NORTHEAST OHIO AREAWIDE COORDINATING AGENCY

Transcription

1 NORTHEAST OHIO AREAWIDE COORDINATING AGENCY M E M O R A N D U M TO: Finance and Audit Committee Members Michael Dylan Brennan, Mayor, City of University Heights Armond Budish, County Executive, Cuyahoga County Walter Skip Claypool, Commissioner, Geauga County Michael Dever, Director of Public Works, Cuyahoga County Kyle Dreyfuss-Wells, CEO, Northeast Ohio Regional Sewer District William D. Friedman, President and CEO, Cleveland-Cuyahoga County Port Authority Kirsten Holzheimer Gail, Mayor, City of Euclid Michael D. Gammella, Mayor, City of Brook Park James R. Gills, P.E., P.S., Lake County Engineer John D. Hunter, Mayor, Sheffield Village Valarie J. McCall, Chief of Government and International Affairs, City of Cleveland Chase M. Ritenauer, Mayor, City of Lorain FROM: Michael Dever, Chair DATE: August 17, 2018 RE: Finance and Audit Committee Friday, August 24, from 8:30 a.m. to 10:00 a.m. NOACA Offices 1299 Superior Avenue, Cleveland, Ohio Please note that in addition to the members listed above, any interested Board members are welcome to attend. Notice of this meeting has been publicly posted, and major public media has been notified. I look forward to seeing you on Friday, August 24 th at 8:30 a.m. at the NOACA offices.

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3 NORTHEAST OHIO AREAWIDE COORDINATING AGENCY Friday, August 24, 2018, 8:30 a.m. 10:00 a.m. NOACA Offices 1299 Superior Avenue, Cleveland, Ohio FINANCE AND AUDIT COMMITTEE AGENDA Page 1. Minutes of May 11, 2018 Meeting Public Involvement Oral 3. Chair s/executive Director s Report Oral 4. Action Items a Overall Work Program Completion Report Presentations/Discussion Items (none) a. Future Action i. None b. Information i Capital Programs Performance Reports/Updates a. Financial Report 6-1 b. Capital Programs Performance Measures Report Old Business 8. New Business 9. Adjourn Next Regular Meeting: Friday, November 9, 2018 at 8:30 a.m. NOACA Offices, 1299 Superior Avenue in Cleveland, Ohio

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5 MINUTES Agenda Item No. 1

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7 Finance and Audit Committee Meeting May 11, 2018 NOACA Offices 1299 Superior Avenue, Cleveland, Ohio Present: Please see the attached attendance record. Mr. Mike Dever, Chair of the Finance and Audit Committee, convened the meeting at 8:39 a.m. Meeting Minutes A motion was made by Chief Valarie McCall to approve the minutes of the Finance and Audit Committee meeting held on February 9, The motion was seconded by Mr. Mike Foley. The motion passed by voice vote. Public Comments No public comments were made at this meeting. Executive Director s Report Ms. Grace Gallucci reported on the following: NOACA received an Ohio Auditor of State Award. The State Auditor recommended that NOACA have proper implementation of GASB 68 and segregation of duties. NOACA will be working to improve in these areas of recommendation and as a result will be hiring a part-time employee to assist with the segregation of duties. The United States Department of Transportation (USDOT) replaced the TIGER Grant program with the Better Utilizing to Leverage Development (BUILD) program. The BUILD program will provide $1.5 billion for planning and surface transportation systems. The deadline to submit project applications to USDOT is July 19, Access Ohio 2045 meetings will be held at the following locations on May 15, 2018: Local Partners Workshop at NOACA offices, 2 4 p.m., and a public meeting at the Shaker Heights Public Library, 5 7 p.m. ACTION ITEMS NOACA Member Dues Ms. Billie Geyer stated that member dues are NOACA s primary source of local funds that are used for the following: 7802c 1-1

8 Local match to federal operating grants Local match to additional federal discretionary grants Local water quality program Expenditures not permissible by federal regulations Capital outlays recaptured through depreciation Ms. Geyer stated that the average annual increases from 1991 to 2017 have been less than 1% for member dues but greater than 9% for grants. When adjusted for inflation, member dues have declined over the period while grants have almost doubled. Ms. Geyer mentioned that NOACA received over $100,000 in interest revenues 10 years ago, but has only received $8,000 in interest revenues in recent years. Ms. Geyer stated that NOACA currently receives $706,747 in dues. She reviewed the financial impact to each county in the NOACA region should the dues increase be approved by the Board. She mentioned that the proposed dues increase, should all of them be approved, would be used as follows: NOACA s water quality work - $188,000, lobbying activities - $180,000, and reserves - $50,000. Ms. Geyer mentioned that the total amount of the dues increase is $418,000. She noted that pending Board approval, the increase would take effect on July 1, A motion was made by Mayor Chase Ritenauer to recommend the NOACA entire package of increases to the Executive Committee. The motion was seconded by Mayor Michael Dylan Brennan. Ms. Linda Burhenne asked what is meant by reserves. Ms. Gallucci stated that NOACA s reserves are contingency funds that cover payroll expenses for 3 months and payable expenses for 2 months. She noted that the funds should be equivalent to $1.2 million. Ms. Gallucci provided history of NOACA s reserves and noted that the amount has been diminishing over time due to work activities, primarily the lobbying pilot program that cannot be paid for using grants or funding from the agency s operating budget. Ms. Burhenne asked if 15% of the budget is a best practice for reserve funds. Ms. Gallucci said yes. Ms. Burhenne asked what NOACA has done to reduce expenses. Ms. Gallucci informed Ms. Burhenne that the budget expenses are related to the Overall Work Program (OWP) that will be discussed later at this meeting. Ms. Burhenne asked why NOACA s budget is not part of the dues discussion. Ms. Gallucci stated that NOACA s total budget includes multiple funding sources that are used for multiple reasons; dues only deal with the local match component for grants. Ms. Gallucci explained that local funds, not grant funds, are used for NOACA s water quality work and lobbying activities. Ms. Burhenne asked what NOACA received for the money it spent on lobbying activities. Ms. Gallucci stated that NOACA received lobbying services through a three-year pilot program with the objective to put NOACA in a better position to get more federal and state funding. 7802c 1-2

