MPO Technical Committee

MPO TECHNICAL COMMITTEE AGENDA January 11, 2017 10:00 a.m. Executive Conference Room Farmington City Hall 800 Municipal Drive Farmington, New Mexico  AGENDA FARMINGTON METROPOLITAN PLANNING ORGANIZATION TECHNICAL COMMITTEE MEETING January 11, 2017 10:00 AM This meeting will be held in the Executive Conference Room at Farmington City Hall, 800 Municipal Drive, Farmington, New Mexico. ITEM PAGE 1. Call meeting to order 2. Approve the minutes from the Technical Committee section of the December 24-32 8, 2016 Special Joint Policy/Technical Committee meeting. 3. Hold the Annual Election of Officers 1 Presented by: Duane Wakan 4. Review the draft changes to and consider recommending approval of 2-17 Amendment #1 to the Committee Bylaws & Operating Procedures. Presented by: Duane Wakan 5. Request TIP Project Updates from Technical Committee members 18 Presented by: Derrick Garcia 6. Reports from NMDOT a. District 5 (Paul Brasher) b. Planning Division (Robin Elkin) 7. Update on Red Apple Transit ridership 19-21 Presented by: Derrick Garcia & Todd Gabhart 8. Committee Member Discussion Item(s): 22 a. MPO Bike/Ped Plan Update – Presented by: David Sypher b. East Blanco Bridge – Presented by: Jason Thomas 9. Information Items 23 a. Staff Trainings b. GIS Intern c. Other Presented by: Derrick Garcia 10. Business from Chairman, Members, and Staff 11. Business from the Floor 12. 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 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: Annual Election of Officers Prepared by: Duane Wakan, MPO Planner Date: January 3, 2017 BACKGROUND  At the first meeting of the New Year, the Technical Committee selects the Chair and Vice-Chair from their membership who will serve until the next annual election.  The Chair presides over the meetings and is responsible for the other duties outlined in the Committee Bylaws and Operating Procedures document.  The Vice-Chair presides over the meetings in the absence of the Chair.  Current Chair (Fran Fillerup), current Vice-Chair (David Sypher). ELECTION  Elections will take place to select a Chair and Vice-Chair for the Technical Committee for 2017. RECOMMENDATION  It is recommended that the Technical Committee accept nominations and vote to elect the Chair and Vice-Chair for 2017. 1  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #4 Subject: Committee Bylaws and Operating Procedures – Amendment #1 Prepared by: Duane Wakan, MPO Planner Date: January 3, 2017 BACKGROUND  The Committee Bylaws and Operating Procedures provide the guidance for the Policy and Technical committees, and is due for renewal. The new Bylaws will govern from October 1, 2015, through September 30, 2018.  The Bylaws are formally updated in conjunction with the Joint Powers Agreement every three years and can be amended as needed.  Descriptions of the Chair and Vice-Chair for each committee, removal and replacement process, and voting procedures are contained within this document.  The current Bylaws were adopted on May 28, 2015. CURRENT WORK  The amendment is being proposed to allow for Policy and Technical Committee members to add items to the agenda before it is finalized and distributed. ATTACHMENTS  The proposed Bylaws document is attached with changes redlined and existing procedural responsibilities highlighted. ANTICIPATED WORK  Seek approval of the Bylaws by the Policy Committee on January 26, 2017. ACTION ITEM  The Technical Committee is asked to consider recommending approval of Amendment #1 to the Committee Bylaws & Operating Procedures to the Policy Committee. 2  Farmington MPO Committee Bylaws and Operating Procedures Farmington Metropolitan Planning Organization Aztec * Bloomfield * Farmington * San Juan County Approved May 28, 2015 Amended January 26, 2017 3  Farmington Metropolitan Planning Organization Committee Bylaws and Operating Procedures Purpose………………………………………………………………………………… ii POLICY COMMITTEE………………………………………………………………... 1 I. Authority………………………………………………………………………… 1 II. Membership……………………………………………………………………. 1 A. Voting Members………………………………………………………...... 1 B. Ex-Officio Members……………………………………………………… 2 C. Officers……………………………………………………………………. 2 D. Removal Procedure……………………………………………………… 2 E. Replacement Procedure………………………………………………… 3 III. Meetings………………………………………………………………………. 3 A. Regular Meetings………………………………………………………… 4 B. Special Meetings…………………………………………………………. 4 C. Emergency Meetings……………………………………………………. 4 D. Quorum……………………………………………………………………. 5 E. Voting Procedure………………………………………………………… 5 IV. Staff……………………………………………………………………………. 6 A. MPO Officer Designated………………………………………………… 6 B. MPO Staff Responsibilities……………………………………………… 6 TECHNICAL COMMITTEE………………………………………………………….. 7 I. Name……………………………………………………………………………. 7 II. Responsibilities………………………………………………………………... 7 III. Membership…………………………………………………………………… 7 A. Members………………………………………………………………….. 7 B. Alternate Member………………………………………………………… 8 C. Membership Appointment………………………………………………. 8 D. Officers……………………………………………………………………. 8 E. Removal Procedure……………………………………………………… 9 F. Replacement Procedure………………………………………………… 10 IV. Meetings………………………………………………………………………. 10 A. Quorum……………………………………………………………………. 10 B. Voting Procedure………………………………………………………… 11 AMENDMENT PROCESS AND RENEWAL……………………………………….. 12 I. Amending the Bylaws………………………………………………............... 12 II. Renewal of the Bylaws……………………………………………………….. 12 4  Farmington Metropolitan Planning Organization Committee Bylaws and Operating Procedures Purpose The Farmington Metropolitan Planning Organization (MPO) is established by a Joint Powers Agreement with the participating members of Aztec, Bloomfield, Farmington, and San Juan County and as designated by the Governor of the State of New Mexico, and contracts between the City of Farmington and New Mexico State Department of Transportation. The purpose of the MPO is 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. The MPO Committee Bylaws and Operating Procedures were originally adopted by the Farmington MPO Policy Committee on January 15, 2004. This document was previously renewed by the Policy Committee on September 14, 2006, on September 17, 2009, and on September 20, 2012. For the next three-year period, the Committee Bylaws and Operating Procedures were approved for renewal by the Farmington MPO Policy Committee on May 28, 2015. The document will be in effect from October 1, 2015 through September 30, 2018. __________________________________ Commissioner Sherri Sipe, Policy Committee Chair __________________________________ David Sypher, Technical Committee Chair __________________________________ Mary L. Holton, AICP, MPO Officer 5  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. II. Membership A. Voting Members The Policy Committee is made up of six (6) voting members; five who are appointed by the governing bodies of the participating local governments and one 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 San Juan County; One (1) from the City of Aztec; One (1) from City of Bloomfield; and Two (2) from the City of Farmington. 