MPO Technical Committee
Regular MeetingFarmington, NM · March 10, 2014
Minutes
MINUTES
FARMINGTON METROPOLITAN PLANNING ORGANIZATION
SPECIAL TECHNICAL COMMITTEE MEETING
MARCH 10, 2014
Technical Members Present: Teresa Brevik, City of Bloomfield
Fran Fillerup, Alternate, City of Farmington
Nica J. Westerling, City of Farmington
Technical Members Absent: Bill Watson, City of Aztec
Cynthia Lopez, City of Farmington
Dave Keck, San Juan County
Staff Present: Mary Holton, MPO Officer
Joe Delmagori, MPO Planner
Duane Wakan, MPO Associate Planner
June Markle, MPO Administrative Aide
Staff Absent: None
Also Present: Larry Hathaway, San Juan County
In the absence of Cynthia Lopez, Chair and Dave Keck, Vice Chair, Ms. Nica J.
Westerling served as the Acting Chair.
1. CALL TO ORDER
Ms. Westerling called the meeting to order at 3:03 p.m.
2. AMENDMENT TO THE FFY2014-2015 UNIFIED PLANNING WORK PROGRAM AND
BUDGET
Subject: FFY2014-2015 UPWP & Budget Amendment
Prepared by: Joe Delmagori, MPO Planner
Date: March 3, 2014
BACKGROUND OR PREVIOUS WORK
The Policy Committee approved a UPWP budget amendment in January 2014 to
reflect final PL Work Authorization and carryover amounts.
In February, the NMDOT Planning Bureau informed the MPO of the need to
amend the FFY2014-2015 UPWP and budget based on funding changes.
Federal PL carryover funds from FY2012 are being removed from the MPO
budget.
Current federal FFY2014 PL funds are being revised to show an increase.
NMDOT has approved the use of FFY2013 federal PL funds in FFY2014.
UPWP budget amendments need to be provided to NMDOT by March 15 as
described in the Planning Procedures Manual (PPM).
CURRENT WORK
Due to budget constraints, the FY2012 federal PL carryover funds in the amount
of $71,863.82 are being removed from the UPWP budget.
Due to an administrative error, federal PL funds for FFY2014 total $198,985
rather than $170,013.
The FFY2013 federal PL funds in the amount of $196,487 stay the same.
Based on the amendment, the total PL federal funds for the MPO now equal
$395,472.
The change in federal PL funds, from January’s amendment to this
amendment, is about $43,000 less.
MPO staff has provided justification to NMDOT that federal PL funds from
FFY2013 and FFY2014 will be spent by September 30, 2014 with minimal
carryover.
RECOMMENDATION
It is recommended that the Technical Committee review the changes included
in the amendment and recommend approval of the amendment to the FFY2014-
2015 UPWP and Budget.
DISCUSSION: Mr. Delmagori reported that over the past few weeks, Staff was informed
by Planning Liaison Brian Degani that there was a need to amend the FMPO budget due
to several items as explained below:
Mr. Delmagori stated that due to an administrative error by NMDOT, the FFY2014
federal funding amount given to the MPO of $170,013 should have been $198,985.
Due to tighter budget constraints, much of which was coming from FHWA down to the
state level, the amount of federal PL carryover money going forward would be
restricted. Mr. Delmagori explained that the MPOs would need to spend their funding
throughout the current fiscal year. If the money was not spent, the MPOs would need
to explain and justify how they planned to spend the money during the upcoming year.
FFY2013 PL funds were approved for carryover, but the FY2012 federal PL carryover in
the amount of $71,863.82 was removed from the UPWP Budget.
Mr. Delmagori also reported that late last year, the Planning Division of NMDOT
implemented a Planning & Procedures Manual. This manual is the overall guiding
document that explains the deadlines and requirements for the MPO process. One of
the new deadlines required that amendments to budgets and UPWPs be completed by
December 31. Staff had not recognized that these new requirements had already been
implemented and had missed the December 31 deadline. FMPO would receive approval
of the carryover funding if information and a UPWP budget amendment were approved
and provided to NMDOT by March 15.
The Technical Meeting today was called to take action on the UPWP Budget prior to
March 15 which is the 2nd quarter FFY2014 deadline for amendments.
