TRANSIT GRANTS AND PROGRAMS ANNUAL REPORT FY 2011 -2012 1 Vision, mission, values & strategies 2 Organizational structure 3 Timeline FY11-12 4 About Transit Grants & Programs 5-6 Grant Administration 7 Rail Safety Oversight 8 Coordinated Mobility: 5310/16/17 9 Rural transit : 5311/RTAP Planning : 5303/04 10-13 14 Multi-modal Planning Division Director’s foreword ANNUAL REPORT : TRANSIT GRANTS AND PROGRAMS CONTENTS The Transit Group has much to be proud of, from a State Leadership Award from Community Transportation Association (CTAA), recognizing one state DOT in the nation for its service to transit riders, to a successful State Management Review, to winning the TIGER IV grant award, to new team members who joined us this past year. This past year has been transformative and innovative for this group in many ways, not least of which is the new Surface Transportation Bill, MAP-21 (Moving Ahead for Progress in the 21st Century). Among many programmatic changes, this bill also introduces performance measures as a means to increase efficiency of resource utilization. Developing a system of measures to keep each of our programs up to date and competitive with the rest of the nation will be one of our biggest challenges moving forward. While we were fortunate to be chosen for the State Leadership Award among fifty State DOT’s, this award is reflective of the perseverance and the work of all the members of this team towards improving transit options and connecting Arizona’s communities. The addition of four new staff members strengthens the team’s mandate, while giving it a very diverse perspective. Utilizing each person’s strengths and giving them opportunities to work on areas of improvement will also be a focus of the coming year. Lastly, but definitely not the least, the State Management Review was a testament to the improvements that have been made in our programs, as well as a reminder of all the work that remains to be done as we stand on the threshold of the next year. Director, Transit Programs 1 Multi-modal Planning Division As we move into another year, I would like to pause and reflect on the achievements of the past year. ANNUAL REPORT : TRANSIT GRANTS AND PROGRAMS DIRECTOR’S FOREWORD MISSION STATEMENT Our mission is to build capacity with our transit partners to link people, jobs and communities, safely and efficiently, thus enhancing statewide mobility. VALUES & STRATEGIES Accountability, Integrity, Respect. Capacity building, Standardization, Systemization, Communication. 2 Multi-modal Planning Division A complete transportation system that leads to a sustainable Arizona. ANNUAL REPORT : TRANSIT GRANTS AND PROGRAMS VISION STATEMENT PROGRAM MANAGER, CENTRAL AZ KRYSTAL SMITH PROGRAM ANALYST TRACY YOUNG PROGRAM MANAGER, NORTHERN AZ NICOLE PATRICK MIKE NORMAND DIRECTOR TRANSIT PROGRAMS & GRANTS PROGRAM MANAGER, SOUTHERN AZ GEORGE DELGADO GRANTS ADMINISTRATOR ANN COCHRAN PROGRAM ANALYST DAN HARRIGAN PROGRAM MANAGER, COORDINATED MOBILITY SHILPA PANICKER SENIOR PLANNER HERMAN BERNAL RAIL SAFETY AND SECURITY OFFICER 3 Multi-modal Planning Division SARA ALLRED ANNUAL REPORT : TRANSIT GRANTS AND PROGRAMS ORGANIZATIONAL STRUCTURE ADOT, Transit hosted the Coordination Institute in conjunction with CTAA. NOV 2011 JAN 2012 5311 grants awarded for FY 12-13 Annual SSO report completed Transit team wins CTAA AWARD State Leadership in Transit MAR 2012 MAY 2012 MAP-21 signed into law JUL 2012 5311 work-shops held SEPT 2012 Oct 2011 DEC 2011 FEB 2012 APR 2012 JUN 2012 AUG 2012 A 20 million dollars apportioned to State of Arizona for transit programs 5311 FY11-12 applications submitted for review and funding Three Year On-site Review Safety & Security METRO completed 1 Senior Transit Planner joins team State Management Review compelete Responses to SMR findings sent to FTA AZTA -ADOT transit conference held in Flagstaff 2 new Program Managers join Drug and Alcohol audits for 5311 sub- recipients completed 4 ADA plans update started Multi-modal Planning Division ADOT partnered with National RTAP to host the first joint National Tribal/State RTAP and Rural Bus Conference & Roadeo ANNUAL REPORT : TRANSIT GRANTS AND PROGRAMS TRANSIT TIME LINE FOR FY 11-12 TRANSIT GRANTS AND PROGRAMS COORDINATED MOBILITY RURAL TRANSIT SAFETY PLANNING 5320 SSO 5303 5310 5307 TIGER IV Drug and alcohol testing 5304 5316 5311 5317 RTAP GRANT ADMINISTRATION GRANT CLOSEOUTS Fig 1: Chart showing focus areas of the Transit Grants and Programs group 5 Multi-modal Planning Division The Transit Grants and Programs group (Transit) within the Multi-modal Planning Division (MPD) of