GWRC AGENDA. 6:00 p.m. 1. Call GWRC Meeting to Order Chairperson Bobby Popowicz. 3. Determination of Quorum Interim Director Eldon James

Transcription

1 MEETINGS OF THE GEORGE WASHINGTON REGIONAL COMMISSION AND THE FREDERICKSBURG AREA METROPOLITAN PLANNING ORGANIZATION December 19, 2011, 6:00 p.m. The Robert C. Gibbons Conference Room 406 Princess Anne Street, Fredericksburg, Virginia GWRC AGENDA 6:00 p.m. 1. Call GWRC Meeting to Order Chairperson Bobby Popowicz 2. Pledge of Allegiance 3. Determination of Quorum Interim Director Eldon James 4. Approval of GWRC Agenda (ACTION ITEM) 5. Approval of Minutes of GWRC Meeting of November 21, 2011 (ACTION ITEM) 6. Closed Session to Review Agreement with New Executive Director 7. Public Involvement Comments and questions from members of the public are welcome at this time. 8. Financial Report 9. Executive Director s Report 10. Old Business (if any) 11. New Business a.) Approval of GWRC Resolution No , Endorsing the Commission s Participation in 2011 Virginia Chesapeake Bay Total Maximum Daily Load (TDML) Implementation Program Mr. Eldon James (ACTION ITEM) b.) Approval of Implementation Agreements in Support of Farmers Market Promotion and Specialty Crop Block Grants Mr. Kevin Byrnes c.) Assisting King George and Caroline counties with Multi-Modal Decisions Mr. Lloyd Robinson d.) Other New Business (if any) 6:50 p.m.* 12. Adjourn GWRC Meeting Next meeting of GWRC is January 23, 2012 *Except for call to order of the GWRC meeting, all times indicated are approximate.

2 5.) Approval of GWRC Agenda (ACTION ITEM)

3 December 12, 2011 MINUTES OF THE MEETING OF THE GEORGE WASHINGTON REGIONAL COMMISSION November 21, 2011 The Robert C. Gibbons Conference Room 406 Princess Anne Street, Fredericksburg Virginia MEMBERS PRESENT AND VOTING: Caroline Robert J. Popowicz (Chairman); Fredericksburg: Mary Katherine Greenlaw (1 st Vice Chairman), George C. Solley; King George: Dale W. Sisson, Jr.; Spotsylvania: Jerry I. Logan (Treasurer), Gary Skinner; Stafford: Harry E. Crisp, II (2 nd Vice Chairman). MEMBERS ABSENT: Wayne A. Acors, Caroline County; Joseph W. Grzeika, King George County; Paul Milde, Stafford County. STAFF: Eldon James, Interim Executive Director; Lloyd P. Robinson, Director of Transportation Planning; Kevin F. Byrnes, Director of Regional Planning; Diana B. Utz, GWRideConnect Director; Andy Waple, Principal Regional Planner; Marti Donley, Senior Regional Planner; Daniel Reese, Regional Planner. CALL TO ORDER: Chairman Popowicz called the meeting to order at 6:05 p.m. with a quorum present, which was followed by the Pledge of Allegiance. APPROVAL OF THE GWRC AGENDA: Mr. Popowicz asked to move item 11 (Closed Session to Discuss New Director Contract) up to become item 4.a. on the agenda. Ms. Greenlaw made a motion that was seconded by Mr. Sisson to approve the meeting agenda. The motion was approved unanimously. Mr. James noted that under New Business an item that was to be discussed at the FAMPO Policy Committee would be added to the agenda as item 10.h., Socio-Economic element of the Long Range Transportation Plan Update, presented by Mr. Steiss of Parsons-Brinkerhoff. CLOSED SESSION TO DISCUSS NEW DIRECTOR CONTRACT: Ms. Greenlaw made a motion that was seconded by Mr. Solley to move that the George Washington Regional Commission go into closed session pursuant to State Code Section (A)1, for the purpose of discussing personnel issues relating to the hiring on the Executive Director. Ms. Greenlaw then made a motion that was seconded by Mr. Solley to move that the George Washington Regional Commission return to public session and certify that only public business matters lawfully exempt from open meeting requirements by Virginia Law, and only such public business matters as were identified in the motion convening the closed session were heard, discussed, or considered. The matter was passed unanimously by Mary Katherine Greenlaw (1 st Vice Chairman, City of Fredericksburg), Dale W. Sisson (King George County), Harry E. Crisp, II (2 nd Vice Chairman, Stafford County), Jerry I. Logan (Treasurer, Spotsylvania County), George C.

