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HomeMy WebLinkAbout07 - Approval of the OCTA Senior Mobility Program Amendment to the Cooperative Agreement for the OASIS Transportation ProgramTO: FROM: CITY OF NEWPORT BEACH City Council Staff Report July 12, 2016 Agenda Item No. 7 HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL Laura Detweiler, Recreation and Senior Services Director - 949- 644-3151, Idetweiler@newportbeachca.gov PREPARED BY: Celeste Jardine -Haug, Senior Services Manager PHONE: 949-644-3247 TITLE: Approval of the Orange County Transit Authority Senior Mobility Program Amendment to the Cooperative Agreement, Acceptance of Funds and Budget Amendment No. 17BA-003 for the OASIS Transportation Program ABSTRACT: City Council approval is requested to authorize the Orange County Transit Authority's (OCTA) Senior Mobility Program Amendment to the Cooperative Agreement. OCTA program funds contribute towards offsetting expenses of the Recreation & Senior Services Department transportation program which provides transport services to Newport Beach senior citizens who are no longer able to drive. RECOMMENDATION: a) Determine that the action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because it will not result in a physical change to the environment, directly or indirectly; b) Adopt Amendment No. 1 to Cooperative Agreement No. C-1-2482 authorizing the Senior Mobility Cooperative Agreement with Orange County Transit Authority (OCTA) and acceptance of program funds, effective July 1, 2016 through June 30, 2021; and authorize the Recreation & Senior Services Director to act as the authorized agent for the City to execute any actions necessary to implement the Amendment to the Cooperative Agreement for the Senior Mobility Program; and c) Approve Budget Amendment No. 17BA-003 to increase revenue appropriations for account 0107033-431145 by $22,352, reflecting an increase in funding from the Orange County Transit Authority from $111,000 estimated annually to $133,352 annually based on current Senior Mobility program guidelines. 7-1 Approval of the Orange County Transit Authority Senior Mobility Program Amendment to the Cooperative Agreement, Acceptance of Funds and Budget Amendment No. 17BA-003 for the OASIS Transportation Program July 12, 2016 Page 2 FUNDING REQUIREMENTS: The OCTA Senior Mobility Program Cooperative Agreement will provide $133,352 annually to the Senior Transportation Program for the first three years of the agreement and funding will fluctuate for the final two years based on the percentage of the senior population in the City of Newport Beach. DISCUSSION: The Recreation & Senior Services Department has been providing transportation services for Newport Beach senior citizens since 1991. To participate, residents must be 60 years of age and no longer capable of driving. Over 15,000 trips are provided annually to ensure essential services are accessible such as medical appointments and grocery shopping within City limits, and to take part in programs and services at the OASIS. The program is successful at keeping residents living independently in their homes. Currently, the program is funded by City funds, grants and partner program funds. The OCTA Senior Mobility Program has been providing funding since 2002. Funds from OCTA originate from a 1 % Measure M sales tax revenue and funding for each jurisdiction is based on the respective percentage of senior citizens in the city using US Census data. Measure M funding combined with Transportation Development Act funds will assure the funding levels for three years of the Cooperative Agreement. Fluctuation in funding thereafter may occur for the remaining two years based on the percentage of the senior population in Newport Beach. The budget reflects revenue from OCTA of $111,000. The actual amount for FY16/17 is $133,352; therefore, a budget adjustment is necessary. