Meeting Summary April 29, 2015 Burt J. Harris, Jr. Agricultural Center 4509 George Blvd. Sebring, Florida :30 p.m.

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1 Meeting Summary April 29, 2015 Burt J. Harris, Jr. Agricultural Center 4509 George Blvd. Sebring, Florida :30 p.m. June Fisher, Highlands County Administrator, called the meeting to order at 1:34 p.m. Highlands County Commissioner James Brooks led the invocation. Highlands County Commissioner R. Greg Harris led the Pledge of Allegiance. Roll was called and the following HRTPO members were present. DeSoto County Commissioner Elton Langford Glades County Commissioner Paul Beck Hardee County Commissioner Colon Lambert Hendry County Commissioner Darrell Harris Highlands County Commissioner James Brooks Highlands County Commissioner Don Elwell Highlands County Commissioner Ron Handley Highlands County Commissioner R. Greg Harris Highlands County Commissioner Jack L. Richie Okeechobee County Commissioner Frank Irby Avon Park City Councilmember Parke Southerland Members absent: Sebring Mayor John Shoop AGENDA ITEM #1 INTRODUCTIONS AND REMARKS June Fisher expressed appreciation for everyone s efforts over the years it took to bring this HRTPO to the point of their first official meeting. The local governments staff and elected officials worked together to make this TPO possible. Carl Mikyska of the Federal Highway Administration, Tallahassee office, congratulated the member governments for becoming a Transportation Planning Organization (TPO). He said this group has the honor of self-determination; to take the vision of their region and applying it to the transportation system for the well-being of its citizens and economy and to help formulate and shape this region into what you want it to be. This organization will be working in partnership with the Florida Department of Transportation to formulate and shape where you want to go. April 29, 2015 HRTPO Meeting 1

2 This organization will be working in partnership with FDOT District Office as well as the FDOT Central Office in Tallahassee. Yvonne Arens, Public Transportation Manager, FDOT Central Office, also speaking on behalf of the Metropolitan Planning Organization Advisory Council (MPOAC), extended her congratulations to the organization on becoming a TPO. FDOT Central office, FDOT District 1, and FHWA are there to help the TPO succeed. She added that they are fortunate to have many professionals to partner with, such as the HRTPO Board members, the CFRPC, FDOT and FHWA. She added that they all are in this together and wished the HRTPO good luck in their endeavors. Agenda Item # 2 Member Orientation A. How we got here Chris Benson, Highlands County Community Programs/Administrative Projects Manager, summarized the over two year process leading to this meeting. After many hurdles and issues, and with the support from FDOT to formulate this organization, the participating counties prepared resolutions of support, approved interlocal agreements, and each county appointed representatives to serve on the HRTPO. Mr. Benson stated that he is looking forward to working together for the good of the Heartland Region. B. Why are we here Jennifer Stults, Intermodal Systems Development Manager, FDOT District 1, introduced FDOT staff in attendance, including Jeff Diemer who will be FDOT s primary point of contact to the HRTPO. She provided a PowerPoint presentation explaining what a TPO is and describing what its responsibilities are. The need for a Heartland TPO was realized in the 2010 Census, when the Highlands County Sebring-Avon Park Urbanized area triggered the 50,000 population threshold to become a federally designated urbanized area which requires a TPO be formed. Ms. Stults reviewed several work products which will be due by March, The Unified Planning Work Program (UPWP) is basically a business plan for the TPO and must be in place before federal funds can be received. FDOT has contracted with CFRPC to develop the UPWP. Also, a Joint Participation Agreement (JPA) between FDOT and the TPO must be in place in order to receive federal funding. She also mentioned that FDOT staff and partners have worked to ensure that federal funding continued while the HRTPO was being formed. Ms. Stults stated that the HRTPO must also have a Public Participation Plan (PPP) in place to comply with federal requirements. A PPP will ensure full and open participation in the development of TPO plans and programs, and must be adopted prior to the Transportation Improvement Program (TIP) and the Long Range Transportation Plan (LRTP) to insure adequate public input into those plans. The LRTP is a 25 year vision for the region and defines the policies, operation strategies and projects. The TIP contains state and local transportation projects planned for the next five years and must be consistent with the LRTp. Ms. Stults explained the FDOT process involving the TPO for putting together the FDOT Five Year Work Plan. She also touched on some county based programs which the six counties receive, such as Small County Road Administration Plan (SCRAP) and Small County Outreach Program (SCOP), which will not be affected by being a county in the HRTPO.. April 29, 2015 HRTPO Meeting 2

