TWIN CITIES AREA TRANSPORTATION STUDY

Transcription

1 TWIN CITIES AREA TRANSPORTATION STUDY TECHNICAL ADVISORY and POLICY COMMITTEES COMBINED MEETING FOR FURTHER INFORMATION CONTACT: Kim Gallagher, Transportation Planner (269) x 1518 Brandon Kovnat, Transportation Planner (269) x1524 DATE: Monday, January 23, 2017 TIME: 9:30AM PLACE: Kinexus (Michigan Works!) Anchor Rooms A + B, 499 W Main St, Benton Harbor, MI AGENDA 1. Call to Order / Introductions 2. Changes to the Agenda 3. Public Comment 4. Approve Minutes from the December 12, 2016 Meeting (Enclosed) Action 5. Staff Report Travel Demand Model Timeline Overview TwinCATS 2016 Project Obligation Annual Report (Enclosed) 7. Community Land Use and Zoning Member Updates 8. Public Transit SWMPC Transit Updates (Countywide Transit Study) Kim Gallagher Twin Cities Area Transportation Authority Bill Purvis 9. Air Port Updates Vince Des Jardins 10. Agency Project Status Enclosed Berrien County Road Commission Village of Stevensville MDOT 11. Old Business Vote on approval of amendments to the TAC & Policy Bylaws (Enclosed) Action 12. New Business Nominations/Election of Chair & Vice Chair Action Approve the 2017 Meeting Schedule (Enclosed) Action State and Federal Updates 13. Privilege of the Floor 14. Adjournment The next TwinCATS meeting is scheduled for: Monday, February 27, 9:30 am.

2 TWIN CITIES AREA TRANSPORTATION STUDY TAC and Policy Committee Combined Minutes November 14, :30 A.M. Kinexus, Anchor Rooms A&B Present Committee Representing Name REPRESENTING TAC POL Bill Chickering Berrien County Commission NA Evan Smith Berrien County Planning Commission x Bill Hodge Berrien County Planning Commission x Brian Berndt Berrien County Road Commission x Tim Lynch Berrien County Road Commission X Chris Cook City of Benton Harbor x X Tim Zebell City of St. Joseph x John Hodgson City of St. Joseph X John Olson Shoreham x Stacy Stephens Cornerstone Alliance x x Terezie Harazinova Disability Network x Terrie Smith Lincoln Charter Township x Dick Stauffer Lincoln Township x Jasan Latham MDOT, Southwest Region x x Denise Cook St. Joseph Charter Township x Ron Griffin St. Joseph Charter Township NA Jonathan Fisk St. Joseph Charter Township x Kim Gallagher SWMPC Staff Brandon Kovnat SWMPC Staff Absent Cali Berg Benton Charter Township Carolyn Fowler Benton Charter Township Darwin Watson City of Benton Harbor Juan Ganum City of Bridgman Tom MacDonald City of St. Joseph Andrea Dewey* Federal Highway Administration Stewart McKenzie* Federal Transit Administration Deb Kavanaugh Hager Township John Gast Lake Charter Township Gloria Payne Lake Charter Township Jonathan Smith MDOT Coloma TSC Fred Featherly MDOT Passenger Division Denise Smith MDOT Southwest Region John Lanum MDOT Statewide Planning 1

3 Absent Jim Sturdevant MDOT Statewide Planning Scott Webber* NIRPC Steve Tilly Royalton Township David Chandler Sodus Township Vince Des Jardins Southwest Michigan Regional Airport Roger Seeley St. Joseph Charter Township Bill Purvis Twin Cities Area Transportation Authority *Indicates non-voting member 1. CALL TO ORDER: Dick Stauffer called the meeting to order at 9:40 a.m. and led the group in introductions 2. CHANGES TO THE POSTED AGENDA: None. 3. PUBLIC COMMENT None 4. MINUTES Jonathan Fisk identified two typos in the meeting minutes. Motion to approve the November 14, 2016 Joint Technical Advisory Committee (TAC) & Policy Committee Meeting Minutes with revisions, by Jonathan Fisk, second by Chris Cook. Motion Approved. 5. STAFF REPORT Brandon Kovnat gave a report on the PASER ratings for TwinCATS. He said that only federal aid eligible roads were rated by SWMPC. Some roads can be changed to federal aid. This allows the road to use federal money for repairs but adds additional competition for federal resources. Dick Stauffer asked about why Thin Seal Coat were not listed on the list of fixes. Brian Berndt said that a Thin Seal Coat is the same as One Course Overlay. 6. WALK AND ROLL COMMITTEE None 7. COMMUNITY LAND USE AND ZONING UPDATES None 8. Public Transit Kim Gallagher provided an update to the Berrien Countywide Public Transit Service Planning efforts. She reminded the group that the plan to combine the four transit agencies in Berrien County was separate from the service plan SWMPC was coordinating with Nelson Nyygaard. 2

4 9. Airport None 10. Project Status Reports Brian Berndt, Berrien County Road Commission gave an update on his 2017 projects. Hilltop Road has had its grade Inspection on October 25, 2016 and the final plan estimate was given to MDOT on December 2, The River Road Bridge Replacement project bids all came in too high and were rejected. A revised letting should occur in March Berndt further explained that two other Berrien County bridge projects were delayed. Nye Road bridge project required further DEQ permits and is on hold for further DEQ permits. River Road bridge project was included in the Nye Road Bridge bid package and therefore has to be sent out for bid again in early Berndt further explained that the John Beers project is still undergoing design. 11. OLD BUSINESS Kim said there are inconsistencies between the TAC and Policy bylaws on when chair/vice chair elections occur. There are also other typos found. Proposed changes were sent with the Packet. Once the final language is agreed upon, there must be a 30-day waiting period. The new bylaws will be voted on at the January meeting. Once these have been approved voting for chair/vice-chair will occur. Brandon described the bylaw changes. A comment forwarded to SWMPC by Jim Sturdevant, MDOT Local Agency Programs was read: Either your bylaws should reflect the public participation plan, or you could put in a phrase similar to this: Notices of all regular meetings including the agenda and minutes of the previous meeting shall be ed or mailed by SWMPC staff to the members of the Committee no later than the timeline specified in the currently adopted TwinCATS Public Participation Plan. The committee agreed to adopt the wording Jim Sturdevant proposed. Kim said this would reduce future amendments to the bylaws since the Public Participation Plan is updated every two years. There was a request to remove the Harbor Authority from Policy Bylaws since the authority no longer exists. Jonathan Fisk had a comment regarding quorum and whether it was appropriate to not require quorum, since it would be theoretically possible if one person showed up to a meeting they could dictate policy. The committees thought that having to 3

