Idaho Transportation Department
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Advisory Boards And CommitteesBoard HomeBoard MembersMeeting Schedule & AgendasMeeting MinutesDirector's Board ReportSubcommittee on Adjustments to State Highway SystemSubcommittee on the Enhancement ProgramITD Executive TeamContact Information  |
REGULAR
MEETING OF THE IDAHO
TRANSPORTATION BOARD March 18-19, 2009 The Idaho Transportation Board met at 1:30 PM, on Wednesday, March 18, 2009, in Boise, Idaho. The following principals were present: Darrell V Manning, Chairman Jim Coleman, Member – District 1 Jerry Whitehead, Member – District 3 Gary Blick, Member – District 4 Neil Miller, Member – District 5 Lee Gagner, Member – District 6 Pamela Lowe, Director Scott Stokes, Deputy Director Karl Vogt, Deputy Attorney General Sue S. Higgins, Secretary Bruce
Sweeney, Vice Chairman – District 2, participated via video conference. Chairman
Manning welcomed Member Whitehead to the Board. Board Minutes. Member Blick made a motion to approve the minutes of the regular Board meeting held on February 18, 2009 as submitted. Member Miller seconded the motion and it passed unanimously. Member Gagner made a motion to approve the minutes of the special Board meeting held on March 3, 2009, as submitted. Member Blick seconded the motion and it passed unanimously. Board Meeting Dates. The following meeting dates and locations were scheduled: April 15-16, 2009 – District 2 May 20-21, 2009 – District 5 Consent Calendar. Member Blick made a motion, seconded by Member Coleman, and passed unopposed, to approve the following resolution: RES. NO. NOW
THEREFORE BE IT RESOLVED, that the ITB09-13 appointment of Public Transportation Advisory Council member, District 5; the FY09 Federal Scenic Byway Discretionary funding request; revisions to Board Policy B-09-02, Functional Classification of State Highway and Street Systems; revisions to Board Policy B-09-03, Numbering of State Highways; revisions to Board Policy B-01-10, Memorandum of Understanding; revisions to Board Policy B-06-34, Employee Overtime and other Work Time Considerations; the removal of the Flusher/Deicer Truck, Central Highway District, from FY09 of the Congestion Mitigation Air Quality Program; and the addition of Highway Construction Career Fairs to FY09 through FY11 of the Capital Investment Program; and has received and reviewed the program and district obligation graphs and tables, monthly status reports; the contract award information; the professional services agreements and term agreement work task reports; and the quarterly report on legal actions and contract claims. 1) Appointment of Public Transportation Advisory Council (PTAC) Member, District 5. Due to personal commitments, Steve Hadley has resigned from the PTAC. Staff recommends appointing Ken Bullock to fill this seat in District 5. Mr. Bullock is assisting in the Idaho Mobility and Access Pathway Initiative. His term would expire in June 2011. 2) FY09 Federal Scenic Byway Discretionary Funding Request. Funding is available on a nationally competitive basis for routes that have been designated as a state scenic, historic, or back country byway and All American Roads and National Scenic Byways. The Scenic Byways Advisory Committee submitted a list of prioritized projects for the Board’s consideration. A match of 20% is required. Upon approval, the request will be transmitted to the Federal Highway Administration (FHWA). The projects and federal funding being requested, include:
3) Revisions to Board Policy B-09-02, Functional Classification of State and Local Highway and Street Systems. This policy was revised to more accurately present the current process of updating urban and rural functional classification systems. The primary change is to make interim updates optional. FHWA requires functional classification updates after each census and never required an interim update, which had been the policy. This change will reduce the workload for local and ITD personnel. 4) Revisions to Board Policy B-09-03, Numbering of State Highways. A minor formatting change is being proposed to this policy and the signature is being updated. 5) Revisions to Board Policy B-01-10, Memorandum of Understanding. The only change proposed to this policy is to update the signature line, as the policy was last reviewed and signed in 1999. 6) Revisions to Board Policy B-06-34, Employee Overtime and other Work Time Considerations. The only change proposed to this policy is to update the signature line. The policy was last reviewed in 1999. 7) Remove Flusher/Deicer Truck, Key #10468, Central Highway District, from FY09 of the Congestion Mitigation/Air Quality (CMAQ) Program. Central Highway District is requesting the removal of its project, Flusher/Deicer Truck, in the amount of $276,100, from the FY09 CMAQ Program. The project was a cooperative effort with other local highway jurisdictions. Due to the difficult economic conditions, they are unable to provide the required match. 