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENTS: Attachment A - Attachment to Amendment No. 1 to Agreement No. C-1-2482 Attachment B - Exhibit A — Senior Mobility Program Agency Service Plan Attachment C - Exhibit B — Senior Mobility Program Project U Funding and Policy Guidelines Attachment D - Exhibit C — Senior Mobility program Monthly Reporting Form Attachment E - Budget Amendment No. 17BA-003 7-2 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 AMENDMENT NO, 1 TO COOPERATIVE AGREEMENT NO. C-1-2482 BETWEEN ORANGE COUNTY TRANSPORTATION AUTHORITY 0.1061 CITY OF NEWPORT BEACH FOR SENIOR MOBILITY PROGRAM THIS AMENDMENT NO. 1 is made and entered into this 11— day of JLJ—IV 2016 by and between the Orange County Transportation Authority, a public corporation of the State of California (hereinafter referred to as "AUTHORITY"), and the City of Newport Beach (hereinafter referred to as .,CITY"). RECITALS WHEREAS, by Agreement No. C-1-2482 dated June 27, 2011, AUTHORITY and CITY are entered into a contract to provide the Senior Mobility Program (SMP) concerning senior transportation services: and WHEREAS, AUTHORITY and CITY agree to comply with all relevant elements of Orange County Local Transportation Authority Ordinance No. 3; and WHEREAS, AUTHORITY and CITY agree to comply with the M2 Project U SMP Funding and Policy Guidelines ("Guidelines'); and WHEREAS, AUTHORITY and CITY agree to extend the term of the Agreement through June 30, 2021 NOW, THEREFORE, it is mutually understood and agreed by AUTHORITY and CITY that Amendment No. 1 to Cooperative Agreement No. C-1-2482 is hereby amended in the following particulars only: 1. Amend ARTICLES 2 and 3 to delete in their entirety and replace with Attachment 1 to this Amendment. Page 1 of 3 7-3 AMENDMENT NO. 1 TO AGREEMENT NO. C-1-2482 1 2 2. Amend ARTICLE 4. TERM OF AGREEMENT. Page 5 of 9, line 23 to delete 3 ",lune 30, 2016" as the expiration date of the Agreement, and in lieu thereof insert ".June 30, 2021.° 4 3. Amend ARTICLE 8. AUDIT AND INSPECTION OF RECORDS: Page 6 of 9, line 25, to 5 delete "four (4) years" as the period for audit and inspection record, and in lieu thereof insert 6 "five (5) years". 7 4. Amend ARTICLE 11. CONFLICT OF INTEREST: Page 7 of 9, line 24, to delete "ARTICLE 8 11" and in lieu thereof insert "ARTICLE 12". 9 5. Amend ARTICLE 12. CODE OF CONDUCT: Page 8 of 9, line 7, to delete 'ARTICLE 12" 10 and in lieu thereof insert "ARTICLE 13 11 6. Amend ARTICLE 13. FORCE MAJEURE: Page 8 of 9, line 12, to delete "ARTICLE 13" and 12 in lieu thereof insert "ARTICLE 14". 13 f 14 ! 15 1 16 } 17 1 18 r 19 1 20 } 21 22 r 23 ! 24 r 25 26 I Page 2 of 3 7-4 1 2 3 4 5 6 7 11 12 13 14 15 16 17 18 19 20 21 22 23 y 24 25 26 AMENDMENT NO, 1 TO AGREEMENT NO, C-1-2482 The balance of said Agreement remains unchanged. Upon execution by both parties, this Amendment No. 1 to Cooperative Agreement No. C-1-2482 shall be made effective on July 1, 2016. IN WITNESS WHEREOF, the parties hereto have caused this Amendment No. 1 to Cooperative Agreement No. C-1-2482 to be executed on the date first above written. CITY OF NEWPORT BEACH ORANGE COUNTY TRANSPORTATION AUTHORITY BV Diane B. Dixon Mayor By Dave Kiff City M e J 13y / r Aaron C. Harp Le City Attorney By Leilani I. Brown City Clerk BV Darrell Johnson Chief Executive Officer APPROVED AS TO FORM: By James M. Donich General Counsel APPROVED: By Beth McCormick General Manager, Transit Page 3of3 7-5 1 2 3 4 5 6 7 8 9 r -+� 11 12 13 14 15 16 17 1-8 19 20 21 22 23 24 25 26 Attachment 1 to AMENDMENT NO. 1 TO AGREEMENT NO. C-1-2482 ARTICLE 2. RESPONSIBILITIES OF AUTHORITY A. AUTHORITY agrees to provide funds per the following - 1 . ollowing:1. Services provided under the Senior Mobility Program are available to individuals 60 years of age and older. 2. Funds for the program are identified as one percent (1%) of Renewed Measure M (M2) net sales tax revenue and will be allocated to all local jurisdictions based upon the participating entity's respective percentage of the senior population of the entire county. 3. Senior population will by determined by using the most current official decennial Census information provided by the U.S. Census Bureau. basis. 