MPO Policy Committee
Regular MeetingFarmington, NM · March 10, 2014
Minutes
MINUTES
FARMINGTON METROPOLITAN PLANNING ORGANIZATION
SPECIAL POLICY COMMITTEE MEETING
March 10, 2014
Policy Members Present: Sherri Sipe, City of Aztec
Dan Darnell, City of Farmington
Gayla McCulloch, City of Farmington
Technical Members Absent: Scott Eckstein, San Juan County
Appointment of Representative Pending,
(City of Bloomfield)
Staff Present: Mary Holton, MPO Officer
Joe Delmagori, MPO Planner
Duane Wakan, Associate MPO Planner
June Markle, MPO Administrative Aide
Staff Absent: None
Also Present: None
1. CALL TO ORDER
Councilor Darnell called the meeting to order at 4:05 p.m.
2. AMENDMENT TO THE FFY2014-2015 UNIFIED PLANNING WORK PROGRAM
AND BUDGET
Subject: FFY2014-2015 UPWP & Budget Amendment
Prepared by: Joe Delmagori, MPO Planner
Date: March 3, 2014
BACKGROUND OR PREVIOUS WORK
The Policy Committee approved a UPWP budget amendment in January 2014 to
reflect final PL Work Authorization and carryover amounts.
In February, the NMDOT Planning Bureau informed the MPO of the need to
amend the FFY2014-2015 UPWP and budget based on funding changes.
Federal PL carryover funds from FY2012 are being removed from the MPO
budget.
Current federal FFY2014 PL funds are being revised to show an increase.
NMDOT has approved the use of FFY2013 federal PL funds in FFY2014.
UPWP budget amendments need to be provided to NMDOT by March 15 as
described in the Planning Procedures Manual (PPM).
CURRENT WORK
Due to budget constraints, the FY2012 federal PL carryover funds in the amount
of $72,863.82 are being removed from the UPWP budget.
Due to an administrative error, federal PL funds for FFY2014 total $198,985
rather than $170,013.
The FFY2013 federal PL funds in the amount of $196,487 stay the same.
Based on the amendment, the total PL federal funds for the MPO now equal
$395,472.
The change in federal PL funds, from January’s amendment to this amendment,
is about $43,000 less.
MPO staff has provided justification to NMDOT that federal PL funds from
FFY2013 and FFY2014 will be spent by September 30, 2014 with minimal
carryover.
RECOMMENDATION
It is recommended that the Policy Committee review the changes included in the
amendment and approve the amendment to the FFY2014-2015 UPWP and
Budget.
DISCUSSION: Mr. Delmagori reported that the Technical Committee had met an hour
earlier and were given this presentation and they recommended approval of the
FFY2014-2015 UPWP and Budget.
Mr. Delmagori explained that in January, the Policy Committee had approved the budget
amendment based on all the final work authorizations from NMDOT and the carryover
amount. Staff was then informed about one month later that carryover amounts are
being consolidated as much as possible. There are budget constraints coming down
from FHWA to the state DOTs affecting federal PL carryover funds. It was stated that
these funds will be scrutinized by NMDOT in an effort to minimize carryover amounts
from year to year. Mr. Delmagori said that FMPO would need to be more diligent about
carryover amounts in the future.
Mr. Delmagori reported that NMDOT had made an administrative error in the federal PL
money for FFY2014. This amount went from $170,013 to $198,985 for an increase of
$28,972. This amount helped offset the loss of the FY2012 carryover amount of
$71,863.82 that FMPO was informed about.
Mr. Delmagori referred to Page 2 of the Agenda which showed the UPWP Budget
approved by the Policy Committee on January 16, 2014. The column on the far right of
the page entitled FFY2014 Final Budget is where the MPO budget was at currently. Mr.
Delmagori then referred the Policy Committee members to Page 3 of the Agenda which
compared the FFY2014 Budget figure of $438,363.28 approved in January 2014 to the
budget amendment now being proposed.
