MPO Policy Committee

MPO POLICY COMMITTEE AGENDA April 26, 2018 1:30 p.m. Council Chambers Bloomfield City Hall 915 North First Street Bloomfield, New Mexico  AGENDA FARMINGTON METROPOLITAN PLANNING ORGANIZATION POLICY COMMITTEE MEETING April 26, 2018 1:30 PM This regular meeting will be held in Council Chambers at Bloomfield City Hall, 915 North First Street, Bloomfield, New Mexico. ITEM PAGE 1. Call meeting to order 2. Approve the minutes from the February 22, 2018 Policy Committee Meeting. 26-37 3. FMPO Bicycle & Pedestrian Plan Update 1 Presented by: Nancy Lauro, AICP, Senior Planner or Mike Russel, PE with Russell Planning & Engineering 4. Provide input on the draft ISA between the City of Farmington and the 2-9 NWNMCOG for management and administrative services for the FMPO. Presented by: Julie Baird 5. Reports from NMDOT a. Update from District 5 (Anthony Lujan) b. Update from the Planning Bureau (Shannon Glendenning) 6. Committee Member Discussion Item(s) 10 No discussion items were presented for the Agenda. 7. Information Items 11-24 a. FFY2018-2023 TIP Amendment #3 and e-STIP Overview b. MPO/RTPO Joint Meeting c. Quality Assurance Review d. Report on the continued preparation of the FFY2019-2020 UPWP e. Update on the Corrective Action Plan (CAP) f. Update on the Red Apple Transit Operational Analysis Study Presented by: Mary Holton and Derrick Garcia 8. Business from Chairman, Members, and Staff 9. Public Comment on Any Issues Not on the Agenda 10. Adjournment The public body may only take action on an item if it is listed for action on the publicly noticed agenda. 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 Assistant 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 Assistant if a summary or other type of accessible format is needed.  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #3 Subject: Presentation – FMPO Bicycle & Pedestrian Plan Update by Russell Planning & Engineering Date: April 26, 2018 PRESENTATION Ms. Nancy Lauro, AICP, and/or Mike Russell, PE, with Russell Planning & Engineering will present on the FMPO Bicycle & Pedestrian Plan Update. The contract for this project was awarded to Russell Planning & Engineering of Durango, Colorado. MPO Staff has contacted the member entities for mapping information regarding their current and planned bike and pedestrian facilities and this information will then be provided to Russell Engineering. The kick-off for this project occurred on April 11, 2018 with a presentation to the Technical Committee. The Technical Committee will serve as the steering committee for the project. Expected completion of the project is January 2019. MPO Staff plans to provide you with monthly progress reports. At this meeting, Russell will ask you to recommend/identify stakeholders that they should consult during the project. 1  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #4 Subject: Draft ISA between the City of Farmington and the NWNMCOG for management and administrative service for the FMPO Date: April 26, 2018 PRESENTATION The City of Farmington, Fiscal Agent for the FMPO, has drafted a proposed Intergovernmental Services Agreement (ISA) that would contract the City with NWNMCOG for management and administrative services for the FMPO. It has been reviewed by the City Attorney and the City’s Procurement Officer, as well as by NWNMCOG staff. The NWNMCOG Board also reviewed the proposed agreement at their meeting on April 18. City staff additionally met with NMDOT staff, including Anthony Lujan, Tammy Haas, Jessica Griffin, Rosa Kozub, and Shannon Glendenning, on March 28 for their input, which has been incorporated. They additionally provided encouragement for the agreement. Assistant City Manager Julie Baird plans to be in attendance to present this item and receive your input. Because the agreement will be between the City and the COG, Farmington City Council and the COG Board will have final decision-making authority on the agreement. The proposed ISA is enclosed. 2  DRAFT INTERGOVERNMENTAL SERVICES AGREEMENT Farmington Metropolitan Planning Organization (FMPO) Administrative and Management Services This Intergovernmental Services Agreement (this “Agreement”) for professional services effective as of ________________ 2018 (“Effective Date”) is by and between the City of Farmington (“City”) and Northwest New Mexico Council of Governments ("COG"), organized under the laws of the State of New Mexico. WITNESSETH THAT: WHEREAS, City has entered into a joint powers agreement to act as the Fiscal Agent on behalf of the Farmington Metropolitan Planning Organization (FMPO) for the purposes providing the financial capacity to conduct coordinated, continuing, and comprehensive transportation planning in the FMPO’s metropolitan planning area; and WHEREAS, City desires to engage the Northwest New Mexico Council of Governments to render administrative and management services in connection with said FMPO; and WHEREAS, the Northwest New Mexico Council of Governments provides a range of planning and technical assistance services on behalf of San Juan County and other entities in the northwestern New Mexico region, including the City of Farmington; and WHEREAS, the Northwest New Mexico Council of Governments was statutorily established to function as a multi-jurisdictional planning entity, formed by and in service to a voluntary association of units of local government in Planning District 1, pursuant to: the Regional Planning Act, Section 3-56-1 through 3-56-9, NMSA 1978; the Planning District Act, Sections 4-58-1 through 4-58-6, NMSA 1978; and Executive Orders of the New Mexico Governor dated January 2, 1969 and January 10, 1973 regarding Planning and Development Districts in the State of New Mexico; and WHEREAS, the City of Farmington is an active member of the Northwest New Mexico Council of Governments and holds one (1) voting seat on the Board of Directors thereof; and WHEREAS, the New Mexico Department of Finance and Administration further encourages the use of intergovernmental services agreements as appropriate to the efficient procurement of inter-agency services; and NOW, THEREFORE, the parties do mutually agree as follows: 3 A. PURPOSE City agrees to engage the COG, and the COG agrees to satisfactorily provide administrative and management services to the Farmington Metropolitan Planning Organization (FMPO), including the provision of personnel to perform the duties, functions, and complete the work products required of the FMPO by the New Mexico Department of Transportation (NMDOT). B. SCOPE OF SERVICES The COG's services in support of the above purpose shall include: 1. The COG shall be responsible for managing the day-to-day operations of the FMPO. 2. FMPO professional staff will be the employees of the COG. The COG will designate the MPO Officer, with the concurrence of the FMPO Policy Committee. 