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Idaho Transportation Department
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WORKSHOP
AND REGULAR MEETING OF THE
IDAHO
TRANSPORTATION BOARD
December 10-11, 2008
The Idaho Transportation Board met at 8:30 AM, on Wednesday, December 10, 2008, in Boise, Idaho. The following principals were present:
Darrell V Manning, Chairman
Monte C. McClure, Vice Chairman –
District 3
Jim Coleman, Member – District 1
Bruce Sweeney, Member – District 2
Gary Blick, Member – District 4
Neil Miller, Member – District 5
Lee Gagner, Member – District 6
Pamela Lowe, Director
Scott Stokes, Deputy Director
Karl Vogt, Deputy Attorney General
Sue S. Higgins, Secretary
Strategic Plan. Transportation Planning Administrator Matt Moore
provided an update on the Strategic Plan. Values for the Department have been
identified. All divisions have established action items for each of the focus
areas: Leading through Agency Performance, Improving Our Customer Service,
Expanding and Enhancing Partnerships, and Investing in Our People. Applicable
findings from the Peer Review and Office of Performance Evaluation audit will
be incorporated into the Plan.
Dave
Tolman, Administrator, Division of Administration (ADA) and Managing through
Performance Sponsor, said that work is continuing on establishing performance
measures. Details will be provided later.
Motor
Vehicle Administrator and Improving Our Customer Service Team Sponsor Alan Frew
said two goals were identified that detail the approach ITD will use to improve
customer service value and refine the customer service culture: ensure public
trust and confidence and be viewed as credible and satisfaction-oriented. A
council will be established as an on-going effort to address and improve the
customer service culture. The Board emphasized the need to listen to customers
and consider the feedback that is provided. Some discussion followed on the
importance of good customer service at the county level and on the importance
of an adequate system to provide the motor vehicle services required. There was
acknowledgement that system upgrades are needed, particularly because the
back-up system is inadequate. Increasing fees to pay for upgrading the system
was discussed.
Tom Cole,
Chief Engineer and Sponsor of the Expanding and Enhancing Partnerships Team,
said efforts are underway to establish partnerships as part of ITD’s culture.
The Team’s goals are to enhance existing partnerships to improve efficiency and
customer service, demonstrate industry leadership through partnerships, expand
use of partnerships to broaden cooperation with other agencies and stakeholders,
and make effective use of partnerships to leverage limited resources to meet
Idaho’s transportation needs.
Investing
in our People Team Sponsor Mary Harker, Human Resources Manager,
summarized the Team’s goals: establish, implement and sustain a set of
organizational and cultural values that define ITD; be an employer of choice;
and create and maintain a positive work environment where people thrive. Vice
Chairman McClure expressed concern with compensation issues and frustration
with the inability to provide adequate funding for salaries. Member Sweeney
believes ITD needs more flexibility to address employee issues.
Public Transportation. Public Transportation Administrator Randy Kyrias provided
an update on Idaho’s Mobility Access Pathway. The project focuses on users
instead of providers and defines mobility and how to manage it. Extensive
outreach has been occurring throughout the state. Seventeen mobility areas have
been identified and a consultant has been hired to develop management plans for
each area. The state’s total funding, including fares, local, state, and
federal sources, was $25.6 million in FY08. Total ridership was almost 6.4
million.
Performance Measures. Dave Amick, Manager, Transportation Investments (MTI), reported
on the Leading through Agency Performance Team’s efforts to identify 10
proposed performance measures, after reviewing in excess of 600 measures. The
process focused on mobility, customer experience, management effectiveness, and
return on investment.
Board
members emphasized the need to be proactive, listen to stakeholders, ensure
this is an ongoing process, and for effective communication. Support was expressed
to establish focus groups to assist with identifying performance measures and
to meet with these groups on a regular basis.