UPWP Budget for the Farmington MPO (pending approval March 2014)
FFY2014 Approved Revised Removed
Amended FFY2013 FFY2014 FY2012 FFY2014 Final
Budget Carryover Authorized Amt Carryover Budget
Fund Source (Jan 2014) (Feb 2013) (Feb 2013) (Feb 2013) (Mar 2014)
FHWA PL - Federal Share $ 438,363.82 $ 196,487.00 $ 198,985.00 $ 71,863.82 $ 395,472.00
FHWA PL Required Match $ 74,702.45 $ 33,483.74 $ 33,909.43 $ 12,246.46 $ 67,393.17
FHWA PL Total $ 513,066.27 $ 229,970.74 $ 232,894.43 $ 84,110.28 $ 462,865.17
FTA 5303 - Federal Share $ 51,175.87 $ 51,175.87
FTA 5303 Required Match $ 12,793.97 $ 12,793.97
FTA 5303 Total $ 63,969.84 $ 63,969.84
Federal Share of MPO Budget $ 489,539.69 $ 446,647.87
Local Required Match $ 87,496.42 $ 80,187.14
Additional Local Funding Total $ 0.00 $ 0.00
MPO Grand Budget $ 577,036.11 $ 526,835.01
Maximum Total Local Contribution
(Required Match & Additional Local) $ 87,496.42 $ 80,187.14
Maximum Aztec Share (10%) $ 8,749.64 $ 8,018.71
Maximum Bloomfield Share (10%) $ 8,749.64 $ 8,018.71
Maximum Farmington Share (60%) $ 52,497.85 $ 48,112.28
Maximum SJ County Share (20%) $ 17,499.28 $ 16,037.43
Note: FFY2015 budget figures will be amended to the budget when available
Mr. Delmagori explained that the first column in the chart above showed the FFY2014
Budget amounts approved in January 2014 (from Page 2). The chart above from Page 3
of the Agenda is the purpose of the UPWP Budget Amendment being sought:
Original FFY2014 Amended Budget (Jan. 2014) $438,363.82
Approved FFY2013 Carryover (Feb. 2014) $196,487.00
Revised FFY2014 Authorized Amt. (Feb. 2014) $198,985.00
Removed: FY2012 Carryover (Feb. 2014) $71,863.82
FFY2014 Final Budget (Mar 2014) $395,472.00
Mr. Delmagori said that, overall, there was a loss to the FMPO of approximately
$43,000. The impact to the budget was not as great as the loss of the FY2012 Carryover
of $71,863.82 because of the administrative error in the FFY2014 Authorized Amount
which increased that amount from $170,013 to $198,985 (an additional $28,972).
Mr. Delmagori stated that there were no changes to the FTA 5303 funding. To reflect the
PL funding loss, the overall MPO budget was decreased. The MPO Grand Budget which
is both the Federal Share and the Local Required Matches totaled $526,835.01. Mr.
Delmagori said it was expected that the $198,985 would be a good target for what
federal PL will be for the near future.
Mr. Delmagori referred to Pages 4 and 5 of the Agenda which detailed the spending of
the $395,472.00. These items would also become part of the UPWP document as
supplemental information. He noted that the chart details the specific line items and
identified how much money was anticipated being spent on each. This information is
provided to further justify how the MPO will use the funding this federal fiscal year.
Mr. Delmagori explained some of the line items noted on Pages 4 and 5 of the Agenda:
• Community Development intern will do some MPO work;
• Hire planning consultant for a public participation and survey efforts for the 2040
MTP;
• Alignment study of potential options and preferred alignment for the Highline
Road (from Crouch Mesa/CR 350 to US 550).
Other conventional line item amounts were increased to allow for extra conferences,
training, and advertising of MTP activities.
Mr. Delmagori noted that the Technical Committee had pointed out that on Page 5 of the
Agenda the local match amount for “Vehicles” was left off. He explained that the total
estimated amount for the vehicle was $24,000.00. The federal PL portion would be
85.44% of that or $20,505.60. The local match amount would be the remaining 14.56%
or $3,494.40.
Mr. Delmagori said that he kept estimated expenditures of total federal PL funds slightly
under the FFY2014 Final Budget amount of $395,472.00 to allow for flexibility. He said
Staff planned to have less than $10,000 in carryover from FFY2014 to FFY2015. Ms.
Holton commented that because of the change in the federal share, the entity matches
were reduced.
Councilor Darnell asked where the Highline Study stood. Mr. Delmagori said the MPO
would be responsible for hiring and paying for the consultant services. The consultant
would work in cooperation with all four entities as the Highline Road was a critical link to
the entire area.
Councilor McCulloch asked if money was spent on the study but there was no money to
actually construct the road, was the money on the study being wasted. Mr. Delmagori
said the study will put more emphasis on finding the money to build the road and makes
it more of a priority. Ms. Holton added that the study could provide additional justification
for the project. MPO funding can only be used for planning and not for construction.
