Administrative Committee

Transcription

1 Indianapolis Regional Transportation Council Administrative Committee Meeting Agenda July 24, :00 a.m. - 11:00 a.m. IndyGo Board Room 1501 West Washington Street Indianapolis, IN Welcome & Introductions Anna Gremling, MPO 5 min. Items for Approval 2. Minutes from meeting dated June 5, Bylaws & Hosting Agreement 4. Long Range Transportation Plan Amendment Status Reports 5. Indianapolis Regional Transportation Improvement Progarm 6. Executive Director Updates Other Items of Business 7. Other Items of Business 8. Adjournment Additional Information Anna Gremling, MPO Ryan Wilhite, MPO Stephanie Belch, MPO Kristyn Campbell, MPO Anna Gremling, MPO Anna Gremling, MPO Anna Gremling, MPO 5 min. 15 min. 5 min. 10 min. 5 min. 5 min. 5 min Meeting Dates/Times IRTC Administrative Committee Meeting October 2, 2015 at IndyGo at 9am IRTC Technical Committee Meeting August 5, 2015 at MIBOR at 9am IRTC Policy Committee Meeting August 18, 2015 at MIBOR at 9am Materials pertinent to items 2, 3, 4 attached. For additional information, please see For accommodation needs for persons with disabilities, please call Packet Page # 1

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3 Indianapolis Regional Transportation Council Administrative Committee Meeting Minutes June 5, :00 a.m-11:00 a.m. IndyGo Board Room 1501 West Washington Street, Indianapolis, IN Committee Members Present Mayor Andy Cook Westfield* Luke Mastin Johnson County* Ian Nicolini- Town of Speedway* * = Voting member or proxy Others Present Anna Gremling MPO Jen Higginbotham, MPO Stephanie Belch-MPO Larry Heil-FHWA Mike Terry-IndyGo* Andy Lutz- City of Indianapolis* Sean Northup MPO Kristyn Campbell-MPO Steve Cunningham-MPO Ryan Wilhite - MPO 1. WELCOME & INTRODUCTIONS Anna Gremling, MPO Executive Director, called the meeting to order and welcomed Administrative Committee members. She asked members to introduce themselves. ITEMS FOR APPROVAL 2. APPROVAL OF MINUTES (SEEKING APPROVAL) Ian Nicolini moved to approve the April 24, 2015, minutes as presented. Andy Lutz seconded the motion. The minutes of the April 24, 2015, IRTC Administrative Committee Meeting were approved. 3. MEMORANDUM OF UNDERSTANDING WITH ANDERSON & COLUMBUS MPOS Anna Gremling provided background on the Anderson/Columbus meeting with Jerry Bridges. Anna stated there were two areas that could not be agreed upon. First, she questioned the dollar amount. She stated she believed the formula was unfair. And secondly, Anna stated it would not involve PL dollars. Larry Heil stated the Anderson MPO had not been diligent in their pursuit of the funds. Larry was pleased that conversations were being conducted and there would be closure in this matter. Anna said there was some compromise. The IMPO agreed to authorize payment of $12,000 in STP funds yearly until the new census is done. Anna stated it would more than likely be in the year 2020 and in her view a good compromise in that it forgives ¾ of a million dollars. She said she would bring this to the retreat in June for final approval. Andy Lutz moved the agreement be brought forward for approval at the IRTC Joint meeting on June 18, Ian Nicolini seconded the motion. The Administrative Committee voted in favor of the motion to bring the agreement to the IRTC Joint meeting on June 18, REGIONAL CITIES INITIATIVE Anna provided a hand out for review. She provided a brief summary of the RDA. She said the General Assembly approved 40 million dollars of federal monies to be awarded each year. The award will go to communities that have formed an RDA and submitted a project application for review. The Cities of Westfield, Greenwood, Indianapolis and Carmel will be submitting resolutions to their councils to enable them to seek the funds. There are three projects being submitted. They are the Indy Connect Red Line Phase 1, 16 Tech Park, and Regional Trails. The deadline for submission had been extended from July 1 st to August 31 st. She stated the Indianapolis Chamber of Commerce would be the Page 1 of 2 Packet Page # 3

