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Idaho Transportation Department
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REGULAR
MEETING OF THE
February 20, 2008
The Idaho Transportation
Darrell V Manning, Chairman
Monte
C. McClure, Member – District 3
Lee
Gagner, Member – District 6
Sue S.
Higgins,
Chairman Manning welcomed former Representative Lee Gagner to the Board. Chairman Manning thanked Member Gagner for his willingness to serve the state in this capacity.
Election of Vice Chairman. Vice Chairman Sweeney nominated Member McClure to serve as vice chairman of the Board and then recommended the nominations cease. There were no objections. Member McClure was elected vice chairman by unanimous vote.
January 18, 2008 Board Minutes. Member Blick made a
motion to approve the minutes of the regular
Board Meeting Dates. The following meeting dates and locations were scheduled:
March
19-20, 2008 –
April 16-17, 2008 – District 2
May 21-22, 2008 – location to be determined
Consent
RES. NO. NOW
THEREFORE BE IT RESOLVED, that the
ITB08-06 to Board Policy B-27-09, Airport Caretakers; the construction engineering and inspection work task agreement for 2008; the relinquishment of a portion of US-95 Spur to the South Latah Highway District; the relinquishment of a portion of US-95 Spur to the City of Genesee; and the delay of the West Fork Pine Creek Bridge, Shoshone County, District 1 project to FY09 of the Local Bridge Program; and has received and reviewed the program and district obligation graphs and tables, monthly status report and the contract award information.
1) Revisions to Board Policy B-27-09, Airport Caretakers. Minor revisions were made to this policy, which was last signed in 1996. The corresponding administrative policy was clarified to state that caretakers are to report violations to appropriate law enforcement officers rather than the presumed direction to act as peace officers.
2) Construction Engineering and Inspection Work Task Agreement for 2008. District 1 planned to do a large portion of the inspection and testing for the I-90, Washington State Line to Sherman Avenue project, key #8918, during the 2008 construction season, but will not be able to due to a lack of resources. HDR Engineering provided staff augmentation for construction inspection and laboratory testing during the 2007 construction season. Staff requested approval to exceed the term agreement limit with HDR Engineering by $108,000 for construction engineering and inspection on this project.
3) Relinquishment of a Portion of US-95 Spur, District 2, to the South Latah Highway District. According to a Road Closure and Maintenance Agreement, a former portion of US-95 Spur, from milepost (MP) 0.00 to MP 0.57 is to be relinquished to the South Latah Highway District upon completion of key #7769. The Official Minute, as shown as Exhibit 352, which is made a part hereof with like effect, authorizes the transfer of this section of former US-95 Spur, MP 0.00 to 0.57, to the South Latah Highway District.
4) Relinquishment of a Portion of US-95 Spur, District 2, to
the City of
5)
6) Program and District Obligation Graphs and Tables, Monthly Status Reports. As of January 31, $60.7 million had been obligated, or 16% of the planned amount. The total amount obligated for construction projects was $41.6 million. Obligation information by program and district and project status reports for 2008 projects were also presented.
7) Contract Award Information. Key #10208 – District 3 FY08 Region 2 Sealcoats. Low bidder: Snake River Construction, Inc. - $1,141,566.
Key #10207 – District 3 FY08 Region 3 and 4 Sealcoats. Low
bidder:
Key #9239 – US-20, Junction US-26 to Bonneville
Key #9341 – SH-45,
Key #9026 and
Key #9727 – US-95, Signal Upgrades,
Board Items. Chairman Manning said the meetings and activities he has participated in recently have mostly been related to legislative issues, including the budget presentation to the Joint Finance and Appropriations Committee (JFAC) and a presentation to the joint germane committee.
Director’s Report. In 2006, via Board resolution,
staff was directed to develop a plan to increase mobility on US-95 in the
As a follow-up to last month’s discussion on erecting signs
at GARVEE construction sites to inform the public that the project is being
funded with GARVEE bonds, Director Lowe said staff contacted the Oregon
Department of Transportation and received information on the signs it uses.
Staff has installed signs on the I-84 corridor in the
Director Lowe said that she will have to leave the meeting early today to give a budget presentation to the House Transportation and Defense Committee.
Director Lowe reported that the national Highway Trust Fund is expected to have a negative balance in FY09. There has been some discussion to transfer funds from the mass transit account.