Ms. Holton recommended including other players in the discussion and said that she
thought the Farmington School District was very interested in this project to help get
students to the various schools. Mr. Delmagori added that with the pending construction
of the East Arterial project in Aztec there could be a connection between the East
Arterial and the Highline Road to improve potential traffic flows.
Councilor Darnell asked what the study would entail since the roadway is already there
but it just is not paved. Mr. Delmagori agreed that the area is open and there would be
little to no impact on built neighborhoods. He said the study would address where the
road would end and how it would impact regional traffic. The study will provide a
comparison of scenarios to determine the best alignment and impact on traffic flows.
Commissioner Sipe said that the study helps to get the project shovel ready and move it
forward. Mr. Delmagori reiterated that the study helps to justify the project by providing
statistics and the evaluation analysis for the project.
ACTION: Councilor McCulloch moved to approve the amendment to the FFY2014-2015
UPWP and Budget. Commissioner Sipe seconded the motion. The motion was approved
unanimously.
3. BUSINESS FROM THE CHAIRMAN, MEMBERS AND STAFF
Mr. Delmagori reported that Staff made an administrative change to the Joint Powers
Agreement (JPA) that was approved in January. NMDOT informed Staff that the Annual
List of Obligated Projects needed to be included in the JPA as an action taken by the
MPO, so Staff made that addition. No additional amendments or approvals were
required. The JPA is now ready to be signed by the entities and Staff will work to get it
on the local governments’ meeting agendas.
There was no additional business from the Chairman, Members or Staff.
4. BUSINESS FROM THE FLOOR
There was no business from the floor.
5. ADJOURNMENT
Commissioner Sipe moved to adjourn the meeting. Councilor McCulloch seconded the
motion. Councilor Darnell adjourned the meeting at 4:18 p.m.
__________________________ ________________________________
Dan Darnell, Chair June Markle, MPO Administrative Aide
Agenda
** SPECIAL **
POLICY COMMITTEE
AGENDA
Farmington Metropolitan Planning Organization
March 10, 2014
4:00 p.m.
MPO Office
Downtown Centre
100 W Broadway
Farmington, New Mexico
AGENDA
FARMINGTON METROPOLITAN PLANNING ORGANIZATION
POLICY COMMITTEE MEETING
March 10, 2014 4:00 PM
This meeting will be held at the MPO Office, second floor of the Downtown Centre, 100 West
Broadway, Farmington, New Mexico.
ITEM PAGE
1. Call meeting to order
2. Amendment to the FFY2014-2015 Unified Planning Work Program and Budget. 1
a. Review the changes included in the amendment.
b. Consider approval of the amendment to the FFY2014-2015 Unified
Planning Work Program and Budget.
3. Business from Chairman, Members, and Staff
4. Business from the Floor
5. Adjournment
ATTENTION PERSONS WITH DISABILITIES: If you are an individual with a disability who is in need of
a reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to
attend or participate in the hearing or meeting, please contact the MPO Administrative Aide at the
Downtown Center, 100 W Broadway, Farmington, New Mexico or at 505-599-1466 at least one week
prior to the meeting or as soon as possible. Public documents, including the agenda and minutes, can be
provided in various accessible formats. Please contact the MPO Administrative Aide if a summary or
other type of accessible format is needed.
FARMINGTON METROPOLITAN PLANNING ORGANIZATION
Agenda Item #2
Subject: FFY2014-2015 UPWP & Budget Amendment
Prepared by: Joe Delmagori, MPO Planner
Date: March 3, 2014
BACKGROUND OR PREVIOUS WORK
The Policy Committee approved a UPWP budget amendment in January 2014 to
reflect final PL Work Authorization and carryover amounts.
In February, the NMDOT Planning Bureau informed the MPO of the need to
amend the FFY2014-2015 UPWP and budget based on funding changes.
Federal PL carryover funds from FY2012 are being removed from the MPO
budget.
Current federal FFY2014 PL funds are being revised to show an increase.
NMDOT has approved the use of FFY2013 federal PL funds in FFY2014.
UPWP budget amendments need to be provided to NMDOT by March 15 as
described in the Planning Procedures Manual (PPM).
CURRENT WORK
Due to budget constraints, the FY2012 federal PL carryover funds in the amount
of $72,863.82 are being removed from the UPWP budget.
Due to an administrative error, federal PL funds for FFY2014 total $198,985
rather than $170,013.
The FFY2013 federal PL funds in the amount of $196,487 stay the same.
Based on the amendment, the total PL federal funds for the MPO now equal
$395,472.
The change in federal PL funds, from January’s amendment to this amendment,
is about $43,000 less.
