Albemarle RPO Board Meetings

Transcription

1 Albemarle RPO Board Meetings Wednesday, October 25, 2017 Albemarle Commission 512 South Church Street Hertford NC Technical Coordinating Committee: Starts at 11:00 AM 1. Call to Order Rhett White, TCC Chair 2. Roll Call Rhett White, TCC Chair 3. Agenda Approval Rhett White, TCC Chair 4. Approval/ Adoption of Minutes from Last Meeting Rhett White, TCC Chair 5. Alternate criteria Approval Rhett White, TCC Chair 6. City of Elizabeth City Bicycle Planning grant resolution of support Approval Rhett White, TCC Chair Legislative agenda Approval Rhett White, TCC Chair 8. NCDOT travel and meal policy Approval Rhett White, TCC Chair 9. Public Comments Rhett White, TCC Chair 10. Adjournment Rhett White, TCC Chair Lunch and Presentations NCDOT update TPB update ARPO update (2018 meeting dates, P 5.0 schedule, Title VI training update, P 4.0 compliance assessment) Transportation Advisory Committee: Starts at 1 PM 1. Call to Order Lloyd Griffin, TAC Chair 2. Roll Call Lloyd Griffin, TAC Chair 3. Agenda Approval Lloyd Griffin, TAC Chair 4. Approval/ Adoption of Minutes from Last Meeting Lloyd Griffin, TAC Chair 5. Alternate criteria Approval Lloyd Griffin, TAC Chair 6. City of Elizabeth City Bicycle Planning grant resolution of support Approval Lloyd Griffin, TAC Chair Legislative agenda Approval Lloyd Griffin, TAC Chair 8. NCDOT travel and meal policy 9. Public Comments Lloyd Griffin, TAC Chair 10. Adjournment Lloyd Griffin, TAC Chair 512 South Church Street P.O. Box 646 Hertford, NC Phone: Fax: Proudly serving Northeastern NC Counties: Camden, Chowan, Currituck, Dare, Gates, Hyde, Pasquotank, Perquimans, Tyrrell and Washington

2 Minutes of the Rural Technical Coordinating Committee (RTCC) Meeting July 26, :00 a.m. Call to Order The July 26, 2017 RTCC meeting was held at the Dare County Administration building, in Manteo, NC and was opened and called to order by RTCC Chairman Rhett White at 11:10 a.m. Roll Call It was determined a quorum was present with the following TCC members in attendance: Chairman Rhett White, Town of Columbia; Dan Porter Camden County; Kevin Howard, Chowan County; Dan Scanlon, Currituck County; Donna Creef, Dare County; Natalie Rountree, Gates County; Frank Heath, Perquimans County; Joe Heard, Town of Duck; Melissa Dickerson, Town of Manteo; David Clegg, Tyrrell county; Andy Stewart, Town of Kitty Hawk; Kaitlen Alcock, City of Elizabeth City; Wes Haskett, Town of Southern Shores; Gretchen Byrum, NCDOT Division 1; and Mark Eatman, NCDOT TPB Agenda Approval Chairman White called for a motion to approve the agenda. A motion to approve was made by David Clegg and seconded by Frank Heath, and unanimously carried. Approval of April 26, 2017 RTCC Minutes Chairman White called for a motion to accept the minutes as presented. A motion to approve the minutes was made by Wes Haskett; his motion was seconded by Donna Creef, and unanimously carried. P 5.0 Methodology final approval The ARPO Director explained the RTCC board gave tentative approval to the P 5.0 Methodology in April and a required 30 day public comment period was held in May. She went on to explain there were no comments submitted from the public and if the Board had no changes, the item just needed a vote for final approval. A motion to approve the P 5.0 Methodology was made by Dan Porter; his motion was seconded by Shelley Cox, and unanimously carried. P 5.o project list final approval The ARPO Director stated two workshops were held, in June, to review the project list with member counties and municipalities. During the workshops, two highway projects were added, three bicycle and pedestrian projects were revised and one bicycle and pedestrian project was added to the list. She went on to say, a required 30 day public comment period was also held in May and there were no comments submitted from the public. The Town of Kill Devil Hills asked their project, B150669, be deleted from the list as the project was already out to bid locally. Gretchen Byrum explained project H09014 was reworded to state it was a mobility project. After discussion, a motion was made by Natalie Rountree to approve the P 5.0 project list as presented; her motion was seconded by Andy Stewart, and unanimously carried.

