MPO Policy Committee

MPO POLICY COMMITTEE MEETING AGENDA April 27, 2023 10:30 a.m. Farmington City Hall Executive Conference Room 800 Municipal Drive Farmington, New Mexico 1  AGENDA FARMINGTON METROPOLITAN PLANNING ORGANIZATION POLICY COMMITTEE MEETING April 27, 2023 10:30 AM This meeting will be held at the Farmington City Hall, Executive Conference Room, 800 Municipal Dr., Farmington, NM with virtual participation provided via a GoToMeeting link provided below. ITEM PAGE 1. Call to Order: Call meeting to order, take attendance 2. Minutes: Approve the minutes from the February 23, 2023 Policy Committee 22-31 Meeting. 3. Committee Bylaws and Operating Procedures Update: Review changes to 3-19 document. Presented by: Peter Koeppel 4. MPO Boundary and Urban Area Update: Overview of 2010 and 2020 20 Decennial Census Urban Areas and potential need for MPO boundary update. Presented by: Peter Koeppel 5. FMPO Bicycle and Pedestrian Plan Update 21 6. Reports from NMDOT a. Update from the Planning Bureau (Shannon Glendenning) b. Update from District 5 (Paul Brasher) 7. Business from Chairman, Members, and Staff 8. Public Comment on Any Issues Not on the Agenda 9. Adjournment The public body may only take action on an item if it is listed for action on the publicly noticed agenda. Please join my meeting from your computer, tablet or smartphone. https://meet.goto.com/718046797 You can also dial in using your phone. United States: +1 (669) 224-3412 Access Code: 718-046-797 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. 2  FARMINGTON METROPOLITAN PLANNING ORGRANIZATION Agenda Item #3 Subject: Review and provide comments on updated Committee Bylaws and Operating Procedures proposals Prepared by: Peter Koeppel, MPO Officer Date: April 27, 2023 BACKGROUND ▪ FMPO Bylaws are to be reviewed and revised, if necessary every three years. ▪ Current Bylaws are valid through September 30, 2023 ▪ Recommended changes include: ensuring the ability of committee members, staff, and the public to attend meetings virtually, in accordance with state law. CURRENT WORK ▪ The 30-day public review period will be posted later this year. ▪ Action on the updated Committee Bylaws in May or June ACTION ITEM ▪ Provide comments and recommendations to the proposed Committee Bylaws APPLICABLE CITATIONS ▪ 23 U.S. Code § 134 - Metropolitan transportation planning ▪ 23 CFR 450.310 - Metropolitan planning organization designation and redesignation ▪ 23 CFR 450.314 - Metropolitan planning agreements ▪ 23 U.S. Code § 134 - Metropolitan transportation planning ▪ Joint Powers Agreement Act, being Sections 11-1-1 et. Seq., NMSA 1978, as amended. ▪ NMDOT Planning Procedures Manual, Metropolitan Planning Organizations, Internal Structure, pages 46-48 3  Farmington MPO Committee Bylaws and Operating Procedures Farmington Metropolitan Planning Organization Aztec * Bloomfield * Farmington * Kirtland * San Juan County Approved by the Policy Committee _________, 2023 4  Farmington Metropolitan Planning Organization Committee Bylaws and Operating Procedures Purpose .................................................................................................................3 POLICY COMMITTEE...........................................................................................4 I. Authority .....................................................................................................4 II. Membership ................................................................................................4 A. Voting Members ...............................................................................4 B. Ex-Officio Members .........................................................................5 C. Officers ............................................................................................5 D. Removal Procedure .........................................................................5-6 E. Committees......................................................................................6 III. Meetings .....................................................................................................7 A. Regular Meetings .............................................................................7-8 B. Special Meetings .............................................................................8 C. Emergency Meetings .......................................................................8 D. Quorum ............................................................................................8 E. Voting Procedure .............................................................................8-9 IV. Staff ............................................................................................................9 A. MPO Officer Designated ..................................................................9 B. MPO Staff Responsibilities ..............................................................9-10 TECHNICAL COMMITTEE .................................................................................10 I. Name ........................................................................................................10 II. Responsibilities.........................................................................................10 III. Membership ..............................................................................................10 A. Members ........................................................................................11 B. Alternate Members.........................................................................11 C. Membership Appointment ..............................................................11 D. Officers ..........................................................................................11-12 E. Removal Procedure .......................................................................12-13 