Staff is working on updating the Statewide Transportation Improvement Program, according to Director Lowe. Due to fiscal constraints, staff is considering suspending funding in the Congestion Mitigation/Air Quality, Enhancement, Systems Planning, and Board Unallocated Programs. A detailed discussion with the Board is planned in April.
In response to Member Sweeney’s concern with adequate funding to maintain the existing roads, Director Lowe stated that if funding for the four Programs is held, there should be sufficient money to maintain the Preservation Program. Member Blick expressed concern with suspending the Board Unallocated Account, as that Program is often used for emergencies.
Delegation – Right Truck for
Coalition member Brian Whipple elaborated on the proposed Interstate
routes, which would connect with the state routes. The pilot project would
reduce the number of trucks operating on the Interstate. The group has been
working with ITD staff on this proposal and wants to ensure the pilot project
is acceptable to the Board and Department.
Member Gagner asked what criteria is being used to determine the success
of the pilot project. Mr. Eiguren said that safety is a major consideration and
is being tracked via accident statistics.
Member Blick asked if federal funding would be available if the
Interstate routes are damaged due to the increased weights. Mr. Eiguren said
the Coalition discussed that possibility with some members of Congress.
Congressman Oberstar, chairman of the House Transportation Committee, supports
a funding mechanism of some kind to address damaged routes.
Chairman Manning thanked the delegation for the overview on this federal
initiative.
Briefing on a Southern
SP Choate said that the Community Planning Association of Southwest
Idaho (COMPASS) and the involved highway districts are exploring options for
the potential jurisdiction of this route. A determination will need to be made
on whether the route should be added to the state highway system or should be
retained on the local system, as jurisdiction is needed to establish the proper
standards for the corridor. Direction will be needed on policy issues,
including who should take the lead on right-of-way, environmental issues, and
smart-growth issues. Additionally, as
Katey Levihn, Deputy Director of Planning and Projects, Ada County Highway District (ACHD), said Communities in Motion, which ACHD adopted, included McDermott/Kuna-Mora as a major corridor. One study has been completed on this proposal, with three more anticipated followed by establishing the alignment. The preference is for a limited-access highway. She expressed support to work with ITD on urbanization issues, including the function of a state highway versus a local highway. She added that corridor preservation is a critical issue and ACHD would like to work cooperatively with ITD on that concern.
In response to Chairman Manning’s question on a
recommendation, Ms. Levihn suggested that ITD, ACHD, and
Member Sweeney asked about options to preserve the corridor. Ms. Levihn said some alternatives are local improvement districts, working with developers, and establishing standards such as requiring developers to provide set backs. Member Blick expressed concern with the escalating costs of right-of-way in urban areas. Ms. Levihn concurred. She said that right-of-way expenditures are approximately half of the cost of a construction project for ACHD. The entity is willing to work with ITD to address this concern.
In response to Member Coleman’s question on whether consideration was given to alternative financing, such as toll roads, Ms. Levihn said she believes toll roads were considered. She acknowledged the need to consider alternative funding mechanisms, but added that the functionality of the route, a state or local road, may be a factor in the funding equation. Member Miller emphasized that ITD and ACHD have common goals and should work cooperatively.
Charles Trainor, Director of Planning, COMPASS, thanked the
Board for its time and ITD staff for its efforts to address a south
Member Blick believes this may be a short-term solution and
that a long-term plan needs to be considered. He asked if extending the bypass
around
Wayne Forrey, Director of Planning and Development for Kastera Development, LLC, stressed that the private sector needs to be involved in these discussions. Kastera Development is willing to provide seed money for a federal grant for preservation activities. It wants to help identify mechanisms for corridor preservation.
Chairman Manning thanked the group for its comments on this important proposal.
Increase in Land Values. Right-of-Way Manager (RWM)
RWM Smith said that other states were surveyed to determine
if additional measures can be implemented in
Member Coleman asked if the right-of-way costs are a factor when a project is being developed and if the alignment is adjusted based on right-of-way issues. He said one state solicited proposals from property owners along different alignments to determine which one to construct. RWM Smith said staff contacts property owners early in the design process to determine if there may be problems and considers alternatives if need be.
Some members expressed concern that the federal requirement to disregard any increase in value of the property due to the improvements is not being adhered to.