3 Passenger ferry tolling resolution Sterling Baker from the NCDOT discussed this item. He stated the resolution only sets the rates for the passenger ferry only. Kris Noble, from Hyde County, was in attendance and stated Hyde county supports the resolution as presented. A motion to approve the ferry tolling resolution was made by David Clegg; his motion was seconded by Natalie Rountree, and unanimously carried. Public Comments Chairman White opened the floor for public comments and there being no public comments closed the floor. Adjournment With no further business to discuss, Chairman White adjourned the meeting at 11:38 am. Lunch and Presentations NCDOT Update Discussion/Presentation Gretchen Byrum updated the Boards on the Division 1 and Division 4 scoring criteria meeting. She also provided an update on current NCDOT projects in the ARPO region TPB Update the new ARPO TPB coordinator, Mark Eatman, introduced himself to the Boards. Minutes of the Rural Technical Coordinating Committee (RTAC) Meeting July 26, :00 pm Call to Order The July 26, 2017 RTAC meeting was held at the Dare County Administrative Building, in Manteo, NC and was opened and called to order by appointed RTAC Chairman Jeff Smith at 12:15 pm. Roll Call It was determined a quorum was present with the following RTAC members in attendance: Chairman Lloyd Griffin, Pasquotank County (via phone); Jeff Smith, Chowan County; Paul Beaumont, Currituck County; Tom White, Camden County; Jack Shea, Dare County; and Allen Moran, BOT appointee RTAC Non Voting members in attendance: John Ratzenberger, Town of Nags Head Agenda Approval Chairman Smith called for a motion to approve the agenda. A motion to approve the agenda was made by Jack Shea and seconded by Tom White, and unanimously carried. Approval of April 26, 2017 RTAC Minutes

4 Chairman Smith called for a motion to accept the minutes as presented. A motion to approve the minutes as presented was made by Paul Beaumont; his motion was seconded by Jack Shea, and unanimously carried. P 5.0 Methodology final approval RTCC Chairman, Rhett White, provided an update to the RTAC regarding the RTCC recommendation on this item. A motion to approve the P 5.0 Methodology was made by Tom White; his motion was seconded by Jack Shea, and unanimously carried. P 5.o project list final approval RTCC Chairman, Rhett White, provided an update to the RTAC regarding the RTCC recommendation on the project list. A motion to approve the P 5.0 project list was made by Jack Shea; his motion was seconded by Tom White, and unanimously carried. Passenger ferry tolling resolution Sterling Baker from the NCDOT discussed this item and answered questions form RTAC members. A motion to approve the ferry tolling resolution was made by Tom White; his motion was seconded by Paul Beaumont, and unanimously carried. Public Comments Mr. Smith opened the floor for public comments and there being none, closed the floor. Adjournment With no further business to discuss, Chairman Smith adjourned the meeting at 12:30 pm. Transporation SecretaryTrogdon Transporation SecretaryTrogdon introduced himslef to the Boards. He provided an update on the NCDOT s priorities. He stated their first goal was to accelerate projects, their second goal was motor vehicles safety improvements and protecting citizens, and their third goal was to improve mobility in congested areas. He went on to say they were also looking at economic impact of projects as well as freight movement, maintenance issues such as vegetation, mowing and ditch maintenance and preparing for future technologies. Respectfully Submitted, Angela Welsh, Secretary ARPO Director

