www.drpt.virginia.gov
DRPT Transit/TDM Grantee Webinar
December 2012
Kevin Page Chief Operating Officer
Steve PittardChief Financial Officer
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Welcome and IntroductionToday’s Agenda
Opening Remarks– Webinar Logistics– Kevin Page (15 minutes)– Steve Pittard (15 minutes)
Transit (30 minutes) Terry Brown– MAP-21 Changes– Grants Management– Capital Facility and Infrastructure Review Program
Fiscal (60 minutes) Jamie Motley– New OLGA– Contracting– Invoicing
Planning and Mobility Programs– SJ297 (30 minutes) Amy Inman– TDM (30 minutes) Chris Arabia– Planning Initiatives (30 minutes) Kimberly Pryor
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Organizational UpdateDRPT’s progress since September
2011 transition to a new business model– Vacancies filled
• Program administrator positions filled• All but 4 staff level positions filled
– Initiated the transit facility construction review program
– Initiated accountability and compliance program• New financial review of grant/project billings• OLGA grant administration expanded• Project performance compliance effort underway
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Organization Chart
Thelma DrakeDirector
Director’s Office:James Dyke – NVTC and WMATA Board Member
Nancy Auth, Legal Support 1
Vacant #00039Administrative Assistant
to the Director
Steve PittardChief Financial Officer (#00021)
Kevin Page Chief Operating Officer
(#14041)
1Office of the Attorney General
Linda Maiden DBE and Title VI
Coordinator (#00053)
Amanda ReidelbachManager of Policy, Communications &
Administration (#00992)
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Finance and AdministrationSteve Pittard
Chief Financial Officer (#00021)
Scott Wells IT Manager
(#00026)
Jason Cheeks Web/Database
Application Developer (#00060)
Joli Huelskamp Web/Database
Application Developer (#00068)
Lynne McCarthyPublic Relations and Marketing
Coordinator (#00052)
VacantCommunications
Specialist (#00051)
Jamie Motley Director of Financial Planning and Budget
(#07201)
Marie Berry Mgr of Financial
Programming (#00032)
Patrice StrachanLead Financial
Compliance Analyst (#00056)
Donnie KarabaichAudit Manager
(#00027)
Ashley NusbaumFinancial
Compliance & Procurement
Analyst (#00003)Aqueelah Walker
Financial Compliance
Analyst (#00058)
Judith Gifford Director of Accounting
and Administration (#00986)
Vanessa Harding Accountant (#00002)
Tashiba JohnsonFiscal Technician/
Administration Specialist (#00059)
Kurt Pastuszak Controller (#00991)
Amanda Reidelbach Mgr of Policy,
Communications & Administration
(#00992)
Sarah JacksonReceptionist
(#00015) VacantFinancial Reporting
Analyst (#TBD)
Angela Thompson Mgr of Budget &
Financial Compliance
(#00988)
John GarofaloSpecial Projects
(P-14)
Vacant – On HoldAdministrative Assistant to the
Director (#00039)
VacantFinancial
Compliance Analyst (#00057)
Sara Johnson-Ward
Financial Compliance
Analyst (P-14)
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Rail and Transit
Velvet WalkerManager of Rail State
Safety OversightAgency Emergency
Preparedness (#00055)
Sharmila Samarasinghe
Manager of Safety, Security & Emergency Preparedness (#14045)
David HarlanEngineering and Safety Manager
(#00035)
Michael ToddRail Corridor &
Planning Program Manager (#00064)
Jeremy LatimerManager of Rail
Preservation and Rail Industrial Access
Programs (#00062)
Jacob CraigRail and Transit
Project Execution Manager (#00065)
Amy InmanManager of Transit Planning (#00038)
Kimberly PryorPlanning and Mobility
Programs Administrator (#00989)
Tim RoseboomStatewide Transit Planner (#00040)
Phil DeLeonDulles Corridor
Project Coordinator (#00036)
David AwbreyTransit Project
Manager (#00006)
Kathy LeidichTransit Project
Manager (#00033)
John MahoneyHuman Service
Transportation Project Manager (#13249)
Steve HennesseeTransit Project
Manager (#00034)
Terry BrownPublic Transportation
Programs Administrator
(#000987)
Lisa DuMetz-RosierMobility Program
Project Administrator-Northern Virginia
(#00024)
Chris Arabia Manager of Mobility Programs (#00031)
Thomas Freeman Rail Transportation
Programs Administrator
(#00990)
Omar NeckoManager of Rail
Enhancement and Corridor Programs
(#00066)
Neil ShermanTransit Project
Manager (#00061)
Joe SwartzProgram Manager – WMATA Funding Oversight (#00005)
Emily StockManager of Rail
Planning (#00063)
Linda MaidenRail and Transit Program Analyst
(#00053)
Kevin Page Chief Operating Officer (#14041)
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Points of Emphasis
FY2014 Grant Application Process begins December 1– General Ledger/Comprehensive Annual Financial
Audit must be submitted by February 1, 2013 Revenue estimate for FY2014
