REGULAR MEETING OF THE IDAHO TRANSPORTATION BOARD
March 19-20, 2013
The Idaho Transportation Board met at 8 AM on Tuesday, March 19, 2013 at the Idaho Transportation Department, Boise, Idaho. The following principals were present:
Jerry Whitehead, Chairman
Jim Coleman, Vice Chairman – District 1
Jan Vassar, Member – District 2
Julie DeLorenzo, Member – District 3
Jim Kempton, Member – District 4
Dwight Horsch, Member – District 5
Lee Gagner, Member – District 6
Brian W. Ness, Director
Scott Stokes, Chief Deputy
Larry Allen, Deputy Attorney General
Sue S. Higgins, Executive Assistant and Secretary to the Board
Board Minutes. Vice Chairman Coleman made a motion to approve the minutes of the regular Board meeting held on February 20, 2013 as revised. Member Vassar seconded the motion and it passed unopposed.
Board Meeting Dates. The following meeting dates and locations were scheduled:
April 9-10, 2013 – District 2
May 22-23, 2013 – District 5
June 18-19, 2013 – Boise
Consent Calendar. Member DeLorenzo referenced the justification for the low bid on key #11617, FY13 District 4 Districtwide Guardrail Upgrades. She asked for additional information on the contractor’s minimal work experience. Chief Engineer (CE) Tom Cole responded that the low bidder has not done a lot of work on the bridge rail retrofit item. The Department is required to accept the lowest responsive bid.
Member Vassar made a motion, seconded by Member Horsch, and passed unopposed, to approve the following resolution:
RES. NO. NOW THEREFORE BE IT RESOLVED, that the
ITB13-06 approves the Public Transportation Advisory Council appointment for District 2, the impacts and results of temporary waiver of IDAPA 39.03.17 for the Movement of Multiple Units, and the amendment to Idaho Transportation Board resolution 13-05, and has received and reviewed the service contracts issued by Business and Support Management, the contract award information, the professional services agreements and term agreement work task report, and the report of speed minute entry changes for February 2013.
1) Public Transportation Advisory Council (PTAC) Appointment for District 2. Because Carl Root’s term on PTAC is ending, staff solicited applications to fill that vacancy. Staff recommends appointing Deb Smith to represent District 2. Her term will expire in June 2016.
2) The Impacts and Results of Temporary Waiver of IDAPA 39.03.17 for the Movement of Multiple Units. In March 2012, the Idaho Housing Alliance requested a permanent change to IDAPA Rule 39.03.17, to allow for the movement of more than one manufactured home, modular building, or park model on a single hauling unit. This request was due to economic hardship in the transportation costs of single units as opposed to multiple units on a single hauling unit. Because staff had some concerns with a permanent rule change, the Board approved a temporary waiver for one year. To date, there have been no requests by the industry to allow multiple loads on a single hauling unit. Also, since the initial request, Montana determined that it would not allow such movements, so the industry is unable to deliver these units to their destination in North Dakota. Therefore, staff recommends that the temporary waiver expire.
3) Amendment to ITB13-05. Last month, the Board approved Resolution #13-05 regarding 129,000 pound vehicles. The background information referenced weight limits of Idaho’s surrounding states. The resolution said that vehicle combinations with gross vehicle weights and axle configurations as Pilot Project vehicles have been in continuous commercial operation in the neighboring states of Nevada, Utah, Wyoming, and Montana for over 30 years. This language was based on staff’s recollection of previous research, but it was not able to verify the statement at the time the resolution was proposed. The 30-year time frame was questioned later, and, upon further research, staff was not able to confirm the statement. Staff verified that the higher gross vehicle weight limits have been allowed in the referenced states for over 20 years and recommends amending ITB13-05 to reflect that.