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 and to the MPO Planner 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. 6 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. C. Officers The officers of the Policy Committee shall consist of a Chair, Vice Chair and a Secretary. 1. Because the city governments hold their municipal elections in March, the Policy Committee will hold their Annual Election of Officers during their September 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 Administrative Aide or designee shall be the Secretary and shall have the responsibility for maintaining accurate records of all Policy Committee meetings. The MPO Planner and Associate Planner 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. If a Policy Committee member fails to attend seventy-five (75) percent of the Policy Committee meetings in a twelve-month calendar period, his membership may be terminated. Committee attendance is recorded and archived by the MPO Administrative Aide. 7  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 corresponding City or County Manager that a new member from that entity be designated to serve on the Policy Committee. 4. In the event that it is the 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 three (3) 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 and MPO Planner in a timely manner. 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. Written notice of meetings (agendas) and supporting documentation shall be provided to the Policy Committee members on the following schedule: 8  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. Each year at the September Policy Committee meeting, the Policy Committee shall hold the Annual Election of Officers in addition to any other business. B. Special Meetings Special Meetings shall be held as needed. Special Meetings may be scheduled by 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 9  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 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 the right hand”, by ballot, by roll call, or by rising and having the vote counted, if necessary. 3. Telephonic vote shall be allowed when the quorum is not present at any Policy Committee meeting. Telephonic vote shall be enacted to approve actions and to hear reports. Telephonic vote shall only be allowed when the conference call device being used allows each member participating by phone to be identified when speaking and allows all participants, whether on the telephone or at the meeting, to hear each other at the same time. Telephonic 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. Telephonic vote shall not conflict with the codes and regulations of the entity that is 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). 10 IV. Staff A. MPO Officer Designated The City of Farmington, as the administrative agent of the MPO, shall designate the MPO Officer. B. MPO Staff Responsibilities The MPO Officer shall be the primary staff person for the Policy Committee, responsible for directing all operational functions of the MPO. The MPO Officer shall maintain liaison and act in advisory capacity to the Policy and Technical Committees. The MPO Officer shall provide staff assistance to the MPO Technical Committee as necessary. The MPO Officer shall be responsible for transmitting notice of all official actions taken by the MPO to its constituent members and to the New Mexico Department of Transportation. The MPO Planner and Associate Planner shall be responsible for making written quarterly reports on MPO activities to the Policy Committee and the New Mexico Department of Transportation and an annual report to the Federal Highway Administration. The MPO Planner and Associate Planner are responsible for preparing agendas and staff reports in a timely fashion as described in the Bylaws for all committee meetings. To afford Policy and 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 Policy or 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 Policy or Technical Committee. 11  The MPO Administrative Aide is responsible for agenda distribution, recording meeting minutes, recording committee attendance, and collecting signatures for resolutions and minutes from the Chairpersons of each Committee. 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 (MPO). II. Responsibilities 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 urban area and input to the MPO Policy Committee on issues directed to it by its membership and the Policy Committee. MPO staff shall advise and recommend actions from the Technical Committee. 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 appointed by the City of Aztec; one (1) representative appointed by the City of Bloomfield; one (1) representative appointed by San Juan County; two (2) representatives designated by the City of Farmington; one (1) representative designated by NMDOT; and, one (1) representative of Red Apple Transit. 12  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 and to the MPO Planner 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 and to the MPO Planner 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 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. 