8) Add Highway Construction Career Fairs to FY09 through FY11 of the Capital Invest-ment Program. ITD, in conjunction with various partners, has applied for FHWA discretionary funding for On the Job Training/Supportive Services Program activities. The funding, $45,000 in each of the next three years, would be used to organize and deliver five Highway Construction Career Fairs annually. The purpose of the fairs is to partner with industry, education, and government to promote career opportunities available in the highway construction industry. It is anticipated that successful receipt of $45,000 of FY09 funds will occur this month. It is uncertain whether the next two rounds of funding will be successful. These funds are 100% federal aid. 9) Program and District Obligation Graphs and Tables, Monthly Status Reports. As of February 28, $74.3 million had been obligated for highway projects in the STIP, or 22%. The total obligated for construction projects was $65 million, excluding GARVEE projects. Obligation information by program and district and project status reports for 2009 projects were presented. 10) Contract Awards. Keys #11138 and #11139 – I-15, Osgood Interchange to Roberts Interchange Southbound Lane and Sage Junction Interchange to Hamer Interchange Northbound Lane, District 6. Low bidder: H-K Contractors - $3,451,034. Key #11145 – FY08 District 6 Districtwide Sealcoats. Low bidder: Kloepfer, Inc. - $1,850,721. Key #9897 – US-30, Topaz Bridge North/South, District 5. Low bidder: Idaho Construction Company, Inc. - $18,104,658. Key #11662 – FY09 District 6 Districtwide Sealcoats. Low bidder: H-K Contractors, Inc. - $1,085,752. Key #9817 – I-84, Orchard Street Interchange, Boise, District 3. Low bidder: McAlvain Construction, Inc. - $15,076,456. Key #9898 – US-30, Portneuf River Bridges, District 5. Low bidder: Scarsella Brothers, Inc. - $21,258,858. Key #8660- I-86, Seagull Bay Eastbound Off Ramp, District 5. Low bidder: King Excavation LLC - $350,040. Key #11082 - SH-75, FY08 District 4 Durable Pavement Markings. Low bidder: Apply-A-Line Inc. - $144,395. Key #7714 – SH-5, Cottonwood Creek Culvert, District 1. Low bidder: J Foote Excavation, Inc. - $265,560. 11) Professional Services Agreements and Term Agreement Work Task Report. From February 2 through February 27, $723,250 in new professional services agreements and work tasks were issued. The 12 agreements were issued for local projects and because resources were not available in house and special expertise was required. Four supplemental agreements to existing agreements were processed in the amount of $520,900 during this period. 12) Quarterly Report on Legal Actions and Contract Claims. A summary of legal cases resolved by the Legal Section, a status of current legal cases, and a report on contract claims was presented. Board Items. Chairman Manning said his recent activities have been related to the legislative session. He also served on the Governor’s Economic Stimulus Panel to review proposed projects to be funded with the federal money. Director’s Report. Director Lowe provided an update on transportation issues at the national level. There continues to be concern with the Highway Trust Fund, as its revenue is insufficient to address the nation’s transportation needs. There has been some interest expressed in pursuing a vehicle mile tax. At this time, there is not a lot of support to increase the fuel tax. Director Lowe was pleased to report that a total of $27 million for FY08 was saved through the Practical Design initiative. The original savings for 2008 were estimated at less than $6 million. She commended Chief Engineer Tom Cole and the Division of Highways for identifying additional savings, which were used for seal coat projects. Director Lowe reported that improvements will be made to the audio/visual system in the auditorium and another conference room. Idaho has received a number of federal earmarks as part of the FY09 appropriation. Almost $5 million was dedicated for transit projects. Highway projects that received funding include the City of Rocks backcountry byway; US-95, in the Sagle area; and I-84, Broadway to Gowen. The
American Recovery and Reinvestment Act (ARRA) of 2009. Pete
Hartman, Division Administrator, FHWA, provided an overview on the ARRA,
focusing on transportation. The main objectives of the Act are to preserve and
create jobs, invest in the nation’s infrastructure, promote energy efficiency
and science, assist unemployed citizens, and help stabilize state and local
budgets. The total investment is $787 billion with $48.1 billion dedicated to
transportation. The Act calls for significant accountability, transparency, and
reporting requirements. A total of
$26.6 billion of the transportation funding will be apportioned to states for
highway projects, based on the Surface Transportation Program (STP) and the