Mr. Delmagori referred to Page 2 of the Agenda. This chart showed the current federal
PL amounts for the UPWP Budget that was presented to the Policy Committee on
January 16, 2014 for their approval. At that meeting, the following federal funding
amounts were approved:
FFY2013 Authorized Amt. (July 2013) $196,487.00
FY2013 Carryover (Oct. 2013) $ 71,863.82
FFY2014 Authorized Amt. (Dec. 2013) $170,013.00
FFY2014 Final Budget (Dec. 2013) $438,363.82
Mr. Delmagori referred the Technical Committee members to Page 3 of the Agenda
which compared the FFY2014 Amended Budget (Jan. 2014) figure of $438,363.28
approved in January 2014 to the budget amendment now being proposed.
UPWP Budget for the Farmington MPO (pending approval March 2014)
FFY2014 Approved Revised Removed
Amended FFY2013 FFY2014 FY2012 FFY2014 Final
Budget Carryover Authorized Amt Carryover Budget
Fund Source (Jan 2014) (Feb 2013) (Feb 2013) (Feb 2013) (Mar 2014)
FHWA PL - Federal Share $ 438,363.82 $ 196,487.00 $ 198,985.00 $ 71,863.82 $ 395,472.00
FHWA PL Required Match $ 74,702.45 $ 33,483.74 $ 33,909.43 $ 12,246.46 $ 67,393.17
FHWA PL Total $ 513,066.27 $ 229,970.74 $ 232,894.43 $ 84,110.28 $ 462,865.17
FTA 5303 - Federal Share $ 51,175.87 $ 51,175.87
FTA 5303 Required Match $ 12,793.97 $ 12,793.97
FTA 5303 Total $ 63,969.84 $ 63,969.84
Federal Share of MPO Budget $ 489,539.69 $ 446,647.87
Local Required Match $ 87,496.42 $ 80,187.14
Additional Local Funding Total $ 0.00 $ 0.00
MPO Grand Budget $ 577,036.11 $ 526,835.01
Maximum Total Local Contribution
(Required Match & Additional Local) $ 87,496.42 $ 80,187.14
Maximum Aztec Share (10%) $ 8,749.64 $ 8,018.71
Maximum Bloomfield Share (10%) $ 8,749.64 $ 8,018.71
Maximum Farmington Share (60%) $ 52,497.85 $ 48,112.28
Maximum SJ County Share (20%) $ 17,499.28 $ 16,037.43
Note: FFY2015 budget figures will be amended to the budget when available
Mr. Delmagori explained that the first column in the chart above showed the FFY2014
Amended Budget amounts approved in January 2014. The UPWP Budget amendment
will make the following adjustments to the federal PL:
Approved FFY2013 Carryover (Feb. 2014) $196,487.00
Revised FFY2014 Authorized Amt. (Feb. 2014) $198,985.00
Removed: FY2012 Carryover (Feb. 2014) -$71,863.82
FFY2014 Final Federal PL Budget (Mar 2014) $395,472.00
Mr. Delmagori said that, overall, there was a loss to the FMPO of approximately
$43,000. The impact to the budget was not as great as the loss of the FY2012
Carryover of $71,863.82 because of the administrative error in the FFY2014 Authorized
Amount which increased that amount from $170,013 to $198, 985 (an additional
$28,972).
Mr. Delmagori stated that there were no changes to the FTA 5303 funding. To
compensate for the PL funding loss, the overall MPO budget was decreased. The MPO
Grand Budget which is both the Federal Share and the Local Required Matches totaled
$526,835.01. This funding will cover the 2nd, 3rd, and 4th quarters of FFY2014 which is
from January 2014 to the end of the federal fiscal year on September 30, 2014. The
bottom of Page 3 of the agenda also shows the changes to the entity shares with the
approval of the budget amendment.
Mr. Delmagori referred to Pages 4 and 5 of the Agenda which detailed the spending of
the $395,472.00. He noted that planned Federal PL expenditures will total
$393,861.31 which gives some flexibility in the overall total. Mr. Delmagori noted that
a small amount of carryover will likely be approved by NMDOT provided any needed
revisions are alerted to them in a timely fashion.
Mr. Delmagori explained some of the line items noted on Pages 4 and 5 of the Agenda:
• Community Development Intern will do some MPO work;
• Hire planning consultant for a public participation survey for the 2040 MTP;
• Alignment study of potential options for the Highline Road (from Crouch Mesa
to US 550).