13  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 Administrative Aide or designee shall be the Secretary and shall have the responsibility for maintaining accurate records of all Technical Committee meetings. The MPO Planner and 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. If a Technical Committee member fails to attend seventy-five (75) percent of the Technical Committee meetings in a twelve-month calendar period, or fails to attend fifty (50) percent of the Technical Committee meetings in person in a twelve-month calendar period, his or her membership may be terminated. Committee attendance is recorded and archived by the MPO Administrative Aide. 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 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. 14  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 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 and MPO Planner 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, 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. 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 15 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. Special Meetings shall be held as needed. Special Meetings may be scheduled by 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. Robert’s Rules of Order shall be followed, except that the Chair may make motions, participate in discussion and vote on any motion. 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 vote shall be allowed when the quorum is not present at any Technical Committee meeting. Telephonic vote shall be enacted to approve actions and to hear reports. Telephonic vote shall only be allowed when the conference call device being used allows each member participating by phone to be identified when speaking and allows all participants, whether on the telephone or at the meeting, to hear each other at the same time. Telephonic 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. 16  Telephonic vote shall not conflict with the codes and regulations of the entity that is represented by the Technical Committee Member. The telephonic 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. MPO staff will bring the proposed amendment to the attention of the Technical Committee. 2. After reviewing the amendment, staff will recommend that the Technical Committee recommend 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 for a three year period. The document will be formally reviewed in conjunction with the MPO Joint Powers Agreement near the end of the three year period to make necessary changes and updates. The renewal of the Bylaws, approved by the Policy Committee on May 28, 2015 (proposed), will be in effect from October 1, 2015 until September 30, 2018. In the months prior to renewal, 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). 17  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #5 Subject: Status of TIP Projects Prepared by: Derrick Garcia, MPO Associate Planner Date: January 2, 2017 BACKGROUND  The STIP Protocols, finalized in early 2014, indicate that each MPO shall develop a process to monitor the progress and status of each project in the first two years of the TIP. These monthly reviews help correct inconsistencies in the TIP, STIP, the MPO’s MTP, Agreement Request Forms (ARFs), etc.  The next scheduled TIP Amendment cycle begins in late February 2017. TRACKING INFORMATION (2016-2021 TIP)  Local Agreement Status (ARF)  ITS/Sys ENG Certification  ROW Certification  Public Involvement Certification  Design Completion 30 – 60 – 90%  Environmental Certification  Utilities Certification  Railroad Certification  Archeology Certification CURRENT WORK  Top Regional Priority Projects o East Arterial Route Phase II- o Pinon Hills Boulevard Bridge Phases I & II o Kirtland School Walk Path System  Surface Transportation Program Funds (STP)- funds can be used to repair structurally deficient bridges.  Projects being specified in the 2040 MTP and added to the TIP require scoring committee review o One TC member (Bill Watson), one PC member (to be determined) and MPO Staff INFORMATION ITEM  This is an information item only. Committee members will have an opportunity to provide feedback regarding TIP project status and details. 18  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #7 Subject: Red Apple Transit Update Prepared by: Derrick Garcia, MPO Associate Planner Date: January 3, 2017 BACKGROUND or PREVIOUS WORK  Staff will need to collect transit data on an ongoing basis to comply with MAP- 21 performance measurement requirements.  Ride Right was awarded their contract with the requirement to collect boarding and alightment data using on-board technology.  These new ridership collection methods have been in place since March 2015 using bus-based tablets.  Staff secured nineteen months of ridership data (March 2015 – September 2016) totaling in over 180,000 rows of tabular data requiring manual resolution. CURRENT WORK  Boarding and alightment figures are in the process of being summarized by both route and stops.  Overlapping bus stops are being aggregated for the purpose of GIS analysis and mapping.  Additional analytics are being conducted on transfer rates, bus passes, boarding rates, and discount fare boarding rates. ANTICIPATED WORK  On-going efforts to improve the monthly reporting procedures for tablet-based data.  Work with Ride-Right on data collection improvements and methodologies to streamline analytics and reporting.  Staff will analyze gaps in the transit system, the walkable catchment areas of each transit stop as well as demographic mapping for the Title VI Plan.  End of the year analysis will be conducted and reported on following end of calendar year 2016. BACKUP MATERIALS  Mapping updates will be provided at the meeting. INFORMATION ITEM  This is an information report requesting feedback from Technical Committee members. 