NORTHWEST NEW MEXICO COUNCIL OF GOVERNMENTS Northwest Regional Transportation Planning Organization (NWRTPO) JOINT TECHNICAL & POLICY COMMITTEE M I N U T E S September 9, 2015 10:00 a.m. 1:00 p.m. Sky City Cultural Center 1232 Haaku Road, Acoma, NM ATTENDANCE: Pueblo of Acoma Pueblo of Laguna Pueblo of Zuni Navajo Nation Farmington MPO City of Grants City of Gallup Village of Milan Cibola County McKinley County San Juan County Ramah Navajo Raymond Concho Jr., Chairman Dave Duetsawe Royce Ghachu Lance Begay (Eastern) [Excused] Paul Pena Stan Henderson, Alicia Santiago Jack Moleres Anna Larson Jeff Irving, Vice-Chairman [Excused] Joe Sanchez Technical Agencies: New Mexico Department of Transportation: Bureau of Indian Affairs G-2-G Unit: Brian Degani DOT District 5: [Excused] DOT District 6: Bill Santiago [alternate] DOT Tribal Liaison: Ron Shutiva TTP: [Excused] NWNMCOG/NWRTPO Administration: Northwest Regional Planning Organization Jeremy Seaton, Brandon Howe Guests: Anthony Griego, Pueblo of Acoma Denissa Valdo, Pueblo of Acoma Marion Salvador, Pueblo of Acoma TOTAL ATTENDANCE: 20 (10 members, 2 alternate members, 3 DOT, 2 RTPO, 4 guests)
JTPC Meeting Minutes September 9, 2015 page 2 of 10 Call to Order and Introductions: Raymond Concho Jr. called the meeting to order at 10:07 AM, welcomed those in attendance, and proceeded with introductions and approval of minutes. I. Review & Approval of Agenda II. ACTION: Motion to approve agenda made by Royce Ghachu; seconded by Paul Pena, all in favor, none opposed. Approval and review of Minutes for August 12, 2015 Meeting: ACTION: Motion to accept meeting minutes made by Joe Sanchez, seconded by Jack Moleres, all in favor, none opposed. ACTION ITEMS: [Following Actions will be made as the NWRTPO Policy Committee] III. Item IV: Approval of Final Northwest Regional Transportation Plan NWRTPO Chairman BACKGROUND Why? As outlined in the NMDOT PPM, the RTPO is responsible to develop and maintain, in accordance with the State, regional long range multimodal transportation plans (RTPs). In addition, the RTPO Policy Committee formally approves the final plan and the final plan will be posted to the RTPO website. Purpose. The NWRTPO is mandated by MAP-21 (PL 112-141) to provide a long-range, multi-modal transportation plan for its region, which had been drafted on July 30, was posted for a 30-day public comments review period on July 8, and these public comments were presented to the RTPO Committee on August 12 for further actions and recommendations. The draft of the RTP was revised according to public comments and RTPO recommendations. The final Northwest Regional Transportation Plan aligns directly with the New Mexico Transportation Plan and adheres to federal mandates (MAP-21). The final RTP document now awaits final approval by the RTPO Joint Policy and Technical Committee on September 9, 2015. Discussion/Finalization. A spreadsheet is attached that summarized the RTPO Committee s recommendations from August 12. In addition, the spreadsheet also provides a summary of RTPO staff s final edits to the RTP document. CURRENT WORK Since our last meeting (August 12), recommendations shared during that meeting were incorporated into the final edits of the plan. ATTACHMENTS Resolution No. 2015-02 Adopting and Approving a Regional Transportation Plan (RTP) for Northwest New Mexico NWRTPO Joint Policy & Technical Committee. Two pages of spreadsheet that include public comments, RTPO recommendations & final edits. Resolution No. 2015-02 Supporting the Northwest New Mexico Regional Transportation Plan NWCOG Board. None directly to RTPO BUDGET IMPACT ACTION ITEM Adoption and approval of the Northwest New Mexico Regional Transportation Plan by the RTPO Joint Policy and Technical Committee.
