MPO Technical Committee

MPO TECHNICAL COMMITTEE AGENDA July 8, 2020 10:00 a.m. Commission Chambers San Juan County’s Administrative Office Building 100 South Oliver Aztec, New Mexico  AGENDA FARMINGTON METROPOLITAN PLANNING ORGANIZATION TECHNICAL COMMITTEE MEETING July 8, 2020 10:00 AM This regular meeting will be held in Commission Chambers at San Juan County’s Administrative Office Building, 100 South Oliver, Aztec, New Mexico. San Juan County requires masks to be worn in public and in-person attendance is limited to 5. ITEM PAGE 1. Call to Order: Call meeting to order 2. Minutes: Approve the minutes from the June 10, 2020 Technical Committee 22-33 Meeting 3. MTP Update: Presentation on the development of the 2045 MTP 1 Presented by: Aaron Sussman, Senior Planner, Bohannan Huston 4. TIP Project Updates from Technical Committee Members: Members will 2-4 provide updates on their TIP projects. 5. Reports from NMDOT a. Update from District 5 (Javier Martinez) b. Update from the Planning Bureau (Joseph Moriarty) 6. Committee Member Discussion Item(s)  No additional items were presented for discussion 7. Information Items 6-20 a. TIP Amendment #4 b. Quality Assurance Review (QAR) Final Report c. Virtual Open Houses – June 24, 2020 d. Facebook Update Presented by: Staff 8. Business from Chairman, Members and Staff 9. Public Comment on Any Issues Not on the Agenda 10. Adjournment The public body may only take action on an item if it is listed for action on the publicly noticed agenda. The public is invited to participate in this GoTo Meeting: By using a computer, tablet or smartphone: https://global.gotomeeting.com/join/328730077 or by dialing: 1 (646) 749-3122 and entering access code: 328-720-077 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: Report on the 2045 Metropolitan Transportation Plan (MTP) Update Date: July 8, 2020 MONTHLY REPORT Mr. Aaron Sussman, Planner with Bohannan Huston (BHI) will call-in monthly with a report on the Metropolitan Transportation Plan (MTP) Update. 1  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #4 Subject: Status of TIP Projects Prepared by: MPO Staff Date: June 10, 2020 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.  The Policy Committee approved the new FFY2020-2025 TIP during a Special meeting on July 25, 2019.  The projects currently on the FFY2020-2025 TIP are listed below. 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 FFY2020-2025 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 TF00001 – Red Apple Transit  San Juan County F100021 – East Pinon Hills Blvd Extension Phase III F100240 – Glade Run Recreation Area Trails F100290 – CR 5500 Bridge Replacement F100320 – Kirtland Schools Walk Path Extension F100330 – Glade Run Recreation Area Trails Extension F100360 – CR 3000 Bridge Replacement F100370 – CR 3500 Bridge Replacement  NMDOT F100170 - NM 173 Safety Improvements F100340 – US 550 Pavement Rehab 2 F100350 – NM 371/N36 (PE) F100351 – NM 371/N36 (Const) ATTACHMENT  If available, the Status Reports–FMPO TIP Projects table for the current month will be included with the agenda. If unavailable at the time the agenda is emailed or updated later, the table will be distributed at the meeting. INFORMATION ITEM  This is an information item only. Committee members will have an opportunity to provide any needed feedback/updates regarding current TIP projects status and details. 3  Status Reports - FMPO TIP Projects – July 2020 Aztec F100091 East Aztec Arterial Phase III Bloomfield F100300 East Blanco Bridge Farmington F100099 Foothills Drive Enhancement Phase II Design was resubmitted by SMA last week. It and the contract book have been submitted to NMDOT for review. North Region Design would like to review once more before moving to PS&E. F100100 East Pinon Hills Blvd Extension Phase I TIP amendment will be done. NMDOT proposed to re-evaluate the FONSI to start with FY2021. By the meeting date, a further update may be likely. F100101 East Pinon Hills Blvd Extension Phase II No change. F100132 20th Street Phase III Appraisal is in process for 9 TCPs; 9 TCPs were donated. 4 TF00001 Red Apple Transit TIP funding is for operating costs. San Juan County F100021 East Pinon Hills Blvd Extension Phase III F100240 Glade Run Recreation Area Trails F100290 CR 5500 Bridge Replacement F100320 Kirtland Schools Walk Path Extension F100330 Glade Run Recreation Area Trails Extension NMDOT F100170 NM 173 F100350 NM 371/Navajo 36 F100351 NM 371/Navajo 36  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #6 Subject: Committee Member Discussion Items Date: July 8, 2020 DISCUSSION ITEMS There were no additional discussion items provided by Technical Committee members for inclusion in the Agenda. 5  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #7 Subject: Information Items Prepared by: MPO Staff Date: July 8, 2020 INFORMATION ITEMS a. TIP Amendment #4. The first call for projects for TIP Amendment #4 was made on June 22, 2020. The completed application and A-1340 form will be due to the FMPO by July 13. The PPM Review, if needed, will be scheduled the week of July 30, 2020. A copy of the FFY220-2025 Formal Amendment Schedule is attached for your information. b. Quality Assurance Review (QAR) Final Report. A copy of the final checklist and report from Joe Moriarty, FMPO’s Planning Liaison with NMDOT, is attached. c. Virtual Open Houses. Staff will provide an update on the recent 2045 MTP virtual open houses. d. Facebook Update. Staff has re-established the FMPO Facebook page. Please let Kathryn know of any items of interest you might like to see the FMPO post. 6 7  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): FMPO Reviewer: Joseph Moriarty Farmington Metropolitan Planning Organization Review date: May 13, 2020 via conference call Personnel interviewed (list names and positions): Peter Koeppel - MPO Officer Beth Escobar - Interim MPO Officer Kathryn Leys - MPO Associate Planner June Markle - MPO 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, 2019. 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. On 12/24/2, the NM Office of the State Auditor released the 2019 annual financial audit for the City of Farmington. Clifton Larson Allen conducted the audit and was received by the GTG Planning Liaison on 2/19/2020. The audit reported an unmodified opinion regarding internal controls over major Federal programs. Therefore, there were no audit findings that were required to be reported in accordance with 2 CFR 200.516(a). The audit did not note any federal award findings and questioned costs, (see pages 167 and 172). However, the audit did not qualify the City of Farmington as a low-risk auditee, (see page 165). The 2019 City of Farmington audit documented a total of six findings. Two are repeated findings from the 2018 audit. Material Weakness in Internal Control over Financial Reporting 1. 