OZARKS TRANSPORTATION ORGANIZATION BOARD OF DIRECTORS MEETING MINUTES August 21, 2008

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1 OZARKS TRANSPORTATION ORGANIZATION BOARD OF DIRECTORS MEETING MINUTES August 21, 2008 The Board of Directors of the Ozarks Transportation Organization met at its scheduled time of 12:00 p.m. in the Busch Municipal Building, 4 th Floor Conference room in Springfield, Missouri. The following members were present: Don Watts, City of Ozark (Chair) Kirk Juranas, MoDOT(non-voting) Harold Bengsch, Greene County Commission Jim Huntsinger, City of Republic Marc Thornsberry, City of Springfield (a) Jim Bresee, Christian County J. Howard Fisk, Citizen-at-Large Representative Gary Deaver, City of Springfield Teri Hacker, Citizen-at-Large Representative Judy Stainback, City of Battlefield Tom Finnie, Citizen-at-Large Representative Lisa Officer, City Utilities Tim Smith, Greene County Administrator (a) Brian Hayes, City of Nixa John Elkins, Citizen-at-Large Representative (a)(non-voting) (a) Denotes alternate given voting privileges as a substitute for voting member not present The following members were not present: David Coonrod, Greene County Commission Ralph Manley, City of Springfield Tom Carlson, City of Springfield Dr. Robert Spence, Airport Board Representative John Vicat, City of Strafford Jamie Schoolcraft, City of Willard Brad McMahon, FHWA Mokhtee Ahmad, FTA Mark Schenkelberg, FAA Others present were: Tim Conklin, Sara Edwards, Natasha Longpine, and Kathleen Passow, Ozarks Transportation Organization; Dan Smith, Greene County; Carol Cruise, City Utilities; Frank Miller, MoDOT; Ralph Rognstad and Ann Razer, City of Springfield; David Stokley, citizen of Christian County; Steve McIntosh, Senator Blunt s Office; David Raush, Senator McCaskill s Office Mr. Watts called the Board of Directors meeting to order at 12:01 p.m. I. Administration A. Approval of Board of Directors Meeting Agenda Mr. Finnie motioned to approve the agenda as presented. Mr. Deaver seconded, and the motion was carried unanimously. B. Approval of June 19, 2008 Meeting Minutes Ms. Stainback motioned to approve the minutes as presented. Mr. Finnie seconded, and the motion was carried unanimously. 1

2 C. Public Comment Period None. D. Executive Director s Report Mr. Conklin was introduced and thanked the Board of the Directors and congratulated Springfield on their successful 1/8 cent reauthorization on their transportation tax. Mr. Conklin stated OTO and entire region understands the importance of those projects that we all use as a region not just for personal use of an automobile but including transit and he was very impressed with the 81% vote that came in. Congratulations to Marc Thornsberry, Public Works, City of Springfield, Chamber of Commerce, citizens of Springfield, and the partnership with MoDOT and Greene County. This is a model that others look towards as you go out to fund transportation improvements. OTO continues to monitor issues related to the Highway Trust Fund and the potential shortfalls within that trust fund and will keep the OTO Board up to date on potential fixes. Staff attended the Missouri Public Transit Association meeting this month. Mr. Conklin was appointed to the Board of the Missouri Public Transit Association replacing Dan Rudge on the Board of Directors. Natasha Longpine presented the OTO transit coordination plan at that MPTA meeting. Missouri Department of Natural Recourses held a second Air Quality Ozone meeting in Springfield and there is a lot of information on their web-site with regard to the designation process. Mr. Conklin encouraged everyone to look at that. OTO relocated their offices from Springfield City Hall in July; OTO is located at 117 Park Central Square in the Davis Building. Mr. Conklin encouraged those that did not make the open house to come by and visit. OTO staff is developing the RFP for the legal services to file the necessary paper work for Federal non-profit status. Meetings have been held with The Springfield Finance and Purchasing Division on putting that document together and moving forward with that task. OTO staff will be preparing an employee manual, application and job description for the Administrative Assistant position. Mr. Conklin stated that he planned to replace the Administrative Assistant Position as an employee of OTO. OTO staff is researching other MPOs in Missouri with regard to what type of insurance they purchase for directors and officers liability insurance. So far a lot of the MPOs do not purchase directors and officers liability insurance. OTO would like to seek legal advice on that and find out if we need to go forward with that purchase. OTO is developing a purchasing manual as required by FTA. MoDOT has met with us and has sent OTO an internal questionnaire form to conduct an audit for the FY of OTO, and plan to be here in the fall and look at the OTO operation. Mr. Conklin will be speaking at the Ozarks Friends of the Environment on October 14 th and will present what OTO s purpose and mission is in this region. There is also a proposal to set up a forum on September 23 rd to be discussed later in the meeting in regard to regional transportation issues. II. New Business A. City Utilities FY TIP Amendment 2