– Consider 80% state participation for Vehicles and 50% state participation for other capital items
– Consider 17.5% state operating subsidy SJ297 report submission pending Engineering Review of capital/facility items OLGA will go live system wide December 15
– Cradle to Grave grant administration
www.drpt.virginia.gov
PUBLIC TRANSPORTATION PROGRAMS
MAP-21, GRANTS MANAGEMENT, CAPITAL REVIEW
Terry Brown
Public Transportation Programs Administrator
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MAP-21 Changes
Grants Management Methodology
Capital Facility and Infrastructure Review
Program
9
Presentation Overview
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MAP-21 Funding
Federal Transit Administration Programs – Sec. 5307 Urban Transit Formula Assistance– Sec. 5309 Capital– Sec. 5310 Elderly & Disabled– Sec. 5311 Rural Transit Formula Grants – Sec. 5316 Job Access/Reverse Commute– Sec. 5317 New Freedom
10
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Section 5307 – Urban Formula Assistance
MAP-21 continues the Section 5307 program with a few key changes
The biggest difference it brings to the Section 5307 program is the addition of a tier of funding based on areas' share of low-income population.
Overall Section 5307 funding rises by 7 percent by FY 2014.
Large Urbans will be able to apply a portion of their 5307 funding to operating, based upon the entity’s fleet size.
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Section 5310 – Elderly and Disabled
Projects will continue to be derived from a locally developed coordinated human services transportation plan.
Apportioned in a fashion similar to the current New Freedom – 60% allocated to large urbanized area; 20% to states for urbanized areas under 200k and 20% to states for rural areas.
New Freedom (FTA 5317) is combined with 5310. – DRPT has some small balances of 5317 available under
SAFETEA-LU. We will continue to accept applications for New Freedom projects.
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Section 5311 – Rural Transit Operating and Capital
Total program will grow 30% from 2012 to 2014 levels.
Rural transit assets will be included in the nationwide transit asset management system.
Rural transit will have to participate in the FTA transit safety and security program.
FTA Section 5316 funds will be moved into the Rural program.
Rural Transit has been oversubscribed of late. Possible that 5311 funding will fall below 50% of operating deficit.
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Grants Management Methodology
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Quarterly Reviews vs Project Management
Developed quarterly review process two years ago to address large inventory of aging and inactive grants– With grantee assistance, brought grants under control
Now moving more towards project management focus– Will lead to documentation of a more thorough understanding of
individual projects.– Should also result in a decrease in paperwork – Will also lead to DRPT Project Managers talking to grantee project
managers for larger projects, rather than dealing with grants personnel
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Quarterly Reviews vs Project Management
Results?– Fewer phone calls from us asking for an update on a project right
now!– Better understanding of cash flow needs on an ongoing basis– Lower loss of institutional knowledge due to staff turnover
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Capital Facility and Infrastructure Review Program
17
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Capital Facility and Infrastructure Review Program
DRPT will now be involved in value engineering for large construction projects
New focus based on development of past facilities which provided too much capacity or which did not adequately meet the needs of the grantee
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Questions?
www.drpt.virginia.gov
FISCAL
OLGA, CONTRACTING, INVOICING
Jamie Motley Director of Financial Planning and Budget
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Questions?
www.drpt.virginia.gov
PLANNING AND MOBILITY PROGRAMS
SJ297
Amy InmanManager of Transit Planning
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Overview
Operating Assistance Methodology
Capital Assistance Methodology
Recommendations
Statewide Transit and TDM Plan Needs
Assessment
Next Steps
Presentation Overview
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Senate Joint Resolution No. 297
In February 2011, The General Assembly passed Senate Joint Resolution 297 (SJR297), which directed the Virginia Department of Rail and Public Transportation to study key issues relating to the distribution of funding to transit agencies within the Commonwealth of Virginia.