5 count quorum was unnecessary and if such a situation arose where attendance was constantly low, the committees would amend the bylaws. The prosed amendments with changes to section 3.2 were agreed upon by all. Brandon said he would make the changes and or mail the bylaws to all members. 12. NEW BUSINESS Kim discussed the timeline for the Travel Demand Model. The data, which had already been reviewed by each community, will be voted on at this meeting. There was no discussion or questions about the base year data. Motion to approve the 2015 base year data for use in the Travel Demand Model, By Dick Stauffer, second by Chris Cook. Motion Approved. State and Federal Updates Jason Latham told us that MDOT on had selected Demetrius Parker, to be the engineer manager for the Southwest Region. 12. PRIVILEGE OF THE FLOOR There were questions about the Napier Avenue Corridor Study. Kim Gallagher stated that there was no new work to report on the project. At this time SWMPC staff is still preparing a preliminary draft of the RFP that will be reviewed by a steering committee before it is sent out for proposals. Tim Lynch said that he wouldn t be attending the January meeting, but if he was nominated for a position he would accept. 13. ADJOURNMENT at 10:45 A.M. Next meeting is January 23, 2016 at 9:30 am at Kinexus/Michigan Works! Anchor Rooms A+B. Compiled by: Brandon Kovnat, SWMPC Associate Planner,

6 Twin Cities Area Transportation Study FY 2016 Obligated Project Report Overview The preparation of this document has been financed in part through grant[s] from the Federal Highway Administration and Federal Transit Administration, U.S. Department of Transportation, under the Metropolitan Planning Program, Section 104(f) of Title 23, U.S. Code. The contents of this report do not necessarily reflect the official views or policy of the U.S. Department of Transportation. Federal Guidance As the designated Metropolitan Planning Organization (MPO), the Southwest Michigan Planning Commission is required by Federal law to prepare a Transportation Improvement Program (TIP) to indicate how the Long Range Transportation Plan (LRP) will be implemented. Preparation of the TIP is required by federal legislation known as Fixing America s Transportation Surface (FAST) Act (Pub. L. No ) and by the Metropolitan Planning Regulations (23CFR ) of the United States Department of Transportation (USDOT). FAST Act requires that MPOs to publish an annual listing of projects for which funds have been obligated in the preceding year as a record of project delivery and a progress report for public information and disclosure. In addressing FAST Act requirements, this report lists all transportation projects in the study area that were obligated during Fiscal Year 2016 (October 1, September 30, 2016). The Twin Cities Area Transportation Study encompasses twelve jurisdictions located in Berrien County Michigan, these municipalities are: City of Benton Harbor, City of St. Joseph, City of Bridgman, Village of Shoreham, Village of Stevensville, Benton Charter Township, Lake Charter Township, Lincoln Charter Township, Royalton Township, Sodus Township, St. Joseph Charter Township, Hagar Township, Village of Grand Beach (satellite), and Village of Michiana (satellite) Page1

7 Twin Cities Area Transportation Study FY 2016 Obligated Project Report Acronyms Phase Acronyms BCON Construction EPE Early Preliminary Engineering PE Preliminary Engineering ROW Right of Way SUB Substructure T-Capital Transit Capital T-Ops Transit Operations Funding Acronyms AC Advance Construct ACC Advance Construct Conversion BHT Bridge Rehabilitation - Surface Transportation Program (STP) BRI Bridge Replacement - Pre 1991 Interstate CM Congestion Mitigation & Air Quality CMG Congestion Mitigation & Air Quality - 100% Federal HSIP Highway Safety Improvement Program Agency Acronyms TCATA Twin Cities Area Transportation Authority SWMPC Southwest Michigan Planning Commission BCRC Berrien County Road Commission IM Interstate Maintenance-No Added Lanes ST Surface Transportation Program Local STU Surface Transportation Program - Urban Areas > 200,000 Population TAP Transportation Alternatives Program Page2

8 Twin Cities Area Transportation Study FY 2016 Obligated Project Report MDOT Job No. Obligation Report Labels Federal Cost: The amount of federal funds identified in the Transportation Improvement Program (TIP). Local Phase Cost: The amount of local funds identified in the TIP Total Phase Cost: The total phase cost identified in the TIP. Total Project Cost: The total project cost identified in the TIP. Actual Federal: The amount of federal funds obligated for a project. Federal Funds Remaining: The amount of Federal Funds identified in the TIP less the amount of Federal Funds obligated. FY 2016 Obligated Project Report by Agency Responsible Agency BCRC Shawnee Road BCRC Pipestone Road at Entrance to Meijer Project Name Limits Project Description Phase Federal Fund Source Bridgman City limits to 0.1 miles East of Jericho Road Pipestone Road at Entrance to Meijer 5 foot wide paved shoulders and resurfacing Traffic signal modernization including upgrade of existing signals, removal and replacement of base mount controller & cabinet, signal heads and signal poles, addition of two new signal poles and video detection. Federal Cost ($1000s) Total Phase Cost ($1000s) Total Project Cost ($1000s) Actual Federal ($1000s) CON STUL CON CM Federal Fund Balance ($1000s Page3