JTPC Meeting Minutes September 9, 2015 page 3 of 10 Discussion: Approval of Final Northwest Regional Transportation Plan Jeremy Seaton: The final plan was posted to the RTPO website. All comments, suggestions, and recommendations submitted by the public and by the RTPO Committee were acknowledged and incorporated into the final RTP document. The summary of our responses to each comment and all final edits that we made to the final document were summarized into a spreadsheet and sent to each member as part of their agenda packets. Jeremy then reviewed each comment and briefly described final edits made to the final plan. No additional comments were made. Ron Shutiva: This RTPO should discuss further steps as how to implement the plan and what role RTPO members will have in implementing the plan. In addition, RTPO can discuss how this RTP can assist local entities. Jeremy Seaton: Meetings with NMDOT and RTPO Managers discussed possible next steps toward implementing the plan. Further discussions will hopefully clarify implementation strategies. Stan Henderson: I have reservations about the plan especially when using the tiered system. How will we implement a plan that displaces our projects/funding? Our local projects are at the bottom of the list for obtaining funding using this tiered system, while federal projects are at the top of the list, followed by state projects. Stan proposed to conditionally approve the plan. Brian Degani: Collaboration will have to occur for implementing the RTP. The state is currently working on the implementation plan for the RTP this year and early into next year, with performance measures as mandated by federal regulations. There needs to be consistency with the NMTRP and RTP s in its implementation. We need to look deeper into the tiered system at the regional/local levels and further developments with this system through additional discussion/collaboration. Joe Sanchez: There are differences between how tribes can implement their TIFs and the RTP if tribes operate as a 638 program versus other programs. The tribes that are 638 need to cautiously adjust how they are going to implement any of their projects so that it doesn t incur any unfair opportunities in key priorities for themselves the strings that bind are the money streams. Royce Ghachu: This resolution does not state that comments or concerns raised by this group. The resolution doesn t contain a conditional approval statement for the RTP is there a way we can revise this resolution and add this statement before we approve it? Stan Henderson: Secured funding is what is worrisome we re approving a plan that basically has no resources for us to execute the plan that really fits into the state plan, which is tier 1 and tier 2 and we are not tier 1 nor tier 2 roadways. Ron Shutiva: This all goes back to the federal mandates. We don t get any funding from the state legislature a lot of our dollars are federal fund through monies that we get through the state. We are mandated by the feds to take care of tier 1 and tier 2 routes (Stan interjects with a comments But we don t need a plan to say that ). But that is the process set by federal mandates. And the main issue to address is how can we take care of the tier 3 routes at your local communities it s crumbs (funds) that we have to take care of our local needs. But these are the mandates that we have to deal with. Stan Henderson: Unlike past plans, we are not identifying our local projects in this plan. Brian Degani: There is a tremendous amount of money that goes from district 6 a lot of the funding go toward rehabilitation and repaving of tier 1 and tier 2 roadway systems and this is constraining. We re all asking for more funding but getting the funding is another story this issue does needs to be addressed. We all see this as a big issue for funding our local projects. Ron Shutiva: This affects the debts that the state has to repay. A lot of the funding goes to paying off the debts accrued by past transportation projects/services (e.g. the rail runner). Stan Henderson: Is there a way we can table the approval of this resolution so that we can state our concerns within the resolution? We need to get our concerns on record. If we approve this plan as is, it will negatively impact our projects and we won t be able to do much about it because they will tell us that we agreed to the plan with the approval of a resolution. Joe Sanchez: There needs to be a conditional statement that does not discount local governments in terms of the adoption of this plan. ACTION: The resolution was tabled by the RTPO Committee in order to include statements that address the concerns of the RTPO and bring it back to the next meeting for approval.