3 Mr. Conklin stated that on June 6, 2008, President Bush signed the Technical Corrections Bill (HR 1195) passed earlier by the U. S. Congress. This will allow City Utilities to use $874,465 for FY 2008 as operating costs of the public transit system. Staff is recommending the OTO Board approve the TIP amendment. The Technical Committee unanimously recommended approval at their July 16, 2008 meeting. Mr. Deaver asked how many years is this funded. Ms. Cruise stated that it is funding for FY 2008 and FY Mr. Fisk motioned to approve the City Utilities TIP amendment. Mr. Bresee seconded, and the motion was carried unanimously. B. OTO FY Transportation Improvement Program (TIP) Ms. Edwards stated the FY TIP has been reformatted to show each project only one time over the four year period and the sources and levels of funding available for each project. In prior years, a project was repeated in each year that funding was allocated. Projects are listed alphabetical by city, in order of TIP number. There is one aviation project, which is a runway rehabilitation project for 5 million dollars in 2011 primarily funded by FAA. There is no new enhancement money this year or for the next several years until a new transportation bill is passed with enhancements. Safe Routes to School awards have not been made yet this year, so there may be some TIP amendments. Awards to be made in September/October. Ms. Edwards highlighted some major road way projects. Total in roadway funding in the four year program is over 178 million dollars, with 37 million in local funds and the remaining being Federal and State funds. Transit contains 2 million dollars in operations and maintenance for our transit system. City Utilities is requesting additional federal funding for new buses. MSU is requesting additional federal funding for a transit way. OATS is requesting new vans for their program. Mr. Thornsberry stated that there are projects mislabeled. Ms. Edwards stated that the map will be included in the final TIP product. Ms. Edwards requested that any motion would allow some leeway to do administrative corrections as requested by federal highway. Mr. Finnie requested a description of what MoDOT means by scoping project. Ms. Edwards stated that scoping means that we are going to find out what the problem is and what the best solution might be. Ms. Edwards summarized that TIP amendments are expected because of the 1/8 cent passage and possible cost shares. Mr. Deaver motioned to approve FY Transportation Improvement Program (TIP) and authorize staff to make technical non-substantive changes as requested by the 3

4 highway department and scribing changes. Mr. Fisk seconded, and the motion was carried unanimously. C. City of Battlefield Major Thoroughfare Plan Amendments Mr. Conklin stated the City of Battlefield is requesting a series of Major Thoroughfare amendments, which have been discussed at the May and July Technical Planning Committee and was recommended at the July Technical Committee for approval. There is a series of amendments and those are shown on the maps that are attached in the agenda packet. Mr. Bengsch motioned to approve the Major Thoroughfare Plan Amendments. Ms. Stainback seconded, and the motion was carried unanimously. D Statewide Transportation Improvement Program (STIP) Approval Mr. Conklin stated every year MoDOT requests that OTO adopt the STIP portion that is part of the MPO boundary. The Highway Commission met on July 2, 2008 in Springfield and approved the STIP FY OTO staff recommends that the STIP be approved. This was reviewed at the July 16 th Technical Committee and they unanimously recommended approval of the FY STIP. Ms. Officer motioned to approve the Statewide Transportation Improvement Program (STIP). Ms. Hacker seconded, and the motion was carried unanimously. E. Springfield FY TIP Amendment Safe Routes to School Mr. Conklin stated the City of Springfield received a 2008 Safe Routes to School Non- Infrastructure Activities grant in the amount of $24,779 to educate students about bicycle and pedestrian safety at four elementary schools. The Technical Committee recommended approval of this TIP amendment. Staff is recommending the Board Approve the TIP amendment. Ms. Officer motioned to approve the FY TIP amendment. Mr. Bengsch seconded, and the motion was carried unanimously. F. Transit Development Plan Update Mr. Conklin stated OTO staff is in the process of reviewing the OTO Transit Development Plan that was adopted by the OTO Board in August Page 1 of 10 in the packet. I have put together action items to be completed by OTO and have put together a study group to look at what was adopted by the Board and the next steps that OTO should take in order to implement the transit development plan. The first action was to work with CU and OTO to look at a strategic plan to create a stand alone regional transit authority. We met in July and talked about the potential of drafting legislation for the 2009 session, looking at region transit authorities in Missouri. We talked about a September information session on how other authorities have been set up; in Kansas 4