9 Twin Cities Area Transportation Study FY 2016 Obligated Project Report MDOT Job No. Responsible Agency Project Name Limits Project Description Phase Federal Fund Source Federal Cost ($1000s) Total Phase Cost ($1000s) Total Project Cost ($1000s) Actual Federal ($1000s) Federal Fund Balance ($1000s City of St. Joseph City of Benton Harbor Lakeview Avenue Paving Markings From Hilltop Road to West Highland Avenue Various Federal Aid Routes within City HMA Overlay from Hilltop to West Highland Avenue. Sidewalk ramps will be replaced to meet current ADA standards. Replace storm sewer between Colonial Avenue and West Highland Avenue and from Hilltop Road to 400 ft north of Veronica Drive. Restore pavement markings on federal aid routes including Pipestone Rd. CON STUL CON STUL Page City of Benton Harbor Pipestone St at Wall St SWMPC Berrien County Rideshare Pipestone St at Wall St Berrien County Traffic Signal improvements including new controller, video detection, and preparations for corridor-wide interconnection Rideshare Program to assist the community which includes citizens and businesses. CON CM CMG

10 Twin Cities Area Transportation Study FY 2016 Obligated Project Report MDOT Job No. Responsible Agency TCATA Replacement Buses NA TCATA Regular Operating Funds NA TCATA Replacement Bus NA TCATA Mobility Manager Project Name Limits Project Description Phase Federal Fund Source Benton Harbor, St. Joseph, Benton Township Benton Harbor, St. Joseph, Benton Twp. Benton Harbor, St. Joseph, Benton Twp. Benton Harbor, St. Joseph, Benton Township MDOT M-63 Winchester Avenue to S. JCT I-94 BL Bus Replacement - replace two (2) 2010 cutaway buses with a 2016 or newer cutaway bus Public Transit Operating Funds Federal Cost ($1000s) Total Phase Cost ($1000s) Total Project Cost ($1000s) Actual Federal ($1000s) T-Cap CM T-Ops ,773 1, Bus Replacement-. T-Cap Mobility Manager to coordinate transportation for the disabled passengers Cold Milling and HMA One Course Overlay T-Cap ROW STL Federal Fund Balance ($1000s MDOT M-63 Winchester Avenue to S. JCT I-94 BL Cold Milling and HMA One Course Overlay PE STL Page5

11 Twin Cities Area Transportation Study FY 2016 Obligated Project Report MDOT Job No. Responsible Agency Project Name Limits Project Description Phase Federal Fund Source MDOT I-94 WB On I-94 WB from Red Arrow Hwy (Exit 16) for 7.4 miles northeasterly to 0.5 miles northeast of Puetz Rd. I-94 WB exit and entrance ramps at Exits 16 and 22. extensions MDOT I-94 Under Glenlord Road and Cleveland Ave. over I MDOT I-94 Under Glenlord Road and Cleveland Ave. over I MDOT M-63 N JCT I-94BL to NCL Benton Harbor MDOT I-94 EB From Red Arrow Hwy (Exit 16) to I-94 BL (Exit 23) MDOT M-63 I-94 to Midway Ave, St MDOT US-31 Temp End Freeway to S JCT I-94 Mill existing and place two course HMA Overlay. Shoulder reconstruction. Median grading, replace or repair all culverts under I-94 WB except 84" Tanner Creek Deep Overlay, Substructure Repair, Beam Repair, Deep Overlay, Substructure Repair, Beam Repair, Concrete Joint Resealing Mill and Multi- Course HMA Overlay Federal Cost ($1000s) Total Phase Cost ($1000s) Total Project Cost ($1000s) Actual Federal ($1000s) Federal Fund Balance ($1000s CON IM 11,655 12,950 15,000 13,708-2,053 PE IM , SUB IM , CON STL CON IM 10,737 11,930 13,210 11, Overband Crack Fill PE ST HMA Longitudinal Joint Repair PE NH Page6

12 Page7 Twin Cities Area Transportation Study FY 2016 Obligated Project Report

13 Twin Cities Area Transportation Study MPO 2017 Meeting Dates Meetings take place the third Monday of each month and are held at Kinexus/Michigan WORKS in downtown Benton Harbor. *January 23 rd February 27 th * March 20th April 17th May 15th June 19th July 17th August 21st September 18 th October 16th November 20 th December 18th * Meeting is on 4 th Monday due to holiday Meeting Cancelations: Meetings maybe canceled due to no new business or weather events. If Kinexus/Michigan WORKS! (Benton Harbor) is closed due to weather it should be assumed that the TwinCATS meeting is canceled. Meeting cancelations due to weather will be posted as soon as possible on the home page of SWMPC webpage that can be found at Detailed Meeting Information: 2017 meeting dates, current meeting committee packets and archived meeting information can be found at this link:

14 Date: 1/12/2017 Name: Tim Drews Project Update Sheet Project Name: Red Arrow Highway & John Beers Rod Intersection Improvements Fiscal Year of award: 2017 Responsible Agency: Village of Stevensville MDOT Job Number: Project Limits: 400 ft. south of John Beers Rd to 400 ft. North of John Beers Rd. Project Length:.15 miles Location: Village of Stevensville Work Type: Restore and Rehabilitate Phase: CON Project Description: Widening to add a center turn lane. Milling and Resurfacing. ADA sidewall ramps, Traffic Signal modernization. Pavement markings and permanent traffic signs. Amount Source Federal $355,505 HSIP State $0 - Local $39,500 Village of Stevensville Total $395,005 Activity Estimated Date Actual Date Resolution of Support for Local Match Submitted to SMWPC Project Application Submitted to MOT 8/11/2016 Grade Inspection Package Submitted to MDOT 8/11/2016 Grade Inspection Meeting Scheduled 9/2/2016 Final Plan and Estimate to MDOT 9/22/2016 Project Obligated Project Letting Construction Start Project Completion Project is: On Schedule Behind Schedule; Explain: Waiting for approval of the TIP amendment to obligate the funds and advertise for bids. The last we heard in mid-december was that it was being sent to FHWA for approval.