5 Agenda Item No. 5 Item Title: Alternate criteria Item Summary: This summer, NCDOT Divisions 1 and 4 and the RPO s MPO s within the two divisions met to discuss adopting alternate criteria for the regional and division pots of funds. Specific action requested: Approval of the regional and division alternate criteria. Number of attachments: 1 This summer, NCDOT Divisions 1 and 4 and the RPO s and MPO s within the two divisions met to discuss adopting alternate criteria for the regional and division pots of funds for P 5.0. I was unaware this needed to be brought to the RTAC Board for approval until the Strategic Prioritization Office notified us about it. The approval had to be sent to the Strategic Prioritization Office by the end of August so Chairman Griffin notified them via the letter attached. Below are the criteria weights in the last prioritization (P4.0) and the criteria weights in the new prioritization (P5.0) Regional Criteria P 4.0 P 5.0 Benefit/Cost 20% 20% Congestion 20% 15% Safety 10% 10% Accessibility/Connectivity 10% 10% Freight 10% 15% Division Criteria P 4.0 P 5.0 Benefit/Cost 15% 5% Congestion 15% 5% Safety 10% 20% Accessibility/Connectivity 5% 20% Freight 5% n/a 512 South Church Street P.O. Box 646 Hertford, NC Phone: Fax: Proudly serving Northeastern NC Counties: Camden, Chowan, Currituck, Dare, Gates, Hyde, Pasquotank, Perquimans, Tyrrell and Washington

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7 Agenda Item No. 6 Item Title: City of Elizabeth City Pedestrian Plan grant application endorsement Item Summary: The City of Elizabeth City is applying for a Pedestrian Plan grant from the NCDOT and the application process requires endorsement of the application by the Albemarle RPO RTAC Board. Specific action requested: Approval of the attached resolution endorsing the City of Elizabeth City Pedestrian Plan grant application. Number of attachments: South Church Street P.O. Box 646 Hertford, NC Phone: Fax: Proudly serving Northeastern NC Counties: Camden, Chowan, Currituck, Dare, Gates, Hyde, Pasquotank, Perquimans, Tyrrell and Washington

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9 A RESOLUTION FOR ENDORSEMENT OF THE PEDESTRIAN PLANNING GRANT FOR THE CITY OF ELIZABETH CITY WHEREAS, the Rural Transportation Advisory Committee (RTAC) is the duly recognized transportation planning policy board for the Albemarle Rural Planning Organization (ARPO); and WHEREAS, the city of Elizabeth City has chosen to apply for a Pedestrian Planning Grant made available by the NCDOT Division of Bicycle & Pedestrian Transportation Division; and Albemarle Rural Planning Organization PO Box 646 Hertford, NC (252) FAX (252) Officers Lloyd E. Griffin, III TAC Chairman WHEREAS, the purpose of the Bicycle & Pedestrian Planning Grant Initiative is to promote the development of bicycle plans and pedestrian plans; and WHEREAS, the successful implementation of a Pedestrian Plan will offer a safe and healthy alternative to automobiles by linking shopping areas, neighborhoods, and employment centers with sidewalks; and NOW, THEREFORE BE IT RESOLVED that the Albemarle RPO RTAC hereby endorses the Pedestrian Planning Grant application for the City of Elizabeth City A motion was made by and seconded by the endorsement of the resolution, and upon being put to a vote was duly adopted, on this, the 25th day of October 2017 Leroy Spivey TAC Vice-Chairman Rhett White TCC Chairman Dan Porter TCC Vice-Chairman Leroy Spivey, Vice-Chairman Albemarle RPO RTAC Angela M. Welsh, Secretary Albemarle RPO Director Proudly serving Camden, Chowan, Currituck, Dare, Gates, Hyde, Pasquotank, Perquimans, Tyrrell, and Washington Counties

10 Agenda Item No. 7 Item Title: 2018 ARPO legislative agenda Item Summary: The ARPO RTAC Board has adopted an RPO related legislative agenda for the past two years. Our 2017 legislative agenda is attached for your review. Specific action requested: Discussion/approval of the 2018 ARPO legislative agenda Number of attachments: South Church Street P.O. Box 646 Hertford, NC Phone: Fax: Proudly serving Northeastern NC Counties: Camden, Chowan, Currituck, Dare, Gates, Hyde, Pasquotank, Perquimans, Tyrrell and Washington