JTPC Meeting Minutes September 9, 2015 page 4 of 10 DISCUSSION/PRESENTATION ITEMS: IV. Item V: NMDOT Research Bureau Presentation Amy Estelle BACKGROUND Why? The NMDOT PPM identifies the importance of training for RTPO Committee members. Providing opportunities for professional development and technical training for committee members will help build capacity and help them make well-informed decisions. Purpose. The new federal and state requirements for planning and funding are moving towards more data-driven and data-supported information. There is a big gap for data regarding transportation safety among tribal and rural communities. In order to meet federal standards and meet our safety goals listed in our Northwest Regional Transportation Plan, we need accurate, consistent, relevant, wellorganized data. Bringing in professional experts to educate our members about best practices for transportation research and data collection methods will help build capacity for our RTPO members. Discussion/Finalization. The RTPO Committee has long talked about data collection in years past. At our last meeting (August 12), the committee discussed possibly piloting a research project that entailed data collection and identifying a research project regarding data. The committee members also requested a representative from the NMDOT Research Bureau come to our next meeting to provide a presentation regarding these topics. CURRENT WORK Finding the right professionals that would provide the specific information we need to help us collect the right data that would be accurate, consistent, and organized. N/A None directly to RTPO ATTACHMENTS BUDGET IMPACT N/A ACTION ITEM Discussion: NMDOT Research Bureau Presentation The NMDOT Research Bureau helps people find information. There are a tremendous amount of resources out there that can help you write good applications and help you do your jobs. What can the Research Bureau do for you? The Research Bureau offers several types of research services. Depending on the complexity of the problem or issue, we will suggest a literature search first. If needed, we may advise you to submit a Research Project Request form (attached to this packet) so that more in depth study can be done. 1. Information Referral(immediate response) that directs you to the most appropriate person or section, inside or outside the NMDOT, to answer your question (for example: our staff, the NMDOT Right of Way Bureau, the FHWA, Tribal entities, etc.). 2. Literature Search(1-10 days) that identifies the best and most current practices used to address a problem (for example: erosion control, striping, snow fencing, toll roads). 3. On-Call Research: The Research Bureau is offering On-Call Research Services for short-term, urgent research needs. On-Call research projects are designed to be low cost, limited scale, and quick turnaround. Any NMDOT staff member may request On-Call Research by submitting the Research Request Form. The Research Bureau will expedite a literature search and send the request through an accelerated approval process with the C-RAC.
JTPC Meeting Minutes September 9, 2015 page 5 of 10 4. Short-term Project (less than 6 months) that is conducted in-house by the Research Bureau staff (for example: overweight vehicle analysis, WIM data analysis, noxious weed management). 5. Long-term Project (6 to 24 months in length) that is contracted to professionals at a university, college, or consultant (for example, queue length modeling, testing of Ultra High Performance Concrete, reducing wildlife-vehicle crashes). 6. Technology Transfer (6 to 24 months) that takes existing training or technology (equipment and/or processes) and applies it to a new situation (for example: dust storm mitigation, fiber reinforced polymer study). We can bring in experts from other states to conduct some of these trainings if NMDOT does not have the capacity to do these trainings. We can also do software/hardware training relating to transportation. 7. Pooled Fund Study (12 to 36 months) that combines our resources with those from several states to find solutions to a regional or national problem (for example: drainage design manual, climate change). Raymond Concho: Does the Research Bureau offer consultation for small entities (specifically relating to grants & project proposals). Amy Estelle: Yes, the Research Bureau can offer assistance with your applications. Our facilities are also available for your use and for your RTPO group. Please see Meeting Actions box on page 9 for specific website links provided in Amy Estelle s presentation listed under the More Information bullet. V. RTPO Report Jeremy Seaton provided a report on RTPO news, initiatives, and highlights. [Full Report Attached] A. Regional Transportation Plan: RTPO staff completed the final document for the Northwest Regional Transportation Plan and awaits final approval from the RTPO Committee on September 9. The NWCOG Board passed a supporting resolution for the plan on August 26. All the public