15 Date: 1/6/2017 Name: Brian Berndt Project Update Sheet Project Name: Hilltop Road Fiscal Year of award: 2017 Responsible Agency: Berrien County Road Commission MDOT Job Number: Project Limits: M-63 to BL-94 Project Length: 1.0 miles Location: St. Joseph charter Township Work Type: Resurface Phase: CON Project Description: Mill and Fill. ADA sidewalk upgrades and construction, depending on budget. Water main replacement Amount Source Federal $652,000 STP-Urban State - - Local $145,000 Berrien County & St Joseph Total $797,000 Activity Estimated Date Actual Date Resolution of Support for Local Match Submitted to SMWPC Project Application Submitted to MOT Grade Inspection Package Submitted to MDOT Grade Inspection Meeting Scheduled 10/25/2016 Final Plan and Estimate to MDOT 12/2/2016 Project Obligated Project Letting 02/03/17 Construction Start Project Completion Project is: On Schedule Behind Schedule; Explain:

16 Date: 1/6/2017 Name: Brian Berndt Project Update Sheet Project Name: River Road Fiscal Year of award: 2017 Responsible Agency: Berrien County Road Commission MDOT Job Number: Project Limits: Over Pipestone Creek Project Length: Location: Sodus Township Work Type: Bridge replacement Phase: CON Project Description: Replace the bridge over Pipestone Creek Amount Source Federal $864,000 BRT: STP-Bridge Replacement State $162,000 M Local $54,000 Berrien County Total $1,080,000 Activity Estimated Date Actual Date Resolution of Support for Local Match Submitted to SMWPC Project Application Submitted to MOT Grade Inspection Package Submitted to MDOT Grade Inspection Meeting Scheduled 07/07/16 Final Plan and Estimate to MDOT Project Obligated 10/19/16 Project Letting 03/03/17 Construction Start Project Completion 09/15/17 Project is: On Schedule Behind Schedule; Explain:

17 Date: 1/6/2017 Name: Brian Berndt Project Update Sheet Project Name: John Beers Road Fiscal Year of award: 2017 Responsible Agency: Berrien County Road Commission MDOT Job Number: Project Limits: Hollywood Road to 0.51 miles west of township line Project Length: 0.51 miles Location: Royalton Township Work Type: Resurface Phase: CON Project Description: Resurface existing pavement that already has 4 ft wide shoulders Amount Source Federal $192,000 STP-Urban State - - Local $47,000 Berrien County Total $239,000 Activity Estimated Date Actual Date Resolution of Support for Local Match Submitted to SMWPC Project Application Submitted to MOT 01/04/17 Grade Inspection Package Submitted to MDOT 01/04/17 Grade Inspection Meeting Scheduled Final Plan and Estimate to MDOT Project Obligated Project Letting Construction Start Project Completion 09/02/17 Project is: On Schedule Behind Schedule; Explain: Project Design underway Request permission to resurface 0.32 miles East of Hollywood Road as a part of this project to pave in front of school this summer.

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19 Date: 1/11/2017 Name: Jonathon Smith Project Update Sheet Project Name: I-94 Road and Bridge Scoping Fiscal Year of award: 2017 Responsible Agency: MDOT MDOT Job Number: Project Limits: 0.5 miles west of I94 BL(exit 23) to the St. Joseph River Project Length: 3.50 miles Work Type: Miscellaneous Phase: EPE Project Description: Scoping for Road and Bridge Work Amount Federal $0 State $400,000 M Total $400,000 Source Project Status Project is: On Schedule Behind Schedule List what work has been done on this project to date: RFP is being put together.

20 Date: 1/11/2017 Name: Jonathon Smith Project Update Sheet Project Name: I-96 Overlay Fiscal Year of award: 2017 Responsible Agency: MDOT MDOT Job Number: Project Limits: I-94 to 0.5 miles South of M-63 (Exit 7) Project Length: 8.09 miles Work Type: Restore & rehabilitate Phase: ROW Project Description: Mill Existing & Multiple Course HMA Overlay Amount Source Federal $22,500 Interstate Maintenance State $2,500 M Total $25,000 Project Status Project is: On Schedule Behind Schedule List what work has been done on this project to date: A consultant has been selected for the design.

21 Date: 1/11/2017 Name: Jonathon Smith Project Update Sheet Project Name: M-139 Passing Flare Fiscal Year of award: 2017 Responsible Agency: MDOT MDOT Job Number: Project Limits: M-139 between Tanglewood and Anna. Project Length: 0.71 miles Work Type: Traffic ops/safety Phase: ROW & PE Project Description: Install passing flares Amount for ROW Amount for PE Source Federal $4,093 $53,096 CMAQ State $907 $11,774 M Total $5,000 $64,870 Project Status Project is: On Schedule Behind Schedule List what work has been done on this project to date: An as needed consultant will be used to design this project.

22 Date: 1/11/2017 Name: Jonathon Smith Project Update Sheet Project Name: M-63 Crack Fill Fiscal Year of award: 2017 Responsible Agency: MDOT MDOT Job Number: Project Limits: I-94 to Midway Avenue Project Length: 2.20 miles Work Type: Overband Crack Fill Phase: Construction Project Description: Overband Crack Fill Amount Source Federal $ 28,412 STP State Allocation State $ 6,300 M Total $ 34,712 Project Status Project is: On Schedule Behind Schedule List what work has been done on this project to date: Project has been turned in for the February letting.