2019-001 Preparation of Capital Asset Roll Forward Other Noncompliance Findings 1. 2019-002 Controls Surrounding the Cash Receipts Process (2018-001) 2. 2019-003 Controls Surrounding the Procurement Process (2018-002) 3. 2019-004 Controls Surrounding Inventory 4. 2019-005 Controls Surrounding Payroll 5. 2019-006 Controls Surrounding Customer Utility Deposits Five of the six audit finding do not affect the SPR grant program. However, Finding 2019- 003 (Controls Surrounding the Procurement Process) could impact the SPR grant program 8  if left unresolved. During audit tests of the City's procurement process and fully executed contracts the auditor found violations of NMSA § 13-1-125.D procurement requirements. 1. Disbursements made to vendors were artificially divided as small purchases, which do not require going out to bid. These purchases were related to the same project. 2. A Purchase order was not established prior to services being rendered by a vendor. The audit noted the City lacked a complete understanding of the procurement process and adherence to all requirements. To continue to receive federal funding it is imperative for the City of Farmington to have an open and competitive procurement process per 2 CFR 200. The Auditor recommended 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. It was also recommended that the City should continue to review and train employees about appropriate procurement practices to ensure familiarity and adherence. Summary of Management Response: The City does not allow for any exceptions to the competitive bid process or to obtain quotes as dictated by the Purchasing Manual. A training was conducted for personnel on this issue on April 11, 2019. The training included the reasons why this was a violation of the Procurement Code and included tools and resources on how to prevent it from happening again. Additionally, the audit is: Current  On file  Posted to the website  General summary: The City of Farmington’s Fiscal Year 2019 Financial was received on 2/19/2020 and identified six findings. The most applicable finding from the perspective of the PL grant program relates to controls and requirements surrounding the procurement process, (Finding 2009-003). The audit reported an unmodified opinion regarding internal controls over major Federal programs. Accordingly, no findings are required to be reported per 2 CFR 200.516(a). The audit did not note any federal award findings and questioned costs. However, the audit did not qualify the City of Farmington as a low-risk auditee. Concerns/Issues: The City of Farmington not qualifying as a low-risk auditee is a concern. The finding that relates to the procurement process (2019-003) is a concern because 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 the MPO and the City of Farmington and any potential vendors or consultants where federal funding is used. It is also recommended that new MPO staff and appropriate fiscal agent staff, especially those involved in Federal grants management, attend 2 CFR 200 training that is periodically available from FHWA, other Federal Agencies, or via the National 9  Highway Institutes online learning website. It is also important for MPO staff to review and understand the requirements of the NMDOT Planning Procedures Manual (PPM). Best Practices: As indicated by the City of Farmington Management Response above procurement training for fiscal agent staff is a best practice. Follow-Up Needed On: • Confirm with MPO officer that 2 CFR 200 training or comparable grants management training for MPO staff has been scheduled. 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) Bicycle/Pedestrian Plan (2019) Complete Street Design Guidelines (2016) Red Apple Transit Hub Feasibility Study (2016) Regional Intelligent Transportation System (ITS) Architecture (2015) MPO Major Thoroughfare Plan (2010) General summary: The Planning Products above are available on the FMPO website via tabs on the main webpage. The FMPO Planning Products were confirmed to be current, on file, and posted on the FMPO website http://fmtn.org/364/Farmington-MPO. Concerns/Issues: Current Title VI Plan adopted on September 28, 2017 and will be need to be updated by September 28, 2020. The Title VI Plan details how an MPO will comply with federal environmental justice and limited English proficiency requirements mandated in Title VI of the Civil Rights Act of 1964 and all related regulations and directives. NMDOT’s Construction and Civil Rights Bureau requires all subrecipients of federal funds to update their Title VI Plan at least every three years. See pages 47, 49, 60, and 61 of the MPO Chapter of the PPM for more information. The MPO Officer is aware of the need to update the Title VI Plan and is currently coordinating the completion of the update. Recommend instituting a regularly occurring check to make sure all the documents on the FMPO website are current. See MPO Chapter of the PPM, especially Metropolitan Planning Organizations Checklists page 85. Best Practices: Monthly STIP Administrative Modifications closed and opened in a timely 1 ‘On file’ assumes an electronic copy; hard copies are optional. 2 Title VI Contact may be a specific person that works at the entity; it may also be a position that is routinely filled (e.g. HR Director); 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. 10  manner. MPO staff effectively coordinating with NMDOT STIP Unit staff. MPO staff taking proactive approach in updating Title VI Plan. Follow-Up Needed On: • Current Title VI Plan expires on September 28, 2020. Request timeline from MPO staff regarding update to Title VI Plan. 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 FMPO website under the MPO Documents tab. See http://fmtn.org/364/Farmington- MPO. Current FMPO Committee Bylaws and Operating Procedures (Amended on June 28, 2018) are available for review and/or download on the website. The term of the current Bylaws runs from 6/28/18 through 9/30/2020. Agendas are posted a week in advance and meeting minutes are available for the past 2 years. A schedule of meetings, members of the committees, including Chair and Vice Chair are posted on the website. Signed MPO Policy Committee resolutions are also available for review and/or download on the FMPO website under the MPO Documents tab. Concerns/Issues: The MPO’s Committee Bylaws and Operating Procedures require that Policy Committee Members or their designated Alternates must be an elected official or an appointed government official. MPO staff coordinating with Bloomfield and Kirtland to fill vacant Policy Committee positons. The MPO Officer is aware that the term of current MPO Bylaws and Operating Procedures expires on 9/30/2020 and is currently working on revising and updating this document. Proposed revisions to Committee Bylaws considered at 5/20/2020 Technical Committee and 5/28/20 Policy Committee meetings. As part of an ongoing management best practice MPO staff should regularly review Policy and Technical Committee membership to ensure that the representatives appointed comply with the MPO Bylaws and Operating Procedures and the PPM. It is recommended that MPO staff review the PPM, especially pages 41 through 48 regarding MPO structure, membership, roles, and responsibilities. Best Practices: Continue to follow the New Mexico Open Meetings act regarding the posting of agendas and minutes. MPO staff taking proactive approach in updating Committee Bylaws. Follow-Up Needed On: • Confirm with MPO staff that Policy Committee roster posted on the website reflects Bylaws. 