F. Replacement Procedure ................................................................13 IV. Meetings ...................................................................................................13-14 A. Quorum ..........................................................................................14 B. Voting Procedure ...........................................................................14-15 AMENDMENT PROCESS AND RENEWAL .......................................................15 I. Amending the Bylaws ...............................................................................15 II. Renewal of the Bylaws .............................................................................15 5  Farmington Metropolitan Planning Organization Committee Bylaws and Operating Procedures Purpose The Farmington Metropolitan Planning Organization (FMPO), as designated by the Governor of the State of New Mexico, is established by a Joint Powers Agreement between the participating members consisting of the Cities of Aztec, Bloomfield, Farmington, the Town of Kirtland, and San Juan County. FMPO contracts with the New Mexico State Department of Transportation to carry out the Metropolitan Transportation Planning Process as defined within the provisions of 23 CFR Section 450. The contracts and Joint Powers Agreement (JPA) establish a number of operational and procedural requirements for the MPO. The purpose of these Bylaws and Operating Procedures is to establish guidance on issues not formally covered in the JPA or contracts. __________________________________ Councilor Sean Sharer, Policy Committee Chair __________________________________ Nick Porell, Technical Committee Chair __________________________________ Peter Koeppel, MPO Officer Policy Committee I. Authority The Policy Committee has authority granted under the current Joint Powers Agreement, applicable to contracts and State and Federal laws and regulations, including but not limited to 23 CFR Section 450. 6 II. Membership A. Voting Members The Policy Committee is made up of nine (9) voting members; eight (8) who are appointed by the governing bodies of the participating local governments and one (1) designated by NMDOT. Either an elected official (preferable) or an appointed government official of the governing body may serve as a member or designated alternate. The governing body of each participating member is responsible for appointing an official to the Policy Committee as follows: One (1) from the City of Aztec; One (1) from City of Bloomfield; Three (3) from the City of Farmington; Two (2) from San Juan County; One (1) from the Town of Kirtland; and One (1) from the New Mexico Department of Transportation Alternates may be designated by the participating member’s governing body or NMDOT for their voting member; the alternates must also be either an elected official (preferable) or an appointed government official of the governing body, except for the NMDOT member. For members and alternates, the governing body and NMDOT shall submit a letter to the MPO Officer designating the member and the alternate member. The member’s and the alternate’s designation shall remain in effect until they can no longer serve in that capacity. A new letter designating a new member or alternate will then need to be submitted by that entity. Each Policy Committee member or their designated alternate has one vote. If a Policy Committee member is absent for more than two (2) consecutive meetings in a calendar year, the Policy Committee may petition the absent member’s governing body for a new appointment. B. Ex-Officio Members The Policy Committee may establish ex-officio members from the Federal Highway Administration (FHWA), the New Mexico Department of Transportation (NMDOT) or other appropriate agency. 7 C. Officers The officers of the Policy Committee shall consist of a Chair, Vice Chair and a Secretary. 1. The Policy Committee will hold their Annual Election of Officers during their January meeting. The Chair and Vice Chair shall be chosen from among the members of the Policy Committee. The duties of the Chair shall be to preside at all meetings of the Policy Committee. The Vice Chair shall be responsible for presiding at the meetings in the absence of the Chair. The Chair and Vice-Chair shall serve for a 12-month period. 2. The MPO Officer or designee shall be a non-voting member, act as the Secretary and shall have the responsibility for maintaining accurate records of all Policy Committee meetings. The MPO Officer, MPO Associate Planner and MPO Administrative Assistant shall prepare agendas and such other duties as may be designated from time to time by the MPO Policy Committee. 3. If the Chair or Vice Chair position becomes vacant, the remaining Policy Committee members shall elect a replacement officer at the next regularly scheduled meeting. 4. If neither the Chair nor Vice-Chair can attend a regular Policy Committee meeting, the remaining members will select among themselves a member to serve as Chair for that meeting. D. Removal Procedure 1. Attendance by members is required at all Policy Committee meetings. Policy Committee membership may be terminated if a Technical Committee member fails to attend seventy-five (75) percent of the Policy Committee meetings in a twelve-month calendar period. Committee attendance is recorded and archived by the MPO Officer or designee. 2. Attendance requirements and removal procedures do not apply to Policy Committee alternates. Their attendance is only subject to filling in for their respective Policy Committee member. 3. The Chair shall speak with a Policy Committee member who is subject to removal through non-attendance to determine if that member will make a commitment to attend Policy Committee meetings. If the member cannot make the commitment, the Chair will send a recommendation to the City of Town Manager, County CEO, or 8  appropriate manager with NMDOT that a new member from that entity be designated to serve on the MPO Policy Committee. 