MPO Policy Committee

MPO POLICY COMMITTEE MEETING AGENDA June 27, 2019 1:30 p.m. Commission Chambers Aztec City Hall 201 West Chaco Aztec, New Mexico  AGENDA FARMINGTON METROPOLITAN PLANNING ORGANIZATION POLICY COMMITTEE MEETING June 27, 2019 1:30 PM This regular meeting will be held in Commission Chambers at Aztec City Hall, 201 West Chaco Street, Aztec, New Mexico. ITEM PAGE 1. Call to Order: Call meeting to order 2. Minutes: Approve the minutes from the May 23, 2019 Policy Committee 41-46 Meeting. 3. Consider Adoption of the Annual Transit Performance Targets for Red 1-4 Apple and proposed Policy Committee Resolution 2019-5 a. Review the Red Apple’s Transit Performance Targets and proposed Policy Committee Resolution 2019-5; b. Hold a public hearing on proposed Policy Committee Resolution 2019-5; c. Consider adoption of the Red Apple’s Transit Performance Targets and proposed Policy Committee Resolution 2019-5. ACTION ITEM Presented by: Mary L. Holton, AICP 4. Consider Adoption of Policy Committee Resolution 2019-6 Encouraging 5-22 NMDOT to Repair and Rebuild NM State 173 ACTION ITEM Presented by: Mary L. Holton, AICP 5. Consider Authorizing Policy Committee Chair to sign an FMPO Letter of 23-24 Support for the Pinon Hills Blvd/CR 3900 Joint BUILD Transportation Discretionary Grants Program Application ACTION ITEM Presented by: Mary L. Holton, AICP 6. Reports from NMDOT a. Update from District 5 (David Quintana) b. Update from the Planning Bureau (Joseph Moriarty) 7. Committee Member Discussion Item(s) 25 No additional discussion items were presented for inclusion on the Agenda 8. Information Items 26-39 a. Status of NMDOT’s Call for Projects to Apply for State-Funded Grants and Feasibility Meetings b. Review of Projects to be Listed in the New FFY2020-2025 Transportation Improvement Program (TIP) c. Special Policy Committee Meeting scheduled for July 25 at the MPO Office to adopt the new FFY2020-2025 TIP d. Annual FMPO’s Quality Assurance Review (QAR) e. MTP 2045 Report Presented by: Mary L Holton, AICP 9. Business from Chairman, Members, and Staff 10. Public Comment on Any Issues Not on the Agenda 11. 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: FTA Requirement for the MPO to Annually Adopt Transit Performance Targets for Red Apple and Policy Committee Resolution 2019-5 to Adopt those Performance Targets Prepared by: Mary L Holton, AICP, MPO Officer Date: June 27, 2019 BACKGROUND  In January 2017, the Federal Transit Administration and David Harris/NMDOT informed FMPO of requirements of the Transit Asset Management (TAM) Final Rule and the Metropolitan and Statewide and Nonmetropolitan Transportation Planning Final Rule published in 2016.  The TAM Final Rule required transit providers to set performance targets for state of good repair by January 1, 2017. The Planning Rule required each MPO to establish targets no later than 180 days (June 30, 2017) after the date on which the relevant state or provider of public transportation established its performance targets. The FTA requires MPOs to adopt Performance Targets annually.  The FMPO Policy Committee adopted the original TAM Performance Measures on June 14, 2017.  The Technical Committee will consider recommending approval of proposed PC Resolution 2019-5 on June 12, 2019 to re-adopt the targets.  Andrew Montoya/Red Apple advises that there were no changes to the targets from last year. You are referred to him regarding Red Apple’s current Transit Asset Management (TAM) Plan.  At their meeting on June 12, the Technical Committee forwarded a recommendation of approval to the Policy Committee. ANTICIPATED WORK  Seek final approval of the proposed Policy Committee Resolution 2019-5 by the Policy Committee on June 27, 2019. ATTACHMENTS  The Policy Committee Resolution 2019-5 can be downloaded by clicking the following link: https://www.fmtn.org/DocumentCenter/View/19576/PC-Reso- 2019-5-TAM-Plan_Legal-Reviewed ACTION ITEM  Hold a public hearing on proposed PC Resolution 2019-5.  The Technical Committee and MPO Staff recommend that the Policy Committee approve proposed Policy Committee Resolution 2019-5.  The adoption of the Transit Performance Targets is due to NMDOT on June 30, 2019. 1  APPLICABLE CITATIONS  49 CFR Part 625 2 3 4  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #4 Subject: Proposed Policy Committee Resolution 2019-6 Encourage NMDOT to Repair and Rebuild New Mexico State Highway 173 Prepared by: Mary L Holton, AICP, MPO Officer Date: June 27, 2019 BACKGROUND  At the Technical Committee meeting on May 8, 2019, residents and members of the community came forward to present their safety concerns with NM 173.  A 15-page petition signed by community members and visitors was presented requesting that the State Engineer and NMDOT investigate and resolve their safety concerns on NM 173.  The Technical Committee recommended drafting a Policy Committee Resolution in support of safety improvements to NM 173.  The Technical Committee recommended approval of proposed PC Resolution 2019-6 to encourage action on NM 173 by NMDOT on June 12, 2019. ANTICIPATED WORK  Seek final approval of the proposed Policy Committee Resolution 2019-6 by the Policy Committee on June 27, 2019. ATTACHMENTS  A copy of Policy Committee Resolution 2019-6 is attached. ACTION ITEM  The Technical Committee and MPO Staff recommend that the Policy Committee approve proposed Policy Committee Resolution 2019-6.  The adoption of proposed Policy Committee Resolution 2019-6 will then be forwarded to NMDOT. APPLICABLE CITATIONS  23 CFR Part 450.316 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #5 Subject: FMPO Letter of Support for the Pinon Hills Blvd/CR 3900 Joint BUILD Transportation Discretionary Grants Program Application Prepared by: Mary L Holton, AICP, MPO Officer Date: June 27, 2019 BACKGROUND  The City of Farmington and San Juan County are applying for a joint BUILD grant for the Pinon Hills Blvd/CR 3900 project.  