Long-Range Capital Improvement Plan. MTI Amick summarized
Horizons in the Long-Range Capital Improvement Plan. Near Horizons includes
projects that can be ready for construction in 6-10 years. Mid Horizons are
11-15 years out and include mega projects and corridor preservation. Far
Horizons, including corridor plans and major modal expansion, is for years
16-20. He outlined four options to identify projects for Near Horizons:
statewide Board selection, district number one priorities, ready projects only,
and no plans for expansion until future funding is known. Director Lowe stated
that the Department should not overpromise projects, however, it needs to have
projects ready to construct in the future. Some discussion followed on projections
for future funding and the proposed federal stimulus package, which may provide
ITD with additional funds for transportation projects that are ready for
construction.
The
consensus of the Board was to utilize a combination of a statewide Board
selection and District priorities process to establish projects in Near
Horizons.
Sharing Technology with Other Agencies. ADA Tolman
provided an overview on other agencies’ use of ITD’s network. Although a
minimal fee is charged for utilizing the bandwidth, the increased usage is
having an impact on the Department’s resources, including personnel. He will
continue to monitor the costs and usage, but wanted the Board to be aware of
the technology services being provided to other entities and their effects on
ITD.
The
consensus of the Board was to make sure ITD’s needs are addressed and that its
responsibilities are being met. There was some support to ensure the fees
charged are sufficient to cover ITD’s costs to provide these services. There
was also recognition of the importance of ITD being a good partner and
continuing to provide other agencies with this service if possible.
Information
Provided to the Board. The reports that are provided to the Board on a
regular basis were reviewed. Overall, the Board members believe they are beneficial
and provide informative updates on activities. They expressed a desire to
continue meeting with various advisory boards and committees, as these groups
provide a valuable service. They would be receptive to meeting with other
states’ boards and commissions as appropriate.
Legislative Session. Members Gagner and Coleman expressed a desire to be
more involved with the legislative session.
Peer Review
Report. Member Coleman suggested several ways to address the Peer Review
findings. He believes a stronger emphasis needs to be made throughout the
Department on value engineering, or value analysis, and life cycle cost analysis.
After construction projects are completed, a review on the entire project
should be conducted with all parties involved. Focus groups should be
established soon and an increased effort should be made to work closer with the
industry. Member Coleman believes it is imperative to establish an asset
management system. He also relayed some legislators’ interest in allowing ITD
to use the design-build method for constructing projects.
In response
to Member Sweeney’s question on whether the Connecting Idaho Partners are
providing innovations to the Department, Director Lowe responded yes. Staff
will be able to use some of the initiatives, such as early right-of-way acquisition
and alternative bidding.
WHEREUPON, the Board workshop recessed at 4:25 PM.
December 11, 2008
The Board reconvened at 8:30 AM on Thursday, December 11, 2008, in Boise, Idaho. All members were present.
Board Minutes. Member Miller made a motion to approve the minutes of the regular Board meeting held on November 20, 2008 as submitted. Member Blick seconded the motion and it passed unanimously.
Board Meeting Dates. The following meeting dates and locations were scheduled:
January 21-22, 2009 – Boise
February 18-19, 2009 – Boise
March 18-19, 2009 – Boise
Consent Calendar. Member Blick made a motion, seconded by Vice Chairman McClure, to approve the following resolution:
RES. NO. NOW
THEREFORE BE IT RESOLVED, that the
ITB08-54 approves the revisions to Board Policy B-03-06, State-Owned Dwellings, and Local Urban Program Adjustments; and has received and reviewed the July through October 2008 financial statement analysis; the program and district obligation graphs and tables, monthly status reports; the contract award information; the professional services agreements and term agreement work task report; the annual report of outdoor advertising sign status; and the quarterly report on legal actions and contract claims.
1) Revisions to Board Policy B-03-06, State-Owned Dwellings. B-03-06 was last signed in 1999. The policy is still current and relevant. It was updated to reflect the current Board Chairman’s signature.
