MEETING NOTES. Guests

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1 Attendees Angelica Abeita Lynn Johnson Rod Wigman Malinda Andrews Misty Klann Jason Yazzie Karen Banally Micah Loma omvaya Kee Yazzie Norm Cody Michael Lomayaktewa Clem Webb Tim Dalegowski George Mase Michael Klein Sandra Gilstad Andy Bertelsen Roger Tungovia Ruth Greenspan Jonathan Phillips James Meyer Dan Harrigan Morgan Ross Lorraine Walker Dr. Chun Hsing Ho Donald Sneed Hanna Polewytewa Ammon Heier Darren Talayumptewa Wendell Honanie Nada Talayumptewa Dallas Hammit Herman G. Honanie Randy Everett Guests Facilitator: Misty Klann, ADOT Multimodal Planning Division Recorder & Timekeeper: Clem Webb, ADOT Office of Partnering Recorder: Don Sneed, ADOT Multimodal Planning Division The next Partnership Steering Committee Meeting is scheduled for Wednesday, April 15, 2015 at the ADOT Flagstaff District Training Room. Topic Welcome & Recognition of Elected Officials: Misty Klann, ADOT Agenda Items and Highlights Details Misty Klann, ADOT Transportation Planner, Tribal Liaison and Partnership Facilitator, opened the meeting and welcomed all attendees. She also provided special recognition of elected officials in attendance. A copy of the meeting sign in sheet is attached to these notes.

2 Topic Opening Remarks & Prayer: Honorable Herman G. Honanie, Hopi Tribe Details Herman G. Honanie, Chairman of the Hopi Tribe, provided opening remarks and a Prayer. Chairman Honanie recognized the attending Hopi Transportation Task Team members and the Hopi Department of Transportation. He acknowledged their efforts to move the Partnership forward. Stating that it will strengthen the relationship between the Tribe, ADOT and other partners. Chairman Honanie also emphasized the need to make safety a priority in particular as it relates to vehicular crashes. He also mentioned the Tribe s need for an address system and that this would need to be a partnership effort. He recognized the need for improvements to the Polacca airport with assistance from the Federal Aviation Administration. With all these needs he said the Tribe looks for the partnership to address the priority issues. He invited ADOT staff to meet with the Hopi Transportation Task Team to learn more on what the Tribe is working on. There is also the need for the Counties to consider adjusting speed limits on county roads that are appropriate to the traffic they now carry. He recalled the early construction of SR 264 and various tribal routes on the reservation and how they now require improvement. In closing, Chairman Honanie expressed his support for the partnership and its efforts to address the goals that will best serve the Hopi Tribe. Topic Introductions: All Details Misty Klann led a round table introduction of all attendees. The partner groups represented included the Hopi Tribal Council, Hopi DOT, Hopi Natural Resources, Hopi Veterans Affairs, Hopi WEMP, Hopi Public Safety, Navajo DOT, BIA Hopi Agency, Coconino County, Navajo County, FHWA Arizona Division, Arizona Department of Administration, ADOT Deputy Director/State Engineers Office, ADOT Holbrook District, ADOT Multimodal Planning Division, ADOT Environmental Planning Group, ADOT Partnering, ADOT Communications, and NAU Department of Civil Engineering. Topic Guest Speakers: Dallas Hammit, ADOT & Randy Everett, FHWA Details Dallas Hammit, ADOT State Engineer & Deputy Director of Transportation, acknowledged Chairman Honanie s passion for safety. He agreed that safety is an issue for all partners and that is why we are here; our job is to safely move people from this point to that point. He mentioned that this Partnership started in 2007 and since then the Hopi Tribe has continued to move forward. He noted that his position as the ADOT State Engineer/Deputy Director for Transportation is new and that he has replaced Jennifer Toth. He also mentioned that ADOT has developed an updated Action Plan that