3. The COG will pay the salaries and benefits of the FMPO professional staff. 4. Carry out the responsibilities of the MPO Officer that are listed in the FMPO Joint Powers Agreement and the FMPO Committee Bylaws and Operating Procedures, included as Exhibit A. 5. The COG is responsible for holding and conducting FMPO public meetings in compliance with the New Mexico Open Meetings Act (NMSA 1978, Chapter 10, Article 15), including the preparation of meeting minutes. The City Clerk’s Office will provide support to FMPO regarding Open Meeting requirements, including the posting of the annual meeting calendar and the posting of monthly meeting agendas. 6. The COG is responsible for full compliance for FMPO with the Inspection of Public Records Act (NMSA 1978, Chapter 2, Article 14). 7. With the initial preparation by the MPO Officer, and with the approval of the COG and the City’s Community Development Director, the City’s Finance Division will finalize the quarterly reimbursement invoices according to the terms outlined in the Cooperative Agreement(s) between the City and NMDOT and submit them to NMDOT and the other member entities of the FMPO. 8. Procurement for the FMPO will be coordinated between the MPO Officer and the City’s Purchasing Division, with the approval of the City’s Community Development Director. 4  9. Preparation of the FMPO’s City of Farmington Fiscal Year Budget, and subsequent budget adjustments, will be coordinated between the MPO Officer and the City’s Community Development Director, with the approval of the COG and the City’s Budget Officer. 10. The City’s IT Department, including its GIS Division, will provide services to the FMPO, including the purchase and maintenance of personal computers, peripherals, networks, telephones, software, etc. The FMPO’s website will continue as an extension of the City’s website. 11. The City’s Legal Department will provide legal services (as needed or requested) to the FMPO. 12. The City of Farmington shall provide office space for the COG to operate the FMPO in the current facility of the Downtown Center, including the continuing provision of building maintenance and security. 13. Assets of the FMPO, including the MPO Vehicle, shall remain the property of the City as the FMPO’s Fiscal Agent. The City’s Vehicle Maintenance Division will provide parts and service, which are reimbursable expenses. All assets purchased with federal funds are subject to 2 CFR 200.313(e). C. TERM This Agreement shall remain in full force and effect from the Effective Date until _____________, 2019, unless terminated earlier as provided herein. This Agreement shall be renewed automatically, subject to the appropriation of funds by the City Council, from year to year for seven (7) additional consecutive one (1) year periods. D. COMPENSATION AND METHOD OF PAYMENT Total annual compensation shall not exceed _____ per fiscal year. Monthly payments will be made to the COG based on an agreed-upon scope of work based on the FMPO’s most current Unified Planning Work Program (UPWP), which has been finalized and approved by NMDOT. For payments due, COG shall submit monthly invoices to City for costs incurred in that period. Invoices shall itemize the tasks completed and costs incurred in performing the tasks. The invoice shall be payable to the COG within 30 days (this proposed timing is currently under review) of receipt by City. E. ACCESS TO INFORMATION It is agreed that all available information, data, reports, records and maps shall be furnished to COG by City and its agencies. No charge will be made to COG for such information, and City and its agencies will cooperate with COG to facilitate the performance of the work described in this Agreement. 5 F. OWNERSHIP OF DOCUMENTS All documents and data produced are the property of the FMPO. COG may retain reproducible copies. G. INDEMNIFICATION AND LIMITATION OF LIABILITY The COG shall comply with the requirements of all applicable laws, rules, and regulations, and shall assume full responsibility for payment of federal, state, and local taxes or contributions imposed or required under Social Security, Workman's Compensation, and income tax laws. This Agreement shall not create a general liability of the constituent members of the Northwest New Mexico Council of Governments. The COG shall hold the City harmless with respect to any damages, expenses, or claims arising from or in connection with any negligent acts, errors or omissions performed by COG under this Agreement. This shall not be construed as a limitation of the COG's liability under this Agreement, or as otherwise provided by law. The City shall hold the COG harmless with respect to any damages, expenses, or claims arising from or in connection with any negligent acts, errors or omissions performed by City under this Agreement. This shall not be construed as a limitation of the City's liability under this Agreement, or as otherwise provided by law. H. EXPERT TESTIMONY City agrees to pay for additional staff time, at agreed upon contract hourly billing rates, plus expenses at cost, that might be required for expert testimony or court appearances, including preparation time and legal costs that might arise because of COG's involvement in this assignment, whether subpoenaed by the City or any other party. I. MODIFICATION AND TERMINATION Any modifications or amendments to this Agreement shall be in writing, and when signed by both parties shall be made part of the Agreement. The Agreement may be terminated by either party upon thirty (30) days written notice to the other. J. ADEQUATE APPROPRIATIONS This agreement is contingent upon sufficient appropriations and authorization being made for the performance of this Agreement. If sufficient appropriations and authorization are not made, this Agreement shall terminate immediately upon written notice being given by the City to the COG. The City’s decision as to whether sufficient appropriations are available shall be accepted by the COG and shall be final. If the City proposes an amendment to the Agreement to 6  unilaterally reduce funding, the COG shall have the option to terminate the Agreement, seek to negotiate an alternative action or agree to the reduced funding, within thirty (30) days of receipt of the proposed amendment. K. INDEPENDENT CONTRACTOR The COG and its officers, agents and employees are independent of and are not employees of the City. The COG and its agents and employees shall not accrue leave, retirement, insurance, bonding, or any other benefits afforded to employees of the City as a result of this Agreement. The COG agrees not to purport to bind the City unless the COG has express written authority