2) Local Urban Program Adjustments from November Urban Committee meeting. The Urban Committee met last month to adjust its program to accommodate $3.3 million of savings realized at the end of FY08 and $840,000 in post-award releases. The Committee is comprised of the directors of Idaho’s five metropolitan planning organizations and the Local Highway Technical Assistance Council who represents urban areas between 5,000 and 50,000 in population. The Committee requests the following changes to the STP-Local Urban Program:
Advance key #9515, N. Middleton Road; Junction SH-44 to Mill Slough from FY10 to FY09, $830,000;
Advance key #11233, Intersection Franklin and 21st Avenue, Caldwell, Stage 2, from FY10 to FY09, $1,520,000;
Re-scope and finalize key #9990, Airport Road; Kings to Happy Valley, Nampa as an FY09 study, $244,000;
Advance key #9918, TRPTA Bus Purchase 1 from FY10 to FY09, $80,000;
Advance key #9919, TRPTA Bus Purchase 2 from FY10 to FY09, $80,000;
Add Hanley Avenue Stage 2; Davenport to 15th to FY09, $695,000; and
Add Hanley Avenue Stage 3; Government Way to 4th to FY09, $90,000.
3) July through October 2008 Financial Statement Analysis. Federal aid reimbursement was $24 million behind year-to-date projections. Revenue to the Highway Distribution Account was $1 million behind the forecast. Expenditures for personnel costs were less than budgeted. Total non-construction year-to-date operating expenditures reflected a 6.1% negative variance. In contract construction, the federal and state programs were behind projections by $12 million and $2.7 million, respectively.
Federal aid revenue to the State Aeronautics Fund was $348,000 below year-to-date projections. Aviation fuel tax revenue was $183,600 below projections. Miscellaneous revenue was $16,000 behind the forecast. Year-to-date expenditures were $760,381 against an annual appropriation of $2,215,400.
In the GARVEE Capital Projects Fund, $173 million of the $213 million, including interest earnings, from Bond Series 2006 and $29.4 million of the $179 million from Bond Series 2008 A have been expended. During October, $207,806 was transferred to the GARVEE Debt Service Fund for the monthly state share.
4) Program and District Obligation Graphs and Tables, Monthly Status Reports. As of November 24, $55.7 million had been obligated for highway projects in the Statewide Transportation Improvement Program, or 16%. The total amount obligated for construction projects was $44 million, excluding GARVEE projects. Obligation information by program and district and project status reports for 2008 projects were presented.
5) Contract Awards. Keys #7829 and #8472 – I-86, Chubbuck Interchange to Pocatello Creek Interchange and Hiline Road, Flandro to Chubbuck Road, District 5. Low bidder: Hap Taylor & Sons, Inc. dba Knife River - $11,254,811.
Key #9031 – Superior Street, Mill Road, Cambridge, District 3. Low bidder: Hap Taylor & Sons, Inc. dba Knife River - $922,499.
Key #9471 – US-95, White Bird Creek Bridge, Idaho County, District 2. Low bidder: Westway Construction, Inc. - $1,026,829.
Key #11492 – US-93, Shoshone West City Limits to Marley Road, Lincoln County, District 4. Low bidder: Western Construction, Inc. - $1,717,000.
Key #11028 – US-95, Top of Lewiston Hill to Thorncreek Road, District 2. Low bidder: Poe Asphalt Paving Inc. - $949,245.
Key #9184 – I-84, Milepost 90 to Milepost 114 ASR Surface Treatment, District 3. Low bidder: American Civil Constructors WC, Inc. - $2,435,554.
The low bid on key #9751 – SH-5, Fairgrounds to 20th Street, St. Maries, District 1, was more than ten percent over the engineer’s estimate. Staff rejected the bids.
6) Professional Services Agreements and Term Agreement Work Task Report. From October 31 through November 28, $1,493,500 in new professional services agreements and work tasks were issued. The agreements were issued because resources were not available in-house and special expertise was required. Five supplemental agreements to existing agreements were processed in the amount of $387,000 during this period.