In conducting its study, DRPT shall study, but not be limited to the following issues:
– Performance
– Prioritization
– Stability
– Allocation
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Study Approach Convened SJR 297 Funding Study Advisory Committee Review and documentation of existing funding allocation
models and practices Conducted best practice peer review and analysis of
nationwide trends for public transportation funding allocation
Examined options for distribution of State operating and capital assistance
Identified data needs for use in potential allocation of funds Developed recommendations for allocating State operating
and capital assistance Conducted needs assessment as part of a separate, but
parallel process
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Key SJR 297 Dates
February 2011: General Assembly Approved SJR 297
June 16, 2011: Kickoff meeting of Funding Study Advisory Committee
August 3, 2011: Funding Study Advisory Committee meeting
September 14, 2011: Funding Study Advisory Committee meeting
May 7, 2012: Funding Study Advisory Committee meeting
July 18, 2012: SJR 297 CTB Briefing
July 30, 2012: Funding Study Advisory Committee meeting
September 6, 2012: Presentation of SJR 297 findings to transit
community
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Operating Assistance Methodology
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Current Operating Assistance Funding Allocation
Current funding allocation formula is based on one factor, operating cost The amount of operating assistance provided to each grantee is
equivalent to the relative share of expenditures for each of the State’s various transit providers proportional to all transit providers’ expenditures
The operating assistance formula does not distinguish between transit service type or area in which the service is delivered
No direct link to the Commonwealth Transportation Board’s policy goals The funding allocation is based on two year old data Ineligible versus eligible costs add unnecessary complexities Data can be validated based on audited information
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Recommended Operating Assistance Allocation Methodology
Applies only to state operating assistance program Based on a hybrid model where 50% of funding is
allocated by formula and 50% of funding is allocated based on performance
Performance is based on industry standard performance measures
Recommending a three-year transition period beginning in FY2015
Rewards efficient, customer oriented, performance Demonstrate the funding needs of transit operators and
importance of increased funding
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Recommended Operating AssistanceHybrid Allocation Approach
Formula-Based50%
Net CostPer
Revenue Hour
12.5%
Customers Per
Revenue Hour
12.5%
State Operating Assistance Allocation from DRPT
100%
Operating Expenses
25%Ridership
25%
Net CostPer
Revenue Mile
12.5%
Performance-Based50%
CustomersPer
Revenue Mile
12.5%
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Overall funds allocated tometrics based on weights
Funds for each metric distributed proportionallyto agencies based on their relative share of total costs
Formula-Based Allocation
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Performance-Based Allocation
Peer groups of similar agencies created
Funds in each metric pool allocated to peer groups based on size
Funds in each peer group metric pooldistributed to agencies based on performance
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Formation of Peer Groups– Service Area Population
– Service Area Population Density
– Ridership
– Operating Cost
– Peak Vehicles
– Steel Wheeled vs. Rubber Wheeled
Operating Assistance Performance Based Allocation
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Capital Assistance Methodology
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Mass Transit Capital Fund - Bond funding will be exhausted by 2018- Application driven process- Flexibility to prioritize funding- Ability to fund State of Good Repair at 80% (ex. rolling stock replacement and major mid-life overhauls) - Ability to fund other capital items at blended rate of 50% (ex. Bus shelters, sidewalks, landscaping, etc)
Current Capital Assistance Funding and Allocation
Mass Transit Trust Fund (MTTF) - Twenty-five percent, approximately $30M annually, of the MTTF- Allocate based on non-federal share of project compared to total for all projects- Application driven process- No flexibility to prioritize funding - All capital items under this program funded at the same blended rate as bonds, approximately 50%
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Recommended Capital Assistance Allocation
Continue application driven process
Allow flexibility to prioritize funding via a tiered approach– Example: Bus replacement and overhauls 20% total cost– Example: Bus shelters and bike racks 10% total cost– Example: Computers and landscaping 5% total cost
Revisit funding priorities every three to five years
Allow capital funds to supplement operating assistance