23 Date: 1/11/2017 Name: Jonathon Smith Project Update Sheet Project Name: M-63 Overlay Fiscal Year of award: 2017 Responsible Agency: MDOT MDOT Job Number: Project Limits: Winchester to I-94 BL Project Length: 1.13 miles Work Type: Resurface Phase: CON Project Description: Cold Milling and HMA One Course Overlay Amount Source Federal $80,525 STP State Allocation State $17,856 M Total $98,381 Project Status Activity Estimated Date Actual Date Project Application Submitted Grade Inspection Package Submitted Grade Inspection Meeting Scheduled Final Plan and Estimate Project Obligated Project Letting 04/07/2017 Construction Start Project Completion Project is: On Schedule Behind Schedule; Explain: Awaiting final plan documents for submittal in the April Letting.

24 Date: 1/11/2017 Name: Jonathon Smith Project Update Sheet Project Name: US-31 Longitudinal Joint Repair Fiscal Year of award: 2017 Responsible Agency: MDOT MDOT Job Number: Project Limits: Temp End Freeway to S JCT I-94 Project Length: 1.90 miles Work Type: Resurface Phase: CON Project Description: HMA Longitudinal Joint Repair Amount Source Federal $234,036 National Highway System State $51,897 M Total $285,933 Project Status Activity Estimated Date Actual Date Project Application Submitted Grade Inspection Package Submitted Grade Inspection Meeting Scheduled Final Plan and Estimate Project Obligated Project Letting Construction Start Project Completion Project is: On Schedule Behind Schedule; Explain: Project was let and came in approximately 6% under. Scheduled for construction to start in mid- August.

25 TWIN CITIES AREA TRANSPORTATION STUDY TECHNICAL ADVISORY COMMITTEE BYLAWS [DRAFT PROPOSED REVISIONS 2016] ARTICLE I: COMMITTEE NAME AND PURPOSE SECTION 1.1: NAME The name of this committee shall be the Twin Cities Area Transportation Study (TwinCATS) Technical Advisory Committee, hereinafter referred to as the TAC. SECTION 1.2: PURPOSE The purpose of the Technical Advisory Committee shall be to provide technical advice to the Twin Cities Area Transportation Study Policy Committee in all aspects of the continuing, comprehensive and cooperative transportation planning process carried out by the Southwest Michigan Planning Commission (SWMPC), the Metropolitan Planning Organization (MPO) responsible for coordinating the transportation planning process in the Benton Harbor-St. Joseph Urban Area as it relates to the Twin Cities Area Transportation Study. Such advisory services shall be provided in cooperation with SWMPC staff level transportation planning activities for the Twin CATS area. The TAC shall: Provide updates on the progress of federal-aid transportation projects as they go through preliminary design work, the MDOT Local Agency Programs process or MDOT Transit Contract process, and construction or implementation. Review the Long Range Plan (LRP) and recommend updates as necessary. Review the Transportation Improvement Program (TIP) and review the allocation of federal eligible projects within the each year the TIP. Review the Transportation Improvement Program (TIP) and review the allocation of federal eligible projects within each year of the TIP. Ensure the LRP and TIP conform to the to the Michigan Transportation Conformity Air Quality State Implementation Plan (SIP), as required by Regulation 23 CFR (d) and as determined in accordance with the U.S. EPA conformity regulation (40 CFR Part 51). Review the Unified Planning Work Program that details work activities and proposed budget. Review and update a Public Participation Process that outlines the promotion and utilization of public involvement and is described in the Participation Plan. Ensure the efficient and effective use of Federal Highway Administration (FHWA) Metropolitan Planning (PL) and Federal Transit Administration (FTA) Section 5303 funds. Explanatory note: Bylaws Section 1.2: Purpose, Bullet Point 3 has awkward wording. The change proposed would correct this error. TWINCATS TAC BYLAWS DRAFT PROPOSED REVISIONS 1

26 ARTICLE II: MEMBERSHIP AND OFFICERS SECTION 2.1: MEMBERSHIP TAC voting membership shall consist of one duly appointed technical representative from each of the following jurisdictions: City of Benton Harbor City of Bridgman City of St. Joseph Village of Grand Beach Village of Shoreham Village of Stevensville Benton Charter Township Hagar Township Lake Township Lincoln Charter Township Royalton Township St. Joseph Charter Township Sodus Township Berrien County Community Development Department Berrien County Road Commission Southwest Michigan Regional Airport Board Twin Cities Area Transportation Authority (TCATA) Michigan Department of Transportation, Bureau of Transportation Planning Michigan Department of Transportation, Southwest Region Michigan Department of Transportation, Transportation Service Center Cornerstone Alliance Disability Network- Southwest Michigan Kinexus TAC non-voting members shall include a representative from: Berrien County Coordinated Transportation Coalition Federal Highway Administration, Michigan Division Federal Transit Administration Michigan Department of Environmental Quality, Air Quality Michigan Department of Transportation Multi-Modal Michigan Department of Transportation Modeling Northwestern Indiana Regional Planning Commission Regional Interagency Consumers Committee Southwest Michigan Planning Commission MDOT Passenger Division TWINCATS TAC BYLAWS DRAFT PROPOSED REVISIONS 2