11  • Verify with MPO Staff timeline to update MPO Bylaws and Operating Procedures before 9/30/2020 expiration date. Notes from Follow-Up QAR: 4. Financials - Reporting and Documentation  Reimbursement Packets consistently submitted in a timely, complete, and accurate fashion?  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? • Budget Report: track expenditures by line-item as defined by task in the UPWP budget • Expenditure Summary: provide a summary of federal funds expended plus local match paid, by quarter.  Is the documentation on file, well-organized, and accessible? • Security: what measures does the MPO take to ensure their IT systems are secure? General summary: Since previous MPO Officer took over from the NWNMCOG financial reporting and documentation has been submitted in a timely manner per the PPM. Documentation submitted it is generally complete and accurate. Over the reporting period cover letters, Quarterly Reports, Budget Reports, Expenditure Summary, Invoices and supporting documentation were included in the Reimbursement Packets. These items were (and continue to be) maintained on file at the MPO offices. Regarding security, the MPO uses the City of Farmington’s servers to store and backup data. Post 2018 rigorous IT procedures and protocols have been put in place by the City of Farmington. Access is strictly monitored by IT staff. FMPO data backed-up on a regular basis to the City of Farmington server. The FMPO website is also serves as back-up for MPO documents. Concerns/Issues: Over the course of the reporting period some of the reimbursement packets that were originally submitted were inaccurate. There were some instances of “double-counting” from previous invoice periods. These issues were resolved and only occurred when the NWNMCOG was administering the MPO. (See Planning Liaison comments to FFY19 Q3 Reimbursement Packet). Originally the FMPO was not properly accounting for the revised FHWA/FTA split. This issue was also resolved. The MPO needs to continue to scrutinize reimbursement packets to ensure only allowable costs are included per 2 CFR 200 and PPM requirements. 2 CFR 200 training would help in this regard, see item 1 above. It is also recommended that the FMPO establish an internal QA/QC process to catch and correct internal errors and inconsistencies before submitting quarterly reimbursement packets. Best Practices: N/A 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 12  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: City of Farmington uses Executime software to track time, attendance and job codes (PL or FTA) for MPO staff. The GTG Planning Liaison requested and received MPO staff specific timesheets for the Program Administration & Management Task, UPWP/Quarterly/Annual Reporting activity for FFY19 Q4. GTG Planning Liaison confirmed that the staff timesheets matched the 46 hours that was reported in FFY19 Q4 reimbursement packet for the UPWP/Quarterly/Annual Reporting activity. Concerns/Issues: The FMPO currently aggregates hours by activity on the MPO Timesheet Summary by funding source (PL Section 112 and FTA Section 5303). It is difficult to determine and trace back the hours to which a specific MPO staff person is charging to the activity. There needs to be a “one-to-one” summary translation of MPO hours from the original timesheet information into the Quarterly Reimbursement packet documentation. At the QAR Site Review MPO staff confirmed to the GTG Planning Liaison that they are working on this request and summary table will be included in all subsequent reimbursement packets. Best Practices: N/A Follow-Up Needed On: • Create or modify MPO Timesheet Summary table documenting hours by specific staff person by activity by funding source. 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 MTP contract was the only one awarded by the MPO since the last QAR. Bohannan Huston, Inc. (BHI) was engaged by the MPO to provide consultant services to complete the update the FMPO MTP. Below are the dates pertaining to the BHI contract: Approved by Council on August 13, 2019. Contract effective August 14, 2019. 13  Fully executed August 15, 2019 Contract term ends September 24, 2020 Concerns/Issues: Continue to follow 2 CFR 200 requirements and all other applicable federal and state regulations regarding procuring consultant services for the MPO. 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?  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: On December 11, 2019 the MPO Officer provided the GTG Planning Liaison with an Inventory of capital assets greater than $5,000. At QAR Site Review MPO staff committed to updating capital asset inventory by December of 2020 and having it available for 2021 QAR Site Review. Concerns/Issues: N/A Best Practices: City of Farmington conducts an annual asset inventory for all departments, including MPO. Follow-Up Needed On: N/A Notes from Follow-Up QAR: 14 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) 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: Federal Fiscal Years 2019 – 2022 (Expires September 30, 2022). • 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. Concerns/Issues: Review agreements. Continue to keep above documents on file and post on website as appropriate. Coordinate with member entities regarding update to Joint Powers Agreement with Technical and Policy Committees. Proposed revisions to JPA considered at 5/20/2020 Technical Committee and 5/28/20 Policy Committee meetings. Schedule for final TC/PC action by 9/30/2020. Best Practices: Agreements current and on file. MPO staff taking proactive approach in updating JPA. Follow-Up Needed On: • Current Joint Powers Agreement expires on 9/30/2020. Confirm with MPO staff regarding timeline for updating Joint Powers Agreement by 9/30/2020. Notes from Follow-Up QAR: 6. MPOs: Traffic Counts and Other Roadway Data ☐ Is the MPO’s traffic count program aligned with NMDOT?  