same ratio as the obligation limitation distribution for FY08. Division
Administrator Hartman said there is a 3% set-aside for Transportation
Enhancements and 30% suballocation per STP requirements. Eligible uses for the
funds are restoration, repair, construction, and other activities under the
STP; and passenger and freight rail transportation and port infrastructure
projects. The funds may not be used for conversion of advance construction on
previously authorized federal-aid projects. There is no match required.
Priority is to be given to projects that can be completed within three years
and are in an economically distressed area. Fifty percent of the funds
apportioned to the state, excluding the funds suballocated by population, must
be obligated within 120 days or the remainder will be redistributed. After one
year, all unobligated balances of apportioned funds, including funds suballocated,
will be redistributed. He elaborated on the certification, Disadvantaged
Business Enterprise, and reporting requirements. Chairman
Manning thanked Division Administrator Hartman for the presentation and for the
excellent working relationship that FHWA and ITD have established. Criteria for Sand Shed Locations and Spacing. Steve
Spoor, Maintenance Services Manager (MSM), provided an overview on the history
of establishing stockpile locations and the need for sand sheds. Most of the
stockpile sites were acquired when right-of-way for that roadway was being
purchased. Locations were determined to optimize efficiency and were based on
the capacity and coverage of trucks. A single axle truck can cover 13 miles
maximum, but 10 miles is the optimum. A tandem axle truck can cover a maximum
of 20 miles, but 15 miles is the most advantageous. MSM Spoor
reviewed the sand shed locations along the I-84/I-86 corridor. Within an
approximate 60-mile distance, there are 5 sites. Although this may seem
excessive, it provides maximum efficiency and level of service. Member
Blick understands the rationale for placing maintenance facilities in close
proximity, but cautioned that the public perception needs to be considered.
Discussion followed on various anti-icing and de-icing materials. It was noted
that the state is diverse and each district needs flexibility to utilize the
best material for the conditions. Chairman
Manning thanked MSM Spoor for the informative report. Rural Intersections. Highway Operations and Safety Engineer (HOSE) Brent Jennings said there were 133,947 reportable crashes, with 1,347 fatalities in Idaho from 2003 to 2007. Of those fatalities, 247 occurred at intersections. Currently, intersection safety projects are proposed by the District. Data is used as a starting point to investigate possible safety locations with a more detailed safety analysis to determine the extent of the problem and possible solutions. HOSE Jennings said a target of 35% of safety funds has been established for intersection improvements. The intersection projects, however, will continue to compete with other safety projects such as run-off-the road, durable pavement markings, and retro reflective upgrades for signs. He noted that in 2007, run-off-the road crashes resulted in 158 fatalities, while 49 fatalities occurred at intersections. Vice Chairman Sweeney believes round-abouts are an effective method to facilitate traffic movement and encouraged staff to consider constructing those. Member Blick said there had been a number of stop-sign-related crashes in the Magic Valley a few years ago. It appeared that some Hispanics did not understand the stop signs, partly due to their culture. He encouraged specific outreach to and education aimed at that population to address that behavior. Director Lowe concurred and stated that the Department has focused efforts on Spanish outreach. Member Miller thanked HOSE Jennings for the report. He believes it is important to improve safety at intersections, particularly rural intersections. July 2008 through January 2009 Financial Statement Analysis. Federal aid for January was $29.6 million behind projections. Revenue to the Highway Distribution Account (HDA) was $626,000 below the forecast; however, the HDA revenue forecast was revised downward by $4.4 million in January. Expenditures for personnel were $3.7 million less than budgeted. The non-construction year to date operating expenditures budget of $37.7 million exceeds the year to date actual expenditures of $36.8 million. In contract construction, the federal and state programs were behind projections by $24.7 million and $5.6 million, respectively. Aviation fuel tax revenue to the Aeronautics Fund was $131,000 below the forecast through January. Miscellaneous revenue was $85,000 above projections. Excluding Trustee and Benefits, Aeronautics has spent and encumbered $1,192,969 against an annual appropriation of $2,215,400. In the GARVEE Capital Projects Fund, $197.3 million of the $213 million, including