4. All active participants will receive their portion of funding on a bi-monthly B. AUTHORITY agrees that Net Revenues allocated shall be expended within three years of receipt. AUTHORITY may grant an extension to the three-year limit, but extensions shall not be granted beyond a total of five (5) years from the date of the initial funding allocation. C. In the event the time limits for use of Net Revenues are not satisfied, then any retained Net Revenues that were allocated to an Eligible Jurisdiction and interest earned thereon shall be returned to AUTHORITY and these Net Revenues and interest earned thereon shall be available for allocation to any project within the same source program at the discretion of AUTHORITY. D. AUTHORITY may provide, at AUTHORITY's sole discretion, a refurbished surplus paratransit vehicle, at no cost to CITY and no further responsibility to AUTHORITY after vehicle donation. CITY may purchase additional vehicle(s) in excess of their vehicle allocation, based on availability, at a cost equivalent to the refurbishment costs incurred by AUTHORITY. ARTICLE 3. RESPONSIBILITIES OF CITY A. CITY agrees that all funds received from AUTHORITY as specified in Article 2.A. above will be used exclusively for providing accessible senior transportation services as specified in Exhibit A entitled "Senior Mobility Program Service Plan." Page 1 of 4 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 16 19 20 21 22 23 24 25 26 Attachment 1 to AMENDMENT NO. 1 AGREEMENT NO. C-1-2482 B. CITY will ensure the Service Plan is adopted by their governing board in accordance with Section 7.0 of the SMP Funding and Policy Guidelines. C. CITY must satisfy all M2 eligibility criteria as specified in Orange County Transportation Authority Ordinance No. 3 Requirements for Eligible Jurisdictions in order to receive their formula allocation for this program. D. CITY agrees to comply with all provisions of the SMP Guidelines included as Exhibit B. E. CITY agrees that Net Revenues allocated shall be expended within three (3) years of receipt. AUTHORITY may grant an extension to the three-year limit, but extensions shall not be granted beyond a total of five (5) years from the date of the initial funding allocation. F. In the event the time limits for use of Net Revenues are not satisfied, any retained Net Revenues that were allocated to an Eligible Jurisdiction and interest earned thereon shall be returned to AUTHORITY and these Net Revenues and interest earned thereon shall be available for allocation to any project within the same source program at the discretion of AUTHORITY. G. CITY agrees to match a minimum of twenty percent (20%) of the total annual program expenditures. Local match may be made up of cash -subsidies, fare revenues, donations, or in-kind contributions, such as salaries and benefits for the CITY employees who perform work on the program. H. CITY may contract with a third -party service provider to provide senior transportation services provided that: 1. Contractor is selected using a competitive procurement process; and 2. Wheelchair accessible vehicles are available and used when requested. 1. CITY shall procure and maintain insurance coverage during the entire term of this Agreement_ Coverage shall be full coverage or subject to self-insurance provisions. CITY shall provide the following insurance coverage: 1 Page 2 of 4 7-7 1 2i 31 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Attachment 'I to AMENDMENT NO. 1 AGREEMENT NO. C-1-2482 1- Commercial General Liability, to include Products/Completed Operations, Independent Contractors', Contractual Liability, and Personal Injury Liability with a minimum limit of $1,000,000.00 per occurrence and $2,000,000,00 general aggregate. 2. Automobile Liability Insurance to include owned, hired and non -owned autos with a combined single limit of $1,000,000.00 each accident; 3. Workers' Compensation with limits as required by the State of California including a waiver of subrogation in favor of AUTHORITY, its officers, directors, employees or agents, 4. Employers' Liability with minimum limits of $1,000,000,00; and J. Proof of such coverage, in the form of an insurance company issued polzyr endorsement and a broker -issued insurance certificate, must be received by AUTHORITY prior to commencement of any work. Proof of insurance coverage must be received by AUTHORITY within ten (10) calendar days from the effective date of this Agreement with AUTHORITY, its officers, directors, employees and agents designated as additional insured on the general and automobile liability, Such insurance shat[ be primary and