11 2017 legislative priorities Mission The mission of the Albemarle Rural Planning Organization (ARPO) is to serve as an intergovernmental organization of local and State officials for the purpose of developing longrange local and regional multi-modal transportation plans and securing needed transportation improvements for the Albemarle region. Position A core service of government, and vital to the economic development of the ARPO s region, is to ensure adequate funding for the construction and maintenance of bridges, highways, public transportation, airports, bicycle and pedestrian networks and the ferry system. Proposed solutions Continued exploration of funding approaches to generate revenue equitably from all users of North Carolina s transportation network. The ARPO supports these key regional transportation initiatives: Ensure funding for future interstate along US 64 and I 87 from the Hampton Roads region in Virginia to Raleigh, NC. Continue to support additional permanent sources of funding for new and replacement ferry vessels and support vessels. Seek methods to increase current level of State dredging funds to maintain year around, free and clear navigational channels. Seek methods to increase the current level of NCDOT Division 1 maintenance funds. Ensure funding for widening of highways, and needed bridge replacements, along hurricane evacuation routes. Continue to support the rotation of key RPO and NCDOT Division staff, throughout the state, on the SPOT workgroup to ensure all RPO s and NCDOT Divisions are represented equitably.

12 Agenda Item No. 8 Item Title: NCDOT travel, hotel, and meal policy Item Summary: In June, the NCDOT Transportation Planning Branch (TPB) stated RPO s and MPO s must now follow NCDOT travel, per diem hotel and per diem meal policy. Specific action requested: Discussion regarding direction staff should take on this issue Number of attachments: 2 On June 27, 2017, MPO and RPO Directors received an from Jamal Alavi, The Branch Manager for the Transportation Planning Branch stating beginning July 1, 2017 we had to follow NCDOT travel, hotel, and meal rates. None of us had any idea this was being considered and responded to Jamal with numerous questions and concerns. On August 3, 2017, Jamal sent us an stating travel policy has been a hot topic..and we need to ensure fair and reasonable travel policy guidelines are in place to help with our travel needs. He went on to say the TPB was requesting that each MPO and RPO, that would like to use their LPA s travel policy instead of the NCDOT s, to please send them to the TPB by close of business on August 10, I forwarded the Albemarle Commission travel policy to Jamal on the afternoon of August 3, 2017 and requested it be considered. On August 21, 2017, the Council of Governments Directors, including Albemarle Commission Executive Director, Cathy Davison also forwarded a letter to Jamal expressing their concerns with the new policy. They have yet to hear back from him. On September 11, 2017, I sent an to Jamal asking him if they had reviewed the travel policy I sent him. He forwarded my to Earline Thomas and she responded that there had been no change in guidance since the June 27, and the issue had been elevate to senior management. On October 11, 2017, NCDOT Chief Deputy Secretary David Howard forwarded the attached letter to Dana Stoogenke. Dana is the President of our RPO Association and the RPO Director for the Rocky River RPO. Dana called the Chief Deputy Secretary to speak to him about their decision. She expressed the following concerns which had been express by the RPO Directors to Jamal: 1. The current NCDOT travel policy does not make sense as COG s do not have a fleet of vehicles at our disposal to use instead of our private vehicles. 2. The policy negatively affects RPO s. In rural areas, some RPO Directors can drive over 100 miles per day just to and from a meeting in their own region. 3. Although we receive state funds, we are not state employees. We are employees of the COG we are sited under and must follow their travel policy and per diem policy. The attached NCDOT consultants per diem policy makes more sense to apply to us. 4. Rural areas do not have the availability of 24 hour rental car businesses. 5. If we have to attend a meeting overnight, blocks of hotel rooms are reserved by the person putting on the meeting. If the hotel does not offer state rates, RPO Directors will be forced to pay the difference out of pocket. 512 South Church Street P.O. Box 646 Hertford, NC Phone: Fax: Proudly serving Northeastern NC Counties: Camden, Chowan, Currituck, Dare, Gates, Hyde, Pasquotank, Perquimans, Tyrrell and Washington

