REGULAR MEETING OF THE IDAHO TRANSPORTATION BOARD
March 14, 2012
The Idaho Transportation Board met at 8:30 AM on Wednesday, March 14, 2012 at the Idaho Transportation Department, Boise, Idaho. The following principals were present:
Jerry Whitehead, Chairman
Jim Coleman, Vice Chairman – District 1
Janice B. Vassar, Member – District 2
Julie DeLorenzo, Member – District 3
Jim Kempton, Member – District 4
Lee Gagner, Member – District 6
Brian W. Ness, Director
Sue S. Higgins, Executive Assistant and Secretary to the Board
Larry Allen, Lead Deputy Attorney General
Chairman Whitehead welcomed Members DeLorenzo and Kempton to the Board.
Board Minutes. Member Vassar made a motion to approve the minutes of the regular Board meeting held on February 9, 2012 as submitted. Member Gagner seconded the motion and it passed unopposed.
Consent Calendar. Member Gagner made a motion, seconded by Member Vassar, and passed unopposed, to approve the following resolution:
RES. NO. NOW
THEREFORE BE IT RESOLVED, that the Idaho Transportation
ITB12-05 approves delaying Forest Highway 26, Warm Springs Realignment to FY13 of the Idaho Transportation Investment Program; removing Hailey Woodside Boulevard Sidewalk from FY12 of the Safe Routes to School Program; and removing STC-5723, Burma Road; SH-97 to Carlin Bay Road from FY12 of the Local Rural Program; and has received and reviewed the contract award information and the professional services agreements and term agreement work task report.
1) Delay Forest Highway (FH) 26/State Highway 75, Warm Springs Realignment, Keys #6493 and #6656, to FY13. The Tri-Agency, consisting of the U.S. Forest Service, the Western Federal Lands Highway Division, and ITD, programmed FH-26/SH-75, Warm Springs Realignment in FY12 for $13.3 million for construction. Forest Highways is committing $9 million and ITD $4.3 million of federal formula funds. The project will not reach the milestone of Plans, Specifications, and Estimates in FY12, so the Tri-Agency group is requesting delaying this project from FY12 to FY13 in the Idaho Transportation Investment Program (ITIP). District 4 will advance the $4.2 million pavement preservation project, SH-24, Minidoka County Line to Sids Road, Lincoln County, key #11607, from FY13 to FY12 to balance federal formula funding.
2) Removal of Hailey Woodside Boulevard Sidewalk, Key #12087, from FY12 of the Safe Routes to School Program. This sidewalk construction project was programmed for $90,000 in FY12 of the infrastructure portion of the Safe Routes to School Program. The City of Hailey is declining this funding because its federal Transportation Investment Generating Economic Recovery grant will fund this work. On behalf of the City of Hailey, staff requests the removal of the Hailey Woodside Boulevard Sidewalk project from the Safe Routes to School Program.
3) Removal of STC-5723, Burma Road; SH-97 to Carlin Bay Road, Key #12314, from FY12 of the Local Rural Program. This project was originally scheduled in preliminary development for $4.5 million to accommodate limited funding within FY12. The Local Highway Technical Assistance Council (LHTAC) has utilized savings from other projects to fund the scope on the FY12 reconstruction of STC-5723, Burma Road; Gotham Bay Road to SH-97 project. Consequently, LHTAC requests that this stage be removed from the Surface Transportation Program Local Rural Program to utilize its development costs elsewhere in FY12.
4) Contract Awards. Key #13021 – SH-16, Intersection SH-44 to Emmett, District 3. Low bidder: Central Paving Company, Inc. - $2,460,657.
Key #11046 – SH-55, Snake River Bridge to Pride Lane, Canyon County, District 3. Low bidder: Knife River Corporation – Northwest - $933,333.
Key #11064 – I-84, Interchange #3 Passing Under US-95, District 3. Low bidder: Cannon Builders, Inc. – $763,290.
Key #13088 – US-20, FY12 District 4 Districtwide Guardrail Update. Low bidder: Marcon, Inc. - $86,683.
Key #12927 – I-84, King Hill to West Bliss, District 4. Low bidder: Emery, Inc. - $707,435.
The low bid on key #11603 – US-30, Shoshone Area West, was more than ten percent over the engineer’s estimate, requiring justification. The major differences between the low bid and engineer’s estimate were in the Special Seal Coat, Special Flagging for Seal Coat, and Special Traffic Control Maintenance items. Staff believes the differences may be due to new construction procedures and warranty specifications. Staff does not believe that re-advertising will result in better bids. Low bidder: Knife River Corporation - Northwest - $1,260,586.