4. In the event that it is the MPO Policy Committee Chair that is subject to removal through non-attendance, the Vice Chair shall conduct the process as described above. If the Vice Chair is unable to participate, the remaining Policy Committee members shall choose someone amongst themselves to conduct this process. 5. In the event of a dispute concerning the abandonment or vacation of a Policy Committee member, the Policy Committee member affected may petition the MPO Policy Committee to be allowed an opportunity to show cause why he or she should not be removed from office. 6. The MPO Policy Committee may remove any Policy Committee member upon the grounds of malfeasance or nonfeasance of office through an affirmative vote of a majority of the voting members. E. Replacement Procedure The designated appointing entities shall make any and all replacement appointments to the Policy Committee. All replacement appointments made shall be provided in writing to the MPO Officer in a timely manner. F. Committees The MPO Policy Committee reserves the right to create committees or sub- committees, as needed, to assist with achieving goals outlined in the Metropolitan Transportation Plan. These committees may include ad hoc groups, more temporary in nature, or longer standing, perhaps permanent advisory committees. The Policy Committee reserves the right to issue a proclamation upon a majority vote of that committee and after the proposal has been placed on the agenda as an action item in accordance with the New Mexico Open Meetings Act. III. Meetings All meetings held shall be in compliance with the New Mexico Open Meetings Act and the Open Meetings Resolution adopted annually by the Farmington MPO Policy Committee. 9 Written notice of meetings (agendas) and supporting documentation shall be provided to the Policy Committee members on the following schedule: Regular Meetings – one (1) week notice Special Meetings – four (4) day notice Emergency Meetings – four (4) hours prior to the meeting Robert’s Rules of Order shall be followed, except that the Chair may make motions, participate in discussion and vote on any motion. To afford Policy Committee members an opportunity to add items to the agenda, a draft agenda will be sent out approximately one week prior to the final agenda being distributed (approximately two weeks before the upcoming Policy Committee meeting). Committee members proposing additional agenda items will need to work with MPO Staff on the scope of the final report. Staff and the MPO Officer (or designee) will review and approve all final agendas before they are distributed to the Policy Committee. A. Regular Meetings 1. Regular Meetings shall be held at least six (6) times per year as adopted by an annual resolution which establishes the meeting times, dates, and locations for the Policy Committee. The Committee Meeting Schedule will be determined for the upcoming calendar year by the Policy Committee at its last meeting of the previous calendar year by resolution. Locations for the Policy Committee meetings will be held on a rotating basis among the entities. Any item of business may be acted on at these meetings. 2. Policy Committee Members may vote on action items remotely either by voice, email or through a digital platform chat feature. Voting during a hybrid meeting (with some participants attending in person and other via telephone/digital platform) shall not conflict with the codes and regulations of the entity represented by the Policy Committee Member. The telephonic/virtual action shall be in accordance with the New Mexico Open Meeting Act (5661 NMSA 10-15-1). Policy Committee Members may vote on action items remotely either by voice, email or through a digital platform chat feature. Members of the public will be invited to attend the meeting in person or virtually through a digital platform and/or over the telephone allowing comments and questions at a time designated on the agenda. 2. Upon declaration of a public emergency by a government entity, a virtual or telephonic meeting may be called for the regularly scheduled meetings of the Policy Committee. This meeting would allow 10  participation by Policy Committee members and maintain any required/mandated social distance. Voting during a virtual or telephone meeting shall not conflict with the codes and regulations of the entity represented by the Policy Committee Member. The telephonic action shall be in accordance with the New Mexico Open Meeting Act (5661 NMSA 10-15-1). Policy Committee Members may vote on action items remotely either by voice, email or through a digital platform chat feature. Members of the public will be invited to attend the meeting virtually through a digital platform and/or over the telephone allowing comments and questions at a time designated on the agenda. B. Special Meetings Special Meetings shall be held as needed. Special Meetings may be scheduled by the MPO Officer, the Chair or a majority of the members of the Policy Committee. Special meetings may be held when unexpected deadlines come up that require action by the MPO. C. Emergency Meetings Emergency Meetings shall be held only when time constraints prohibit consideration of an issue at a Special Meeting or when postponement of any action would have adverse financial or other consequences for the Farmington MPO. Concurrence of a majority of the members of the Policy Committee is necessary to hold an Emergency Meeting. D. Quorum A quorum of the Policy Committee is defined in the Joint Powers Agreement as consisting of a majority of the voting members. No action shall be taken without a quorum of the Policy Committee in attendance (either in person or via telephone/virtual platform) at that meeting. Any action taken by the Policy Committee shall require a majority vote of all members of the Policy Committee. E. Voting Procedure 1. The method of taking a vote is by voice vote (“yeas or nays”). 