9 Ms. Burhenne asked how $257,000 from the dues will be used for NOACA s water quality work. Ms. Gallucci stated that the funds would be used for staff s work on facility planning area (FPA) boundary changes, stormwater management and clean water responsibilities. Mr. Foley stated that Cuyahoga County has a two-year budgeting cycle and it would be difficult for the County to come up with additional funding to cover its share of the increased dues. He suggested that NOACA remove the lobbying expense from the dues at this time. An amendment to the motion was made by Mr. Foley to remove the lobbying expense from the proposed dues increase. The motion was seconded by Ms. Burhenne. Mayor Hunter stated that it would be difficult for townships and villages to come up with $15,000 to pay for FPA boundary modifications. Ms. Gallucci clarified that the proposed FPA modification fee is only an alternative to the dues increase of $188,000 for water quality work. Chief McCall inquired about the dues increase for the City of Cleveland. Ms. Gallucci said the dues for Cleveland would be an additional $30,343. Chief McCall asked staff to show Cleveland s dues separately from Cuyahoga County in future presentations. Chief McCall stated that she would like to research Cleveland s need for NOACA s water quality work. She suggested that staff present more options to the Committee. Chief McCall stated that NOACA staff has done a phenomenal job of managing the agency s resources. She said she did not support NOACA ending the lobbying activities. She suggested that NOACA staff think about how lobbying efforts can be done differently and more flexibly, such as using one firm for both state and federal lobbying activities. She also suggested that NOACA look at the timing of the dues increase so municipalities can better plan and budget for the expense. Mayor Ritenauer talked about the value of lobbying. He asked Ms. Gallucci to talk about the impact to NOACA if lobbying efforts are discontinued. Ms. Gallucci said it was difficult to answer that questions since NOACA had a liaison at the federal level for several years and then lobbyists for three years at the federal and state level. Ms. Gallucci stated that NOACA uses lobbyists to get more funding at the federal and state level, build relationships with elected officials, and put forth ideas at the state level to improve the rate of return to northeast Ohio. The Committee voted and the amendment to remove the $180,000 for lobbying activities failed 4 to 7. Ms. Kyle Dreyfuss-Wells suggested that the Committee vote on this agenda item at a future meeting to give staff time to research and respond to questions raised at this meeting about NOACA s water quality work. Ms. Gallucci stated that timing is an issue. She noted that NOACA does not have funding available for lobbyists beyond July 1, She also noted that funding for NOACA s reserves and the Water Quality Program are time sensitive, but not time critical. She suggested that the postponed amount of $37,000 for the Water Quality Program move forward so funding will be available. 7802c 1-3

10 Chief McCall stated that a recommendation from the Finance and Audit Committee should not be delayed because of questions she has about NOACA s Water Quality Program. Chief McCall talked about how the work done by the lobbyists is not always quantifiable, but is beneficial. She expressed that NOACA should consider alternatives for retaining lobbying activities. Mr. Foley asked if there is an acceptable amount (less than $180,000) that could be set aside for lobbyists. No comments were made by the Committee. Mayor Brennan asked how much has NOACA spent on lobbyists. Ms. Gallucci said NOACA spent a total of $424,000 over a three-year period. Chief McCall stated that the average cost of lobbying services for nonprofit agencies is approximately $100,000 a year. Ms. Gallucci stated that NOACA received a discount. She noted that the cost would have been even cheaper had NOACA chosen one firm to handle both state and federal lobbying activities. A motion was made by Mr. Foley to amend the proposed dues increase by lowering the amount for lobbyists from $180,000 to $100,000. The motion was seconded by Chief McCall. Two members voted no. The motion passed by voice vote. The Finance and Audit Committee voted on the proposed member dues increase. One member voted no. The motion passed by voice vote. FY 2019 Overall Work Program (OWP) and Budget Ms. Daila Shimek presented information on the FY 2019 OWP and Budget. She reviewed the development schedule, FY 2019 work program highlights, categorical budgets, and the direct program budgets. She mentioned that the preliminary operating budget for FY 2019 is $8.1 million, pass-through funding is $6.3 million, and NOACA staffing remains unchanged from FY 2018 with 47 employees. Ms. Shimek stated that public review will begin in early May and the OWP will be presented to the Board in June. She noted that pending Board approval, the FY 2019 OWP and Budget will be sent to ODOT and federal agencies for approval. A motion was made by Chief McCall to recommend the FY 2019 OWP and Budget to the Executive Committee. The motion was seconded by Mr. Foley. Mayor Hunter complimented staff on their work and noted that they deserve pay raises higher than 3%. Ms. Gallucci said pay raises are based on employee performance. Mayor Hunter asked if the 3% increase is only for wages. Ms. Gallucci said yes and noted that the budget also includes increases for other employee benefits. Ms. Shimek mentioned that NOACA budgeted a 10% increase for healthcare costs. Chief McCall made the following suggestions: Staff should provide the Committee with details on employee benefits when giving future presentations on the OWP and budget Information on public transportation should be included in the budget 7802c 1-4