27 SECTION 2.2: ALTERNATE REPRESENTATIVES The legislative or policy-level body of each governmental unit and agency identified in Section 2.1 may appoint an alternate representative for its respective TAC member. The alternate representative may vote in the absence of the duly appointed TAC member at the TAC meeting. In no case shall more than one vote for each governmental unit or agency be cast on any given item of business. SECTION 2.3: APPOINTMENT OF REPRESENTATIVES TAC member agencies can appoint a new representative to TAC at any time, at that agency s discretion. To appoint new members, a manager, supervisor, or local governing board chair must send a formal letter or to the MPO staff specifying the change. SECTION 2.4: ATTENDANCE SWMPC staff shall publish an annual attendance report showing attendance of representatives from each jurisdiction. This report will be available via the TwinCATS website, and will also be provided to the manager, supervisor, or governing board member from each TwinCATS member community. SECTION 2.4: ATTENDANCE SWMPC staff shall produce an annual attendance report showing attendance of representatives and alternates from each member jurisdiction. This report will be available via the SWMPC website, and it will be provided to the governing body of each member jurisdiction. If a representative or his/her alternate from a member jurisdiction fails to attend three (3) consecutive meetings, SWMPC staff shall notify the governing body of that member jurisdiction and request appropriate action to ensure its representation. Explanatory note: The proposed section keeps the same attendance requirement but also adds a report requirement which makes SWMPC s attendance rules standardized with other bodies both requirements seek to ensure good representation for member jurisdictions. SECTION 2.5: OFFICERS From among its Voting Membership, the TAC shall elect a Chair and a Vice-Chair who shall be elected bi-annually at the August or September TAC meeting in an even-numbered fiscal year. Said officers shall serve a two-year term. In the event that the Chair vacates the position before the two-year term has expired, the Vice Chair shall serve as Chair for the remainder of the term. In the event that the Vice Chair position is vacated prior to expiration of the term, the office shall be filled by a simple majority vote of the voting members at the next TAC meeting following the office being vacated. TWINCATS TAC BYLAWS DRAFT PROPOSED REVISIONS 3

28 SECTION 2.5: OFFICERS From among its voting membership, the TAC shall elect a Chair and a Vice-Chair who shall be elected bi-annually at the first TAC meeting of odd numbered calendar years. Said officers shall serve a two-year term. In the event that the Chair vacates the position before the two-year term has expired, the Vice Chair shall serve as Chair for the remainder of the term. In the event that the Vice Chair position is vacated prior to expiration of the term, the office shall be filled by a simple majority vote of the voting members at the next TAC meeting following the office being vacated. Explanatory note: Officer elections are moved to in January so that they coincide with Policy Committee officer elections, following the possibility of new local officials being elected during general elections in November. A corrections to letter capitalization was also made. SECTION 2.6: DUTIES OF THE CHAIR AND VICE-CHAIR The Chair shall preside over all TAC meetings and shall assure that the transaction of business is carried out in an orderly and efficient manner, in accordance with these bylaws. The Chair, with approval of the TAC, may appoint special subcommittees as necessary and shall serve as an exofficio member of any such subcommittee. The Chair shall also have the authority to cancel or reschedule a meeting, pursuant to sections 3.4 and 3.5 of the bylaws. The Chair shall inform the full TAC and SWMPC staff on any stated conflicts of interest by committee members, pursuant to section 4.2 of the bylaws. In the event of absence or incapacity of the Chair, the Vice-Chair shall carry out the duties and responsibilities of presiding over the TAC meeting. If both the Chair and Vice-Chair are incapacitated or absent, the TAC shall appoint a temporary acting chair to carry out the responsibilities and activities of the TAC. SECTION 2.7: NOMINATION OF OFFICERS The Chair shall, at the August meeting of an even-numbered fiscal year, entertain nominations for the position of Chair and Vice-Chair. Should the Chair deem it necessary, the Chair may appoint a nominating committee to present nominations for the officers of Chair and Vice-Chair. Nominations for all offices may be presented from the floor before voting occurs at the first meeting of the fiscal year. Explanatory note: The wording of this section allows for nominations at the meeting of the appointment, the meeting before the appointment, or through a third process with a nomination subcommittee without a particular timeline. The effect of this section is to allow various forms of nomination not really restricting the process in a meaningful way. Therefore, this section is not needed. And this bylaw amendment would eliminate it allowing the TAC to continue using any form of nomination that they chose to use. TWINCATS TAC BYLAWS DRAFT PROPOSED REVISIONS 4

29 SECTION 2.87: STAFF SWMPC staff shall act as staff and Recording Secretary and shall publish and maintain the official record of the proceedings and actions of the TAC. ARTICLE III: RULES OF PROCEDURE SECTION 3.1: MEETINGS TAC meetings shall be held on a regularly scheduled basis on the Third Monday of each month, except January and February, which shall be scheduled on the Fourth Monday. Said meeting shall take place at a time and location established by the TAC. By October of each fiscal year, the schedule of regular meetings will be distributed to the TAC members, made available to the public via notice or advertisement, and published on the SWMPC website. SECTION 3.1: REGULAR MEETINGS Regular meetings of the TAC shall be held at a place and on a date and time selected by the TAC in conformance with Section 3.3 during their first meeting of the calendar year, for a twelvemonth period. After such meeting schedule is set the SWMPC staff will distribute it to TAC members and make it available to the public, including posting it on the SWMPC website. Explanatory note: As any group has members change through new appointments, it is helpful to be able to move dates, times, and locations of meeting as needed, without needing a bylaw amendment. The proposed change allows for this flexibility. SECTION 3.2: NOTICES OF MEETINGS Notices of all regular meetings including agenda and minutes of the previous meeting shall be e- mailed to the members no later than five (5) business days prior to the meeting. Members who do not maintain addresses shall receive notices of regular meetings via postal mail. Notices of special meetings may be communicated to members by telephone and/or . SECTION 3.2: NOTICES OF MEETINGS Notices of all regular meetings including the agenda and minutes of the previous meeting shall be ed or mailed by SWMPC staff to the members of the Committee no later than the timeline specified in the currently adopted TwinCATS Public Participation Plan. Explanatory note: The current wording is a little restrictive. For example, there may be a member who has an address but wishes to receive document via mail. The revised wording is proposed to allow for more flexibility, but keeping notification a requirement. The new wording also harmonizes Bylaws to the public participation plan. TWINCATS TAC BYLAWS DRAFT PROPOSED REVISIONS 5