7) Outdoor Advertising Sign Status Report. At the close of federal FY08, 47 illegal and 167 non-conforming signs remained throughout the state. Illegal signs do not comply with state and federal law and are to be removed. Non-conforming signs are those that at one time complied with law but due to a change in conditions or rules, have lost their conforming status. Non-conforming signs are allowed to remain in place but cannot be improved.
8) Quarterly Report on Legal Actions and Contract Claims. A summary of legal cases resolved by the Legal Section, a status of current legal cases, and a report on contract claims was presented.
Board Items. Chairman Manning provided a brief summary of the Governor’s transportation revenue plans. It includes incrementally increasing the fuel tax and registration fees and a rental car tax. The proposal also includes establishing a task force to study the validity of the truck registration system.
Chairman Manning said he participated in the first two legislative outreach meetings earlier this week and plans on attending the other four next week.
Director’s Report. Director Lowe reported that ADA Tolman and GARVEE Program Manager Jason Brinkman were in New York recently to make a presentation on Idaho’s GARVEE bonding program as part of the process to sell additional bonds. Staff is continuing to look at options and the appropriate timing for future bond sales.
Director Lowe introduced Sue Sullivan as the new Environmental Manager. Ms. Sullivan was the Senior Transportation Planner in District 3 prior to this promotion.
Director Lowe distributed copies of the draft House and Senate Transportation Committee presentation, which focuses on efficiencies. The joint germane committee presentation is tentatively scheduled for January 22.
Director Lowe recognized Driver Services Manager Ed Pemble and Driver’s License Program Supervisor Lynn Rhodes for their efforts to promote organ donations. The employees were recently recognized by the Yes Idaho Donate Life Coalition for their efforts to make donating easier through the driver’s license and identification card application processes.
Presentation: Local Needs Study. Stuart Davis, Executive Director, Association of Idaho Highway Districts, reported on the recent needs study conducted on the local highway system. The 1995 Highway Needs Assessment Study determined that user fees should pay for 70% of local highway costs and 30% should come from non-user fees. Today, almost half of the funding for local projects is from non-user fees. Since 1996, local highway miles have increased by 4,116 miles or approximately 14%. Data indicates vehicle miles traveled on the local system is increasing at a greater rate than on state facilities, partly because congestion on state highways diverts traffic to local routes.
Executive Director Davis said that 39% of the local roads are gravel. There are 18,435 miles of paved highways. Of these roads, a little over 33% are in poor or fair condition. There are 2,329 bridges with 162 functionally obsolete and 244 structurally deficient. The local system’s total budget needs for 20 years with 4% annual inflation are between $5.1 and $5.5 billion. This does not include new roads or additional capacity. He commented on the escalating costs to take care of the system and believes additional revenue is needed over time, not all at once. He added that without a funding increase, local agencies may be unable to accept new roads and accommodate growth.
Some discussion followed on funding, such as the locals’ ability to use property tax revenue for its transportation system, revenue from development, and federal aid. Local Highway Technical Assistance Council (LHTAC) Administrator Lance Holmstrom said approximately 6,000 miles on the local system are eligible for federal aid. Some support was also expressed to consolidate highway districts.
Executive Director Davis thanked the Board for its time. He also expressed appreciation for the good working relationship he has established with Director Lowe and ITD staff.
Chairman Manning thanked Executive Director Davis for the report. Chairman Manning also commended him for the excellent annual convention the Association of Highway Districts sponsored last month.
Annual Report on the Local Rural Highway Investment Program. LHTAC Administrator Holmstrom thanked the Board for the Local Rural Highway Investment Program. It continues to be a popular program, with more requests for funding than funding available. Asset Manager Jim Zier reported on the 2008 program. Three basic types of projects are funded in this program: construction, signs, and transportation plans. There were 98 project applications, but only 31 were funded, plus two emergency projects. He summarized a number of projects that were completed and projects planned in 2009. Mr. Zier expressed appreciation for the Board’s support of the program.