2. The responsibility of announcing the vote rests upon the Chair who has the right to have the vote taken again, by a “show of hands”, by “raising 11  the right hand”, by ballot, by roll call, or by rising and having the vote counted, if necessary. 3. Telephonic/virtual vote is allowed at any Policy Committee meeting. Telephonic/virtual vote shall be enacted to approve actions and to hear reports. Telephonic/virtual vote shall only be allowed when the conference call/online platform being used allows each member participating by phone/computer to be identified when speaking and allows all participants, whether on the telephone/online or at the meeting, to hear each other at the same time. Telephonic/virtual vote shall be enacted on the request of any Policy Committee Member when he/she cannot attend the meeting due to reasons beyond his/her control. The members who cannot attend the meeting in person shall inform MPO staff of their need to participate by telephone/online. Telephonic/virtual vote shall not conflict with the codes and regulations of the entity that is represented by the Policy Committee Member. The telephonic/virtual action shall be in accordance with the New Mexico Open Meeting Act (5661 NMSA 10-15-1). IV. Staff A. MPO Officer Designated The fiscal agent of the MPO, or its subcontractor retained to manage the MPO, shall designate, with the concurrence of the FMPO Policy Committee, the MPO Officer. B. MPO Staff Responsibilities The MPO Officer shall be the primary staff person for the Policy and Technical Committees, responsible for directing all operational functions of the MPO, including, but not limited to: Maintaining official plans and records of the MPO; Managing the daily operations of the MPO; Preparing necessary reports as required by federal regulations and NMDOT; 12  Managing the budget and expenditures for the MPO in accordance with all applicable State and Federal Laws, as well as the Unified Planning Work Program (UPWP) as approved by the MPO Policy Committee, NMDOT, FHWA and FTA; Maintaining a current record of expenditures by the State and FHWA for transportation projects and facilities within the MPO’s planning area; Developing and updating the Unified Planning Work Program (UPWP), the Public Participation Plan (PPP), the Transportation Improvement Program (TIP), the List of Obligated Projects, and the Metropolitan Transportation Plan (MTP) for review by the MPO Technical Committee, and for approval by the MPO Policy Committee; Developing and implementing the committee member training program, in accordance with the MPO’s adopted UPWP and these Bylaws, which shall include, at a minimum, orientation training for new members, provision of MPO reference materials, a minimum of quarterly trainings for each Committee, and training required by the adoption of new state and federal regulations, policies, and procedures; Ensuring compliance with the State of New Mexico Open Meetings Act, and other applicable State laws; and, Supervising the other MPO staff, which may include the following: • MPO Senior Transportation Planner • MPO Associate Transportation Planner; and, • MPO Administrative Assistant. Technical Committee I. Name The committee acting as technical advisors to the Policy Committee shall be named the Technical Committee of the Farmington Metropolitan Planning Organization (FMPO). II. Responsibilities 13  As noted in the Joint Powers Agreement, the Technical Committee is established by the Farmington Metropolitan Planning Organization and shall be responsible for providing technical review of all transportation plans within the MPO’s planning area and providing input and recommendations to the MPO Policy Committee on issues and proposals directed to it by its membership, the MPO Policy Committee, or the MPO Officer. Other responsibilities shall include those as may be designated from time to time by the MPO Policy Committee. III. Membership Membership in the Technical Committee shall be governed by the Policy Committee of the Farmington Metropolitan Planning Organization. A. Members Voting Members of the Technical Committee shall include: One (1) representative from the City of Aztec; One (1) representative from the City of Bloomfield; Three (3) representatives from the City of Farmington: one (1) of these members shall be appointed by Red Apple Transit; Two (2) representatives from San Juan County; One (1) representative from the Town of Kirtland; and One (1) representative from the New Mexico Department of Transportation. Members of the Technical Committee are selected by their governing body, NMDOT, or Red Apple Transit. The entity shall submit a letter to the MPO Officer designating the member and the member’s designation will remain in effect until the member can no longer serve in that capacity. A new letter designating a new member will then need to be submitted by the appropriate entity. The MPO Officer may be designated as an ex-officio member of the Technical Committee by the Policy Committee. B. Alternate Member Each representative from an agency may appoint an alternate to the Technical Committee to serve when the appointed member cannot attend. The agency shall submit a letter to the MPO Officer designating the alternate. The alternate’s designation shall remain in effect until the alternative can no longer serve in that capacity. A new letter designating a new alternate will then need to be submitted by that entity. The designated 14  alternate shall have all of the voting privileges of the regular member when attending a meeting in the place of the regular member. C. Membership Appointment The MPO Policy Committee may appoint new voting or ex-officio members to the Technical Committee as it deems necessary. D. Officers The officers of the Technical Committee shall consist of a Chair, Vice Chair and a Secretary. 