comments submitted, RTPO recommendations, grammar edits, new graphics were incorporated into the final plan. The final plan is currently posted on the RTPO website for viewing and downloading. Below is a timeline of the RTP approval process: July 8 th : The Northwest Regional Transportation Plan was posted for public viewing and comments for a period of 30 days. August 6 th : End of RTP public comment period. Began compiling, organizing, and addressing each comment for presentation to RTPO on August 12. August 12 th : Presented the public comments to RTPO and took action on addressing them. Collected RTPO recommendations on addressing public comments and started to incorporate them into the final plan. August 26 th : COG Annual Meeting & Luncheon the board approved the final plan with a supporting resolution. September 9 th : Present the final Northwest Regional Transportation Plan to RTPO for final approval with Resolution No. 2015-02 Adopting and Approving a Regional Transportation Plan for Northwest New Mexico. B. McKinley County-BIA Roads Meeting (Manuelito Chapter House): There have been several followup meetings, but RTPO staff has not been able to attend. C. Funding Opportunity: The Federal Lands Access Program grant is open and closes in October Information at: http://flh.fhwa.dot.gov/programs/flap/nm/ D. In-land Port Analysis: RTPO staff helped finalize this report with the Navajo and NM Economic Development Departments. This report provides an assessment of sites within the Navajo Nation Chapter communities of Rocksprings, Manuelito, and Tsayatoh. This project was presented to the New Mexico Indian Affairs Committee on August 20. Navajo Nation Division of Economic
JTPC Meeting Minutes September 9, 2015 page 6 of 10 Development will be the lead for this project. E. NWCOG Annual Luncheon: Our 43 rd Annual Luncheon was held in Grants on August 26. Mark Lautman was the keynote speaker and talked about economic development. The COG Board met before the luncheon and passed a supporting resolution for our Northwest Regional Transportation Plan. The board also requested a presentation from RTPO regarding more information about the organization. F. RTPO Roundtable: The RTPO managers from around the state met in Albuquerque to discuss the RTP process (what worked and what didn t work or needs improvement next time). The concerns expressed from you at our last RTPO meeting in Laguna were shared at this meeting. Online GIS tools/storyboards were shared as a means to show and update your projects easily accessible. It was mentioned that Road Safety Audits (RSA) will be moved to quarterly. Also, the Strategic Highway Safety Plan will be completed by the end of this year. In additions, NMDOT is interested in piloting our region for data collection practices. G. Comprehensive Economic Development Strategy (CEDS): The RTPO staff has been involved in developing a CEDS plan for our region. A draft of the plan is scheduled to be completed in the fall. CEDS is designed to bring together public and private sectors to create an economic roadmap to diversify and strengthen regional economies. This plan integrates our region s human and physical capital planning in the service of economic development. Elements of the plan include Economic Infrastructure, Built Capital, Financial Capital, and other elements that directly or indirectly pertain to multimodal amenities and infrastructure. VI. Reports, Updates, & Announcements A. Training Opportunities T/LPA Semi-Annual Training: Federal and State Inception to Completion for a Successful Project, November 3-5, 2015 in Albuquerque. Contact Mary Eloise Martinez at (505) 827-5273 for registration information (registration form is attached to this packet). Let s Talk Performance : Telling the Performance Story webinar by FHWA 9/22, 12pm-1:30 pm MST. During this webinar, presenters will showcase examples of current performance reporting efforts to inform the public on how their agencies are using tax dollars to improve the transportation system. To attend this free webinar, visit: http://www.eventbrite.com/e/lets-talkperformance-telling-the-performance-story-registration-15440799848 2015 APA & ASCE Conference: New Mexico American Planning Association (APA) and American Society of Civil Engineers (ASCE) will be held in Las Cruces from September 23-25, 2015. More information can be found at: http://www.apa-nm.org/#!2015-conference-registration/c52u B. Regional News & Updates T/LPA Project Information (from previous weeks because it s important!) Per NMDOT POD, there are 3 deadlines for T/LPA projects: o o o October 15 for Agreement Request Forms for all projects approved in Baseline STIP, allowing NMDOT to draft agreements and provide entities sufficient time for required commission approval and signature process. March 15 for signed (by entities) agreements to be returned to NMDOT. Design agreements will be executed and funds obligated. Construction agreements will be held for execution pending PSE (9-day letter requirements). June 15 th is obligation deadline. In most cases this would be when the 9-day letter is due. If T/LPA projects are included in the TIP/STIP, T/LPAs can submit Agreement Request Forms (ARFs) now for their FFY16 funding, and must submit it prior to the October 15 deadline (above). The 2016-2021 Baseline STIP was sent out via email on 9/11/15 let Jessica know if you need it resent to you. T/LPAs