30 SECTION 3.3: OPEN MEETINGS ACT All meetings shall be held at convenient and accessible locations and times in accordance with federal requirements. The meeting locations will also be at sites which comply with the Americans with Disabilities Act (ADA) and are accessible via public transit. All meetings will be held in accordance with the Act 267 of the Public Acts of Michigan of 1976 known as the Open Meeting Act. SECTION 3.4: SPECIAL MEETINGS Special meetings may be called by the SWMPC Staff or TAC Chair or by a majority vote of the membership of the TAC. SECTION 3.4: SPECIAL MEETINGS Special meetings may be called by the either the SWMPC staff, the Chair, or by a majority vote of the TAC during a meeting. Notices for such meeting shall conform to the requirements found in Section 3.2. Explanatory note: The proposed wording makes it clear that a majority vote of the membership of the TAC actually means a vote held during an open meeting to conform to the requirements found in the Michigan Open Meetings Act. Also note that a majority vote of the membership is very different from a majority vote of the members attending a meeting with a quorum. The new wording makes it clear that if the members vote during a meeting a majority of the members present is needed rather than an vote with a different standard than all of the other votes that transact business. SECTION 3.5: CANCELLATION AND RESCHEDULING OF REGULAR MEETINGS If the Berrien County Government is closed due to inclement weather or other emergency, then the TwinCATS TAC meetings shall be cancelled. Meetings may be cancelled when Berrien County offices are open if the Chair determines that travel to the meeting poses a serious safety issue to TAC members, or there are other circumstances that warrant cancellation. The Chair shall communicate the intent to cancel a meeting to the Vice-Chair and SWMPC Staff. SWMPC staff shall convey to all committee members via when a meeting is cancelled, as soon as possible. A notice will be posted at the meeting location, in compliance with the Open Meetings Act. SWMPC staff will make reasonable attempts to telephone committee members who do not have addresses. In the event a regular meeting needs to be rescheduled, SWMPC staff will set a substitute meeting date. All changes in the date of scheduled meetings of the TAC shall be communicated to the members as soon as a substitute meeting date is set via , US mail, or telephone, and be noticed to the public and published on the SWMPC website. TWINCATS TAC BYLAWS DRAFT PROPOSED REVISIONS 6

31 SECTION 3.5: CANCELLATION AND RESCHEDULING A meeting of the TAC may be cancelled by SWMPC staff or the TAC Chair or by a majority vote of the TAC during a meeting. Cancelled meetings may be rescheduled following the requirements found in Section 3.4, and notice given following the requirements found in Section 3.2. Explanatory note: The existing cancellation section appears to be a procedure rather than a bylaw section. It goes into some depth which may not allow for the flexibility needed during unforeseen circumstances. Rescheduling a meeting is really just calling a special meeting, and the same process should be followed. See the explanatory note above for Section 3.4 Special Meeting for further explanation. SECTION 3.6: QUORUM For purposes of conducting official TAC business, the voting members present for a duly called meeting shall constitute a quorum. SECTION 3.7: VOTING Business items brought before the TAC for official action shall be voted on for approval and a simple majority of those present and qualified to vote shall constitute the official action of the TAC regarding the matter, except as provided in Section 4.2. SECTION 3.8: PHONE PARTICIPATION A conference call phone line shall be furnished to allow participation in meetings by committee members working outside the TwinCATS MPO area, as circumstances dictate. All committee members are eligible to phone in. However, voting members will be unable to vote if participating over the phone. SWMPC staff shall make reasonable attempts to set up the phone in such a way to allow good audio quality for participants. However, SWMPC does not take responsibility for technical issues that participants may have with their phone service while participating. If no participants have dialed in to the conference call line within fifteen minutes after the scheduled start of the meeting, the phone line will be disconnected. TWINCATS TAC BYLAWS DRAFT PROPOSED REVISIONS 7

32 Explanatory note: The phone participation section appears to be a procedure rather than a bylaw section. This section does not allow for phone participants to vote. This section does not discuss the role of alternate representatives. The Policy Committee bylaws do not have a section handling phone participation. Perhaps in the future the TAC could reexamine phone and/or online participation, but in the absence of voting a bylaws section really is not needed. SECTION 3.98: PARLIAMENTARY PROCEDURE At the Chairman s discretion, an informal, practical parliamentary procedure may be followed, provided however that in cases where it is so warranted, the most recent edition of Robert s Rules of Order shall be utilized. Explanatory note: The change from Chairman to Chair finishes the standardization of the term to be used for a person of such position to reflect gender neutral language that shows inclusiveness to all persons, regardless of sex. SECTION 3.10: SUBCOMMITTEES The TAC shall establish such subcommittees as it deems necessary and appropriate. Subcommittees shall be established by the approval of the voting membership. Minutes of each subcommittee meeting will be recorded and distributed to the TAC members at the next TAC meeting. SECTION 3.9 SUBCOMMITTEES The TAC may establish such subcommittees as it deems necessary and appropriate. Subcommittees shall be established by the approval of the voting membership. Minutes shall be created for such subcommittees in a manner prescribed by the Michigan Open Meetings Act and then drafts of such minutes, and then approved versions, shall be distributed to the TAC. Explanatory note: The existing section uses the word shall rather than may which indicates requirement rather than TAC simply have the ability to create subcommittees. The existing section requires minute to be prepared at or before the next TAC meeting; however, the next TAC meeting might be immediately before such subcommittee meeting. This would make this requirement impossible. The new wording states that minutes shall be created following the requirements found in the Michigan Open Meetings Act. ARTICLE IV: GENERAL PROVISIONS SECTION 4.1: ADMISSION OF ADDITIONAL OR NEW AGENCIES AND ORGANIZATIONS Any new community or organization seeking either voting or non-voting membership on the TAC shall request membership by completing a required application form. The community or TWINCATS TAC BYLAWS DRAFT PROPOSED REVISIONS 8