3 will drive the Department s focus internally. Each group within ADOT was challenged to come up with actions plans which filtered in to an overall Strategic Plan for ADOT. Employee safety, employee professional development, and ADOT Intermodal Transportation Division (ITD) quality product delivery were identified as top priorities for the plan. He also noted that there are a number of projects that will go into place on SR 264 and the ADOT ITD s challenge is on timely and quality project delivery. For example, is it a complete project? Did we spend the money in an efficient manner? Mr. Hammit recognized ADOT staff commitment to the partnership moving forward. Also there are a number of other ADOT staff changes including Kevin Biesty replacing Matt Burdick in ADOT Communications, Jason Hafner as the new Local Public Agency Section Program Supervisor, and Richard Weeks as the new Safety Traffic Engineer in the ADOT Traffic Group. Lastly, Mr. Hammit commended the Hopi Tribe on successfully being awarded federal TIGER Program Grant Funding. He mentioned that ADOT can assist the Tribe with the project as needed. Randy Everett, FHWA Arizona Division, Assistant Division Administrator, commented that he is completely supportive of the partnership. He acknowledged the Tribe s success in being awarded Tribal Transportation Program safety funds to develop a tribal safety plan and stated that safety is the way FHWA is going. He also acknowledged the Tribe s success in obtaining TIGER Program funding for the Tawa ovi Community project and that the FHWA will provide assistance to the Tribe as well. He encouraged tribal involvement in the implementation of the Arizona Strategic Highway Safety Plan. He said we are asking the entire state to get involved to implement it. In closing, Mr. Everett also mentioned that Congress will likely pass a continuing resolution to keep the federal government open and that it may occur in a few days. Topic Partnership & Steering Committee s Focus: Misty Klann, ADOT Details Misty Klann provided a review of the Partnership Charter, Mission and Values which were developed when the Partnership started. She also reviewed the Partnership Goals and Objectives which are items that task teams can focus on throughout the year. She noted that task teams can meet more often than the Steering Committee. She noted that all of these items were reviewed and updated at the Partnership Steering Committee s last meeting. Also the new goals will replace the 5C goals currently on the PEP form, however, the essence of those goals have not been lost they are still part of the Mission Statement. She then reviewed the Partnership Charter and encouraged everyone in attendance to sign the Charter which acknowledges partner group support for the partnership.

4 Topic Partner Group Updates Successes: Michael Lomayaktewa, Hopi Tribe & HDOT; Karen Benally, Navajo DOT; Lynn Johnson, ADOT; Andy Bertelsen, Coconino County; Norm Cody, Navajo County; Wendell Honanie, BIA Hopi Agency; Romare Truly, FHWA AZ Division; Ammon Heier, FHWA Arizona Division Details Michael Lomayaktewa, Hopi DOT Director, remarked that the Hopi Safety Plan process is moving forward and the Tribe looks to have it completed during the beginning of next year. He mentioned the Tribe s concern with high speed traffic and the factors that cause them including weather related issues. He said the Partnership is a positive step for the Tribe and it continues to grow. Michael reiterated Chairman Honanie s comment regarding the need for an address system and for the partners to be involved in the activities of the new Tribal DOT. He is also looking forward to working with everyone on the TIGER grant project. The challenges to be faced include the tribal members understanding of HDOT and its timelines. The biggest challenges however are isolation, distance and related costs which all affect HDOT activities being completed. Despite these challenges he is optimistic in being successful with the Hopi transportation program. He hopes to get most of these issues addressed through partnerships. The Tribe has done it with the Navajo Nation already. The tools of partnership are communication, commitment and cooperation and they can all help develop a way for resolutions. He thanked all partners for supporting the Tribe s transportation program and he looks forward to working with the lead agencies. Karen Benally, Navajo DOT Planning Department Manager, acknowledged the Navajo DOT s support of other tribal partners. Partnerships will be a part of the 2015 Navajo Nation long range transportation plan. The Nation would like feedback from the Hopi Tribe and its other partners on the plan. There is an internet link for information on how we improve our plans it is at navajodot.org. Ms. Benally also reviewed the NDOT success story in regard to Navajo Route 8031 which runs through a portion of Hopi land. The focus was on a three mile project that will carry out design of 8031 for roadway and bridge improvements. She noted that that partnering practices were used to address the related issues with the project. The lessons learned were that both the Navajo Nation and Hopi Tribe agreed to focus on transportation issues to address quality of life and not allow politics to enter into teamwork. Best practices included communication to address road inventory issues, commitment from the Hopi Transportation Task Team and Navajo DOT to champion and obtain permit approvals. Ten partners were involved and contributed to the solution. Lynn Johnson, ADOT Holbrook District Engineer, referenced a brochure handout listing projects in his district. He mentioned that the Keams Canyon Trading Post turning lane and widening project went to bid last week and will probably start in April or May 2015.