non -contributive to any insurance or self-insurance maintained by AUTHORITY. K. CITY shall include on the face of the Certificate of Insurance the Cooperative Agreement Number C-1-2482; and, the Senior Contract Administrator's Name, Sue Ding. L. CITY agrees to provide AUTHORITY with monthly summary reports of CITY's Senior Mobility Program. CITY shall submit monthly summary report by the end of the following month as specified in Exhibit C "Senior Mobility Program Monthly Reporting Form," included in this Agreement, which is incorporated into and made part of this Agreement. M CITY shall adopt an annual Expenditure Report to account for Net Revenues and funds expended by the Eligible Jurisdiction, which satisfy the Maintenance of Effort requirements. The Expenditure Report shall be submitted by the end of six (6) months following the end of the jurisdiction's fiscal year and include the follow'.ng. 1 Page 3 of 4 7-8 1 2 3 4 5 6' 7 8 9� 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Attachment 1 to AMENDMENT NO. 1 AGREEMENT N0, G-1-2482 1. All Net Revenue fund balances and interest earned. 2. Expenditures identified by type (i.e. capital, operations, administration, etc.) and program or project. N. In the event CITY obtains a retired AUTHORITY vehicle for SMP services„ CITY agrees to transfer vehicle title and registration within fourteen (14) calendar days from taking possession of the vehicle. CITY also agrees to provide documentation to AUTHORITY confirming transfer of vehicle title and registration from AUTHORITY to CITY within thirty (30) calendar days from taking possession of the vehicle. Page 4 of 4 7-9 EXHIBIT A Senior Mobility Program ,agency Service Plan 7-10 FSSenior Mobility Program OCTA Agency Service Plan jurisdictions and agencies participating in the Orange County Transportation Authority (OCTA) Senior Mobility Program (SMP) must complete the following Service Plan in order to receive SMP funding, The Service Plan must be developed in accordance with SMP Guidelines, included as Attachment 1, and submitted to OCTA for review, Upon review from ©CTA, the Service Man must be formally adapted by the agency's council or governing body and approved by the OCTA Board of Directors. Any modifications to SMP services will require submittal of a new Service Plan. Participant information: Agency City of Newport each Date 4-6-16 Program Contact Susie DiCiovanna Phone 949-718-1825 Email sdigiovanna@newportbeachca.gov Service Description - Program goats and objectives: The goal of the OASIS transportation program is to provide Transportation for city residents who are over 60 and unable to drive. Transportation is provided to medicaE appointments and other essential services within city limits. The primary program objective is to enable senior residents of Newport Beach to "Age in place" and remain in their own homes, even when they have retired from driving. This typically includes those who are unable to drive due to a myriad of health issues. Many have had strokes or other vascular problems that require extensive and prolonged rehabilitation services. Some have vision problems and are unable to see. Some have extreme problems walking due to joint diseases and balance issues, while others are battling cancer and need to receive treatment and testing. Some of our cilents have stopped driving because they can no longer safely navigate a car dile to cognitive issues such as Alzheimer's Disease, Parkinson's, Diabetes and other problems. Our program provides transportation to essential medical treatment as well as to purchase food, medication and other life-giving essentials. Additionally, our program objective is to transport clients to the OASIS Senior Center where they can receive a hot lunch and social services as well as attend recreational, health and wellness classes and educational lectures. participation: in these programs helps to prevent disease, isolation and depression. Through our transportation services, we are able to link a vulnerable population to critical health and community services that help to manage and improve their health and wellbeing. 