MPO Technical Committee

MPO TECHNICAL COMMITTEE AGENDA June 12, 2019 10:00 a.m. Council Chambers Farmington City Hall 800 Municipal Drive Farmington, New Mexico  AGENDA FARMINGTON METROPOLITAN PLANNING ORGANIZATION TECHNICAL COMMITTEE MEETING June 12, 2019 10:00 AM This regular meeting will be held in Council Chambers at Farmington City Hall, 800 Municipal Drive, Farmington, New Mexico. ITEM PAGE 1. Call to Order: Call meeting to order 2. Minutes: Approve the minutes from the May 8, 2019 Technical Committee 59-71 Meeting. 3. Consider Annual Adoption of Transit Performance Targets for Red Apple and 1-4 proposed Policy Committee Resolution 2019-5 to Adopt those Targets a. Review the Red Apple’s Transit Performance Targets and proposed Policy Committee Resolution 2019-5; b. Hold a public hearing on proposed Policy Committee Resolution 2019-5; c. Consider recommending adoption of the Red Apple’s Transit Performance Targets and proposed Policy Committee Resolution 2019- 5. ACTION ITEM Presented by: Mary L. Holton, AICP 4. Consider Policy Committee Resolution 2019-6 Encouraging NMDOT to Repair 5-22 and Rebuild NM State 173 ACTION ITEM Presented by: Mary L. Holton, AICP 5. TIP Project Updates from Technical Committee Members: Members will 23-24 provide updates on their TIP projects. 6. Review of Projects to be Listed on the New FFY2020-2025 Transportation 25-42 Improvement Program (TIP) Presented by: Mary L. Holton, AICP 7. Reports from NMDOT a. Update from the Planning Bureau (Joseph Moriarty) b. Update from District 5 (David Quintana) 8. Committee Member Discussion Item(s) 43 No additional discussion items were presented by Technical Committee members 9. Information Items 44-57 a. NMDOT’s State Call for Projects b. Annual FMPO’s Quality Assurance Review (QAR) c. MPO’s Public Participation Plan (PPP) d. MPO Quarterly e. New Mexico LTAP Center Advisory Committee Meeting f. FMPO & NWRTPO Introductions and Opportunities for Future Collaboration Presented by: Mary L Holton, AICP 10. Business from Chairman, Members, and Staff 11. Public Comment on Any Issues Not on the Agenda 12. Adjournment The public body may only take action on an item if it is listed for action on the publicly noticed agenda. ATTENTION PERSONS WITH DISABILITIES: If you are an individual with a disability who is in need of a reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to attend or participate in the hearing or meeting, please contact the MPO Administrative Assistant at the Downtown Center, 100 W Broadway, Farmington, New Mexico or at 505-599-1466 at least one week prior to the meeting or as soon as possible. Public documents, including the agenda and minutes, can be provided in various accessible formats. Please contact the MPO Administrative Assistant if a summary or other type of accessible format is needed.  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #3 Subject: FTA Requirement for the MPO to Annually Adopt Transit Performance Targets for Red Apple and Policy Committee Resolution 2019-5 to Adopt those Performance Targets Prepared by: Mary L Holton, AICP, MPO Officer Date: June 12, 2019 BACKGROUND  In January 2017, the Federal Transit Administration and David Harris/NMDOT informed FMPO of requirements of the Transit Asset Management (TAM) Final Rule and the Metropolitan and Statewide and Nonmetropolitan Transportation Planning Final Rule published in 2016.  The TAM Final Rule required transit providers to set performance targets for state of good repair by January 1, 2017. The Planning Rule required each MPO to establish targets no later than 180 days (June 30, 2017) after the date on which the relevant state or provider of public transportation established its performance targets. The FTA requires MPOs to adopt Performance Targets annually.  The FMPO Policy Committee adopted the original TAM Performance Measures on June 14, 2017.  The Technical Committee will consider recommending approval of proposed PC Resolution 2019-5 on June 12, 2019 to re-adopt the targets.  Andrew Montoya/Red Apple advises that there were no changes to the targets from last year. You are referred to him regarding Red Apple’s current Transit Asset Management (TAM) Plan. ANTICIPATED WORK  Seek final approval of the proposed Policy Committee Resolution 2019-5 by the Policy Committee on June 27, 2019. ATTACHMENTS  The Policy Committee Resolution 2019-5 can be downloaded by clicking the following link: https://www.fmtn.org/DocumentCenter/View/19576/PC-Reso-2019- 5-TAM-Plan_Legal-Reviewed ACTION ITEM  Hold a public hearing on proposed PC Resolution 2019-5.  MPO Staff recommends that the Technical Committee forward a recommendation of approval to the Policy Committee for proposed Policy Committee Resolution 2019-5.  The adoption of the Transit Performance Targets is due to NMDOT on June 30, 2019. 1  APPLICABLE CITATIONS  49 CFR Part 625 2 3 4  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #4 Subject: Policy Committee Resolution 2019-6 – Encourage NMDOT to Repair and Rebuild New Mexico State Highway 173 Prepared by: Mary L Holton, AICP, MPO Officer Date: June 12, 2019 BACKGROUND  At the Technical Committee meeting on May 8, 2019, residents and members of the community came forward to present their safety concerns with NM 173.  A 15-page petition signed by community members and visitors was presented requesting that the State Engineer and NMDOT investigate and resolve their safety concerns on NM 173.  The Technical Committee recommended drafting a Policy Committee Resolution in support of safety improvements to NM 173.  The Technical Committee will consider recommending approval of proposed PC Resolution 2019-6 on June 12, 2019 to encourage action on NM 173 by NMDOT. ANTICIPATED WORK  Seek final approval of the proposed Policy Committee Resolution 2019-6 by the Policy Committee on June 27, 2019. ATTACHMENTS  A copy of Policy Committee Resolution 2019-6 and the petition are attached. ACTION ITEM  MPO Staff recommends that the Technical Committee forward a recommendation of approval to the Policy Committee for proposed Policy Committee Resolution 2019-6.  The adoption of proposed Policy Committee Resolution 2019-6 will then be forwarded to NMDOT. APPLICABLE CITATIONS  23 CFR Part 450.316 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #5 Subject: Status of TIP Projects Prepared by: MPO Staff Date: June 12, 2019 BACKGROUND  The STIP Protocols, finalized in early 2014, require 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. and provide for discussion among the members and NMDOT representatives. TRACKING INFORMATION (2018-2023 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 PROJECTS ON FMPO CURRENT FFY2018-2023 TIP  Aztec F100091 – East Aztec Arterial Phase II  Bloomfield F100300 – East Blanco Bridge  Farmington F100099 – Foothills Drive Enhancement Phase II F100100 – East Pinon Hills Blvd Extension Phase I F100101 – East Pinon Hills Blvd Extension Phase II F100132 – 20th Street Phase III F100221 – Anesi Trail and Pedestrian Bridge TF00001 – Red Apple Transit  San Juan County F100021 – East Pinon Hills Blvd Extension Phase III F100240 – Glade Run Recreation Area Trails F100270 – Kirtland Schools Walk Path System F100290 – CR 5500 Bridge Replacement  NMDOT F100112 – US64 Phase V F100113 – US64 Phase VI F100170 – NM 173 F100310 – NM 170 23  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.  Integration of all FMPO TIP projects on to new eSTIP website.  Public eSTIP website can be viewed at https://estip.dot.state.nm.us/ INFORMATION ITEM  This is an information item only. Committee members will have an opportunity to provide feedback regarding TIP project status and details. 24  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #6 Subject: FFY2020-2025 Transportation Improvement Program (TIP) Development Prepared by: Mary L Holton, AICP, MPO Officer Date: June 12, 2019 BACKGROUND  The TIP is a short-term program of projects expected to be completed in the next four (4) years.  Projects included in the TIP must be regionally significant and fiscally constrained.  The TIP adoption process includes updating project information, adding new projects, and developing a TIP priority list.  A Call for Projects was issued on May 20, 2019 to start the new TIP adoption process.  New projects being added to the TIP need to submit a TIP Project Change Form and NMDOT’s A-1340 Initial Cost Estimate and Control Number Request Form no later than June 7, 2019. CURRENT WORK  Staff continues to discuss updates to current projects and/or new projects with the entities, Red Apple Transit, and NMDOT.  The draft TIP has been developed based on this input.  The STIP is scheduled to be updated in August 2019.  The new TIP needs to be submitted to NMDOT by August 9, 2019.  A 30-day public comment period on the new TIP will open on June 23. Public hearings will be held during the July 10 Technical Committee meeting and a Special Policy Committee meeting on July 25, 2019. FUNDING AND FISCAL CONSTRAINT  The TIP is required to be fiscally constrained. The projects listed have identified detailed funding sources as required. ANTICIPATED WORK  The PPM Review is required for any new project submitted for the new TIP. To date, only three (3) new projects have been added. The projects are those that were recently awarded TAP/RTP funding.  