11 NOACA should use more futuristic terminology in the budget with respect to smart mobility options NOACA should participate in statewide coordination to leverage resources Executive Committee should discuss changing Ms. Gallucci s title from executive director to president Mr. Foley asked staff to include the benefits of public transportation systems in NOACA s planning efforts. Ms. Gallucci stated that staff will be working on a regional transit planning project in FY She noted that the project will be funded with an ODOT grant in the amount of $200,000. Mayor Ritenauer stated that information included in the meeting packet shows employee healthcare costs have increased by 10%, but employee training costs have decreased by $28,000 in FY He asked staff to speak about the conflicting information between the two expenditures. Ms. Shimek stated that NOACA has 47 positions listed in the budget, but has fewer employees on staff in FY The Finance and Audit Committee voted and the motion passed by voice vote. Ms. Gallucci mentioned that NOACA sometimes hire consultants to do work instead of replacing employees who leave the agency, which shifts expenses from one category to another in the budget. Agency Procurement: Great Lakes Hyperloop Feasibility Study Ms. Susanna Merlone stated that authorization is needed for the NOACA Executive Director to execute a contract with the selected vendor for the Great Lakes Hyperloop Feasibility Study. Ms. Merlone noted that a request for proposal (RFP) was issued on March 16, 2018 and closed on April 24, Two proposals were submitted to NOACA and were scored on project approach - 35%; project management - 15%; qualifications - 25%; and experience - 25%. Ms. Merlone stated that Transportation Economics & Management Systems, Inc. (TEMS) was chosen by the selection committee to do the study. She noted that pending Board approval, NOACA will enter into a contract with TEMS for an amount not to exceed $600,000. Ms. Merlone said the study will take approximately 36 weeks to complete. A motion was made by Chief McCall to recommend the Great Lakes Hyperloop Feasibility Study to the Executive Committee. The motion was seconded by Mr. Foley. Chief McCall requested information on TEMS and asked how many proposals were submitted to NOACA. Ms. Merlone stated that NOACA only received two proposals. She mentioned that TEMS is a Disadvantaged Business Enterprise (DBE) firm headquartered in Maryland. She noted that TEMS has a lot of experience with high-speed rail studies and has worked on a hyperloop project. Ms. Merlone stated that the proposal from TEMS focused on a feasibility study and an economic study, while the other proposal focused on preliminary design and engineering. 7802c 1-5

12 The Finance and Audit Committee voted and the motion passed by voice vote. Agency Procurement: Bicycle & Pedestrian Data Collection Equipment Ms. Merlone stated that authorization is needed for the NOACA Executive Director to execute a contract with the selected vendor for the bicycle & pedestrian data collection equipment project. Ms. Merlone noted that the primary purpose of the permanent data collection program is to accurately and continuously count bicycles and pedestrians at specific locations. Ms. Merlone stated that an invitation for bid (IFB) was released on April 13, 2018 and proposals were due to NOACA by May 2, Ms. Merlone stated that Miovision Technologies, Inc. was chosen by the selection committee. She noted that pending Board approval, NOACA will enter into a contract with Miovision Technologies, Inc. for an amount not to exceed $140,000. She said the project would begin on or around July 1, 2018 and would be completed by September 30, A motion was made by Mayor John Hunter to recommend the bicycle & pedestrian data collection equipment procurement to the Executive Committee. The motion was seconded by Mr. Foley. Chief McCall requested information on Miovision. Ms. Merlone stated that Miovision is a well known Canadian company that has worked on projects nationally, internationally, and locally. Ms. Merlone noted that Miovision provided NOACA with traffic count equipment. The Finance and Audit Committee voted and the motion passed by voice vote. Project Funding Request for CUY Towpath Trail Phase IV: PID No Mr. May stated that Cuyahoga County has requested that NOACA funding in the amount of $3,950,000, that was previously programmed for Phase I, be re-appropriated to Phase IV of the project. He noted that the funds would be used to finance the revised alignment and the increased project cost. Mr. May stated that the request presents no financial impact to other projects in the TIP. He noted that pending Board approval, the NOACA TIP would be amended to reflect the revised scope and increased funds. A motion was made by Ms. Dreyfuss-Wells to recommend the CUY Towpath Trail Phase IV project funding request to the Executive Committee. The motion was seconded by Chief McCall. Mayor Hunter asked if anyone monitors the project for possible cost increases. Mr. Dever discussed alignment changes that need to be made to the industrial area in the Flats; the environmental issues that need to be addressed; and the structures that need to be put in place. Mr. Dever stated that the County received bids, have a good contract in place, and is confident that the project will move forward and will be completed within budget. Mayor Hunter asked what happened to Phases II and III. Mr. Dever said Phase II has been completed and Phase III is expected to be completed by the end of summer Ms. Burhenne asked if the $33 million for the project covers 110 miles or 6 miles. Mr. Dever said 6 miles. Ms. Burhenne asked if Cuyahoga County is sponsoring the entire 110 miles. Mr. Dever said the County is responsible for 6 miles. Ms. Burhenne asked if $20 million is the total cost of Phases I and IV. Mr. May said yes. Ms. Burhenne asked if the project is receiving $16 million from NOACA. Mr. May said yes. Ms. Burhenne asked 7802c 1-6