4 administrative arm for the communities. There is discussion to have the IMPO extend some staff hours to complete tasks in the administrative area as well as expertise in the projects being submitted. Anna stated she would be reviewing the time IMPO staff provides. She also said there would be fees charged to the submitting LPA for the services and the scope of need. Luke Mastin said he would like to see the IMPO be used on a short term basis and be examined if it seemed to extend beyond that requirement. A brief discussion ensued with Ian Nicolini and Luke Mastin. Mike Terry asked if the administrative duties were best performed by an agency like CIRTA. Anna Gremling stated that the IMPO was very familiar with the projects and that played into the decision. Andy Cook stated it is the first time the Indiana state legislature has looked at things regionally. Andy Lutz stated that other urban areas of the state are forming or have already formed an RDA and will be submitting their projects. Anna stated there would be more information at the Joint IRTC meeting. Andy Lutz moved to approve the use of the IMPO staff to assist the City of Greenwood, City of Westfield, City of Carmel and City of Indianapolis with the Regional Cities application, not to exceed FY Ian Nicolini seconded the motion. The use of the IMPO staff to assist the City of Greenwood, City of Westfield, City of Carmel and City of Indianapolis with their Regional Cities application, not to exceed FY2016 was approved. STATUS REPORTS 4. TAP SCORING Jen Higginbotham updated the committee on the scoring criteria and changes in the Transportation Alternatives Program (TAP). She reviewed the procedures to submitting an application and the scoring and assessment application. She stated Safe Routes to School and Bikeways will continue to be separate. There will be more points for safety and length of trail. Mike Terry stated that transit should change scoring. Anna stated there will be some modifications to the scoring in A brief discussion ensued. 5. HOSTING AGREEMENT & BYLAWS Ryan Wilhite provided an update on the Hosting Agreement. He stated there were modifications in the personnel section as it pertains to the hiring and termination of the Executive Director of the MPO. A brief discussion ensued between Ian Nicolini, Luke Mastin, Andy Cook and Larry Heil. There was discussion regarding the elimination of the residency requirements for IMPO staff. Anna stated she has started the conversations as the change will go in front of the City County Council. She will decide the more appropriate time to move this forward. She also mentioned the possibility of using an outside agency for IT services. Ryan provided an update on the Bylaws. There were modifications in the local match requirements when an LPA is leaving and rejoining the MPO. There were minor changes to the public notice periods. 6. OTHER ITEMS OF BUSINESS Anna Gremling gave a brief update on the Redline, Amtrak and Tiger Funds. There was a brief discussion on the upcoming IRTC Retreat and topics being presented. Luke Mastin stated he would have a brief update on the discussions he has been having with IRTC members with regard to INDOT, moving local control and possibility of a resolution. 7. ADJOURNMENT Luke Mastin moved to adjourn the meeting. Andy Lutz seconded the motion. The Administrative Committee voted in favor of the motion. Page 2 of 2 Packet Page # 4

5 Indianapolis Metropolitan Planning Organization & Indianapolis Regional Transportation Council Bylaws Updated 2015 Approved XXXX Effective XXXX i Packet Page # 5

6 TABLE OF CONTENTS Preamble... 1 Article I. Structure... 1 Section 1.01 Official Designation... 1 Section 1.02 Indianapolis Regional Transportation Council (IRTC)... 1 Section 1.03 Metropolitan Planning Organization Staff... 1 Article II. Urbanized Area Boundary and Metropolitan Planning Area... 1 Article III. IRTC Participation and Membership... 1 Section 3.01 Participation of Local Public Agencies... 1 Section 3.02 IRTC Membership and Local Match... 2 Section 3.03 Eligible Voting Members... 2 Section 3.04 Non-Voting Members... 3 Section 3.05 Joining the MPO... 3 Section 3.06 Leaving the MPO... 4 Article IV. General Provisions... 4 Section 4.01 Meetings and Agenda... 4 Section 4.02 Official Representative, Proxies, and Notification... 4 Section 4.03 Voting Eligibility, Procedures, and Official Approval... 6 Section 4.04 Officers (Chair and Vice-Chair)... 6 Section 4.05 Elections for Administrative Committee and Officers... 6 Section 4.06 Planning Agreements... 7 Section 4.07 Bylaw Amendments... 8 Article V. IRTC Policy Committee... 8 Section 5.01 Purpose... 8 Section 5.02 Powers... 8 Section 5.03 Representatives... 8 Section 5.04 Officers... 8 Section 5.05 Quorum... 9 Article VI. IRTC Technical Committee... 9 Section 6.01 Purpose... 9 ii Packet Page # 6

7 Section 6.02 Powers... 9 Section 6.03 Representatives... 9 Section 6.04 Officers... 9 Section 6.05 Quorum Article VII. IRTC Administrative Committee Section 7.01 Purpose Section 7.02 Powers Section 7.03 Representatives Section 7.04 Officers Section 7.05 Quorum Appendix A: Map of Indianapolis MPA Appendix B: List of Jurisdictions within the MPA Appendix C: Planning Agreement Appendix D: MPO Planning Agreement Appendix E: Hosting Agreement iii Packet Page # 7

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9 Preamble Federal legislation requires the establishment of a Metropolitan Planning Organization (MPO) in urban areas where the population exceeds 50,000 people for the purpose of conducting a cooperative, comprehensive and continuing transportation planning process. Article I. Structure Section 1.01 Official Designation The City of Indianapolis Department of Metropolitan Development (DMD) is the designated MPO for the Indianapolis Metropolitan Planning Area. The Indianapolis Metropolitan Planning Organization is a division within the DMD. Section 1.02 Indianapolis Regional Transportation Council (IRTC) (b) (c) The Indianapolis Regional Transportation Council (IRTC) is comprised of elected and appointed representatives of the local public agencies, public transit providers, and other partner agencies within the Indianapolis Metropolitan Planning Area. The IRTC is governed by a Policy Committee, and also has a Technical Committee and an Administrative Committee. The IRTC Policy Committee is the body that reviews and approves all transportationrelated activities of the MPO. These include the Unified Planning Work Program (UPWP), the Transportation Improvement Program (TIP), and the Long Range Transportation Plan (LRTP). Section 1.03 Metropolitan Planning Organization Staff MPO staff is responsible for carrying out the federal transportation planning process in conjunction with its partners. The City of Indianapolis is the hosting body for the MPO staff. As such, MPO staff is City of Indianapolis employees. Article II. Urbanized Area Boundary and Metropolitan Planning Area Per the 2010 Decennial Census, the Indianapolis Urbanized Area and Metropolitan Planning Area (MPA) includes all of Marion County and portions of Boone, Hamilton, Hancock, Hendricks, Johnson, Morgan and Shelby counties as shown in Appendix A. Article III. IRTC Participation and Membership Section 3.01 Participation of Local Public Agencies Packet Page # 9 Page 1 of 35