Ms. Westerling asked about the dollar amount shown on Page 5 of the Agenda for
Vehicles. Mr. Delmagori explained that the total estimated amount for the vehicle was
$24,000.00. The federal PL portion would be 85.44% of that or $20,505.60. The local
match amount which was inadvertently not included on the chart would be the
remaining $3,494.40. Ms. Holton stated that this was pending since the vehicle has not
yet been delivered and the exact price of the vehicle was not known. Once the exact
cost is known, this line item will be adjusted appropriately.
ACTION: Ms. Brevik moved to recommend approval of the amendment to the FFY2014-
2015 UPWP and Budget. Mr. Fillerup seconded the motion. The motion was passed
unanimously.
3. BUSINESS FROM THE CHAIRMAN, MEMBERS AND STAFF
There was no business from the Chairman, Members or Staff.
4. BUSINESS FROM THE FLOOR
There was no business from the floor.
5. ADJOURNMENT
The meeting adjourned at 3:19 p.m.
______________________________ _____________________________
Nica J. Westerling, Acting Chair June Markle, MPO Administrative Aide
Agenda
** SPECIAL **
TECHNICAL COMMITTEE
AGENDA
Farmington Metropolitan Planning Organization
March 10, 2014
3:00 p.m.
MPO Office
Downtown Centre
100 W Broadway
Farmington, New Mexico
AGENDA
FARMINGTON METROPOLITAN PLANNING ORGANIZATION
TECHNICAL COMMITTEE MEETING
March 10, 2014 3:00 PM
This meeting will be held at the MPO Office, second floor of the Downtown Centre, 100 West
Broadway, Farmington, New Mexico.
ITEM PAGE
1. Call meeting to order
2. Amendment to the FFY2014-2015 Unified Planning Work Program and Budget. 1
a. Review the changes included in the amendment.
b. Consider recommending approval of the amendment to the FFY2014-
2015 Unified Planning Work Program and Budget.
3. Business from Chairman, Members, and Staff
4. Business from the Floor
5. Adjournment
ATTENTION PERSONS WITH DISABILITIES: If you are an individual with a disability who is in need of a
reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to
attend or participate in the hearing or meeting, please contact the MPO Administrative Aide at the
Downtown Center, 100 W Broadway, Farmington, New Mexico or at 505-599-1466 at least one week
prior to the meeting or as soon as possible. Public documents, including the agenda and minutes, can
be provided in various accessible formats. Please contact the MPO Administrative Aide if a summary or
other type of accessible format is needed.
FARMINGTON METROPOLITAN PLANNING ORGANIZATION
Agenda Item #2
Subject: FFY2014-2015 UPWP & Budget Amendment
Prepared by: Joe Delmagori, MPO Planner
Date: March 3, 2014
BACKGROUND OR PREVIOUS WORK
The Policy Committee approved a UPWP budget amendment in January 2014 to
reflect final PL Work Authorization and carryover amounts.
In February, the NMDOT Planning Bureau informed the MPO of the need to
amend the FFY2014-2015 UPWP and budget based on funding changes.
Federal PL carryover funds from FY2012 are being removed from the MPO
budget.
Current federal FFY2014 PL funds are being revised to show an increase.
NMDOT has approved the use of FFY2013 federal PL funds in FFY2014.
UPWP budget amendments need to be provided to NMDOT by March 15 as
described in the Planning Procedures Manual (PPM).
CURRENT WORK
Due to budget constraints, the FY2012 federal PL carryover funds in the amount
of $72,863.82 are being removed from the UPWP budget.
Due to an administrative error, federal PL funds for FFY2014 total $198,985
rather than $170,013.
The FFY2013 federal PL funds in the amount of $196,487 stay the same.
Based on the amendment, the total PL federal funds for the MPO now equal
$395,472.
The change in federal PL funds, from January’s amendment to this
amendment, is about $43,000 less.
MPO staff has provided justification to NMDOT that federal PL funds from
FFY2013 and FFY2014 will be spent by September 30, 2014 with minimal
carryover.
ANTICIPATED WORK
Hire consultants and make purchases as outlined in the UPWP budget.
ATTACHMENTS
Existing UPWP budget, as of January 2014.
Revised UPWP budget, pending March 2014 amendment.
Allocation of federal PL funds by line item.