13 the source of NOACA s funding share. Ms. Gallucci said Congestion Mitigation and Air Quality (CMAQ) program funds. Ms. Dreyfuss-Wells asked if the requested funding from NOACA will be used to complete Phase IV. Mr. Dever said the project will move to design and construction in Phase IV. Mayor Hunter asked if the County feels confident that the project can be completed based on the bids. Mr. Dever said yes. Mayor Hunter asked how much of the property is in litigation. Mr. Lane stated that the sponsor must certify that they have full control of the property before federal funds can be authorized for the project. He noted that staff is confident that the right of way is under control and the property has been properly acquired for the project. Mr. Dever mentioned that the County s partners in the Flats have been very supportive of the project. The Finance and Audit Committee voted and the motion passed by voice vote. PRESENTATIONS / DISCUSSION ITEMS No items were presented at this meeting. REPORTS / UPDATES Financial Report The report was included in the meeting packet. Capital Programs Performance Measures Report The report was included in the meeting packet. Old Business No old business was discussed at this meeting. New Business No new business was discussed at this meeting. Adjournment Mr. Dever announced that the next Finance and Audit Committee meeting will be held at the NOACA offices on August 24, 2018 at 8:30 a.m. There being no further business, the meeting was adjourned at 10:10 a.m. 7802c 1-7

14 2018 Finance and Audit Committee Attendance Record MEETING DATES 02/9/18 05/11/18 08/24/18 11/9/18 Michael Dylan Brennan (Jeffrey Pokorny, Alternate) X X Armond Budish (Mike Foley, Alternate) A A Walter Skip Claypool (Linda Burhenne, Alternate) X A Michael Dever (Nichole English, Alternate) X X Kyle Dreyfuss-Wells (Darnella Robertson, Alternate) X William Friedman (Linda Sternheimer, Alternate) A A Kirsten Holzheimer Gail (Dan Knecht, Alternate) X A Michael D. Gammella (Anthony D Amico, Alternate) X A James R. Gills (Bruce Landeg, Alternate) John D. Hunter (Bryan K. Jensen, Alternate) X X Valarie J. McCall (Frank Jackson, Alternate) X X Chase M. Ritenauer (Dale Vandersommen, Alternate) X X TOTAL MEMBERS PRESENT: X=Member present A=Alternate 1-8

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17 PUBLIC INVOLVEMENT Agenda Item No. 2

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19 CHAIR S/EXECUTIVE DIRECTOR S REPORT Agenda Item No. 3

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21 ACTION ITEMS Agenda Item No. 4

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23 NORTHEAST OHIO AREAWIDE COORDINATING AGENCY MEMORANDUM TO: FROM: NOACA Finance and Audit Committee Grace Gallucci, Executive Director DATE: August 17, 2018 RE: Fiscal Year 2018 Overall Work Program (OWP) Completion Report ACTION REQUESTED The Committee is asked to consider recommending this item to the Executive Committee for placement on the Board of Directors September 2018 agenda. Specifically, this item approves NOACA s Fiscal Year 2018 Overall Work Program (OWP) Completion Report. The activities outlined in this work program occurred between July 1, 2017 and June 30, ODOT requires a Board-approved Completion Report by September 30, BACKGROUND NOACA s many accomplishments during fiscal year (FY) 2018 were achieved through the leadership of its Board of Directors, the dedication of its Committees, and the contributions of staff. Federal law requires that metropolitan planning organizations (MPOs) develop a unified planning work program each year that describes all federal-aid planning activities. In Ohio this work program is called the Overall Work Program (OWP). NOACA develops its OWP consistent with federal and state transportation and environmental planning guidance. The completion report outlines staff activities as outlined in the FY 2018 Overall Work Program (OWP). It also includes a year-end funding table. The report was prepared for NOACA funding agencies, the Federal Highway Administration (FHWA) and the Ohio Department of Transportation (ODOT). The FY 2018 OWP comprises 31 projects comprising 105 individual work products. NOACA spent 74 percent of funding in FY 2018 to achieve an average project completion rate of 97 percent. Unspent Consolidated Planning Grant funds have been carried forward into the current fiscal year. A detailed project level table is attached. FINANCIAL IMPACT There is no financial impact associated with this document. CONCLUSION/NEXT STEPS Pending Board approval, the 2018 OWP Completion Report will be forwarded to state and federal officials for review. ATTACHMENT: NOACA OWP Annual Completion Report FY 2018 Summary of Expenditures GG/ds/7903c 4-1

