MEMO TO: FROM: THRU: SUBJECT: BOARD OF DIRECTORS TED STONECLIFFE, LONG-RANGE PLANNING ANALYST ALLAN POLLOCK, GENERAL MANAGER APPROVAL OF APPLICATION FOR 2015-2017 BIENNIUM SPECIAL TRANSPORTATION FUND (STF) DOLLARS TO THE OREGON DEPARTMENT OF TRANSPORTATION (ODOT) Issue Should the Board approve the proposed application for the 2015-2017 Biennium Special Transportation Fund (STF) dollars as shown in the application for the STF Formula Allocation in Attachment C? Background and Findings The Oregon Department of Transportation (ODOT) released the applications in December, 2014 for the STF allocation for the period beginning July 1, 2015 and ending June 30, 2017. STF dollars are allocated by formula defined in State statutes and administrative rules. They are not discretionary funds. For the two-year period, Salem-Keizer Transit, as the STF Agency, was allocated $2,406,208 for the STF program. These funds are eligible for projects that are in Marion and/or Polk counties and serve seniors and individuals with disabilities. SKT staff published a public notice in the Statesman Journal newspaper in both English and Spanish advertising the funding availability on January 30, 2015 with a deadline of February 13, 2015. This short application window is typical for the compressed timeline. Copies of the public notices are found in Attachment A. An advertisement was also posted on the cherriots.org website beginning January 8, 2015, which is included as Attachment B. In accordance with ODOT s recommended grant application process, a Technical Advisory Committee (TAC) was formed to receive applications and deliberate their merits. The TAC consisted of four STF Advisory Committee members, two members of the public, and one representative of the Mid-Willamette Valley Council of Governments. This group met on February 23, 2015 in a meeting open to the public to listen to presentations by organizations applying for the Section 5310 and STF funds, which Salem-Keizer Transit administers through a partnership with ODOT. All STF Advisory Committee meetings are open to the public, but no public comments were received in regards to these applications. The applications must be sent to ODOT by the agreed deadlines in order for the funds to be available by July 1, 2015. These deadlines are March 27, 2015 and April 24, 2015, respectively. The TAC made a formal recommendation to the STF Advisory Committee, which accepted its proposal for the Section 5310 grant application at its March 2, 2015 meeting. The STF Advisory Committee met without a quorum present on Tuesday, April 7, 2015 to discuss the project list for the STF program. A question and answer session between committee members and Salem Hospital Foundation staff was useful to determine the final project list presented to the Board. Unfortunately, without a quorum, the STF Advisory Committee was unable to make a formal recommendation to the Board of Directors for consideration, but the Page 1
three members present stated that they were supportive of the list presented to them and shown in Table 1 below. The Board of Directors, as the decision-making body of the STF Agency for Marion and Polk Counties, has authority to receive or not receive recommendations from the STF Advisory Committee. Therefore, SKT staff is presenting this to the Board rather than a formal recommendation from the STF Advisory Committee. Table 1 below summarizes the applications submitted with the total amounts requested also noted. The total amount requested for the STF program meets the amount allocated by ODOT. Thus, all of the proposed projects may be funded under this proposal. Table 1. Summary of Projects in 2015-2017 Biennium STF Application Recipient Project 1st Year 2nd Year Total TOTAL ALLOCA TION Salem Hospital Foundation Full Time Transportation Coordinator $50,000 $0 $50,000 $2,406,208 City of Silverton Operating match for 5311 grant $16,500 $16,500 $33,000 City of Woodburn Operation of transit program $202,500 $202,500 $405,000 West Valley Hospital Part-time driver - 20 hours a week $24,877 $25,123 $50,000 Salem-Keizer Transit CARTS/CherryLift/Redline Operations $372,119 $372,119 $744,238 Capital projects to implement new CARTS Service plan, and re-branding of CARTS, CherryLift, and RED Line $85,000 $85,000 $170,000 Contingency for Operations CARTS, ** less than 2% of $37,500 $37,500 $75,000 RED Line, & CherryLift** operating costs. Local match for Federal grants $437,485 $437,485 $874,970 Administration $2,000 $2,000 $4,000 TOTAL $1,227,981 $1,178,227 $2,406,208 Recommendation Staff recommends the Board approve the application to ODOT for the 2015-2017 Biennium STF dollars as shown in the application for the STF Formula Allocation in Attachment C, and direct the General Manager to submit the application on April 24, 2015 to the ODOT Rail and Public Transit Division for consideration. Proposed Motion I move to approve the 2015-2017 Biennium application for Special Transportation Fund allocation as shown in Attachment C, and direct the General Manager to submit the application on April 24, 2015 to the ODOT Rail and Public Transit Division for consideration. Page 2
