Arizona Tribal Transportation Partnership Steering Committee Meeting Notes TUESDAY OCTOBER 27, 2015 9 A.M. 3 P.M. Crown Plaza Hotel 1 N. San Marcos Place Chandler, AZ ATTENDEES (in person): Andy Smith, CAG Rebecca Tremonte, MWTTAP Bill Harmon, ADOT Bonnie Opie, ADOT ADOT Esther Corbett, ITCA Jennifer Jack, SRPMIC Marvin Mull, San Carlos Apache Tribe Morgan Ross, MWTTAP Myra Rothman, ADOT Paul Bonar, BIA Philip Wisely, Hualapai Tribe Romare Truly, FHWA Ruth Greenspan, ADOT Sasha Pachito, GRIC Steve Tipton, Tohono O odham Nation Todd Macalody, MWTTAP Victoria Lee, Navajo DOT Conference Call: Manuel Sanchez, Federal Lands Highway Division Facilitator: Michele Crank, ADOT, Office of Partnering The next ATTP Steering Committee meeting is February 2, 2016 Introductions The attendees introduced themselves and spoke about why this partnership is important. Most stated that communication was the reason the partnership was important. 1
Summary of Accomplishments The Vision and Mission were developed during the last two meetings and are included below: Vision The stakeholders throughout Arizona working together in partnership to achieve their transportation goals. Mission Assist stakeholders with strategies to achieve transportation goals through innovation and partnership, while understanding and respecting cultural values; laws and policies; and processes and procedures. Review of Needs and Potential Goals The information in the table below is a compilation of needs that were identified at previous meetings and any action that has been identified as being taken by other groups. This information was reviewed at this meeting to prepare for setting goals for 2016. Funding Need Status Next Step Contact Grant writing skills and grant funding application process These items are planned to be addressed through the ADOT Task Assignment MPD 018-15 Project: Integrating Statewide and Tribal Transportation Planning Workshop ADOT Multimodal Planning Division is currently developing the workshop curriculum and expects to begin conducting the workshops in early 2016 The workshop will reference tribal transportation plans/studies as the basis of discussion for seeking funding resources Participants will understand the principles and best practices for writing a competitive PARA application and project funding proposal Encourage workshop attendance by tribal representatives General grant funding opportunities Transportation grant and funding resources are posted on the Arizona Tribal Transportation website Review funding resources on the website Obtain input on additional resources that should be listed on the website Update the website Increase the website s resourcefulness 2
Safety Planning Need Status Next Step Contact Safety improvements Safety planning Long range transportation plans Various resources for carrying out transportation safety planning and improvements are available and need to be identified Coordinate with the ADOT Traffic Safety Section/ADOT Engineering Districts for safety improvements on state routes Maysa Hanna, ADOT-State Traffic Engineer Participate in the implementation of the Arizona Strategic Highway Safety Plan (AZ SHSP) in particular the various emphasis area team meetings Understand the Highway Safety Improvement Program (HSIP) application process Understand the Federal Tribal Transportation Program Safety Fund application requirements Maintain a database of tribal long range transportation plans Ensure tribes are informed of PARA Program application submittal deadlines for development of tribal transportation plans/studies Richard Weeks, ADOT-TSS Adam Larsen or Russell Garcia, FHWA-FLH Road Safety Assessments (RSA) RSA applications are accepted at any time by the ADOT Traffic Safety Section Tribes need to identify priority safety issues and roadway segments and/or spot areas that should be addressed through an RSA and then submit an RSA application Richard Weeks, ADOT-TSS COGs and MPOs Need Status Next Step Contact Integrating TIPs Increased tribal participation in the development of COG/MPO TIPs should be addressed Understand the process of integrating tribal TIP projects into the regional COG or MPO TIPS Don Sneed and Regional Planners, ADOT- MPD Engaging with COGs, MPOs Increased tribal engagement with the COGs/MPOs should be addressed Identify engagement strategies TBD Develop tribal COG The concept of a tribal COG in Arizona has been identified by tribal representatives Input from the ATTP Steering Committee and ADOT is needed to determine feasibility TBD 3
Partnerships/Other Need Status Next Step Contact Collaboration and sharing information The ATTP is in the process of determining follow-up to the February 2015 Statewide Tribal Transportation Forum Tribes to host regional ATTP ADOT Partnering meetings Consider holding another Statewide Tribal Transportation Forum ADOT Partnering ADOT Environmental Planning Group (EPG) Issues such as Section 106 tribal consultation This item is already being addressed by ADOT-EPG Provide an update to the ATTP Ruth Greenspan, ADOT-EPG ADOT contractors need TERO compliance information prior to project construction ADOT Contractors need to be informed on TERO requirements prior to construction when projects are located on tribal land (i.e. policies, processes, fees, etc.) has made a request for this information from each of the TERO Offices and has received approximately 1/3 of the information Establish a TERO database and locate in a central location within ADOT for access by the ADOT District Offices Include the TERO information in the next update to the ADOT Tribal Transportation Consultation Process Reference Manual for ADOT Personnel Attend a Southwest Region TERO Quarterly Meeting to present on ADOT s tribal coordination processes and the need for information on TERO requirements 4