The PPM/Project Scoring Committee is scheduled to meet between June 17-29 to rank new projects. Two (2) members of the Tech Committee and one (1) member of the Policy Committee have made up this scoring committee in the past. We are asking for volunteers at this time.  The report of the scoring committee will be included in the July Agenda.  Finalize any project revisions with the entities.  Work with NMDOT on submitting/implementing the new TIP. 25  Seek adoption of the FFY2020-2025 TIP.  Develop “TIP Amendment Procedures” schedule/guidelines specific to FMPO. ATTACHMENTS  A list of current projects in the FFY2018-FFY2023 TIP.  A list of projects that the MPO Staff have been moved into the new FFY2020- FFY2025 TIP with details for each project. As of June 3, this list is pending direction regarding Informational Project #F100221 and District 5’s actions on their NM 170 (#F100310) and two US 64 (#F100112, #F100113) projects. Project #F100170 (NM 173) is included in the new TIP as it underwent an administrative modification recently in May. INFORMATION ITEM  MPO Staff recommends that the Technical Committee review the projects in their agenda.  The final draft FFY2020-2025 TIP will be on the July agenda for the Technical Committee to consider forwarding a recommendation of approval to the Policy Committee for their adoption on July 25, 2019. APPLICABLE CITATIONS  23 CFR Part 450-326. 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #8 Subject: Committee Member Discussion Items Date: June 12, 2019 DISCUSSION ITEMS There were no additional discussion items provided by Technical Committee members for inclusion in the Agenda. 43  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #9 Subject: Information Items Prepared by: MPO Staff Date: June 12, 2019 INFORMATION ITEMS a. NMDOT’s State Call for Projects. A total of seven (7) projects were submitted before the May 24 deadline. The Feasibility Meeting is scheduled for Thursday, June 6. A report on that meeting will be provided at your meeting. b. Annual FMPO Quality Assurance Review (QAR). The MPO’s Annual Quality Assurance Review (QAR) was held on April 10. A copy of the written evaluation is attached for your review. c. PPP Status. The draft is nearing completion. A 45-day public comment review period is required, d. MPO Quarterly. The MPO Quarterly was held in Farmington on June 5. A copy of the final draft agenda is attached. A report on that meeting will be provided at your meeting. e. New Mexico LTAP Center Advisory Committee Meeting. MPO Staff will attend this meeting via phone conference. A report on that meeting will be provided at your meeting. f. FMPO & NWNM RTPO Introductions and Opportunities for Future Collaboration. At your July meeting, Robert Kuipers, the NWNM RTPO Program Manager, has asked to present on “Opportunities for Future Collaboration between FMPO and NWNM RTPO”. 44  NMDOT Asset Management and Planning Division Statewide Planning Bureau – Government to Government Unit Annual Quality Assurance Review of MPOs Checklist and Report Initial QAR Meeting: Entity (MPO): Farmington MPO Reviewer: Joseph Moriarty Review date: 4/10/19 Personnel interviewed (list names and positions): Mary Holton, MPO Officer June Markle, Administrative Assistant QAR Follow-Up Meeting (if applicable): Entity (MPO): Reviewer: Review date: Personnel interviewed (list names and positions): 1. Summarize results of agency audit, including any findings for the year ending June 30, 2018. Provide context for any quotes, indicating the audit section in which the finding is found. Additionally, review the Single Audit Section and highlight any findings related to the PL grant. The City of Farmington’s Comprehensive Annual Financial Report (CAFR) for FY 2018 was released on 12/17/18. The independent auditors’ report was conducted by Clifton Larson Allen, LLP. In preparation of the QAR process the CAFR was submitted by the MPO Officer to the GTG Planning Liaison on 2/13/19. The City of Farmington’s CAFR identified two findings. The first finding (2018-001) related to controls surrounding cash receipt processing. This finding has limited applicability to the PL grant. However, the second finding (2018-002) relates to the controls surrounding the procurement process. The audit noted the City lacked a complete understanding of the procurement process and adherence to all requirements. The audit also, “recommended that the City document the reasons for, and appropriate approval of, exceptions to its policy of obtaining competitive bids and the basis for, and appropriate approval of, the selection of a particular vendor.” City of Farmington management indicated they addressed this finding with staff trainings on November 2, 2018 and will continue to address this finding by re- emphasizing the importance of due diligence with staff. The audit did not note any federal award findings and questioned costs. In addition, two prior year findings were resolved: finding 2017-001 (Preparation of the Schedule of Expenditures of Federal Awards) and 2017-002 Equipment and Real Property Management. Additionally, the audit is: Current  On file  Posted to the website  General summary: The City of Farmington’s Fiscal Year 2018 CAFR was received on 2/13/19 and identified two findings. The most applicable finding from the perspective of the PL grant relates to controls and requirements surrounding the procurement process. The audit did not identify any findings related to federal awards and costs. Two findings from the previous year (2017-001 and 2017-002) were also resolved. 45  Concerns/Issues: The finding that relates to the procurement process is a concern since the City of Farmington is the fiscal agent for the MPO and therefore the MPO uses the City’s procurement process. From the FHWA PL program perspective, the City of Farmington needs to establish consistent internal procedures, controls, and oversight to ensure that all federal requirements related to an open and competitive procurement process are met. All federal grants must comply with 2 CFR 200. Additionally, the Federal Aid Highway Program funds, which include the funds used for the MPO, must comply with 23 CFR. Federal procurement regulations “pass-through” to grantees (City of Farmington), to sub-grantees (NWNMCOG), and any potential vendors or consultants where federal funding is used. Best Practices: Procurement training conducted for City staff is a positive step. Follow-Up Needed On: Keep NMDOT informed on City’s resolution of the audit finding related to the City’s procurement processes. Notes from Follow-Up QAR: 2. Planning Products – are the following current, on file and posted to the website (PDF)? Current On file 1 Posted to the website    Metropolitan Transportation Plan (MTP)    Transportation Improvement Program (TIP)    Unified Planning Work Program (UPWP)    Public Participation Plan (PPP) (update in conjunction with MTP)    Title VI Plan with contact person identified (update every 3 yrs) 2    Annual Performance and Expenditure Report (APER)    Annual Listing of Obligated Projects N/A N/A N/A Air Quality Conformity letter (for EPMPO) N/A N/A N/A Congestion Management Plans (for applicable MPOs)    Other plans (list below) FMPO 2019 Bicycle and Pedestrian Plan General summary: The above FMPO Planning Products were visually inspected by the Planning Liaison and confirmed to be current, on file, and posted on the FMPO website http://fmtn.org/364/Farmington-MPO. The internal files are filed logically and are well organized. The Planning Products posted on the FMPO website are available as links from the main webpage, organized by Planning Product themes. Concerns/Issues: The Title VI Plan does not have a specific contact person identified, but directs the reader to the Human Resources Director at the City of Farmington. This is acceptable, provided the contact information listed is consistent even during staff turnover (i.e. a generic email address or main desk phone number). The Planning Liaison asked for a “cleaned-up” version of the Annual Performance and Expenditure Report (APER) be posted on the web-site. Current version is a low resolution scanned version of the document. FMPO staff to create and post a pdf file of the APER document on the website. Ensure that documents posted to the website are available in sufficient resolution so they are legible and accessible to the public. Post documents in a final pdf format. Once a new document is posted FMPO staff perform a “user test” of the document to confirm legibility and 1 ‘On file’ assumes an electronic copy; hard copies are optional. 2 Title VI Contact should be a specific person that works at the entity; ideally the contact information should be stable (e.g. ADA.TitleVI@xxcog.org or a general phone number) so that even if the person leaves, the contact information stays active. 