RES. NO. WHEREAS, in 2003, the Idaho Legislature authorized the 129,000 pound Pilot
ITB13-05 Project on specified routes; and
WHEREAS, Pilot Project vehicles have been operating on designated state routes, by permit, since July 2003; and
WHEREAS, Pilot Project vehicles have been operating on approved local routes by permit issued from the local authority having jurisdiction since July 2003; and
WHEREAS, the Idaho Transportation Department has made regular reports to the Legislature in 2007, 2010, and 2013; and
WHEREAS, Pilot Project reports evaluated all important impacts, including impacts to safety, bridges, pavements, and the economy; and
WHEREAS, the final Pilot Project report concluded that no significant effects to safety, bridges, and pavements were observed as a result of pilot project vehicles; and
WHEREAS, the final Pilot Project report stated that participants benefitted from positive economic impacts due to reduced numbers of trips, fuel consumption, and personnel costs; and
WHEREAS, vehicle combinations with gross vehicle weights and axle configurations as Pilot Project vehicles have been in continuous commercial operation in the neighboring states of Nevada, Utah, Wyoming, and Montana for over 20 years; and
WHEREAS, the Idaho Transportation Board has reviewed and accepted the findings and conclusions of the Pilot Project report; and
WHEREAS, local highway jurisdictions will have routes included in the permitting process and are the most knowledgeable on their respective roads and should have authority to allow higher gross vehicle weights if appropriate; and
WHEREAS, the Department’s strategic plan includes the primary goals of committing to having the safest transportation system possible and providing a mobility-focused transportation system that drives economic opportunity.
NOW THEREFORE BE IT RESOLVED, that the Board finds that permitted 129,000 pound vehicles, operating on designated routes, enhance freight mobility and promote economic opportunity without compromising highway safety.
4) Service Contracts issued by Business and Support Management. From January 26 through February 24, the Business and Support Management Section processed four new service contracts for $179,541.
5) Contract Awards. Key #8773 – Deep Creek Bridge #2, Boundary County, District 1. Low bidder: Apollo Inc. – $748,798.
Key #12966 – I-90, Elizabeth Park Road to Osburn, District 1. Low bidder: Knife River Corporation - Northwest – $5,695,871.
Key #12297 – FY13 District 1 Bridge Deck Life Extension. Low bidder: The Truesdell Corporation - $478,478.
Key #12047 – South Midland Boulevard; Ustick to US-20/26, District 3. Low bidder: Nampa Paving and Asphalt Company - $731,992.
Keys #13031 and #12027 – US-95, Milepost 87.5 to Shoepeg Road and Cambridge to Alpine Store, District 3. Low bidder: Knife River Corporation – Northwest - $6,070,611.
Key #8107 – I-84, Junction I-84/US-93 Interchange, Stage 2, District 4. Low bidder: Western Construction, Inc. - $11,788,750.
The low bid on key #11619 – FY13 District 4 Sign Upgrades, 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 Breakaway Steel Sign Post Type A, Special Removal and Installation of Overhead Sign Lighter, and Installation of Step Down Transformer items. The low bidder said it was using sub-contractors and the prices used from the material suppliers influenced the higher cost for the bid items. The District does not believe re-advertising will result in better bids, so recommended accepting the low bid. Low bidder: Pavement Markings Northwest, Inc. - $131,874.
The low bid on key #11617 – FY13 District 4 Districtwide Guardrail Upgrades, was more than ten percent over the engineer’s estimate, requiring justification. The major differences were in the Granular Borrow, Special Bridge Rail Retrofit Type 2, and Flagging items. It appears the granular borrow item was higher due to the small amounts needed in several locations. The cost of setting up, the tight schedule of working days, and the labor necessary to complete the work in the time given were factors. The bridge rail retrofit type 2 item was influenced by the contractor’s lack of work experience. The flagging subcontractor’s bid costs were used with a small increase added to cover the administration costs. Staff does not believe re-advertising will result in better bids. The project needs to start so it can be completed in the 2013 construction season, so staff recommended awarding the contract. Low bidder: WF Construction and Sales, LLC - $659,550.
Key #11127 – US-91, Intersection Tyhee Road, Bannock County, District 5. Low bidder: Cannon Builders, Inc. - $380,903.
Key #12473 – 17th Street; Pancheri Bridge to South Boulevard, Idaho Falls, District 6. Low bidder: H-K Contractors, Inc. - $1,263,289.
6) Professional Services Agreements and Term Agreement Work Task Report. From February 1 through February 28, 24 new professional services agreements and work tasks were issued, totaling $4,534,141. Five supplemental agreements to existing agreements were processed in the amount of $43,726 during this period.