JTPC Meeting Minutes September 9, 2015 page 7 of 10 should work with the T/LPA coordinator at their respective Regional Design Center to obtain and process ARFs. Additionally, if when reviewing the TIP/STIP a T/LPA needs to amend their project scope, termini, or budget, they should pursue that immediately, prior to requesting an agreement. For non-infrastructure awards (plans, SRTS coordinators, RTP maintenance projects), GTG will work with the T/LPAs on their agreements and will contact them directly. C. Local Member Issues, Reports & Updates: RTPO Members Pueblo of Zuni: Please see attached report. McKinley County: Finishing Tohatchi Parking lot project with NDOT. Ready to start another project at Nahodishgizh with NDOT. Finished Timberlake road project. Other projects in design and ROW projects (i.e. County Road 19, Deersprings Road, etc.) FONSI out for the Johnson Road Project, have TIF funding for this. Current discussion if this finding will go to McKinley County or Navajo Nation. Manuelito Bridge does have all ROW consents and surveying will start soon. Design will be completed soon: o 2 million for the bridge (hope to complete bridge before road construction starts). o 4-5 million for the road Cibola County: Please see attached report. City of Gallup: College Drive near hospital is complete. Allison Bridge is still ROW process. NM118 is still in progress (1 property still needs to give consent). o 9-day letter will be sent off when permission is received. San Juan County: No Report (excused) Navajo Nation, Eastern Agency: Finalizing N52 project at Nahodishgizh. N55: 13 miles of pavement construction near Alamo. Assisting with washed-out road in various Navajo communities. Fuel Excise Tax Drainage studies, pavement striping, etc. Continuing to meet with Federal EPA at the Church Rock Superfund Site. Looking at a possible maintenance yard in Whitehorse and Breadsprings. Ongoing TTIP projects in Pinedale and regional Mariano Lake/Crownpoint area. Navajo Nation, Northern Agency: No Report (excused) Ramah Navajo: Please see attached report. Pueblo of Acoma: Please see attached report. Note: need more information about the 9-day letter. Pueblo of Laguna: Finished round-about.
JTPC Meeting Minutes September 9, 2015 page 8 of 10 Started construction of the trail extension. L55 pavement is going to be completed this week. 3 bridges 2 fully designed 1 still in progress. L26 & L24 at 30% review yesterday. Still working on FEMA projects (42 projects to complete). Did apply for TTP funding. Village of Milan: Uranium Sand Street Project is advertise for proposal. Motel Drive Still pending with easements. City of Grants: College Road Bridge is completed. 2 nd Street Phase II is under construction 50% complete 2 nd Street Box Culvert Design completed 2 nd Phase III is under design 60% review Radio Street is being advertise will close September 20 Legacy Trail will have a 30% review tomorrow. Wastewater Treatment Project 50% designs complete Farmington MPO: No Report (excused) D. State Department of Transportation (DOT) Updates: Planning/Government-to-Government Unit (Brian Degani): Please see attached report. DOT Tribal Liaison: Make sure all agreements are in place and approved before you spend rewarded funding. Tribal School Bus Route Funding is available, which will eventually be routed through the governor s office but still waiting on more information regarding these funds. Making more attempts to collaborate with Navajo Nation. Still assisting Navajo Nation with the N36 HSIP project. District 5: No Report (excused) District 6: If you have active agreements with District 6 for FY14-15, they are set to expire by the end of this year. Call their office at your earliest convenience to begin the process of renewing your agreements as to avoid potential delays. Santa Fe Administration/Central Regional Division: No report this month VII. New Business/Open Floor: Members & Guests Wanda Arviso, the Secretary/Treasurer from Iyanbito Chapter introduced herself to the group. She expressed that the community is interesed in building a bridge/overpass over the railroad tracks near Iyanbito community. The community had been discussing this for the past 20 years. Currently, the chapter administration & chapter officials are seeking as much information and assistance to make this project feasible and achievable. Raymond Concho Jr. Encourages Navajo communities within our region to continue to work closely with NDOT (Lance & Larry), since they are members of this RTPO Committee, so that they will be able to present your projects within the structure we have here.