7-11 2, Indicate low SMP service will be operated: (Please check all that apply) ® Directly -Operated Subsidized "Taxi Program Contract Service Provider Other (Please. Describe) Volunteers 3, Eligible trips provided under the SMP are limited to the following categories, Please Indicate the categories of service to be provided by your program: (Please cheek all thatapply) Senior Center I T I Personal Gare 2:1 Nutrition Shopping Medical Social / Recreation (Please Describe) Church, YMCA, Restaurant, Gym, 7-12 4. SMP Guidelines restricts trips outside of grange County to medical trips within approximately la miles of the Orange County border. Do you intend to provide medical trips outside of Orange County? Yes (�) No If yes, please list the trip purpose and destinations: (e.g,, medical trips to the VA Hospital in Long Beach) 5, Fare structure: Rides are $1.50 each way to the senior center and $3.00 each way to all other locations within Newport Beach for essential errands. 5. Number of vehicles: 6 7. projected annual ridership: 5,00 Source[ sI oT ZU T)Ment Matcl2 iun City of Newport Beach, Hoag Hospital, Friends of OASIS 7-13 Program Requirements: 1. 9 a 4. 51 6i 7. 81 Jurisdiction/Agency shall follow competitive procurement practices In selection of vendors for all services which It does not provide using its own work force. Any Request for Proposals (Ria P) for services shall specIfy the use of vehicles meeting Americans with Disabilities Act (ADA) accessibility standards. Jurisdiction/Agency will perform, or ensure that a contracted vendor performs; maintenn-nee of all vehicles used in the Senior Mobility program, including, at a minimum: a) Dally Pre -Trip Inspections that meet or exceed the guidelines provided in the attached Pre -Trip Inspection Checklist (Attachment 2) b) Scheduled preventative maintenance that meets or exceeds the guidelines provided In the attached PM Checklist, Including the maintenance of all accessibility features of the vehicles. c) Maintain maintenance records far each vehicle for five (5) years and, If required, cooperate fully in annual motor coach carrier terminal Inspections conducted by the California Highway Patral. Jurisdiction/Agency will ensure that its operators, or its contracted vendoes operators, are properly licensed and trained to proficiency to perform duties safely, and In a manner which treats its riders with respect.and dignIty. Disabilityawareness and passenger assistance will be included in this training. Jurisdiction/Agency will establish and implement an alcohol and drug program that complies with 41 U.S.C. sections 701-707, (the Drug Free Workplace Act of 1988), and will produce any documentation necessary to establish Its compliance with sections 701-707, Jurisdiction/Agency will submit a monthly report to OCTA's Community Transportation Services Department aq Illustrated in Attachment 3. Jurisdiction/Agency will participate in OCTA marketing and outreach efforts to encourage use of fixed route transit service by older adults. Jurisdiction/Agency will note OCTA sponsorship in any promotion -at material for service funded under this agreement and will display an OCTA Senior Mobility Program logo on vehicles used in this program (excluding taxis), Jurisdiction/Agency will ensure that it ma intuins adequate oversight and control over all aspects of services than: acre provided by a contracted vendor, IN WITNESS WHEREOF, has formally adopted the Senior Mobility Program Scope of Work as written above, AGENCY REPRESENTATIVE OCTA. REPRESENTATIVE NaMe.' DIANE 13, DIXON Name: Beth McCormick Title: MAYORTitle: General Manager, Transit . ... ......... CITY OF NEWPORT BEACH 7-14 EXHIBIT B Senior Mobility Program Project U Funding and Policy Guidelines March 2016 1.0 Overview The Measure M2 (M2) Project U — Senior Mobility Program (SMP) provides funding to support local, community-based transportation service for seniors. Originally established in 2001 using limited state funding for bus operations, M2 Project U SMP funding was established to continue and expand the existing program. A formula funding allocation was established for all Orange County local jurisdictions based upon their senior population, One percent of M2 net revenue is used to fund the program and local jurisdictions must provide a minimum 20 percent local match of the total annual program expenditures. The Orange County Transportation Authority (OCTA) Board of Directors approved these guidelines on March 28, 2016. The purpose is to provide structure and definitions for all eligible M2 jurisdictions receiving SMP funding. OCTA shall enforce the provisions spelled out in these guidelines, 2.0 Objectives • To provide for local, community-based senior transportation services. • To allow local jurisdictions to develop and implement senior transportation services to serve their community. ■ To provide transit options for seniors which complement rather than duplicate OCTA fixed route and ACCESS paratransit service. 