19  Rank (Non-Transfer Annual Annual Annual Transfer Non-Transfer Annual Annual Pass Percent Pass Annual Discount Percent Boardings at Stops Boardings) Stop Description Alightments Boardings Transfers rate(estimated) Boardings Boardings Boardings Boardings Discount 1 Orchard Plaza Orchard Plaza 22,722 24,927 9,777 48.59% 15,150 4,803 19.27% 6,743 44.51% 2 State Office 101 W. Animas State Office 19,118 22,321 7,672 34.37% 14,649 3,007 13.47% 6,864 46.85% 3 Smiths Y12/P7/P17 6,505 6,533 1,612 24.68% 4,921 1,382 21.15% 2,622 53.29% 4 San Juan College Library R6/P12 6,669 5,231 366 6.99% 4,865 1,891 36.15% 2,561 52.64% 5 Walmart West Y21/Y17/G3/K13 5,121 4,995 561 14.63% 4,433 1,158 23.18% 2,183 49.25% 6 Walmart East (Auto Cntr) B9/A16 3,633 2,757 105 3.80% 2,653 748 27.14% 1,226 46.21% 7 Totah-Health G5 2,161 2,336 21 0.89% 2,315 2 0.07% 444 19.18% 8 Animas Valley Mall B5/A2 2,672 2,214 15 0.68% 2,199 452 20.43% 1,119 50.90% 9 Library Farmington Ave R2/Y10 1,664 2,084 35 1.67% 2,049 497 23.86% 1,286 62.76% 10 Northgate Village Apts Y18/Y20 1,653 1,955 8 0.43% 1,947 198 10.15% 1,281 65.81% 11 K-Mart B12/Y8 1,592 2,010 141 7.04% 1,868 311 15.49% 1,091 58.38% 12 Safeway East B10 811 1,623 13 0.82% 1,609 388 23.90% 806 50.08% 13 Berg Park B18/G18/R15 1,602 2,068 587 28.41% 1,480 215 10.42% 759 51.24% 14 Safeway West G2 1,477 1,453 16 1.09% 1,437 0 0.01% 836 58.20% 15 Presbyterian Medical Services G4 1,332 1,429 28 1.94% 1,401 1 0.05% 568 40.51% 16 Bonnie Dallas Senior Center P2/P21 1,035 1,350 21 2.42% 1,329 488 36.16% 733 55.11% 17 Mesa Mobile Home Park (Troy King Rd) K12 474 1,262 0 0.00% 1,262 217 17.17% 555 43.94% 18 Apple Ridge Apts Y4/Y28 1,149 1,197 9 1.27% 1,189 503 42.04% 486 40.86% 19 Sycamore Center G9 297 1,178 4 0.34% 1,174 0 0.00% 770 65.59% 20 Murray Ave & Butler Ave G8 1,203 1,148 8 0.66% 1,141 0 0.01% 532 46.62% 21 28th & Dustin P8/P16 1,090 1,083 8 1.01% 1,075 272 25.07% 685 63.69% 22 Motel 6 G16 540 1,065 4 0.36% 1,061 0 0.00% 582 54.88% 23 CBOC CBOC 1,348 1,059 4 0.42% 1,054 141 13.37% 565 53.62% 24 Western Express A10 499 971 1 0.16% 969 198 20.36% 468 48.27% 25 N Butler Ave & Hopi St (Birthright) P20/P3 980 951 12 2.02% 939 356 37.48% 510 54.31% 26 SJRMC Hospital G6 662 716 2 0.26% 714 0 0.00% 349 48.89% 27 English Rd & Office Max B6/A3 1,406 716 5 0.71% 711 126 17.65% 293 41.24% 28 4190 US 64 (7-2-11) K7 426 675 3 0.47% 672 129 19.08% 308 45.86% 29 Westland Park & La Palma Y19 387 628 2 0.33% 627 57 9.05% 396 63.21% 30 Bloomfield Library (Cultural Center) BL8 488 578 3 0.55% 575 43 7.44% 328 57.03% 31 Walgreens E Main B4 1,193 573 4 0.77% 569 168 29.30% 270 47.50% 32 Wildflower & Yarrow R11/BL2/BL16 102 562 0 0.00% 562 50 8.93% 253 45.04% 20 33 Lowes/AT&T B7 1,484 563 6 1.12% 556 128 22.67% 289 51.87% 34 MVD B3 1,662 548 3 0.58% 544 103 18.80% 284 52.20% 35 Yarrow Trail R12 349 526 4 0.84% 522 64 12.24% 337 72.91% 36 Westside Plaza A12 196 488 0 0.00% 488 93 19.15% 231 47.22% 37 Soc Security Center P10/P14 498 487 2 0.48% 485 95 19.46% 294 60.55% 38 Eaton Village Apartments R9 630 424 3 0.75% 421 88 20.72% 270 64.26% 39 Blakes Bloomfield BL9 321 417 1 0.30% 416 89 21.33% 243 58.42% 40 Ladera Village P9/P15 467 416 1 0.53% 415 179 42.94% 199 47.95% 41 SJC Health Science Center P13 222 395 5 2.70% 390 208 52.72% 162 41.59% 42 San Juan Center for Independence B14/G19 600 368 15 4.12% 352 65 17.70% 165 46.77% 43 Circle S on Bloomfield Hwy G13 471 344 1 0.37% 342 0 0.00% 186 54.43% 44 City Hall Y15/Y23 524 340 6 2.54% 335 116 34.14% 159 47.36% 45 Blanco Apts. BL10 196 333 0 0.00% 333 45 13.64% 241 72.16% 46 2617 E 20th St (Southwest Plaza) Y6 383 333 19 7.18% 314 69 20.68% 179 56.94% 47 Aztec Family Center A8 692 312 1 0.34% 311 126 40.49% 145 46.65% 48 Magistrate Court On Apache Y22/Y16 856 315 6 2.37% 309 75 23.90% 163 52.76% 49 Sanya's/Camina Placer G11 267 308 4 1.23% 304 0 0.00% 183 60.08% 50 San Juan Apartments R7 457 303 4 1.25% 299 27 8.98% 207 69.34% 51 Brookside Park Y13/Y25 109 286 3 0.95% 284 19 6.62% 227 80.18% 52 Road 5085 (Giant) BL12 84 267 0 0.00% 267 61 22.75% 130 48.82% 53 Aztec Municipal Court A7 131 260 1 0.35% 259 80 30.66% 138 53.17% 54 Road 6337 (LDS Church) K9 233 254 0 0.00% 254 52 20.40% 121 47.51% 55 Boys & Girls Club Y3/Y29 492 244 7 3.06% 237 17 6.99% 186 78.67% 56 Ute & Dustin Ave P5/P19 221 234 2 0.85% 232 11 4.58% 200 85.87% 57 Walgreens Y26 217 281 52 22.80% 229 51 18.20% 105 46.13% 58 Dinos (Crouch Mesa) BL15 120 210 0 0.00% 210 52 24.62% 140 66.37% 59 SSRR & Dekalb R14 165 212 3 1.49% 209 47 22.32% 127 60.73% 60 Hasting/San Juan Plaza B11/Y7 315 212 5 2.38% 207 44 20.54% 111 53.66% 61 Courthouse/Ruth Ln BL11 147 190 1 0.66% 189 30 15.61% 115 60.87% 62 4208 US 64 (Central Center) K5 291 191 3 1.65% 188 15 7.59% 136 72.15% 63 Road 6299 K10 62 184 0 0.00% 184 15 7.90% 61 33.33% 64 Road 6255 K11 67 184 1 0.34% 183 24 13.06% 110 60.00%  Rank (Non-Transfer Annual Annual Annual Transfer Non-Transfer Annual Annual Pass Percent Pass Annual Discount Percent Boardings at Stops Boardings) Stop Description Alightments Boardings Transfers rate(estimated) Boardings Boardings Boardings Boardings Discount 65 Southside River Rd & Dekalb Ave R13 262 183 1 0.69% 181 33 17.99% 99 54.36% 66 E Main St /N Wall St B15 637 181 3 1.75% 177 35 19.23% 101 56.94% 67 N Butler Ave & E Ute St (Mesa Shopping Center) P4 97 179 3 2.52% 177 79 44.01% 92 51.79% 68 4191 US 64 (Navajo Transit Point) K8 58 183 8 4.14% 176 68 37.24% 41 23.38% 69 20th St Post Office Y5/R8 428 153 3 1.65% 150 30 19.42% 87 57.56% 70 1901 Q Aztec Blvd A13 179 148 0 0.00% 148 44 29.49% 93 63.25% 71 Camino Entrada G10 214 145 1 0.87% 144 0 0.00% 54 37.72% 72 816 NM 516 (Farmers Market) A15/A5 362 144 1 0.88% 143 23 15.79% 87 61.06% 73 N Dustin & 18th St (Brookside Park) P6/P18 196 145 6 4.89% 139 28 19.65% 97 70.00% 74 McGee Park BL5 179 138 0 0.00% 138 12 8.72% 92 66.51% 75 Road 3071 A14 37 136 0 0.00% 136 11 7.91% 112 82.33% 76 Aquatic Center Y2/Y30 351 144 11 7.76% 133 6 3.95% 100 74.88% 77 30th & Farmington Ave R3 84 133 1 0.47% 133 42 31.75% 56 42.38% 78 N Browning Parkway (MOC) R10 200 127 1 1.00% 126 28 21.89% 74 58.79% 79 Aztec Urgent Care A9 74 123 0 0.00% 123 27 21.65% 52 42.78% 80 Farmington Museum B2 344 120 1 0.53% 119 21 17.89% 73 60.85% 81 Eva Ln (Ambulance Station) BL7 171 104 0 0.00% 104 10 9.76% 76 73.17% 82 Hampton Inn G17 44 95 0 0.00% 95 0 0.00% 54 56.95% 83 Red Cross G14 90 94 1 0.67% 93 0 0.00% 59 62.84% 84 30th & College R4 246 92 0 0.00% 92 25 26.90% 31 33.79% 85 Navajo St & Auburn Ave Y14/Y24 231 91 2 2.83% 89 24 26.39% 52 58.16% 86 20th & Knudsen Y11/Y27 103 87 4 1.75% 82 18 16.66% 44 53.57% 87 Olive Garden B8 72 75 0 0.00% 75 3 4.20% 17 22.69% 88 Detention Center BL3 124 75 0 0.00% 75 11 15.25% 54 72.03% 89 Samons Y9 42 69 4 7.95% 65 14 20.00% 35 54.37% 90 Road 6200 K4 57 59 0 0.00% 59 24 40.86% 29 49.46% 91 SJC South Hutton Campus G12 116 58 0 0.00% 58 0 0.00% 37 64.13% 92 SJC Quality Center P11 194 55 1 1.54% 54 14 25.29% 32 58.14% 93 Road 350 BL14 28 54 0 0.00% 54 1 2.35% 44 81.18% 94 Pinon St & Orchard Ave G7 510 52 2 3.61% 51 0 0.00% 20 