Key #12865 – SH-22 and I-15, Junction I-15 Overpass Interchange #167, Dubois, District 6. Low bidder: Western Construction, Inc. - $4,376,376.
Key #12117 – SH-33 and SH-48, FY12 District 6 Intersection Improvements. Low bidder: H-K Contractors, Inc. - $785,556.
5) Professional Services Agreements and Term Agreement Work Task Report. From January 26 through February 24, $2,601,570 in new professional services agreements and work tasks were issued. One supplemental agreement to an existing agreement was processed in the amount of $341,500 during this period.
Board Items. Chairman Whitehead met with numerous groups and individuals to discuss various transportation issues. He mentioned the passing of Scott Brown, who was instrumental in donating an old steam shovel to ITD. Chairman Whitehead expressed appreciation for Mr. Brown’s efforts.
Director’s Report. Director Ness welcomed Members Kempton and DeLorenzo to the Board and said he and ITD staff members are looking forward to working with them.
Some of his activities during the past month included meetings with other state agencies, local entities, and the Idaho Trucking Association; and participating in the Governor’s Capital for a Day, a highway safety conference with various partners, and in a public television broadcast focusing on Idaho state employee compensation and the high turnover rate.
Director Ness said two District 4 employees were involved in a vehicle crash on US-93 late last month. Fortunately the ITD employees escaped serious injury when their vehicle was hit by a truck.
Legislative Report. Government Affairs Manager (GAM) Mollie McCarty provided an update on legislative activities. The Joint Finance and Appropriations Committee approved the ITD FY13 budget. ITD’s proposal to codify designation of the Department as the recipient of Federal Transit Administration (FTA) funding has been signed into law. Some of the legislative proposals that staff is monitoring relate to the 129,000 pound pilot project, aviation land-use planning, access management and private property issues, speed limits, and license plates. Staff is providing assistance with legislation allowing the Department of Parks and Recreation (IDP&R) to collect revenue for its state parks passport via vehicle registrations and allowing on-line insurance verification. GAM McCarty added that Member Kempton has been confirmed by the Senate and Member DeLorenzo’s Senate confirmation hearing is scheduled on March 15.
Chairman Whitehead thanked GAM McCarty for the report and her efforts.
Monthly Financial Statements. Financial Manager Bryan Brown said the Federal Highway Administration (FHWA) Indirect Cost Allocation revenue through January was $25,007,000, which exceeded the projected amount by $7,207,000. Revenue from the Equipment Buy Back program was $889,000, which was the projected amount. Miscellaneous state funded revenue of $19,688,000 was $1,318,000 above the forecast. Highway Distribution Account revenue, excluding ethanol exemption elimination, was $106,023,000. The projected revenue was $107,006,200. Revenue from the ethanol exemption elimination was $9,305,400, which was 4.75% below the projected amount. Revenue to the State Aeronautics Fund from aviation fuels was $960,000, or $36,000 below the forecast.
Total expenditures in the American Recovery and Reinvestment Act (ARRA) Title XII Fund for highway projects were $171,579,000, while $178,800,000 had been appropriated. Expenditures for public transportation were $8,182,700 of the $9,200,000 available.
Manager, Transportation Investments Dave Amick reported that net cumulative obligations were $169.4 million as of February 24, of which $177.3 million had a budget scheduled on October 1. The original budget cost associated with the scheduled obligations is $202.5 million. Net cumulative obligations are 52% higher than the historical trend of $111.8 million for February.
Presentation – Future Cities. Erika Bowen, Planning and Program Management Manager, summarized the Future Cities competition. The national educational program for 6th through 8th grade students is run by volunteers to foster interest in math, science, and engineering. The competition consists of students designing a future city. This year’s theme was “Fuel the Future”. Teams were judged on four components: computer simulation, written essay, physical model, and an oral presentation. Additionally, ITD and LHTAC presented a special award for the Best Future City Project Charter. The Emmett Middle School team received this award.
The Emmett Middle School students provided an overview on their virtual city.
The Board thanked the students for the presentation and commended their innovative proposal.
Employee Service Awards. The Board participated in the Employee Service Awards. Vice Chairman Coleman provided remarks on behalf of the Board.