3 Agenda Item #3 Establishment of Bylaws Chris Benson stated that the HRTPO proposed bylaws include the core bylaws for TPOs. The bylaws will set up the ability for the staff and the board to operate. The bylaws can be amended at any time. Questions and discussion followed. Don Elwell moved to approve the HRTPO Bylaws as presented. Jack L. Richie seconded. A member roll call vote was taken. The motion carried unanimously. Agenda Item #4 Election of Chair and Vice-Chair June Fisher, Highlands County Commissioner, read the bylaws pertaining to the Chair and Vice- Chair offices. Ron Handley moved to appoint James Brooks from Highlands County Commissioner as Chair of the HRTPO. Elton Langford seconded. June Fisher asked for nominations for Vice-Chair of the HRTPO. Jack Richie moved to appoint Frank Irby as Vice-Chair of the HRTPO. Elton Langford seconded. April 29, 2015 HRTPO Meeting 3

4 Agenda Item #5 Resolution to Establish Committees Chair James Brooks thanked those involved in getting the HRTPO to this point, and added that this will be good for the entire Heartland Region. Chris Benson stated that there was one resolution to establish the three HRTPO Committees. He then reviewed the composition of the three committees, which was detailed in the resolution which would create the committees. The three committees are as follows: A. Technical Advisory Committee (TAC) B. Citizens Advisory Committee (CAC) C. Mobility Advisory Committee (MAC) Elton Langford moved to adopt Resolution Number as presented. Colon Lambert seconded. Agenda Item #6 Resolution Naming Direct Recipient for Federal Transit Administration (FTA) Urban Transit Funds for Sebring Avon Park Urbanized Area Chris Benson stated that this resolution recommends the Central Florida Regional Planning Council (CFRPC) as the direct recipient of the FTA Section 5307 Urban Transit Funds for the Sebring-Avon Park Urbanized Area. CFRPC has been the recipient of rural transit funds for Hardee, Highlands, and Okeechobee Counties for over 30 years. These funds will ensure public transportation service continues in the urbanized area. The designation as direct recipient allows grant applications to be submitted on behalf of the HRTPO for funding. These funds will be used for transit services. The grant recipient will coordinate the services in Hardee, Highlands and Okeechobee Counties. Discussion followed. April 29, 2015 HRTPO Meeting 4

5 Colon Lambert moved to adopt Resolution as presented. Greg Harris seconded. Agenda Item #7 Agency Structure and Staffing Options June Fisher stated that the HRTPO will be staffed through agreements. The HRTPO staff will perform the work tasks detailed in the Unified Planning Work Program (UPWP). Chris Benson presented three options for staff services for board consideration. The three options were as follows: 1. Highlands County staff to serve as staff to the HRTPO, which would require hiring additional staff; 2. Central Florida Regional Planning Council (CFRPC) to staff the HRTPO; 3. Staffing for Executive Services by Highlands County BOCC and staffing for Administrative and Technical tasks in the UPWP and planning grant by CFRPC. Parke Southerland asked if Highlands County would want the full responsibility of staffing the HRTPO. Chris Benson stated that Highlands County s preference would be Option 3, and stated that he felt it would be a good arrangement since much of the planning work is required in the first year. He added that the staffing issue can be revisited in the future if needed. Questions and discussion followed. Colon Lambert moved to approve Option 3, which would allow for HRTPO staffing for Administrative and Technical tasks in the UPWP and planning grant be performed by CFRPC, April 29, 2015 HRTPO Meeting 5