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 Traffic Monitoring Program (Data Management Bureau) continues to coordinate traffic counts for the Farmington region. Additionally, the Farmington MPO is still maintaining their Midwestern Software Solutions (MS2) license, a web-based Transportation Data Management System that is used to compile and analyze traffic data. Traffic flow maps and functional system maps are posted on the FMPO website. In the past FMPO staff indicted that they coordinated with NMDOT to maintain Functional and NHS designations. Concerns/Issues: It is unclear if FMPO is currently using their MS2 license. It is also unclear if the FMPO traffic count program is aligned and/or coordinated with the NMDOT traffic counting initiative. MPO coordination with NMDOT Traffic Monitoring Program is a concern. Roles and responsibilities need to be clearly defined regarding traffic counts in the MPO region. Reliable traffic count information is critical for the development of studies, project development, and for meeting federal reporting requirements. MPOs and NMDOT cooperatively determine how required traffic counts in MPO areas will be conducted and by 15  whom. All counts, whether conducted by NMDOT, an MPO or a contracted service, must comply with the most current NMDOT State Traffic Monitoring Standards. Best Practices: N/A Follow-Up Needed On: N/A Notes from Follow-Up QAR: 7. Staff & Board/Committee Member Training and Professional Development ☐ 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) N/A General summary: At the time of the QAR site review the FMPO did not have a formal training/professional development plan. MPO Officer recognized this and is currently developing a training/professional development plan for MPO staff. Approximately every quarter MPO staff presented a Quarterly Education agenda item to the Technical and Policy Committees. Previous trainings included; Pedestrian and Bicycle Safety (Vision Zero), “Critical Issues in Transportation 2019” from Transportation Research Board, and Review of the MPO’s Public Participation Plan (PPP). Selected readings are included in the agenda packet for committee members. FMPO staff participated in the 2 CFR 200 Trainings in May of 2019 and in eSTIP trainings at NMDOT. FMPO staff also indicated that they have participated in National Highway Institute (NHI) courses in the past. Previous MPO staff has attended NM Open Meetings Act training. There is regular participation by all members of the committees. Meeting quorums are achieved on a regular basis. Concerns/Issues: Training and professional development for MPO staff has been limited due to lack of staff at the FMPO during the reporting period. Limited budget expended for Staff Training/Professional Develop (Task 1.6) and Committee Member Training (Task 1.7) in UPWP budget. Important for new MPO Officer to prepare and implement a formal training and professional development plan for MPO staff. It is recommended that new MPO staff attend NM Open Meetings Act/Inspection of Public Records Act (IPRA) training offered by the New Mexico Attorney General’s office. See this link: https://www.nmag.gov/oma-and- ipra-nm-sunshine-laws.aspx. Also recommend MPO staff participate in 2 CFR 200 trainings offered by FHWA/NHI and/or other comparable federal grants management training. Best Practices: Continue Quarterly Education agenda items for Committee members. NM Open Meetings Act/IPRA Guides part of new committee orientation/training. Follow-Up Needed On: • Confirm with MPO Officer that staff is scheduled to attend NM Open Meetings Act/IPRA training Notes from Follow-up QAR: 16 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: Public attendance is tracked through a sign-in sheets at TC and PC meetings and through the meeting agendas. Emails received from the public are included in the TC and PC agenda packets. Using the sign-in sheets and other sources MPO staff compiles list of contacts for future public outreach opportunities. Public Participation Plan updated on 9/26/19. PPP Update improved methods to engage Environmental Justice/minority communities in the FMPO region. Concerns/Issues: N/A Best Practices: Continue to comply with NM Open Meeting Act for TC and PC meetings. Continue to encourage public input and engagement for all MPO Planning initiatives. Public comment included as a regular agenda item for all FMPO meetings. FMPO using updated PPP as foundation to engage with Environmental Justice/minority communities. Follow-Up Needed On: N/A Notes from Follow-up QAR: 9. Performance Measures (PM) and Performance-Based Planning and Programming (PBPP)  Has the MPO adopted targets for PM 1 – Safety in this performance period (due annually, by Feb. 27)?  If yes, does the MPO have the resolution on file?  Has the MPO adopted targets for PM 2 – Pavement and Bridge Condition in this performance period (due every four years, at a minimum, starting May 20, 2018)?  If yes, does the MPO have the resolution on file?  Has the MPO adopted targets for PM 3 – System Performance, Freight, Congestion and Air Quality in this performance period (due every four years, at a minimum, starting May 20, 2018)?  If yes, does the MPO have the resolution on file? N/A Does the MPO include its targets for PM 1, PM 2, and PM 3 in their MTP (if adopted after May 27, 2018)?  Does the MPO have a self-certification included with every new TIP (adopted after May 27, 2018), indicating how the program of projects contributes to achieving the MPO’s performance targets in the MTP? General summary: • MPO adopted targets for PM 1 – Safety, (Resolution 2020-01, dated 1/23/2020), posted on website • MPO adopted targets for PM2 – Pavement and Bridge, (Resolution 2018-5, dated 11/15/2018), posted on website 17  • MPO adopted targets for PM3 - System Performance, Freight, Congestion and Air Quality, (Resolution 2018-6, dated 11/15/2018), posted on website • Current MTP 2040 Metropolitan Transportation Plan adopted on September 24, 2015 Concerns/Issues: N/A Best Practices: Continue to attach MPO self-certifications to resolutions associated with TIP actions. Follow-Up Needed On: N/A Notes from Follow-up QAR: 10. Tracking all TIP projects – how is the MPO Planner doing this? General summary: TIP projects are tracked through the monthly Technical Committee meeting updates provided by member agencies. FMPO staff also monitors the eSTIP to ensure that amendments are entered in the eSTIP correctly. Concerns/Issues: At some TC meetings, status updates are not provided by some member agencies. It should be noted that most member agencies provide the TIP project updates as requested by the MPO. FMPO staff recognize this limitation and is currently working with their member agencies to provide regular and comprehensive TIP project updates at TC meetings. Best Practices: During the reporting period the FMPO has developed and has begun instituting a best practice to improve the monthly TIP project updates. MPO staff coordinates with TC committee members 2 to 3 days in advance of the TC meeting to provide TIP project updates. These TIP project updates are compiled into a consolidated spreadsheet and made available as a handout during the TC meetings for committee members, meeting attendees, and the general public. At QAR Site Review meeting MPO staff committed to work with their member agencies to use the above procedure to provide regular and comprehensive TIP project updates at TC meetings. Follow-Up Needed On: N/A Notes from Follow-up QAR: 11. 