4 Solley (City of Fredericksburg), Gary Skinner (Spotsylvania County), and Chairman Robert J. Popowicz (Caroline County). APPROVAL OF THE MINUTES OF THE MEETING OF October 17, 2011: Mr. Solley made a motion that was seconded by Mr. Sisson to approve the minutes of the meeting from October 17, The motion was approved unanimously. PUBLIC INVOLVEMENT: No comments were offered from the public. FINANCIAL REPORT: Mr. James turned the table over to Mr. Aukamp to present the Fiscal Year 2011 Audit Report. Mr. James offered a brief overview over the current status of the commission s budget. Mr. Sisson made a motion that was seconded by Mr. Crisp to approve the FY 2011 Audit Report. The motion was approved unanimously. EXECUTIVE DIRECTOR S REPORT: Mr. James had nothing to present to the commission other than to recommend that in reference to item 10.d Resolution No , Cancelling the Commission Meeting of December 19, 2011 that the meeting stay as scheduled in order to formalize a relationship with the new Executive Director. OLD BUSINESS: No old business was discussed. NEW BUSINESS: Virginian Rural Center Mr. Glen Sink briefed the commission on the activities of the Rural Center and how it affects the George Washington Region (PDC 16). He also gave a general overview of the overall social and economic health of rural Virginia. He also offered to answer any questions but none were posed to him. Aerial Property Tour Presentation Mr. Gary Wilson presented a short film to the commission about development opportunities in Caroline County. He also offered to answer any questions but none were posed to him. GWRideConnect Transportation Demand Management (TDM) Application for Operating Assistance FY 2013 Ms. Utz presented an informational item about the TDM grant application for the upcoming Fiscal Year She gave an overview of past grant programs that GWRideConnect has received in the past and what the grant funding has been allocated to. Ms. Utz entertained questions presented to her about the amount of funding being requested in the grant application. She also stated that the Virginia Association of Broadcasters awarded the George Washington Regional Commission with the award for best commercial in reference to the Commute Fairy ads. Approval of GWRC Resolution No , Establishing the 2012 GWRC Meeting Schedule Mr. James asked that the commission approve the resolution to establish the meeting schedule of Mr. Sisson made a motion that was seconded by Mr. Solley to approve

5 Resolution No , Establishing the 2012 GWRC Meeting Schedule. The motion was approved unanimously. Approval of GWRC Resolution No , Establishing the FY 2013 Local Contribution Rate Mr. James briefed the commission about the presentation of budget submissions for the member localities that sets the FY 2013 per capita rate which has been the same since He stated that he would like to see it continued at that level with references to the most recent population estimates. Mr. Solley made a motion that was seconded by Mr. Sisson to approve Resolution No , Establishing the FY 2012 Local Contribution Rate. The motion was approved unanimously. Rural Mobility Options Mr. Robinson briefed the commission about the current status of the Rural Mobility Options program. He stated that the organization is working with FREDericksburg Regional Transit, the Rappahannock Area Agency on Aging, Rappahannock Community Service Board, and made inquiries to Bay Transit and Virginia Regional Transit. He noted that the organization is looking for cost models for each of the organizations. He presented four main alternatives, they being: 1. The status quo, where the Rappahannock Area Agency on Aging (RAAA) and the Rappahannock Community Service Board (RCSB) continue to provide transportation for their clients. 2. Expand what the RAAA and RCSB are already doing today. Would require action by the RAAA and RCSB boards. 3. Hire another provider, but costs might be too expensive and comparable to what FRED already costs. 4. Do nothing. Mr. Robinson would like to bring back his findings at the January board meeting and will go from there. Socio-Economic Element of the Long Range Transportation Plan Update Mr. Steiss briefed the commission about the update to the socio-economic update to the LRTP. He gave an overview of the control totals obtained for the update. Four resources were used to obtain control totals. They are the Virginia Employment Commission, EMCI, Woods and Poole, and Global Insight. He gave an overview of the findings that were obtained from the research. Resolution No , Recognizing the Distinguished Service of Robert J. Popowicz Ms. Greenlaw gave a brief overview of the resolution and Mr. Solley made a motion that was seconded by Mr. Sisson to approve Resolution No , Recognizing the Distinguished Service of Robert J. Popowicz. The motion was approved unanimously. Other New Business: No new business was discussed: Adjournment: There being no further business, the Commission meeting was adjourned at 7:40 p.m.