1. The Chair and Vice Chair shall be chosen annually from among the voting members of the Technical Committee at its first meeting of the calendar year. 2. The succeeding Chairman shall officiate at the first meeting of the calendar year and shall serve for twelve (12) months. 3. The Chair shall preside at the meetings, call the meetings, and may choose to present a progress report covering the Technical Committee’s recommendations to the Policy Committee. 4. The Vice Chair shall preside at meetings in the absence of the Chair. If neither the Chair nor Vice-Chair can attend a regular Technical Committee meeting, the remaining members will select among themselves a member to serve as Chair for that meeting. 5. If the Chair or Vice Chair resigns, the remaining Technical Committee members shall elect a replacement officer at the next regularly scheduled meeting. 6. The MPO Officer or designee shall be a non-voting member, act as the Secretary and shall have the responsibility for maintaining accurate records of all Technical Committee meetings. The MPO Officer and MPO Associate Planner shall prepare agendas and such other duties as may be designated from time to time by the Technical Committee with consent from the MPO Policy Committee. E. Removal Procedure 1. Attendance is required at all Technical Committee meetings. Technical Committee membership may be terminated if a Technical Committee member fails to attend seventy-five (75) percent of the Technical Committee meetings in a twelve-month calendar period, ,either in 15  person or remotely, . Committee attendance is recorded and archived by the MPO Officer or designee. 2. Attendance requirements and removal procedures do not apply to Technical Committee alternates. Their attendance is only subject to filling in for their respective Technical Committee member. 3. The Chair of the Technical Committee shall speak with a Technical Committee member who is subject to removal through non-attendance to determine if that member will make a commitment to attend Technical Committee meetings. If the member cannot make the commitment, the Chair will send a recommendation to the corresponding City or Town Manager, County CEO, or appropriate manager with NMDOT or Red Apple Transit, that a new member from that entity be designated to serve on the Technical Committee. 4. In the event that the Technical Committee member subject to removal through non-attendance is the Chair, the Vice Chair shall conduct the process described above. If the Vice Chair is unable to participate, another Technical Committee member shall be chosen to conduct the process. 5. In the event of a dispute concerning the proposed removal of a Technical Committee member, the affected Technical Committee member may petition the MPO Policy Committee to be allowed an opportunity to show cause why he/she should not be removed from office. 6. The MPO Policy Committee may remove any Technical Committee member by the affirmative vote of a majority of the voting three (3) members upon the grounds of malfeasance or nonfeasance of office. F. Replacement Procedure The designated appointing entities shall make any and all replacement appointments to the Technical Committee. All replacement appointments made shall be provided in writing to the MPO Officer in a timely manner. IV. Meetings All meetings held shall be in compliance with the New Mexico Open Meetings Act and the Open Meetings Resolution adopted annually by the Farmington MPO Technical Committee. The Technical Committee shall meet on a monthly basis, 16  as adopted by an annual resolution which establishes the meeting times, dates, and locations for the Technical Committee. The Chair or the MPO Officer may call for meetings from time to time as needed. Robert’s Rules of Order shall be followed, except that the Chair may make motions, participate in discussion and vote on any motion. Written notice of meetings (agendas) and supporting documentation shall be provided to the Technical Committee members on the following schedule: Regular Meetings – one (1) week notice Special Meetings – four (4) day notice To afford Technical Committee members an opportunity to add items to the agenda, a draft agenda will be sent out approximately one week prior to the final agenda being distributed (approximately two weeks before the upcoming Technical Committee meeting). Committee members proposing additional agenda items will need to work with MPO Staff on the scope of the final report. Staff and the MPO Officer (or designee) will review and approve all final agendas before they are distributed to the Technical Committee. A. Regular Meetings 1.Technical Committee Members may vote on action items remotely either by voice, email or through a digital platform chat feature. Voting during a hybrid meeting (with some participants attending in person and other via telephone/digital platform) shall not conflict with the codes and regulations of the entity represented by the Technical Committee Member. The telephonic/virtual action shall be in accordance with the New Mexico Open Meeting Act (5661 NMSA 10-15-1). Members of the public will be invited to attend the meeting in person or virtually through a digital platform and/or over the telephone allowing comments and questions at a time designated on the agenda. 2. Upon declaration of a public emergency, a virtual or telephonic meeting may be called for the regularly scheduled meetings of the Technical Committee. This meeting will allow participation by Technical Committee members. Voting during a virtual or telephone meeting shall not conflict with the codes and regulations of the entity that is represented by the Technical Committee Member. The telephonic/virtual action shall be in accordance with the New Mexico Open Meeting Act (5661 NMSA 10-15-1). 