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? Amended 2/11/19 Corrective Action Plan (CAP) for the Farmington MPO was closed out on April 12, 2019. No nonconformance issues reported since the last QAR. 12. 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.) a. How are files/documents archived? (Detail below) 18  General summary: FMPO files and file structure logically organized. 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 is 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. All IT resources under Fiscal Agent (City of Farmington) control. Concerns/Issues: N/A Best Practices: FMPO network system access is strictly monitored by City of Farmington IT staff. IT security procedures maintained by the City of Farmington. Follow-Up Needed On: N/A Notes from Follow-Up QAR: 13. Additional notes and comments (concerns or commendations): MPO staff were very responsive and cooperative during QAR Site Review. The Farmington MPO website continues to be an effective tool to disseminate information to the public and member entities about MPO activities. Website needs to be reviewed and refreshed as updated data (MPO resolutions, TIP actions, traffic counts, maps, and plans) is approved or become available. 14. 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 2019 financial audit relates to controls and requirements surrounding procurements process. Federal Regulations, including those associated with procurement involving federal funding pass-through to MPO and to fiscal agent (City of Farmington). The following specific items need to be addressed by the FMPO: • Confirm timetable with MPO staff regarding 2 CFR 200 training or comparable grants management training for MPO staff and appropriate fiscal agent staff. • Request timeline from MPO staff regarding update to Title VI Plan. GTG Planning Liaison will check in with MPO staff one month from the date this QAR regarding this item. • Confirm with MPO staff that Policy Committee roster posted on the website reflects Bylaws. • Verify with MPO Staff timeline to update MPO Bylaws and Operating Procedures before 9/30/2020 expiration date. GTG Planning Liaison will check in with MPO staff one month from the date this QAR regarding this item. • Confirm with MPO that a MPO Timesheet Summary table documenting hours by specific staff person by activity by funding source has been created. This table to be included as part of the standard quarterly reimbursement packet. 19  • Verify that capital asset inventory will be completed by December 2020 so that it will be available for NMDOT/FHWA review by 2021 QAR Site Review. • Confirm with MPO staff regarding timeline for updating Joint Powers Agreement by 9/30/2020. GTG Planning Liaison will check in with MPO staff one month from the date this QAR regarding this item. Unless noted above, 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 the above follow-up items. Follow-up Recommendations for next QAR: Review and Sign-off Final Submitted to GTG Supervisor on (DATE) Joseph Moriarty, 5/27/2020 Reviewed and Approved by (NAME) on (DATE) Rosa Kozub, 5/27/2020 Final Report (pdf) emailed to MPO on (DATE) 20  The minutes from the June 10, 2020 Technical Committee meeting are on the following pages. 21  MINUTES FARMINGTON METROPOLITAN PLANNING ORGANIZATION TECHNICAL COMMITTEE MEETING June 10, 2020 Technical Members Present: Steven Saavedra, City of Aztec Jason Thomas, City of Bloomfield Virginia King, City of Farmington Javier Martinez, NMDOT District 5 Andrew Montoya, Red Apple Transit Fran Fillerup, San Juan County Nick Porell, San Juan County Dan Flack, Town of Kirtland Technical Members Absent: None Staff Present: Peter Koeppel, MPO Officer Beth Escobar, Community Works Planning Manager Kathryn Leys, MPO Associate Planner June Markle, Administrative Assistant Staff Absent: None Others Present: Rosalyn Fry, City of Aztec Policy Committee Member Aaron Sussman, Bohannan Huston (phone) Joseph Moriarty, Planning Liaison, NMDOT Sharon Cruz, North Region Design, NMDOT Scott Martin (Alt), San Juan County Michael Wright, Sites Southwest Colin Daly, Citizen, Souder-Miller Due to the ongoing COVID-19 health concerns, the members of the Technical Committee listed above as “Technical Members Present” attended via GoToMeeting, as did Peter Koeppel, Beth Escobar, and those listed as “Others Present”. Chair Porell, Kathryn Leys, and June Markle attended in person. 1. CALL TO ORDER Chair Nick Porell called the meeting to order at 10:00 a.m. and a roll call was taken of those in attendance. 2. APPROVE THE MINUTES FROM THE MAY 20, 2020 TECHNICAL COMMITTEE MEETING Mr. Saavedra moved to approve the minutes from the May 20, 2020 Technical Committee meeting. Mr. Thomas seconded the motion. The motion to approve the minutes passed unopposed. 22 3. REPORT ON THE 2045 METROPOLITAN TRANSPORTATION PLAN (MTP) UPDATE Subject: Report on the 2045 Metropolitan Transportation Plan (MTP) Update Date: June 10, 2020 MONTHLY REPORT Mr. Aaron Sussman, Planner with Bohannan Huston (BHI) will call-in monthly with a report on the Metropolitan Transportation Plan (MTP) Update. DISCUSSION: Two additional new draft chapters for the 2045 MTP were distributed to Technical Committee members on June 9: Climate Change, and Security and Emergency Planning. Mr. Sussman asked Committee members to provide him with their comments and feedback on these chapters. Security Chapter The MPO’s role in security planning and preparedness is to understand the risks and ensure effective interagency communication. The MPO is responsible for coordinating and communicating with all agencies, bring stakeholders together, and consider potential impacts to the transportation system for users. Climate Change Chapter The Climate Change chapter begins to look at long-term trends and considers the potential for extreme events. It also addresses the relationship of the built environment and the transportation