6 Respectfully submitted, Eldon James Interim Executive Director (Draft minutes prepared by Daniel Reese, Regional Planner)

7 8.) Financial Report

8 8:59 AM 12/08/11 Accrual Basis George Washington Regional Commission Balance Sheet Comparison to Previous Year As of November 30, 2011 Nov 30, 11 Nov 30, 10 ASSETS Current Assets Checking/Savings 1030 StellarOneGWRC Checking 7, , HELP checking 111, Petty cash StellarOne- Metrocheck Check 3, , StellarOne-GWRC Money Market 6, , Stellar One - Line of Credit , Line of Credit , Total Checking/Savings 129, , Accounts Receivable 1110 Accounts receivable 448, , Total Accounts Receivable 448, , Other Current Assets 1115 Accounts receivable - Audit , Prepaid expenses 30, Total Other Current Assets 30, , Total Current Assets 608, , Fixed Assets 1640 Furniture, fixtures, & equip 463, Accum deprec- furn,fix,equip -270, Total Fixed Assets 193, TOTAL ASSETS 801, , LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable 2010 Accounts payable 408, , Total Accounts Payable 408, , Credit Cards 2063 Donley Wilson Byrnes Utz VISA - FLoyd Sullivan Page 1 of 2

9 8:59 AM 12/08/11 Accrual Basis George Washington Regional Commission Balance Sheet Comparison to Previous Year As of November 30, 2011 Nov 30, 11 Nov 30, Anderson, Leigh Total Credit Cards 1, Other Current Liabilities 2100 Payroll Liabilities(leave balan 28, , New Payroll Liability 2210 Payroll Liabilities - Fed WH Payroll Liabilities - FICA Payroll Liabilities - Medicare Payroll Liabilities - VA WH Payroll Liabilities - FUTA Simple IRA - Employee Total 2200 New Payroll Liability Deferred contract revenue 111, Short-term liabilities - other Total Other Current Liabilities 139, , Total Current Liabilities 549, , Long Term Liabilities 2771 StellarOneLassenLane 119, Total Long Term Liabilities 119, Total Liabilities 668, , Equity 3001 Opening Bal Equity Unrestrict (retained earnings) 59, , Net Income 73, , Total Equity 132, , TOTAL LIABILITIES & EQUITY 801, , Page 2 of 2