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Recommendations
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Recommendations Performance
– Revise the Code of Virginia to implement a hybrid formula and performance-based allocation system
Prioritization– Establish allocation processes that allow the CTB to prioritize
capital investment decisions Stability
– Identify a source of transitional assistance to minimize impacts of implementing the new allocation system
– Establish a reserve fund to stabilize match ratios for capital and operating expenses
Allocation– Allow capital and special programs funds to be used to
supplement operating funds– Funds may not be allocated without requiring a local match from
the recipient
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Recommendations
Capital and Operating Needs
– Document the gap between transit needs and available funding as part of the Statewide Transit and TDM Plan in order to advocate for increased funding to maximize the capacity of the existing infrastructure
– Findings will be incorporated into the SJ297 report
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Recommendations
Transition Assistance – 2015 100% Transition Assistance Funding– 2016 50% Transition Assistance Funding– 2017 100% Performance Based Funding Allocation
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DRPT Statewide Transit and TDM PlanNeeds Assessment
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Currently underway with final plan in November 2012 Transit and TDM recommendations statewide for three
themes and investment scenarios Capital and operating cost to support the transit and TDM
recommendations for each investment scenario (Low, Moderate, High)
Conducted needs assessment Develop Transit Resource Allocation Plan Stakeholder meetings next week
Statewide Transit and TDM Plan
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Four themes for evaluating investment scenarios – Transit State of Good Repair (SGR)– Transit Capacity Enhancements– TDM Capacity Enhancements– Transit Major Capital Projects
Transit and TDM Investment Themes
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Low Investment– Addresses SGR for existing vehicles– Maintains existing service levels plus TDP commitments, escalates costs for inflation
(3%) – Assumes Major Capital Projects currently under development
Moderate Investment– Addresses SGR for existing and future growth vehicles– Increases service levels
• TDPs through 2018• Service level growth consistent with area population growth 2019 through 2040
– Assumes Lower Level of Major Capital Project Investment
High Investment– Addresses SGR for existing and future growth vehicles– Increases service levels
• Moderate Growth plus – 3% service hour growth / year – Top quartile performers– 2% service hour growth / year – 2nd quartile performers
– Assumes High Level of Major Capital Project Investment
Transit Investment Scenarios
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Low Investment– Maintains existing service levels for existing TDM programs with no growth– Costs escalated for inflation at 3% per year
Moderate Investment– Closes geographic gaps to expand to a statewide TDM program while
maintaining existing service levels– TDM services increased to keep up with population growth and area type
changes– Costs escalated for inflation at 3% per year
High Investment– Closes geographic gaps to provide statewide TDM service and increases
service levels to recommended levels based on area type– TDM services increased to keep up with population growth and area type
changes– Costs escalated for inflation at 3% per year
TDM Investment Scenarios
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Investment Scenario
Funding Needs/Revenues Capital Funds(Millions YOE$)
O&M Funds(Millions YOE$)
Transit TDM
Low Investment
Total Funding Needs $15,892 $43,668 $739
Total Projected Revenue $12,439 $31,157 $482
Total Funding Gap $2,453 $12,511 $257
State Funding Gap (maintaining state share)
$1,210 $3,963 $177
Moderate Investment
Total Funding Needs $42,515 $61,293 $897
Total Projected Revenue $13,439 $31,157 $482
Total Funding Gap $29,076 $30,136 $415
State Funding Gap (maintaining state share)
$7,717 $7,489 $304
High Investment
Total Funding Needs $55,028 $67,606 $1,637
Total Projected Revenue $13,439 $31,157 $482
Total Funding Gap $41,589 $36,449 $1,155
State Funding Gap (maintaining state share)
$10,815 $8,751 $896M
Transit and TDM Investment Scenarios
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Questions?
www.drpt.virginia.gov
PLANNING AND MOBILITY PROGRAMS
TRANSPORTATION DEMAND MANAGEMENT (TDM)
PROJECTS/PROGRAMS UPDATE
Christopher ArabiaManager of Mobility Programs
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TDM Grant Applications
TDM Operating Assistance Competitive application process No guarantee you will receive a grant amount
equal to what you received last year Show need REQUIRED: A detailed Annual Work Plan
submitted with application for TDM Operating Assistance
Use expense names for staff salaries & wages, indirect costs, supplies, etc.