Chairman Manning thanked Messrs. Holmstrom and Zier for the report and for their efforts on this program. Vice Chairman McClure also expressed appreciation for the improvements made to the Exchange Program since 1995.
Annual Report from the Dealer Advisory Board (DAB). DAB Chairman Grant Petersen reported on the activities of the DAB during FY08. It concurred with the Department’s recommendation for revocation of a dealer license in Post Falls. It worked with staff on legislation relating to principal place of business, but the Senate Transportation Committee suggested that a more appropriate route may be to increase the dealer bond amount. In pursuing this recommendation, it found that Idaho has a lower dealer bond amount than any of the surrounding states. Dealers who had been in business less than two years accounted for 43% of the total bond claims filed. New orientation and training procedures were created to address this segment of the dealer population. This procedure will ensure more time is spent with newly licensed dealers, with frequent reviews to try and resolve problems early on. The DAB has deferred raising the dealer bond amount until these new procedures have been fully implemented and can be evaluated to determine their effect.
DAB Chairman Petersen also reported on the state of the industry. A number of dealers are expected to go out of business nationwide due to the poor economic conditions. It is an extremely challenging market now. He expressed appreciation to the Board for its efforts, as a good transportation system is so important.
Chairman Manning thanked DAB Chairman Petersen for the informative report and for his efforts on these important issues. He also expressed appreciation to the other DAB members for their service to the state.
Tribal
Information. DAG Vogt provided information on ITD’s
working relationship with the state’s Tribes. Agreements have been established
for the motor fuels tax, construction monitoring, road closure and maintenance,
and service. There is also an acknowledgement of ITD’s maintenance
responsibility with the Coeur d’Alene Tribe and a memorandum of understanding
with the Nez Perce Tribe for transportation projects/resource management issues.
DAG Vogt also mentioned FHWA’s Tribal Consultation Baseline Assessment, which
measures the consultation and cooperation between ITD and the Tribes.
Tour
– Materials Lab. The Board visited the Materials Lab, where
it met with employees, toured the facilities, and heard about the efficiency
efforts recently implemented and being considered. The Board members thanked
Materials Engineer Jeff Miles and staff for the tour and their important service.
Executive Session on Legal Issues, Section 67-2345(d),(f), Idaho Code. Vice Chairman McClure made a motion to meet in executive session at 12:20 PM to discuss legal issues. Member Blick seconded the motion and it passed unanimously.
A
discussion was held on legal matters related to the investigation of alleged miss-use
of funds; the US-95, Sand Creek Byway project; the operation of the state highway system; the I-84, Robinson
Road project; and other matters exempt
from disclosure related to contract negotiations.
The Board came out of executive session at 1:15 PM. No decisions were made.
New Business. Vice Chairman McClure revisited last month’s decision to move savings from rest area projects to the Pavement Preservation Program. Earlier, the Board’s decision was to fund the Statewide Safety Rest Area Program at $5 million annually. He is not sure that $5 million is the appropriate amount. Establishing performance measures for the program may provide guidance on the funding level. He emphasized the importance of these facilities and believes it is imperative to adequately fund the Program.
Member Coleman supported a statewide Rest Area Program and also believes sufficient funding should be dedicated to ensure the facilities are functional, even if that means a funding level greater than $5 million annually. Member Blick also voiced support for a statewide program with adequate funding. Rest areas provide a valuable service to the traveling public.
In response to various questions, Highway Operations and Safety Engineer Brent Jennings said a statewide master plan has been established for the rest areas and ITD seeks partnerships for the facilities. Although the design of the facilities has been standardized, HOSE Jennings said that other factors have to be considered at each facility. The team that oversees the Program will be meeting next month to update the rest area plan.
Member McClure asked the team to report the results of its meeting to the Board.
WHEREUPON, the Idaho Transportation Board’s regular monthly meeting adjourned at 1:35 PM.
_________________signed_____________
DARRELL V MANNING, Chairman
Read and Approved
January 22, 2009
Boise, Idaho