interest earnings, from Bond Series 2006 and $39.5 million of the $179 million from Bond Series 2008 A have been expended. During January, $167,644 was transferred to the GARVEE Debt Service Fund to rectify an imbalance between the federal funds and state funds used to make the July 2008 debt service payment. Member Gagner questioned the cash balance of approximately $87 million. Dave Tolman, Administrator, Division of Administration, replied that the cash balance includes some liabilities. It is used to cover operating expenses, encumbrances, and deposits from local entities. Member Gagner made a motion to accept the monthly financial statement. Member Miller seconded the motion and it passed unopposed. Annual Report on Human Resources. Human Resources Manager (HRM) Mary Harker summarized the Human Resources activities from the past year. A new tool to identify costs related to employee conflicts is being implemented. The average total vacancy rate in FY07 and FY08 was 6%, while the FY09 rate to date is comparable at 5.4%. She noted that the total turnover rate for FY09 to date is 4.5%, which is down from the FY06-FY08 average of 9.7%. This is saving the Department money, as it costs between $54,000 and $130,000 to fill vacancies. HRM Harker said the aging workforce continues to be a concern, as 4.6% of employees have reached the Rule of 90 and are eligible to retire. An additional 20.7% will reach the Rule of 90 in the next six years. The recruitment program emphasizes marketing and outreach. She expressed appreciation to the volunteers that actively promote transportation careers by visiting schools. HRM Harker said internal equal employment opportunity complaints increased last year, as did the internal investigations. The top five employment categories that are currently underutilized are female professionals, female technicians, minority male technicians, female skilled craft workers, and minority male skilled craft workers. There were 648 in-service classes provided with 7,344 employees attending and 155 out-service classes with 1,133 attendees. Chairman Manning thanked HRM Harker for the annual report. Annual Report on Equal Employment Opportunities
(EEO) Office - External Programs Activity. EEO Manager (EEOM) Disadvantaged Business Enterprises (DBE) were awarded 1% of the federal contracts as prime contractors, while the DBE subcontracts totaled 2.8%. There were 159 DBE firms at the end of the federal fiscal year, with 13 newly-certified businesses and 24 that lost certification. The EEO contract compliance activities included training, audits to determine compliance, and compliance reviews on contractors and consultants. All companies were found in compliance. Chairman Manning thanked EEOM Sparkman for the presentation. Cost Estimate to Install Weigh in Motion/Automatic Vehicle Identification (WIM/AVI) Technology at Sage Junction Port of Entry (POE). Commercial Vehicle Services Manager (CVSM) Reymundo Rodriguez reported that it would cost approximately $675,000 to install WIM/AVI at each Sage Junction POE site. An additional $250,000 may be needed at each location for 300 feet of concrete pavement to ensure the best results. Currently, there are two WIM/AVI sites in Idaho: East Boise POE and Lewiston POE. The systems are used as a sorting tool that allows those customers whose credentials and vehicle weights and measurements are legal to bypass the POEs at mainline speeds. CVSM Rodriguez said a 2001 study quantified the benefits of WIM/AVI technology in Oregon, concluding that a commercial vehicle participating in a pre-clearance system saves approximately four minutes at every pre-clearance site. This results in reduced costs of fuel and time. A significant safety benefit also results from carriers with known history of good safety, weights, dimensions, and credentials compliance authorized to bypass the pre-clearance site. This allows enforcement personnel to concentrate on those carriers that are required to report to the weigh stations, which are more likely to need the time and attention of enforcement officers. ITD had a plan to install WIM/AVI technology at its POEs, but due to lack of funding, the plan has been modified to repair and rehabilitate the two current systems, according to CVSM Rodriguez. Additionally, the Division of Motor Vehicles proposed funding the installation of WIM/AVI technology at POE locations based on priority of need as part of Idaho’s stimulus package. The prioritized POE sites identified were Huetter, Lewiston Eastbound, Cotterel, Inkom, and Sage Junction. The total cost was approximately $10.4 million. The proposal was not included in the Department’s list of priority requests. Member
Blick expressed support to make the Sage Junction POE a higher priority for
installing WIM/AVI if funds become available because of its location. Truckers
have to leave the Interstate system and travel briefly on SH-33 to access the facility.