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TDM Grant Applications
TDM Operating Assistance (continued) Balanced marketing of TDM (carpool, vanpool,
bike, transit, employer outreach, telework, etc.) Staff must work on TDM program Read Program Application Guidance and
Grantee Handbook Contact your DRPT grant manager for
assistance
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TDM Grant Applications
Transportation Management Projects REQUIRED: Submit detailed scope with
application Demonstrate benefit Use expense names for staff salaries & wages,
indirect costs, supplies, etc. Read Program Application Guidance and
Grantee Handbook Contact your DRPT grant manager for
assistance
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TDM Grant Administration
Invoice DRPT at least quarterly Submit grant extension requests 60 days prior to end of
project Grant extensions are not automatic Avoid food and beverage expenses
– Use State per diem– Get prior approval from your DRPT grant manager– No food for meetings with staff or contractors
Travel– Get prior approval from your DRPT grant manager– Use State rates for staff and contractors– Show mileage (MapQuest, Google Maps, etc.)
Read Program Application Guidance and Grantee Handbook
Contact your DRPT grant manager for assistance
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Online resource – www.teleworkva.org– Set up checklist– Sample policy and teleworker agreement– Assessment tools– eLearning tools
• How to set up a telework program• How to sell telework to management• How to train teleworkers• How to manage teleworkers
Guidance and resources
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Local Employer Outreach staff – sales force Learn about the Telework Tax Credit
assistance (www.tax.virginia.gov) Existing 60+ businesses in program being
managed by DRPT
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Telework Tax Credit
Up to $50,000 per business for taxable years 2012, 2013, 2014, 2015 and 2016– Up to $20,000 for a telework assessment – Up to $1,200 per employee for eligible expenses
Total statewide credits not to exceed $1 million annually
Businesses must pre-apply by completing the TEL-1 form and submit to Dept. of Taxation between Sept 1 and Oct 31
If credit applications exceed $1 million, then all credits will be allocated pro rata based on the requested amount.
Taxation will notify taxpayers of tentative credit allocations by December 31
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Telework Tax Credit
Businesses subject to income tax in Virginia Must create new teleworkers Must remove auto trips New teleworkers must telework at least one
day a week New teleworkers must sign a telework
agreement on or after July 1, 2012, but before January 1, 2017
Eligible expenses must be for the purpose of enabling telework, not a regular expense
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Questions?
www.drpt.virginia.gov
Planning and Mobility Programs
PLANNING INITIATIVES
Kimberly PryorPlanning and Mobility Programs
Administrator
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Overview
TDP Updates CMAQ/RSTP Change 5303 Funding Formula UPWP Deadline
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TDP Updates All public transit operators receiving state funding prepare,
adopt, and submit a TDP– Full updates are required every six years– Update letters are required annually– Identify needs and required resources for modifying/enhancing services– Provide a basis funding requests and feed into the programming
process TDP Update Letters and Constrained FY2014–FY 2019
Financial Plans due December 3, 2012– Submit to DRPT project managers– If FY2014 budget has not been approved, use the anticipated budget
and provide a schedule for when the approved budget is expected to be submitted
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CMAQ/RSTP Change
CMAQ and RSTP funded transit projects will be shown in DRPT’s portion of the SYIP in FY2014
Streamline process for flexing funds and project initiation Enables DRPT to accurately report on transit funding and
performance/accomplishments Clearly establishes project oversight upfront More consistent with how transit agencies are
accustomed to viewing project funding information Will be important to correctly identify projects as “VDOT”
or “DRPT” projects up-front
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5303 Funding Formula
5303 funds are provided to MPOs to support required metropolitan planning activities as outlined in the UPWP
Formula is being revised based on the 2010 Census DRPT is working with VDOT to evaluate multiple scenarios Formula must be developed in consultation with MPOs and FTA,
consider urbanized population, and provide an appropriate distribution to carry out the required cooperative planning process
DRPT proposal is to base 5303 funding levels on relative share of PL funds each MPO receives based on final scenario VDOT selects– If an MPO received 10% of the statewide total of PL funds based
on VDOT’s selected scenario, they will receive 10% of 5303 funds
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UPWP Deadline
OLGA will be open for UPWPs beginning December 1 through May 31
Certifications and assurances must be signed 20-30% of 5303 funds may be used for Administration DRPT will not apply for additional 5303 funds if an MPO
still has two full years of funds remaining on existing executed grant agreements
Include items necessary for MAP21 (e.g., freight planning, performance measures and targets, etc.)
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Questions?