The FMPO has been asked for a Letter of Support for this BUILD grant application. ANTICIPATED WORK  Seek Policy Committee approval for the Policy Committee Chair to sign the FMPO Letter of Support for the Pinon Hills Blvd/CR 3900 Joint BUILD Transportation Discretionary Grants Program Application. ATTACHMENTS  The proposed FMPO Letter of Support for the Joint BUILD Transportation Discretionary Grants Program Application is attached. ACTION ITEM  MPO Staff recommends that the Policy Committee consider authorizing the Committee Chair to sign the Letter of Support for the joint BUILD grant application.  The Letter of Support will then be forwarded to the City of Farmington and San Juan County. APPLICABLE CITATIONS  23 CFR 450.310; FMPO Committee Bylaws and Operation Procedures 23 24  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #7 Subject: Committee Member Discussion Items Date: June 27, 2019 DISCUSSION ITEMS There were no additional discussion items provided by Policy Committee members for inclusion in the Agenda. 25  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #8 Subject: Information Items Prepared by: MPO Staff Date: June 27, 2019 INFORMATION ITEMS a. NMDOT’s State Call for Projects. A total of seven (7) projects were submitted before the May 24 initial deadline. Following the Feasibility Meeting, which was held on June 6, with follow-up by District 5 with the MPO on June 14, a total of five projects were revised by the applicants and deemed feasible by NMDOT District 5. The projects submitted to NMDOT on the June 14 deadline by the MPO include Aztec Road Diet TIA, Bloomfield East Blanco Bridge, Farmington San Juan Blvd Resurfacing, Farmington Pinon Hills, and San Juan County CR 5500 Bridge. b. Review of Projects to be listed in the New FFY2020-2025 TIP. Attached is a list of projects on the current FFY2018-FF2023 TIP and the proposed projects to be listed on the new FFY2020-FFY2025 TIP. c. Special Policy Committee Meeting. A Special Policy Committee Meeting has been scheduled for Thursday, July 25, 2019 at 1:30 p.m. at the MPO Office. This special meeting is required to adopt the new FFY2020-2025 Transportation Improvement Program (TIP). d. Annual FMPO Quality Assurance Review (QAR). The MPO’s Annual Quality Assurance Review (QAR) was held on April 10. A copy of the written evaluation is attached for your review. e. Update on the 2045 MTP. A verbal report will be provided at your meeting. 26 27 28  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): Farmington MPO Reviewer: Joseph Moriarty Review date: 4/10/19 Personnel interviewed (list names and positions): Mary Holton, MPO Officer June Markle, Administrative Assistant 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, 2018. Provide context for any quotes, indicating the audit section in which the finding is found. Additionally, review the Single Audit Section and highlight any findings related to the PL grant. The City of Farmington’s Comprehensive Annual Financial Report (CAFR) for FY 2018 was released on 12/17/18. The independent auditors’ report was conducted by Clifton Larson Allen, LLP. In preparation of the QAR process the CAFR was submitted by the MPO Officer to the GTG Planning Liaison on 2/13/19. The City of Farmington’s CAFR identified two findings. The first finding (2018-001) related to controls surrounding cash receipt processing. This finding has limited applicability to the PL grant. However, the second finding (2018-002) relates to the controls surrounding the procurement process. The audit noted the City lacked a complete understanding of the procurement process and adherence to all requirements. The audit also, “recommended that the City document the reasons for, and appropriate approval of, exceptions to its policy of obtaining competitive bids and the basis for, and appropriate approval of, the selection of a particular vendor.” City of Farmington management indicated they addressed this finding with staff trainings on November 2, 2018 and will continue to address this finding by re- emphasizing the importance of due diligence with staff. The audit did not note any federal award findings and questioned costs. In addition, two prior year findings were resolved: finding 2017-001 (Preparation of the Schedule of Expenditures of Federal Awards) and 2017-002 Equipment and Real Property Management. Additionally, the audit is: Current  On file  Posted to the website  General summary: The City of Farmington’s Fiscal Year 2018 CAFR was received on 2/13/19 and identified two findings. The most applicable finding from the perspective of the PL grant relates to controls and requirements surrounding the procurement process. The audit did not identify any findings related to federal awards and costs. Two findings from the previous year (2017-001 and 2017-002) were also resolved. 29  Concerns/Issues: The finding that relates to the procurement process is a concern since the City of Farmington is the fiscal agent for the MPO and therefore the MPO uses the City’s procurement process. From the FHWA PL program perspective, the City of Farmington needs to establish consistent internal procedures, controls, and oversight to ensure that all federal requirements related to an open and competitive procurement process are met. All federal grants must comply with 2 CFR 200. Additionally, the Federal Aid Highway Program funds, which include the funds used for the MPO, must comply with 23 CFR. Federal procurement regulations “pass-through” to grantees (City of Farmington), to sub-grantees (NWNMCOG), and any potential vendors or consultants where federal funding is used. Best Practices: Procurement training conducted for City staff is a positive step. Follow-Up Needed On: Keep NMDOT informed on City’s resolution of the audit finding related to the City’s procurement processes. Notes from