to do so and then only within the strict limits of that authority. L. BRIBES AND GRATUITIES By law (Section 13-1-191, NMSA, 1978) the City is required to inform Offerors/Bidders/Contractors/Consultants/Sellers/Suppliers of the following: (a) it is a third-degree felony under New Mexico law to commit the offense of bribery of a public officer or public employee (Section 30-24-1, NMSA, 1978); (b) it is a third-degree felony to commit the offense of demanding or receiving a bribe buy a public officer or public employee (Section 30-24- 2, NMSA, 1978); (c) it is a fourth-degree felony to commit the offense of soliciting or receiving illegal kickbacks (Section 30-41-1, NMSA, 1978); and (d) it is a fourth-degree felony to commit the offense of offering or paying illegal kickbacks (Section 30-41-2, NMSA, 1978). M. EXECUTIVE ORDERS City is an equal opportunity employer. Pursuant to Executive Orders 11246, 11625, 11701, 11758 and 13201, as amended or superseded, in whole or in part from time-to-time, and all regulations issued thereunder, it is agreed that all applicable laws, rules, and regulations are incorporated by reference in this Agreement and bind COG as a contractor of City. N. NOTICES Any notice required to be given to either party by this Agreement shall be in writing and shall be delivered in person, by courier service or by U.S. mail, either first class or certified, return receipt requested, postage prepaid, as follows: 7 To City of Farmington: To Northwest New Mexico Council of Governments: Rob Mayes Jeffrey Kiely City Manager Executive Director City of Farmington Northwest New Mexico Council of 800 Municipal Drive Governments Farmington, NM 87401 106 West Aztec Avenue Gallup, NM 87301 8 IN WITNESS WHEREOF, COG and City have caused this Agreement to be executed on their behalves by their duly authorized representatives as of the Effective Date set forth above. CITY OF FARMINGTON NORTHWEST NEW MEXICO COUNCIL A Municipal Corporation OF GOVERNMENTS By: By: Title: City Manager Duly Authorized Signature Date: By: (Printed Name) (SEAL) Title: ATTEST: Date: Signer has read the document and affirms that it is true and complete and accurately City Clerk represents the agreement of the parties. Date: NOTARY PUBLIC SIGNATURE (REQUIRED) State of _________________ Department Head Approval County of ________________ Date: ______________________________ (SEAL) Signature of notarial officer My commission expires:___________ Legal Department Approved to Form Date: New Mexico State Taxation and Revenue Department Taxpayer Identification Number Federal Taxpayer Identification or Social Security Number 9  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #6 Subject: Committee Member Discussion Items Date: April 26, 2018 DISCUSSION ITEMS Policy Committee members presented no items for discussion. 10  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #7 Subject: Information Items Prepared by: Mary L Holton, AICP, MPO Officer and Derrick Garcia, MPO Associate Planner Date: April 26, 2018 INFORMATION ITEMS a. FFY2018-2023 TIP Amendment #3. Amendments to the TIP are currently being reviewed and accepted by Staff and are due no later than May 1st. Important TIP Amendment #3 dates: Amendment forms due to MPO Staff - May 1, Technical Committee review - May 9, Policy Committee Consideration - May 24. b. Update from the MPO/RTPO Joint Meeting. This joint meeting was held in Albuquerque on March 28 and 29. The following MPO Quarterly is scheduled for June 4-5, 2018 in Farmington. 1. TAP/RTP/CMAQ Flex Application guides and applications will soon be available. Application process will be similar to 2016 application period. c. Quality Assurance Review. The Quality Assurance Review (QAR) was held with Planning Liaison Shannon Glendenning and staff on April 10. A copy of the review form is attached. d. Report on the continued preparation of the FFY2019-2020 UPWP. Staff continues preparing the draft UPWP that begins October 2018 and is due to NMDOT by the end of this month. The new UPWP is to be considered for adoption by the Committees in May. The draft will be provided to the Committees for input as soon as it is available. e. Update on the Corrective Action Plan (CAP). NMDOT advised that “for a number of the findings on FMPO’s Corrective Action Plan (CAP), FMPO has been in compliance for a full year and therefore, we can close those findings.” Please see the attached update for a summary of closed findings and other notes on implementation. f. Update on the Red Apple Transit Operational Analysis Study. A copy of the report submitted by Andrew Montoya on the Operational Analysis Study currently underway is enclosed. 11  NMDOT Asset Management and Planning Division Statewide Planning Bureau – Government to Government Unit Annual Quality Assurance Review of MPOs Checklist and Report Initial QAR Meeting: Entity (MPO): Reviewer: Review date: Personnel interviewed (list names and positions): QAR Follow‐Up Meeting (if applicable): Entity (MPO): Reviewer: Review date: Personnel interviewed (list names and positions): 1. Summarize results of agency audit, including any findings for the year ending June 30, 2017, including any findings: [Pull quote(s) of importance from the annual audit, which can be found on the Office of the State Auditor’s website: http://www.saonm.org if it hasn’t been sent directly to you already; note that the PPM currently states that audits are due to GTG liaisons “30 days following approval by fiscal entity,” but it may be better to go off of the date that the audit is “released” to the public via saonm.org] Additionally, the audit is: Current □ On file □ Posted to the website □ General summary: Concerns/Issues: Best Practices: Follow‐Up Needed On: Notes from Follow‐Up QAR: 2. Planning Products – are the following current, on file and posted to the website? Current On file Posted to the website □ □ □ Metropolitan Transportation Plan (MTP) □ □ □ Transportation Improvement Program (TIP) □ □ □ Unified Planning Work Program (UPWP) □ □ □ Public Participation Plan (PPP) □ □ □ Title VI Plan with contact person identified □ □ □ Annual Performance and Expenditure Report (APER) □ □ □ Annual Listing of Obligated Projects □ □ □ Air Quality Conformity letter (for EPMPO and MRMPO) □ □ □ Congestion Management Plans (for applicable MPOs) □ □ □ Other plans (list below) NMDOT GTG QAR Report – MPO 2018 Page 1 of 6 12  General summary: Concerns/Issues: Best Practices: Follow‐Up Needed On: Notes from Follow‐Up QAR: 3. Boards/Committees ‐ are the following current, on file and posted to the website for all boards and committees? Current On File Posted to the website □ □ □ Bylaws □ □ □ Members, including Chair and Vice Chair □ □ □ Schedule of meetings □ □ □ Agendas □ □ □ Meeting minutes (for the past 2 years) □ □ □ Approved documents (i.e. signed resolutions) General summary: Concerns/Issues: Best Practices: Follow‐Up Needed On: Notes from Follow‐Up QAR: 4. Financials ‐ Reporting and Documentation □ Consistently submitted in a timely, complete, and accurate fashion? □ Reimbursement Packets include cover letters, Quarterly Reports, Budget Reports, Expenditure Summary, Invoices and supporting documentation? Are these provided with the Reimbursement Packets and maintained on file?  