Annual Report on Audits. Internal Review Manager (IRM) Carri Rosti and staff members presented the annual report on audits, including internal and external audits performed in 2011, work planned for 2012, and the status of audit resolution. Some of the activities conducted last year included an audit of Division of Motor Vehicles’ (DMV) Vehicle Services Section’s internal controls, ITD’s Consultant Agreements’ Procedures, and follow-up reviews on right-of-way processes and the Advantage Financial Management system. A joint review was conducted with FHWA on ARRA projects and metropolitan planning organizations. Staff participated in an American Association of State Highway and Transportation Officials’ technical committee to update consultant audit guidelines and develop training. Idaho was one of six states to pilot the training. The training was conducted in September and appeared to be very successful.
IRM Rosti said the 2012 work plan was established based on audit risk assessment and to meet the Director’s commitment of accountability. Some of the specific activities planned include audits or reviews on internal controls and previous audit recommendations for the Motor Carrier Services Section, Business and Support Management’s procurement responsibilities, FTA grant administration, and LHTAC’s accounting and compliance.
Member Gagner asked about the process when concerns are identified. IRM Rosti replied that discussions are held with the appropriate employees and supervisors. Serious findings are reported to management. Some discussion followed on those procedures, particularly the process to notify the Board.
Chairman Whitehead thanked IRM Rosti and her staff for the informative report.
Quarterly Update – DMV Modernization Project. Motor Vehicle Administrator (MVA) Alan Frew provided background on the project underway to update the DMV computer systems. The project is being completed in four phases. During the past quarter, seven joint application development sessions were conducted; the 3M value master database was populated with DMV encrypted data; outreach with ITD’s partners were conducted; and discussions on the schedule, staffing, and process streaming were held with the consultant, 3M.
Some of the activities underway or scheduled for the next quarter include continuing joint application development sessions, releasing the software update for the central issuance of drivers’ licenses, continuing testing, and updating the schedule for Phase 3. MVA Frew noted that some of the challenges include the availability of resources for both ITD and 3M, ensuring there are adequate metrics in place to show the vision of where the project is headed, and new legislation for the IDP&R passport program and online insurance verification.
Chairman Whitehead asked if there will be expenses to the Department related to the IDP&R passport program. MVA Frew said the intent is for ITD to recover its costs; however, the memorandum of understanding is still being developed.
Executive Session on Personnel and Legal Issues. Vice Chairman Coleman made a motion to meet in executive session at 11:45 AM to discuss personnel and legal issues as authorized in Idaho Code Section 67-2345(b) and (f). Member Gagner seconded the motion and it passed 5-0 by individual roll call vote.
A discussion was held on legal and personnel matters.
The Board came out of executive session at 1:10 PM. No final actions or decisions were made.
Culture Survey Debrief. Director Ness said an organizational culture survey was conducted late last year to understand the current culture, the ideal culture, and how to change from the current culture to the ideal one.
Consultant James Johnson said an organizational culture is shared beliefs/values that guide the thinking and behavior styles of its members. It influences outcomes and impacts performance. He summarized the findings of the culture survey. The Department’s results indicated that the articulation of its mission and the focus on customer service were below average, communication needs to improve, and overall, employees are passionate about their jobs, work well with others in their unit, and intend to stay at ITD. The greatest gaps between the ideal culture as determined by the leadership team and the current culture were in self-actualization and achievement. The next steps will be to report the findings to employees; engage leadership to create an understanding of leadership’s impact on the culture and to enhance communications skills; connect the culture with the strategic plan; and create a leadership culture. The intent is to conduct another culture survey in a couple of years.
District 5 Member Dwight Horsch joined the meeting during the presentation.
Some discussion followed on the difficulties and time-consuming process to change the culture.
Chairman Whitehead thanked Mr. Johnson for the interesting report.
The Road to a Complete Project. Chief Engineer (CE) Tom Cole summarized the steps to turn an idea into a highway construction project. The process includes planning, determining the needs and funding source, considering concepts and options, completing the environmental process and preliminary design, conducting public hearings if applicable, obtaining right-of-way, completing final design, advertising the project and awarding the construction contract, and then monitoring construction.
Member Vassar questioned ITD’s oversight on local projects. CE Cole said that ITD is responsible for all federal-aid projects. Some of the larger local public agencies assume more of the workload; however, ultimately, the Department is responsible for those projects.
Vice Chairman Coleman asked what improvements could be made to the process, particularly to expedite the process and with the environmental steps. CE Cole said the GARVEE Program helped identify improvements to the process, such as developing better schedules and identifying the responsible party. Additional efforts to improve coordination and scheduling issues between Headquarters and the Districts are underway. He added that involving the environmental agencies earlier and improving those partnerships would also help.