Follow-Up QAR: 2. Planning Products – are the following current, on file and posted to the website (PDF)? Current On file 1 Posted to the website    Metropolitan Transportation Plan (MTP)    Transportation Improvement Program (TIP)    Unified Planning Work Program (UPWP)    Public Participation Plan (PPP) (update in conjunction with MTP)    Title VI Plan with contact person identified (update every 3 yrs) 2    Annual Performance and Expenditure Report (APER)    Annual Listing of Obligated Projects N/A N/A N/A Air Quality Conformity letter (for EPMPO) N/A N/A N/A Congestion Management Plans (for applicable MPOs)    Other plans (list below) FMPO 2019 Bicycle and Pedestrian Plan General summary: The above FMPO Planning Products were visually inspected by the Planning Liaison and confirmed to be current, on file, and posted on the FMPO website http://fmtn.org/364/Farmington-MPO. The internal files are filed logically and are well organized. The Planning Products posted on the FMPO website are available as links from the main webpage, organized by Planning Product themes. Concerns/Issues: The Title VI Plan does not have a specific contact person identified, but directs the reader to the Human Resources Director at the City of Farmington. This is acceptable, provided the contact information listed is consistent even during staff turnover (i.e. a generic email address or main desk phone number). The Planning Liaison asked for a “cleaned-up” version of the Annual Performance and Expenditure Report (APER) be posted on the web-site. Current version is a low resolution scanned version of the document. FMPO staff to create and post a pdf file of the APER document on the website. Ensure that documents posted to the website are available in sufficient resolution so they are legible and accessible to the public. Post documents in a final pdf format. Once a new document is posted FMPO staff perform a “user test” of the document to confirm legibility and 1 ‘On file’ assumes an electronic copy; hard copies are optional. 2 Title VI Contact should be a specific person that works at the entity; ideally the contact information should be stable (e.g. ADA.TitleVI@xxcog.org or a general phone number) so that even if the person leaves, the contact information stays active. 30  accessibility. Recommend a regular check to make sure all the documents on the web site are current as part of best MPO management practices. (See discussion below regarding project management process.) Best Practices: Continue to use TIP Amendment Schedule as part of standard MPO management procedures to guide future amendments per 2/11/19 Corrective Action Plan. Follow-Up Needed On: Confirm that email and/or phone number provided for the Title VI contact is permanent and stable, so even in times of staff transition Title VI information received is still actively monitored. 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 (posted to website 72 hours prior to meeting)    Meeting minutes (for the past 2 years)    Approved documents (i.e. signed resolutions) General summary: The above Board and Committee materials are current and posted to the website. Current bylaws posted on website on 4/16/19. Agendas are posted a week in advance and meeting minutes are available for the past 2 years. Concerns/Issues: Concerned about the standing of the alternate that has been appointed to the Policy Committee by the Town of Kirtland. FMPO staff indicated that this individual is under contract to the Town of Kirtland to provide engineering services. NMDOT is unclear whether this person is also an elected or appointed official of the Town. The June 28, 2018 Farmington MPO Committee Bylaws and Operating Procedures indicate that Policy Committee alternates must also be either an elected official or an appointed government official of the governing body, except for the NMDOT member. It is also recommend that the FMPO staff consider establishing a consolidated project management process to monitor items related to both long term Planning Products and short term Board and Committee items so the most up-to-date and current documents are posted on the web site. (A Gantt Chart is a useful project management tools in this regard.) This would help staff visualize the lead time that is necessary for regular occurring Planning Products to be completed within their mandatory deadlines. Follow-Up Needed On: Research and determine official standing of Kirtland Policy Committee alternate. Compare official standing to the Bylaws to determine appropriateness of appointment. Communicate the outcome to NMDOT. Notes from Follow-Up QAR: 4. Financials - Reporting and Documentation  Reimbursement Packets consistently submitted in a timely, complete, and accurate fashion? 31  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? 1. Budget Report: track expenditures by line-item as defined by task in the UPWP budget 2. Expenditure Summary: provide a summary of federal funds expended plus local match paid, by quarter.  Is the documentation on file, well-organized, and accessible? 3. Security: what measures does the MPO take to ensure their IT systems are secure? General summary: Financial reporting and documentation submitted in a timely manner per the PPM. Documentation is complete and accurate. City of Farmington IT Department responsible for FMPO IT security. The MPO uses the City of Farmington’s servers to store and backup data. Rigorous IT procedures and protocols put in place by the City of Farmington since January 2018 ransom ware attack of system, i.e. no thumb or external drives allowed on any City of Farmington PC’s. Access is strictly monitored by IT staff. FMPO data backed-up on a regular basis to the City of Farmington server. Data residing on the FMPO website is also a built-in redundancy. Concerns/Issues: How the NWNMCOG contractor accounts for time and expenses remains a concern. Reimbursements requests cannot cross-over Federal program years. (For example, expenses that occurred during FFY18 are not eligible for payment with FFY19 funds.) Best Practices: MPO fiscal agent (City of Farmington) requiring monthly reimbursement packets from NWNMCOG rather than on a quarterly basis. As the MPO’s fiscal agent the City of Farmington needs to continue to scrutinize NWNMCOG reimbursement packets to ensure only allowable costs are included per 2 CFR 200 and PPM requirements. Follow-Up Needed On: N/A 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. GTG Liaison must randomly test a week to ensure the timesheets are on file and that they match what was included in that reimbursement packet.  