3.0 Eligibility Requirements Participation in the SMP is contingent upon maintaining M2 eligibility. Local jurisdictions must be eligible to receive M2 funding, established on an annual basis as specified in the M2 Ordinance Requirements for Eligible Jurisdictions, to receive the formula allocation for this programa Adherence to strict funding guidelines is required. Local jurisdictions are required to submit a Service Plan as described in Section 7.0 and must enter into a cooperative funding agreement with OCTA that defines the conditions of use of SMP funds prior to receiving their SMP funding allocation. 1 Orange County Transportation Authority Ordinance No. 3, Attachment B, Section III I I Page S:\TEMP\Sue D\Agencies\SMP-Attachment B.docx 7-15 EXHIBIT B 4.0 Funding AIlocation Method & Distribution Funding for the program is identified as one percent of M2 net sales tax revenue and will be allocated to eligible local jurisdictions based upon the participating jurisdiction's percentage of the senior population of the county. Senior population is determined by using the most current official decennial Census information provided by the U.S. Census Bureau. Funding allocations are based on actual sales tax receipts. Funding will be distributed on a bi-monthly basis. SMP funds must be expended within three years of receipt. OCTA may grant a two-year extension beyond the three-year expenditure limitation; however, an extension may not exceed five years from the date of the initial funding allocation. Jurisdictions requesting an extension beyond the three-year limitation must submit a justification letter for review and approval by OCTA at: least 90 days prior to the end of the third fiscal year. In the event the time limits for use of SMP funds are not satisfied, any retained SMP funds that were allocated to an eligible jurisdiction, including interest, shall be returned to OCTA. 5.0 Match Requirements Participating jurisdictions must provide a minimum 20 percent local match of the total annual program expenditures. Match funding may be made up of cash subsidies, fare revenues, donations, or in-kind contributions such as salaries and benefits for the jurisdiction's employees who perform work on the program. Jurisdictions may also be required to submit supporting documentation to substantiate local match expenditures. Jurisdictions are not required to contribute the minimum match requirement on a monthly basis; however, the minimum 20 percent match requirement must be met by the end of each fiscal year, defined as June 30. Jurisdictions not satisfying the annual 20 percent match shall be subject to withholding of funds from future bi-monthly allocations equal to the difference between the amount of Measure M funds actually spent and the amount of Measure M funds actually matched. 21 Page 5:\TEMP\Sue D\Agencies\SMP-Attachment B.docx 7-16 EXHIBIT B Example: Total Program Expenditures $100,000 Total M2 Funding Allocation $ 80,000 20% Required Match . $ 20,000 Actual Reported Match $ 15,000 Withholding Calculation: Total M2 Funds Spent $ 80,000 M2 Funding Eligibility Based on Actual Reported Match - 60,000 Withholding from Future Allocation(s) $ 20,000 6.0 Service Guidelines Services provided under the SMP are available to individuals 60 years of age and older. Jurisdictions have discretion in the types of trips provided within Orange County, such as trips to/from senior centers, medical appointments, shopping, personal care, and social/recreational activities. Jurisdictions should use discretion when providing trips for social/recreational activities when developing their Service