46  accessibility. Recommend a regular check to make sure all the documents on the web site are current as part of best MPO management practices. (See discussion below regarding project management process.) Best Practices: Continue to use TIP Amendment Schedule as part of standard MPO management procedures to guide future amendments per 2/11/19 Corrective Action Plan. Follow-Up Needed On: Confirm that email and/or phone number provided for the Title VI contact is permanent and stable, so even in times of staff transition Title VI information received is still actively monitored. Notes from Follow-Up QAR: 3. Boards/Committees - are the following current, on file and posted to the website for all boards and committees? Current On File Posted to the website    Bylaws    Members, including Chair and Vice Chair    Schedule of meetings    Agendas (posted to website 72 hours prior to meeting)    Meeting minutes (for the past 2 years)    Approved documents (i.e. signed resolutions) General summary: The above Board and Committee materials are current and posted to the website. Current bylaws posted on website on 4/16/19. Agendas are posted a week in advance and meeting minutes are available for the past 2 years. Concerns/Issues: Concerned about the standing of the alternate that has been appointed to the Policy Committee by the Town of Kirtland. FMPO staff indicated that this individual is under contract to the Town of Kirtland to provide engineering services. NMDOT is unclear whether this person is also an elected or appointed official of the Town. The June 28, 2018 Farmington MPO Committee Bylaws and Operating Procedures indicate that Policy Committee alternates must also be either an elected official or an appointed government official of the governing body, except for the NMDOT member. It is also recommend that the FMPO staff consider establishing a consolidated project management process to monitor items related to both long term Planning Products and short term Board and Committee items so the most up-to-date and current documents are posted on the web site. (A Gantt Chart is a useful project management tools in this regard.) This would help staff visualize the lead time that is necessary for regular occurring Planning Products to be completed within their mandatory deadlines. Follow-Up Needed On: Research and determine official standing of Kirtland Policy Committee alternate. Compare official standing to the Bylaws to determine appropriateness of appointment. Communicate the outcome to NMDOT. Notes from Follow-Up QAR: 4. Financials - Reporting and Documentation  Reimbursement Packets consistently submitted in a timely, complete, and accurate fashion? 47  Reimbursement Packets include cover letters, Quarterly Reports, Budget Reports, Expenditure Summary, Invoices and supporting documentation? Are these provided with the Reimbursement Packets and maintained on file? 1. Budget Report: track expenditures by line-item as defined by task in the UPWP budget 2. Expenditure Summary: provide a summary of federal funds expended plus local match paid, by quarter.  Is the documentation on file, well-organized, and accessible? 3. Security: what measures does the MPO take to ensure their IT systems are secure? General summary: Financial reporting and documentation submitted in a timely manner per the PPM. Documentation is complete and accurate. City of Farmington IT Department responsible for FMPO IT security. The MPO uses the City of Farmington’s servers to store and backup data. Rigorous IT procedures and protocols put in place by the City of Farmington since January 2018 ransom ware attack of system, i.e. no thumb or external drives allowed on any City of Farmington PC’s. Access is strictly monitored by IT staff. FMPO data backed-up on a regular basis to the City of Farmington server. Data residing on the FMPO website is also a built-in redundancy. Concerns/Issues: How the NWNMCOG contractor accounts for time and expenses remains a concern. Reimbursements requests cannot cross-over Federal program years. (For example, expenses that occurred during FFY18 are not eligible for payment with FFY19 funds.) Best Practices: MPO fiscal agent (City of Farmington) requiring monthly reimbursement packets from NWNMCOG rather than on a quarterly basis. As the MPO’s fiscal agent the City of Farmington needs to continue to scrutinize NWNMCOG reimbursement packets to ensure only allowable costs are included per 2 CFR 200 and PPM requirements. Follow-Up Needed On: N/A Notes from Follow-Up QAR: A. Timesheets and Timesheet Summary - All MPO staff who charge time to a federally funded task are required to maintain internal, accurate, and current time records using database and spreadsheets comparable to the MPO Time Tracking workbook provided in the Planning Procedures Manual. GTG Liaison must randomly test a week to ensure the timesheets are on file and that they match what was included in that reimbursement packet.  Is the MPO able to provide access to timesheets?  Is supporting documentation available to track activities?  Is the amount of time spent on MPO duties and billed to FHWA or FTA funds clearly indicated? N/A In the event that work hours involve multi-tasking among several federally-funded tasks, does the MPO have a Cost Allocation Plan or Indirect Cost Agreement in place to address the specifics of each situation? General summary: Timesheets and time tracking records maintained by the FMPO were available for Planning Liaison review. City of Farmington uses Executime software to track time, attendance and job codes (PL or FTA) of COF employees that work for the MPO. Timesheets for MPO staff members working for the City of Farmington were found to be consistent with reimbursement packets. 48  Concerns/Issues: Time record keeping related to the NWNMCOG remain a concern. MPO fiscal agent (City of Farmington) needs to continue to monitor NWNMCOG time record keeping to ensure only eligible time and expenses related to MPO duties are reimbursed. Best Practices: N/A Follow-Up Needed On: N/A Notes from Follow-Up QAR: B. Contract Awards ☐ No Contractor Awards during the time period covered by this QAR OR:  Published Notice in Newspaper for Invitation for Bid or Request for Proposals (RFP) (advertisement), copy of ad  Bidder’s list at bid opening: Company(s) and quotation sheet(s); or copies of proposals received  Award Letter, “NOTICE OF AWARD”/”NOTICE TO PROCEED” Forms  All subsequent notices: starts, suspends, resumes, and completions  Copy of fully executed Contract on file  All invoicing (copies) for contractors, vendors, suppliers General summary: The only contract that was awarded by the MPO was to Russel Planning and Engineering to complete the FMPO 2019 Bicycle and Pedestrian. This contract started on March 14, 2018 and ended on March 13, 2019. The contract and invoices were inspected by the Planning Liaison during the QAR site review. Concerns/Issues: The Russel Engineering and Planning invoices where unclear regarding the time period that the invoice spanned. Russel Engineering and Planning numbered their invoices but did not indicate the period of time that the invoice covered. This is important so that services are not inadvertently billed and paid twice. It is recommended that the FMPO require consultants to provide a specific invoice number as well as identify the time period of service (beginning date and ending date) of the work on the invoice cover page. It is also a best practice to require consultants (and sub-consultants) to include time sheets in the invoice package for the period of service invoiced. This is a good check to make sure the hours billed in the invoice align with the actual time sheet records of the consultant. This is especially good management practice for consultants that have limited experience working on federally funded projects. Best Practices: N/A Follow-Up Needed On: N/A Notes from Follow-Up QAR: C. Inventory of capital assets acquired with Federal Aid Highway Program funds valued at $5,000 and greater ☐ Not applicable OR:  Are there property records that include a description of the property, serial or other identification number, source of property, who holds title, acquisition date, cost of property, percentage of Federal participation, location, use and condition of property and ultimate disposition data including date of disposal and sale price? 49   Is there a physical inventory of the property with results reconciled with property records (at least once every 2 years)?  Is there a control system developed to ensure adequate safeguards to prevent loss, damage or theft of property? If there was an occurrence did NMDOT investigate and what were the results of that investigation?  