes Three IC Routes Feeder Service Proposed Maps

Intercity Update cont. Where do we go from here? Rural Intercity Bus Program Policy – Draft policy sent out for comment – Address annual IC needs – Establishes competitive proposal process – Criteria based selection process

Training Update Kim White

Upcoming Training September 24 - Civil Rights ODOT – Central Office Auditorium October 8 – Marketing December 9 – Drug and Alcohol Reasonable Suspicion Determination Refresher Defensive Driving – Hosting a Class

Mobile Driver Training Simulator html

Transit Curriculum WSU – One-credit hour courses KSU – Program to start August

Other Drug and Alcohol Changes – Kim White New Freedom – Barb Piper JARC – Seth Budge Accrual Accounting Follow-up – Brett Harris Office of Transit Website – Josh Gearhardt

Drug and Alcohol Testing Program Changes Published in the Federal Register on Wednesday June 25, 2008 Changes go into effect on August 25, 2008 Summary was posted to the listserv and sent in a paragraph on July 1, 2008

NEW FREEDOM Barbara Piper Program Coordinator ODOT, Office of Transit

New Freedom Update PROGRAM OVERVIEW Program Description Eligible Applicants Program Appropriations Eligible Projects

2008 NEW FREEDOM PROGRAM SUMMARY Applicant Types Proposals Received

NEW FREEDOM PROJECTS AWARDED Operating Capital

JARC Seth Budge Program Coordinator ODOT, Office of Transit

JARC Update PROGRAM OVERVIEW Program Description Eligible Applicants Program Appropriations Eligible Projects

2008 JARC Program Summary Applicant Types Proposals Received

JARC Projects Awarded Operating Capital Planning

JARC & New Freedom Lessons Learned Coordinated Plan Project Summary Outcomes/Program Measures Coordination Compliance

What’s Next for JARC & New Freedom Application cycle

Accrual Accounting Brett Harris

Accrual Accounting Update Effective January 1, 2008 Full Accrual Accounting Required – SAFETEA-LU – FTA Circular 9040.F Uniform System of Accounts (USOA) – Accounting guidance provided

Accrual Areas of Concern Contract Revenue E&D Grant Revenue Vehicle Insurance Record Revenues Earned Record Expenses Incurred

Benefits of Accrual Accounting 2 nd Quarter Invoice $1 million Annual Budget $405,000 Annual Contract Revenues E&D $6,000 annually $60,000 Vehicle Insurance

Cash Accounting 2 nd Quarter 2008 Under Cash Method Report: – $473,133 Total Expenses Under reported by $30,000 vehicle insurance – No E&D reported – $321,747 Contract Revenue Reported Overstated by $119,247

CASH RESULTS – Effect: Federal Eligible $126,426 State Eligible $0 – Federal OWED back $93,072 – State OWED back $30,558

Accrual Accounting 2 nd Quarter 2008 Under Accrual Method Report: – $503,133 Total Expenses Reported $30,000 vehicle insurance – $3,000 E&D reported – $202,500 Contract Revenue Reported ½ of $405,000 (adjustments should be made throughout the year as revenue changes)

ACCRUAL RESULTS – Effect: Federal Eligible $239,237 State Eligible $33,437 – Federal underpayment $19,738 – State $0 nothing owed back

Net Effect 2nd Quarter Adj.Accrual AccountingCash Accounting Federal Eligible$239,237$126,426 Federal Received$219,498 Adjustment$19,739-$93,072 State Eligible$33,437$0 State Received$31,000 Adjustment$2,437-$31,000 Net EffectPositive Cash FlowNegative Cash Flow

Other Areas of Concern Farebox Revenue Deposits – Must deposit not less than every 3 days ORC Requirement

Office of Transit Website Currently in Development Website is online! Continuing to add content Please submit comments to: – Rena Puckett: ansit/Pages/default.aspx ansit/Pages/default.aspx

Questions