10 (b) All local public agencies (LPAs) within the MPA are invited to participate in the MPO planning process. See Section 3.05 for more details on joining the MPO. The list of LPAs within the MPA is shown in Appendix B. Section 3.02 IRTC Membership and Local Match (b) (c) (d) (e) (f) (g) Those LPAs that choose to participate can become member agencies. Membership provides each participating LPA access to federal transportation dollars, any licensed data products, MPO planning support, and any surplus planning funds that may become available to the MPO. Each LPA shall pay their share of the federal planning funds local match as membership to the IRTC. The combined local match share provides the match to federal planning funds received from the Federal Highway Administration and Federal Transit Administration, via the Indiana Department of Transportation. Each member LPA must commit to the provision of the local match for the duration of their membership in the MPO. Local match is determined annually by the IRTC Policy Committee. The local match share is determined by calculating the LPA s share of the MPA population (based on the latest decennial census or other agreed-to source by the Policy Committee) and multiplying it by the local match required for that year s federal planning authorizations. At the second quarter Policy Committee meeting, MPO staff will provide an account of local match dues (approved by the Policy Committee). This local match amount is due by the following first quarter IRTC Policy Committee meeting. A list of participating members can be found on the MPO website. If an LPA does not pay their local match by the specified date or ceases to pay while receiving federal funds for a project, the federal portion of the project will be cancelled, the project will be removed from the Transportation Improvement Program (TIP) for the Indianapolis region, and the LPA will be required to complete the project with local funding. The LPA will also surrender voting privileges on all IRTC Committees and all other benefits outlined in Section 3.02 (b). Section 3.03 Eligible Voting Members (b) Those LPAs that pay their share of local match are considered eligible voting members. For details on local match, see Section The following partner agencies are represented as voting members of the IRTC Policy and Technical Committees: Indianapolis Public Transportation Corporation (dba IndyGo) Central Indiana Regional Transportation Authority (CIRTA) Packet Page # 10 Page 2 of 35

11 Indianapolis Airport Authority (IAA) Indiana Department of Transportation (INDOT) Ports of Indiana Section 3.04 Non-Voting Members (b) Non-voting members, also known as advisory members, serve an important role on their respective committees. The following agencies are considered non-voting members for both the IRTC Policy and Technical Committees: Federal Highway Administration (FHWA) Federal Transit Administration (FTA) Environmental Protection Agency (EPA) Indiana Department of Environmental Management (IDEM) Indianapolis Metropolitan Development Commission (MDC) Local Public Agencies that choose not to pay local match Other non-voting members are also included in the membership of the Technical Committee only: (i) (ii) Representatives from the adjacent metropolitan planning organizations to coordinate regional planning processes. This includes the Columbus Area Metropolitan Planning Organization (CAMPO) and the Madison County Council of Governments (MCCOG). Representative from an organization that represents freight interests in the central Indiana region. Section 3.05 Joining the MPO (b) (c) A LPA within the MPA may join or rejoin the MPO at any point in time. For LPAs not previously in the MPA, see Section 3.05 (c). As a requirement of an LPA joining or rejoining the MPO, an LPA must pay the following: the number of years absent from the MPO, up to three years, multiplied by its current local match dues. Following approved changes to the urbanized area and/or Metropolitan Planning Area (MPA), LPAs previously not in the MPA are invited to join the MPO. The IRTC Policy Committee extends the invitation to join the MPA; the invitation coincides with the final approval of the new MPA boundary. The LPA is given two (2) years from the initial invitation to join the MPO. After this time, the LPA falls under and (b) of this section. Packet Page # 11 Page 3 of 35

12 Section 3.06 Leaving the MPO (b) A LPA may opt out of its membership with the MPO unless it is receiving federal funds from the MPO. The MPO requires that the highest legislative body of the LPA and the Official Representative provide written notification of LPA s decision to leave MPO membership to the MPO no later than the first quarter IRTC Policy Committee Meeting. For the purpose of creating a balanced budget and fairness to other LPAs, the departing LPA is required to continue paying local match for two years after its written membership termination. If the LPA turns in its termination letter after the first quarter IRTC Policy Committee, it will be required to pay for the following two years. For example: LPA A decides it no longer wishes to participate in the MPO. The LPA turns in its written membership termination letter at the second quarter IRTC Policy Committee meeting. The LPA is responsible for the current year and the two following years. If, however, the LPA turns its termination letter in by the first quarter IRTC Policy Committee meeting, it is responsible for the current year and the year after. Article IV. General Provisions Section 4.01 Meetings and Agenda (b) (c) (d) (e) Four meetings of the IRTC Policy and Technical Committees will be held annually, in the months of February, May, August, and October (or as deemed appropriate for the efficient conduct of business). In addition, an annual Joint Policy and Technical Committee may be offered in June. The Chair may cancel regular quarterly IRTC meetings should there be insufficient business on the Committee s tentative agenda (which is prepared by the MPO staff in conjunction with the Chair). Administrative Committee meetings are held no more often than once quarterly unless deemed necessary by the Chair. Special meetings may be called by the Chair, the Executive Director, or at the request of the majority of the present eligible voting members. Whenever possible, at least seven (7) calendar days notice shall be given. Meeting agendas will be distributed at least one week prior to the IRTC meetings. Items on the agenda originate from the MPO staff and pertain to pertinent items of business that the MPO must complete. Items may also be placed on the agenda at the request of the Chair, an Administrative Committee member, or a member LPA. The MPO and the IRTC shall conduct their business in compliance with the State of Indiana s Open Meetings Law (Ind. Code ), Indiana s Public Access Laws (Ind. Code ), and the MPO s Public Involvement Plan. Section 4.02 Official Representative, Proxies, and Notification Packet Page # 12 Page 4 of 35