Are there adequate maintenance procedures developed to keep property in good condition? Note: Disposition of items of equipment at current, per-unit, fair market value in excess of $5,000 may be retained or sold and the awarding agency (FHWA) has the right to an amount calculated by multiplying the current market value or proceeds from sale by awarding agency’s share of the equipment. General summary: MPO staff indicated that a 2014 Ford Explorer 4x4 model was the only capital asset purchased by Federal Highway Program funds by the MPO. It was purchased for $23,892 and received by the City of Farmington on 5/7/14, VIN#1FM5K8B88EGB774619. MPO staff provided a printed copy of an email to the Planning Liaison from Joey Roadhouse (City of Farmington) to Shannon Glendenning (NMDOT) “Re: Information on the MPO Explorer (Unit #10407) Requested by NMDOT” dated April 11, 2018 detailing the capital asset purchased by Federal Highway Program funds by the MPO. Concerns/Issues: A capital asset inventory of all assets acquired with Federal Aid Highway Program funds valued at $5,000 and greater that meets requirements of 2 CFR 200.313(e) must be maintained and updated. This capital asset inventory needs to be available for inspection by NMDOT and/or FHWA. Update inventory annually in advance of the QAR Site Reviews. This inventory was not available for annual QAR Site Review, conducted on 4/10/19. Best Practices: N/A Follow-Up Needed On: FMPO must have capital asset inventory of all assets acquired with Federal Aid Highway Program funds valued at $5,000 and greater available for annual QAR Site Review. FMPO did not have this inventory available at the QAR Site Review. Once obtained from the City of Farmington, FMPO staff should email it to the FMPO Planning Liaison. Notes from Follow-Up QAR: 5. Structure/Intergovernmental & Other Agreements Current On file   Is the Cooperative Agreement with NMDOT current and on file?   Is the JPA or MOA establishing the MPO current and on file?   Other (list) Intergovernmental Services Agreement: Farmington Metropolitan Planning Organization (FMPO): Administrative and Management Services General summary: Cooperative Agreement with NMDOT (Contract Number D16019) dated 8/9/18 is current and on file and posted on the FMPO website. Cooperative Agreement term: August 9, 2018 through September 30, 2022. 50  Joint Powers Agreement (approved on 8/17/18) is also current and on file and posted on the FMPO website. Joint Powers Agreement term: October 1, 2018 through September 30, 2020. Intergovernmental Services Agreement (ISA): Farmington Metropolitan Planning Organization (FMPO): Administrative and Management Services (dated 9/18/19) is current and is on file at the MPO. ISA term: August 15, 2018 through August 14, 2019. This ISA is between the City of Farmington and the Northwest New Mexico Council of Governments to provide Administrative and Management Services to the Farmington Metropolitan Planning Organization. Concerns/Issues: N/A Best Practices: Continue to keep on file and post on website as appropriate. Follow-Up Needed On: N/A Notes from Follow-Up QAR: 6. MPOs: Traffic Counts and Other Roadway Data  Is the MPO’s traffic count program aligned with NMDOT?  Are traffic flow maps available and posted on the MPO’s website?  Are Functional System maps available and posted on the MPO’s website?  Has the MPO worked with NMDOT to maintain Functional and NHS designations? General summary: The NMDOT Data Management Bureau (Traffic Monitoring Program) is leading and coordinating traffic counts for the Farmington MPO, (as well as other smaller MPOs across the state). The FMPO is currently waiting on calibrated 2018 AADT counts from NMDOT for the Farmington region. The Farmington MPO is still maintaining their Midwestern Software Solutions (MS2) license, a web-based Transportation Data Management System that is used by the FMPO to compile and analyze traffic data. FMPO staff indicated that traffic flow maps and functional system maps are posted on the FMPO website, but they are dated. FMPO staff also indicted that they coordinate with NMDOT to maintain Functional and NHS designations. Concerns/Issues: How the FMPO MS2 license relates to the NMDOT Traffic Monitoring Program remains a concern. The NMDOT Traffic Monitoring Unit is not coordinating with FMPO on how to best utilize the MS2 license that FMPO is maintaining. FMPO may elect to discontinue the MS2 license, unless it determines that the features offered by maintaining the license are beneficial to FMPO. The NMDOT Planning Bureau recognizes the challenges FMPO faces in updating their traffic flow and functional system maps. The foundational data that is necessary to produce these maps is contingent on the cooperation of the NMDOT Traffic Monitoring Unit. Best Practices: Follow-Up Needed On: FMPO needs to update their traffic flow and functional system maps. Notes from Follow-Up QAR: 7. Staff & Board/Committee Member Training and Professional Development 51   Is there a training/professional development plan for MPO staff and how is it being implemented?  Have all MPO staff attended the basic NHI courses when offered [e.g. Federal-Aid Highways 101 (last offered spring 2014), Highway Program Funding (last offered winter 2016)]?  Has an MPO Planner attended a NM Open Meetings Act training?  Is the MPO following the UPWP training plan for Board/Committee Members? Are additional resources needed to implement the training plan? • What is the outreach to non-participating members? (Detail below) General summary: FMPO staff indicated that there are ongoing training and professional opportunities for staff. Specifically, FMPO staff will be participating in the 2 CFR 200 Trainings (May 14 and 15, 2019) as well as eSTIP trainings at NMDOT. FMPO staff also indicated that they have participated in National Highway Institute (NHI) courses. FMPO staff have also attended the NM Open Meetings Act training. FMPO staff have instituted quarterly trainings for Technical Committee and Policy Committee members at TC and PC meetings. FMPO staff indicated that the meeting agendas for both the Technical Committee and Policy Committee meetings includes opportunities for input by members (under the Business from Chairman, Members, and Staff standard agenda item) and from the public (Public Comment on Any Issues Not on the Agenda standard agenda item). Concerns/Issues: N/A Best Practices: In the last year and since the last QAR, FMPO added the Town of Kirtland to the MPO via the JPA. FMPO staff also indicated that the recent change in the JPA that increased the membership of the committees resulted increased participation at TC and PC meetings Follow-Up Needed On: N/A Notes from Follow-up QAR: 8. Public Involvement & Outreach/Environmental Justice/Title VI  Is public attendance at meetings encouraged and tracked?  Is public input received, addressed, and documented?  Is there outreach to Environmental Justice/minority communities?  Do meetings comply with the NM Open Meetings Act?  Are Environmental Justice and Title VI complaints documented, addressed and tracked?  Is NMDOT GTG Liaison informed of all complaints and resolution in a timely manner? General summary: FMPO staff indicated the public attendance is tracked through a sign-in sheet available at each TC and PC meetings. Public attendance is also tracked through the minutes of each meeting. Emails received from the public are included as public comments as part of the TC and PC agenda packets for committee members. Concerns/Issues: Outreach to Environmental Justice/minority communities is recognized as an issue by FMPO staff. The City of Farmington participates in other Federally funded programs where outreach to Environmental Justice/minority communities has been flagged. The City of Farmington and FMPO are coordinating to address these concerns. The FMPO intends to address improved outreach to Environmental Justice/minority communities through a revised Public Participation Plan. Recommend exploring low cost methods to improve outreach to the public that may not have internet access and/or Environmental 52  Justice/minority communities. Possible outreach methods include: community based bulletin boards, public service announcements, and public access TV/Radio. Best Practices: FMPO TC and PC meetings comply with NM Open Meeting Act. Public attendance encouraged. Opportunity for public comment included as a regular agenda item for all meeting Follow-Up Needed On: Improve outreach to the public that may not have internet access and/or Environmental Justice/minority communities. Notes from Follow-up QAR: 9. Tracking all TIP projects – how is the MPO Planner doing this? General summary: FMPO staff indicated that MPO tracks TIP projects through the monthly Technical Committee meeting updates that the TC members provide. FMPO staff also monitors the eSTIP to make sure that the local public agencies within the MPO enter their amendments in the eSTIP correctly. Concerns/Issues: Updates for TIP projects are sometimes not provided at the Technical Committee meetings. A good approach to improve the monthly TIP project updates is to have TC committee members prepare and communicate their updates to MPO staff 2 to 3 days in advance of the TC meeting. A brief written update would suffice. Using these brief written monthly TIP updates, a consolidated table would be compiled by MPO staff. Ultimately this consolidated table of TIP Updates would be made available and/or displayed during the TCC meetings. This way other committee members, MPO staff, and the public in attendance can better follow and comprehend the updates. TC members would continue to provide their TIP project update verbally at the meeting and be available to answer questions or clarify issues regarding the project. This more systematic approach would also serve as an early warning system to avoid any future programming issues related to design and engineering schedules, ROW/Environmental certifications, lapsing funding, etc. Best Practices: N/A Follow-Up Needed On: N/A Notes from Follow-up QAR: 10. Nonconformance issues during the time period since the last QAR:  Have there been nonconformance issues (per PPM) since the last QAR?  