infrastructure to climate change. In addition, how can the MPO manage the impacts and risks, and also mitigation and taking action to reduce the greenhouse gas emission levels and VMT. Mr. Sussman said that one of the next steps is to put together the funding and the financial considerations, and finalizing the project list. The project list from the 2040 MTP was used as a starting point with the idea that projects could be moved, revised, or totally removed from the TIP if funding was considered to not be reasonably available. Mr. Sussman needs feedback from the Technical Committee members on funding and budgetary considerations in order to build the financial analysis. Projects shown in the 2045 MTP will be projects where there is a reasonable expectation that funding will be available from NMDOT as well as from a local level from NMDOT. This information will be contrasted against the proposed list of projects to provide some level of prioritization. Mr. Sussman discussed two public outreach events to provide additional opportunities for community participation and asked that this information be shared on websites and Facebook pages: 6/24/20 – 12-1 PM https://us02web.zoom.us/j/86556433709?pwd=M3luMG9yN1BuK1ZLQytlZklQUWlFZz09 6/24/20 – 7-8 PM https://us02web.zoom.us/j/89846878634?pwd=SkNtUW5ldU50RnJnaDZvZzdvdlRiZz09 23 Chair Porell asked if there had been any political pushback on the Climate Change chapter. Mr. Fillerup replied that the corresponding chapter in the 2040 MTP was titled “Environment” and it tracked how emissions and ozone levels were trending. It reported on existing regulations and the MPO stance and there was not much pushback at the time the 2040 MTP was adopted. The BHI Climate Change chapter is much more robust and expands on what was shown in the earlier MTP. Chair Porell thought that the chapter was kept very data driven with few conclusions drawn. Chair Porell commented that in the section on severe weather and volatile storm events, Mr. Sussman consider adding the drought monitor map. This information includes short and long-term impacts on hydrology and vegetation. Loss of vegetation increases erosion and runoff and current drainage structures may not be able to meet that increase capacity. Mr. Sussman said he would add more detail to this particular item. The Technical Committee also discussed the roadway network, the results of the traffic demand modeling, and considerations for the 2045 MTP:  How to identify future projects when the capacity projects identified in the last MTP may not be the next steps;  Do agencies have a comprehensive and specific list of projects that enhance the existing roadway network;  Many new projects expanded on capacity that the traffic demand modeling has identified as not being needed;  Recommended to allow model to continue to speak for itself suggesting there are is no real capacity issues, but to leave all the projects in as there may be a need for these projects in the future;  What intersection projects and safety improvements need to be added (develop comprehensive list of those);  Leverage ITS and use of better signalization to improve current network (identify this as a study project for the MTP);  Include line item in MTP to address these issues (enhance safety, rehabilitation, investment in operations/maintenance enhancements), but exact locations would not be listed, but identified over time or added as situations emerge; o Individually these are not substantial, but grouping them together make them major projects;  CMAQ funding is available for Farmington and Santa Fe;  Page 11 of the Climate Change document on Adaptation Strategies-most local agencies already discourage development in a flood plain. 4. FFY2021-2022 PROPOSED UNIFIED PLANNING WORK PROGAM (UPWP) Subject: FFY2021-2022 Proposed Unified Planning Work Program (UPWP) Prepared by: Peter Koeppel MPO Officer Date: June 10, 2020 24  BACKGROUND  The Unified Planning Work Program (UPWP) is the MPO’s work plan for two federal fiscal years. The UPWP pairs the MPO’s required work tasks/products with the MPO’s anticipated funding.  The FFY2021-2022 UPWP will cover planning activities and work products to be completed from October 1, 2020 to September 30, 2022.  Based on the Planning Procedures Manual (PPM), the MPO needs to provide a draft UPWP to NMDOT in late April, receive input/corrections from NMDOT by June 1 (NMDOT comments have been incorporated), and obtain the approvals by the Committees in June, before submitting the final version to NMDOT before July 1.  Both the Committees reviewed the proposed FFY2021-2022 UPWP during their May 2020 meetings.  A 30-day public comment period was noticed from May 24, 2020 to June 22, 2020  Page 9 of the document outlines the five major work program tasks for the MPO; these tasks are based on a format provided by NMDOT. Subtasks are listed below. You should be aware that the same numbering system is utilized in the MPO’s quarterly invoicing system and in our financial reports, including the Annual Performance & Expenditure Report (APER), which we prepare and submit at the end of every FFY. CURRENT WORK  Annual activities in the UPWP include administering the MPO’s programs, TIP development and management, development of performance measures, GIS activities, Safe Routes to School activities, transit data collection and mapping.  Major activities for the FFY2021-2022 UPWP will include the implementing the policies of the 2045 Metropolitan Transportation Plan, land-use and transportation planning support activities, transportation performance management, and travel demand modeling updates.  Per NMDOT direction, staff projects that FHWA PL funds of $244,019.97 and FTA 5303 funds of $74,386.25 (both including local matches) for each of the two (2) federal fiscal years will be available. These numbers are subject to change. ACTION ITEM  Staff recommends that the Technical Committee consider recommending approval to the Policy Committee of the proposed FFY2021-2022 UPWP and Policy Committee Resolution #2020-2. DISCUSSION: Mr. Koeppel reported that the Technical Committee would be considering recommended approval to the Policy Committee of the final draft of the FFY2021-2022 Unified Planning Work Program (UPWP) and Policy Committee Resolution #2020-2 today. He explained that the UPWP was the biannual MPO work program and budget and provided a brief summary of the new UPWP under consideration. Mr. Koeppel stated that Staff recommends that the Technical Committee consider recommended their approval. Chair Porell opened the public hearing; no public comments were presented; Chair Porell closed the public hearing. 25 ACTION: Mr. Fillerup moved to recommend approval to the Policy Committee of the proposed FFY2021-2022 UPWP and Policy Committee #2020-2. Mr. Martinez seconded the motion. The motion passed with no opposition. 