Plan to ensure prudent and appropriate use of taxpayer funds. SMP trips outside Orange County are restricted to medical trips only within approximately 10 miles of the Orange County border. Jurisdictions also have discretion in how the service is operated. Senior transportation services may be operated using employees, volunteers, or the jurisdiction may contract with a third -party service contractor. Contractors must be selected using a competitive procurement process and the jurisdiction must ensure the contractor is in compliance with program guidelines and provisions included in the cooperative funding agreement. Jurisdictions whose program offers subsidized taxi service for seniors must ensure trips provided with SMP funding are consistent with the trip types as specified in these guidelines. Wheelchair accessible vehicles must be available for SMP service. Jurisdictions will perform, or ensure that a contractor performs, maintenance of all vehicles used in the Senior Mobility Program. Jurisdictions will ensure that its operators, or its contracted operators, are properly licensed and trained to proficiency to perform duties safely, and in a manner which treats its riders with respect and dignity. Jurisdictions may receive retired OCTA ACCESS paratransit vehicle(s) to support their senior transportation program. Additional retired ACCESS vehicles may be - _--- 31Page 5:\TEMP\5ue D\Agencies\SMP-Attachment Moa 7-17 EXHIBIT B purchased, based on availability, for a cost equivalent to the refurbishment costs incurred by OCTA. 7.0 Service Plan Adoption Participating jurisdictions shall submit to OCTA a SMP Service Pian which defines program services (Exhibit A). The Service Plan must be submitted using a template provided by OCTA and must be adopted by the jurisdiction's governing body and approved by the OCTA Board of Directors. Any deviation from the adopted SMP Service Plan must be submitted to OCTA in advance for review and approval and will require an amendment to the cooperative funding agreement prior to implementing a change in program services. 8.0 Eligible Expenses Participating jurisdictions shall ensure M2 funds are used for eligible direct program -related expenses which may include contract service providers, staff time, vehicle maintenance, fuel, insurance, vehicle acquisition, program supplies and materials, marketing materials, and community outreach. Jurisdictions shall ensure all costs are program -related and are fair and reasonable. Administrative costs up to 10 percent are allowed and considered eligible program expenses. All program expenses are subject to audit. No M2 funding shall be used by a jurisdiction for otherthan transportation purposes authorized in the M2 Ordinance. 9.0 Program Revenue Participating jurisdictions must maintain adequate controls for collecting and reporting program revenue, including donations, fees, and cash fares. Program revenue must be used to support the transportation service and may be used as part of the jurisdiction's 20 percent local match requirement. 10.0 Reporting Participating jurisdictions are required to submit monthly reports using a reporting template provided by OCTA (Exhibit B). Required monthly reporting data may include, but is not limited to, the following: o Number of Trips by Category a Vehicle Service Hours o Vehicle Service Miles 4 1 P a g e S,\TEMP\Sue D\ABencies\SMP-Attachment B,docx 7-18 EXHIBIT B o Program Cost Detail by Expense Category and % of Total Operating Cost o Fares, Fees and Other Operating Revenue o Jurisdiction Total Contribution & Source o Jurisdiction Share as % of Total Operating Cost o Cumulative Jurisdiction Share to Date o OCTA Contribution o OCTA Contribution as % of Total Operating Cost o Cumulative Contribution Received from OCTA o Total Monthly Program Operating Cost o Cumulative Total Program Operating Cost Jurisdictions shall also be required to maintain supporting documentation to substantiate reporting data. Supporting documentation may include, but is not limited to, actual receipts, contractor invoices, trip sheets, payroll, timesheets, fuel logs, and maintenance records/receipts, Reports are due by the last day of the following month. A preliminary report may be submitted; however, submission of a final report is required within 15 days of the last day of the following month. Failure to meet the established reporting deadline for two months at any time during the fiscal year may result in future withholding of funding and/or other sanctions to be determined. 