5 City, St Louis, and also Northwest, AR where they have a regional transit authority in place. The possibility of bringing people here to Springfield to talk about best practices, looking at the structure of a RTA and potential of hiring a consultant, looking at a strategic plan for implementation and how it is funded and who would manage it, looking at how it would be supported whether or not there would be an election and how we would fund such a type of system. We are in just the initial stages of taking what was adopted by the OTO Board last August and trying to flush out some of the next steps we should take as a Board and staff. On the next page, there are minutes of what was discussed at that July meeting for each of these items. Since June 2 nd there has not been a week that has gone by that someone has not called about how to move people and get people to their place of employment and available alternatives. It has been very interesting talking with the MPO Directors in Arkansas and other areas their having the same discussions. Later on in this agenda we have a web-based ride share program that I would like the OTO Board to consider. Mr. Conklin stated that the Chamber, MSU, Greene County have all been in contact and there has been a lot discussion on this. No action requested. This item included for discussion only. G. Purchase of Rideshark Web-Based Ride-Matching Program Mr. Bresee motioned to approve OTO to enter into a contract for the purchase of Rideshark, a web-based ride-matching program, including associated annual maintenance fees. Mr. Fisk seconded, and the motion was carried unanimously. H. Appointment of the Transit Development Plan (TDP) Study Group Mr. Conklin stated this item should be postponed, and there needs to be more discussion on the make-up of this group. Mr. Bresee asked can this committee be appointed or called to action as part of regular duties without the board taking action. Mr. Conklin stated in the by-laws there are permanent/standing committees and study groups maybe appointed by the Board of Directors. Mr. Bresee motioned to table the Transit Development Plan (TDP) study group to the next meeting. Mr. Fisk seconded, and the motion was carried unanimously. I. OTO By-Law Amendments Mr. Conklin stated we are amending the by-laws in two places. The first is to add the Local Coordinating Board for Transit and the Bicycle and Pedestrian Advisory Committee in the OTO by-laws. The second recognize the positions of Secretary and Treasurer in the OTO by-laws. This is needed due to fact that we have become an incorporate entity separate from the City of Springfield. The by-laws set out positions: chairman, vice chairman, secretary, and treasurer. The current officers are Don Watts chairman, Dave Coonrod vice chairman, Gary Deaver secretary, and J. Howard Fisk treasurer. These officers will remain in place until the end of the calendar year. New 5

6 officers will be elected and will assume their position at the being of the next calendar year. We need to appoint a nominating committee to select a slate of candidates to be presented at the October meeting. Mr. Fisk motioned to table, the motion was opposed. Mr. Finnie motioned to approve nominating committee, Ms. Stainback seconded, and the motion was carried unanimously. J. Approval of the OTO Sexual Harassment and Discrimination Policy Ms. Officer motioned to approve the OTO Sexual Harassment and Discrimination Policy. Mr. Finnie seconded, and the motion was carried unanimously. K. Ozarks Clean Air Alliance (OCAA) Letter of Support Mr. Bengsch motioned to approve a letter of support for Ozarks Clean Air Alliance (OCAA). Ms. Stainback seconded, and the motion was carried unanimously. III. Other Business A. Board of Directors Member Announcements No announcements were made. B. Transportation Issues For Board of Directors Member Review No issues were discussed. IV. Adjournment Mr. Fisk motioned to adjourn the meeting. Ms. Hacker seconded, and the motion was carried unanimously. The meeting was adjourned at 1:27 p.m. The next Board of Directors regular meeting is scheduled for Thursday, October 16, 2008 at 12:00 p.m. in the Busch Municipal Building Fourth Floor Conference Room. Approved by the Board of Directors, October 16, 2008 Don Watts President of the Ozarks Transportation Organization 6