33 organization shall also be required to give a brief presentation to the TAC on what they hope to gain from joining TwinCATS TAC and what expertise or advice of value they will provide to TAC. New voting and non-voting members on TAC shall be admitted by a simple majority vote of current voting TAC members. Discretion as to whether a new member should be admitted as a voting or non-voting participant shall be left up to current TAC voting members. Said admission shall require amendment to these bylaws. All new admitted members will be subject to a six month trial period, during which time they may choose to terminate their membership in TwinCATS should they find that they are not receiving value for their participation, and during which time a simple majority vote of the TAC could terminate their membership due to lack of attendance or participation. Any city, village, or township that falls within the TwinCATS Urban Area (UZA) as designated by the United States Census, shall automatically be eligible to have a voting representative on the TAC, and will not be subject to the application process and trial period. SECTION 4.1: ADMISSION OF NEW MEMBERS Any city, village, or township that falls within the Benton Harbor and Saint Joseph Urbanized Areas (UZA) as designated by the United States Census is required to be eligible to have voting representation on the TAC. Such city, village, or township, or any other agency or organization determined by TAC to be appropriate may be added as members to the TAC through a bylaw amendment. Explanatory note: The existing Section 4.1 appears to be more of a procedure rather than a bylaw section. The proposed new section has been streamlined to be closer to the shorter Policy Committee Bylaws version. The existing Section 4.1 includes specialized rules for bylaws amendments. It is best to keep the bylaw amendment process consistent. The new language does that. SECTION 4.2: CONFLICTS OF INTEREST Any current or newly admitted voting member shall make any foreseeable conflicts of interest known to the Chair as soon as they are aware of such conflicts. Any voting committee member with a conflict of interest shall recuse his- or her- self from voting on any matters where such a conflict exists. Conflicts of interest may, but will not always, arise under the following circumstances: A committee member owns substantial non-residential property in an area that would benefit financially from a particular transportation project that he or she is proposing. A conflict of interest does NOT arise when a committee member merely lives in or represents the jurisdiction in which a particular project is proposed. The committee member need not recuse themselves under these conditions. TWINCATS TAC BYLAWS DRAFT PROPOSED REVISIONS 9

34 SECTION 4.2: CONFLICTS OF INTEREST Any member shall make any foreseeable conflicts of interest known to the Chair as soon as they are aware of such conflicts. Any voting committee member with a conflict of interest shall recuse his- or herself from voting on any matters where such a conflict exists. The Chair shall be responsible for notifying all committee members when a conflict of interest exists. Explanatory note: The proposed new Section 4.2 streamlines conflicts of interest requirements and avoids going into too much depth which might appear to exclude situations not explicitly listed. It is the intention of the new wording to keep the interpretation for conflicts of interest broad, to keep all conflicts of interest declared, and a member with such conflicts recusing his- or herself from such votes. SECTION 4.3: AMENDMENT OF THE BYLAWS Any voting member of the TAC may submit a proposed amendment to these bylaws. Prior to any action by the TAC, the proposed amendment and an explanatory written statement must be sent to each member, both voting and non-voting, at least 30 calendar days before the TAC may consider action on the proposed amendment. An affirmative vote of two-thirds of those present and eligible to vote shall be required for approval of any bylaw amendment. ARTICLE V: EFFECTIVE DATE OF BYLAWS These bylaws shall become effective upon approval by the TwinCATS TAC. The approval date of these bylaws shall be the date of the approval action. Each TAC member shall be given a copy of the approved bylaws. Approved: 7/21/2014 TwinCATS TAC Chair TWINCATS TAC BYLAWS DRAFT PROPOSED REVISIONS 10

35 TWIN CITIES AREA TRANSPORTATION STUDY TECHNICAL ADVISORY COMMITTEE BYLAWS [DRAFT PROPOSED REVISIONS 2016] ARTICLE I: COMMITTEE NAME AND PURPOSE SECTION 1.1: NAME The name of this committee shall be the Twin Cities Area Transportation Study (TwinCATS) Technical Advisory Committee, hereinafter referred to as the TAC. SECTION 1.2: PURPOSE The purpose of the Technical Advisory Committee shall be to provide technical advice to the Twin Cities Area Transportation Study Policy Committee in all aspects of the continuing, comprehensive and cooperative transportation planning process carried out by the Southwest Michigan Planning Commission (SWMPC), the Metropolitan Planning Organization (MPO) responsible for coordinating the transportation planning process in the Benton Harbor-St. Joseph Urban Area as it relates to the Twin Cities Area Transportation Study. Such advisory services shall be provided in cooperation with SWMPC staff level transportation planning activities for the Twin CATS area. The TAC shall: Provide updates on the progress of federal-aid transportation projects as they go through preliminary design work, the MDOT Local Agency Programs process or MDOT Transit Contract process, and construction or implementation. Review the Long Range Plan (LRP) and recommend updates as necessary. Review the Transportation Improvement Program (TIP) and review the allocation of federal eligible projects within the each year the TIP. Review the Transportation Improvement Program (TIP) and review the allocation of federal eligible projects within each year of the TIP. Ensure the LRP and TIP conform to the to the Michigan Transportation Conformity Air Quality State Implementation Plan (SIP), as required by Regulation 23 CFR (d) and as determined in accordance with the U.S. EPA conformity regulation (40 CFR Part 51). Review the Unified Planning Work Program that details work activities and proposed budget. Review and update a Public Participation Process that outlines the promotion and utilization of public involvement and is described in the Participation Plan. Ensure the efficient and effective use of Federal Highway Administration (FHWA) Metropolitan Planning (PL) and Federal Transit Administration (FTA) Section 5303 funds. Explanatory note: Bylaws Section 1.2: Purpose, Bullet Point 3 has awkward wording. The change proposed would correct this error. TWINCATS TAC BYLAWS DRAFT PROPOSED REVISIONS 1