If so, is there a Corrective Action Plan underway? The FMPO Corrective Action Plan (CAP) spanned the 2017 to 2019 time frame. The FMPO CAP amendment finalized on February 11, 2019 was closed on April 12, 2019. NMDOT and FMPO agreed to the previous CAP on 2/23/17 and amended it on 10/27/17. All FMPO CAP findings are considered closed as of April 12, 2019. 11. Overall organization:  Are files organized, easy to find, and backed up?  Does MPO have a shared drive everyone uses or are files stored on separate PCs? (Multiple employees need to have access to all files reviewed in this QAR.) • How are files/documents archived? (Detail below) 53  General summary: File structure visually inspected by Planning Liaison. Files where logically organized and easy to find. Per the 9/18/18 City of Farmington/NWNMCOG Intergovernmental agreement (ISA) the City of Farmington IT Department, including its GIS Division will provide services to the FMPO, including the purchase and maintenance of personal computers, peripherals, networks, telephones and software. The FMPO’s website will continue as an extension of the City’s website. City of Farmington uses a shared drive network system. Network data is backed up on a regular basis. Network use is restricted to authorized personnel only. Authorization from Departmental Head to get access to network is required. All MPO employees have access to the MPO drive and data. Access is provided to NWNMCOG Executive Director. All IT resources under Fiscal Agent (City of Farmington) control. Concerns/Issues: N/A Best Practices: Since January 2018 ransom ware attack of Farmington’s network system access is strictly monitored by IT staff. Robust IT procedures put in place by the City of Farmington. Follow-Up Needed On: N/A Notes from Follow-Up QAR: 12. Additional notes and comments: The Farmington MPO website is an effective tool to disseminate information to the public about MPO activities. Consider refreshing the website as updated data (traffic counts, maps, and plans) become available. MPO physical and digital files are maintained in an efficient and logical manner. MPO Officer and Administrative Assistant very responsive during QAR Site Review. 13. GTG Liaison: Please provide a summary of the review, including issues/findings and follow up needed, along with a timeline for MPO to address any findings. The most applicable findings from Farmington’s 2018 financial audit relates to controls and requirements surrounding the procurement process. The City of Farmington as the MPO’s fiscal agent needs to acknowledge and understand that Federal regulations pass-through to grantees, sub-grantees, and to any vendors or consultants when federal funding is used. Therefore, it is important for City and MPO staff to participate in training opportunities that address federal procurement and 2 CFR 200 requirements. The following specific items need to be addressed by the FMPO: 1. MPO Officer to provide a progress report regarding the City’s resolution of the audit finding related to the City’s procurement processes. 2. MPO Officer to confirm that email and/or phone number provided for the Title VI contact is permanent and stable. 3. FMPO staff to research and determine official standing of Kirtland Policy Committee alternate per the current MPO Committee Bylaws and Operating Procedures. 54  4. Capital asset inventory of all assets acquired by the FMPO with Federal Aid Highway Program funds valued at $5,000 and greater to be made available at annual QAR Site Reviews. FMPO must send the current inventory to GTG Liaison. 5. MPO Officer to provide progress report regarding updates to FMPO traffic flow and functional system maps. 6. MPO staff to identify methods to improve outreach to the public that may not have internet access and/or Environmental Justice/minority communities. NMDOT GTG Planning Liaison will check in with MPO staff at six months from the date this QAR was emailed to the FMPO (noted below) to review progress on follow-up items included above. Follow-up Recommendations for next QAR: Review and Sign-off Final Submitted to GTG Supervisor on (DATE) Joseph Moriarty (5/22/19) Reviewed and Approved by (NAME) on (DATE) Rosa Kozub (5/29/19) Final Report (pdf) emailed to MPO on (DATE) 5/29/19 55  Meeting of the NM MPOs and NMDOT Farmington MPO Downtown Center 100 W Broadway, Farmington, NM 87401 Second Floor Conference Room Wednesday, June 5, 2019 (8:30 am – 5:00 pm) Agenda Please join my meeting from your computer, tablet or smartphone. https://global.gotomeeting.com/join/248795853 You can also dial in using your phone. United States: +1 (571) 317‐3122 Access Code: 248‐795‐853 New to GoToMeeting? Get the app now and be ready when your first meeting starts: https://global.gotomeeting.com/install/248795853 Free Wi‐Fi at the Downtown Center: FMTN_Guest Password: Public@800 8:30 am Welcome, Introductions Review of the MPO Quarterly Meeting notes from the March meeting in Albuquerque – Dave Pennella, MRMPO Safety Targets ‐ Rosa Kozub, Government to Government (GTG) Unit Supervisor HSIP Annual Highway Safety Plan and FFY 2020 Safety Targets Date of tribal safety summit (fall 2019) Date of the Annual Highway Safety Plan meeting (May 21, 2019) Update on state's pedestrian safety plan – Requested by MRMPO Network Screening Report ‐ Rosa Kozub Update on LRSTP – Rosa Kozub Indirect Costs – de minimus rate ‐ Rosa Kozub Follow up to the May 14‐15 FAHP Grants Management Training – Requested by MVMPO 56 Bike Counter Program ‐ Shannon Glendenning, Active Transportation Programs Supervisor / BPE Coordinator Award/TIP timelines – Shannon Glendenning Lunch 1:00 pm TLPA handbook training for MPO staff – Jolene Herrera, STIP Staff Manager (via call‐in) Review of Process for State Funded Projects (Call for Projects dated April 30, 2019) – Jolene Herrera (via call‐in) eSTIP Training ‐ Jolene Herrera (via call‐in) Status of TIP/STIP documentation regarding PM requirements (ref. FHWA/FTA March 13, 2019 letter to Mike Sandoval). This is required to be in place all TIPs/STIP as of May 20 – Jolene Herrera (via call‐in) QA/QC 30%/60%90% plan completion for inclusion in the current FFY's TIP/STIP – Jolene Herrera (via call‐in) Update to the Coordinated Public Transit Human Services Transportation Plans for the State ‐ Kevin E. Olinger, Transit Bureau Chief Uniform Traffic Reporting – Requested by MRMPO Date of NM Traffic Monitoring Standards Meeting NMDOT map of WIM sites, continuous count stations, etc. Status of the remaining discrepancies in MPOs' and NMDOT's databases (Sean Noonen, Manager, Traffic Monitoring Program: “If you have questions let me know and I can put something together that can be shared with the group.”) (Yolanda Duran, Chief, Data Management Bureau: “I think we need to have a separate meeting for the status of the remaining discrepancies in the MPO’s and NMDOT’s Database. We can give an update to the outcome of the meeting.) Schedule next MPO Quarterly (location, date) Refreshments provided by the Farmington MPO 57  The minutes from the May 8, 2019 Technical Committee meeting are on the following pages. 58  MINUTES FARMINGTON METROPOLITAN PLANNING ORGANIZATION TECHNICAL COMMITTEE MEETING May 8, 2019 Technical Members Present: Steven Saavedra, City of Aztec Jason Thomas, City of Bloomfield Helen Landaverde (Alt), City of Farmington Virginia King, City of Farmington Dan Flack, Town of Kirtland David Quintana, District 5, NMDOT Andrew Montoya, Red Apple Transit Fran Fillerup, San Juan County Nick Porell, San Juan County Technical Members Absent: None Staff Present: Mary Holton, MPO Officer Karen Walker, CD Administrative Assistant Staff Absent: June Markle, MPO Administrative Assistant Others Present: Joseph Moriarty, Liaison, NMDOT Planning Bureau Maggie Moore, NMDOT Planning Bureau Larry Hathaway, San Juan County Scott Martin, San Juan County Names of citizens in attendance are attached in a separate list 1. CALL TO ORDER Chair Nick Porell called the meeting to order at 10:04 a.m. Chair Porell acknowledged the citizens in the audience who were there to speak about issues on NM 173 (under Agenda Item #9). He stated they would be given an opportunity at the end of the business meeting to provide their comments. 2. APPROVE THE MINUTES FROM THE APRIL 10, 2019 TECHNICAL COMMITTEE MEETING Mr. Fillerup moved to approve the minutes from the April 10, 2019 Technical Committee meeting. Ms. King seconded the motion. The motion to approve the minutes passed 8-0 (Mr. Quintana had not yet arrived). 59 3. STATUS OF TIP PROJECTS Subject: Status of TIP Projects Prepared by: MPO Staff Date: May 8, 2019 BACKGROUND  The STIP Protocols, finalized in early 2014, require 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. and provide for discussion among the members and NMDOT representatives. TRACKING INFORMATION (2018-2023 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 PROJECTS CURRENTLY ON FMPO TIP  Aztec F100091 – East Aztec Arterial Phase II  Bloomfield F100300 – East Blanco Bridge  Farmington F100099 – Foothills Drive Enhancement Phase II F100100 – East Pinon Hills Blvd Extension Phase I F100101 – East Pinon Hills Blvd Extension Phase II F100132 – 20th Street Phase III F100221 – Anesi Trail and Pedestrian Bridge TF00001 – Red Apple Transit  San Juan County F100021 – East Pinon Hills Blvd Extension Phase III F100240 – Glade Run Recreation Area Trails F100270 – Kirtland Schools Walk Path System F100290 – CR 5500 Bridge Replacement  NMDOT F100112 – US64 Phase V F100113 – US64 Phase VI 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 60  Surface Transportation Program Funds (STP) - funds can be used to repair structurally deficient bridges.  