5 Lynn acknowledged that safety is a top priority and said data is needed to back up safety related projects and the funding needed to drive them. ADOT is constrained by its resources and must prioritize them. He emphasized the need for the Tribal police department to provide crash data to ADOT so it can look at securing funding to assist with these projects. He urged that any influence the Hopi tribal representatives have on this will be helpful. Lynn acknowledged Mike Lomayaktewa for his continued work on these projects. He stated we need address safety by doing something on these roads to show we ve made improvements. Andy Bertelsen, Coconino County Public Works, recognized the work underway and related impacts from both the US 89 bridge work and the US 89 Cut failure. He also discussed a BIA route maintenance agreement that will address portions of routes that provide access to Hopi and includes routes H6720 and N6730. The County will be confirmed as partners in the agreement. Norm Cody, Navajo County, representing Supervisor Jesse Thompson, congratulated the Hopi Tribe on obtaining funding for its TIGER project mentioning that the County is in support of it. Cody discussed how red dog gravel is produced and that 65,000 tons will be used on Navajo Nation roads within the next five years. He also reported that recycled asphalt (millings) have been approved for use on Navajo Route 9062 which provides access to Hopi and is a school bus route. He also reported that Navajo Nation north county road yards have allowed for the expansion of the Navajo DOT road maintenance program. The County is also in support of the development of recreational park at Spider Mound the Hopi Yuwehloo Pahki Village. Cody discussed a web based GIS Program called USGS StreamStat and how it is being used for culvert analysis in the Pinion area. The County is offering use of the program to the Hopi DOT. He also reported on the County Board of Supervisor s passing of an equipment agreement with the Hopi Tribe. As an example he mentioned that through the agreement the County has loaned equipment to First Mesa which included water trucks. In closing he stated that since material is scare the partnership with ADOT and the Hopi Tribe is working particularly in the area of asphalt usage. Bob Maxwell, BIA Western Regional Office (WRO), was not available to attend however he did provide a written partner group update discussing the BIADOT mission, the Tribal Transportation Program (TTP) goals, and listing current ongoing and completed BIA WRO funded road improvement projects on Hopi lands.

6 Wendell Honanie, BIA Hopi Agency, discussed the BIA WRO construction contracts with the Tribe. Wendell acknowledged the Hopi Tribe s efforts to include TTP responsibilities into the Hopi DOT Program and the agency level transference of the BIA Road Maintenance Program to the Hopi Tribe. He stated that partnerships are important when it comes to roads and system links. Partnerships work when all partners are at the table. The BIA is operating to be a part of these partnerships and will continue to assist the Tribe with improvements and opportunities that are of benefit to it. Romare Truly, FHWA Arizona Division, provided an update on the Surface Transportation Bill. He said that it has been funded through the end of the fiscal year. MAP 21 expires at the end of May Congress can act to extend or implement long term multiyear funding for 5 to 6 years. Grow America will replace MAP 21 and the USDOT Director has proposed $302 billion over four years. $199 billion would be spent over four years for highways and $72 billion for transit. $10 billion would be spent over four years for the Highway Safety Improvement Program and $5 billion for the TIGER Grant Program. He noted that current TIGER grant funding must be used by September He closed by stating that the Surface Transportation Bill needs concurrence by the House, Senate and President. Ammon Heier, FHWA Arizona Division, mentioned that the Hopi TIGER grant project was a tremendous accomplishment and will present a great opportunity for further progress to the Tribe. Ammon discussed the recent TIGER Program saying that $600 million was available and there were around 800 applicants. Of those 72 were awarded a TIGER grant including three tribes. There was only one for construction which was the Hopi project and over $2 million was granted for it. He noted that oversight of the project would be provided by FHWA or ADOT. The TIGER project team needs to make a recommendation on this to the Hopi Tribal Council. Funds have to be obligated by September Ammon is the FHWA contact for the Tribe and he looks forward to seeing progress on the project. In closing he mentioned that the Grow America proposal is on the FHWA website. Topic Presentation: Emergency Response: James Meyer, ADOT; Updates James Meyer, ADOT Multimodal Planning Division, covered the first part of the presentation which was titled Arizona Partnerships for an All Public Road Network State Driven, Locally Owned. He mentioned that there is a National State Geographic Information Council initiative titled Transportation for the Nation or TFTN. The initiative will basically establish a complete highway network using the Highway