Chairman Whitehead thanked DE Cole for the informative presentation.
State Institution Road Improvement. Highways Operations Engineer Greg Laragan said Idaho Code and Board Policy B-05-15, State Institution Road Improvement, provides funding for the construction, alteration or repair of roadways in, through, or around the grounds of state institutions. Per the Division of Public Works’ recommendation, Governor Otter requested road repairs at the Idaho Educational Services for the Deaf and Blind. The cost to resurface the parking lots at the Gooding campus is $70,000. Per Board Policy, ITD will contribute $30,000 and the Permanent Building Funds will provide $40,000. If approved, the Division of Public Works will be responsible for administering the project.
Member Vassar made a motion, seconded by Member Gagner, and passed unopposed, to approve the following resolution:
RES. NO. WHEREAS, Idaho Code Section 40-310(14) establishes a program for the
ITB12-06 construction, alteration, repair, and maintenance of roadways in, through, and around the grounds of state institutions; and
WHEREAS, the Idaho Transportation Board has authorized an amount up to $30,000 annually for this program under Board Policy B-05-15, State Institution Road Improvement; and
WHEREAS, the Department of Administration, Division of Public Works, has received a request from the Idaho Educational Services for the Deaf and the Blind in the amount of $70,000; and
WHEREAS, $40,000 of the project will be funded with Permanent Building Funds; and
WHEREAS, $30,000 of the project will be funded with Idaho Transportation Department grant funds; and
WHEREAS, the scope of work is to resurface all of the major parking areas on the Idaho School for the Deaf and the Blind campus in Gooding; and
WHEREAS, the Division of Public Works has approved this request and forwarded it to the Governor’s Office; and
WHEREAS, the Governor has approved this request in a letter dated January 19, 2012 to the Board.
NOW THEREFORE BE IT RESOLVED, that the Board authorizes the Department Director to transfer funding to the Division of Public Works for the proposed project; and
BE IT FURTHER RESOLVED, that the Division of Public Works will administer or cause to be administered the Board approved projects including all phases of project development, construction, and final cost accounting.
Addition of American Falls Downtown Streets to FY13 of the ITIP. District 5 Engineer (DE) Ed Bala said the City of American Falls was successful in securing a federal Transportation Investment Generating Economic Recovery grant last year. The $2.855 million project will transform five blocks of the downtown area to complete streets that will safely accommodate pedestrians, bicyclists, motorists, and public transportation. The project will narrow travel lanes, widen sidewalks, create bike lanes, and add streetscaping. The roadway improvements will presumably reduce the accident rate up to 40% and will support the new Southeast Idaho Advanced Energy Center. DE Bala requested adding the STC-1717, American Falls Downtown Streets project to FY13 of the ITIP.
Although Member Horsch supports the project, he believes there are some concerns with it because of the trucks that travel through town. DE Bala concurred that truck traffic is an issue. He noted that there are a number of stakeholders involved.
Member Gagner made a motion, seconded by Member Horsch, and passed unanimously, to approve the following resolution:
RES. NO. WHEREAS, it is in the public’s interest for the Idaho Transportation Department
ITB12-07 to publish and accomplish a current, realistic, and fiscally constrained five-year Highway Development Program; and
WHEREAS, it is the intent of the Idaho Transportation Board to effectively utilize all available federal, state, local, and private capital investment funding; and
WHEREAS, the City of American Falls received a $2.3 million Transportation Investment Generating Economic Recovery III grant under the FY12 Appropriations Act to fund the American Falls Complete Streets Initiative; and
WHEREAS, the City of American Falls has pledged $550,000 in non-federal funds as match toward federal aid; and
WHEREAS, the City of American Falls and District 5 will begin project development this year.
NOW THEREFORE BE IT RESOLVED, that the Board approves the addition of STC-1717, American Falls Downtown Streets to FY13 of the Idaho Transportation Investment Program for a total cost of $2.855 million.
Exclusion of Two Segments of US-95 from the Wild Horse State Scenic Byway. Scenic Byways Program Manager John Krause summarized the Boundary County Commissioners’ request to de-designate a portion of US-95 from the Wild Horse Trail State Scenic Byway. The portion was contiguous with the city limits of Bonners Ferry. It is an active industrial and commercial corridor. Correspondence from FHWA said the exclusion appears to be reasonable and would not be detrimental to the remaining byway. Additionally, it would not affect the status of the International Selkirk Loop Byway as an All-American Road.