RECOMMENDATION
It is recommended that the Technical Committee review the changes included
in the amendment and recommend approval of the amendment to the FFY2014-
2015 UPWP and Budget.
1
Current UPWP Budget for the Farmington MPO (amended on January 16, 2014)
FY2014 Est. FFY2013 FFY2014 FY2013 FFY2014 FFY2014 Final
Budget (June Authorized Authorized Carryover Authorized Amt Budget
Fund Source 2013) Amts (Jul 2013) Amt (Jul 2013) (Oct 2013) (Dec 2013) (Dec 2013)
FHWA PL - Federal Share $ 196,487.00 $ 196,487.00 $ 71,863.82 $ 170,013.00 $ 438,363.82
FHWA PL Required Match $ 33,483.74 $ 33,483.74 $ 12,246.46 $ 28,972.25 $ 74,702.45
FHWA PL Total $ 229,970.74 $ 229,970.74 $ 84,110.28 $ 198,985.25 $ 513,066.27
FHWA PL Traffic Counts - Federal
FHWA PL Required Match
FHWA PL Traffic Counts Total
FTA 5303 - Federal Share $ 36,000.00 $ 51,175.87 $ 51,175.87
FTA 5303 Required Match $ 9,000.00 $ 12,793.97 $ 12,793.97
FTA 5303 Total $ 45,000.00 $ 63,969.84 $ 63,969.84
Federal Share of MPO Budget $ 232,487.00 $ 489,539.69
Local Required Match $ 42,483.74 $ 87,496.42
Additional Local Funding Total $ 51,827.26 $ 0.00
MPO Grand Budget $ 326,798.00 $ 577,036.11
Maximum Total Local Contribution
(Required Match & Additional Local) $ 94,311.00 $ 87,496.42
Maximum Aztec Share (10%) $ 9,431.10 $ 8,749.64
Maximum Bloomfield Share (10%) $ 9,431.10 $ 8,749.64
Maximum Farmington Share (60%) $ 56,586.60 $ 52,497.85
Maximum SJ County Share (20%) $ 18,862.20 $ 17,499.28
Note: FFY2015 budget figures will be amended to the budget when available
2
UPWP Budget for the Farmington MPO (pending approval March 2014)
FFY2014 Approved Revised Removed
Amended FFY2013 FFY2014 FY2012 FFY2014 Final
Budget Carryover Authorized Amt Carryover Budget
Fund Source (Jan 2014) (Feb 2013) (Feb 2013) (Feb 2013) (Mar 2014)
FHWA PL - Federal Share $ 438,363.82 $ 196,487.00 $ 198,985.00 $ 71,863.82 $ 395,472.00
FHWA PL Required Match $ 74,702.45 $ 33,483.74 $ 33,909.43 $ 12,246.46 $ 67,393.17
FHWA PL Total $ 513,066.27 $ 229,970.74 $ 232,894.43 $ 84,110.28 $ 462,865.17
FTA 5303 - Federal Share $ 51,175.87 $ 51,175.87
FTA 5303 Required Match $ 12,793.97 $ 12,793.97
FTA 5303 Total $ 63,969.84 $ 63,969.84
Federal Share of MPO Budget $ 489,539.69 $ 446,647.87
Local Required Match $ 87,496.42 $ 80,187.14
Additional Local Funding Total $ 0.00 $ 0.00
MPO Grand Budget $ 577,036.11 $ 526,835.01
Maximum Total Local Contribution
(Required Match & Additional Local) $ 87,496.42 $ 80,187.14
Maximum Aztec Share (10%) $ 8,749.64 $ 8,018.71
Maximum Bloomfield Share (10%) $ 8,749.64 $ 8,018.71
Maximum Farmington Share (60%) $ 52,497.85 $ 48,112.28
Maximum SJ County Share (20%) $ 17,499.28 $ 16,037.43
Note: FFY2015 budget figures will be amended to the budget when available
3
Farmington MPO Allocation of FFY2013 PL Carryover and FFY2014 PL Funds
FFY2013 Federal PL Funds Available $ 196,487.00