7) Speed Minute Entry Changes for February 2013. The following District 2 speed minute entry was approved in February:
Beginning Ending Speed Limit
Route Milepost Milepost Old New
US-95 361.300 362.237 45 50
Director’s Report. Director Ness reported on some recent activities. The Joint Finance and Appropriations Committee (JFAC) approved the FY14 appropriation. It eliminated 13.5 full-time equivalent positions and made other minor changes. (See later minute entry.) Director Ness attended a Western Association of State Highway and Transportation Officials’ Committee on Transport meeting. The committee’s goal is to make several inconsistent trucking laws that are a barrier to commerce uniform. The Design Conference will be held in Boise on April 2 and 3. Member Vassar will provide welcoming remarks.
Next fiscal year, ITD will begin saving $43,000 annually by changing how the Idaho Tax Commission is paid for conducting fuel audits. Instead of providing $100,000 in federal highway funds to pay for the audits, it will be funded through the Highway Distribution Account. The Department’s financial system was successfully upgraded earlier this month, with no issues or delays in creating time sheets, paying contractors, or ordering supplies. This was the first major upgrade to the system in five years. Director Ness also reported on a number of recognitions and awards received.
The Director’s entire report can be viewed at http://itd.idaho.gov/Board/report.htm.
Chief Deputy Stokes reported that year-to-date, there have been fewer fatalities on Idaho’s highways than in 2012. The positive community norms pilot project will start next month in Lewiston, Blackfoot, and Twin Falls. He also reported that the continuing resolution for funding the Moving Ahead for Progress in the 21st Century (MAP-21) expires on March 27.
Delegation – Legislative Office of Performance Evaluations (OPE). Rakesh Mohan, Director, OPE, said OPE is a nonpartisan, independent legislative office. It conducts independent evaluations of state agencies, programs, and policies. It provides tools for state agencies, makes recommendations to state agencies and the legislature, and follows up on progress in implementing the recommendations. The Joint Legislative Oversight Committee assigns projects. He noted a performance audit was conducted on ITD several years ago.
Chairman Whitehead thanked Mr. Rakesh for the informative overview on OPE.
Delegation – Legislative Services Office (LSO). LSO Legislative Audits Division Manager April Renfro summarized LSO’s structure and responsibilities. She elaborated on the Office’s charge to conduct legislative audits. The main financial or compliance audits and reviews include Statewide Comprehensive Annual Financial Report (CAFR), Statewide Single Audit Report, Management Reviews/Report, and Entity Financial Audits. Specific to ITD, the Department is considered a major fund and identified as a separate column in the state’s basic financial statements, which fall under CAFR. For Single Audit, ITD’s federal funds require inclusion in the statewide audit at least once every three years, and the management review is cyclical. This year the review will focus on areas not reviewed during CAFR and Single Audit work. The audit process includes fieldwork at the agency, then compiling the results. The reports are submitted to the JFAC co-chairs for approval and release.
Chairman Whitehead thanked Ms. Renfro for the thorough presentation.
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 2012, work planned for 2013, and the status of audit resolution. Some of the activities conducted last year included an audit of Division of Motor Vehicles’ Motor Carrier Services Section’s internal controls and previous audit recommendations, a procurement performance audit in the Business and Support Management Office, consultant overhead rate reviews and pre-award reviews of consultant agreements, and employee training on internal controls.
Some of the work planned in 2013 includes additional internal control training, a follow up review of the audit conducted in 2009 on the Division of Aeronautics, and providing contract procurement guidance to employees for the procurement of service agreements.
Chairman Whitehead thanked IRM Rosti and staff for the informative report.
Legislative Report. Government Affairs Manager (GAM) Mollie McCarty reported on the status of ITD’s legislation. Repealing language in Idaho Code regarding state designation of airports and repealing Idaho Code requiring that ITD review and approve local requests for federal grants have been signed into law. The proposals to repeal pilot registration requirements, increase aircraft registration fees, clean-up language related to relinquishing state routes to local agencies, stagger vehicle registrations year-to-year, and changes to the salvage titles issuance have been approved by both chambers.
Staff continues to monitor and analyze non-ITD bills, including some related to 129,000 pound weight limits and highway safety. Legislation to establish an Idaho Consumer Asset Recovery Fund requested by the Idaho Dealer Advisory Board has been approved by both chambers. The Transportation Economic Development Zone proposal failed in committee.
Chairman Whitehead thanked GAM McCarty for the report.