38.75% 95 Broadway/Orchard B17 628 46 6 13.70% 40 8 17.81% 18 46.03% 96 Comfort Inn G15 476 37 0 0.00% 37 0 0.00% 6 16.95% 21 97 San Juan College West K6 44 32 0 0.00% 32 0 0.00% 20 62.75% 98 4300 W Main St (7-2-11 Troy King Rd) K3 267 31 0 0.00% 31 5 16.33% 20 65.31% 99 Road 3275 (Fire Department) A6 131 23 1 8.33% 21 8 33.33% 10 47.06% 100 Dollar General/Road 5377 BL6/BL13 39 20 0 0.00% 20 4 22.58% 13 67.74% 101 F C Regional Airport CALL 73 16 0 0.00% 16 2 11.54% 4 26.92% 102 BLM/PV High CALL 33 18 2 10.34% 16 6 34.48% 7 42.31% 103 Arbys/Sullivan & Main R16 74 18 2 10.34% 16 6 34.48% 7 42.31% 104 Road 5777 BL4 16 12 0 0.00% 12 1 5.26% 9 78.95% 105 Main St & Drinen Ln A4 43 9 0 0.00% 9 2 21.43% 4 50.00% 106 504 N Main Ave A11 75 2 0 0.00% 2 0 0.00% 2 100.00% 107 Misc Stops Misc 1,791 582 146 0.00% 436 119 20.43% 234 40.21% Total 114,361 114,361 21,418 18.73% 92,943 20,680 18.08% 46,563 50.10%  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item # Subject: Committee Member Discussion Items Date: January 3, 2017 DISCUSSION ITEMS a. MPO Bide/Ped Plan Update. – Presented by David Sypher b. East Blanco Bridge.- Presented by Jason Thomas 22  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item # Subject: Information Items Prepared by: Derrick Garcia, MPO Associate Planner Date: January 3, 2017 INFORMATION ITEMS a. Staff Trainings. Staff received customized travel demand modeling software training (VISSIM, VISUM, and VISTRO) at PTV America in Portland, Oregon on November 28-December 1. Mr. Garcia attended the MPO Quarterly in Las Cruces on December 4 and 5. b. GIS Intern. Todd Gabhart, the MPO’s GIS intern since last May completed his work at the MPO on December 15. c. Other. 23  DRAFT MINUTES FARMINGTON METROPOLITAN PLANNING ORGANIZATION SPECIAL JOINT POLICY/TECHNICAL COMMITTEE MEETING December 8, 2016 Technical Members Present: Bill Watson, City of Aztec Jason Thomas, City of Bloomfield Cindy Lopez, City of Farmington David Sypher, City of Farmington Stephen Lopez (Alternate), NMDOT District 5 Andrew Montoya, Red Apple Transit Fran Fillerup, San Juan County Technical Members Absent: Paul Brasher, NMDOT District 5 Staff Present: Mary Holton, MPO Officer Duane Wakan, MPO Planner Derrick Garcia, MPO Associate Planner June Markle, MPO Administrative Assistant Staff Absent: None Others Present: Terri Kennedy, Citizen Josh Ray, City of Aztec Steven Saavedra, City of Aztec Sherri Sipe, Policy Committee, City of Aztec Curtis Lynch, Policy Committee, City of Bloomfield Julie Baird, City of Farmington Nate Duckett, Policy Committee, City of Farmington Brad Fisher, NMDOT Northern Design Center Robin Elkin, Planning Liaison, NMDOT Larry Hathaway, Policy Committee, San Juan County Nick Porell, San Juan County 1. CALL TO ORDER Mr. Fillerup called the meeting to order at 1:30 p.m. He explained that following the conclusion of the Special Technical Committee meeting, the Special Policy Committee meeting would be held. Mr. Fillerup asked those present to please introduce themselves. 2. APPROVE THE MINUTES FROM THE NOVEMBER 9, 2016 TECHNICAL COMMITTEE MEETING Ms. Lopez moved to approve the minutes from the November 9, 2016 Technical Committee meeting. Mr. Sypher seconded the motion. The motion was approved unanimously. 24 3. FFY2016-2021 TRANSPORTATION IMPROVEMENT PROGRAM (TIP) AMENDMENT #4 Subject: FFY2016-2021 TIP Amendment #4 Prepared by: Duane Wakan, MPO Planner Date: December 1, 2016 BACKGROUND  On October 31, 2016 and November 23, 2016 the Farmington MPO advertised Amendment #4 to the FFY2016-2021 Transportation Improvement Program (TIP).  The amendment involves several projects in the TIP as described in the attached notice.  The Technical Committee recommended approval of TIP Amendment #4 on November 9, 2016.  The Policy Committee deferred their vote on TIP Amendment #4 on November 17, 2016.  A Special Joint Policy/Technical Committee meeting was scheduled for December 8, 2016. AMENDED TIP PROJECTS  US 64 Phase V - (CN F100112) – At the request of NMDOT, increase FY 2017 funds by adding $833,356 in NHPP funds bringing the new project total to $15,900,000.  20th Street Phase III – At the request of the City of Farmington, adds a new project to the TIP, $867,300 in local funds in 2018 to engineer and construct pedestrian facilities.  Foothills Drive Enhancements Phase III – At the request of the City of Farmington, adds a new project to the TIP, $1,291,400 in local funds in 2018 to engineer and construct pedestrian facilities.  Glade Run Recreation Area Trails – At the request of the San Juan County, adds a new project to the TIP, $700,000 local funds in 2018 & 2019 to engineer and construct recreational trail systems.  Pinon Hills Boulevard Phase I (F100100) - At the request of the City of Farmington, amends the project by programming all funding sources ($4M in local match) in FY2019.  Pinon Hills Boulevard Phase II (F100101) At the request of the City of Farmington, amends the project by programming $2M Local Funds in FY2020 while also programming $16M in future federal funds in FY2021 in addition to $2M in local match funds in FY2021.  East Arterial Route Phase II (F100091) At the request of the City of Aztec, amends the project scope to now include ROW acquisition, construction from end of Phase 1B to NM 173, landfill waste removal, retaining walls, construct detached multi-use trail, add 2.5” asphalt overlay at NM 173 south for approx. .5 miles (Phase 1A), BLM wildlife and ROW fence, cattle-guard on NM 173E, striping and signage on Phase 1A, 1B and Phase 2, construction management and testing services. Utilities, including water, sewer, and electric along the length of the entire project. Increase State Severance Tax funds to $3,819,750 and eliminate $1,000,000 in local non-match in FY2017.  Anesi Trail – At the request of the City of Farmington, adds a new project to the TIP in the amount of $1,070,000 to build a bridge and trail development.  Kirtland Schools Walk Path – At the request of the San Juan County, shortens the project termini from 2.84 Miles to 1.57 Miles, shuffles construction and PE funds, but without changes to the overall project cost totals. 