10 9:13 AM 12/08/11 Accrual Basis George Washington Regional Commission Profit & Loss Budget vs. Actual July through November 2011 Jul - Nov 11 Budget $ Over Budget % of Budget Ordinary Income/Expense Income 4000 Contributed support 4520 Federal grants 4520a VDRPT a carryover 30,703 16,666 14, % 4520a VDRPT Other 9,825 29,281-19,456 34% Total 4520a VDRPT ,528 45,947-5,419 88% 4520c FHWA PL 158, ,500 44, % 4520d FHWA RSTP Projects 315, ,000 65, % 4520f USHUD (HMIS) 4520f01 TBHC % 4520f USHUD (HMIS) - Other 5,055 24,711-19,656 20% Total 4520f USHUD (HMIS) 5,055 24,711-19,656 20% 4520h VA Military Stategic Response F % 4520i FHWA SPR(rural transp) 9,383 24,166-14,783 39% 4520j GSA-Fredbg % 4520k GSA-Stafford % 4520l GSA-Woodbridge % 4520m New Freedom-ADM 4520m( Operations % 4520m New Freedom-ADM - Other % Total 4520m New Freedom-ADM % 4520n MultiModal STP % 4520p Dept of Forestry % 4520q CZM- Technical Assistance 13,834 12,500 1, % 4520r CZM/Infrastructure 20, , % 4520s DMME-GWRC 4520s1 ARRA Monitoring 0 14,066-14,066 0% 4520s2 Grant Advance s DMME-GWRC - Other 14, , ,190 4% Total 4520s DMME-GWRC 14, , ,256 4% 4520u FEMA HazMit 0 16,406-16,406 0% Total 4520 Federal grants 578, , ,433 67% 4530 State Grants 4530a DHCD-Planning 37,985 31,654 6, % 4530b VDRPT-Rideshare 112, ,251-35,580 76% 4530c VDOT-PL/5303 match 4530c1 VDOT PL/5303 carryover march 3,838 3, % 4530c VDOT-PL/5303 match - Other 21,070 17,974 3, % Total 4530c VDOT-PL/5303 match 24,908 21,308 3, % 4530f Hazard Mitigation 7, , % 4530h RSTP Project Match 4030h6 UPC FAMPO LRP Support 13, , % 4530h1 UPC % 4530h10 Jackson Gateway/I95 IJR 28, , % 4530h , , % 4530h4 Lafayette Blvd % 4530h5 I-95 Access Study 1, , % 4530h6 T6733-LRP Public Involvement % 4530h8 UPC Public Involvement Su 11, , % 4530h ParknRide lot 4, , % 4530h RSTP Project Match - Other 0 62,500-62,500 0% Total 4530h RSTP Project Match 66,356 62,500 3, % Page 1 of 4

11 9:13 AM 12/08/11 Accrual Basis George Washington Regional Commission Profit & Loss Budget vs. Actual July through November 2011 Jul - Nov 11 Budget $ Over Budget % of Budget 4530p CMAQ 32, , % 4530q New Freedom - State match % 4530r 5317 Operations-State match % Total 4530 State Grants 281, ,713 17, % 4540 Local government grants 4542 Local Allocations 4542a Caroline County 4542a1 Caroline redistricting % 4542a2 Caroline County Rail % 4542a Caroline County - Other 10,000 8,111 1, % Total 4542a Caroline County 10,000 8,111 1, % 4542c King Geroge County 13,702 5,710 7, % 4542d Spotsylvania County 78,360 34,981 43, % 4542e Stafford County 61,543 28,053 33, % 4542f Fredericksburg 15,418 6,861 8, % 4542h HMIS local 12, , % Total 4542 Local Allocations 191,455 83, , % Total 4540 Local government grants 191,455 83, , % Total 4000 Contributed support 1,051,123 1,210, ,018 87% 4020s1 EEGCDB(adm) 0 4,166-4,166 0% EECBDG Adm 7, , % 4544 HMIS Training % 4545 Private Sector Project Support 0 23,334-23,334 0% 4548 Local miscellaneous % 5000 Earned revenues 5490 Miscellaneous revenue 5490d HMIS User Fees 0 2,400-2,400 0% 5490e DMME-tuition % 5490 Miscellaneous revenue - Other % Total 5490 Miscellaneous revenue 0 2,400-2,400 0% 5490a REDCO 4,500 5, % Total 5000 Earned revenues 4,500 7,400-2,900 61% 5091 interest income 62 1,666-1,604 4% 9950 Other Income % Total Income 1,062,862 1,246, ,845 85% Expense 6560 Payroll Expenses Taxes 6570 Payroll Expenses-Employer FICA 18,205 22,738-4,533 80% 6580 Payroll Expenses-Employer FUTA % 6590 Payroll Expenses-Employer MEDI 2,244 4,735-2,491 47% Total 6560 Payroll Expenses Taxes 20,449 27,473-7,024 74% 7200 Salaries & related expenses 7220 Salaries & wages - other 7220a Release time-holiday 15, , % 7220b Release time - paid sick leave 10, , % 7220c Release time - annual leave 17, , % 7220d Adm Leave % 7220 Salaries & wages - other - Other 224, , ,749 69% Total 7220 Salaries & wages - other 267, ,666-58,723 82% Page 2 of 4