Employee Service Awards. The Board participated in the Employee Service Awards. Member Horsch provided remarks on behalf of the Board.
Overview of Transportation Alternatives Program (TAP). Transportation Performance Administrator (TPA) Randy Kyrias summarized TAP funding for FY14. Idaho’s total apportionment is $5.2 million; however, the Board has options for funding and obligation authority. He proposed establishing an “Idaho Streets” program to implement TAP. This new program would be an umbrella program for the various funding categories that the Division of Transportation Performance oversees, including TAP and transit. It would support defined priorities, such as system preservation, economic opportunity, safety, and mobility. Un-awarded funding could be directed to the Americans with Disabilities Act (ADA) Curb Ramp Program. TPA Kyrias believes the program would be beneficial to locals, as it would be less burdensome, provide stability, establish a one-stop-shop, and improve cross jurisdiction coordination and communication. Internal benefits would be the administration of only one program, simplified policies, synchronization of processes with ITD’s partners, and it would be fully supported by the Division’s grant administration system. A start-up committee will meet soon to continue the establishment of this proposed new program.
In response to Member Gagner’s question, TPA Kyrias said that some funding is available for scenic byway activities. Efforts are still underway to determine if changes should be made to the Scenic Byway Program and Advisory Committee.
Member DeLorenzo asked for clarification on the “Anywhere” funding category. TPA Kyrias confirmed that those funds could be used for the ADA ramp program and projects could be funded in rural areas, urban areas, or in a transportation management area. Projects to decrease wildlife-vehicle collisions or inventory outdoor advertising signs are some potential ITD activities that could be funded.
Member Gagner asked if the group created to develop the parameters and an implementation plan for the new program would be an on-going committee to oversee the program. TPA Kyrias responded that the initial focus of the group would be to help establish a program; however, one of its recommendations may be to create an on-going committee.
Member Kempton asked if this new program would oversee the Recreational Trails and TMA projects. TPA Kyrias replied that the program would be responsible for the Urban, Rural, and Anywhere sub-allocations. Member Kempton questioned the proposed “Idaho Streets” name, as streets conjure images of cities, and Idaho is a rural state. TPA Kyrias said the intent is to expand the program to transit projects; however, the name of the program can be revisited.
Discussion followed on the funding request. Two options were proposed. Both proposals included fully funding and providing obligation authority for appropriated amounts for the Recreational Trails program and the TMA. Option 1 would provide 92% funding and obligation authority for appropriated amounts for the Urban, Rural, and Anywhere allocations. Option 2 would provide 92% funding and obligation authority for appropriated amounts for the Urban and Rural allocations and a Board-determined percentage for the Anywhere allocation.
Member Gagner noted Option #2 provides more flexibility. He asked how much money would be available for that option. TPA Kyrias said the percentage would be up to the Board. He added that Option #1 would help support the ADA Ramp project. Member DeLorenzo requested confirmation that Option #1 states the percentage of funding; it does not dictate where the Anywhere funds would be directed. TPA Kyrias replied in the affirmative.
The consensus of the Board was to hold this item one month. Vice Chairman Coleman and Members DeLorenzo and Gagner will participate on the start-up committee to propose recommendations on the development and implementation of this program.
Freight Advisory Committee (FAC) Charter and Nominations. Program Planning and Development Specialist (PPDS) Maureen Gresham presented a draft charter for the FAC. The purpose of the Committee is to serve as a forum to discuss freight movement and infrastructure within Idaho; educate freight stakeholders regarding local, regional, and statewide transportation planning processes; provide access to improved freight data and a more consistent set of data; work with ITD to incorporate freight interests into transportation planning to improve freight infrastructure; and improve statewide understanding of the importance of freight transportation.
The recommendation is to appoint 13 members representing the rail industry, the highway/trucking industry, aeronautics, the port/barge industry, three from the agricultural industry, two from the natural resource industry, manufacturing/retail, carrier/shipping, freight logistics/warehousing, and a member at large. Representatives from federal and state governments and metropolitan planning organizations will be invited as ex-officio members. Upon Board approval, potential committee members will be contacted and the final nominations will be presented to the Board for approval.