Member Blick asked if POE personnel could be reduced if there were more WIM/AVI
sites. CVSM Rodriguez believes the number of truckers utilizing this technology
would have to increase significantly before the workload would be reduced
enough to eliminate staffing positions. Chairman
Manning thanked CVSM Rodriguez for the presentation on WIM/AVI. Administrative
Fees Established in Code, Rule, Etc. Controller Gordon Wilmoth presented the list of all
administrative fees and where they are identified. The majority of revenue
sources is identified in code and cannot be changed by ITD. Other revenue
sources are identified in rule to allow the Department to recover the labor,
material, and administrative costs consumed in the production of goods and
services. There are also a few fees and rates that are internally controlled by
ITD, such as the Materials Lab Inspection Fee. These fees and rates are set for
the purpose of cost recovery.
Member Coleman asked if the fees are adequate to cover the Department’s costs. Controller Wilmoth said that staff reviews the fees continuously, particularly fees that ITD has authority to increase. Motor Vehicles Administrator Alan Frew added that as a general rule, the fees cover the Division’s costs. There are some programs, such as the handicap placards, for which the Department is not allowed to charge a fee. WHEREUPON the meeting recessed at 4:35 PM. March 19, 2009 The Board reconvened at 8:30 AM on Thursday, March 19, 2009, in Boise, Idaho. Chairman Manning and Members Coleman, Blick, Gagner, Miller, and Whitehead were present. Vice Chairman Sweeney participated via video conference. Employee Safety and Risk Management Program. Safety and Risk Management Manager (SRMM) Cheryl Rost summarized activities during 2008. Preventing employee injuries and equipment damage was addressed by implementing the new Idaho Traffic Control Supervisor Course, various training opportunities, special speakers, and implementing an FHWA rule requiring Class 2 High Visibility outer garments. Hazardous work sites and practices were identified through a scheduled inspection program and hazard controls were developed. The public filed 303 tort claims in FY08, which was higher than the previous year, but below the 5-year average. A total of 122 industrial injuries or illnesses occurred during the year, resulting in 675 lost work days. The 5-year average of incidents is 113. There were 219 vehicular collisions reported in FY08, while the 5-year average is 155. SRMM Rost said future activities include implementing crew action plans to reduce accidents; promoting security and emergency preparedness statewide, both at work and home; working with training groups to ensure all field training courses include loss control components; and obtaining commitments at all levels to promote employee ownership of the Safety and Risk Management Program. Chairman Manning emphasized the importance of management’s support of and involvement with safety and extended the Board’s assistance with this effort. He thanked SRMM Rost for the annual report and for her efforts on this important program. Transportation Planning Division Action Items from Strategic Plan.