12 9:13 AM 12/08/11 Accrual Basis George Washington Regional Commission Profit & Loss Budget vs. Actual July through November 2011 Jul - Nov 11 Budget $ Over Budget % of Budget 7240 Employee benefits - not pension 77, ,330-77,459 50% Total 7200 Salaries & related expenses 345, , ,182 72% 7240b Unemployment Payments 11, , % 7500 Other personnel expenses 7530 Legal fees % Total 7500 Other personnel expenses % consultant 494, , , % 7561 HPwES Incentives 0 291, ,666 0% 8100 Non-personnel expenses 8110 Supplies 3,858 6,666-2,808 58% 8130 Telephone & telecommunications 4,860 21,666-16,806 22% 8140 Postage, shipping, delivery 4,289 4, % 8160 Equip rental & maintenance 14,650 17,500-2,850 84% 8170 Printing & copying 0 1,500-1,500 0% 8180 Books, subscriptions, reference % Total 8100 Non-personnel expenses 27,862 52,666-24,804 53% 8162 Equipment purchase 2,686 8,334-5,648 32% 8175 Public Relations 8175b Leased spaces 11, , % 8175c Transportation Services % 8175 Public Relations - Other 42,383 64,135-21,752 66% Total 8175 Public Relations 53,828 64,135-10,307 84% 8176 Rideshare Support Services 8,341 8, % 8200 Occupancy expenses 8210 Rent, parking, other occupancy 28,710 26,250 2, % 8220 Utilities 4, , % 8200 Occupancy expenses - Other % Total 8200 Occupancy expenses 33,151 26,250 6, % 8300 Travel & meetings expenses 2, Travel 2,350 7,500-5,150 31% 8320 Conference,convention,meeting 8325 conference-training % 8320 Conference,convention,meeting - Other 4,246 8,334-4,088 51% Total 8320 Conference,convention,meeting 4,246 8,334-4,088 51% 8500 Misc expenses 8510 Interest expense - general 8510a Interest expense 2, , % 8510b Interest Line of Credit # % Total 8510 Interest expense - general 2, , % 8520 Insurance - non-employee 2,181 2, % 8530 Membership dues - organization 3,704 3, % 8580 Contingency provisions 0 7,644-7,644 0% 8500 Misc expenses - Other % Total 8500 Misc expenses 7,888 13,603-5,715 58% 8600 Business expenses 8650 Taxes - other 2, , % Total 8600 Business expenses 2, , % Total Expense 1,017,802 1,240, ,489 82% Net Ordinary Income 45,060 6,416 38, % Page 3 of 4

13 9:13 AM 12/08/11 Accrual Basis George Washington Regional Commission Profit & Loss Budget vs. Actual July through November 2011 Jul - Nov 11 Budget $ Over Budget % of Budget Other Income/Expense Other Income 9301 Legislative Liaison 37, , % Total Other Income 37, , % Other Expense 8590 RRBC Pass-through % 9302 Legislative consultant 9, , % 9500 RRBC expenses % 9820 SmartBenefits % 9920 REDCO expense % Total Other Expense 9, , % Net Other Income 28, , % Net Income 73,254 6,416 66,838 1,142% Page 4 of 4

14 11a.) Approval of GWRC Resolution No , Endorsing the Commission s Participation in 2011Virginia Chesapeake Bay Total Maximum Daily Load (TDML) Implementation Program