17  Members of the public would be invited to attend the meeting virtually through a digital platform and/or over the telephone allowing comments and questions at a time designated on the agenda. B. Special Meetings Special Meetings shall be held as needed. Special Meetings may be scheduled by the MPO Officer, the Chair or a majority of the members of the Technical Committee. Special meetings may be held when unexpected deadlines come up that require action by the MPO. A. Quorum A quorum of the Technical Committee shall consist of a majority of the voting members. No action shall be taken without a quorum of the Technical Committee in attendance at that meeting. Any action taken by the Technical Committee shall require a majority vote of all members of the Technical Committee. B. Voting Procedure 1. The method of taking a vote is by voice vote (“yeas or nays”). 2. Responsibility for announcing the vote rests upon the Chair who has the right to have the vote taken again, by a “show of hands”, by “raising the right hand”, by rising, by ballot, by roll call, or by rising and having the vote counted, if necessary. 3. Telephonic/virtual vote is allowed at any Technical Committee meeting. Telephonic/virtual vote shall be enacted to approve actions and to hear reports. Telephonic/virtual vote shall only be allowed when the conference call device/online platform being used allows each member participating by phone/computer to be identified when speaking and allows all participants, whether on the telephone/online or at the meeting, to hear each other at the same time. Telephonic/virtual vote shall be enacted on the request of any Technical Committee Member when he/she cannot attend the meeting due to reasons beyond his/her control. The members who cannot attend the meeting in person shall inform MPO staff of their need to participate by telephone/online Telephonic/virtual vote shall not conflict with the codes and regulations of the entity that is represented by the Technical Committee Member. 18  The telephonic/virtual action shall be in accordance with the New Mexico Open Meeting Act (5661 NMSA 10-15-1). Amendment Process & Renewal I. Amending the Bylaws If the Bylaws require an amendment, the formal procedures are described as follows: 1. The MPO Officer will bring the proposed amendment to the attention of the Technical Committee. 2. After reviewing the amendment, the MPO officer or designee will recommend that the Technical Committee forward a recommendation of approval of the amendment to the Policy Committee. 3. The Policy Committee will be asked to review the amendment and approve the change to the Bylaws document. II. Renewal of the Bylaws The Committee Bylaws and Operating Procedures document will guide MPO committee meetings. The document will be formally reviewed as necessary to make necessary changes and updates. If changes are necessary in the months prior, the MPO will review the document with the Technical and Policy Committees. A 30-day public comment period will be opened prior to approval by the Policy Committee. The Bylaws document will be made available on the MPO website (www.farmingtonmpo.org) and at the MPO Office (100 W. Broadway, Farmington). 19  FARMINGTON METROPOLITAN PLANNING ORGRANIZATION Agenda Item #4 Subject: 2020 Census Urbanized Areas and MPO Boundaries Prepared by: Peter Koeppel Date: April 27, 2023 BACKGROUND ▪ After every decennial Census, the U.S. Census Bureau releases new maps and population counts for urbanized areas throughout the United States. For 2020, the Census used a new methodology to determine urbanized areas, based primarily on housing unit density, not population density. ▪ Subsequent to the release of Census boundaries, the Federal Highway Administration requires MPOs to revisit their urbanized areas and metropolitan planning area boundaries, to reflect any changes in population and development over the previous ten years. CURRENT ISSUES & RECOMMENDATIONS ▪ Staff will compare 2010 and 2020 urbanized area boundaries, overlaid with the current boundaries of the Farmington MPO ATTACHMENTS ▪ ArcGIS Online Map NEXT STEPS ▪ Staff will work to designate new urbanized area and metropolitan planning area boundaries; these will ultimately require Policy Committee approval by September 2023. APPLICABLE CITATIONS ▪ Metropolitan planning organization designation and redesignation. o 23 CFR 450.310 ▪ Metropolitan Planning Area Boundaries o 23 CFR 450.312 20  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #5 Subject: Bicycle and Pedestrian Plan Update Prepared by: Peter Koeppel Date: April 27, 2023 PRESENTATION Peter Koeppel will provide an update on the Bicycle and Pedestrian Plan. 21  The minutes from the February 23, 2023 Policy Committee meeting are on the following pages. 22  MINUTES FARMINGTON METROPOLITAN PLANNING ORGANIZATION POLICY COMMITTEE MEETING February 23, 2023 Policy Members Present: Ken George, City of Aztec Rob Mayes, City of Farmington, Alt. Jeanine Bingham-Kelly, City of Farmington Glojean Todacheene, San Juan County Paul Brasher, NMDOT, District 5 Policy Members Absent: Mark Duncan, Town of Kirtland Sean Sharer, City of Farmington Julie Baird, City of Farmington John Beckstead, San Juan County Tony Herrera, City of Bloomfield Shannon Glendenning, NMDOT Javier Martinez, NMDOT, District 5, Alt. Staff Present: Peter Koeppel, MPO Officer Olivia Groeber, MPO Associate Planner Staff Absent: None Others Present: Steven Saavedra 1. CALL TO ORDER Glojean Todacheene called the meeting to order at 10:36 a.m. 2. APPROVE THE MINUTES FROM THE JANUARY 26, 2023 POLICY COMMITTEE MEETINGS MOTION – Ken George SECOND – Jeanine Bingham-Kelly Ken George moved to approve the minutes from the January 23, 2023 Policy Committee meeting. Jeanine Bingham-Kelly seconded the motion. The motion passed with no opposition. 