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CVTA tech committee previews member portal for quarterly reporting; asks localities to update regional spend-down plans
Summary
Staff demonstrated a member portal and new Excel templates for quarterly reporting and reimbursement appendices, asked localities to update regional spend-down plans (due June 27) and local spend-down plans (due mid-July), and discussed how VDOT-managed SPAs would appear in reporting.
Staff presented a member portal and downloadable spreadsheets designed to streamline quarterly reporting, reimbursement appendices and regional spend-down plans, and asked members to use the portal’s SharePoint upload link for regular submissions.
Chet (staff member) walked members through the member portal and said there are three downloadable items: the Round 3 regional allocations plan (Excel), the quarterly reporting template for local CBTA dollars, and an updated appendix template for reimbursement requests. He demonstrated the SharePoint link and said, "The neat thing here is ... you could just place it in the folder. You all should have access. If you try it and you can't access it, please let me know."
Chet urged members to update project schedules in the reimbursement appendix when schedules change and to record when the schedule was last updated so reviewers know whether dates are current. He said the revised appendix includes a project summary section and a less detailed schedule that asks for an anticipated date and a revised date to track changes.
Members asked whether VDOT-managed projects and State Project Agreements (SPA) could be visible in the portal. Mark (VDOT) said VDOT would have no objection to including VDOT reporting on the member portal to make information easy to find. Chet said he would check with the finance chair before posting documents tied to legal agreements but noted, "I don't see why not" for posting VDOT updates if the finance committee agrees.
Several members suggested adding a simple calendar or list of target dates to the portal so local staff can see at a glance when local reports, regional reports, and other submissions are due. Chet said he will add a twice-yearly regional spend-down reporting item and provide the SharePoint upload link for those plans.
Staff and members reiterated deadlines discussed in the meeting: regional spend-down plans (June 27), local spend-down plans (mid-July, discussed as around July 16), CVTA regional round 4 applications (July 31), and one bond project per locality (Aug. 1). Chet said he will email follow-up materials and the current available funds information after the meeting.
The portal process aims to reduce e-mail attachments and versioning problems by allowing jurisdictions to upload updated Excel files directly into a shared folder for finance reviewers and the finance committee chair.
