S Grant - NC Community Transportation Program CTP Administrative & Capital Grant Application 2008-2009

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ASSISTANCE PROGRAMS Administrative Applicants are expected to carefully consider administrative budget requests submissions. A careful review of actual Iine item expenditures over the past 2-3 years should play an integral role in determining current budget request. PTD staff will carefully review the CTP application for justification and documentation of increased administrative cost above last year's amount. PTD reserves the right to decrease the FY08-09 administrative allocation for those applicants that have significant unexpended administrative funds over the past two fiscal years and for budget line costs that appear excessive. Vehicle insurance is an allowable administrative expense in the CTP application. Only revenue vehicles are eligible for vehicle insurance cost participation by PTD. The applicant will be required to submit the following documentation that will be used to determine the PTD financial participation level for vehicle insurance: • Certificate of Insurance -verifying liability limits, and the deducible amount, ^ Auto Schedule -verifying the vehicles insured and cost associated with insuring vehicles at the required levels. The PTMS can not be used as a substitute for the Auto Schedule. The applicant should request this information from their insurance provider. PTD will cap reimbursement to the federal and state share of 85% of annual premium cost, up to a maximum annual premium cost of $2,500 per revenue vehicle. Employee Development -These funds are intended to support training and development activities of community transportation systems. Funds may only be used to cover the cost of training instruction, materials, and associated support costs such as room or audiovisual equipment rental. Employee Development funds may be used to support the travel and registration fees for no more than two drivers for the annual statewide Bus and Van Roadeo. The cost of travel and time for Roadeo volunteers and judges must be paid from another source or the travel line items. Employee Development funds may not be used to defray the cost of salaries for staff attending a training course or conducting a training course for other system employees. The Public Transportation Division will issue minimum training standards for all community transportation systems that receive state fnancia] assistance from the department. Ca petal All rural transportation systems will be eligible for capital assistance funds. As part of the CTP application package, each applicant is required to provide a completed Public Transportation Management System (PTMS). The PTMS must be kept current to insure an accurate inventory of capital, insure vehicle(s) that are requested for disposition have not been previously replaced, and list vehicles requested for replacement in the current FY application. Regional Mobility Development Specialists will provide a capital assessment to determine and summarize the system's fleet management needs, maximizing usage of available vehicles, and proposed usage of additional vehicles. Mobility Development Specialists will utilize several technical tools such as the Vehicle Utilization Workbook, spare ratios, lift-equipped vehicle ratio, agency contracts, and other data to determine the effectiveness and efficiency of vehicle usage strategies. Once required fleet size has been determined through the capital assessment process, vehicles may be designated for disposition and not be eligible for replacement. Applicants may request consideration of replacement for baseline capital items one year prior to the useful life stated in the Replacement Schedule. OperatinS Use -Section 5311 operating funds can only be used to support rural eg Hera] public routes. Rural general public routes: Service provided on a repetitive, fixed-schedule or deviated fixed schedule basis along a specific route for pick up and delivery of passengers to specific locations; each fixed-route trip serves the same origins and destinations, unlike demand responsive, taxicabs, or subscription service,