1. Ohio Department of Transportation Office of Transit JARC/New Freedom Training Thursday, August 14, 2008

2. Marianne Freed Administrator ODOT, Office of Transit Welcome and Introductions

3. PROGRESS ON PREVIOUS REQUESTS STIP Programming Public Participation Certifications and Assurances

4. PURPOSE & SCOPE OF CONTRACT Definitions Service Area Period of Performance Changes to Project Scope Reference: www.fta.dot.gov

5. GRANT FUNDING Seth Budge Program Coordination ODOT, Office of Transit

6. GRANT FUNDING Common Rule (A-102) Separate Cost Center Accrual Accounting Payments In-Kind Contributions & Indirect Expenses Fares and Contributions/Net Project Cost Reference: www.dot.state.oh.us/Divisions/Finance/Auditing/Pages/Transit.aspx www.dot.state.oh.us/Divisions/Finance/Auditing/Pages/Transit.aspx

7. COST CENTERS Separate accounting records required New cost center for each grant No new bank account needed

8. ACCRUAL ACCOUNTING Accrual accounting required Choice of full accrual books or periodic accruing entries Benefits of accrual

9. PAYMENTS Electronic Deposit Warrant

10. IN-KIND CONTRIBUTIONS Volunteer Drivers Other Contributed Services Both a Cost and a Revenue for Budget Purposes Requires an Approved In-Kind Plan

11. INDIRECT COSTS Direct Expenses Indirect Expenses Approved Cost Allocation Plan Required

12. FARES AND CONTRIBUTIONS Fares Recommended Fare Schedules Set by Grantee Security of Fares and Donations Change Not Provided Administrative Handling Net Project Cost

13. PROCUREMENT Competitive Procurement Specifications Must Be Approved by ODOT in Advance Thresholds for Bids vs. Quotes No Buy Local Preference Applies to Services and Capital/Equipment ODOT Must Approve Bid Awards

14. MOTOR VEHICLE FUEL TAX EXEMPTION Is my project eligible for this? Where can I get more information on this? Ohio Department of Taxation: 614-466-3503

15. ELIGIBILITY OF INTEREST External Financing In Support of Program Project For Current Period Cost Interest on Late Payments Not Eligible Must be Lowest Available Rates

16. ODOT TERM CONTRACTS Joshua Gearhardt Public Transportation Manager ODOT, Office of Transit

17. ODOT TERM CONTRACTS What are they? Can I purchase off of them? What is available? Where can I get more information?

18. HIGHWAY PATROL INSPECTIONS Ohio Revised Code Section 4513.50 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 – LTNs and larger have a GVWR or GVW or more than 10,000 lbs and are subject to the inspection law

19. ODOT TERM CONTRACTS Where to get term contract information – Office of Transit website www.dot.state.oh.us/Divisions/Local/Transit /Pages/default.aspx – ODOT Office of Contract website www.dot.state.oh.us/Divisions/ContractAdmin/Pages/def ault.aspx

20. Office of Transit Website

21. REPORTING REQUIREMENTS Barbara Piper Program Coordinator ODOT, Office of Transit

22. INVOICES Operating Invoices – Monthly

23. INVOICES Capital Invoices

24. MILESTONE REPORTS Capital – Vehicle procurement – Other capital items Planning

25. PROGRAM OUTCOME MEASURES Program Outcome Measurers – Monthly reports required

26. PROJECT ADMINISTRATION Overpayment of Grant Funds Audit/QAR findings Availability of Records Satisfactory Continuing Control of Federal Assets Maintenance of Assets

27. Project Administration Site Visits – Conducted prior to start date of the project – Conducted at least once during the project – Conducted more often as needed Quality Assurance Reviews – Incorporated into existing QARs

28. CHARTER REGULATIONS JARC and NF have Exemptions for Program Purpose – Persons who are low income, disabled or elderly Exceptions may also apply Reporting of Charter Service provided Reference: ODOT Office of Transit Website – Charter Manual for Rural Transit

29. CIVIL RIGHTS Kim White Training and Compliance Officer ODOT, Office of Transit

30. Civil Rights New Circular FTA C 4702.1A Title VI and Title VI-Dependent Guidelines for Federal Transit Administration Recipients, published December 14, 2005

31. 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.