the Arizona Department of Transportation (ADOT), is a ten member team that is responsible for administering Federal Transit Administration (FTA) grants and programs that enhance mobility options in the non-urban areas of the State of Arizona.Transit has five main areas of focus : Rural Transit (5311, 5307 and RTAP), Coordinated Mobility (5310, 5316,5317), Planning (5303, 5304), Safety (SSO) and Grant Administration. ANNUAL REPORT : TRANSIT GRANTS AND PROGRAMS ABOUT TRANSIT GRANTS AND PROGRAMS FY 11-12 Program Funding Levels Fig 2: Pie chart showing the distribution of federal funding for all programs supported by Transit, for FY 11-12. Source : http://www.fta.dot.gov/ 6 $ 128,089.00 RTAP $457,391.00 5317 $981,767.00 5316 $378,150.00 5304 $1,868,531.00 5303 $2,429,123.00 5310 $4,494,685.00 5307 $9,462,771.00 5311 TOTAL $20,200,507.00 Multi-modal Planning Division The funding for programs administered by Transit becomes available on October 1 of each year. For the Fiscal Year 11-12, starting October 1, 2011 running till September 30, 2012, Transit was apportioned 20.2 milion dollars, across eight grant programs. In addition, ADOT was also awarded 21.6 million dollars as part of the TIGER IV grant program. Transit is the designated recipient for the State of Arizona, for the programs identified on the following pages. As designated recipient Transit ensures distribution of FTA funding to eligible sub-recipients, and is responsible for administrative, financial compliance and oversight for these programs. ANNUAL REPORT : TRANSIT GRANTS AND PROGRAMS ABOUT TRANSIT GRANTS AND PROGRAMS FY 11-12 : SIGNIFICANT ACHIEVEMENTS 5303/04 5310 (capital) 5310 (STP) 5311 5316 (STP) 5317 TOTAL FY11-12 FY12-13 Closed To Close 1 5 2 3 11 1 1 4 3 3 12 In compliance with FTA requirements, 11 grants were closed this fiscal year. 12 grants are scheduled for close-out next fiscal year. This makes 23 of the 31 grants that will be closed out by the end of next fiscal year. Transit is making great strides to bring its grant closure process within FTA compliance. A team comprising of staff from Transit and Accounting are working together to achieve this task. Table 1: Table showing progress of Grant closures By the end of this fiscal year 6 out of 7 findings from the State Management Review had been addressed and a report in response to these findings was sent out. ADOT was awarded the TIGER IV award of 21.6 million dollars for the rehabilitation of a bridge along the I-15 corridor. Transit handled the completion and submission of the grant application packet and is involved in the performance reporting phase of grant management. Transit teamed up with Mojave Community College and applied for the Innovative Transit Workforce Grant. The proposal was for a mobile training program to increase awareness about careers in Transit as well as to provide hands-on training to people interested in pursuing a career in transit. We did not make the list of awards this year but will attempt to propose again next year. 7 Multi-modal Planning Division The Grant Administration function of Transit oversees all the administrative activity associated with grants from applying to the FTA for a grant, milestone reporting on it, creating amendments, and eventually closing the grant when all the grant funds have been expended. Another significant function is applying for Federal discretionary grants across division lines and increasing the funding available to divisional sub-recipients. ANNUAL REPORT : TRANSIT GRANTS AND PROGRAMS GRANT ADMINISTRATION FY 11-12 : SIGNIFICANT ACHIEVEMENTS The recordable accidents for CY 2011 are 28, significantly lower than the year the system started operations, when 58 recordable accidents were documented. Another significant achievement for this year was the removal of 17 of the 18 findings from an audit conducted on Valley Metro Safety and Security practices by the FTA on April 27–29, 2010. These findings were addressed in the updated Safety Plans. Fig 3: Map showing Light Rail alignment in Metro Phoenix In FY 11-12, all 5311 agencies in the State were audited for compliance with FTA regulations with respect to process and policies for Drug and Alcohol free workplace and the report was sent out to FTA. Successful completion of the AZTA-ADOT Maintainence “Roadeo” at the 2011 State Conference. 