Vice Chairman Coleman made a motion, seconded by Member Gagner, and passed unopposed, to approve the following resolution:
RES. NO. WHEREAS, the Idaho Transportation Board established the Wild Horse State
ITB12-08 Scenic Byway on US-95 from Sandpoint north to SH-1, thence north on SH-1 to the Canadian Border on January 21, 2004; and
WHEREAS, the Boundary County Board of Commissioners has submitted a letter dated October 4, 2011 requesting exclusion of a portion of US-95 from Milepost 508.3 to 511.15 from the Wild Horse Trail Scenic Byway; and
WHEREAS, the Boundary County Board of Commissioners view this corridor north of Bonners Ferry as an area of historical and active commercial importance to the economic viability of the citizens of Boundary County; and
WHEREAS, the Boundary County Board of Commissioners also recognize that “because of these activities and the future activity that will occur in the commercially zoned area described above, the scenic characteristics have lost much of their attributes”; and
WHEREAS, it has been determined that a similar condition exists on the segment of US-95 between the cities of Naples and Bonners Ferry; and
WHEREAS, the Board recognizes the importance of all aspects of the State Highway System to the economic opportunities and economic vitality of the state.
NOW THEREFORE BE IT RESOLVED, that the Board excludes those portions of US-95 in Boundary County from Milepost 497.363 to Milepost 505.461, and from Milepost 508.3 to Milepost 511.15 from the Wild Horse Trail Scenic Byway.
Industry Request for Exemption of Idaho Administrative Rule 39.03.17. Vehicle Size and Weight Specialist (VS&WS) Reggie Phipps relayed the Idaho Housing Alliance’s request to change IDAPA Rule 39.03.17, Manufactured Homes, Modular Building and Office Trailers, to allow for the movement of more than one manufactured home, modular building, or park model on a single hauling unit. The exemption request is due to economic hardship in the transportation costs of single units as opposed to multiple units on a single hauling unit. The request would allow the movement of multiple units on a single hauling unit not to exceed 80 feet in length, including the tongue. Staff has concerns because it conflicts with the definition of non-reducible loads, which is “a load that consists of a single piece”. VS&WS Phipps does not recommend making a permanent change to IDAPA Rule 39.03.17, but rather to grant a temporary waiver of the rule based on economic hardship for a limited period of time.
Member Kempton questioned the temporary status and if it may set a precedent. Member Vassar had similar concerns and also asked about an analysis to ensure there is no damage to the roads and that safety is not compromised. VS&WS Phipps said a safety audit could be conducted. Economic hardships are a viable reason to grant temporary waivers of the rule. The issue would be reviewed after the temporary waiver expires on March 31, 2013.
In response to Vice Chairman Coleman’s question on the legality of these configurations in other states, VS&WS Phipps responded that these units would be allowed to travel in Montana and North Dakota.
Member Gagner made a motion, seconded by Vice Chairman Coleman, and passed unanimously, to approve the following resolution:
RES. NO. WHEREAS, the Idaho Transportation Board has authority to grant temporary
ITB12-09 waiver of Idaho Transportation Department rules per I.D.A.P.A. Rule 39.01.10(300)(04); and
WHEREAS, the Board finds that a temporary waiver to I.D.A.P.A. 39.03.17 is needed for an economic benefit to the Manufactured Housing Industry within Idaho.
NOW THEREFORE BE IT RESOLVED, that the Board approves the following temporary waiver to be enacted:
Temporary waiver of I.D.A.P.A. Rule 39.03.17 – Rules Governing Manufactured Homes/Modular Building/Office Trailers to allow the movement of multiple park models on a single hauling unit not to exceed 80 feet in length including the tongue, on a case by case basis; and
BE IT FURTHER RESOLVED, that the Board directs staff to monitor the safety of these vehicles/loads and report findings and recommendations to the Board not later than March 2013; and
BE IT FURTHER RESOLVED, that the Board approves the request by the Idaho Housing Alliance to allow the temporary waiver of I.D.A.P.A. Rule 39.03.17 until March 31, 2013.
Board Meeting Dates. The following meeting dates and locations were scheduled:
April 18-19, 2012 – District 2
May 15-16, 2012 – District 5
June 13-15, 2012 – District 3
WHEREUPON, the Idaho Transportation Board’s regular monthly meeting officially adjourned at 3:35 PM.
JERRY WHITEHEAD, Chairman
Read and Approved
April 19, 2012