FFY2014 Federal PL Funds Available $ 198,985.00
Federal PL Funds Available Oct 1, 2013 to Sept 30, 2014 $ 395,472.00
Federal PL Local Match Total Additional Information
SALARY and WAGES
PERMANENT $ 117,052.80 $ 19,947.20 $ 137,000.00
TEMPORARY $ 5,126.40 $ 873.60 $ 6,000.00 Intern at $10/hr, increased to $12/hr after July 1
OVERTIME $ 427.20 $ 72.80 $ 500.00
BENEFITS
FICA $ 7,262.40 $ 1,237.60 $ 8,500.00
PERA-REGULAR $ 10,252.80 $ 1,747.20 $ 12,000.00
INSURANCE-HEALTH $ 17,515.20 $ 2,984.80 $ 20,500.00
INSURANCE-LIFE $ 384.48 $ 65.52 $ 450.00
NM RHCA INSURANCE $ 2,392.32 $ 407.68 $ 2,800.00
PROFESSIONAL/TECH SERVICES
PLANNING CONSULTANT
2040 MTP Public Participation Survey $ 64,080.00 $ 10,920.00 $ 75,000.00 Consultant fees for public participation efforts
Highline Rd Alignment Study $ 51,264.00 $ 8,736.00 $ 60,000.00 Purpose/Need and alternatives analysis
Traffic Count Program $ 25,632.00 $ 4,368.00 $ 30,000.00 Consultant fees - counts in spring/late summer
Traffic Model Update $ 22,214.40 $ 3,785.60 $ 26,000.00 Remaining consultant fees
Two-day Walk Workshop - Dan Burden $ 11,461.78 $ 1,953.22 $ 13,415.00 Complete Streets & SRTS training
4
Farmington MPO Allocation of FFY2013 PL Carryover and FFY2014 PL Funds (continued)
Federal PL Local Match Total
OTHER PURCHASED SERVICES
TELEPHONE $ 170.88 $ 29.12 $ 200.00
POSTAGE $ 170.88 $ 29.12 $ 200.00
ADVERTISING $ 3,417.60 $ 582.40 $ 4,000.00 2040 MTP display ads
LEGAL NOTICES $ 2,136.00 $ 364.00 $ 2,500.00 2040 MTP and FFY2014-2019 TIP
SUBSCRIPTIONS $ 128.16 $ 21.84 $ 150.00 Newspaper
TRAVEL-AIRFARE $ 1,708.80 $ 291.20 $ 2,000.00 Airfares for conferences
TRAVEL-COMBINED $ 7,262.40 $ 1,237.60 $ 8,500.00 Travel expenses for conferences/trainings
REGISTRATION FEES $ 2,136.00 $ 364.00 $ 2,500.00 Registration for conferences & webinars
TRAINING MATERIAL $ 427.20 $ 72.80 $ 500.00 Professional Transportation Planner certification
DUES $ 341.76 $ 58.24 $ 400.00 AMPO & APA annual memberships
PRINTING $ 2,392.32 $ 407.68 $ 2,800.00 2040 MTP documents & maps
DUPLICATING $ 1,281.60 $ 218.40 $ 1,500.00
MTR VEH-FUEL $ 256.32 $ 43.68 $ 300.00
MTR VEH-FLUIDS $ 12.82 $ 2.18 $ 15.00
MTR VEH-OUTSIDE LABOR $ 213.60 $ 36.40 $ 250.00
MTR VEH-OUTSIDE PARTS $ 213.60 $ 36.40 $ 250.00
MTR VEH-INSIDE PARTS $ 213.60 $ 36.40 $ 250.00
SUPPLIES
Community VIZ; SketchUp Pro; ESRI Community
HARDWARE/SOFTWARE NON-CAP $ 9,398.40 $ 1,601.60 $ 11,000.00 Analyst; Equipment for data collection
OFFICE SUPPLIES $ 2,136.00 $ 364.00 $ 2,500.00
OFFICE EQUIPMENT < $5000 $ 2,990.40 $ 509.60 $ 3,500.00 Replace copier; buy new printer
COMPUTER SUPPLIES $ 854.40 $ 145.60 $ 1,000.00
BOOKS $ 427.20 $ 72.80 $ 500.00 Planning resources for the office
CAPITAL EXPENDITURES
VEHICLES $ 20,505.60 $ 24,000.00 New vehicle for MPO
OFFICE EQUIP/FURNITURE
$ 393,861.31 $ 63,624.29 $ 460,980.00
5
Get email alerts for Farmington
A daily email when new agendas and minutes are posted.