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25 Annual Completion Report FY 2018 (7/1/17-6/30/18) Summary of Expenditures Revised Project Budget Estimated Expenditures (as of 6/30/18) Project No. and Name Funding Source Estimated Balance % Expended % Complete FY18 Work Program Status 1000 Local Activities Local $225,726 $31,031 $194,695 14% 100% Complete 1011 AQ Public Educ & Outreach CMAQ $155,274 $117,556 $37,718 76% 97% In progress/behind schedule 1012 Local AQ Planning CPG $101,377 $91,665 $9,712 90% 100% Complete 1021 Local WQ Planning Local $228,787 $244,273 -$15, % 98% In progress/on time (B) WQ Planning USEPA $50,667 $50,667 $0 100% 99% In progress/on time 1023 Ohio EPA Biennium WQ Program OEPA $75,000 $75,000 $0 100% 98% In progress/behind schedule 6016 Enhanced Mobility (5310) FTA $533,988 $297,753 $236,235 56% 100% Complete 6020 TIP & FUNDS MGMT CPG $485,448 $442,496 $42,952 91% 74% In progress/behind schedule 6022 PPR & IGRC CPG $79,561 $52,222 $27,339 66% 100% Complete 6050 Sub-Regional Corridor Transp Planning CPG $146,930 $122,146 $24,784 83% 100% Complete 6051 Transit & Commuter Rail Planning CPG $84,353 $120,715 -$36, % 100% Complete 6053 Freight Planning CPG $75,183 $90,728 -$15, % 100% Complete 6055 Transp Operations Planning CPG $235,244 $61,300 $173,944 26% 100% In progress/on time 6056 Congestion Management CPG $211,347 $7,701 $203,646 4% 100% Complete 6058 Transp Asset Mgmt CPG $259,162 $295,517 -$36, % 100% Complete 6101 Long Range Transp Plan CPG $414,893 $257,588 $157,305 62% 98% Project deferred/delayed 6103 Active Transp Planning CPG $217,198 $293,916 -$76, % 100% Complete 6104 Active Transp Infra Demo Project ODOT $160,666 $3,410 $157,256 2% 100% In progress/on time 6105 Perm Bike & Ped Counter Program ODOT $139,635 $0 $139,635 0% 100% Complete 6152 GIS Data Collection & Mgmt CPG $280,986 $206,402 $74,584 73% 100% Complete 6153 Transportation Forecasting & Modeling CPG $284,671 $233,238 $51,433 82% 100% Complete 6155 Regional Safety Program CPG $209,894 $141,602 $68,292 67% 64% In progress/behind schedule 6250 Regional Traffic Count Program CPG $191,961 $130,341 $61,620 68% 100% Complete 6251 Tech Assistance & Project Development CPG $180,345 $164,484 $15,861 91% 88% Complete 6252 Communications & Public Affairs CPG $704,307 $710,889 -$6, % 96% In progress/on time 6254 TLCI FHWA $175,454 $167,206 $8,248 95% 100% Complete 6651 Signal Timing Corridor Program CMAQ $538,628 $160,333 $378,295 30% 100% In progress/on time 6671 Rideshare CMAQ $129,877 $128,803 $1,074 99% 100% Complete 6821 Government Affairs Local $224,547 $233,704 -$9, % 98% In progress/on time 6950 Program Administration & Agency CPG $675,896 $515,431 $160,465 76% 100% Complete Compliance 6952 Overall Work Program CPG $214,133 $220,273 -$6, % 100% Complete Total $7,691,138 $5,668,389 $2,022,

26 Annual Completion Report FY 2018 (7/1/17-6/30/18) Summary of Expenditures Expenditures by Funding Source Revised Project Budget Estimated Expenditures (as of 6/30/18) Estimated Balance CMAQ $ 823,779 $ 406,692 $ 417,087 CPG $ 5,052,889 $ 4,158,654 $ 894,235 FHWA $ 175,454 $ 167,206 $ 8,248 FTA $ 533,988 $ 297,753 $ 236,235 Local $ 679,060 $ 509,007 $ 170,053 OEPA $ 75,000 $ 75,000 $ - ODOT $ 300,301 $ 3,410 $ 296,891 USEPA $ 50,667 $ 50,667 $ - Total $7,691,138 $5,668,389 $2,022,

27 PRESENTATIONS/DISCUSSION ITEMS Agenda Item No. 5

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29 NORTHEAST OHIO AREAWIDE COORDINATING AGENCY MEMORANDUM TO: FROM: NOACA Finance and Audit Committee Grace Gallucci, Executive Director DATE: August 17, 2018 RE: 2018 Capital Programs Performance ACTION REQUESTED No action is requested at this time. This item is for information only. BACKGROUND/JUSTIFICATION FOR CURRENT ACTION Federal Highway Administration (FHWA) funds are provided to NOACA for infrastructure improvement programs. Overall, NOACA receives approximately $50 million annually that the Board allocates to transportation related projects in the region. State Fiscal Year (SFY) 2018 concluded June 30,, Staff will present final SFY 2018 capital programs financial summary and performance measures to the committee at its August 24, 2018 meeting. FINANCIAL IMPACT There is no financial impact. CONCLUSION/NEXT STEPS Staff will continue to inform the committee regarding the financial performance of NOACA administered funding programs. GG/rl/7904c 5-1

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31 REPORTS/UPDATES Agenda Item No. 6