The Potential Goals and Possible Objectives that are listed below are additional topics that were identified at previous meetings that may not be currently being addressed by others. These also were reviewed to prepare for setting goals for 2016. Potential Goal 1 Tribes will increase their understanding of ADOT/FHWA processes and ADOT will increase its understanding of tribal processes (e.g., regional, state and federal level). Possible Objectives: Plan a statewide or regional forum for as many tribes as possible to obtain new information on state and tribal processes Potential Goal 2 Tribes to better understand ADOT s process in putting together IGAs. Possible Objectives: Tribal representatives to develop and agree on legal language/provisions that will allow state-tribal IGA projects to move forward Bring in a tribal attorney and a state attorney to hear their perspectives Explore possibility of bringing in an ASU tribal liaison Identify each party s responsibilities Learn how ADOT administers funds under an established state-tribal IGA Research best practices of other states in managing state-tribal IGAs Present new ideas to attorneys Potential Goal 3 Monitor progress of the ADOT Task Assignment: MPD 30-11 Role of Tribes in Transportation Decision Making in Arizona research study that is currently in progress Possible Objectives: Become familiar with the content, objectives and final recommendations of the research study and identify which areas might be useful to address future state-tribal transportation needs in Arizona Determine ATTP role in addressing the recommendations from the research study Discuss transportation planning opportunities for inclusion in the Statewide Planning and Research (SPR) Work Program Discuss transportation research opportunities for submittal to the Research Program Review the ADOT Tribal Consultation Policy and identify any needed revisions based upon the recommendations from the research study Potential Goal 4 Better understand how the Traffic and Criminal Software (TraCS) Program can benefit communities and increase opportunities for funding Possible Objectives: Invite Karla Petty of FHWA or Rick Turner of ADOT to provide a presentation on the TraCS Program 5
Potential Goal 5 Improve content and accessibility of the Arizona Tribal Transportation website Possible Objectives: Review what is currently on the website Obtain input about what should be on website Update the website Increase the web site s resourcefulness Goals for 2016 The group discussed the topics and potential goals that are listed above. They agreed that potentially they could gather and disseminate information to tribes. They agreed that Potential Goal #1 is too broad but it is generally what the group wants to work on. One of the topics that the group said was important was to identify where in the ADOT planning process would the tribes have the opportunity to give input. They also agreed that improving the Arizona Tribal Transportation web site could be valuable. This team could determine what information should be on the website, do the research and create the documents required to make it a repository for information that would improve communication between all parties. Following this discussion, the steering committee divided into two groups. Each group was asked to choose a goal and develop objectives for that goal. The goals and objectives for each group are listed below: Group One Increase awareness of the ADOT and FHWA transportation program development processes and how each process relates to tribes. 1. Develop or update flow charts to show tribes when and where they can have input into the various transportation processes. a. Identify what flowcharts are in existence. b. Identify appropriate contact. c. Incorporate FHWA training videos. 2. Incorporate training videos into the Arizona Tribal Transportation website. Consider creating a video. a. Identify message/outline. b. Identify experts. c. Develop a script. d. Identify consultant. 3. Update ADOT s Tribal Transportation Handbook. a. Revisit FHWA s Federal-aid process as a resource. b. Review and inventory what exists in the handbook. c. Develop scope and hire a consultant. d. Identify appropriate members for TAC. e. Create a survey of content in existing handbook versus what is desired in update. 6
Group Two Enhance the Tribal Transportation web site to be a repository for information and implement methods to disseminate that information to all tribes. Objectives: 1. Review website for content and structure. a. Each steering committee member will review and make recommendations that are sent to the facilitator. b. Facilitator will compile the recommendations and send out to the steering committee for review prior to the meeting. c. Steering committee will meet to reach agreement on content and then structure. 2. Reach out to tribes for recommendations. a. Determine who will be contacted at each tribe. b. Determine the best method to contact the tribes. (Email, phone call or both) c. Determine who will contact each tribe. d. Determine how best to ask for the information. (survey, specific questions) 3. Determine changes and additions that should be made. 4. Identify resources to obtain information that is missing. 5. Agree on additions and method to obtain. 6. Format information and add it to the website. 7. Develop outreach strategy for all Arizona tribes. 8. Implement outreach. 9. Develop a maintenance method and schedule for the website. Action Plan Between now and the next meeting, the members of this group will review the two goals and objectives and be prepared to develop an implementation plan at the next meeting. PEP and Goals The facilitator provided an overview of the Partnering Evaluation Program (PEP). This program is used by partnerships as a tool to evaluate the relationship, to identify areas that need improvement and to provide recognition. This program uses five standard goals: Quality; Communication; Issue Resolution; Teamwork and Relationships; and Schedule. Every partnership creates subgoals to describe what each goal means to them. Going forward, this group will complete a PEP evaluation on a regular basis. Following are the goals and the subgoals that this group created today. At the next meeting the subgoals will be reviewed and a schedule will be created. Quality Successful implementation of identified goals Working together to achieve shared goals Documents are properly edited and formatted Action plans are promptly updated Meeting goals and objectives 7