5. REVIEW THE PROPOSED JOINT POWERS AGREEMENT (JPTA) AND COMMITTEE BYLAWS & OPERATION PROCEDURES Subject: Review and provide comments on the Joint Powers Agreement (JPA) and Committee Bylaws and Operating Procedures proposals Prepared by: Beth Escobar, AICP, Community Works Planning Manager Date: June 10, 2020 BACKGROUND  The cities of Aztec, Bloomfield, and Farmington, and San Juan County formed and have participated in the Metropolitan Planning Organization through the Joint Powers Agreement (JPA) since 2003; Kirtland was added to the FMPO in June 2018.  Recommended changes include: cleanup of both documents, clarification in the Bylaws of the attendance requirements for committee members, changing the annual elections for the Policy Committee to January and also adding an option to hold virtual meetings when necessitated by health concerns to the committee bylaws. The JPA is being amended to reflect the City of Farmington as the Fiscal Agent and the estimated population numbers have been updated.  Comments from the May 20th Technical Committee meeting and the May 28th Policy Committee meeting have been incorporated into the draft. CURRENT WORK  The 30-day public review period was posted on May 24, 2020.  Action on the JPA and the Committee Bylaws documents will be sought by both committees in June. ACTION ITEM  Staff recommends that the Technical Committee consider recommending approval of the JPA and Committee Bylaws to the Policy Committee. APPLICABLE CITATIONS  23 U.S. Code § 134 - Metropolitan transportation planning  23 CFR 450.310 - Metropolitan planning organization designation and re- designation 26   23 CFR 450.314 - Metropolitan planning agreements  23 U.S. Code § 134 - Metropolitan transportation planning  Joint Powers Agreement Act, being Sections 11-1-1 et. Seq., NMSA 1978, as amended.  NMDOT Planning Procedures Manual, Metropolitan Planning Organizations, Internal Structure, pages 46-48 DISCUSSION: Ms. Escobar reported that the drafts of the JPA and Committee Bylaws were reviewed by the Technical Committee on May 20 and the Policy Committee on May 28. All the recommended changes from both committees have been included and include: Committee Bylaws Revisions - Option to hold virtual attendance; - Policy Committee annual elections changed to January; - Other cleanup in sections on meeting attendance. JPA Revisions - City of Farmington is fiscal agent for the MPO. The Technical Committee considered making a change to allow for virtual meetings even after public health restrictions have been lifted and to allow for virtual meetings to be held from the MPO Office rather than rotating meetings among the entities. After much discussion, Ms. Escobar recommended that the Technical Committee consider their approval of the Committee Bylaws with no additional revisions. Chair Porell opened the public hearing; no comments were received; the public hearing was closed. ACTION: Mr. Martinez moved to recommend that the Technical Committee consider recommending approval of the JPA and Committee Bylaws to the Policy Committee. Mr. Thomas seconded the motion. The motion was passed with no opposition. 6. LETTER OF SUPPORT-TRAIL OF THE ANCIENTS BYWAY Subject: Letter of Support – Trail of the Ancients Byway Prepared by: Beth Escobar, AICP, Community Works Planning Manager Date: June 10, 2020 BACKGROUND  The New Mexico Council of Governments and New Mexico Council of Governments and New Mexico Department of Transportation have requested a letter of support from the FMPO for the nomination for a National Scenic Byway designation for the portion of the Trail of the Ancients Byway within New Mexico. This designation would support the regional economy and facilitate the connection to the nationally designated Trail of the Ancients Byways in Utah and Colorado. 27   At their May 20, 2020 meeting the Technical Committee considered recommending approval to the Policy Committee, but several questions were raised concerning this possible designation.  Action on the item was tabled until the questions could be answered. CURRENT WORK  The Northwest New Mexico Council of Governments (NWNMCOG) provided answers to the questions raised at the Technical Committee meeting of May 20: o A revised copy of the map of the proposed portion of the byway designation is attached. o NM 57 is not included in the current State Byway, so is not eligible for inclusion in the nomination letter. o Does the designation impact existing conditions? It does not although could be a selling point for future improvement projects in the STIP. o Will existing billboards be required to be removed and/or future billboards prohibited? Existing and future billboards will follow local land use ordinances and State and Federal regulations that exist at that time. NWNMCOG’s current Corridor Management Plan defers decisions and any enforcement to the appropriate governmental body. o Are there any other impacts to be aware of? NWNMCOG said not to their knowledge. o Has the Navajo Nation been asked to support this designation? Yes. ACTION ITEM  Staff recommends that the Technical Committee consider recommending approval to the Policy Committee for the Policy Committee Chair to sign the proposed Letter of Support. DISCUSSION: Ms. Escobar explained that consideration of recommending approval of this Letter of Support to the Policy Committee had been tabled at the May meeting in order to get answers to several questions raised by Technical Committee members. Ms. Escobar reported that the NWNMCOG was able to provide answers to the questions noted above: o A revised copy of the map of the proposed portion of the byway designation and clarified that NM 57 is not included in the current State Byway and is not part of the nomination letter. o Does the designation impact existing conditions? It does not although could be a selling point for future improvement projects in the STIP. o Will existing billboards be required to be removed and/or future billboards prohibited? Existing and future billboards will follow local land use ordinances and State and Federal regulations that exist at that time. NWNMCOG’s current Corridor Management Plan defers decisions and any enforcement to the appropriate governmental body. o Are there any other impacts to be aware of? NWNMCOG said not to their knowledge. o Has the Navajo Nation been asked to support this designation? Yes. 28 It was noted that most of the roads in the Letter of Support are NMDOT routes and are largely on tribal land. Mr. Martinez said that NMDOT’s District 5 did send a letter of support for the nomination and map as presented today. Mr. Moriarty agreed that the map concerns have been addressed. ACTION: Mr. Fillerup moved to recommend approval to the Policy Committee for the Policy Committee Chair to sign the proposed Letter of Support. Mr. Saavedra seconded the motion. The motion was approved with no opposition. 