7 Sandra Gilstead, ADOA Performance Monitoring System. It will then develop a national addressing system to support the infrastructure. He mentioned that the FHWA has issued a memorandum to all state DOTs requiring submittal of an all public road network to FHWA by June (The handout with ADOT statewide coordination details presented will be posted on the Hopi Partnership website). Sandra Gilstead, Arizona Department of Administration Project Manager, covered the second part of the presentation. She mentioned that the Arizona system uses voice, picture, text, video and social networking methods which have provided benefits statewide. Statewide Network Partnerships have involved ADOT, the Arizona Broadband Community, the Arizona State Land and Arizona Geographic Information Council and other organizations. Sandra is currently working to complete the road network for the remaining systems and to assist with preparation for Next Generation (public) or NG911 which will migrate the system from analog to a digital network. In particular she is looking to encourage tribal participation to ensure coverage for their areas. She said the GIS road network footprint polygons can locate a caller. The new system looks beyond our borders and can transfer 911 calls anywhere in the Nation. The system can also benefit tribes that may want to access data, documents or personal group services it can also replace FTP sites. Tribes can request to join through the AZGEO website. Sandra is the approver for these groups and has been in her position for 21 years. Question: In your involvement with 911 how would we get a system in place for Hopi and Navajo? Optional Presentation: NAU Dwight D. Eisenhower Transportation Fellowship Program, Dr. Chun Hsing (Jun) Ho, NAU Response: The Tribes will need to determine which roads to include in the system. Then contact should be made with the 911 Center. Sandra will check on who would be the best contact or champion. Dr. Chun Hsing (Jun) Ho, Assistant Professor of NAU Department of Civil Engineering, presented on the FHWA sponsored Dwight D. Eisenhower Transportation Fellowship Program. Native American students pursuing a degree in a transportation related discipline are eligible to apply for a fellowship. They will conduct research in their discipline then provide a presentation on their findings in Washington D.C. As an example Dr. Ho mentioned that currently there are two Navajo students who received $10,000 to work on research topics. He encourages Hopi students pursuing a related degree to apply for a grant. In February or March the Program will announce acceptance for applications from students who want to apply. Dr. Ho also mentioned

8 Presentation FTA Section 5310 Program: Dan Harrigan, ADOT Developing A Plan Leadership, Guidance, Input and Support: Misty Klann, ADOT that he is looking to work with the Hopi Tribe and/or the Navajo Nation on receiving requests for research. If the Tribes would like to propose research needs they can use this program to help address them. NAU faculty has expertise in a number of fields that can be of benefit to the Tribes and by working with their students. He offered to form a partnership between NAU and the Hopi Tribe. Engineering expertise includes transportation related areas include water resources, environmental, geotechnical, pavement materials, structural, and Geographic Information Systems. There is no specific proposal format. To get started an request with the topic can be sent to Dr. Ho to discuss the proposal. (The handout with the Fellowship Program details presented will be posted on the Hopi Partnership website). Dan Harrigan, ADOT MPD 5310 Program Manager, provided a presentation titled Rural Public Transportation addressing the topics of transportation in Arizona today and In the Future; ADOT MPD Transportation Programs; the 5310 Rural Transit Program; the Coordinated Mobility Program; Transit Planning Options; American Recovery and Reinvestment Act; Overview of Section 5311 ARRA Transit Projects: Cottonwood, Coolidge, Navajo Transit, and Show Low; and Partnerships Key to Success. Dan mentioned that the big challenge is to identify how to connect rural areas. Where do people need service and how can we be more effective in providing it? Dan looks to put $1.5 million a year toward small urban areas and possibly for a transit facility. Dan mentioned that he currently has $3 million to look at innovative ways to use funds. There is the potential to look to pursue a transit facility for Hopi next year. Also there is still the potential to consider a Navajo Hopi regional transit system as has been discussed in previous years. Misty Klann discussed the Partnership mission, values and goals and the need to incorporate leadership direction into the goals. She then lead a group exercise to gather input and to develop a plan of action referred to as the 2015 Goals: Implementation Plan. The Plan will be used as a means of providing guidance to the Partnership and for the upcoming year as well as the need to establish task teams. She mentioned that the exercise would follow the SMART Goals development process. SMART is the acronym for Specific, Measureable, Attainable, Realistic, and Timely. She outlined the guidelines to consider for each word in the acronym and as described in the handout provided. She also referenced and explained the 2015 Goals: Implementation Plan worksheet to be completed by two breakout groups addressing the topics of Increased transportation safety and Planning and programming processes. Both of these topics were identified by the Partnership Steering Committee as priorities to be addressed by the Partnership. The meeting attendees were divided into two groups one for each topic and were given time to discuss the topics, complete their worksheets and identify