Budget Report: track expenditures by line‐item as defined by task in the UPWP budget  Expenditure Summary: provide a summary of federal funds expended plus local match paid, by quarter. □ Is the documentation on file, well‐organized, and accessible? General summary: Concerns/Issues: Best Practices: Follow‐Up Needed On: Notes from Follow‐Up QAR: A. Timesheets and Timesheet Summary ‐ All MPO staff who charge time to a federally funded task are required to maintain internal, accurate, and current time records using database and spreadsheets comparable to the MPO Time Tracking workbook provided in the Planning Procedures Manual. NMDOT GTG QAR Report – MPO 2018 Page 2 of 6 13  □ Is the MPO able to provide access to timesheets? □ Is supporting documentation available to track activities? □ Is the amount of time spent on MPO duties and billed to FHWA or FTA funds clearly indicated? □ In the event that work hours involve multi‐tasking among several federally‐funded tasks, does the MPO have a Cost Allocation Plan or Indirect Cost Agreement in place to address the specifics of each situation? General summary: Concerns/Issues: Best Practices: Follow‐Up Needed On: Notes from Follow‐Up QAR: B. Contract Awards □ Not applicable □ Newspaper Bid (advertisement) □ Bidder’s list at bid opening: Company(s) and quotation sheet(s) □ Award Letter, “NOTICE OF AWARD”/NOTICE TO PROCEED Forms □ All subsequent notices: starts, suspends, resumes, and completions □ Copy of Contract with Contractor if contracted out □ All invoicing (copies) for contractors, vendors, suppliers General summary: Concerns/Issues: Best Practices: Follow‐Up Needed On: Notes from Follow‐Up QAR: C. Inventory of capital assets acquired with federal funds valued at $5,000 and greater □ Not applicable □ Are there property records that include a description of the property, serial or other identification number, source of property, who holds title, acquisition date, cost of property, percentage of Federal participation, location, use and condition of property and ultimate disposition data including date of disposal and sale price? □ Is there a physical inventory of the property with results reconciled with property records (at least once every 2 years)? □ Is there a control system developed to ensure adequate safeguards to prevent loss, damage or theft of property? If there was an occurrence did NMDOT investigate and what were the results of that investigation? NMDOT GTG QAR Report – MPO 2018 Page 3 of 6 14  □ Are there adequate maintenance procedures developed to keep property in good condition? Note: Disposition of items of equipment at current, per‐unit, fair market value in excess of $5,000 may be retained or sold and the awarding agency (FHWA) has the right to an amount calculated by multiplying the current market value or proceeds from sale by awarding agency’s share of the equipment. General summary: Concerns/Issues: Best Practices: Follow‐Up Needed On: Notes from Follow‐Up QAR: 5. Structure/Intergovernmental & Other Agreements Current On file □ □ Is the Cooperative Agreement with NMDOT current and on file? □ □ Is the JPA establishing the MPO current and on file? □ □ Other (list) General summary: Concerns/Issues: Best Practices: Follow‐Up Needed On: Notes from Follow‐Up QAR: 6. MPOs: Traffic Counts and Other Roadway Data □ Is the MPO’s traffic count program aligned with NMDOT? □ Are traffic flow maps available and posted on the MPO’s website? □ Are Functional System maps available and posted on the MPO’s website? □ Has the MPO worked with NMDOT to maintain Functional and NHS designations? General summary: Concerns/Issues: Best Practices: Follow‐Up Needed On: Notes from Follow‐Up QAR: 7. Staff & Board/Committee Member Training and Professional Development □ Is there a training/professional development plan for MPO staff and how is it being implemented? NMDOT GTG QAR Report – MPO 2018 Page 4 of 6 15  □ Have all MPO staff attended the basic NHI courses? □ Is the MPO following the UPWP training plan for Board/Committee Members? Are additional resources needed to implement the training plan?  What is the outreach to non‐participating members? (Detail below) General summary: Concerns/Issues: Best Practices: Follow‐Up Needed On: Notes from Follow‐up QAR: 8. Public Involvement & Outreach/Environmental Justice/Title VI □ Is public attendance at meetings encouraged and tracked? □ Is public input received, addressed, and documented? □ Is there outreach to Environmental Justice/minority communities? □ Do meetings comply with the NM Open Meetings Act? □ Are Environmental Justice and Title VI complaints documented, addressed and tracked? □ Is NMDOT GTG Liaison informed of all complaints and resolution in a timely manner? General summary: Concerns/Issues: Best Practices: Follow‐Up Needed On: Notes from Follow‐up QAR: 9. Tracking all TIP projects – how is the MPO Planner doing this? General summary: Concerns/Issues: Best Practices: Follow‐Up Needed On: Notes from Follow‐up QAR: 10. Nonconformance issues over the past FFY □ Have there been nonconformance issues over the past FFY, per PPM? □ If so, is there a Corrective Action Plan underway? NMDOT GTG QAR Report – MPO 2018 Page 5 of 6 16  11. Overall organization: □ Are files organized, easy to find, and backed up? □ Does MPO have a shared drive everyone uses or are files stored on separate PCs? (Multiple employees need to have access to all files reviewed in this QAR.)  How are files/documents archived? (Detail below) General summary: Concerns/Issues: Best Practices: Follow‐Up Needed On: Notes from Follow‐Up QAR: 12. Additional notes and comments: 13. GTG Liaison: Please provide a summary of the review, including issues/findings and follow up needed, along with a timeline for MPO to address any findings. Follow‐up Recommendations for next QAR: Review and Sign‐off Final Submitted to GTG Supervisor on: (DATE) Reviewed and Approved by (NAME) on (DATE) Final Report (pdf) emailed to MPO on: (DATE) NMDOT GTG QAR Report – MPO 2018 Page 6 of 6 17 18 19 20 21 22 23 24  The minutes from the February 22, 2018 Policy Committee meeting are on the following pages. 