7. STATUS OF TIP PROJECTS Subject: Status of TIP Projects Prepared by: MPO Staff Date: June 10, 2020 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.  The Policy Committee approved the new FFY2020-2025 TIP during a Special meeting on July 25, 2019.  The projects currently on the FFY2020-2025 TIP or pending are listed below. 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 FFY2020-2025 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 TF00001 – Red Apple Transit  San Juan County F100021 – East Pinon Hills Blvd Extension Phase III 29 F100240 – Glade Run Recreation Area Trails F100290 – CR 5500 Bridge Replacement F100320 – Kirtland Schools Walk Path Extension F100330 – Glade Run Recreation Area Trails Extension F100360 – CR 3000 Bridge Replacement F100370 – CR 3500 Bridge Replacement  NMDOT F100170 - NM 173 Safety Improvements F100340 – US 550 Pavement Rehab F100350 – NM 371/N36 (PE) F100351 – NM 371/N36 (Const) INFORMATION ITEM  This is an information item only. Committee members will have an opportunity to provide any needed feedback/updates regarding current TIP projects status and details. DISCUSSION: The Technical Committee provided their TIP status updates: City of Aztec – Steven Saavedra No update on the Aztec East Arterial. City of Bloomfield – Jason Thomas The East Blanco Bridge Phase I project will be advertised on June 14. Mr. Thomas thanked Mr. Martinez for his assistance in getting the project to this step. City of Farmington – Virginia King Foothills Drive Enhancement Phase II The City is working on completing the project design for the PS&E. They hope to have to have this finished soon. East Pinon Hills Blvd. Extension Phases I and II The City was instructed to move these projects from the informational years into the funded years of the TIP provided the project is fiscally constrained. More information on these projects will be available when the City Engineer returns to the office. Chair Porell commented that the next TIP Amendment call for projects is schedule for June 22. 20th Street The City is still working to secure nine traffic control plans (TCP) and has started the appraisal process. San Juan County – Nick Porell East Pinon Hills Blvd. Extension Phase III No update on this project. Glade Run Recreation Area Trails Mr. Porell has a pre-construction meeting later today with a tentative startup date of July 14. The construction period on this project is expected to be only 45 days. 30  CR 5500 Bridge Coverage from the Army Corps of Engineers was just received, so San Juan County can now submit for their environmental certification from NMDOT. There are five signed right-of-way agreements from eight landowners, a tentative agreement with another, and an understanding to agree from the seventh. There has been no contact from the final landowner. NMDOT- District 5 – Javier Martinez NM 173 District 5 still needs the City of Aztec to move the water line that is in the right-of- way. In order to move the water line, the City needs to ensure receipt of the capital outlay funds that are to be determined during the upcoming special legislative session. Mr. Martinez said that, unfortunately, if the City of Aztec is unable to timely move the water line, the project will need to be moved out to the planning years of the STIP. NM 371 and N 36 Waiting for word from the legislative special session on funding. 8. REPORTS FROM NMDOT District 5 – Javier Martinez Mr. Martinez reported that construction on US 64 is on track to finish in late summer. Chair Porell asked about the issues encountered with the rebuilding of the bridge on NM 574 over the La Plata River. Mr. Martinez replied that several new sections of the deck had rebar showing and were insufficiently covered. The contractor is having to rip out what was complete and re-pour the entire deck. The project is expected to now take the rest of the summer to repair. Planning Bureau – Joseph Moriarty Mr. Moriarty reported on some recent reorganization in the Planning Bureau. Work on the NMDOT 2045 Plan (https://newmexico2045plan.com/) continues, but with the ongoing health concerns, the stakeholder workshops will be held virtually in July. More information on exact dates will be forthcoming. Mr. Fillerup encourage participation by the members. The Multi-Modal & Planning Bureau is planning an upcoming webinar in the next 2-3 weeks to present on the PM1 Safety Targets. 9. COMMITTEE MEMBER DISCUSSION ITEMS Subject: Committee Member Discussion Items Date: June 10, 2020 31  DISCUSSION ITEMS There were no additional discussion items provided by Technical Committee members for inclusion in the Agenda. 10. INFORMATION ITEMS Subject: Information Items Prepared by: MPO Staff Date: June 10, 2020 INFORMATION ITEMS e. City of Farmington’s Off Road Vehicle Trail Head Map. The City of Farmington has prepared an Off Road Vehicle Trail Head Map. This map identifies access to BLM and federal lands from public and private roads within the municipal boundary. The purpose of the map is twofold:  Support the City’s Outdoor Recreation Industry Initiative (ORII). This map provides access information to residents and tourists.  Identify accesses that have become problematic to surrounding residences and eliminate them from any official, approved access. DISCUSSION: Ms. Escobar reported on the City of Farmington’s off-road vehicle trailhead map to identify access to BLM and federal lands as opposed to public and private roads within the municipal boundary, and also to support the City’s Outdoor Recreation Industry Initiative (ORII). There have been numerous complaints from residents about noise and traffic and some have even tried to block access. It is hoped that this map will assist in identifying appropriate access points where off-road vehicles are allowed. Staff has also discussed with Mr. Sussman about including some information on off-road vehicle use and access on a regional basis. Mr. Saavedra commented that the City of Aztec has experienced similar issues with off-road vehicles. 11. BUSINESS FROM THE CHAIRMAN, MEMBERS AND STAFF There was no business from the Chairman, Members and Staff. 12. PUBLIC COMMENT ON ANY ISSUES NOT ON THE AGENDA There was no public comment. 32 13. ADJOURNMENT Mr. Thomas moved to adjourn the meeting. Chair Porell seconded the motion. The motion passed with no opposition. Chair Porell adjourned the meeting at 11:10 a.m. ___________________________ ___________________________ Nick Porell, Technical Committee Chair June Markle, Administrative Assistant 33