Transportation Planning Administrator (TPA) Matt Moore summarized examples of
the Division’s identified actions in support of the Strategic Plan. Performance
measures will include developing a scope, timeline, and recommended reports and
approach for the Statewide Transportation System Plan. The Division is working
on providing tools so Districts can interface pavement information through a
GIS application. To improve customer service, the Division will complete a new
pavement management report for easy access to pavement history and current
conditions and enhance the milepost system. In an effort to expand and enhance
partnerships and information exchange, the Division will provide local
governments and consultants with a web-based tool to access traffic count
information and make ITD’s Research library information available to ITD staff
via the web Activities to invest in employees include developing a performance
awards program, personal development plans, and a succession strategy.
Additionally, staff will be provided opportunities to attend classes for
personal and professional development. The Board viewed the newly-acquired data collection vehicle. It uses the latest technology to record data from Idaho’s highways. The data collected can be used in a variety of ways, including making pavement management decisions, monitoring guardrails and signs, and determining allowable heights for commercial vehicles and over-legal permits. Employee Service Awards. The Board participated in the Employee Service Awards. Vice Chairman Sweeney provided remarks on behalf of the Board. Legislative Update. Governmental Affairs Program Manager Mollie McCarty provided a status of ITD’s legislative proposals and other transportation-related legislation. All of the Department’s eminent domain proposals failed. The proposal to eliminate child safety seat exemptions passed the Senate and is in the House Transportation Committee. The bill to increase certain motor vehicle fees passed the Senate Transportation Committee. The car rental tax legislation failed, but the proposal to eliminate the ethanol exemption has passed the House. Staff is monitoring proposals to allow for design-build contracts for highway projects. Executive Session on Personnel and Legal Issues, Section 67-2345(b), (f), Idaho Code. Member Miller made a motion to meet in executive session at 11:00 AM to discuss personnel and legal issues. Member Blick seconded the motion and it passed unanimously by individual roll call vote. A discussion was held on legal matters related to
compliance with the Americans with Disabilities Act; the US-95, Sand Creek
Byway project; and the I-84, Robinson Road and Black Cat Road structures; and
on personnel issues related to the evaluation of a public officer.
The Board came out of executive session at 12:15 PM. No decisions were made. New Business. Member Coleman believes the initial GARVEE Program should have included the US-95 segment from Wyoming Avenue to SH-53. If this 2.3 mile stretch is not improved, it would create congestion and safety concerns, as US-95 would be improved from I-90 north to Sandpoint except for this portion. Member Blick made a motion, seconded by Member Coleman, and passed unopposed, to approve the following resolution: RES. NO. WHEREAS, the US-95 route, from Garwood to Sagle, is a legislatively approved and federally ITB09-14 eligible corridor under the Idaho GARVEE bonding program; and WHEREAS, the US-95 route from I-90 to Athol has been constructed or will be funded for construction to a 4-lane facility with increased capacity and safety improvements, except for a 2-lane gap from Wyoming Avenue to the SH-53 junction near Garwood; and WHEREAS, the unimproved 2.3 mile bottleneck from Wyoming Avenue to the SH-53 junction near Garwood greatly reduces the capacity and safety benefits to be realized with the completion of funded segments of the I-90 to Sagle corridor; and WHEREAS, the Idaho Transportation Board expects project need and selection along a corridor to be based on traffic, safety, and other relevant roadway design criteria; and WHEREAS, there is current funding of over $3,000,000 in local and federal funds for this improvement that could be lost if the project is not completed in the near future; and WHEREAS, it is appropriate for the Board to include the Wyoming Avenue to the SH-53 junction near Garwood location among other candidate locations for funding with future GARVEE program savings or other changes; and WHEREAS, it is anticipated that the State FY2010 GARVEE bonding authorization legislation may again identify the Garwood to Sagle portion of US-95 as an eligible location for the use of GARVEE bonds. NOW THEREFORE BE IT RESOLVED, that the Board requests the Idaho Legislature to include the adjacent location from Wyoming Avenue to the SH-53 junction near Garwood in the Garwood to Sagle GARVEE corridor. WHEREUPON, the Idaho Transportation Board’s regular monthly meeting officially adjourned at 12:25 PM. __________________signed_____________ DARRELL V MANNING, Chairman Read and Approved April 16, 2009 Lewiston, Idaho
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