Member Vassar made a motion, seconded by Member Horsch, to approve the following resolution:
RES. NO. WHEREAS, it is in the public’s interest for the Idaho Transportation Department
ITB13-07 to facilitate the efficient and effective movement of freight; and
WHEREAS, it is the intent of the Idaho Transportation Board to encourage partnerships between various transportation stakeholders that further safety, mobility, and economic opportunity; and
WHEREAS, the Department initiated a statewide analysis of freight that included participation from a diverse range of stakeholders that culminated in a Freight Study with six key recommendations endorsed by the Board December in 2012; and
WHEREAS, the Freight Study recommended continued coordination, communication and partnerships through a statewide Freight Advisory Committee to serve as a forum for discussion regarding freight movement within Idaho, improve the understanding of freight planning processes and importance of freight transportation, and provide access to improved and more consistent freight data, and incorporate freight interests into transportation planning processes; and
WHEREAS, the Moving Ahead for Progress in the 21st Century (MAP-21) recommends state departments of transportation convene a statewide Freight Advisory Committee that includes both private and public freight stakeholder interests to guide freight planning; and
WHEREAS, the Board has authority to establish internal structures deemed necessary for its duties.
NOW THEREFORE BE IT RESOLVED that the Board creates the statewide Freight Advisory Committee that complies with the charter, as shown as Exhibit 422, which is made a part hereof with like effect; and
BE IT FURTHER RESOLVED, that the Board directs staff to provide the necessary administrative support to the Freight Advisory Council for the efficient and timely disposition of its duties to the Board.
Member Gagner asked if there will be costs to ITD associated with the FAC. PP&DS Gresham said ITD will reimburse the members for their travel costs. With 13 members and presumably four meetings per year, the annual cost is expected to be between $3,000 and $6,000.
The motion passed 5-1, with Member Gagner dissenting. In explaining his vote, he said he supports the establishment of the FAC; however, he is concerned with the costs to ITD.
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), (c), (d), and (f). Member Horsch seconded the motion and it passed 6-0 by individual roll call vote.
A discussion was held on personnel and legal matters.
The Board came out of executive session at 2 PM. No final actions or decisions were made.
Member DeLorenzo left the meeting at this time.
Add Six Projects to the Initial Transportation Management Area (TMA) – TAP. Toni Tisdale, Community Planning Association of Southwest Idaho (COMPASS) Principal Planner, provided information on six projects the TMA is requesting. MAP-21 consolidated previous programs such as Safe Routes to School (SR2S), Enhancement, and Recreational Trails into TAP. TAP includes sub-allocations based on population categories, including a mandatory obligation to TMAs. In anticipation of the implementation of MAP-21, COMPASS solicited applications from its constituents for TAP funds.
Ms. Tisdale elaborated on the SR2S Coordinator project. It would enable the Treasure Valley YMCA to continue its SR2S Program. The requested $140,000 would pay for two full-time positions dedicated solely to the SR2S Program. A part-time/seasonal staff person is expected to be hired in FY13. The coordinators further policies that support the SR2S Program.
The Boise Bike Share Program, Phase 1 and 2, would implement a bike share program in downtown Boise. The project would include seven stations with 70 bicycles. Thorough research was conducted to determine the locations for the bike stations. This project is known as the “third generation” bike sharing system. It holds the rider accountable for use of the bike through a check-out and return system tied to the rider’s name and credit card information. Additionally, global positioning system units are located on each bicycle, tracking its location for security and usage patterns. Fees for using the bikes would be used for maintenance, redistribution of the bikes, promotion, and improvement or expansion of the system.
In response to Chairman Whitehead’s question on the cost to use a bike, Ms. Tisdale replied that the fee has not been determined yet. Member Horsch asked if helmets will be provided. Ms. Tisdale did not know.
Member Gagner commented that although he may not support some of the specific projects, he noted that the funding is dedicated to the TMA and selection of the projects should be a local decision.
Member Gagner made a motion, seconded by Member Vassar, and passed unanimously, to approve the following resolution:
RES. NO. WHEREAS, it is in the public’s interest for the Idaho Transportation Department
ITB13-08 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 President signed the Moving Ahead for Progress in the 21st Century (MAP-21) transportation act into law in July 2012 with state implementation requirements for FY13 and 2014; and
WHEREAS, subsequent Federal Highway Administration rulemaking requires obligation of the Transportation Alternatives Program (TAP) sub-allocation to the Transportation Management Area (TMA; greater Boise area); and
WHEREAS, the Department currently has sufficient savings at award to meet this federal obligation for FY13; and
WHEREAS, in anticipation of the Idaho implementation of these provisions, the Community Planning Association of Southwest Idaho solicited this past fall and prioritized the following six applications to add to the Idaho Transportation Investment Program.