13 Official Representative (i) (ii) (iii) LPAs shall notify the MPO staff in writing of their Official Representatives for IRTC Policy and Technical Committees. Representatives for the Policy Committee must be either an elected official or a paid employee of the LPA. In the event that the LPA fails to designate its Official Representative, the following applies: a) Policy Committee The highest elected official of the LPA (mayor, president of town council, president of board of county commissioners) shall be deemed the Official Representative on the IRTC Policy Committee until a designated representative is received from the LPA. b) Technical Committee The LPA s Engineer shall be deemed the Official Representative on the IRTC Technical Committee until a designated representative is received from the LPA. The names of the Official Representatives shall be available on the MPO website. (iv) Partner agencies shall also notify the MPO staff in writing of their Official Representative. Representatives shall be designated by the highest official of the agency. (b) Proxy (i) LPA s may appoint a Proxy to the IRTC Policy Committee who will serve in the official member s absence and to the IRTC Technical Committee. To appoint a Proxy, the name of the Proxy must be submitted in writing to the MPO. An LPA may appoint more than one Proxy but every Proxy must meet the requirements set forth below: a) For the Policy Committee, the Proxy shall be a paid employee or elected official from the same organization, agency, institution, or LPA; b) For the Technical Committee, it is suggested that the Proxy be a paid employee from the same organization, agency, institution or LPA. (c) (ii) In instances where neither the Official Representative nor the appointed Proxy can attend, another individual may be selected as a Proxy, conditional on the Proxy definitions outlined in 4.02 (b) (i). The LPA must notify the MPO in writing prior to the meeting when such an event arises. Notification to MPO of Representatives and Proxies (i) (ii) These appointments of the Official Representatives and Proxies must be submitted in writing to the MPO. The communication should note the Official Representative and Proxy of both committees, including their contact information. These Official Representatives and Proxies will remain in effect until such time the LPA notifies the MPO in writing ( s, fax, or letter) of any new Official Representatives or Proxies (as described above in 4.02 and (b)). Packet Page # 13 Page 5 of 35

14 Section 4.03 Voting Eligibility, Procedures, and Official Approval (b) (c) (d) (e) All eligible voting members (or in the absence of the Official Representative, their qualified Proxy) are permitted to vote. Non-voting members and unauthorized Proxies are not permitted to vote. Each eligible voting member is entitled to one (1) vote. No eligible voting member may vote twice. Any member may call for a vote on any agenda item and, if it is seconded, a vote may be taken on the agenda item. A member may withdraw from voting on an issue by abstaining. Actions of all committees are approved by a majority vote of present eligible voting members, as long as a quorum is present. Section 4.04 Officers (Chair and Vice-Chair) (b) (c) (d) The Chair of the Policy Committee is the Chair of the Administrative Committee. In the absence of the Chair, the Vice Chair will serve as the Chair. In the event the Chair cannot attend the meeting, the Vice-Chair will have the choice of either performing the Chair s duties him/herself; or, choosing the Chair s Proxy to perform those duties. The term of office for officers shall be one year. Officers may serve unlimited terms. The Chair is tasked with maintaining order, upholding the bylaws, and facilitating discussion of the Policy and Administrative Committees. Section 4.05 Elections for Administrative Committee and Officers Administrative Committee (i) (ii) Prior to the first quarterly meeting of the IRTC Policy Committee, the MPO Executive Director will ask for nominations for the Administrative Committee as outlined below, except for the At-Large Members. The Administrative Committee is a nine (9) member committee, comprised of one representative from the following classes: a) Largest City in the MPA b) Excluded Cities (Beech Grove, Lawrence, Southport, Speedway) c) County d) Town e) City f) Transit (IPTC and CIRTA) g) Up to 3 At Large Members Packet Page # 14 Page 6 of 35