15 George Washington Regional Commission 406 Princess Anne Street Fredericksburg, Virginia (540) Fax (540) Bobby P. Popowicz Chairman Eldon James Interim Executive Director RESOLUTION NO ENDORSING THE COMMISSION S PARTICIPATION IN 2011 VIRGINIA CHESAPEAKE BAY TMDL IMPLEMENTATION PROGRAM WHEREAS, the George Washington Regional Commission ( the Commission ) is the Planning District Commission serving the City of Fredericksburg and Caroline, King George, Spotsylvania and Stafford counties, known together as Planning District 16, and WHEREAS, the Commission received a presentation by Deputy Secretary of Natural Resources Anthony Moore on May 16, 2011 on the Commonwealth s Chesapeake Bay Watershed Implementation Planning (WIP) process and the Deputy Secretary urged the Commission to assist the Commonwealth in compiling and synthesizing local government responses to the Virginia Department of Conservation and Recreation (VDCR), and; WHEREAS, by its adoption of Resolution on July 18, 2011, the Commission authorized the Commission staff to pursue funding support from the Virginia Department of Conservation and Recreation (VDCR) to work with and assist local governments response to the WIP process should funds be provided by VDCR, and; WHEREAS, the VDCR issued a Request for Proposals on September 2, 2011 for the 2011 Virginia TMDL Implementation Program, and; WHEREAS, the Commission s Interim Executive Director communicated the Commission s interest in and support for a joint application response from Planning District Commissions in the Chesapeake Bay Watershed by letter dated September 29, 2011 to Lewis L. Lawrence, Acting Executive Director of the Middle Peninsula Planning District Commission (MPPDC) and coordinator of a multi-regional RFP response to VDCR from multiple Planning District Commissions, and WHEREAS, on December 1, 2011, the VDCR awarded the Middle Peninsula Planning District Commission the amount of $206,800.00, of which $11,500 (based on full participation of all five member localities of the Commission and delivery by the Commission of required deliverables) is to be paid to the Commission through a sub-grantee agreement between the Commission and the MPPDC to reimburse the Commission for staff effort working with and assisting local governments response to the WIP process; and; WHEREAS, the Commission staff has been working with local government staff and other stakeholder interests in assisting with the preparation of local and regional responses to the information requested by VDCR to develop the Virginia Watershed Implementation Plan Phase II and said sub-grant funding will help compensate the Commission for the value of staff effort.

16 Resolution (continued) December 19, 2011 NOW, THEREFORE, BE IT RESOLVED by the George Washington Regional Commission that it hereby accepts the proposed sub-grant award from the Middle Peninsula Planning District Commission and authorizes the Interim Executive Director to execute the Memorandum of Understanding with MPPDC to participate in the multi-regional response to VDCR s TMDL Implementation Program (see Attachment A hereto) Adopted by the George Washington Regional Commission at its duly called meeting of December 19, 2011, in the City of Fredericksburg, Virginia, a quorum being present. Joseph W. Grzeika, Secretary December 19, 2011 CAROLINE COUNTY CITY OF FREDERICKSBURG KING GEORGE COUNTY SPOTSYLVANIA COUNTY STAFFORD COUNTY