11.0 Audits & Inspection of Records M2 funding is subject to audit. Jurisdictions shall maintain program documentation and records for a period of no less than five years. Program documents and records, including but not limited to payroll, trip sheets, invoices, vehicle maintenance, fuel, and other program -related expenses, shall be available for review by OCTA SMP administrators, auditors, and authorized agents upon request. Jurisdictions must follow established accounting requirements and applicable laws regarding the use of public funds. Failure to submit to an audit in a timely manner may result in withholding or loss of future funding. Failure to comply with the approved Service Plan will require remediation which may include repayment, reduction in overall allocation, and/or other sanctions to be determined by the OCTA Board of Directors. Audits shall be conducted by the OCTA Internal Audit Department, or other authorized agent, as determined by OCTA. OCTA's failure to insist in any one or more instances of a jurisdiction's performance of the provisions set forth in these guidelines shall not be construed as a waiver or relinquishment of the jurisdiction's obligation to comply with these guidelines. Moreover, only the OCTA Board of Directors shall have the authority to alter and/or waive any requirements/obligations set forth in these guidelines. 51 Page S:\TEMP\Sue D\Agencies\SMP-Attachment B.docx 7-19 Senior Mobility Program EXHOTC ocTA Monthly Reporting Form Service for the - Month of: July Program Name: Participating Agency: Agency Contact: Contact Number: Year of: 2016 y _ Serwce s `, 5ervic Miles , k Trap Category �'' `_ ` Jui ZOZ6 FY7D J'ul 2026, ur FYTD Jul 2616 a FYTR _. Senior Center - - - Medical - - - Shopping - - - - - Personal Care Social / Recreational - - - - - - Tota Cost Category Ju12016 FY7p:_s Cost < , ..' . Asa °� Cost Asa %' Service Contract $ - 0.0% $ 0.0% _ Drivers / Operators / Dispatchers $ - 0.0% $ - 0.0% Vehicle Maintenance / Fuel / Insurance $ - 0.0% Marketing Outreach $ - 0.0% $ - 0.0% Administration $ - 0.00/0 $ OCTA Contribution $ 0.0°% $ - 0.0y° Agency Contribution $ 0.0% $ - 0.0°% Program Revenue $ - 0.0% $ - _ 0.0°% Source(s) of AgencyContrtbutrons: Agency hereby certifies that this report is a true, complete and correct statement of program revenue, costs and operating data. 1 THIS REPORT IS,.DUE BY.,THE LASE DAY OF THE MONTH FOLLOWING THE REPORTING MON 'H . Please send this report by email to CTSPROGRAMSPOCTA,NET or by fax to 714-560-5927. If there are any questions, please contact JOANNE JACOBSEN by email at JJACOBSEN@OCTA.NET or JP GONZALEZ by email atJCONZ'ALEZ1@OCTA.NET. 7-20 City of Newport Beach ATTACHMENT E BUDGET AMENDMENT 2016-17 EFFECT ON BUDGETARY FUND BALANCE: X 010 Increase Revenue Estimates General Fund - Fund Balance REVENUE ESTIMATES Increase Expenditure Appropriations AND Org Transfer Budget Appropriations SOURCE: 0107033 431145 Senior Services Transporation - Measure M Fair Share from existing budget appropriations X from additional estimated revenues from unappropriated fund balance EXPLANATION: NO. BA- 17BA-003 AMOUNT:J $22,352.00 X Increase in Budgetary Fund Balance Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance This budget amendment is requested to provide for the following: To increase annual revenue estimates in Senior Services Transportation budget for increased Measure M funding provided by the Orange County Transit Authority's Senior Mobility Program. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Object Description 010 300000 General Fund - Fund Balance REVENUE ESTIMATES Org Obiect Description 0107033 431145 Senior Services Transporation - Measure M Fair Share EXPENDITURE APPROPRIATIONS Org Number Object Number Org Number Object Number Signed Signed Signed: Description Administrative Approval: City Manager City Council Approval: City Clerk Amount Debit Credit $22,352.00 $22,352.00 * Automatic -20J/(,--) ate Date 7-21