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33 NORTHEAST OHIO AREAWIDE COORDINATING AGENCY FISCAL YEAR FINANCIAL INFORMATION (As of July 31, 2018) C BUDGET EXPENDED TARGET PERCENTAGE PERCENTAGE FISCAL AS THROUGH BUDGET BUDGET OF TARGET OF ANNUAL 2019 REVISED 07/31/18 REMAINING (YTD) (YTD) BUDGET STAFFING BUDGET REVISIONS (A) (B) (A-B) (A/12)*1 mo. (B/C) (B/A) SALARIES $ 3,604,493 $ $ 3,604,493 $ 189,227 $ 3,415,266 $ 300,374 63% 5% FRINGE BENEFITS 1,241,567 1,241,567 74,426 1,167, ,464 72% 6% TRAINING & PROFESSIONAL DUES 70,765 (1,500) 69,265 8,093 61,172 5, % 12% CONSULTING SERVICES $ 4,916,825 $ (1,500) $ 4,915,325 $ 271,746 $ 4,643,579 $ 409,610 66% 6% CONSULTANTS $ 2,309,518 $ 100 $ 2,309,618 $ 1,376 $ 2,308,242 $ 192,468 1% 0% LEGAL SERVICES 25,000 25, ,000 2,083 0% 0% AUDIT 17,000 17, ,000 1,417 0% 0% OTHER OPERATING EXPENSES $ 2,351,518 $ 100 $ 2,351,618 $ 1,376 $ 2,350,242 $ 195,968 1% 0% ADVERTISING/RECRUITING/SPONSORSHIPS $ 34,850 $ $ 34,850 25,271 $ 9,579 $ 2, % 73% SUPPLIES 103,514 (178) 103,336 6,366 96,970 8,611 74% 6% POSTAGE 3,250 3, , % 19% MEETING COSTS 32,200 32,200 (3,846) 36,046 2, % -12% SOFTWARE 97,956 97,956 10,140 87,816 8, % 10% OUTSIDE REPRODUCTION 45,000 45, ,000 3,750 0% 0% PUBLICATIONS % 0% ACCOUNTING SERVICES 2,800 2, , % 4% TRAVEL 61,515 61, ,515 5,126 0% 0% REGIONAL COUNCIL DUES/MEMBERSHIPS 33,600 33, ,600 2,800 0% 0% MISCELLANEOUS 21,607 21, ,607 1,801 0% 0% INSURANCE 19,650 1,400 21,050 21, , % 100% OCCUPANCY & EQUIPMENT $ 456,717 $ 1,222 $ 457,939 $ 59,645 $ 398,294 $ 38, % 13% FURNITURE & EQUIPMENT/HARDWARE $ 96,450 $ 178 $ 96,628 $ 174 $ 96,454 $ 8,052 2% 0% CAPITAL OUTLAY 63,530 63, ,530 5,294 0% 0% UTILITIES 66,500 66,500 4,485 62,015 5,542 81% 7% BUILDING-RELATED EXPENSES 41,250 41,250 (7,019) 48,269 3, % -17% PARKING 2,000 2, , % 0% TELEPHONE 18,300 18,300 1,266 17,034 1,525 83% 7% EQUIPMENT LEASING 3,000 3, , % 0% MAINTENANCE & REPAIR - Equip 22,700 22,700 6,042 16,658 1, % 27% $ 313,730 $ 178 $ 313,908 $ 4,948 $ 308,960 $ 26,159 19% 2% SUB-TOTAL $ 8,038,790 $ 0 $ 8,038,790 $ 337,715 $ 7,701,075 $ 669,899 50% 4% * PASS-THROUGH EXPENSES TLCI - FUNDED $ 2,000,000 $ $ 2,000,000 $ 0 $ 2,000,000 $ 166,667 0% 0% FTA - NEW FREEDOM/5310 PROGRAM 4,309,380 4,309, ,106 4,152, ,115 44% 4% SUB-TOTAL 6,309,380 6,309, ,106 6,152, ,782 30% 2% TOTAL $ 14,348,170 $ 0 $ 14,348,170 $ 494,821 $ 13,853,349 $ 1,195,681 41% 3% ** * The Agency has expended approximately 4 percent of the fiscal year 2019 operating budget. ** The Agency has expended approximately 3 percent of the fiscal year 2019 budget. 6-1