25  ACTION ITEM  It is recommended that the Technical Committee consider recommending approval again of Amendment #4 to the FFY2016-2021 Transportation Improvement Program (TIP) to the Policy Committee. DISCUSSION: Mr. Wakan reported that at the November 9, 2016 meeting, the Technical Committee moved to recommend approval of Amendment #4 to the FFY2016-2021 TIP. However, at the Policy Committee meeting on November 17, 2016, the members moved to defer approval until a joint meeting with the Technical Committee could be held to again review all the project details. Mr. Sypher said he was confused with the dates that were being planned for and asked if Amendment #4 was approved the changes would take effect on January 1, 2017. Mr. Wakan responded that the changes detailed in Amendment #4 would take effect following the State Transportation Commission’s meeting and subsequent approval of the STIP at their meeting anticipated to take place on December 15, 2016 (it was later learned that the December Transportation Commission Meeting had been cancelled and their next regular meeting is January 18, 2017). Mr. Sypher asked about the years included in the current TIP process. Mr. Wakan explained that the four years of the fiscally constrained TIP are 2016-2019 with the outer years of 2020 and 2021 being the planning years for the TIP/STIP. Although this is currently FFY2017, Amendment #4 addresses changes to the TIP that began with the FFY2016. Mr. Wakan reviewed the projects included in Amendment #4 shown on Page 15 of the agenda: US 64 Phase V - (CN F100112) At the request of NMDOT, increase FFY2017 funds by adding $833,356 in NHPP funds bringing the new project total to $15,900,000. 20th Street Phase III At the request of the City of Farmington, adds a new project to the TIP, $867,300 in local funds in FY2018 to engineer and construct pedestrian facilities. No federal funds are available to be programmed at this time. Foothills Drive Enhancements Phase III At the request of the City of Farmington, adds a new project to the TIP at a cost of $1,291,400 in local funds in FY2018 to engineer and construct pedestrian facilities and other enhancements. Glade Run Recreation Area Trails At the request of the San Juan County, adds a new project to the TIP totaling $700,000 in local funds in FY2018 & 2019 to engineer and construct recreational trail systems. 26 Pinon Hills Boulevard Phase I (F100100) NMDOT submitted a request through the MPO to remove Phase I from the TIP. The City of Farmington requested to amend the project by removing all federal funding sources in favor of programming $4,000,000 in local match funds in FY2019. Pinon Hills Boulevard Phase II (F100101) NMDOT submitted a request through the MPO to remove Phase II from the TIP. The City of Farmington requested to amend the project by programming $2,000,000 in local funds in FY2020 and another $2,000,000 in local match funds in FY2021. Mr. Wakan noted that the question remained about what to do with the $16,000,000 in future federal funds that the City of Farmington would like to program. With no federal funds currently attached to this project, the $16,000,000 cannot be programmed. Mr. Sypher explained that the City of Farmington’s proposed amendment for F100101 (Phase II) was made to comply with a request by Mr. Armando Armendariz of NMDOT. He requested the project be program in the TIP to be able to proceed with clearing the right-of-way and get the project shelf ready. This was a nuance to what had originally been agreed to, but the City of Farmington wanted to follow his request and this is what was submitted for the TIP amendment. The way it was structured was as a result of a call to FHWA who provided guidance on the proposal. Subsequent to this, there has been communication about putting funds in the TIP that have not already been awarded grants and how this is not fiscally constrained. Mr. Sypher said the City of Farmington had been asked if they wanted NMDOT’s recognition for the purpose of clearing the right-of-way issues to be fiscally constrained. Mr. Sypher stated that the City of Farmington wants to leave the amendment of F100100 (Phase I) as the proposed $4,000,000. For F100101 the $22,000,000 in local funds would be programed in FFY2019. Mr. Sypher said he thought this cleared up the issues with the Pinon Hills Boulevard project, but with the discussion of what were the federal fiscal years in the current TIP, thought that the $4,000,000 for F100100 should be programmed in FFY2018. Mr. Wakan asked what needed to be done with the $250,000 in CMAQ-Flex funds that were also originally programmed in Phase II (F100101). Since NMDOT has pulled all federal funding for this project, the CMAQ-Flex funds also need to be removed and shown in the amendment. Mr. Wakan asked if there had been any further discussion on what to do with this funding between NMDOT and the City of Farmington. Mr. Sypher said that based on discussions, the first four years of the TIP are fiscally constrained and constrained means something that can be counted on. He said he did not comprehend how these funds that were represented by NMDOT as being provided; were adopted in the STIP; recognized in several e-mails last spring; and followed up with a letter from the City of Farmington acknowledging and accepting these planning funds, that they could now be taken away. Mr. Sypher added that the City of Farmington was not contacted by NMDOT about the CMAQ-Flex funds but that the formal letter went to the MPO. 27 Mr. Wakan stated that the issue of all parties following the same and proper protocol needed to be clarified. Issues or requests, such as the removal of the CMAQ-Flex funding, need to be discussed and understood by both NMDOT and the local lead agencies. Mr. Wakan said it was unheard of for a TIP amendment to come to an MPO without the entity’s prior knowledge. Ms. Holton referred to the letter from NMDOT (Page 25) where the removal of the funding was requested. NMDOT was then directed to complete the MPO’s required form to request this change. To date, that form has not been received from NMDOT. Mr. Wakan said that if NMDOT will provide the proper request, the removal of the $250,000 in CMAQ-Flex funding can be taken care of in the next amendment cycle. He asked NMDOT if there would be any issues with waiting until the next amendment cycle to consider removing this funding. Mr. Lopez said he concurred with that since the proper procedures