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? N/A 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: Timesheets and time tracking records maintained by the FMPO were available for Planning Liaison review. City of Farmington uses Executime software to track time, attendance and job codes (PL or FTA) of COF employees that work for the MPO. Timesheets for MPO staff members working for the City of Farmington were found to be consistent with reimbursement packets. 32  Concerns/Issues: Time record keeping related to the NWNMCOG remain a concern. MPO fiscal agent (City of Farmington) needs to continue to monitor NWNMCOG time record keeping to ensure only eligible time and expenses related to MPO duties are reimbursed. Best Practices: N/A Follow-Up Needed On: N/A Notes from Follow-Up QAR: B. Contract Awards ☐ No Contractor Awards during the time period covered by this QAR OR:  Published Notice in Newspaper for Invitation for Bid or Request for Proposals (RFP) (advertisement), copy of ad  Bidder’s list at bid opening: Company(s) and quotation sheet(s); or copies of proposals received  Award Letter, “NOTICE OF AWARD”/”NOTICE TO PROCEED” Forms  All subsequent notices: starts, suspends, resumes, and completions  Copy of fully executed Contract on file  All invoicing (copies) for contractors, vendors, suppliers General summary: The only contract that was awarded by the MPO was to Russel Planning and Engineering to complete the FMPO 2019 Bicycle and Pedestrian. This contract started on March 14, 2018 and ended on March 13, 2019. The contract and invoices were inspected by the Planning Liaison during the QAR site review. Concerns/Issues: The Russel Engineering and Planning invoices where unclear regarding the time period that the invoice spanned. Russel Engineering and Planning numbered their invoices but did not indicate the period of time that the invoice covered. This is important so that services are not inadvertently billed and paid twice. It is recommended that the FMPO require consultants to provide a specific invoice number as well as identify the time period of service (beginning date and ending date) of the work on the invoice cover page. It is also a best practice to require consultants (and sub-consultants) to include time sheets in the invoice package for the period of service invoiced. This is a good check to make sure the hours billed in the invoice align with the actual time sheet records of the consultant. This is especially good management practice for consultants that have limited experience working on federally funded projects. Best Practices: N/A Follow-Up Needed On: N/A Notes from Follow-Up QAR: C. Inventory of capital assets acquired with Federal Aid Highway Program funds valued at $5,000 and greater ☐ Not applicable OR:  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? 33   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?  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: MPO staff indicated that a 2014 Ford Explorer 4x4 model was the only capital asset purchased by Federal Highway Program funds by the MPO. It was purchased for $23,892 and received by the City of Farmington on 5/7/14, VIN#1FM5K8B88EGB774619. MPO staff provided a printed copy of an email to the Planning Liaison from Joey Roadhouse (City of Farmington) to Shannon Glendenning (NMDOT) “Re: Information on the MPO Explorer (Unit #10407) Requested by NMDOT” dated April 11, 2018 detailing the capital asset purchased by Federal Highway Program funds by the MPO. Concerns/Issues: A capital asset inventory of all assets acquired with Federal Aid Highway Program funds valued at $5,000 and greater that meets requirements of 2 CFR 200.313(e) must be maintained and updated. This capital asset inventory needs to be available for inspection by NMDOT and/or FHWA. Update inventory annually in advance of the QAR Site Reviews. This inventory was not available for annual QAR Site Review, conducted on 4/10/19. Best Practices: N/A Follow-Up Needed On: FMPO must have capital asset inventory of all assets acquired with Federal Aid Highway Program funds valued at $5,000 and greater available for annual QAR Site Review. FMPO did not have this inventory available at the QAR Site Review. Once obtained from the City of Farmington, FMPO staff should email it to the FMPO Planning Liaison. 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 or MOA establishing the MPO current and on file?   Other (list) Intergovernmental Services Agreement: Farmington Metropolitan Planning Organization (FMPO): Administrative and Management Services General summary: Cooperative Agreement with NMDOT (Contract Number D16019) dated 8/9/18 is current and on file and posted on the FMPO website. Cooperative Agreement term: August 9, 2018 through September 30, 2022. 