3. FFY2023 TARGETS FOR SYSTEM PERFORMANCE/ FREIGHT/ CMAQ (PM 3) Subject: FFY2023 Targets for System Performance/ Freight/ CMAQ (PM 3) 23 Prepared by: Peter Koeppel, MPO Officer BACKGROUND ▪ The Federal Highway Administration requires that MPOs establish PM 3 Measures as follows: 1) Two measures to assess system performance: a. Percentage of person-miles traveled on the interstate system that are reliable; b. Percentage of person-miles traveled on the non-interstate National Highway System (NHS) that are reliable; 2) One measure to assess freight movement: a. Truck Travel Time Reliability (TTTR) index; 3) Three measures to assess the CMAQ Program: a. Annual hours of peak-hour excessive delay per capita – NM is not required to set a target for this measure; b. Percent on non-single occupancy vehicle (SOV) travel – NM is not required to set a target for this measure; c. On-road mobile source emissions reductions – NM is in non- attainment for Particulate Matter (PM) 10 in one area covered by the El Paso Metropolitan Planning Organization (EPMPO). ▪ MPOs may agree to support State target OR establish their own targets. The FMPO proposes to adopt the NMDOT targets for PM 3. ▪ Staff recommends adopting the NMDOT targets; the Technical Committee recommended their approval on February 8. CURRENT ISSUES ▪ FMPO Policy Committee action is due no later than May 2023 ATTACHMENTS ▪ NMDOT’s Performance Measure (PM) Target Report for PM 3 for FFY2023 ▪ Proposed Policy Committee Resolution 2023-2 regarding PM 3 Targets. ACTION ITEM ▪ Hold a public hearing on the proposed Policy Committee Resolution 2023-2 regarding the PM 3 Performance Measure Targets. ▪ Consider approval of the proposed Policy Committee Resolution 2023-2 regarding PM 3 Performance Measure Targets. APPLICABLE CITATIONS Requirement for MPOs to establish performance targets for Federal-aid highway measures and public transportation established by USDOT. ▪ 23 USC 134(h)(2) ▪ 49 USC 5303(h)(2) ▪ 49 USC 5304(d)(2) Requirements to include discussion in the metropolitan and statewide improvement program as to how the planned program will achieve State/MPO targets: ▪ 23 USC 134(j)(2)(D) ▪ 23 USC 135(g)(4) ▪ 49 USC 5303(j)(2)(D) ▪ 49 USC 5304(g)(4) 24 4-year cycle for targets: performance measures, interstate reliability time, etc. we only are interested in the percent of person-mile traveled on the non-intestate reliability How reliable the national highway system is in the county – except for spring 2019 (construction, highlighted in pink) we are generally very reliable Over all we have a very reliable system, NMDOT target is at 94% we are well above this. Staff recommendation to support the NMDOT’s PM3 targets – we have the ability to review these after 2 years if need be TC also recommends the state’s PM 3 targets There was no further discussion. There was no public comment. MOTION – Paul Brasher SECOND – Ken George Paul Brasher moved to recommend approval of the NMDOT FFY2023 Targets for System Performance/ Freight/ CMAQ (PM 3) and the recommendation for approval was seconded by Ken George. The motion passes with no opposition 25 4. AMENDMENT #7 TO THE FFY2022-2027 TIP Subject: Amendment #7 to the FFY2022-2027 TIP Prepared by: Peter Koeppel, MPO Officer BACKGROUND ▪ The Public Notice for Amendment #7 to the FFY2022-2027 TIP was published on the MPO’s website and in the Daily Times on February 5, 2023. ▪ The amendment includes the modification of three projects: o US 550 Pavement Rehab Phase III (Project ID: F100342) o East Pinon Hills Blvd Phase II (Project ID: F100102) o East Pinon Hills Blvd Phase III (Project ID: F100021) ▪ The Technical Committee recommended approval of proposed Amendment #7 and the Self-Certification for Amendment #7 to the Policy Committee on February 9. ▪ Technical Committee members who voted no on the recommendation voiced concerns about the funds from F100021 being shifted to F100102 without notification from NMDOT AMENDED TIP PROJECT(S) ▪ US-550 pavement rehabilitation from MP 168.3-174.5 in federal fiscal year 2027 o Estimated cost increased from $20 million to $25 million ▪ East Pinon Hills Blvd Phase II o Addition of $9,356,795 to construction phase ▪ East Pinon Hills Blvd Phase III o Removal of $9,356,795 from construction phase ANTICIPATED WORK ▪ Hold a public hearing on TIP Amendment #7 on February 23, 2023. ▪ Seek approval of the Amendment #7 and the Self-Certification at the February 23, 2023 Policy Committee meeting. ATTACHMENTS ▪ The e-STIP description for projects in Amendment #7 to the FFY2022-2027 TIP. ▪ The Self-Certification for Amendment #7 to the FFY2022-2027 TIP. ACTION ITEM ▪ Staff and the Technical Committee recommend that the Policy Committee approve proposed Amendment #7 and the Self-Certification for Amendment #7 to the FFY2022-2027 TIP. APPLICABLE CITATIONS ▪ § 450.328 TIP revisions and relationship to the STIP. 26  ▪ (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 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. Review and recommend approval amendment #7 of the 2022-2027 TIP 3 recommended amendments (shown above) – Money moved from SJC to FMTN before fiscal year 2025. 