were not followed nor the local agency properly notified. Mr. Fillerup said the practice was for the local lead agency to provide the required forms when an amendment was necessary on one of their projects. Discussions with NMDOT could then occur if needed, but the agreement needs to be between NMDOT and the local lead agencies. Mr. Sypher added that there is currently no other protocol for obtaining CMAQ-Flex funds other than through the TIP and STIP. Although a future process for distributing these funds is being developed by NMDOT, there is currently no process in place for be obtaining these funds. The $250,000 in CMAQ-Flex funding was promised by NMDOT, placed in the TIP, ratified in the STIP and now NMDOT wants to pull the funding without even speaking with the lead entity. Mr. Sypher noted that NMDOT needs to play by the same rules that they entities are being strictly required to play by. Mr. Wakan noted that the three “C’s” – continuous, cooperative, and comprehensive - as noted in the CFRs are part of the communication between the parties that is needed and required to take place. Mr. Fillerup re-stated the concern of how do entities know when CMAQ-Flex funds or other money controlled by NMDOT are being awarded. There is no formal process except through having a project approved in the STIP. This is how a local government would know if they had been awarded that funding. Mr. Lopez stated that the District has no control over the CMAQ funding and that it came from Mr. Danial Watts. He noted that CMAQ is primarily programmed for pedestrian improvements. Mr. Sypher said the City of Farmington had not received a notification from Mr. Watts. The $250,000 CMAQ-Flex grant was provided to the City by District 5 and was prior to the Planning Division taking over the program. Mr. Lopez clarified that District 5 does not have control over funds and this is directed by FHWA so their rules have to be followed. Mr. Sypher responded that the City of Farmington had followed the rules that were in place at the time the funds were awarded. He added that these funds are in the STIP that was adopted by the State and provided to FHWA. The process was changed internally within NMDOT but this should not have to be the concern of the entity. Mr. Lopez said he understood the concern. 28 Mr. Elkin recommended that the MPO or the City of Farmington could request clarification on the new funding rules in order to clarify the status of the $250,000. He noted that if the project is removed, the $250,000 is then not attached to any project. Mr. Sypher replied that this was exactly why NMDOT had been asked to clarify the process. Mr. Elkin stated that a new future process is being established, but that the current process is that funding is at the discretion of NMDOT. Mr. Lopez said the process, even for NMDOT, is that once the cost for the pedestrian improvements is identified, a request needs to be made to Mr. Watts for CMAQ funds. Mr. Fillerup asked how an entity would be notified if funding is awarded. Mr. Lopez said an entity would ask for clarification from NMDOT if funding were removed, but they could request CMAQ funding in the future. Mr. Fillerup asked if NMDOT would respond to a request for funds. Mr. Lopez said yes. Mr. Fillerup said the previous understanding was that an entity was notified that funding had been awarded was when it showed up in the STIP and this was the City of Farmington’s understanding. Mr. Elkin said there was a new set of conditions presented today in that the project would be locally funded. These new circumstances may affect CMAQ funds. He noted that the local funds also have to be proven to be reasonably available. Mr. Fillerup recapped the changes for the Pinon Hills Boulevard project: Phase I (F100100) - $4,000,000 in local funds in FY2018; Phase II (F100101) - $22,000,000 in local funds in FY2019; NMDOT is asking to remove $250,000 in CMAQ-Flex funding from this Phase. Mr. Wakan stated for the time being, the City of Farmington has requested to keep the $250,000 in FY2017. Mr. Sypher stated that if the City of Farmington had not submitted a TIP request on the appropriate form, it would have been rejected. If this is the case, why would this be any different for another entity; why is the City of Farmington being treated differently. Mr. Fillerup restated that for FY2017 the City of Farmington is not requesting any amendment to the $250,000 and for FY2019, show $22,000,000 in local funds. Mr. Sypher agreed. East Arterial Route Phase II (F100091) Mr. Wakan reported that NMDOT no longer wishes to remove this project from the TIP. The programmed state severance tax funds of $3,819,750 are to remain in the TIP. The City of Aztec has requested some changes to the project scope to now include: right-of-way acquisition, construction from end of Phase 1B to NM 173, landfill waste removal, retaining walls, construct detached multi-use trail, add 2.5” asphalt overlay at NM 173 south for approximately .5 miles (Phase 1A), BLM wildlife and ROW fence, cattle-guard on NM 173E, striping and signage on Phase 1A, 1B and Phase 2, construction management and testing services. Utilities, including water, sewer, and 29 electric along the length of the entire project. Increase State Severance Tax funds to $3,819,750 and eliminate $1,000,000 in local non-match in FY2017. Mr. Wakan explained that the TIP database has a limit to the number of available characters and he said he would work with Mr. Watson to ensure this was appropriately detailed in that database. Mr. Watson said he understood the constraints, but wanted to ensure that the amendment voted upon included all the changes proposed by the City of Aztec. Mr. Fillerup asked if the changes to the East Arterial Route shown on Page 15 of the agenda were correct. Mr. Lopez asked if the utilities were replacements. Mr. Watson replied that it was all new. Mr. Fillerup again asked if all the changes were correctly reflected on Page 15 of the agenda. Mr. Watson said they were. Mr. Watson reiterated that the City of Aztec understood the database limitations, but wants to ensure that the vote taken by the Technical Committee today will cover all the changes as proposed and written. Anesi Trail At the request of the City of Farmington, adds a new project to the TIP in