34  Joint Powers Agreement (approved on 8/17/18) is also current and on file and posted on the FMPO website. Joint Powers Agreement term: October 1, 2018 through September 30, 2020. Intergovernmental Services Agreement (ISA): Farmington Metropolitan Planning Organization (FMPO): Administrative and Management Services (dated 9/18/19) is current and is on file at the MPO. ISA term: August 15, 2018 through August 14, 2019. This ISA is between the City of Farmington and the Northwest New Mexico Council of Governments to provide Administrative and Management Services to the Farmington Metropolitan Planning Organization. Concerns/Issues: N/A Best Practices: Continue to keep on file and post on website as appropriate. Follow-Up Needed On: N/A 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: The NMDOT Data Management Bureau (Traffic Monitoring Program) is leading and coordinating traffic counts for the Farmington MPO, (as well as other smaller MPOs across the state). The FMPO is currently waiting on calibrated 2018 AADT counts from NMDOT for the Farmington region. The Farmington MPO is still maintaining their Midwestern Software Solutions (MS2) license, a web-based Transportation Data Management System that is used by the FMPO to compile and analyze traffic data. FMPO staff indicated that traffic flow maps and functional system maps are posted on the FMPO website, but they are dated. FMPO staff also indicted that they coordinate with NMDOT to maintain Functional and NHS designations. Concerns/Issues: How the FMPO MS2 license relates to the NMDOT Traffic Monitoring Program remains a concern. The NMDOT Traffic Monitoring Unit is not coordinating with FMPO on how to best utilize the MS2 license that FMPO is maintaining. FMPO may elect to discontinue the MS2 license, unless it determines that the features offered by maintaining the license are beneficial to FMPO. The NMDOT Planning Bureau recognizes the challenges FMPO faces in updating their traffic flow and functional system maps. The foundational data that is necessary to produce these maps is contingent on the cooperation of the NMDOT Traffic Monitoring Unit. Best Practices: Follow-Up Needed On: FMPO needs to update their traffic flow and functional system maps. Notes from Follow-Up QAR: 7. Staff & Board/Committee Member Training and Professional Development 35   Is there a training/professional development plan for MPO staff and how is it being implemented?  Have all MPO staff attended the basic NHI courses when offered [e.g. Federal-Aid Highways 101 (last offered spring 2014), Highway Program Funding (last offered winter 2016)]?  Has an MPO Planner attended a NM Open Meetings Act training?  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: FMPO staff indicated that there are ongoing training and professional opportunities for staff. Specifically, FMPO staff will be participating in the 2 CFR 200 Trainings (May 14 and 15, 2019) as well as eSTIP trainings at NMDOT. FMPO staff also indicated that they have participated in National Highway Institute (NHI) courses. FMPO staff have also attended the NM Open Meetings Act training. FMPO staff have instituted quarterly trainings for Technical Committee and Policy Committee members at TC and PC meetings. FMPO staff indicated that the meeting agendas for both the Technical Committee and Policy Committee meetings includes opportunities for input by members (under the Business from Chairman, Members, and Staff standard agenda item) and from the public (Public Comment on Any Issues Not on the Agenda standard agenda item). Concerns/Issues: N/A Best Practices: In the last year and since the last QAR, FMPO added the Town of Kirtland to the MPO via the JPA. FMPO staff also indicated that the recent change in the JPA that increased the membership of the committees resulted increased participation at TC and PC meetings Follow-Up Needed On: N/A 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: FMPO staff indicated the public attendance is tracked through a sign-in sheet available at each TC and PC meetings. Public attendance is also tracked through the minutes of each meeting. Emails received from the public are included as public comments as part of the TC and PC agenda packets for committee members. Concerns/Issues: Outreach to Environmental Justice/minority communities is recognized as an issue by FMPO staff. The City of Farmington participates in other Federally funded programs where outreach to Environmental Justice/minority communities has been flagged. The City of Farmington and FMPO are coordinating to address these concerns. The FMPO intends to address improved outreach to Environmental Justice/minority communities through a revised Public Participation Plan. Recommend exploring low cost methods to improve outreach to the public that may not have internet access and/or Environmental 36  Justice/minority communities. Possible outreach methods include: community based bulletin boards, public service announcements, and public access TV/Radio. Best Practices: FMPO TC and PC meetings comply with NM Open Meeting Act. Public attendance encouraged. Opportunity for public comment included as a regular agenda item for all meeting Follow-Up Needed On: Improve outreach to the public that may not have internet access and/or Environmental Justice/minority communities. Notes from Follow-up QAR: 9. Tracking all TIP projects – how is the MPO Planner doing this? General summary: FMPO staff indicated that MPO tracks TIP projects through the monthly Technical Committee meeting updates that the TC members provide. FMPO staff also monitors the eSTIP to make sure that the local public agencies within the MPO enter their amendments in the eSTIP correctly. Concerns/Issues: Updates for TIP projects are sometimes not provided at the Technical Committee meetings. A good approach to improve the monthly TIP project updates is to have TC committee members prepare and communicate their updates to MPO staff 2 to 3 days in advance of the TC meeting. A brief written update would suffice. Using these brief written monthly TIP updates, a consolidated table would be compiled by MPO staff. Ultimately this consolidated table of TIP Updates would be made available and/or displayed during the TCC meetings. This way other committee members, MPO staff, and the public in attendance can better follow and comprehend the updates. TC members would continue to provide their TIP project update verbally at the meeting and be available to answer questions or clarify issues regarding the project. This more systematic approach would also serve as an early warning system to avoid any future programming issues related to design and engineering schedules, ROW/Environmental certifications, lapsing funding, etc. Best Practices: N/A Follow-Up Needed On: N/A Notes from Follow-up QAR: 10. Nonconformance issues during the time period since the last QAR:  Have there been nonconformance issues (per PPM) since the last QAR?  