MPO staff has provided justification to NMDOT that federal PL funds from
FFY2013 and FFY2014 will be spent by September 30, 2014 with minimal
carryover.
ANTICIPATED WORK
Hire consultants and make purchases as outlined in the UPWP budget.
ATTACHMENTS
Existing UPWP budget, as of January 2014.
Revised UPWP budget, pending March 2014 amendment.
Allocation of federal PL funds by line item.
RECOMMENDATION
It is recommended that the Policy Committee review the changes included in the
amendment and approve the amendment to the FFY2014-2015 UPWP and
Budget.
1
Current UPWP Budget for the Farmington MPO (amended on January 16, 2014)
FY2014 Est. FFY2013 FFY2014 FY2013 FFY2014 FFY2014 Final
Budget (June Authorized Authorized Carryover Authorized Amt Budget
Fund Source 2013) Amts (Jul 2013) Amt (Jul 2013) (Oct 2013) (Dec 2013) (Dec 2013)
FHWA PL - Federal Share $ 196,487.00 $ 196,487.00 $ 71,863.82 $ 170,013.00 $ 438,363.82
FHWA PL Required Match $ 33,483.74 $ 33,483.74 $ 12,246.46 $ 28,972.25 $ 74,702.45
FHWA PL Total $ 229,970.74 $ 229,970.74 $ 84,110.28 $ 198,985.25 $ 513,066.27
FHWA PL Traffic Counts - Federal
FHWA PL Required Match
FHWA PL Traffic Counts Total
FTA 5303 - Federal Share $ 36,000.00 $ 51,175.87 $ 51,175.87
FTA 5303 Required Match $ 9,000.00 $ 12,793.97 $ 12,793.97
FTA 5303 Total $ 45,000.00 $ 63,969.84 $ 63,969.84
Federal Share of MPO Budget $ 232,487.00 $ 489,539.69
Local Required Match $ 42,483.74 $ 87,496.42
Additional Local Funding Total $ 51,827.26 $ 0.00
MPO Grand Budget $ 326,798.00 $ 577,036.11
Maximum Total Local Contribution
(Required Match & Additional Local) $ 94,311.00 $ 87,496.42
Maximum Aztec Share (10%) $ 9,431.10 $ 8,749.64
Maximum Bloomfield Share (10%) $ 9,431.10 $ 8,749.64
Maximum Farmington Share (60%) $ 56,586.60 $ 52,497.85
Maximum SJ County Share (20%) $ 18,862.20 $ 17,499.28
Note: FFY2015 budget figures will be amended to the budget when available
2
UPWP Budget for the Farmington MPO (pending approval March 2014)
FFY2014 Approved Revised Removed
Amended FFY2013 FFY2014 FY2012 FFY2014 Final
Budget Carryover Authorized Amt Carryover Budget
Fund Source (Jan 2014) (Feb 2013) (Feb 2013) (Feb 2013) (Mar 2014)
FHWA PL - Federal Share $ 438,363.82 $ 196,487.00 $ 198,985.00 $ 71,863.82 $ 395,472.00
FHWA PL Required Match $ 74,702.45 $ 33,483.74 $ 33,909.43 $ 12,246.46 $ 67,393.17
FHWA PL Total $ 513,066.27 $ 229,970.74 $ 232,894.43 $ 84,110.28 $ 462,865.17
FTA 5303 - Federal Share $ 51,175.87 $ 51,175.87
FTA 5303 Required Match $ 12,793.97 $ 12,793.97
FTA 5303 Total $ 63,969.84 $ 63,969.84
Federal Share of MPO Budget $ 489,539.69 $ 446,647.87
Local Required Match $ 87,496.42 $ 80,187.14
Additional Local Funding Total $ 0.00 $ 0.00
MPO Grand Budget $ 577,036.11 $ 526,835.01
Maximum Total Local Contribution
(Required Match & Additional Local) $ 87,496.42 $ 80,187.14
Maximum Aztec Share (10%) $ 8,749.64 $ 8,018.71
Maximum Bloomfield Share (10%) $ 8,749.64 $ 8,018.71
Maximum Farmington Share (60%) $ 52,497.85 $ 48,112.28
Maximum SJ County Share (20%) $ 17,499.28 $ 16,037.43