JTPC Meeting Minutes September 9, 2015 page 9 of 10 VIII. IX. Review Calendar & Announcement: Recreational Trails Program/Transportation Alternative Projects Call for Projects in Summer 2016 (tentatively), for federal FY 2018 & 2019. State Transportation Commission meetings in our region: o Milan, December 3 Cradle to Grave Training (T/LPA), Albuquerque, November 3-5. New Mexico Infrastructure Finance Conference, Albuquerque, October 28-30. Next Meetings: October 14: Navajo Nation Division of Transportation Conference Room 307, 16 Old Coal Mine Road, Tse Bonito, NM. November 4: Meeting Cancelled December 9: Milan Parks & Recreation Office, 409 Airport Road, Milan, NM. X. Adjournment: At 1:03 PM; Stan Henderson motioned for meeting to adjourn, seconded by Jeff Irving, passed by consensus, none opposed. Respectfully submitted, Jeremy Seaton, RTPO Planner Northwest New Mexico COG
JTPC Meeting Minutes September 9, 2015 page 10 of 10 MEETING ACTIONS Members RTPO Minutes: Review meeting minutes to make sure RTPO staff captured content correctly. T/LPA Semi Annual Training: Register for this training, the registration form is attached to this packet. This training is scheduled for November 3-5 in Albuquerque. Contact Mary Eloise Martinez for more information at (505) 827-5273. NM Infrastructure Finance Conference: Register for this conference scheduled for October 28-30 at the Hyatt Regency in Albuquerque. For more information, visit: http://www.nmifc.com Agreements Renewal: If you have active agreements with District 6 for FY14-15, they are set to expire by the end of this year. Call their office at your earliest convenience to begin the process of renewing your agreements as to avoid potential delays. T/LPA Project Info (Deadline October 15): Agreement Request Forms for all projects approved in Baseline STIP, allowing NMDOT to draft agreements and provide entities sufficient time for required commission approval and signature process. More Information: Click on the following links for more information. o Final RTP: http://www.nwnmcog.com/regional-transportation-planning-organization-rtpo.html o NMDOT Research Bureau: http://dot.state.nm.us/en/research.html o Tribal & Rural Planning: https://planning.dot.gov/focus_tribal.asp o Transportation Research International Database (TRID): http://trid.trb.org/ o State DOT Custom Google Search Engine (add to your search bar bookmark or add to favorites): https://cse.google.com/cse/home?cx=006511338351663161139:cnk1qdck0dc o Dr. Amy Estelle Contact Info: (505) 798-6737 or amy.estelle@state.nm.us Staff Final RTP: Add a conditional statement to the RTP Resolution that expresses the RTPO Committee s concerns regarding the Tiered System. Training: o Register RTPO Staff for New Mexico APA Conference in Las Cruces, September 23-25. o Register RTPO Staff for NMIFC Conference in Albuquerque, October 28-30. Liaison Find out what the 9-day letter is, why 9 days, and what this process requires. Check on Acoma TAP Project 61009 (might only need signatures from secretary & legal council). Which documents/agreements are transcribed into the STIP and which documents do we need to pay special attention to for aligning them with the STIP? Next NWRTPO Meeting: Date: October 14, 10:00 AM 1: 00 PM Location: Navajo Nation Division of Transportation, Conference Room 307, #16 Old Coal Mine Road, Tse Bonito, NM.