If so, is there a Corrective Action Plan underway? The FMPO Corrective Action Plan (CAP) spanned the 2017 to 2019 time frame. The FMPO CAP amendment finalized on February 11, 2019 was closed on April 12, 2019. NMDOT and FMPO agreed to the previous CAP on 2/23/17 and amended it on 10/27/17. All FMPO CAP findings are considered closed as of April 12, 2019. 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) 37  General summary: File structure visually inspected by Planning Liaison. Files where logically organized and easy to find. Per the 9/18/18 City of Farmington/NWNMCOG Intergovernmental agreement (ISA) the City of Farmington IT Department, including its GIS Division will provide services to the FMPO, including the purchase and maintenance of personal computers, peripherals, networks, telephones and software. The FMPO’s website will continue as an extension of the City’s website. City of Farmington uses a shared drive network system. Network data is backed up on a regular basis. Network use is restricted to authorized personnel only. Authorization from Departmental Head to get access to network is required. All MPO employees have access to the MPO drive and data. Access is provided to NWNMCOG Executive Director. All IT resources under Fiscal Agent (City of Farmington) control. Concerns/Issues: N/A Best Practices: Since January 2018 ransom ware attack of Farmington’s network system access is strictly monitored by IT staff. Robust IT procedures put in place by the City of Farmington. Follow-Up Needed On: N/A Notes from Follow-Up QAR: 12. Additional notes and comments: The Farmington MPO website is an effective tool to disseminate information to the public about MPO activities. Consider refreshing the website as updated data (traffic counts, maps, and plans) become available. MPO physical and digital files are maintained in an efficient and logical manner. MPO Officer and Administrative Assistant very responsive during QAR Site Review. 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. The most applicable findings from Farmington’s 2018 financial audit relates to controls and requirements surrounding the procurement process. The City of Farmington as the MPO’s fiscal agent needs to acknowledge and understand that Federal regulations pass-through to grantees, sub-grantees, and to any vendors or consultants when federal funding is used. Therefore, it is important for City and MPO staff to participate in training opportunities that address federal procurement and 2 CFR 200 requirements. The following specific items need to be addressed by the FMPO: 1. MPO Officer to provide a progress report regarding the City’s resolution of the audit finding related to the City’s procurement processes. 2. MPO Officer to confirm that email and/or phone number provided for the Title VI contact is permanent and stable. 3. FMPO staff to research and determine official standing of Kirtland Policy Committee alternate per the current MPO Committee Bylaws and Operating Procedures. 38  4. Capital asset inventory of all assets acquired by the FMPO with Federal Aid Highway Program funds valued at $5,000 and greater to be made available at annual QAR Site Reviews. FMPO must send the current inventory to GTG Liaison. 5. MPO Officer to provide progress report regarding updates to FMPO traffic flow and functional system maps. 6. MPO staff to identify methods to improve outreach to the public that may not have internet access and/or Environmental Justice/minority communities. NMDOT GTG Planning Liaison will check in with MPO staff at six months from the date this QAR was emailed to the FMPO (noted below) to review progress on follow-up items included above. Follow-up Recommendations for next QAR: Review and Sign-off Final Submitted to GTG Supervisor on (DATE) Joseph Moriarty (5/22/19) Reviewed and Approved by (NAME) on (DATE) Rosa Kozub (5/29/19) Final Report (pdf) emailed to MPO on (DATE) 5/29/19 39 The draft minutes from the May 23, 2019 Policy Committee meeting are on the following pages 40  MINUTES FARMINGTON METROPOLITAN PLANNING ORGANIZATION POLICY COMMITTEE MEETING MAY 23, 2019 Policy Members Present: Jeanine Bingham-Kelly, City of Farmington Sean Sharer, City of Farmington Rob Maes (Alt.), City of Farmington Dan Flack (Alt), Kirtland Larry Hathaway (Alt.), San Juan County Policy Members Absent: Sherri Sipe, City of Aztec Curtis Lynch, City of Bloomfield Julie Baird, City of Farmington John Beckstead, San Juan County Glojean Todacheene, San Juan County Staff Present: Mary Holton, AICP, MPO Officer June Markle, MPO Administrative Assistant Staff Absent: None Others Present: Joseph Moriarty, Planning Liaison, NMDOT (via phone) David Quintana, NMDOT District 5 (via phone) 1. CALL TO ORDER Chair Sharer called the meeting to order at 1:45 p.m. 2. APPROVE THE MINUTES APRIL 25, 2019 POLICY COMMITTEE MEETING Mr. Hathaway moved to approve the minutes from the April 25, 2019 Policy Committee meeting. Councilor Bingham-Kelly seconded the motion. The motion was unanimously approved. 