9 Presentation State Aviation Fund: Michael Klein, ADOT Partnering Evaluation Program (PEP): Misty Klann, ADOT Next Steps: Misty Klann, ADOT Closing Remarks & Prayer: Misty Klann, ADOT and Michael Lomayaktewa, Hopi DOT a speaker to report out to the whole group. Don Sneed reported out for Group 2 and Micah Loma omvaya for Group 1. A summary of the results will be posted on the Partnership website. Michael Klein, ADOT Aeronautics Group, provided a presentation titled A View from 30,000 feet. He discussed Aviation s Impact to the State Economy, Obligations and Fund Balance, the State System of Airports, the Impacts of SB 1317, the Aeronautics Airport Development Program, Planning, Airport Planning Meetings, Web Entry, State Transportation Board Action, and Grant Language. He mentioned that a State/Local Grant is one source Tribes can now use. SB 1317 now includes Tribal airports as eligible for state funding. March, April and May are when State Transportation Board hearing sessions will be held for approval of the State 5 Year Capital Improvement Program. ADOT is currently negotiating grant language that would address tribal sovereignty. Michael asked the Hopi representatives if they could comment on the status of the Hopi Polacca Airport. The response was that it is currently closed so that it can be relocated and the Tribe is currently working with FAA to build a new airport. (The handout of the aviation presentation will be posted on the Hopi Partnership website). Misty Klann reviewed the June to September 2014 evaluations and team comments. According to the bar graph ratings the Partnership is meeting its goals within a standard 3.0 to 3.4 range. The next PEP will cover the goals worked on today. She encouraged everyone to complete today s meeting PEP and evaluations before leaving. Misty Klann provided a recap of today s meeting accomplishments in particular development of the 2015 Goals Implementation Plan. The upcoming meetings of the Steering Committee are scheduled for April 15th, August 12th, and December 16th. Misty suggested that the Partnership may want to consider having the Steering Committee meetings go back to quarterly meeting dates. Misty Klann asked for closing remarks from the Partnership representatives present, they included: Pretty productive meeting, we reassign people to task teams, it s good to have ADOT and others come out and provide orientation for new members. Appreciate everyone who stayed, hope to see you next year. Thank you for having me. Very productive meeting. Enjoyed the meeting and thanks for inviting us today. Thank you for the invitation, interested in how I can get information on seat belt laws. Include more economic development areas.

10 Hopi people will benefit from this Partnership, invite the villagers. Incorporate more information sharing. Appreciate all of you here from the Hopi Transportation Team. Continue to work with Hopi Tribe, Navajo Tribe as well. Continuing effort I want to thank him for all he s done. I thank each of you for coming, a great learning experience, having to partner with us and stay strong with us. On behalf of Mr. Davis Pecusa. See real positive signs and real progress being shown, thank you. Thanks for a good meeting; ADOT would like to see more projects coming into this area, and getting more done. Thank you for being here today, look forward to working with the Tribes this coming year. Mike Lomayaktewa closed the meeting in prayer.

11 Break out Group Scoring by Topic #1 Increase Transportation Safety #2 Planning & Programming Process Page 11 #3 Understand partner & Inter Agency Process Including BIA #4 Pursue & provide training & technical assistance These goals will be the focus of the Partnership this coming year. Feedback is based on 16 forms. Participant Meeting Evaluation Feedback Ratings: 1 = lowest 5 = Highest 1. How valuable was this meeting for you? Average Rating What about this meeting was most valuable to you? Hearing Partnership updates, reconnecting with group Networking and putting faces to names This being my first Partnership, I found it great to understand more of the Partnering the Hopi Tribe has Developing a plan Identifying plan of action for the next year Continued interest of Partners FAA State Aviation Fund & workshop breakout

12 Good resource sharing, positive atmosphere Good communication Discussion on Planning and Programming Process The various opportunities ADOT can provide the Tribe During implementation plan Networking opportunity Update of information The 911 topic The Partnership/togetherness 3. What would have improved this meeting? Would have liked to hear professor s presentation during work hours Additional breakout groups discussions Everything went great, good cooperation from everybody Room set up was spread out maybe a smaller u shape would work better I believe all is obtained to it can Room was to big More participation N/A maybe a bit more attendance More participation Visuals on processes Nothing at this time, went well and very informative Smaller room If more people had stayed after lunch, it task teams had been formed Core Partnership moving forward Attendance 4. How do you rate the Facilitator? Average Rating: 3.75 Some were more concise than others but everyone presented useful information Good job Misty, thanks for stepping up! Misty was very professional and a great facilitator Best meeting organized on schedule Well done! Very Knowledgeable All were very informative

13 5. How do you rate the effectiveness of this team? Average Rating: 3.75 Generated some new ideas about how connections can be used This is beginning to address goals since Hopi DOT established High potential for continued Partnering 6. What other comments or suggestions do you have? Excellent facility and snacks I look forward to attending future meetings I enjoyed my time, meeting new people within the Transportation Department Glad to hear full support of the Partnership from the Hopi Chairman Thank you to all that participated Great info sharing Hopi needs to step up with presentations and sharing High potential for continued Partnering Would have liked to hear from BIA, Transportation or Roads Department Wish Transportation Task Team Members stayed for the entire scheduled event/meeting I look forward to attending more mtgs.

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