Integration of all FMPO TIP projects on to new eSTIP website.  Public eSTIP website can be viewed at https://estip.dot.state.nm.us/ INFORMATION ITEM  This is an information item only. Committee members will have an opportunity to provide feedback regarding TIP project status and details. DISCUSSION: The Technical Committee members provided their project updates: City of Aztec – Steven Saavedra The City of Aztec continues to work through the right-of-way and acquisition process for the Aztec East Arterial. City of Bloomfield – Jason Thomas The City of Bloomfield is working on right-of-way acquisition for the East Blanco Bridge. City of Farmington – Virginia King Foothills Drive Enhancement – right-of-way acquisition nearly completed with 90% review expected soon. 20th Street – Phase III – working towards the 90% review. Right-of-way mappings for the temporary construction permits have been submitted to NMDOT. San Juan County – Nick Porell Pinon Hills Boulevard Extension – Phase III – continues in the right-of-way phase with the right- of-way submission at NMDOT. Glade Run Trails – an environmental submission has been made to NMDOT and the design is ongoing. Kirtland Schools Walk Path – a “notice of substantial completion” was issued to the contractor last week. Only a few minor items on the punch list to be addressed. Project should be completed and closed out within the next month. CR 5500 Bridge – a right-of-way submission was made to NMDOT on April 29. A 90% design from the consultant is expected on May 10. An environmental review submittal to NMDOT is expected by the end of next week. NMDOT-District 5 – David Quintana US 64 – construction on US 64 is continuing with expected completion of the last four-mile stretch expected next year. Mr. Quintana also reported that the bridge replacement in La Plata is ongoing. 61 The Navajo Gaming Authority was awarded approximately $3,000,000 for a new signalized intersection at NM 371 and N36. NMDOT will be working with Navajo DOT on design and be ready for construction next summer pending rights-of-way. 4. QUARTERLY EDUCATIONAL PRESENTATION – CRITICAL ISSUES IN TRANSPORTATION 2019 Subject: Quarterly Educational Presentation – Critical Issues in Transportation 2019 Prepared by: Mary L Holton, AICP, MPO Officer Date: May 8, 2019 PRESENTATION A copy of the Transportation Research Board (TRB) publication “Critical Issues in Transportation 2019” was included within the email for your agenda. This reading was selected as it “poses a series of challenging questions about potential critical issues that may arise 10 to 20 years into the future.” This subject is especial important as the MPO begins preparing for the development of its 2045 MTP. The authors advise that “Changes are coming at transportation from all directions, including potentially revolutionary technologies such as drones and automated vehicles, rapid innovations in urban transportation services, unreliable funding for infrastructure and operations, and possible changes in national policies affecting trade, climate, environmental protection, and sources of energy. The potential consequences of these changes could make future congestion, fuel consumption, and emissions either markedly better or markedly worse. Correspondingly, these potential changes could positively or adversely affect commercial truck, rail, aviation, and waterborne networks, with significant implications for the delivery of goods and services, personal travel, and the economy.” Sections in the reading include Transformational Technologies and Services; Serving a Growing and Shifting Population; Energy and Sustainability; Resilience and Security; Safety and Public Health; Equity; Governance; System Performance and Asset Management; Funding and Finance; Goods Movement; Institutional and Workforce Capacity; and, Research and Innovation. MPO Staff invites you to read the publication noting what the MPO will most likely need to address in the development of the new MTP. Please come to the meeting prepared to discuss the issues you believe will challenge the MPO in the future. DISCUSSION: Ms. Holton encouraged the Technical Committee to read the publication and offer any comments or input on recommendations that should be incorporated into the MPO’s 2045 MTP. The article spoke about many different technologies and how some might work in a heavily populated area, but not necessarily in a rural setting. It also referenced the timing of the different technologies. The population shift information was important to consider and the changes in demographics for our own region will need to be considered when developing the MPO’s 2045 MTP. 62 Ms. Holton asked the members to offer any input that they believe is important to be used in developing the 2045 MTP. Mr. Fillerup said that during the development of the 2040 MTP, many topics were only covered lightly, so a publication like this that looks at critical issues when preparing for the future is valuable. He recommended keeping the ideas in mind and consider how the FMPO might be able to use them. 5. REPORTS FROM NMDOT District 5 – David Quintana Mr. Quintana invited Mr. Joaquim and his wife to attend the meeting as they expressed concerns with the condition of NM173. NMDOT does have a safety project for NM 173. The design is almost completed and they are working to get the utilities relocated in order to begin the project. Coordination of moving of the utilities is an ongoing effort. Mr. Quintana had advised Mr. Joaquim to attend the MPO meeting and express their concerns so the project could be identified in the MPO’s MTP. Ms. Holton asked if Mr. Quintana was interested in putting this project on the TIP. She said the MPO would be making the call for projects for the new TIP on May 20. Getting it into the TIP would depend on available funding in order to ensure it was fiscally constrained. Although this would be an NMDOT project, Mr. Quintana said he wanted the MPO to be aware of the local concerns so the project could be identified as a regionally significant project and be included in the MTP. There was discussion on whether NM 173 is outside of the MPO area and if, possibly, the project was part of the Northwest RTPO’s RTIPR. It was believed that part of NM 173 is within the MPO boundaries and part is in the RTPO area. New projects will be prioritized as the new FFY2020-2025 TIP is developed, but the entity that is sponsoring a project needs to submit the application and provide the funding information to the MPO. Mr. Quintana agreed and said NMDOT would be providing that information. Mr. Fillerup asked if the construction for NM 173 has been funded. Mr. Quintana said safety funding had been identified for construction from mile marker 2 to 3.7. Planning Bureau – Joseph Moriarty Mr. Moriarty congratulated San Juan County and the City of Farmington for their TAP and RTP funding awards. There was $1,300,000 in federal funding awarded. There will be an upcoming call for projects for TAP and RTP for future years. NMDOT has just issued a call for projects for local and tribal governments using state funds. The intent of this call is to provide more flexibility for local governments to fund transportation project needs. Additional information on this call for projects is included in Secretary Sandoval’s letter (pages 10-13 of the Agenda). NMDOT also distributed a FAQ sheet to the MPOs throughout the state to help streamline the application process. The deadlines for application submittal are tight, but this is a unique funding opportunity for local governments and NMDOT is encouraging everyone to apply. There will be an upcoming free pedestrian safety action plan training in Santa Fe. NMDOT is partnering with the North Carolina Highway Safety Research Center to bring this training to 63 New Mexico on how to develop a pedestrian safety plan to address pedestrian safety issues. Please let Mr. Moriarty know if you would be interesting. Maggie Moore announced that NMDOT had acquired non-motorized bicycle counting equipment that can be loaned out free of charge to the MPOs, RTPOs, and tribal/local agencies. There is a concise application and guide to let NMDOT know how, where and when the equipment is to be used. The counters are similar to vehicles counters and can count bike use on facilities. The data collected will also be gathered by NMDOT from around the state to have that information in their database. Detailed information should be available on the NMDOT website in the next week or so. 6. COMMITTEE MEMBER DISCUSSION ITEMS Subject: Committee Member Discussion Items Date: May 8, 2019 DISCUSSION ITEMS There were no additional discussion items provided by Technical Committee members for inclusion in the Agenda. 