Communication Partners informed about activities through proper channels Answer emails and phone messages in a timely manner Timely feedback and decisions, communicating accurate information in a timely manner Deepen understanding of all partners processes and protocol by promoting education and training Issue Resolution Identify and resolve issues in an effective and timely manner (e.g. developing formal resolution process) Teamwork and Relationships Develop strong intergovernmental relationships through sharing of information with tribal leadership and/or Tribal Transportation Board(s)/Staff Develop trust and respect through: patience; understanding; listening; cooperation; collaboration; being open and honest Do what you agreed to do Provide recognition of successes and accomplishments Schedule Follow up on agreed upon action items Commitment to attend meetings and participate, if not possible attend via conference calling capabilities Action items are completed on time Has progress been made since the last meeting? 8
Participant Meeting Evaluation Summary Feedback is based on 12 forms. Comments are taken from the evaluation forms exactly as written. Ratings: 1 = lowest 5 = Highest 1. Rate how valuable this meeting is for you. 4.16 out of 5 What about this meeting was most valuable to you? 1) Participation and input received from all Partners. 2) Opportunity to work with ADOT on Tribal interests. 3) Getting to know stakeholders and understanding their perspectives. 4) Agreement on goal and objectives. 5) Hearing what other Agencies are doing to assist Partnership. 6) The open communication between participants. 7) Valuable information sharing. 8) Attending in person helped to promote communication. 9) Is valuable in a general sense. 10) The opportunity to network. 11) Developing the process. 12) Discussion on and prioritizing goals and action items under goals. 2. What would have improved this meeting? 1) Nothing it was all good. Thanks to White Mountain Apache Tribe for hosting the meeting! 2) Possibly due to time, but sometimes we go thru the exercise and effort of brainstorming or providing ideas and then we don t weave them into the pre-established recommendations. 3) Agenda too full. 4) Nothing! Great meeting! 5) Meeting is too long. 6) I feel we may have had too much to do and did not focus enough on some of the topics. 7) More focus on moving forward instead of feedback on goals and objectives that have already been agreed upon. 8) Have partnership meeting twice a year instead of annually. 9) Greater representation from other Tribes. 10) Break-out sessions to strategize on project agreement. 11) No comment provided. 12) No comment provided. 3. How do you rate the facilitator? 4.33 out of 5 1) No comment provided. 2) Meeting discussions flowed at the right pace. 3) Thanks. 4) Good work getting needed resources, both people and places/things together to put this meeting on. Excellent job keeping meeting going. 5) Doing great. 6) Great job! 7) Michele attempts to keep group on task. Difficult with different personalities. 8) Did well in steering us back on track when required. 9
9) Facilitator was perhaps too efficient. Didn t want to really resolve issues, due to absolute adherence to agenda. 10) No comment provided. 11) Keeps us on task, although sometimes it feels like we are being herded into a predetermined model. 12) Task oriented and easily transitions to make time adjustments. 4. How do you rate the effectiveness of this team? 3.83 out of 5 1) Team will continue to be effective as long as we make some progress. 2) We seem to get stuck on verbiage too much. 3) Excellent potential and commitment. 4) Great help in developing conduits to each group which are a great help in times of need. 5) No comment provided. 6) Very good group of dedicated folks. 7) Will need to move past semantics in order to start achieving results. 8) Just set goals difficult to say. 9) A lot of or too much discussion on specific items delayed meeting agenda. 10) No comment provided. 11) All presenters are professional with a common goal-transportation, improvement on Navajo Nation. Thank you! 12) No comment provided. 5. What other comments or suggestions do you have? 1) I look forward to the next meeting. 2) No comment provided. 3) No comment provided. 4) No comment provided. 5) Electronic copy of Partnering Guidance. Shared option for non ADOT employees. 6) Nothing right now. Maybe #2, not sure how to attain this improvement. 7) No comment provided. 8) No comment provided. 9) All aspects of the Transportation System was covered - planning, funding, construction, maintenance, safety to get from point A to point B; however, we need directions or guide to get there. Rural addressing should also be a part of this Partnership. The addressable locations are based on Route 6 mileage. 10) No comment provided. 11) Sometimes you have to accept a little chaos in order for the creativity to come out. 12) The Partnership group needs to continue advancing on behalf of the AZ Tribes. 10