25  DRAFT MINUTES FARMINGTON METROPOLITAN PLANNING ORGANIZATION POLICY COMMITTEE MEETING February 22, 2018 Policy Members Present: Sherri Sipe, City of Aztec Nate Duckett, City of Farmington Linda Rodgers, City of Farmington Lawrence Lopez (Alt.), North Region Design Center Director, NMDOT Mark Duncan, San Juan County Policy Members Absent: Curtis Lynch, City of Bloomfield Eric Strahl, City of Bloomfield Anthony Lujan, Deputy Secretary, NMDOT Staff Present: Mary Holton, AICP, MPO Officer Derrick Garcia, MPO Associate Planner June Markle, MPO Administrative Assistant Staff Absent: None Others Present: Ken Hosen, KFH Group Chris Cordova, KFH Group Hannah Glover, Farmington Daily Times Andrew Montoya, Transit Manager Brad Fisher, North Region Design Center, NMDOT Warren Unsicker, CEcD, Four Corners Economic Development, Inc. Somie Chavez, Planning Liaison, NMDOT 1. CALL TO ORDER Councilor Duckett called the meeting to order at 1:30 p.m. 2. APPROVE THE MINUTES FROM THE JANUARY 25, 2018 POLICY COMMITTEE MEETING Mr. Duncan moved to approve the minutes from the January 25, 2018 Policy Committee meeting. Councilor Rodgers seconded the motion. The motion to approve the minutes was approved unanimously. 26 3. PRESENTATION – RED APPLE TRANSIT OPERTIONAL ANALYSIS STUDY Subject: Presentation – Red Apple Transit Operational Analysis Study Date: February 22, 2018 PRESENTATION Mr. Ken Hosen, Vice President of KFH Group will present on the Operational Analysis study for the Red Apple Transit hub relocation. This study is expected to begin in February 2018. In 2017, the FMPO approved the allocation of up to $30,000 of its FTA 5303 funds for this project. Depending on timing, some FHWA PL funds may also be utilized. The project was approved for funding under Section 4.4 of the MPO’s current UPWP. Mr. Andrew Montoya, Transit Manager for the City of Farmington along with local management of Red Apple Transit will manage the project and provide monthly reports to the Technical Committee. PRESENTATION: Mr. Ken Hosen with KFH Group gave a presentation on an operational analysis study for the proposed new transit hub. Mr. Hosen and his associate, Bennett Powell, will actually be kicking off the study this week by riding transit routes and looking at bus stops and the current hub. Mr. Chris Cordova of Southwest Planning and Marketing is also part of the study team and will lead the outreach effort. They hope to generate interest and get meaningful input from the community. Below is a summary of Mr. Hosen’s presentation:  Several proposed new hub sites already identified by architect and City of Farmington;  Four-month study timeline beginning now. Key elements of the study: o Strong outreach o Site and facility issues – size, location, access, plus other factors o Bus stop assessment o Operational considerations – route revisions as warranted o Connectivity – ensuring transfers are seamless o Implementation planning – educating the public  Outreach efforts: o Focus groups with targeted stakeholders – tourism, business, health and service providers; o Will ride the buses to get input from customers and drivers; o Conduct stakeholder interviews; o Possibly one or two public meetings to ensure Title VI requirements are met and all interested parties can provide their input. Mr. Duncan asked if having buses all arriving at the hub at one time would be more expensive than having arrival times staggered. Mr. Hosen said only one transfer site is 27 needed and it is not more expensive to have the buses arrive simultaneously and will provide easy access for transfers to any route. Councilor Duckett asked if the study would look at bringing in regional bus service to the area. Mr. Hosen replied that discussions with Navajo Transit and North Central Regional Transit District (NCRTD – the Blue Bus) would be planned. Additionally, there is a bus from Durango that currently stops in Aztec and, perhaps, they could be encouraged to come into Farmington. Mr. Hosen added that the Council of Governments (COG) in Southwest Colorado is also doing a transit study and KFH will speak with them about coming into Farmington and using the hub. Greyhound will not bring a bus to the Farmington any more, but they will help support and partially fund connecting feeder services. Greyhound no longer services communities such as Farmington because it is not on an interstate system. This restructuring brought about the federal rural intercity funding program, which provides money to run rural intercity transit service and is controlled by the state. Councilor Duckett stated that he thought a critical component for future transit efforts was in providing connectivity with the Navajo Nation. Mr. Hosen said they would be recommending that Navajo Transit bus come all the way into the new hub so their riders can transfer quickly and easily and access the entire Red Apple system. 4. PRESENTATION – STATE OF THE REGION’S ECONOMY Subject: Presentation – State of the Region’s Economy Date: February 22, 2018 PRESENTATION Mr. Warren Unsicker, CEcD, Chief Executive Officer, Four Corners Economic Development, Inc. will present on the State of the Region’s Economy. Mr. Unsicker will focus on the big picture for the region, the need and plans to diversify the region’s economy. He will also include information about a recent forum held at San Juan College. PRESENTATION: Mr. Warren Unsicker, Chief Executive Officer of Four Corners Economic Development, Inc. provided a presentation on the region’s economy and the efforts of Four Corners Economic Development, Inc. A summary of his presentation follows: - Economic Development Trends o Business retention and expansion (PESCO, Raytheon, and Openloop (produces hydraulic springs for heavy tractors and trucks)); o GRT is up for the region; o Acquisitions:  Logos purchased WPX natural gas assets (and WPX has sold off their oil assets, but buyer has not yet been named); 28   Hilcorp purchased XTO and ConocoPhillips assets. o Regional Focus and effort by 4CED - Marketing o Industry target conferences – rail, air and trucking freight companies; outdoor industry (the manufacturers that are creating the goods on the shelves at sporting goods stores) – those looking to expand and possibly relocate their distribution centers and warehouses; establish long-term relationships as the region works to bolster its image; data centers – region offers redundant fiber to support their product – data – out to their customers: ample and inexpensive power is available in the region for these types of facilities: and low instances of inclement weather; o Foreign Direct Investment  Chinese investors  United States is safe place to invest money o Site Selector Events  Showcase the state and communities in business expansion efforts o Visits to State Capital – competitive landscape and need to seek incentive funds that can help with efforts. - Protecting our Base Jobs o PNM legislative action: 4CEDs worked on three