NOW THEREFORE BE IT RESOLVED, that the Board approves the addition of Treasure Valley YMCA Safe Routes to School Coordinator for $140,000; Natures Wood Duck Island Trail, Near Barber Park for $150,000; Union Pacific Railroad Rail with Trail Arterial Study, Meridian for $85,000; Boise Bike Share Program, Phase 1 for $287,000; Boise Bike Share Program, Phase 2 for $53,000; and the Ada County Highway District Stormwater Design Guide for $70,000 to the initial TAP-TMA Program.
Idaho Air Quality/Congestion Management Program. Mike Edwards, Air Quality Analyst, Idaho Department of Environmental Quality, provided background on air quality and the related transportation planning process. There are national standards for six common pollutants: particulate matter (PM), ozone, carbon monoxide, sulfur dioxide, nitrogen oxides, and lead. Franklin County and Pinehurst are areas of concern for PM 2.5. For ozone standards, Boise is close to the standard and the Craters of the Moon has elevated levels. Previously, issues with PM 10 were identified in Northern Ada County and Pocatello, plus Northern Ada County had issues with carbon monoxide.
If violations occur, a State Implementation Plan is required. The plan must provide for control measures that clean the air and achieve clean air by the attainment date. Transportation plans and projects must be consistent with the Air Quality Plan. If conformity lapses occur, highway sanctions may be implemented. The federal Congestion Mitigation/Air Quality Program provides funding to address air quality issues. Some previous projects included funding for flusher and sweeper trucks, Compressed Natural Gas buses, signalization, and vanpools.
Chairman Whitehead thanked Mr. Edwards for the educational presentation.
Monthly Financial Statements. Transportation Investments Manager John Krause said net obligations were $4,400,000 during February, resulting in total net cumulative obligations of $164,900,000. Of the net obligations, $179,300,000 were for current year projects. The remaining obligations are for adjustments for prior year projects plus advances of future year projects to FY13. The original budget amount for obligated FY13 projects was $173,400,000. Net cumulative obligations are above the historical trend of $141,100,000 for February.
Senior Budget Analyst Joel Drake summarized JFAC’s action on the Department’s FY14 appropriation. It reduced 13.5 positions. The salaries associated with the positions were retained, but 5% of FY14 personnel benefit cost increases were not allowed. An increase of $100,800 for additional Attorney General fees was included and an Idaho Power rate increase of $6,400 was added. The Risk Management expenditure was reduced by $115,300 for a total net reduction of $87,300 in spending authority.
Controller Gordon Wilmoth said FHWA Indirect Cost Allocation revenue through January was $16,592,000, which was above the projected amount of $16,185,000. Miscellaneous state funded revenue of $20,324,000 was $1,594,000 above the forecast. Highway Distribution Account revenue, excluding ethanol exemption elimination, was $109,758,000. The projected revenue was $107,466,000. Revenue from the ethanol exemption elimination was $9,427,000, which was .4% below the projected amount. Revenue to the State Aeronautics Fund from aviation fuels was $1,198,000, resulting in a 19% positive variance. Miscellaneous revenue to this account was $241,448, which was a 35% positive variance.
Total expenditures in the American Recovery and Reinvestment Act Title XII Fund for highway projects were $175,753,000, while $178,800,000 had been appropriated. Expenditures for public transportation were $8,944,000 of the $9,200,000 available.
Policy Approval. Member Kempton proposed eliminating the reference to aeronautics in the Standard Specifications for Construction Projects policies. The Board concurred.
Member Kempton made a motion to approve Board Policy 4013, Standard Specifications for Construction Projects (formerly B-04-02); 4014, Department Correspondence (formerly B-06-02); and 4015, Idaho Highway Map (formerly B-06-07). Member Vassar seconded the motion and it passed unanimously.