15 (iii) (iv) (v) (vi) (vii) (viii) Nominees must have served as an Official Representative or Proxy for an eligible voting member for one year immediately prior. Nominees will be given an opportunity to speak, if so desired. Nominees shall be voted upon immediately. Voting for the Administrative Committee/Officers may be done by paper ballots or electronic voting; no absentee voting is permitted. Administrative Committee members, except for the At-Large Members, are elected by the majority vote of present voting Policy Committee members of their class (see 4.05(ii). In the event of a tie vote, the MPO Executive Director shall cast the deciding vote. Following the first vote, any unelected nominees from the first election or any IRTC Policy Committee representative not holding a position, may run for one of the up to three (3) At Large seats. Another election is held for up to 3 At-Large positions. The three representatives with the most votes are elected to the At-Large positions. In the event of a tie vote, the MPO Executive Director shall cast the deciding vote. After the vote for the At-Large positions, a third election is held for IRTC Policy Committee Chair and Vice Chair (Officers). a) Only Administrative Committee members may be nominees for an officer position. b) Nominees will be given an opportunity to speak, if so desired. c) Those nominees shall be voted upon immediately. d) Officers are elected by the majority vote of present voting Policy Committee members. In the event that no one officer receives a majority of the votes, the representative with the highest number of votes is the Chair. The next highest vote getter is the Vice Chair. e) In the event of a tie vote, regardless of the number of nominees, the MPO Executive Director shall cast the deciding vote. f) Additional elections may be held if either the Chair or Vice-Chair cannot carry out his/her duties for the remainder of the appointed term. This election should occur at the next Policy Committee meeting after the Chair/Vice-Chair resigns. Section 4.06 Planning Agreements The Indianapolis MPO agrees to conform to the policies agreed upon in the Memorandum of Agreement (MOA) by and between the Indianapolis MPO, the Indiana Department of Transportation (INDOT), and the Indianapolis Public Transportation Corporation (dba IndyGo). This document is attached for reference as Appendix C. Packet Page # 15 Page 7 of 35

16 (b) The Indianapolis MPO agrees to conform to the policies agreed-upon in the Planning Activities Agreement with the Madison County Council of Governments (MCCOG) and the Columbus Area Metropolitan Planning Organization (CAMPO). This document is attached for reference as Appendix D. Section 4.07 Bylaw Amendments (b) Each eligible voting member must receive written notice of the proposed amendment at least thirty (30) days prior to the meeting at which the amendment is to be considered. Amendments to these Bylaws of the MPO/IRTC shall require the affirmative vote of at least one-half of all Policy Committee eligible voting members, provided there is a quorum. Article V. IRTC Policy Committee Section 5.01 Purpose The Indianapolis Regional Transportation Council s (IRTC) Policy Committee addresses and approves the transportation-related plans and programs of the MPO. These include the Unified Planning Work Program (UPWP), the Indianapolis Regional Transportation Improvement Program (TIP), and the Long Range Transportation Plan (LRTP). Section 5.02 Powers (b) (c) (d) Approve required planning documents, particularly the Long Range Transportation Plan, Transportation Improvement Program, and Unified Planning Work Program. Establish special committees or task forces as appropriate. Oversees expenditures of federal surface transportation dollars, as outlined in federal and state laws. All powers outlined in any appendix material to these bylaws. Section 5.03 Representatives Official Policy Committee representatives from the local public agency are appointed by the LPA. These representatives must be an elected official or a paid staff member of the LPA. The Official Representative list is posted on the MPO website. Section 5.04 Officers Officers consist of a Chair and a Vice Chair for the Policy Committee. The Chair and Vice Chair also serve as Chair and Vice Chair of the Administrative Committee. Packet Page # 16 Page 8 of 35

17 (b) (c) (d) (e) (f) (g) The Chair is charged with maintaining meeting order, upholding the bylaws, and facilitating discussion where necessary. The Chair shall work with the MPO staff to set the order of business for each meeting. In the event the Chair cannot attend the meeting, the Vice-Chair will have the choice of either performing the Chair s duties him/herself; or, choosing the Chair s Proxy to perform those duties. The officers are elected as described in Section 4.06 Elections for Administrative Committee and Officers. The term of office for officers shall be one year. Officers may serve unlimited terms. In the event that the Chair is unable to carry out his/her duties for the remainder of the term, the Vice Chair shall carry out the functions of the Chair. Additional elections may be held if either the Chair or Vice-Chair cannot carry out his/her duties for the remainder of the appointed term. This election should occur at the next Policy Committee meeting after the Chair/Vice-Chair resigns. Section 5.05 Quorum The quorum for the Policy Committees is 15 eligible voting members. No action on an agenda item may be taken unless a quorum is present. Article VI. IRTC Technical Committee Section 6.01 Purpose As technical experts, the Technical Committee is intended to provide advisory recommendations to the Policy Committee, particularly on items that are more technical in nature. Section 6.02 Powers (b) (c) (d) Recommendations for approval of planning documents to the Policy Committee. Establish special committees or task forces as appropriate. Offers technical guidance regarding the allocation of federal surface transportation dollars. All powers outlined in any appendix material to these bylaws. Section 6.03 Representatives Each LPA shall appoint an Official Representative and Proxy to serve on the Technical Committee. Representatives and proxies should have technical expertise. Section 6.04 Officers Packet Page # 17 Page 9 of 35