Chairman Manning thanked RWM Smith for the informative report.
Chairman Manning welcomed Representative Ken Roberts to the meeting.
Annual Safety Rest Areas and Oasis Partnerships Program Report. Highway
Operations and Safety Engineer (HOSE)
Member Sweeney noted that District 2 reduced expenditures on its rest
areas projects, but the savings were not retained in the District. He believes
there would be greater incentive to reduce costs if the savings were retained
within the District. HOSE
Member Miller asked if consideration is given to make the facilities
energy efficient and easy to maintain. Roadside Manager
Vice Chairman McClure made a motion, seconded by Member Gagner, and
passed unopposed, to approve the following resolution:
RES. NO.
WHEREAS, Transportation Board Policy B-05-14, Safety Rest Areas, requires the
Chief Engineer to
ITB08-07 prepare
and submit annually an updated rest area planning map, along with a brief
status report, to the Board for review and approval; and
WHEREAS, additional and more improved roadside rest areas are needed on
the state highway system to provide motorists convenience and safety; and
WHEREAS, the cost of constructing and operating rest areas is
significant while limited funding is available for new rest areas, considering
the backlog of highway improvement and maintenance needs; and
WHEREAS, opportunities are arising for joint development and operation
of rest areas with other agencies that could reduce the cost impact of new rest
areas on highway funding; and
WHEREAS, tourist and traveler information is an integral function of the
Idaho Transportation Department rest areas, in particular, those rest areas
with staffed or unstaffed visitor information centers.
NOW THEREFORE BE IT RESOLVED, that the Idaho Transportation Board approves the updated rest area
planning map dated February 2008, and the rest area status report, as shown as
Exhibit #354, which is made a part hereof with like effect; and
BE IT FURTHER RESOLVED,
that ITD staff should actively pursue practical design and partnering when
opportunities allow with other entities in the development and implementation
of new rest areas. Proposed partnering projects shall be presented to the
Board for consideration; and
BE IT FURTHER RESOLVED,
that ITD staff is directed to work with federal, state, and local tourist and
economic development agencies to provide information in ITD rest areas, which
will complement motorist services, conveniences, and safety.
Update of Board Policy B-05-14, Safety Rest Areas and Oasis Partnerships. Traffic Services
Engineer Carl Main presented an updated policy on the Safety Rest Area Program.
B-05-14 has been revised to recognize the public/private partnerships known as
the Oasis Partnership Program on both Interstate and non-Interstate routes. It
also removed language from the Board policy that is included in the
corresponding Administrative Policy.
Member Gagner made a motion, seconded by Member Sweeney, and passed
unopposed, to approve the following resolution:
RES. NO. WHEREAS, Safety
Rest Areas are an integral part of the transportation system; and
ITB08-08
WHEREAS, the Idaho Transportation Department
is committed to providing safe, secure, and sanitary rest area facilities at
strategic locations on the state highway system; and
WHEREAS, Safety Rest Area projects shall be
determined based on statewide needs.
NOW
THEREFORE BE IT RESOLVED, that the Idaho Transportation Board approves the
revisions to Board Policy B-05-14, Safety Rest Areas, updating the guidelines
for the Safety Rest Area Program and establishing guidelines for pursuing
public/private partnerships.
Legislative Update. Budget, Policy, and Intergovernmental Relations
Manager (BPIRM)
Chairman Manning thanked BPIRM Pipal for the update and for her efforts
on legislation.
Executive Session on Personnel and Legal
Issues, Section 67-2345(1), (b), (d), and (f),
A general discussion was held on matters that
are exempt from disclosure related to contract negotiations and pending or
probable litigation related to the US-95, Mica Bay project; Coeur d’Alene Lake
Drive; and the US-95, Sandpoint North and South project.
A general discussion was held on a personnel matter related to a public office at the Department.
The Board came out of executive session at 1:15 PM. No decisions were made.
Division of Motor Vehicles (DMV) Modernization Project Update.
Commercial Vehicle Services Manager
Chairman Manning thanked staff for the informative update.