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

33. 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 12898 on Environmental Justice (EJ) Executive Order 13166 on Limited English Proficiency (LEP) Implementing Regulations

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

35. Title VI cont. USDOTs 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

36. Title VI cont. Executive Order 12898 – Environmental Justice Demand for fair and equitable treatment (toward low income and minority persons/population)

37. Limited English Proficiency (LEP) Covered in Title VI Circular and by Executive Order 13166 Who is a LEP Person?

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

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

40. 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

41. DISADVANTAGED BUSINESS ENTERPRISE (DBE) Goal Projections – Required of all Recipients – Must be submitted to ODOT electronically – The ODOT report is due to FTA August 1 – Goal projection due September 15, 2009 Forms and instructions will be emailed

42. DBE Cont. 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 kim.white@dot.state.oh.us or 614-644-0301 kim.white@dot.state.oh.us

43. AMERICAN WITH DISABILITY ACT (ADA) The Americans With Disabilities Act of 1990 Goal Definition of Disability

44. ADA cont. Range of Issues What Accessibility Means

45. ADA cont. Implementing Agencies Title I – Employment Equal Employment Opportunity Commission Title II and Title III – Public services and public accommodations excluding transportation Department of Justice Title II and Title III – Public and Private transportation Department of Transportation Title IV – Telecommunications Federal Communications Commission

46. ADA cont. Provision of Service Requirements Access to information Access to communication Accessible locations Employee training Equipment maintenance Use of Personal Care Attendants (PCA) Resources: ODOT White Paper and Projection Action Website: www.projectaction.org

47. EQUAL EMPLOYMENT OPPORTUNITY (EEO) A Civil Rights Law Equal employment opportunity laws prohibit specific types of job discrimination in the workplace Employers are required to post notices to all employees advising them of their rights under the laws

48. Drug-Free Workplace Drug-Free Workplace Requirements (49 CFR Part 29) requires application to provide a drug-free workplace Different from the required FTA and FMCSA drug and alcohol program requirements.

49. DRUG & ALCOHOL TESTING Grant recipients must certify they are in compliance with the U.S.DOT or state DOT drug and alcohol program requirements

50. Drug and Alcohol Testing Requirements- FMCSA 49 CFR part 382 For employees who operate a vehicle where they are required to have a Commercial Drivers License (CDL)

51. Drug and Alcohol Testing Requirements - FTA 49 CFR part 655 JARC and New Freedom recipients and subrecipients that also receive funding under one of the covered FTA programs should include any employees funded under New Freedom project in their testing program.

52. Drug and Alcohol Testing Requirements – State Requirements Drug and Alcohol Testing Requirements to be exempt from OMTB requirements

53. FMCSA OUT-OF-STATE REQUIREMENTS Deals with Interstate Passenger Transportation Registration Requirements Resource

54. Training Requirements Drug and Alcohol Bloodborne pathogens Wheelchair securement First aid CPR Passenger Assistance Training Defensive Driving - encouraged

55. Miscellaneous Requirements Insurance Requirements Driver Requirements – Age – Driving record – Physical – Pre-employment drug and alcohol testing (at a minimum)

56. Miscellaneous Requirements cont. Vehicle Equipment – Biohazard disposal kit (exposure control plan) – Standard equipment provided in ODOT term contracts First-aid kit Fire extinguisher Seat belt cutters – Two-way Communication

57. Misc. Cont Trip Priorities-Open Door-Denials Ethics requirements Lobbying Debarment/Suspension

58. 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

59. Annual Ohio Public Transit Conference Dates:May 20-22, 2009 Place:Dayton, Ohio Survey

60. OFFICE OF TRANSIT SCHOLARSHIP PROGRAM Designed to provide access to relevant training programs which might otherwise be out of reach for grant recipients Available for Local, State, or National training, workshop, conference Reimbursed up to 80% of actual expenses incurred, must apply prior to the event

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

62. Questions