17 Attachment A Memorandum of Understanding (MOU) between Middle Peninsula Planning District Commission ( Lead PDC ) and Participating Planning District Commission(s) for the Virginia Department of Conservation and Recreation s Chesapeake Bay Regulatory and Accountability Program CBRAP PT This Memorandum of Understanding (MOU) outlines the terms of agreement between the Middle Peninsula Planning District Commission ( Lead PDC ), acting as management agent on behalf of the Participating Planning District Commissions (PDCs), for the purposes of meeting the deliverables in the Virginia Department of Conservation and Recreation 2011 Chesapeake Bay Regulatory and Accountability Program. The scope of work, schedule, product/deliverables and compensation for each Participating PDC under this MOU is as described in the agreement between the Lead PDC and the Virginia Department of Conservation and Recreation - the 2011 Chesapeake Bay Regulatory and Accountability Program CBRAP PT Grant Agreement (the Agreement). The Agreement, is incorporated herein by reference (copy included) and made a part of this MOU. Page 11 of 16 outlines the financial schedule. The period of performance is October 15, 2011 through February 1, Contractual services total $174,500 to be distributed based on the budget details described below. The financial schedule on page 11 of 16 titled Contractual services total illustrates the maximum reimbursement amount for which each PDC is eligible. Budget Detail Reimbursement is dependent upon a PDCs facilitation with participating project localities related to each of the Products/Outcomes categorized in the attached scope of work. The total amount of $174,500 is the contractual component of this budget. (MPPDC s applicable portion for the six categories regarding the localities is not included in the contractual budget line item as the funding to MPPDC is for technical assistance expenses and budgeted under Personnel and fringe costs). Products/Outcomes #1 and #6: PDCs reimbursement will be tied to facilitation and coordination work necessary to support anticipated local responses for Products/Outcomes #1 and #6. Each PDC engaging in facilitated discussion for Products/Outcomes #1 and #6 will be reimbursed $1,500 total for completion of these products/outcomes. Each participating PDC will provide the lead PDC with a brief report outlining accomplishments for both products #1 and #6. This report will be in the form of a brief synopsis of work necessary to advance outcomes for #1 and #6. This synopsis will be used as the basis for reimbursement as a participating PDC. Products/Outcomes #2, 3, 4, and 5: PDCs reimbursement will be tied to facilitation and coordination work necessary to support anticipated local responses for Products/Outcomes #2, 3, 4, and 5. Each PDC engaging in facilitated discussion for *Products/Outcomes #2, 3, 4, and 5 shall identify, by locality name, at the start of the project, which of its localities are participating in the facilitation and coordination work under the joint PDC proposal necessary to support anticipated local responses. Once localities are identified, each participating PDC, at the conclusion of the project and submission of a brief report, will be reimbursed at the rate of $500 for each listed Product and/or Outcome per locality identified as above, regardless of local response provided to either the PDC or DCR *Outcome is the process used to attempt to provide the product. Product is defined as a tangible deliverable. It is recognized that localities may withdraw from the process at any time, but the PDC s will be reimbursed based on the total number of localities identified at the start of the project, regardless of the number of localities that remain in the process or submit local responses.

18 Participating Locality: Please indicate localities (Counties/Cities) participating in the facilitation and coordination work under the joint PDC proposal. Identification does not commit or bind any locality. Identification is for cost reimbursement and reporting purposes. **Reimbursement is calculated based on the identified localities below** City of Fredericksburg County of Caroline County of King George County of Spotsylvania County of Stafford Each participating PDC at the conclusion of the project will be reimbursed at the rate of $500 for each Product/Outcome in the name of the participating locality, regardless of final local response offered. A brief synopsis of work necessary to advance outcomes #2, 3, 4, and 5 will be used as the basis for reimbursement of cost. Schedule of reimbursement Example: Brief report submitted to the lead PDC for each product (#2,3,4, and 5) Product #2 report: $500 x the number of participating localities = reimbursement total Product #3 report: $500 x the number of participating localities = reimbursement total Product #4 report: $500 x the number of participating localities = reimbursement total Product #5 report: $500 x the number of participating localities = reimbursement total Funding for the Bay TMDL program is authorized by the U.S. Environmental Protection Agency through the Virginia Department of Conservation and Recreation (DCR). Expenditures made and services provided pursuant to this agreement shall be in accordance with 2 CFR Part 225, Cost Principles for State, Local and Indian Tribal Governments (OMB Circular A-87) and OMB Circular A-133, Audits of States, Local Governments and Non- Profit Organizations. The parties to this MOU shall adhere to the federal rules noted. Payments to Participating PDCs will be made by the Lead PDC from funds provided by DCR as set forth in the Contract between the Lead PDC and DCD. The Lead PDC shall be under no obligation to disburse funds unless and until DCR makes such funds available to the Lead PDC. The Lead PDC assumes no responsibility or liability whatsoever to any third party with whom a Participating PDC contracts. Upon execution of this MOU by a Participating PDC, a signed copy shall be returned to the Lead PDC. Accepted by: Participating PDC: George Washington Regional Commission By: L. Eldon James, Jr. Interim Executive Director Date Lead PDC: Middle Peninsula Planning District Commission By: 12/13/11 Lewis Lawrence, Acting Executive Director Date Copy of VDCR Contract included