34 NORTHEAST OHIO AREAWIDE COORDINATING AGENCY FISCAL YEAR FINANCIAL INFORMATION (As of July 31, 2018) C BUDGET EXPENDED TARGET PERCENTAGE PERCENTAGE FISCAL AS THROUGH BUDGET BUDGET OF TARGET OF ANNUAL 2019 REVISED 05/31/18 REMAINING (YTD) (YTD) BUDGET STAFFING BUDGET REVISIONS (A) (B) (A-B) (A/12)*11 mo. (B/C) (B/A) SALARIES $ 3,604,493 $ $ 3,604,493 $ $ 3,604,493 $ 3,304,119 0% 0% FRINGE BENEFITS 1,241,567 1,241,567 1,241,567 1,138,103 0% 0% TRAINING & PROFESSIONAL DUES 70,765 70,765 70,765 64,868 0% 0% OCCUPANCY & EQUIPMENT $ 4,916,825 $ 0 $ 4,916,825 $ 0 $ 4,916,825 $ 4,507,090 0% 0% FURNITURE & EQUIPMENT/HARDWARE $ 96,450 $ $ 96,450 $ $ 96,450 $ 88,413 0% 0% UTILITIES 66,500 66,500 66,500 60,958 0% 0% BUILDING-RELATED EXPENSES 41,250 41,250 41,250 37,813 0% 0% PARKING 2,000 2,000 2,000 1,833 0% 0% TELEPHONE 18,300 18,300 18,300 16,775 0% 0% EQUIPMENT LEASING 3,000 3,000 3,000 2,750 0% 0% MAINTENANCE & REPAIR - Equip 22,700 22,700 22,700 20,808 0% 0% CONSULTING SERVICES $ 250,200 $ 0 $ 250,200 $ 0 $ 250,200 $ 229,350 0% 0% CONSULTANTS $ 2,310,415 $ 225,234 $ 2,535,649 $ $ 2,535,649 $ 2,324,345 0% 0% LEGAL SERVICES 25,000 25,000 25,000 22,917 0% 0% LEGISLATIVE LIAISONS #DIV/0! #DIV/0! AUDIT 17,000 17,000 17,000 15,583 0% 0% OTHER OPERATING EXPENSES $ 2,352,415 $ 225,234 $ 2,577,649 $ 0 $ 2,577,649 $ 2,362,845 0% 0% ADVERTISING/RECRUITING/SPONSORSHIPS $ 34,850 $ 1,150 $ 36,000 $ 36,000 $ 33,000 0% 0% SUPPLIES 103,514 54, , , ,718 0% 0% POSTAGE 3,250 3,250 3,250 2,979 0% 0% MEETING COSTS 32,200 (1,000) 31,200 31,200 28,600 0% 0% SOFTWARE 97,956 OUTSIDE REPRODUCTION 45, ,497 45,497 41,706 0% 0% PUBLICATIONS % 0% ACCOUNTING SERVICES 2,800 2,000 4,800 4,800 4,400 0% 0% REGIONAL COUNCIL DUES/MEMBERSHIPS 33,600 26,500 60,100 60,100 55,092 0% 0% TRAVEL 61,515 5,657 67,172 67,172 61,574 0% 0% MISCELLANEOUS 26,036 15,970 42,006 42,006 38,506 0% 0% INSURANCE 19,650 19,650 19,650 18,013 0% 0% $ 461,146 $ 105,134 $ 468,324 $ 0 $ 468,324 $ 429,297 0% 0% SUB-TOTAL $ 7,980,586 $ 330,368 $ 8,310,954 $ 0 $ 8,212,998 $ 7,528,582 0% 0% * PASS-THROUGH EXPENSES TLCI - FUNDED $ 2,000,000 $ $ 2,000,000 $ 0 $ 2,000,000 $ 1,833,333 0% 0% FTA - NEW FREEDOM/5310 PROGRAM 4,309 4, ,845 (310,536) 3, % 7307% SUB-TOTAL 2,004,309 2,004, ,845 1,689,464 1,837,283 17% 16% TOTAL $ 9,984,895 $ 330,368 $ 10,315,263 $ 314,845 $ 9,902,462 $ 9,365,865 3% 3% ** * The Agency has expended approximately 64 percent of the fiscal year 2018 operating budget. ** The Agency has expended approximately 41 percent of the fiscal year 2018 budget. 6-2