7. INFORMATION ITEMS Subject: Information Items Prepared by: MPO Staff Date: May 8, 2019 INFORMATION ITEMS g. TIP Amendment #7, New FFY2020-2025 Transportation Improvement Program (TIP). It is noted that there were no project change forms received by FMPO for the formal TIP Amendment #7 to the FFY2018-2023 TIP. The remaining amendment cycles (#8 and #9) for the FFY2018-2023 TIP have been cancelled so that we can start the FFY2020-2025 TIP Adoption Process, which will begin in late May with the Call for Projects and will end with the final consideration by both the Technical and Policy Committees in August 2019. A schedule for this TIP Adoption is attached for your review. h. Annual FMPO Quality Assurance Review (QAR). The MPO’s Annual Quality Assurance Review (QAR) was held on April 10. We are expecting Joseph Moriarty’s written evaluation soon. 64 i. MTP Report. MPO Staff continues to work on the draft PPP and the MTP Scope of Work. The Draft PPP will be distributed as soon as possible. j. NMDOT Traffic Counts. Staff advised last month “the NMDOT Traffic Monitoring section is in the process of annualizing all of the 2018 traffic counts. During then March MPO Quarterly, Sean Noonen/NMDOT reported that FMPO’s data is expected to be released in April, and that the 2019 locations will be coordinated with the MPO (including the Tech Committee) very soon.” Staff asked for an update from Sean and he responded, “Our Roadway Inventory Program is putting together a geodatabase that will include the 2018 traffic count data that includes our traffic section ID, our route naming convention and the local street names. In the meantime I have attached a shape file and kmz file for your service area with 2018 traffic data. The shape file does not include the local street names.” The files were forwarded to you in case you wanted the data quicker and your entity has GIS capabilities, and to the GIS Division with the City of Farmington so that they can provide that assistance to the MPO. k. TAP/RTP/CMAQ Application Update. Please congratulate San Juan County and the City of Farmington on their recent Transportation Alternatives Program (TAP) and Recreational Trails Program (RTP) grant awards for the following projects: Glade Run Recreation Area Trails, Kirtland School Multi-Use Trail, and Foothills Drive Enhancement Phase II! The federal funding for the three FMPO projects totals more than $1.3M. Way to go Fran, Nick, and Virginia! A copy of Selection Process and Feedback from NMDOT is attached. We have not yet received any information on the CMAQ application. l. TAM Plan Transit Performance Targets Adoption. This item will return next month, as the FTA requires that the MPO adopt these targets annually by June 30. Andrew has advised that the Red Apple’s Targets have not changed. m. Call for Projects. NMDOT has announced its call for projects. Local and tribal governments in New Mexico are eligible to apply for state funded grants. Applications are due to NMDTO by June 14, 2019 and require a number of steps prior to submittal. See the attached letter for details. n. Staff Training. MPO Staff will travel to Santa Fe for FHWA Grants Management Training (2 CFR 200) and NMDOT eSTIP training May 14-16. A representative from the MPO’s fiscal agent will also attend the FHWA training. DISCUSSION: Ms. Holton reported on the Information Items: a. No projects were received for TIP Amendment #7. In light of preparing for the new FFY2020-2025 TIP and following discussions with the STIP Coordinator, Manuel Chavez, the remaining proposed amendment cycles #8 and #9 for the 2018-2023 TIP will be canceled. A copy of the proposed schedule for the new FFY2020-2025 TIP is included on Page 7 of the Agenda. The first Call for Projects will be on May 20. Ms. Holton plans to meet with each Technical Committee member to ensure their projects are moved properly from the old TIP into the new TIP. Mr. Chavez has confirmed that the three projects currently in the informational years of the old TIP can again be placed in the informational of the FFY2020-2025 TIP. If a project is now in the informational or 65  outer years of the current TIP (2022 and 2023), simply rolling them over into the new TIP would place them in a year that requires a project to be fiscally constrained. No project can be accepted into the new TIP that is not fiscally constrained. b. FMPO’s Annual QAR. The annual Quality Assurance Review was conducted by Mr. Moriarty on April 10 and his evaluation is expected soon. c. MTP. The RFP proposed scope of work for the 2045 MTP has been completed and reviewed. Ms. Holton has begun working on the Public Participation Plan document. d. NMDOT Traffic Counts. Some preliminary information was distributed to the Technical Committee members. The City of Farmington’s GIS Division said they should be able to provide the information in a GIS format in the next month or so. Once it is available, it will be posted on the MPO website. e. TAP/RTP/CMAQ. Ms. Holton reported that San Juan County received funding for two of their projects and the City of Farmington also received a TAP award. The area did not receive a CMAQ award. Mr. Porell advised that although their CMAQ application to purchase a diesel vehicle was deemed feasible, it did not comply with “buy America” and thus was ineligible for an award. Mr. Fillerup visited with Sky Tallman and posed the questions about how the federal government buys vehicles if it cannot be certified as “buy America”. Mr. Moriarty confirmed that the state uses only state funding when buying a vehicle and said he would have to see if he could find an answer to the question of how the federal government buys their vehicles. f. TAM Plan Adoption. The Transit Asset Management (TAM) Plan performance targets are due for adoption in June. Mr. Montoya reported that nothing has changed and the targets will remain the same as last year. This will be an Action Item on the June meeting agenda. g. NMDOT Call for Projects for State Funded Grants. The due date for the MPO to submit the final application packages to NMDOT is June 14. Ms. Holton sent an email to the Technical Committee members on May 8 asking that they review the NMDOT timeline for application submittal (including PPFs and PFFs, feasibility meetings, resolutions of sponsorship). Most projects can be considered, but NMDOT would like to see prioritized projects (find that list in Section 4.5 of the 2040 MTP). Projects can also be selected from the TIP, but many of those will already have funding. NMDOT is looking for regional projects that would meet TIP requirements and they want a large list of projects for the Transportation Commission to choose from. Applications submitted previously cannot be used again. An updated cost estimate and maps must be provided along with a resolution from the entity’s decision-making body or a letter from the department manager verifying that funding for the project is in place. 66  Ms. Holton asked the members for suggested regional projects that could be deemed feasible and are prioritized. Some of the ideas discussed included: - Bloomfield’s bridge project; - Town/highway signage (check on eligibility; state highway signs are state-owned; concentrate on signage for local roads); - Bridge maintenance on Broadway, Animas, and Miller; - Resurfacing project; - Foothills-Phase III; - San Juan Boulevard; - Bridge on CR 5500 Ms. Holton said she would develop a more definite timeline for project submittal in the next few days. h. Staff Training. Ms. Holton will be leaving for Santa Fe on Monday for eSTIP training with Jolene Herrera, the new STIP Staff Manager. Following that on Tuesday and Wednesday will be the FHWA training on grant management. 8. BUSINESS FROM THE CHAIRMAN, MEMBERS AND STAFF Chair Porell introduced Scott Martin a newly hired Public Works Engineer for San Juan County. Mr. Thomas requested some assistance from NMDOT to clean out Bridge #9286 on US 64 in Bloomfield. The clearance should be 10’ but is now reduced to 4’ and this has caused flooding downstream in the past on the south side of the highway. Mr. Thomas had tried to get this started last year, but NMDOT said they first needed to get an environmental clearance before the maintenance work began, and he was hoping some progress had been made on getting that taken care of. Mr. Quintana said he would take care of this. Mr. Saavedra said that the City of Aztec had appropriated $3,000,000 during a recent legislative session to complete the East Arterial project. He asked Mr. Quintana how that additional funding might impact funding from FHWA and was the City still on track with the project’s funding. Mr. Quintana said that the additional monies should just be amended into the existing funding agreement and incorporated with the federal and state funds for the project. He said Mr. Saavedra could speak with Ms. Clarissa Martinez for further clarification on funding and would make her contact information available. With the departure of Brad Fisher, the new contacts for local government projects are Lawrence Lopez or Manuel Maestas. Mr. Thomas asked if the new District 5 Transportation Commissioner had been named. Mr. Quintana said he did not believe that announcement had been made. There was no additional business from the Chairman, Members and Staff. With both NMDOT representatives present, Chair Porell returned to Agenda Item #5 – Reports from NMDOT. 