18 The Chair for the Technical Committee is the MPO Executive Director. This role is charged with maintaining meeting order, upholding the bylaws, and facilitating discussion where appropriate. Section 6.05 Quorum The quorum for the Technical Committee is 15 eligible voting members. No action on an agenda item may be taken unless a quorum is present. Article VII. IRTC Administrative Committee Section 7.01 Purpose The Administrative Committee serves as an ad hoc committee to the Policy Committee. The Administrative Committee reviews policies and procedures prior to their introduction to the IRTC Policy and Technical Committees. It also provides guidance to MPO staff on certain operational items that may be time-sensitive and require meeting sooner than quarterly. Section 7.02 Powers (b) (c) (d) (e) Pursuant to the Hosting Agreement (as shown in Appendix E), review and advise on personnel, hiring and training needs and issues of the MPO staff. Review and advise on budget needs and issues. Review and advise on issues pertaining to the organizational structure of the MPO and the IRTC. Establish special committees or task forces as appropriate. Approve emergency Indianapolis Regional Transportation Improvement Program (IRTIP) amendments brought before the Indianapolis Regional Transportation Council. (i) (ii) (iii) Emergency IRTIP amendments will be provided to members of the Technical Committee and Policy Committee and final action will be taken by the Administrative Committee at their next regularly scheduled meeting, or at a special meeting called by the Chair. A public notice period, per the MPO s Public Involvement Plan, is required. Members of the Policy Committee and Technical Committee, as well as the public, are invited to attend the emergency amendment meeting and/or may submit comments by , regular mail, or in person. (iv) Only the Administrative Committee members or their proxies may vote at this special meeting. (f) All powers outlined in any appendix material to these bylaws. Packet Page # 18 Page 10 of 35

19 Section 7.03 Representatives (b) Representatives are the elected Administrative Committee members as indicated in Section In the absence of the elected representative, his/her Proxy may serve in the representative s place. Section 7.04 Officers (b) (c) Officers consist of a Chair and a Vice Chair. The Chair is tasked with maintaining order, upholding the bylaws, and facilitating discussion of the Administrative Committee. In the event the Chair cannot attend the meeting, the Vice-Chair will have the choice of either performing the Chair s duties him/herself; or, choosing the Chair s Proxy, if any, to perform those duties. Section 7.05 Quorum The quorum for the Administrative Committee is at least 50% of the entire Administrative Committee. No action can occur unless a quorum is present. Packet Page # 19 Page 11 of 35

20 Appendix A: Map of Indianapolis MPA Packet Page # 20 Page 12 of 35

21 Appendix B: List of Jurisdictions within the MPA 1. Town of Arcadia 2. Town of Atlanta 3. Town of Avon 4. Town of Bargersville 5. City of Beech Grove 6. Town of Bethany 7. Boone County 8. Town of Brooklyn 9. Town of Brownsburg 10. City of Carmel 11. Town of Cicero 12. Town of Cumberland 13. Town of Danville 14. Town of Edinburgh 15. Town of Fishers 16. City of Franklin 17. City of Greenfield 18. City of Greenwood 19. Hamilton County 20. Hancock County 21. Hendricks County 22. City of Indianapolis 23. Johnson County 24. City of Lawrence 25. Town of McCordsville 26. Town of Mooresville 27. Morgan County 28. Town of New Palestine 29. Town of New Whiteland 30. City of Noblesville 31. Town of Pittsboro 32. Town of Plainfield 33. Shelby County 34. City of Southport 35. Town of Speedway 36. Town of Spring Lake 37. City of Westfield 38. Town of Whiteland 39. Town of Whitestown 40. Town of Zionsville Included Cities/Towns (Marion County, Unigov) 1. Meridian Hills 2. Williams Creek 3. North Crows Nest 4. Crows Nest 5. Rocky Ripple 6. Wynnedale 7. Homecroft 8. Clermont 9. Warren Park 10. Spring Hill Packet Page # 21 Page 13 of 35

22 Appendix C: Planning Agreement Planning Agreement between MPO/INDOT/IndyGo. Packet Page # 22 Page 14 of 35

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35 Appendix D: MPO Planning Agreement Planning Agreement between 3 MPOs Packet Page # 35 Page 27 of 35

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43 Appendix E: Hosting Agreement In progress Packet Page # 43 Page 35 of 35

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45 DRAFT DRAFT DRAFT Indianapolis Metropolitan Planning Organization Hosting Agreement Between the Indianapolis Regional Transportation Council (IRTC) Policy Committee, on behalf of the Indianapolis Metropolitan Planning Organization ( the MPO ), and the City of Indianapolis ( Host Agency ) POLICY GOAL This policy seeks to formalize the roles of the IRTC Administrative Committee and the City of Indianapolis as the Host Agency for the organization, and, to clarify the oversight of the MPO personnel, the procurement of goods and services, and other MPO related contractual and financial issues. POLICY LANGUAGE Overview The IRTC Policy Committee is a regional body of elected and appointed officials from Marion County and the seven surrounding counties, including cities and towns, that comprise the Indianapolis urbanized area as defined by the U.S. Census Bureau, the IRTC, the Indiana Department of Transportation (INDOT), and Federal Highway Administration (FHWA); and those communities further encompassed in the metropolitan planning area (MPA) as jointly defined by the IRTC and INDOT. The IRTC Administrative Committee is comprised of Indianapolis Regional Transportation Council Policy Committee members and includes the Mayor of the City of Indianapolis (or his/her designee), per the MPO bylaws. The MPO Director and staff are employees of the Host Agency. Salaries of the staff are provided 80% by the U.S. Department of Transportation in the form of planning funds (PL and 5303) and are matched 20% by the member agencies of the IRTC. The City of Indianapolis Department of Metropolitan Development (DMD) serves as the zoning and planning arm of the City of Indianapolis and is the designated metropolitan planning organization for the Indianapolis Urbanized Area. The Indianapolis Metropolitan Planning Organization is a division of DMD. The Metropolitan Development Commission (MDC) is the board for the DMD and approves contracts. Personnel Indianapolis MPO staff are Host Agency employees. The Host Agency assumes responsibility and liability for all its employees; employee actions and expectations are outlined in the City of Indianapolis/Marion County Employee Manual. Therefore, the Host Agency will be involved in any personnel process. MPO Director - The IRTC Administrative Committee shall be responsible for the appointment, performance oversight, and performance review of the MPO Executive Director. The IRTC Policy 1 Packet Page # 45