Note: FFY2015 budget figures will be amended to the budget when available
3
Farmington MPO Allocation of FFY2013 PL Carryover and FFY2014 PL Funds
FFY2013 Federal PL Funds Available $ 196,487.00
FFY2014 Federal PL Funds Available $ 198,985.00
Federal PL Funds Available Oct 1, 2013 to Sept 30, 2014 $ 395,472.00
Federal PL Local Match Total Additional Information
SALARY and WAGES
PERMANENT $ 117,052.80 $ 19,947.20 $ 137,000.00
TEMPORARY $ 5,126.40 $ 873.60 $ 6,000.00 Intern at $10/hr, increased to $12/hr after July 1
OVERTIME $ 427.20 $ 72.80 $ 500.00
BENEFITS
FICA $ 7,262.40 $ 1,237.60 $ 8,500.00
PERA-REGULAR $ 10,252.80 $ 1,747.20 $ 12,000.00
INSURANCE-HEALTH $ 17,515.20 $ 2,984.80 $ 20,500.00
INSURANCE-LIFE $ 384.48 $ 65.52 $ 450.00
NM RHCA INSURANCE $ 2,392.32 $ 407.68 $ 2,800.00
PROFESSIONAL/TECH SERVICES
PLANNING CONSULTANT
2040 MTP Public Participation Survey $ 64,080.00 $ 10,920.00 $ 75,000.00 Consultant fees for public participation efforts
Highline Rd Alignment Study $ 51,264.00 $ 8,736.00 $ 60,000.00 Purpose/Need and alternatives analysis
Traffic Count Program $ 25,632.00 $ 4,368.00 $ 30,000.00 Consultant fees - counts in spring/late summer
Traffic Model Update $ 22,214.40 $ 3,785.60 $ 26,000.00 Remaining consultant fees
Two-day Walk Workshop - Dan Burden $ 11,461.78 $ 1,953.22 $ 13,415.00 Complete Streets & SRTS training
4
Farmington MPO Allocation of FFY2013 PL Carryover and FFY2014 PL Funds (continued)
Federal PL Local Match Total
OTHER PURCHASED SERVICES
TELEPHONE $ 170.88 $ 29.12 $ 200.00
POSTAGE $ 170.88 $ 29.12 $ 200.00
ADVERTISING $ 3,417.60 $ 582.40 $ 4,000.00 2040 MTP display ads
LEGAL NOTICES $ 2,136.00 $ 364.00 $ 2,500.00 2040 MTP and FFY2014-2019 TIP
SUBSCRIPTIONS $ 128.16 $ 21.84 $ 150.00 Newspaper
TRAVEL-AIRFARE $ 1,708.80 $ 291.20 $ 2,000.00 Airfares for conferences
TRAVEL-COMBINED $ 7,262.40 $ 1,237.60 $ 8,500.00 Travel expenses for conferences/trainings
REGISTRATION FEES $ 2,136.00 $ 364.00 $ 2,500.00 Registration for conferences & webinars
TRAINING MATERIAL $ 427.20 $ 72.80 $ 500.00 Professional Transportation Planner certification
DUES $ 341.76 $ 58.24 $ 400.00 AMPO & APA annual memberships
PRINTING $ 2,392.32 $ 407.68 $ 2,800.00 2040 MTP documents & maps
DUPLICATING $ 1,281.60 $ 218.40 $ 1,500.00
MTR VEH-FUEL $ 256.32 $ 43.68 $ 300.00
MTR VEH-FLUIDS $ 12.82 $ 2.18 $ 15.00
MTR VEH-OUTSIDE LABOR $ 213.60 $ 36.40 $ 250.00
MTR VEH-OUTSIDE PARTS $ 213.60 $ 36.40 $ 250.00
MTR VEH-INSIDE PARTS $ 213.60 $ 36.40 $ 250.00
SUPPLIES
Community VIZ; SketchUp Pro; ESRI Community
HARDWARE/SOFTWARE NON-CAP $ 9,398.40 $ 1,601.60 $ 11,000.00 Analyst; Equipment for data collection
OFFICE SUPPLIES $ 2,136.00 $ 364.00 $ 2,500.00
OFFICE EQUIPMENT < $5000 $ 2,990.40 $ 509.60 $ 3,500.00 Replace copier; buy new printer
COMPUTER SUPPLIES $ 854.40 $ 145.60 $ 1,000.00
BOOKS $ 427.20 $ 72.80 $ 500.00 Planning resources for the office
CAPITAL EXPENDITURES
VEHICLES $ 20,505.60 $ 24,000.00 New vehicle for MPO
OFFICE EQUIP/FURNITURE
$ 393,861.31 $ 63,624.29 $ 460,980.00
5
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