8 Multi-modal Planning Division Arizona Department of Transportation (ADOT) is the designated state safety oversight agency in Arizona and is responsible for overseeing both, the Light Rail in Phoenix (in operation) and the Modern Streetcar (under construction) in Metropolitan Tucson. The 20 mile alignment of the Light Rail in the Phoenix- Mesa Metropolitan area served 13.2 million riders in 2011 and has 50 vehicles in its fleet. Tucson Street Car covers just under four miles and is anticipated to be in operation in late 2013. MAP-21 strongly emphasizes safety for not just rail, but bus also. Transit is awaiting further guidance from the FTA on specific requirements to strengthen its Safety Oversight program. ANNUAL REPORT : TRANSIT GRANTS AND PROGRAMS RAIL TRANSIT STATE SAFETY OVERSIGHT FY 11-12 : SIGNIFICANT ACHIEVEMENTS One Click one call centers Regional Mobility Managers COORDINATED MOBILITY In November 2011, ADOT successfully hosted the Coordination Institute. This Institute provided the resources that explored : mobility management; one-call/one-click center; strategies for expanded services; working with health care partners; identifying transport needs; engaging local officials and the community. Other highlights include : . Funding 5 Mobility Managers positions . Establishing a “One Click One Call” cen ter in Yuma. . 140 vehicles delivered with an average Regional Coordination Councils Regional Coordination Plans Fig 4: Diagram showing components of Coordinated Mobility 9 delivery time of 54 days MAP-21 changes are being incorporated into the program, the most significant of which was the repeal of the 5316 and 5317 programs and subsequent reductions in funding levels. Multi-modal Planning Division The 5310, 5316, and 5317 programs are collectively known as the Coordinated Mobility Programs. The FTA provides ADOT formula (Capital) and Surface Transportation Program (STP) funds annually. Program funds are used for capital assistance, for the purchase of vehicles and related equipment statewide. ADOT strongly encourages coordination of services to facilitate the most efficient use of Federal, State and local resources. ANNUAL REPORT : TRANSIT GRANTS AND PROGRAMS 5310/16/17 : coordinated mobility Fig 5: Map showing reorganization of the 5311 program 10 Multi-modal Planning Division The 5311 program administered by Transit, funded the operation of about 3.8 million revenue miles, transporting approximately 1.3 million passenger trips during FY 11-12. With more than twenty sub recipients, this program also collected a million dollars in farebox revenue, with an average cost of operating being $ 2.96 per revenue mile and average farebox revenue of $1.08 generated per mile. The program has undergone organizational changes. Originally the entire program was managed by one Program Manager. This year the program was divided up into three geographic zones : north, central and south. Each zone is managed by a Program Manager. The introduction of a regionally focused approach to managing the 5311 program will advance the understanding of each community’s unique needs, enhance service delivery and allow customized program assistance and technical guidance from our program managers. The adjacent map illustrates this re-organization. Finally, grant programs administered by Transit will see significant streamlining by the implementation of the grant management software. This new management tool will decrease the amount of administrative redundancies and enhance tracking and reporting of performance measures. ANNUAL REPORT : TRANSIT GRANTS AND PROGRAMS 5311 PROGRAM : rural transit $30.91 $4.73 $2.17 $130.98 $17.32 $9.41 $5.67 $19.19 $45.04 $10.42 $4.82 VM RPTA GB SIERRA VISTA SHOW LOW SAN CARLOS* SALT RIVER PMIC PIMA RTA NAVAJO TRANSIT MIAMI MARICOPA LAKE HAVASU CITY KINGMAN $ 422,155 $ 750,120 $ 440,272 $ 143,951 $ 412,004 $ 801,087 $ 118,016 $ 62,698 $ 1,078,237 $ 443,862 HOPI TRIBE HELPING HANDS AGENCY CITY OF DOUGLAS COTTONWOOD/NAPITA COOLIDGE CHINO VALLEY* $ 214,898 BULLHEAD CITY BISBEE $ 470,989 $4.49 $7.46 BENSON $ 114,162 $23.34 $21.77 $5.63 $6.51 $12.53 $18.98 $2.94 $9.84 NaƟonal average $ 1,630,693 $ 535,098 $ 225,897 $ 752,893 $ 516,687 $ 38,555 $ 144,478 NATIONAL AVERAGE Table 2: Performance Pe indicators : operating cost per passenger trip and net annual operating cost for FY 11-12 * Agencies g started in October 2011. The graphs on page 11 and 12 illustrate the performance of the rural transit agencies. For the purposes of this report, four basic indicators have been used. Comparing with national average, as cited in the Rural Transit Fact book, 2012, it is evident the Arizona rural transit agencies are fairly competitive with the average cost per passenger trip, with only five agencies exceeding the national average. 