46 DRAFT DRAFT DRAFT Committee must request a performance review. The performance review shall be completed by the end of the year designated by the IRTC Policy Committee and a copy provided to the Host Agency immediately thereafter. The IRTC reviews and advises the Mayor of the City of Indianapolis on any performance-based termination decision regarding the Executive Director. In the event of a vacancy at the MPO Executive Director position, the IRTC Administrative Committee will appoint an acting MPO Executive Director from existing MPO/Host Agency employees. If, after the performance review, the Administrative Committee determines that the Executive Director is not performing the assigned duties to its standards, the Administrative Committee can vote to recommend termination of the Executive Director. This vote is advisory. The majority of present Administrative Committee members must agree, by a vote, to recommend termination of the Executive Director. Following an affirmative vote, an emergency meeting is called of the IRTC Policy Committee. The Chair of the IRTC will provide an update to the IRTC Policy Committee members on the performance issues of the Executive Director. The Executive Director will be allowed to defend his/her actions to the IRTC Policy Committee. The Policy Committee must vote on the advisory IRTC Administrative Committee vote. The Policy Committee will vote and a recommendation of termination is approved only if 3/4 of the present IRTC Policy Committee and the Host Agency votes to terminate the Executive Director. This vote is advisory and is recommended to the Host Agency, who makes the final determination on termination. The IRTC Policy Committee shall nominate a new Executive Director as outlined below, with counsel from the IRTC Administrative Committee. The Administrative Committee shall determine the attributes and characteristics desired for the new MPO Executive Director, based on both its understanding of the organization, MPO staff input, and input from the Host Agency. The Host Agency, through the MPO, shall then advertise for the position. The Host Agency will collect all resumes and share them with the IRTC Administrative Committee. The IRTC Administrative Committee shall select their top candidates from the resumes submitted and conduct interviews. The IRTC Administrative Committee shall select the top candidate and the IRTC Policy Committee votes on the selection. IRTC approval requires a majority vote of present voting members. Assuming the selected candidate passes a background check and is otherwise eligible for employment with the Host Agency, the Host Agency will extend an offer of employment to the selected candidate and be responsible for all human resources/personnel activities from that point forward. If an IRTC committee member wants to address performance issues of the Executive Director, he/she may submit a letter to the Chair of the IRTC. The letter should contain specifics detailing performance issues related to the work for the Indianapolis MPO. MPO Staff MPO staff are employees of the Host Agency and are subject to the latest version of the City of Indianapolis and Marion County Employee Manual. The MPO Executive Director is responsible for the supervision and performance reviews of all MPO staff, in accordance with established Host Agency 2 Packet Page # 46

47 DRAFT DRAFT DRAFT review guidelines and time frames. The MPO Executive Director shall hire or terminate any MPO staff pursuant to the Host Agency personnel policies and Employee Manual. Staff Salaries and Benefits The Host Agency shall administer all salaries and benefits of the MPO staff. MPO staff are entitled to the same benefits as Host Agency staff. Salaries and benefits of the MPO staff will be paid by the MPO, utilizing federal transportation planning funds and local match monies. The MPO Executive Director and the IRTC Administrative Committee may adjust staff salaries, as long as such adjustment is fiscally sustainable (i.e. cannot use a reserve fund to pay for salary increases). Merit pay increases, if any, shall be based upon performance reviews conducted by the MPO Executive Director, with concurrence from the IRTC Administrative Committee and the Host Agency. Procurement of Goods and Services The MPO shall follow all rules and guidelines of the Host Agency as it pertains to the procurement of goods and services, except where state or federal rules and regulations supersede. Contractual Issues The MPO shall follow the contracting policies and procedures provided by the Host Agency, except where state or federal rules and regulations supersede. All MPO contract payments will be handled through DMD. MPO Staff will be responsible for the oversight of all MPO contracts. Financial Issues All financial issues, including grant management and auditing, will be handled by the Host Agency. The MPO shall pay an indirect rate to the Host Agency for these financial services. Services that can be handled by the MPO shall be done so in cooperation with the Host Agency and may result in a lower indirect rate charged to the MPO. In the future, the MPO may decide to handle its own financial issues and a reduction of the indirect rate charged by the Host Agency will be granted. The MPO agrees to cooperate fully in any necessary auditing processes. MPO finances (federal planning funds, local matches, and other grants and match the MPO may acquire) shall be tracked and accounted for independently of other DMD funds so that reporting to the IRTC Policy Committee can be easily accomplished. Since the MPO is funded with reimbursable federal dollars, the Host Agency will need to provide operating funding to the MPO for normal operating expenditures. The Host Agency will file monthly claims to INDOT to ensure expeditious reimbursement of funds. Information Technology Technological needs (e.g. data storage, software and computers) will be handled through the Host Agency. The MPO will incur charges to cover the costs associated with these services. Software 3 Packet Page # 47