27 Paul Brasher Comments: Phase 3 County portion – short $9 billion so upper management of NMDOT made the decision to take short amount from County potion (Phase 3) and apply to City of Farmington’s portion (Phase 2) County is not quite ready to spend money yet but the city was, that $9 million made their funding complete. $9 million needs to be made up the state will come up with the money to offset the amount that was moved out (talk with Nick Porell) – there was the potential that the amount not used in time City of Farmington will begin in April ($40 million). When the County is ready with its share it will begin the project. County was not given much advance notice of the action, but that issue is resolved now. Glojean Todacheene: The County understands moving Pinion Hills Bridge money from the county to the city and that the Secretary has promised to make SJC whole. County Commission will consider a resolution and community meeting to memorialize that meeting. Wanted to make sure these notes went on the record. There were no comments from the public and there was no further discussion. Consider recommend approval ACTION: MOTION – Paul Brasher SECOND – Ken George Paul Brasher motioned to approve the Self-Certification for FFY2022-2027 Amendment #7. Ken George seconded the motion. The motion passed with no opposition. 5. STORM WATER MANAGEMENT Subject: Storm Water Management Prepared by: Olivia Groeber GENERAL OVERVIEW Overview of entities management plans/ actions in relation to the transportation network. USEFUL LINKS SCJ Floodplain Management Page https://www.sjcounty.net/government/community- development/floodplain-management (This is where you will find the Multi-Jurisdictional Natural Hazard Mitigation Plan) 28 Farmington & Storm Water Management http://www.fmtn.org/306/Floodplain-Storm-Water-Management (This is where you will find the CRS Activity 510) FEMA Page About CRS Program/ NFIP https://www.fema.gov/floodplain-management/community-rating- system#:~:text=The%20Community%20Rating%20System%20(CRS,Over%201%2C500%20communi ties%20participate%20nationwide. Stormwater Complaints & Concerns FMTN 2022 Map https://maps.fmtn.org/portal/apps/mapviewer/index.html?webmap=1cb89626b9304fe9bd41 15dc51c0d8ea Aztec’s Stormwater Management Page http://www.aztecnm.gov/stormwater.html Bloomfield Planning and Zoning Page http://www.bloomfieldnm.com/planning-zoning.html USGS New Mexico Discharge https://waterdata.usgs.gov/nm/nwis/current/?type=flow DISCUSSION: Paul Brasher: Described the entities’ need for a drainage ordinance for any new development. Example in Aztec on Oliver St. (DOT road downstream). The idea is that they should enact one for erosion and safety benefits this should be a requirement prior to development projects. Mainly in FEMA zones. Storm sewer systems get a lot of sediment. Perhaps also dust control ordinance and penalties for this if not followed. There were no other comments 6. REPORTS FROM NMDOT Planning Bureau – Glendenning (not present, HR Meeting in PB) District 5 – Paul Brasher Few projects in progress: NM 173 – 1.98 – 3.52 mi posts → off for the winter will return April 10th or so and be done end of June. US 550 – mi 161-169.5 → $12.85 million dollars rehabilitation projects begin 1st week of April, scheduling public meetings on it first. Expect to be done early spring/ summer 2024. US 63 mi – near Flowing Water Casino → Add turn lanes, start in August will be completed this year (2023). Navajo 36 → Add turn lanes (in agreement with Navajo DOT) the bid will go out in August and the project will be completed in 2024. E. Aztec Arterial – up to date – estimate is $18 million, the STIP is short $1.5 million – schedule for 90% review, bid will happen in next 6 weeks. STIP not enough but City of Aztec will need to contribute and get letter of commitment (6 weeks), City come up with $1.5 million. 29 Late April, early May is when the project is scheduled to begin – role NMDOT is in TLPA oversight) all is on track, looking for a highly successful project Lot of inquiry about NM 173 to do more work: may be able to do some repaving, really needs is a major reconstruction (the vertical geometry) – there is no money for that and there is nothing in the STIP to take care of reconstruction – there would be a need for an appropriation from the state legislature (Brasher is hopeful that state legislature will appropriate money for HWY 173) If not, will repave and take care of the pothole and maintain as they can. DISCUSSION: Ken George Q: Preliminary engineering, cost estimate? What amount is the state DOT asking the state legislature for? Paul Brasher A: Guess at about $50 million. Would need ROW, maybe widen for bikes, drainage structures, etc. Will think about that more. Will hope to have a smarter estimate next time we meet in April. Ken George: As this is a grassroots campaign it makes sense to do it correctly. Paul Brasher: We will see surface improvements for now, but will hope for major construction item later. Brasher receives comments from all countries in our district about the money that gets put into San Juan County. Ken George: He hopes the letter(s) of support from entities and MPO will help move it forward. There was no further discussion. 7. INFORMATION ITEMS Subject: Information Items Prepared by: MPO Staff INFORMATION ITEMS a. FMPO Bicycle/Pedestrian Plan Update Consultants have been very responsive, so we are hoping for a good product. More info in April – and public engagement (cost estimates etc.) b. UPWP Administrative Modification 2-year UPWP – based on estimates of federal funding, changed slightly because our funds were reduced by 2%, we received targets for federal funding but they came in below estimates. DISCUSSION: There was no further discussion. 9. BUSINESS FROM THE CHAIRMAN, MEMBERS AND STAFF 30  Pinion Phase 1 is expected to go out to bid in April. There was no additional business from the Chairman, Members and Staff. 10. PUBLIC COMMENT ON ANY ISSUES NOT ON THE AGENDA There was no public comment on any issues not on the agenda 11. ADJOURNMENT MOTION – Ken George SECOND – Jeanine Bingham-Kelly TIME – 11:20 am Ken George moved to adjourn the meeting. Jeanine Bingham-Kelly seconded the motion. The motion passed with no opposition. Glojean Todacheene adjourned the meeting at 11:20 a.m. _________________________ ___________________________ Sean Sharer, Policy Committee Chair MPO Staff 31