different bills none of which were successful; o Visit business headquarters to encourage continued investment in the region. - Strategic Industry Targets for Diversification o Agriculture  NAPI – need to add value-added processes (raw potatoes into potato chips);  Education – continue to encourage options at San Juan College for work force development;  Energy – defend and protect current facilities, but also look to expand into new areas (petrochemical manufacturing);  Health Care – expand into retirement options; not job seekers, but would bring money from the outside into the area and produce jobs in health care;  Location Neutral – telecommunications and data centers (back office industries);  Manufacturing – work with existing manufacturers to find new product lines and assist in insulating them from the ups and downs of the oil industry;  Tourism/Adventure Travel – region has untapped resources and working to change image (Jolt Your Journey efforts and Main Street revitalization); keep people engaged and happy and attract and retain the workforce, and increase GRT;  Transportation – working to initiate railroad demand study to see what products could be railed out; and airport, commercial, and freight as strategic priorities. - Future Growth o 4 Corners Future Forum: was a strategic planning retreat; 140 attendees; o Regional Economic Consortium 29   Visit to Minnesota to learn more about what they have done to increase regional initiatives to help San Juan County develop same;  Partnering with Chicago multi-state group on initiatives;  Federal Forum – attract federal legislators and agencies to encourage their participation in regional efforts  Entrepreneurship Forum – how entrepreneurs can also become involved with regional initiatives Councilor Duckett thanked Mr. Unsicker and stated how appreciative the region is of their efforts. All the local entities need to participate and keep up the positivity going forward. 5. FFY2018-2023 TIP AMENDMENT #2 Subject: FFY2018-2023 TIP Amendment #2 Prepared by: Derrick Garcia, MPO Associate Planner Date: February 22, 2018 BACKGROUND  On February 7, 2018, the Farmington MPO advertised Amendment #2 to the FFY2018-2023 Transportation Improvement Program (TIP).  The amendment involves three projects in the TIP as described in the attached notice.  The proposed amendment was published on the MPO’s website and advertised with the Daily Times on 2/7/2018.  The Technical Committee recommended approval of the amendment at their meeting on February 14. AMENDED TIP PROJECTS  F100113 – US64 Widening Phase VI, NMDOT  F100290 – CR 5500 Bridge Replacement, San Juan County  F100300 – East Blanco Bridge, City of Bloomfield ACTION ITEM  It is recommended by staff that the Policy Committee consider approval of proposed Amendment #2 to the FFY2018-2023 Transportation Improvement Program (TIP) and the Self-Certification to Amendment #2. APPLICABLE CITATIONS  § 450.328 TIP revisions and relationship to the STIP.  (a) An MPO(s) may revise the TIP at any time under procedures agreed to by the cooperating parties consistent with the procedures established in this part for its development and approval. In nonattainment or maintenance areas for transportation-related pollutants, if a TIP amendment involves non-exempt projects (per 40 CFR part 93), or is replaced with an updated TIP, the MPO(s) and the FHWA and the FTA must make a new conformity determination. In all 30  areas, changes that affect fiscal constraint must take place by amendment of the TIP. The MPO(s) shall use public participation procedures consistent with § 450.316(a) in revising the TIP, except that these procedures are not required for administrative modifications.) After approval by the MPO(s) and the Governor, the State shall include the TIP without change, directly or by reference, in the STIP required under 23 U.S.C. 135. In nonattainment and maintenance areas, the FHWA and the FTA must make a conformity finding on the TIP before it is included in the STIP. A copy of the approved TIP shall be provided to the FHWA and the FTA.  (c) The State shall notify the MPO(s) and Federal land management agencies when it has included a TIP including projects under the jurisdiction of these agencies in the STIP. DISCUSSION: Mr. Garcia reported that Amendment #2 to the FFY2018-2023 Transportation Improvement Program (TIP) included three projects. Mr. Garcia referred to Pages 6-9 of the Agenda that show the new formatting for TIP project management and provided details for each of the projects. F100300 – East Blanco Bridge - Change Project Type to Bridge-Replacement; - Move $560,511 forward into the first four years of the TIP; - Local MAP Funds in 2018 of $72,749 and local match of $24,247; - Local MAP funds in 2019 of $347,643 and local match of $115,881; - Update funds in the information year of 20230 of the TIP to $1,943,113. F100290 – CR 5500 Bridge Replacement - Update the project with Bridge #8130; identifying the project with a formal bridge number; - Move funds forward into the first four years of the TIP; - Local bond funds in 2018 of $604,511; - Local bond funds in 2019 of $4,395,489; F100113 – US 64-Phase VI - Add 2018 STP Urban funds of $2,563,200 and local match to make the change a total of $3,000,000; The advertisement for this Amendment ran from February 7-21, 2018 with no public comments received then or during the public hearing during the Technical Committee meeting of February 14, 2018. The Technical Committee did recommend approval of Amendment #2. Councilor Duckett opened the public hearing for Amendment #2 to the FFY2018-2023 TIP. No comments were received. Councilor Duckett closed the public hearing. ACTION: Commissioner Sipe moved to approve proposed Amendment #2 to the FFY2018-2023 Transportation Improvement Program (TIP) and the Self-Certification to Amendment #2. Councilor Rodgers seconded the motion. The motion was passed unanimously. 31 6. REVIEW THE PROPOSED CHANGES ALONG WITH COMMENTS /RECOMMENDATIONS RECEIVED FROM POLICY COMMITTEE MEMBERS TO THE JPA AND COMMITTEE BYAWS TO ADD KIRTLAND TO THE MPO Subject: Review the Proposed Changes along with Comments/Recommendations received from Policy Committee Members to the JPA and Committee Bylaws to Add Kirtland to the MPO Prepared by: Mary L Holton, AICP, MPO Officer Date: February 22, 2018 BACKGROUND  The cities of Aztec, Bloomfield, and Farmington, and San Juan County formed and have participated in the Metropolitan Planning Organization through the Joint Powers Agreement (JPA) since 2003.  As discussed previously, MPO Staff has been coordinating to add the Town of Kirtland to the MPO beginning in 2018.  The Kirtland Board of Trustees voted on December 12, 2017, to join the MPO.  