48 DRAFT DRAFT DRAFT purchases outside the normal Host Agency structure, including outside vendors, shall require a contract in accordance with Information Services Administration (ISA) rules that will be approved by the MDC and/or the Director of the DMD, as required by the Host Agency policies/requirements. The MPO may decide to use an outside vendor for some of its technological needs. If this becomes the case, the MPO will work with ISA to transition those services to a selected outside vendor. ISA will determine a transition period and the MPO will no longer be charged for selected ISA services once the transition to the outside vendor (s) is complete. Review and Modification of the Hosting Agreement This Hosting Agreement must be reviewed during the federal certification process. At any time, it may also be reviewed by request from the Host Agency, the IRTC Administrative Committee, or any IRTC Policy Committee member. The IRTC Administrative Committee may complete the review or it may delegate a subcommittee of the IRTC Policy Committee to perform the review. The Host Agency shall have a representative on any such review committee. During this review process, modifications are permissible. A review is complete when the designated committee has reached a consensus on the Agreement. Termination of Hosting Agreement Termination of the Hosting Agreement can occur only after a review and completion of the redesignation process. Because the Hosting Agreement outlines the formal relationship of the Hosting Agency and the Hosted Agency, termination of the Hosting Agreement is termination of the relationship between the City and the MPO. As the City of Indianapolis Department of Metropolitan Development (DMD) is the official MPO, termination of this relationship requires a redesignation of the designated MPO in the Indianapolis Metropolitan Planning Area. Therefore, termination of the HA may only occur after a successful conclusion of the redesignation process. The redesignation process is outlined in Chapter 23, Section 450, Part 310 of the Code of Federal Regulations (CFR). Redesignation requires the following: approval of the representatives of 75% of the MPA population and the largest incorporated city; and agreement by the Governor of Indiana. Only once this process has been completed will the Hosting Agreement be terminated. Termination of the rights and responsibilities contained within the Agreement may be structured to allow the MPO requisite time to complete the transition from hosted within the City of Indianapolis. 4 Packet Page # 48

49 DRAFT DRAFT DRAFT THE FOLLOWING SIGNATURES CONFIRM RECEIPT, COMPREHENSION, AND ADHERENCE TO THE POLICIES INCLUDED IN THIS AGREEMENT Indianapolis Metropolitan Planning Organization Anna M. Gremling Executive Director, Indianapolis MPO Date Indianapolis Regional Transportation Council Mayor Gregory A. Ballard Chair, IRTC Policy Committee and Administrative Committee Mayor City of Indianapolis Date Mayor Mark Myers Date Vice Chair, IRTC Policy Committee and Administrative Committee Mayor City of Greenwood OTHER IRTC ADMINISTRATIVE COMMITTEE MEMBERS Administrative Committee Member Date Administrative Committee Member Date Administrative Committee Member Date Administrative Committee Member Date Administrative Committee Member Date 5 Packet Page # 49

50 DRAFT DRAFT DRAFT Administrative Committee Member Date Administrative Committee Member Date 6 Packet Page # 50

51 DRAFT DRAFT DRAFT THE FOLLOWING SIGNATURES CONFIRM RECEIPT, COMPREHENSION, AND ADHERENCE TO THE POLICIES INCLUDED IN THIS AGREEMENT City of Indianapolis, Indiana Mayor Gregory A. Ballard Date Chair, IRTC Policy Committee and IRTC Administrative Committee Mayor City of Indianapolis Adam Thies Director of Metropolitan Development City of Indianapolis Date 7 Packet Page # 51

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53 Memo To: IRTC Administrative Committee From: Stephanie Belch Date: 7/17/2015 Re: Long Range Transportation Plan Amendment Summer 2015 LRTP Amendment This amendment to the 2035 Long Range Transportation Plan (LRTP) will include the first bus rapid transit (BRT) line to be implemented in the metro area. The second project being amended is a pedestrian improvement project on Monument Circle. The travel demand model and air quality conformity analyses have been completed; results indicate we are under the pollutant budgets for Particulate Matter (PM) 2.5. Red Line Bus Rapid Transit (BRT) The central Indiana region has invested five years of planning on the Indy Connect transit plan, carefully gathering input, analyzing modes, and refining routes. The recommendation of those accumulated studies is the implementation of premium transit service along the Red Line. The route will connect the communities of Carmel, Westfield, Indianapolis, and Greenwood. IndyGo will submit a Small Starts grant application to the Federal Transit Administration to assist in construction of the Red Line. IndyGo is seeking the LRTP amendment because the Red Line must be in adopted into the LRTP to qualify for the federal funding. Monument Circle This amendment also includes a project to improve pedestrian access to Monument Circle. Though not an expansion project (typically the only project type considered regionally significant in this LRTP), the Federal Highway Administration has asked the Indianapolis MPO to add the Monument Circle project to the Illustrative List to indicate Policy support due to the high cost of the project. The project has received federal TCSP funding for initial design ($444,600 in FY13) and is programmed for preliminary engineering ($500,000 in FY16). The cost to complete this project is $56.6 million. Next Step MPO staff will present and request your approval of this amendment at the IRTC meetings in August. Any questions may be directed to me at 317/ , or stephanie.belch@indy.gov. Packet Page # 53