6 and the HRTPO Executive Services be performed by Highlands County BOCC. Elton Langford seconded. The HRTPO took a five minute break and then reconvened. Agenda Item #8 Unified Planning Work Program (UPWP) for Fiscal Year 2014/2015 through Fiscal Year 2015/2016 Pat Steed, Executive Director of the Central Florida Regional Planning Council, provided a PowerPoint presentation reviewing the Unified Planning Work Program (UPWP) for FY and FY The UPWP serves as a master work plan and business plan of tasks for grant funding to the HRTPO. The UPWP provides the basis for certification of the TPO process and provides a detailed budget by individual tasks to follow each year. Ms. Steed explained the tasks and the budget for the HRTPO. Don Elwell moved to adopt Resolution approving the UPWP for fiscal years and as presented. Ron Handley seconded. April 29, 2015 HRTPO Meeting 6

7 Agenda Item #9 Transportation Planning Funds Joint Participation Agreement (JPA) with the Florida Department of Transportation (FDOT) Pat Steed stated that this JPA is between the HRTPO and FDOT. This document puts in place the Federal Highway Administration PL Funding for transportation planning, and provides the federal financial assistance to the HRTPO and establishes the terms and conditions for accepting that federal assistance. This JPA also establishes the framework for cooperation between FDOT and the HRTPO for development of the UPWP. This agreement is reviewed every five years. The JPA must be in place before any grant documents or any other funding can be received and administered. Ms. Steed requested the HRTPO adopt Resolution number , which would approve the Transportation Planning Funds Joint Participation Agreement with the Florida Department of Transportation. Elton Langford moved to adopt Resolution number as presented, which would approve the Transportation Planning Funds Joint Participation Agreement (JPA) with the Florida Department of Transportation to accept Metropolitan Planning Funds and to execute the JPA and authorize signing all associated documents. Greg Harris seconded. Agenda Item #10 Intergovernmental Coordination and Review (ICAR) and Public Transportation Coordination Joint Participation Agreement (JPA) Pat Steed stated that this is a combined agreement between the State of Florida, the Central Florida Regional Planning Council and the Southwest Florida Regional Planning Council, which are the two RPCs that cover the six county area. This agreement covers Planning Coordination April 29, 2015 HRTPO Meeting 7

8 and Consistency as defined by Florida Statutes. Ms. Steed requested the HRTPO adopt Resolution number , which would authorize the HRTPO to sign the combined agreement. Colon Lambert moved to adopt Resolution Number , which would authorize the HRTPO Chair to sign the Intergovernmental Coordination and Review (ICAR) and Public Transportation Coordination Joint Participation Agreement (JPA). Jack Richie seconded. Agenda Item #11 Development of the 2040 Long Range Transportation Plan (LRTP) Pat Steed stated that the HRTPO will be responsible for developing and maintaining a Long Range Transportation Plan (LRTP) for the six Heartland counties. The LRTP is required to be updated every five years. The HRTPO LRTP must be developed and adopted by March, 2016, and must be ready for public review by the end of In order to get work underway and completed in the short amount of time, the FDOT made some funding available through a JPA between the CFRPC and FDOT. She stated that work on the LRTP has begun and the criteria is based upon data that was developed for the Heartland 2060 project, which covers the six counties of the HRTPO. The data is consistent with all comprehensive plans and future land use plans in each city and county in the HRTPO region. A Working Group has been established to work on the LRTP, which consists of those entities that would be in the HRTPO s Transportation Advisory Committee (TAC). Agenda Item #12 Other Business Colon Lambert asked if the HRTPO is required to conduct business under the Florida Sunshine Law. June Fished answered yes. April 29, 2015 HRTPO Meeting 8

9 Mr. Lambert asked if the HRTPO would need legal Counsel and who that person would be. Pat Steed stated that currently the CFRPC legal counsel is reviewing all documents for the HRTPO, and would be available to continue and to attend meetings. Agenda Item #13 Opportunity for Public Comments There were no requests to provide Public Comments. Agenda Item #14 Next Meeting The next meeting of the HRTPO was scheduled for June 24, 2015, in Sebring at the Highlands County Commission Chambers. The time will be announced. There being no further business, the meeting adjourned. Respectfully submitted, James L. Brooks, HRTPO Chair Highlands County Commissioner April 29, 2015 HRTPO Meeting 9