Proposed revisions to the JPA and Committee Bylaws documents to include Kirtland have been drafted and they are enclosed for review and discussion by the Policy Committee.  The Committee will note that many of the proposed revisions in both documents were included in previous proposals that the Committee reviewed over the past summer and fall. CURRENT WORK  A Town of Kirtland representative is being invited to attend all MPO Meetings.  MPO Staff will continue to draft revisions to the documents until the Policy Committee deems that the documents are ready for consideration for a recommendation to the Policy Committee by the Technical Committee.  A 30-day public review period and a public hearing are required prior to the adoption of the documents by the Policy Committee. Staff is tentatively planning to schedule this review/consideration/adoption for the April 2018 cycle.  The JPA requires the approval of the boards, councils, and commissions of the five (5) member entities and the NM Department of Finance Administration before it can take effect. INFORMATION ITEM  Review the proposed JPA and Committee Bylaws documents and provide input.  Members of the Policy Committee should share the proposals with their boards, councils, and commissions, as well as managers, for input. APPLICABLE CITATIONS  23 U.S. Code § 134 - Metropolitan transportation planning 32   23 CFR 450.310 - Metropolitan planning organization designation and re- designation  23 CFR 450.314 - Metropolitan planning agreements  Joint Powers Agreement Act, being Sections 11-1-1 et. Seq., NMSA 1978, as amended.  NMDOT Planning Procedures Manual (PPM), Metropolitan Planning Organizations, Internal Structure, pages 46-48 of the PPM. DISCUSSION: Ms. Holton reported that this continues to be a discussion item for the Policy Committee members. New and previous versions of the documents were sent to the Policy Committee members after the January meeting to allow for comparison and comments. One set of comments from Eric Strahl (see Page 46 of the Agenda) were received and his recommendations, along with the current versions of the Joint Powers Agreement (JPA) and Committee Bylaws were included in the meeting agenda. Although Mr. Strahl was not able to attend the meeting, Ms. Holton asked the members to consider his comments and to have the Policy Committee provide some direction on possible changes to the two documents. Following is Mr. Strahl’s comments along with a summary of Policy Committee discussion of each item: Joint Powers Agreement Section 5(B): Budgeting and Cost Allocation The second sentence of this section reads as follows: “The fiscal agent may require the payment of the anticipated annual required local match from each of the member entities prior to the beginning of each budget year.” Changing from quarterly to an annual, advance payment represents a significant change to the Joint Powers Agreement. Given this, I believe such a change should be discussed and approved by the Policy Committee before going into effect rather than just having the fiscal agent unilaterally implementing it. Ms. Holton noted that this concern was likely a carryover from when the NWNMCOG was going to take over as the fiscal agent of the MPO and was designed to assist with their cash issues. Because the City of Farmington has elected to continue as the fiscal agent, Ms. Holton recommended that this section of the JPA revert to the original wording. There was consensus from the Policy Committee on Ms. Holton’s recommendation. Section 9(B): Termination In the third line of this section, the word “four” should be changed to “three.” Ms. Holton said she would have to look at this again. Councilor Duckett noted that this Section says, “…three of the five parties” which sounded like a super majority vote was required to remove a member. He asked if this could be defined as a “super” majority. Ms. Holton said a super majority is also known as a two-thirds majority. If another member is added to the JPA, there will be additional participants in the JPA. The wording could be changed to “two-thirds” or “super majority”. There was consensus from the Policy Committee on the wording: “two-thirds”. 33  Bylaws and Operating Procedures Section 4(A): MPO Officer Designated Even though the individual who will be the MPO Officer will work for the NWNMCOG (the subcontractor) and will be supervised by its Executive Director, the position itself is technically still an FMPO position that is required by federal and state statutes and regulations that established the MPO system. The FMPO through its Policy Committee is thus still ultimately responsible for this individual’s performance and work products. Given this, I believe the phrase “with the concurrence of the FMPO Policy Committee” should be inserted in the second line after the words “shall designate.” Councilor Duckett stated that he had read this section and believed by adding the wording noted, the Policy Committee is given the option to be included and has oversight. There was consensus from the Policy Committee on adding the wording: “with the concurrence of the FMPO Policy Committee”. State (New Mexico) Recommendations for MPO Bylaws In reviewing these recommendations, I noticed two situations in which recommended topics/language do not appear to be addressed in our draft bylaws: Staff Structure and Function Under the new bylaws, the City of Farmington would serve as the FMPO’s fiscal agent and the NWNMCOG would serve as its administrative services provider. These state recommendations indicate that the “Role of COG/EDD as Fiscal Agent and role of COG/EDD Executive Director” should be addressed in some manner. The role of the City of Farmington as Fiscal Agent is currently not addressed in any detail in the bylaws. Even though the NWNMCOG will be contracting with the City of Farmington to provide administrative services, these services will be for the FMPO. As a result, I believe that the role of the Administrative Services Agent (NWNMCOG) should also be discussed in these bylaws. Ms. Holton explained that discussions with the COG are still very preliminary for an inter- governmental service agreement. Additionally, a tentative meeting with NMDOT is planned for March to go over the initial draft of the agreement to get their input. The changes to the JPA and the Bylaws are to consider adding the town of Kirtland. The agreement with the COG would be for management services of the MPO and the City of Farmington would be sub-contracting that work to the COG. The COG will not be a party to the JPA or the Bylaws as they will not be a member entity of the JPA. Commissioner Sipe thought that, perhaps, Mr. Strahl was still intermingling the COG as a fiscal agent versus the COG as a sub-contractor. Ms. Holton agreed that this might be the case. She added that there are still unknowns, as the service agreement has not been drafted. The service agreement is hoped to be in place by July 1, 2018. Until the JPA and Bylaws are adopted by the Policy Committee and approved by each entity and the Department of Finance and Administration (DFA) for the state, the Town of Kirtland cannot sit on the Policy Committee. The entire process for adoption is lengthy. Ms. Holton recommended postponing any decisions on this until the draft service agreement is ready for review. 