the amount of $1,070,000 in local funds in FY2019 to construct a bridge and trail development. If the City of Farmington later desires the project to be in FY2018, it can be amended in the next TIP cycle. Kirtland Schools Walk Path At the request of the San Juan County, shortens the project termini from 2.84 miles to 1.75 miles, shuffles construction and P&E funds, but there are no changes to the overall project cost totals. Mr. Fillerup opened the public hearing for FFY2016-2021 TIP Amendment #4. With no comments being received, Mr. Fillerup closed the public hearing. ACTION: Ms. Lopez moved to approve Amendment #4 to the FFY2016-2021 TIP as put forward by the entities: recommended changes to Pinon Hills Boulevard, Phases I and II as put forward by the City of Farmington; ensure language for the East Arterial Route Phase II for the City of Aztec is as presented in the agenda; added wording “and other enhancements” to the Foothills Drive Enhancements Phase III project; and the addition of the fiscal year to the Anesi Trail project. Mr. Watson seconded the motion. The motion was approved unanimously. 4. BUSINESS FROM THE CHAIRMAN, MEMBERS AND STAFF Mr. Fillerup thanked the entities and NMDOT for their discussion of these projects. Mr. Watson stated that the City of Aztec was concerned about the end run taken by NMDOT on the East Arterial Route. All agencies involved in the MPO should be required 30 to follow the same set of rules. The City of Aztec believes NMDOT was not cooperative in the process and they take strong exception to that. NMDOT was trying to remove funding that was already in place and caused the project to be put on hold. The City of Aztec also believes that some of the NMDOT departments were not doing their tasks as required to allow the project to move forward. Now that the project is back on track, it is hoped that NMDOT will cooperate with the City of Aztec to get this project done on schedule. Mr. Fillerup added that he would like to see more transparency by NMDOT on the decision processes. He said he was pleased to learn that, going forward, there will be an application and award process for the CMAQ-Flex funds that will provide clarity for the entities. It would be helpful to know how the decisions of District 5 are made in allocating the funds in our area that District 5 does have control over. Mr. Fillerup also asked that the District consider making their meetings public since they currently are not. Mr. Lopez said this would need to come from Paul Brasher since he identifies the needs of the District. Mr. Watson commented that he understood through conversations with the design team and Mr. Brasher in the last couple of weeks that Mr. Brasher does not have any control over funding in District 5. Mr. Lopez clarified that was true but that Mr. Brasher can identify priorities and needs of the District. NMDOT management has identified that the needs of DOT state routes will take priority over the needs of the local governments. Mr. Watson asked if FHWA is aware that local funding is being taken away to satisfy the needs of NMDOT. Mr. Lopez said they are aware of the program changes in funding and nothing is hidden from them. Mr. Fillerup stated that within the last couple of years, the MPO changed the membership status of the Policy and Technical Committees to include representatives from NMDOT and reserved time on each agenda for reports from NMDOT. Mr. Fillerup said it would be appropriate for NMDOT to provide project updates and future decisions being considered about local project funding. Ms. Lopez said that as Committee members, they should be providing transparency to the MPO and local entities and any considered policy or TIP changes should be made known to the entities and these decision be made with collaboration among all the parties. She thought it disconcerting that the public view and vision is not being considered by NMDOT. Mr. Lopez said he understood Ms. Lopez’s position but noted that the decisions are made by NMDOT management at the General Office. Mr. Fillerup asked if these meetings/discussions were public meetings. Mr. Lopez said they were not. Mr. Fillerup said the MPO would like to know how and where these decisions are made and have the ability to work alongside of NMDOT. Mr. Lopez said the District is directed on how things will be. The Technical Committee again discussed the need for there to be coordination by all parties in making decisions. Mr. Wakan referred again to the three “C’s” – continuous, cooperative and coordinated – the coordination is what is not currently happening. He reported that there is a distinction between a large and a small MPO. The larger MPO, known as TMAs, collaborate with DOT and can program their funds as they see fit. Small MPOs like Farmington must cooperate with DOT and cannot program our own funds and NMDOT has the discretion. The MPO must clearly express their priorities 31 through the planning documents and at the public meetings. Mr. Watson asked how that cooperation is going to work when NMDOT diverts funding for the local projects onto state road projects. Mr. Wakan said this is where we need to communicate with NMDOT. If there are projects coming into this area that are not in sync with the values and priorities shown in our planning documents, the MPO must make a statement of objection to the STIP and this is our mechanism. Mr. Sypher added that the TIP belongs to the local entities and represents the local priorities and creating this list is what the CFRs charge the MPOs to do. Additionally, the MPO created a Metropolitan Transportation Plan (MTP) which was to be used and followed in coordination with NMDOT. This document needs to be considered by NMDOT as documenting the priorities of this region. Mr. Sypher reiterated the need for a training meeting with FHWA to understand the CFRs and how NMDOT and the MPO are charged with working together. There was no additional business from the Chairman, Members and Staff. 5. BUSINESS FROM THE FLOOR There was no business from the Floor. 6. ADJOURNMENT Mr. Watson moved to adjourn the meeting. Ms. Lopez seconded the motion. Mr. Fillerup adjourned the meeting at 2:30 p.m. ___________________________ ___________________________ Fran Fillerup, Chair June Markle, Administrative Assistant 32