11 Multi-modal Planning Division Net annual operating cost Op cost per pass. trip ANNUAL REPORT : TRANSIT GRANTS AND PROGRAMS 5311 PROGRAM FY 11-12 : performance measures 146,505 mi 230,164 mi 262,181 mi 12,591 mi 771,641 mi 163,308 mi 346,714 mi 40,054 mi 12,285 mi 338,465 mi 183,616 mi 154,111 mi 201,418 mi 76,461 mi 274,740 mi 232,734 mi 17,582 mi 271,917 mi 76,510 mi 71,176 mi Op p cost per p revenue mile VM RPTA GB SIERRA VISTA SHOW LOW SAN CARLOS* SALT RIVER PMIC PIMA RTA NAVAJO TRANSIT MIAMI MARICOPA LAKE HAVASU CITY KINGMAN $2.88 $3.26 $1.68 $11.43 $2.52 $2.11 $2.31 $2.95 $5.10 $3.19 $2.42 HOPI TRIBE HELPING HANDS AGENCY $1.39 CITY OF DOUGLAS COTTONWOOD/NAPITA COOLIDGE CHINO VALLEY* BULLHEAD CITY BISBEE BENSON NATIONAL AVERAGE $2.95 $2.66 $2.74 $2.22 $2.19 $1.73 $1.89 $1.60 $2.32 NaƟonal average Table 3: Performance indicators : annual revenue miles and operating cost per revenue mile for FY 11-12 * Agencies g started in October 2011. Similarly, about nine agencies in Arizona record a higher operating cost per revenue mile compared to the national average. Each rural transit agency varies by number of vehicles, type of service provided, and socioeconomic characteristics of its population base and thus it is important to develop a viable performance standard for the State of Arizona, which is one of the challenges of this program in the next year. 12 Multi-modal Planning Division Annual revenue mile ANNUAL REPORT : TRANSIT GRANTS AND PROGRAMS 5311 PROGRAM FY 11-12 : performance measures Emergency training Driver Training Drug and Alcohol training RTAP Procurement training Customer Service training ADA training 21% of the total scholarships were provided to sub-recipients for Defensive Driving, PASS, First Aid, and Civil Rights Training. As is evident, conferences form a large portion of the scholarships distributed. RTAP conference 5% 5311wkshp : 23% AZTA conference : 36% Training Wkshps : 21% Coordination Institute : 21% Fig 6: Diagram showing the different areas of RTAP trainings 13 Fig 7: Chart showing distribution of scholarships for FY 11-12 Multi-modal Planning Division Safety and Security The Rural Assistance for Training Program (RTAP) administered by Transit is designed to provide an enhanced level of training and technical assistance to 5310 and 5311 transit providers. Current RTAP services include a resource library, a training scholarship program, networking meetings, conference attendance and on-site technical assistance. In FY 11-12, Transit received approximately $120,000 for all these activities. These funds were spent on a number of activities that including conferences, workshops and “roadeos”. ANNUAL REPORT : TRANSIT GRANTS AND PROGRAMS RTAP PROGRAM FY 11-12 The 5303 program funds are passed on to the five existing Metropolitan Planning Organizations (MPOs) in the State. According to information available from the 2010 census, three new MPOS will be added to the list making it imperative to introduce performance indicators tied to the funding, to ensure the most efficient use of funds in the future. Statewide funds (5304) are used to sponsor planning studies for rural agencies. Transit completed the Bisbee Transit Evaluation Study, in which staff undertook analysis of the route, its bus stops, its time points and routing and recommended changes to increase the timeliness of the bus as well as the efficiency of service provided. In the upcoming fiscal year, Transit will be managing two transit studies : 1) Bullhead Area Transit : This study will be a service planning study geared towards analyzing service and performance of the bus system in Bullhead City, with recommendations for improvements. 2) Ft Mojave Transit Feasibility Study :This study is geared towards establishing the need for transit in the Fort Mojave Indian Reservation. 14 Fig 7: Map of Bisbee Bus : ridership per stop Multi-modal Planning Division The 5303 and 5304 planning programs provide funding to support cooperative, continuous, and comprehensive planning for making transportation investment decisions in metropolitan areas and statewide respectively. ADOT allocates federally apportioned funds planning funding to the MPOs in the state, based on an FTA approved formula. Funds are available for four years and the federal share of the program is not to exceed 80% of the cost of the projects funded through this program. ANNUAL REPORT : TRANSIT GRANTS AND PROGRAMS 5303-04 PROGRAM FY 11-12 Transit Programs and Grants Multimodal Planning Division Arizona Department of Transportation 206 S. 17th Ave. MD340B Phoenix, AZ 85007 Report prepared by SPanicker, filepath : G:\MPD\PTD\Annual reports\Annual report FY 11-12.pdf