34  Bylaws Under the “Member Policy Training” section, it states as follows: “The Bylaws shall specify types of trainings for new members to the Policy and Technical Committees, as well as training required by the adoption of new state and federal regulations, policies, and procedures.” Ms. Holton stated that the MPO has set up a training program through the Corrective Action Plan that has been approved by NMDOT. Ms. Holton said she would like to see the types of training left open-ended and allow for creativity in what is presented. More information could be provided if desired by the Policy Committee. The members thought that simply saying quarterly training would be conducted was sufficient. Ms. Holton said there is no Policy Committee in March and urged the members to take some extra time to review the documents and continue to provide input on the direction for the JPA and Bylaws. 7. REPORTS FROM NMDOT District 5 – Lawrence Lopez Mr. Lopez reported that work on the US 64 widening project continues. NMDOT hopes to let the project this summer. NMDOT is working with the City of Farmington to close out the contracts on two of the phases of the 20th Street project. Mr. Lopez thought the next phase of the project had been advertised or was about to be advertised. Mr. Lopez said the eStip program is currently available through the NMDOT website. It is a good resource providing live updates and mapping options. Mr. Lopez introduced Bradley Fisher, the T/LPA Program at the North Region Design Center. Mr. Fisher is the entity’s contact for projects such as 20th Street. Councilor Duckett added that the City of Farmington had issued the advertisement for the Foothills enhancement project. Planning Bureau – Somie Chavez Ms. Chavez stated that Rosa Kozub had issued the estimated work program budgets for FFY2019-2020 so that the MPOs could begin work on their new FFY2019-2020 UPWPs. The Coalition for Recreational Trails has announced a call for nominations. Details of the program and the nomination form were issued by NMDOT in the NMDOT Govt to Govt Update for 2/19/18. Applications are due on April 6, 2018. The Policy Committee members asked for this information to be shared with them. Ms. Holton noted that the Govt to Govt Update is always shared with the Technical Committee as well as entity planning staffs, and would gladly also forward this information to the Policy Committee. A joint MPO/RTPO meeting is schedule in Albuquerque on March 28-29, 2018. Along with member discussions, NMDOT will present on performance measures and provide a tutorial on the eStip program. 35 8. COMMITTEE MEMBER DISCUSSION ITEMS Subject: Committee Member Discussion Items Date: February 22, 2018 DISCUSSION ITEMS No discussion items were presented for this Agenda item. 9. INFORMATION ITEMS Subject: Information Items Prepared by: Mary Holton, AICP, MPO Officer and Derrick Garcia, MPO Associate Planner Date: February 22, 2018 INFORMATION ITEMS a. T/LPA Handbook Update. From the NMDOT Govt to Govt Update for the week of 1/29/18, Rosa Kozub stated that the T/LPA Handook update is underway. NMDOT plans a release date of this summer with training sessions to follow. b. Presentation: Project Conception to Completion. Mr. Josh Johnson, Program Manager for the New Mexico LTAP Center, will give a presentation on project conception to completion to the Technical Committee meeting on April 11, 2018. c. Best Practices for MPO Project Prioritization Presentation. Staff gave a presentation to the Technical Committee on best practices for project prioritization (Chapter 4 of the MTP). d. Update on 2017 MPO Traffic Counts. Attached is a summary of the FMPO traffic count data. In total, counts were collected at 70 locations throughout the MPO in the calendar year 2017. e. Update on Safe Routes to School. DISCUSSION: a. NMDOT is currently working on an update of the T/LPA Handbook. Plans are to have to ready for release this summer. b. Project Conception to Completion training will be provided to the Technical Committee members at their meeting on April 11, 2018 by Josh Johnson, the Program Manager for the New Mexico LTAP Center. 36 c. Staff provided a presentation to the Technical Committee on the best practices for project prioritization. The research came primarily from the other two smaller New Mexico MPOs, Santa Fe and Mesilla Valley. The presentation compared how they ranked and prioritized projects for their MTP in order to provide guidance on how FMPO could update the project prioritization chapter (Chapter 4) of the 2040 MTP. d. The 2017 FMPO traffic counts are summarized and shown on Page 50 of the Agenda. There were 70 count locations with slightly more than 40 also being speed and class count locations. Those locations are noted in the table where a speed is listed in the Avg/Spd column. This data proved beneficial for San Juan County when they were deciding on whether to close down CR5500 to one lane of traffic. The information showed excessive speeds on the roadway as well as bridge load limits being exceeded. e. Ms. Holton spoke with Patience Williams who is the Coordinator for the Healthy Kids/Health Community program with the San Juan County Partnership and the Coordinator for the Safe Routes to School (SRTS) program. Ms. Holton provided her with a copy of the NMDOT handbook for SRTS and discussed the MPO’s continuing participation with student arrival counts. Ms. Williams is hoping to be able to do one kid count this spring. Ms. Holton also spoke with her about funding opportunities and Ms. Williams said she is looking for grants and funding for the program. Ms. Holton provided her the contact information for the state’s TAP Coordinator where funding for SRTS might be available. 10. BUSINESS FROM THE CHAIRMAN, MEMBERS AND STAFF Policy Committee members welcomed Brad Fisher. There was no business from the Chairman, Members and Staff. 11. PUBLIC COMMENT ON ANY ISSUES NOT ON THE AGENDA There was no public comment on any issues not on the agenda 12. ADJOURNMENT Mr. Duncan moved to adjourn the meeting; Commissioner Sip seconded the motion. Councilor Duckett adjourned the meeting at 2:14 p.m. _________________________ ___________________________ Councilor Nate Duckett, Chair June Markle, Administrative Assistant 37