3. QUARTERLY EDUCATIONAL PRESENTATION – CRITICAL ISSUES IN TRANSPORTATION 2019 Subject: Quarterly Educational Presentation – Critical Issues in Transportation 2019 Prepared by: Mary L Holton, AICP, MPO Officer Date: May 8, 2019 41  PRESENTATION A copy of the Transportation Research Board (TRB) publication “Critical Issues in Transportation 2019” was included within the email for your agenda. This reading was selected as it “poses a series of challenging questions about potential critical issues that may arise 10 to 20 years into the future.” This subject is especial important as the MPO begins preparing for the development of its 2045 MTP. The authors advise that “Changes are coming at transportation from all directions, including potentially revolutionary technologies such as drones and automated vehicles, rapid innovations in urban transportation services, unreliable funding for infrastructure and operations, and possible changes in national policies affecting trade, climate, environmental protection, and sources of energy. The potential consequences of these changes could make future congestion, fuel consumption, and emissions either markedly better or markedly worse. Correspondingly, these potential changes could positively or adversely affect commercial truck, rail, aviation, and waterborne networks, with significant implications for the delivery of goods and services, personal travel, and the economy.” Sections in the reading include Transformational Technologies and Services; Serving a Growing and Shifting Population; Energy and Sustainability; Resilience and Security; Safety and Public Health; Equity; Governance; System Performance and Asset Management; Funding and Finance; Goods Movement; Institutional and Workforce Capacity; and, Research and Innovation. MPO Staff invites you to read the publication noting what the MPO will most likely need to address in the development of the new MTP. Please come to the meeting prepared to discuss the issues you believe will challenge the MPO in the future. DISCUSSION: Ms. Holton said the copy of the TRB publication, “Critical Issues in Transportation 2019” was provided to the Policy Committee as the quarterly education required by NMDOT to be presented to both FMPO Committees. The purpose of sharing this particular article was to provide a broad understanding of future transportation issues. Ms. Holton said that the article touches on many futuristic concepts along with a discussion on the safety features being added to newer vehicles. Mr. Maes noted the article looked interesting and, after reading it, would pass it on to Julie Baird. He asked if there was any discussion of driverless vehicles. Ms. Holton responded that there was, but added that the writers explained that some of the concepts might come into play while others might not. There may not be the economies for these concepts to occur in all areas. The article presented a very big picture futuristic view of transportation. 4. REPORTS FROM NMDOT District 5 – David Quintana Mr. Quintana said that he, along with the entities and MPO Staff, will be meeting soon to review Project Feasibility Forms for the new call for projects. Construction on US 64 and the LaPlata Bridge are ongoing. Their construction schedules remain the same. 42 Mr. Quintana said that there are some pavement preservation projects planned for Murray Drive (truck route) in Farmington. In the next few months, District 5 will be working with the MPO to get projects programmed into the TIP and STIP. Mr. Hathaway re-stated a continuing issue with signage along NM 516 between Aztec and Farmington. Heading west on NM 516, the speed limit drops to 45 mph shortly before the turnoff to Farmington Lake. However, not 50 feet away, and still before the Farmington Lake turnoff, there is a state speed limit sign showing 55 mph. Mr. Hathaway has brought up this concern several times, but the signage confusion persists. It was recommended to show Mr. Quintana the problem first-hand the next time he is in the area. Chair Sharer asked if the new Transportation Commissioner for District 5 had been named. Mr. Quintana said he had no word yet on this appointment, but would check with Paul Brasher. Planning Bureau – Joseph Moriarty Mr. Moriarty reported that the Planning Bureau will also be working with the MPO and District 5 on the state’s recent call for projects. He noted this was a very unique funding opportunity to provide more flexibility to local agencies in funding local transportation projects. He encouraged all member entities to apply. 5. COMMITTEE MEMBER DISCUSSION ITEMS Subject: Committee Member Discussion Items Date: May 23, 2019 DISCUSSION ITEMS There were no additional discussion items provided by Policy Committee members for inclusion in the Agenda. 6. INFORMATION ITEMS Subject: Information Items Prepared by: MPO Staff Date: May 23, 2019 43  INFORMATION ITEMS a. TIP Amendment #7, New FFY2020-2025 Transportation Improvement Program (TIP). It is noted that there were no project change forms received by FMPO for the formal TIP Amendment #7 to the FFY2018-2023 TIP. The remaining amendment cycles (#8 and #9) for the FFY2018-2023 TIP have been cancelled so that we can start the FFY2020-2025 TIP Adoption Process, which will begin in May 20th with the Call for Projects and will end with the final consideration by both the Technical and Policy Committees in August 2019. A schedule for this TIP Adoption is attached for your information. b. Annual FMPO Quality Assurance Review (QAR). The MPO’s Annual Quality Assurance Review (QAR) was held on April 10. We are expecting Joseph Moriarty’s written evaluation soon. c. MTP Report. MPO Staff continues to work on the draft Public Participation Plan (PPP). Once finalized, the PPP will require a 30-day public review/comment period. d. NMDOT Traffic Counts. Staff advised last month “the NMDOT Traffic Monitoring section is in the process of annualizing all of the 2018 traffic counts. During then March MPO Quarterly, Sean Noonen/NMDOT reported that FMPO’s data is expected to be released in April, and that the 2019 locations