State
Member Sweeney made a motion, seconded by Member Miller, and
passed unopposed, to approve the following resolution:
RES. NO. WHEREAS, Idaho Code
Section 40-310(14) establishes a program for the construction, alteration,
repair, and
ITB08-09 maintenance of roadways in, through, and around the grounds of state institutions; and
WHEREAS, the Idaho Transportation Board has authorized an amount up to $30,000 annually for this program under Board Policy B-05-15; and
WHEREAS, the Department of Administration, Division of Public Works, has received a request from North Idaho College (NIC) in the amount of $30,000; and
WHEREAS, the project is to overlay and sealcoat asphalt parking lots and roadways on the NIC campus; and
WHEREAS, the Division of Public Works has approved this request and forwarded it to the Governor’s Office; and
WHEREAS, the Governor has approved this request in a letter dated December 20, 2007 to the Idaho Transportation Department Director.
NOW THEREFORE BE IT RESOLVED, that the Board authorizes the Department Director to transfer funding to the Division of Public Works for the proposed project; and
BE IT FURTHER RESOLVED, that the Division of Public Works will administer or cause to be administered the Board approved projects including all phases of project development, construction, and final cost accounting.
Professional Services Agreements and Term Agreement Work
Task Report. The Consultant Administration Unit processed $4,352,815 in new
professional service agreements and work tasks from December 20 through February
1, according to Chief Engineer
ITD Greenhouse Gas Emission Reduction Plan.
Intermodal Planning Manager (IPM)
IPM Raino said the team focused on buildings, the vehicle fleet, and employees’ commute. It reviewed previous accomplishments to reduce emissions and identified additional measures to undertake. A Director’s Memo on energy conservation will be sent to all employees by April 1. Other activities will include collecting data for FY08, conducting yearly employee surveys, and developing additional recommendations to reduce greenhouse gas emissions.
Chairman Manning thanked IPM Raino for the report and for her efforts on this issue.
December Financial Statement Analysis. Controller
Controller Wilmoth said that aviation fuel tax revenue through December was 16%, or $143,473, more than projections. Miscellaneous revenue was 12% below the year-to-date forecast. Federal aid revenue was $359,000 below projections. Overall expenditures were 16% more than budgeted.
In the GARVEE Capital Projects Fund, Controller Wilmoth said expenditures in the amount of $49.2 million were made on authorized projects. Utilization of bond proceeds was $6.3 million less than the cash flow projected through the end of the month. The monthly payment from the GARVEE Debt Service Fund in the amount of $588,450 was made.
Chairman Manning thanked Controller Wilmoth for the financial overview.
Annual Report on Human Resources. Human Resources Manager (HRM)
HRM Harker provided an overview on activities from the past year. A full service recruitment program was developed with an emphasis on marketing and outreach. Internal equal employment opportunity (EEO) outreach efforts were expanded. Six EEO complaints were filed during the year. The top five employment categories that are currently underutilized are white female technicians, white female professionals, Hispanic female technicians, Hispanic males in skilled crafts, and white females in skilled crafts. A compensation specialist was hired and the training and development program was improved and expanded. There were 525 in-service classes provided with 4,708 students attending and 162 out-service classes with 1,128 students participating. Some of the efficiency measures completed included outsourcing the defensive driving training, transferring the safety training videos to the T2 Center, and purchasing pay modeling software.
Chairman Manning commended HRM Harker for assuming the additional responsibilities related to the delegated authority. He thanked her for the annual report.
Wellness Program Annual Report. Wellness Coordinator Pauline Davis said the Wellness Program continues to provide a variety of preventive health care benefits to address employee needs. The volunteer Wellness Coordinators work to educate co-workers about current health issues, provide staff convenient ways to monitor their health, and encourage employees to be proactive when it comes to their physical condition. Some activities conducted last year included an exercise challenge, with a record number of employees exercising; organized run/walk races; diabetes informational presentations; an on-site health screening clinic that evaluated vision, hearing, and blood pressure; and flu shots. In conclusion, Wellness Coordinator Davis thanked the Board for its interest in the Program and continued support.
Chairman Manning thanked Ms. Davis for the report.
Annual Report on EEO Office - External Programs Activity.
EEO Manager (EEOM)
Chairman Manning thanked EEOM Sparkman for the annual report.
WHEREUPON, the Idaho Transportation Board’s regular monthly meeting officially adjourned at 3:05 PM.
___________________signed_______________
DARRELL V MANNING, Chairman
Read and Approved
March 19, 2008