19 11c.) Assisting King George and Caroline counties with Multi-Modal Decisions

20 RURAL MOBILITY SERVICE OPTIONS IN THE GEORGE WASHINGTON REGION December 2011 Reason for this Effort: Several months ago the George Washington Regional Commission (GWRC) asked staff to explore options for providing rural public transit mobility services in the Region. Caroline and King George Counties felt that they needed to provide public transit options to their residents, but were concerned that the current FRED fixed route service may be under-utilized. Research and Findings: GWRC staff discussed this with Fredericksburg Regional Transit (FRED), the Commonwealth Department of Rail and Public Transportation (DRPT), the Rappahannock Area Agency on Aging (RAAA), the Rappahannock Area Community Services Board (RACSB) and private sector transit providers. GWRC staff looked at alternative methods for delivering rural public transit services and concluded that a mixture of some fixed-route, volunteer driver and ridematching services may be appropriate, particularly if a lower service delivery cost structure can be identified. At the gross cost level, FRED currently costs about $65 per service hour, as do private sector alternatives to FRED. RAAA's gross cost structure is in the range of $30 per hour. Staff also found that grants are available through DRPT to support an alternative set of rural public transit services in the Region. Finally staff found that RAAA would be the most realistic new provider of rural public transit services, since they are already operating human service transportation in the two counties and because they have a very low cost structure. Caveats: There are several caveats to this finding. First DRPT may be reluctant to make grants to splinter current FRED services. Second RAAA is currently at capacity with the services it provides to its clients and the services it provides to people with disabilities under its New Freedom grant through DRPT. RAAA does not want to assume responsibilities for public transportation which would harm what it sees as its core functions. Therefore, any increased services RAAA is asked to produce will have to be paid for with grants for capital and operating costs. Also FRED recently adopted a six year Transit Development Plan (TDP) which calls for specific transit services and the funding of those services in Caroline and King George Counties, and which was required by DRPT. In addition, as FRED reports, Caroline County has tentatively agreed to funding for next year and to signing a five year service agreement. Finally, over time, RAAA s cost structure may rise, obviating part of the argument for making a switch.

21 Recommendations: Given the above, the GWRC staff recommendation is that the two counties should work with FRED, RAAA, GWRideConnect and DRPT to identify and fund a set of public transit services suitable to the counties and to amend the TDP, if required. Once a service package is identified and costed, if a change from FRED service is agreed to by all parties, then capital and operating grants should be sought from DRPT to acquire rolling stock and fund operating subsidies required. For capital acquisitions of rolling stock, DRPT has State and Federal funds available, requiring a 10% local match. For operating subsidies, DRPT has State and Federal funds available requiring a 50% local match. GWRideConnect requires no further local match, other than what the local governments currently provide to GWRC. If a service change is agreed to, then to implement a new package of services, time will be required to define the exact service package and to acquire rolling stock. Therefore, in this event, the counties should work with DRPT, FRED, RAAA and GWRideConnect to begin defining the new service package now; they should come to an agreement with RAAA for service delivery, if RAAA agrees; application for capital assistance in the next DRPT grant cycle should be made by the February 2012 deadline; application for operating assistance should be made by the February 2013 deadline, and the new service should begin in July of GWRC could host these discussions but should not lead them. Transition: If a service change is agreed upon, then during the interim eighteen months, the counties should continue to utilize FRED services.