9. PUBLIC COMMENT ON ANY ISSUES NOT ON THE AGENDA 67 The following is a summary of comments from the residents and concerned citizens about the state of repair on NM 173: -Dennis Joaquim and Anna Padilla, Navajo Dam – thanks to NMDOT and Mr. Quintana for safety project by Gobernador Wash (cement barriers by cliff). Expressed concerns over safety of NM 173. Submitted 15-page petition of signatures (copy of petition to be included with meeting minutes) for NMDOT to investigate and resolve the items listed in the petition: 1) pedestrian walkway attached to existing bridge enabling community members and tourists from around New Mexico and across the country to cross the river safely; 2) hill at mile marker 4 on NM 173 needs to be leveled off so there is a line of sight from both lanes of traffic. This particular junction has been the scene of numerous auto accidents and fatalities not related to speeding, but to lack of visual clarity from oncoming traffic; 3) there are no shoulders on NM 173. Along with poor visibility caused by hills there are few places a driver can safely pull over to avoid oncoming traffic. Also from the petition: “Although some of the recent and sometimes deep and dangerous pot holes have been filled; it is an ongoing problem. Drivers have to swerve to avoid the deeper holes. We are constantly having to realign our vehicles caused by pot holes. Navajo Dam and the San Juan River Service tourists from throughout the United States along with other countries. This area generates hundreds of thousands of dollars to our New Mexico economy yet the access roads to reach these destinations are deplorable.” Ms. Padilla wanted to make sure the issues with NM 173 were known. Chair Porell asked if the MPO have ever issued a resolution regarding NM 173. Ms. Holton said no, but that it could be put included on the June meeting agenda. She noted that, more importantly, was to get the project on the TIP which is the responsibility of the sponsoring agency. Ms. Holton asked for either District 5 or someone from NMDOT’s STIP Unit to initiate the application. It is a regionally significant project and, as long as its fiscally constrained, will certainly be included in the TIP. There was discussion on projects first being planned and identified in the MPO’s MTP, new MTP not due for updating until later this year with adoption not until September 2020, can projects be amended into TIP and STIP if not identified in MTP, seek clarifying answers from STIP Unit, and include NM 173 in the new 2045 MTP. Chair Porell suggested considering a Policy Committee Resolution to support the need for repairs and improvements to NM 173. He also stated that he is San Juan County’s representative to the RTPO and would make them aware of the concerns on NM 173 at their next meeting. Ms. Holton will draft a resolution in support of improvements to NM 173 for Policy Committee consideration in June. Ms. Padilla wanted to add that she had lived in Navajo Dam, New Mexico for 42 years and thought that NM 173 had been resurfaced maybe only once in all those years. -Cheryl Kolls, 1002 Rio Brazos, Aztec, NM - NW Region Manager of NM State Parks- Here to support a project to improve NM 173. State park visitation in 2018 was 68 557,547 visitors. There is commercial activity on the San Juan River portion that last year consisted of 5,252 trips that serviced 10,197 clients such as 53 guide companies with over 100 guide permits issued for that three miles of river. Those companies and individuals are traveling on these roads. The county receives a lot of income from visitors and outside people whose stay is typically 5-8 days on average. The better experience they have they will come back. -Jarrett Johnson, 7399 CR 502, Bayfield, CO 81122 - owner and operator of Navajo Lake Marina. NM 173 is a vital road to the community. New Mexico economy heavily based on oil and gas with tourism growing. Last year there were over 500,000 visitors to the state park and we did over $3,000,000 in revenue last year. There are wineries and the Quality Waters are accessible from NM 173. Followers on the marina’s Facebook page promotes tourism with over 131 countries contributing. He is concerned about safety of NM 173. Co-worker lost his wife on that road about a year ago. Many employees that work for me and I worry about their safety. - Thaddeus Cono, 33 CR 4267, Navajo Dam, NM – Co-owner of Fisheads San Juan River Lodge and former Parks Advisory Board member. Tax revenue generated from the area is huge. Visitation is over half million a year. His company has employees from Farmington, Bloomfield and Aztec. RV and boat traffic, as well as oilfield traffic on NM 173 is huge. Recreation revenue is a vital staple for New Mexico and local economy. People stop and buy groceries and gas in Aztec area before going out to Navajo Lake. Believe revenue generated from increased visitors would increase if road was better and tax revenue for Aztec could increase. Believes there has been some adversity with the City of Aztec and NMDOT so thought Chair’s suggest to seek a resolution from the MPO would help bring everything together. -Tim Jimerson, resident at Navajo Dam since 1986 - had a guide service for 35 years. Was pulled over once by State Police and accused of drunk driving, but was simply driving and swerving to avoid potholes. Road cold patching does not last. Bouncing over road hurts vehicle and body. Safety is the #1 issue. -Jay and Joyce Dykstra, Navajo Dam resident for 20 years - owner of Angler’s Hearth B&B. Basic infrastructure is badly needed on that road. It’s a dangerous road and is aware of four deaths. Cattle guards are sinking and some are paved over. Potholes filled in, but with heavy traffic, the repairs don’t last. The road is a disaster for people who live there and others who visit. -Jerry Richards, Navajo Dam resident – NM 173 is dangerous and a safety issue. -Fernando Gil, Farmington resident since 1996. Worked oilfield for many years and traveled that road often. Oilfield pays road tax, but it is not being used to fix this road. When the road has washed out sections, trucks barely fit on the roadway. Patching work is done poorly. - Craig Pilley, 21 Road 4267, Navajo Dam, NM – has lost friends and family on that road. Believes there’s actually more traffic that uses the road due to all the service vehicles. Something needs to be done. 69 Chair Porell asked if traffic counts on conducted on NM 173. Ms. Holton said she was not sure, but could make sure it gets added to the traffic count schedule for 2019 being prepared by Sean Noonen, Manager, Traffic Monitoring Program with NMDOT’s Data Management Bureau. Mr. Quintana thought those counts should be available through the traffic safety section. -Peggy Mascarenes, used to live Navajo Dam, NM - remember when the dam built and thought a large portion of the dam was built by many Aztec residents; it was not the state highway department. Most infrastructure for dam built by individuals, not state, not city, not county. Oil and gas brings in 1/3 of revenue for New Mexico. Safety programs for oil and gas are stringent, but they can do nothing about the condition of the road. Drives the roads on the reservation for work and they are better than 173. Appreciate if something can be done with road. Chair Porell said he wanted to clarify the purpose of the FMPO Technical Committee. This committee is made up of engineers and planners from respected municipalities. The function of the MPO is transportation planning for local area roadways. NMDOT is a voting member on the committee, but their planning objectives for the MPO are in an oversight and support capacity. NMDOT planning division is responsible for planning improvement to state roads. The FMPO Technical Committee may recommend to its Policy Committee the need for improvements, but the FMPO cannot allocate any funds to NM 173. Neither the FMPO Technical Committee nor the FMPO Policy Committee are decision-making boards for state projects or funding. The Technical Committee appreciates the community input and will ensure NM 173 is included in the MPO’s MTP. Mr. Fillerup agreed with Chair Porell on the limitations on the Technical Committee to issue recommendations, but added the community input was valuable to getting issues on the radar of the MPO. The information is also valuable to Mr. Quintana who represents NMDOT. He noted the four items mentioned by Ms. Padilla and specified in the petition were the key takeaways. Mr. Quintana also thanked the attendees for their participation and said he would take this information to District 5 and begin working on the areas of concerns expressed and would work with the MPO to see about getting projects programmed. 10. ADJOURNMENT Mr. Fillerup moved to adjourn the meeting. Mr. Quintana seconded the motion. The motion passed unanimously and Mr. Porell adjourned the meeting at 11:22 a.m. ___________________________ ___________________________ Nick Porell, Technical Committee Chair June Markle, Administrative Assistant 70 71