will be coordinated with the MPO (including the Tech Committee) very soon.” Sean has released the raw data, which MPO staff releases to the member entities. The files were also forwarded to the GIS Division with the City of Farmington so that they can provide mapping assistance to the MPO so that the maps can be posted on the MPO’s website. e. TAP/RTP/CMAQ Application Update. Please congratulate San Juan County and the City of Farmington on their recent Transportation Alternatives Program (TAP) and Recreational Trails Program (RTP) grant awards for the following projects: Glade Run Recreation Area Trails, Kirtland School Multi-Use Trail, and Foothills Drive Enhancement Phase II! The federal funding for the three FMPO projects totals more than $1.3M. Way to go Fran, Nick, and Virginia! A copy of Selection Process and Feedback from NMDOT is attached. Unfortunately, none of the FMPO member entities received a CMAQ grant award. f. TAM Plan Transit Performance Targets Adoption. This item will return next month, as the FTA requires that the MPO adopt these targets annually by June 30. Andrew has advised that the Red Apple’s Targets have not changed. g. Call for Projects. NMDOT has announced its call for projects. Local and tribal governments in New Mexico are eligible to apply for state funded grants. Applications are due to NMDOT by June 14, 2019, with a number of steps prior to submittal. See the attached letter for details. h. Staff Training. MPO Staff will travel to Santa Fe for NMDOT eSTIP Training and FHWA Grants Management Training (2 CFR 200) May 13-15. i. NM 173. Approximately 20 persons attended the Technical Committee in Aztec on May 8 to voice their support for safety improvements to this roadway that serves Navajo State Park and the adjoining communities. The Technical Committee has requested that a Policy Committee Resolution of support be considered during the June FMPO meetings. 44  It is noted that this project is on the MPO’s current TIP. Paul Brasher was instrumental in getting the project on the TIP, which all of the FMPO members supported. The MPO looks forward to the project's monthly Technical Committee update by the District Representative and the updated information we receive from NMDOT in the FFY2020-FFY2025 TIP Call for Projects. DISCUSSION: Ms. Holton first discussed Information Item “g”, the Call for Projects (see Page 46 of the Agenda). The NMDOT’s Call for Projects was issued on April 30, 2019 in a letter from Michael Sandoval, Cabinet Secretary. The deadline for submittal of projects to the MPO is May 24 at 5:00 p.m. The project feasibility meeting to discuss the projects with the entities, David Quintana, Joseph Moriarty, and MPO Staff is tentatively set for June 6. a. There were no project change forms received by the FMPO for the formal TIP Amendment #7 to the FFY2018-2023 TIP. In addition, the remaining amendment cycles (#8 and #9) for the FFY2018-2023 TIP were cancelled in order to begin the new FFY2020-2025 TIP adoption process which will began May 20th with the Call for Projects. Final consideration by both the Technical and Policy Committees will be taken in July 2019 due to a revised submittal date to NMDOT of August 26. The TIP Adoption Schedule is attached (see Page 43 of the Agenda) for your information. Due to this revised NMDOT submittal date and final considered adoption of the new FFY2020-2025 TIP needing to take place in July, a Special Policy Committee is now required. This special meeting is scheduled for July 25, 2019 at 1:30 p.m. at the MPO Office. b. The MPO’s Quality Assurance Review was conducted on April 10 by Joseph Moriarty. His written evaluation is expected soon. c. Work on the MTP is progressing. Ms. Holton has been working to rewrite the Public Participation Plan (PPP) and working on the procurement process to identify a consultant for the MTP. d. No update on the status of the traffic counts. Staff is hopeful that the City of Farmington’s GIS Department will be able to provide some information soon that will be posted to the MPO’s webpage. e. Three local TAP/RTP applications received grant awards: San Juan County’s Glade Run Recreation Area Trails, Kirtland School Multi-Use Trail, and the City of Farmington’s Foothills Drive Enhancement Phase II. The federal funding for the three FMPO projects totaled more than $1.3M. A copy of the Selection Process and Feedback from NMDOT is attached (see pages 44-45 of the Agenda). Unfortunately, none of the FMPO member entities received a CMAQ grant award. f. FHWA and FTA required the adoption of the Red Apple Transit’s Transit Asset Management (TAM) Plan performance targets annually in June. Consideration of this will be on the June meeting agendas for both the Policy and Technical Committees. No changes to last year’s TAM Plan are proposed. 45 g. Addressed above. h. Ms. Holton attended eSTIP and FHWA Grants Management (2 CFR 200) training in Santa Fe on May 13-15. i. A group of citizens and interested parties attended the Technical Committee meeting on May 8 to voice their support for safety improvements for NM 173. The Technical Committee Chair directed FMPO Staff to draft a resolution of support that will be presented to the Policy Committee for considered approval in June. Since that meeting, FMPO received a TIP amendment to place funding in a future year for safety improvements to NM 173. 7. BUSINESS FROM THE CHAIRMAN, MEMBERS AND STAFF There was no business from the Chairman, Members and Staff. 8. PUBLIC COMMENT ON ANY ISSUES NOT ON THE AGENDA There was no public comment on any issues not on the agenda 9. ADJOURNMENT Councilor Bingham-Kelly moved to adjourn the meeting. Mr. Maes seconded the motion. The motion was passed unanimously. Chair Sharer adjourned the meeting at 2:03 p.m. _________________________ ___________________________ Sean Sharer, Policy Committee Chair June Markle, Administrative Assistant 46