13 Below is a table which shows the difference between the Albemarle Commission travel policy and the NCDOT travel policy. The Albemarle Commission uses the IRS per diem rates. Albemarle NCDOT Commission Mileage 53.5 cents per mile 53.5 center per mile for first 100 miles per day. 17 cents per mile after first 100 miles per day. Meals (3 per day)/ Hotel Asheville $59.00/$ $38.30/$71.20 Atlantic Beach/Moorhead $64.00/$91.00 $38.30/$71.20 City Chapel Hill $69.00/$ $38.30/$71.20 Charlotte $59.00/$ $38.30/$71.20 Durham $59.00/$ $38.30/$71.20 Fayetteville $54.00/$ $38.30/$71.20 Greensboro $54.00/$ $38.30/$71.20 Kill Devil Hills $64.00/$96.00 $38.30/$71.20 Raleigh $59.00/$ $38.30/$71.20 Wilmington $59.00/$98.00 $38.30/$71.20 Below is an example of mileage costs for a day trip to New Bern for a meeting: A trip to New Bern is 210 miles round trip If I traveled to New Bern with my personal vehicle, under the old policy, my mileage reimbursement would have been $ (53.5 cents per mile) Under the new NCDOT policy, my mileage reimbursement would be $72.22 if I used my personal vehicle. (34.4 cents per mile) For round trips over 100 miles, per NCDOT policy, I can rent a mid-size SUV (allowed by TPB because it is comparable to my personal vehicle). If I had to leave home at 7 am on Monday I would be allowed to pick up the rental on Saturday since the rental place in Elizabeth City does not open until 7:30 am. I would have to return it Monday after hours if the meeting, in New Bern, ended at 5:00 pm. It would have cost the RPO $ insurance and gas. ($1.49+ per mile not including insurance and gas) 512 South Church Street P.O. Box 646 Hertford, NC Phone: Fax: Proudly serving Northeastern NC Counties: Camden, Chowan, Currituck, Dare, Gates, Hyde, Pasquotank, Perquimans, Tyrrell and Washington

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16 STATE OF NORTH CAROLINA DEPARTMENT OF TRANSPORTATION ROY COOPER GOVERNOR JAMES H. TROGDON, III SECRETARY July 18, 2017 MAXIMUM ALLOWABLE NON-SALARY DIRECT COSTS CONSULTANTS ARE LIMITED TO THE LOWER OF THEIR ACTUAL RATES OR THE RATES IMPOSED BELOW REPRODUCTION: 42 x72 11 x17 XEROX COPIES $.04 $.10 BLUEPRINTS $.35 $ 1.30 BOND $.42 BOND (34 X 68 ) $ 3.50 VELLUMS $ 3.00 STICK-ONS $ 1.00 COVERS $ 0.50 BINDING $ 0.50 MYLARS $ 5.90 $ (3 x4 ) COMPUTER: CADD $ 0.00/HR (Recovered Through Overhead) OTHER: FILM & DEVELOPING $ 20.00/ROLL MILEAGE: SEDAN $ 0.535/MILE CARRYALL $ 0.555/MILE CAR RENTAL $ 45.00/DAY GAS FOR RENTAL $ 0.20/MILE CEI/Technician-type Contracts: 2-WD $770 per month Base Rate 4-WD $840 per month Base Rate Gas Reimbursement: 2-WD $0.14 per mile. Gas reimbursement based on $2.23/gal/16 mpg. Gas Reimbursement: 4-WD $0.16 per mile. Gas reimbursement based on $2.23/gal/14 mpg. Phones, Computers, ipads, Data Plans, Wi-Fi etc., are recovered through overhead SUBSISTENCE: In-State Out of State 2 1 Hotel is limited to actual costs not to exceed BREAKFAST $ 8.40 $ 8.40 $71.20/day+ tax; $84.10/ LUNCH $ $ day + tax for out of state. DINNER $ $ LODGING $80.00/day when $ $ proposing on lump sum Total $ $ jobs. -Subsistence is an allowance related to lodging and meals (including gratuities). -The payment of sales tax, lodging tax, local tax, or service fees applied to the cost of lodging is allowed in addition to the lodging rate and is to be paid as a lodging expense. -Reimbursement of actual costs of overnight lodging, whether in-state or out-of-state, must be documented by a receipt of actual lodging expenses from a commercial establishment. All subsistence rates comply with NC GS 138-6, the NC Office of State Budget &Management Budget Manual and the NCDOT Travel Policy and Reimbursement Procedures. 2 Out of State travel status only applicable when performing contracted services for NCDOT requires travel outside of North Carolina. Status begins when employee(s) leaves the state and remains in effect until returning to the state.