Attachment A(1) Public Notice of Availability of Funds for Section 5310 and STF Programs (English) PUBLIC NOTICE FUNDS AVAILABLE FOR TRANSPORTATION PROJECTS OPEN TO THE PUBLIC SERVING SENIORS AND INDIVIDUALS WITH DISABILITIES Salem Area Mass Transit District (SAMTD) announces the availability of funds for the 2015-2017 biennium (July 1, 2015-June 30, 2017). The State Special Transportation Fund (STF) and Federal Section 5310 grant programs are managed by the ODOT in partnership with SAMTD to plan, maintain, or improve transportation services for seniors and individuals with disabilities within Marion and Polk counties. Additionally, SAMTD administers Section 5310 funds directly from the Federal Transit Administration (FTA) for projects located within the Salem/Keizer urbanized area. Eligible applicants include Polk and Marion Counties, councils of government, and public and private non-profit organizations with managerial and financial capabilities to provide transportation services. Applicants must be able to meet federal and/or state contracting requirements. Proposed projects must fall under the following categories for consideration: vehicle purchases, preventative maintenance, mobility management, purchased transportation services, facilities and other capital equipment purchases. Full details and applications are available online at cherriots.org/grantapplication. Any organization interested in submitting a proposal should contact Ted Stonecliffe, SAMTD, 555 Court St NE, Suite 5230, Salem, OR 97301, phone 503-588-2424, e- mail ted.stonecliffe@cherriots.org for details. The applications must be completed by 12:00 noon, February 13, 2015. Statesman Journal: January 30, 2015 Page 3
Attachment A(2) Public Notice of Availability of Funds for Section 5310 and STF Programs (Spanish) AVISO PÚBLICO FONDOS DISPONIBLES PARA PROYECTOS DE TRANSPORTE ABIERTAS AL PÚBLICO SIRVIENDO A LA TERCERA EDAD Y PERSONAS CON DISCAPACIDADES El Distrito de Transporte Masivo de la Área de Salem (SAMTD) anuncia la disponibilidad de fondos para el bienio 2015-2017 (Julio 1, 2015-Junio 30, 2017). El Fondo Especial del Estado de Transporte (STF) y las programas de becas federales de la Sección 5310 son gestionados por ODOT en colaboración con SAMTD para planificar, mantener, o mejorar los servicios de transporte para las personas mayores y las personas con discapacidad dentro de los condados de Marion y Polk. Además, SAMTD administra los fondos de la Sección 5310 directamente de la Administración Federal de Tránsito (FTA) para proyectos localizados dentro la área urbanizada de Salem/Keizer. Los solicitantes elegibles incluyen los condados de Polk y Marion, consejos de gobierno y organizaciones sin fines de lucro públcio o privado con capacidad de gestión y financieros para proporcionar servicios de transporte. Los solicitantes deben ser capaces de cumplir con los requisites federales y/o estatales de contratos. Los propuestos proyectos deben caer bajo las siguientes categorías para su consideración: las compras de vehículos, mantenimiento preventive, gestión de la movilidad, servicios de transporte adquiridos, instalaciones y otras compras de bienes de capital. Detalles y aplicaciones completas están disponibles en línea en cherriots.org/grantapplication. Cualquier organización interesada en presentar una propuesta debe ponerse en contacto con Ted Stonecliffe, SAMTD, 555 Court St NE, Suite 5230, Salem, OR 97301, teléfono 503-588-2424, correo eléctronico ted.stonecliff@cherriots.org para más detalles. Las aplicaciones deben ser completadas antes de las 12:00 del mediodía 13 de Febrero de 2015. Statesman Journal: January 30, 2015 Page 4
Affidavit of Publication For Board Meeting of April 23, 2015 Attachment A(3) Page 5
Attachment B Advertisement of Funding Availability on the Cherriots.org Website Page 6
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Attachment C Application for STF Formula Allocation Page 8
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