35 FY 2018 NOACA DUES RECEIVED/RECEIVABLE As of July 31, 2018 Total Total CUYAHOGA COUNTY Dues Received Receivable LAKE COUNTY Dues Received Receivable Lake County Commissioners $46,960 $46,960 $0 Cuyahoga County $165,507 $165,507 $0 Lake County Engineers 15,654 15,654 0 City of Bay Village 2,024 2,024 0 Laketran 15,654 15,654 0 City of Beachwood 1,545 1,545 0 City of Bedford 1,690 1,690 0 $78,268 $78,268 $0 City of Bedford Heights 1,390 1,390 0 Bentleyville Village LORAIN COUNTY City of Berea 2,469 2,469 0 Lorain County Commissioners $42,038 $42,038 $0 Bratenahl Village Lorain County Engineers 14,354 14,354 0 City of Brecksville 1,766 1,766 0 Amherst 1,850 1,850 0 City of Broadview Heights 2,508 2,508 0 Amherst Township 1,053 1,053 0 City of Brooklyn 1,444 1,444 0 Avon 3,262 3,262 0 Brooklyn Heights Village Avon Lake 3, City of Brook Park 2,484 2,484 0 Brighton Township Chagrin Falls Township Brownhelm Township Chagrin Falls Village Camden Township City of Cleveland 51,304 51,304 0 Carlisle Township 1,154 1,154 0 City of Cleveland Heights 5,963 5,963 0 Columbia Township 1,084 1,084 0 Cuyahoga Heights Village Eaton Township City of East Cleveland 2,307 2,307 0 Elyria 8,394 8,394 0 City of Euclid 6,325 6,325 0 Elyria Township City of Fairview Park 2,175 2,175 0 Grafton Village 1,022 1,022 0 City of Garfield Heights 3,730 3,730 0 Grafton Township Gates Mills Village Henrietta Township Glenwillow Village Huntington Township City of Highland Heights 1,079 1,079 0 Kipton Village Highland Hills Village LaGrange Township Hunting Valley Village LaGrange Village City of Independence Lorain 9,867 9,867 0 City of Lakewood 6,740 6,740 0 New Russia Township Linndale Village North Ridgeville 4,536 4,536 0 City of Lyndhurst 1,810 1,810 0 Oberlin 1,275 1,275 0 City of Maple Heights 2,991 2,991 0 Penfield Township City of Mayfield Heights 2,477 2,477 0 Pittsfield Township Mayfield Village Rochester Township City of Middleburg Heights 2,062 2,062 0 Rochester Village Moreland Hills Village Sheffield Village Newburgh Heights Village Sheffield Township City of North Olmsted 4,230 4,230 0 Sheffield Lake 1,406 1,406 0 North Randall Village South Amherst Village City of North Royalton 3,936 3,936 0 Wellington Township Oakwood Village Wellington Village City of Olmsted Falls 1,167 1,167 0 Olmsted Township 1,747 1,747 0 Total Lorain County $102,532 $100,163 $2,369 Orange Village City of Parma 10,550 10,550 0 MEDINA COUNTY City of Parma Heights 2,679 2,679 0 Medina County Commissioners $58,633 $58,633 $0 City of Pepper Pike City of Richmond Heights 1,363 1,363 0 Dues Outstanding for FY prior to FY17 City of Rocky River 2,613 2,613 0 Cleve-Cuy Port Authority (FY '16) $34,843 34,843 0 City of Seven Hills 1,526 1,526 0 LaGrange Township (2013) City of Shaker Heights 3,678 3,678 0 LaGrange Township (2016) City of Solon 3,019 3,019 0 Penfield Township (2016) City of South Euclid 2,883 2,883 0 Pittsfield Township (2016) City of Strongsville 5,786 5,786 0 Rochester Township (2016) City of University Heights 1,750 1,750 0 Rochester Village (2016) Valley View Village S. Amherst Village (2016) Walton Hills Village ,785 34,843 1,942 City of Warrensville Heights 1,751 1,751 0 Dues Outstanding FY17 City of Westlake 4,232 4,232 0 Brighton Township Woodmere Village Grafton Township NEORSD 34,843 34,843 0 Huntington Township GCRTA 34,843 34,843 0 LaGrange Township Cleve-Cuy County Port Authority 34,843 34,843 0 Penfield Township Total Cuyahoga County $435,541 $435,541 $0 Pittsfield Township Rochester Township Rochester Village GEAUGA COUNTY S. Amherst Village Geauga County Commissioners $15,886 $15,886 $0 Wellington Village Geauga County Engineers 9,532 9,532 0 Geauga County Sanitary Eng 6,355 6,355 0 $3,400 $0 $3,400 Total Geauga County 31,773 31,773 0 Total Received/Receivable $746,932 $739,221 $7,

36 NORTHEAST OHIO AREAWIDE COORDINATING AGENCY CASH POSITION AS OF: July 31, 2018 DESCRIPTION RECEIPTS DISBURSEMENTS BALANCE BEGINNING BALANCE $ 82, FEDERAL TRANSIT AGENCY 178, ANNUAL MEETING 4, NOACA DUES 0.00 CLEVELAND FOUNDATION 0.00 ODOT/FHWA 347, ENVIRONMENTAL PROGRAMS 0.00 CRCPO 2, MISCELLANEOUS 11, INTEREST ON ACCOUNTS 0.00 MATURED CD/CDARS - TRISTATE CAPITAL 0.00 TRANSFER FROM STAR OHIO 100, TRANSFER FROM CITIZENS INTEREST CHECKING 150, VENDORS $ 463, PAYROLL 267, TRANSFER TO TRISTATE CAPITAL - CDARS 0.00 TRANSFER TO STARPLUS 0.00 TRANSFER TO CITIZENS INTEREST CHECKING 125, TRANSFER TO STAR OHIO 0.00 HUD FUNDS TO NEOSCC 0.00 ENDING BALANCE $ 22, TOTAL $ 795, $ 855, ADDITIONAL CASH BALANCES: INVESTMENTS: Return CITIZENS BANK MRA 5, % STAR OHIO 187, % STAR PLUS 103, % CITIZENS BANK INTEREST CHECKING 60, % TOTAL $ 356, Interest Earned in FY 2019 = $ GRAND TOTAL 378,

37 Capital Programs Performance Measures Report Measure Northeast Ohio Areawide Coordinating Agency Based on ODOT Reports from July 23, 2018 Capital Programs Performance Measures Report Description Target Trends SFY Q1 Q2 Q3 Q4 Year To Date Program Delivery % On-Time Project Implementation % Program Balance Projects awarded within 30 days of commitment date NOACA funds programmed in the 4th Quarter > 85% 84% 76% 92% 0% 86% 57% 100% 80% < 20% 57% 36% 39% 36% 42% 49% 48% 48% Funding Utilization % Estimate Accuracy* % Funds Encumbered Variance between estimate and implementation Amount of SFY budget encumbered and outstanding +/- 10% -6% -12% -11% * 0% -27% -26% -11% > 95% 89% 96% 94% 94% 101% 96% 94% 94% * Unable to calculate % Estimate Accuracy for SFY 2018 Q1 because no project was awarded in that quarter. 6-5

38 OLD BUSINESS Agenda Item No. 7

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40 NEW BUSINESS Agenda Item No. 8

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42 ADJOURN Agenda Item No. 9

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