17 Allowances cannot be paid for lunches if travel does not involve overnight stay. However, an employee can be eligible for allowances for breakfast & dinner when the following applies: breakfast depart duty station prior to 6:00 am & extend workday by 2 hours dinner depart duty station prior to 5:00 pm (day of departure) or return to duty station after 8:00 pm & extend the workday by 3 hours travel must involve a destination of at least 35 miles from the employee s regularly assigned duty station (vicinity) or home, whichever is less ALL OTHER COSTS MUST SHOW SUPPORTING DOCUMENTATION ADDRESS ANY QUESTIONS TO THE CONS ULT ANT, UTILIT Y, RAIL, TURNPIKE AUDIT UNIT: Lonnetta Raynor - Manager lwraynor@ncdot.gov Dorene Creech - Lead Auditor dcreech@ncdot.gov Wayne Davenport - Lead Auditor wdavenport@ncdot.gov John Stroud Sr. Auditor jestroud@ncdot.gov Charlie Wright Sr. Auditor ccwright@ncdot.gov Milton Richardson, Jr. Sr. Auditor mrichardson@ncdot.gov

18 ARPO Updates

19 January 24, 2018 Manteo April 25, 2018 Elizabeth City ALBEMARLE RPO 2018 MEETING DATES September 26, 2018 Manteo ALBEMARLE RURAL PLANNING ORGANIATION 512 S. Church Street Hertford NC,

20 P5.0 Workgroup Recommendations P5.0 Schedule 36

21 Local Input Point Assessment Compliance Review and Recommendations Appendix A Albemarle RPO (ARPO) Summary: ARPO follows a matrix-based local input point assignment methodology that uses components of the quantitative score generated by NCDOT supplemented by other select quantitative and qualitative criteria. Criteria and weights differ at the Regional Impact and Division Needs level. ARPO ranks all projects against each other and assigns the maximim 100 points to the top ranked projects according to a target modal mix that also distributes points by geographic area. NCDOT Standard Criteria Transparency Meets the Standard Could Improve in this Area Explanation Methodology includes the minimum of one quantitative and qualitative criterion. Criteria are assigned weights and measurements. Material Availability Methodology and P4.0 local input points are easily accessible on the website. Schedule and Point Dissemination Transparency Methodology includes a schedule and informs readers how to access prioritization materials. Website links to a point assignment spreadsheet that shows the quantitative score, total RPO Point Assignment Documentation score, final local input points, individual criteria scores, as well as an explanation that justifies point assignment for each project. Point Assignment Deviation Transparency Methodology includes a deviation clause stating that any deviation from the methodology will be documented with rationale/reasoning and posted on the website. ARPO documented rational for deviations as part of the final point assignments. Public Review Organization hosts at least one public hearing and comment period. Consideration of Public Comment Results of the public comment period are presented to the policy committee for their consideration during the meeting regarding final point assignment. Process Highlights ARPO provides an excellent point assignment documentation spreadsheet, which includes enough information for the public to be able to link final local input point assignment back to the criteria established in the methodology. ARPO provides written reasoning for each project, explaining why each project received a given number of points. ARPO meets all standards set forth by NCDOT. No specific recommendations to address NCDOT standards. 27