Policy Introduction. Highway Operations Engineer Greg Laragan presented four policies for review: B-05-05, Roadside Vegetation Program; B-05-06, Winter Maintenance Standards on State Highways; B-05-16, Maintenance of State Highways; and B-05-34, Closure or Restricted Use of State Highways. The intent is to consolidate the four policies into a new policy entitled Protecting and Maintaining State Highways. The only corresponding Administrative policy that would be retained is A-05-34, Closures or Restricted Use of State Highways. The content in the other administrative policies would be moved to the Maintenance Manual.
Tour of Area Highway Projects. The Board traveled to the SH-44 and Linder Road intersection to view the improvements underway at that location. The partnership project with
Ada County Highway District is the Department’s first design-build project. The Board then visited the construction site of the extension of SH-16 to US-20/26.
WHEREUPON, the meeting recessed at 4:50 PM.
March 20, 2013
The Board reconvened at 8:00 AM on Wednesday, March 20, 2013, at the Idaho Transportation Department, Boise, Idaho. All members were present.
IPLAN Solution and Cost Assessment with Gap Analysis Executive Summary. Transportation Planner (TP) Maranda Obray said the IPLAN project is on schedule. Deliverables completed to date include the framework, stakeholder meetings, the vision document, the requirements document, the draft data standards document, and the solution document with architectural assessment and gap analysis. Additionally, datasets for inclusion have been requested. The study should be completed soon, and then the next step will be the configuration.
Bio-West consultant Andrea Moser elaborated on the benefits of the web-based portal, such as the ease to search for specific data, the ability to share content, and a mechanism to display planning scenarios to identify and track performance measures. A gap analysis was performed to estimate the remaining costs for Phase 1. To implement Phase 1 internally, an additional $100,000 is needed for software, hardware, and licenses. There will be additional personnel costs, too; however, all of these additional expenses are planned within the Division of Highways’ budget. A return on investment exercise applied to the last five years of the Idaho Transportation Investment Program resulted in potential tangible savings of $2.2 million.
In response to Member Gagner’s question on the time frame for Phases 2 and 3, Ms. Moser replied that no time frame has been determined. Phase 1 is expected to be completed by the end of this year. The next phases are optional. CE Cole added that the intent is to pursue the next phases. Other areas to address will be identified. This initial phase is building the foundation, and then a determination will be made on what additional components are desired.
Strategic Highway Safety Plan (SHSP). Highway Safety Manager (HSM) Brent Jennings presented the draft SHSP. It is a data-driven, comprehensive plan that includes a goal, emphasis areas, and strategies to reduce traffic deaths and serious injuries. It focuses resources on education, enforcement, engineering, and emergency response. The document is being updated to revise emphasis areas, incorporate new goals, include emphasis area teams to work on the specific contributors to traffic deaths and serious injuries, develop actions and track work done, build and empower partnerships, and require evaluations.
HSM Jennings said more than 100 highway safety partners were brought together in November to develop goals and strategies for the highway safety focus areas, resulting in the updated SHSP, which the Board will be asked to approve next month. Although the total number of traffic fatalities decreased by 20.1% in 2011 from 2010, HSM Jennings noted that a lot of work still needs to be done, as even one fatality is too many.
Chairman Whitehead thanked HSM Jennings for the presentation and for his efforts on this important program.
City of Mullan Sewer District. District 1 Engineer (DE) Damon Allen summarized a project to replace a 77-year-old bridge on the I-90 Business Route in Mullan. The project, to be constructed this summer, requires the relocation of a sanitary sewer line and manholes at an estimated cost of $16,000. The City of Mullan Sewer does not have sufficient funds to relocate its utilities in the project impact area. Due to the hardship the project is creating, the City of Mullan Sewer is requesting financial assistance. DE Allen said federal funds could be used for this expense.
Member Gagner asked if the Board would set a precedent if it provides financial assistance. CE Cole responded that the Board has provided assistance to local communities in the past to relocate utilities.
Member Kempton empathized with small communities; however, utilities within ITD’s right-of-way are their responsibility. He questioned the communities’ ability to use emergency bonding authority to fund this.
Vice Chairman Coleman concurred that it is a difficult decision. ITD allowed the city to locate its utility within the Department’s right-of-way, which was a convenience to the municipality. To some extent, it is a lack of planning that resulted in this situation now.
In response to Member Gagner’s question on whether the Local Highway Technical Assistance Council (LHTAC) has been asked to help with funding, DE Allen said the project is ITD’s, not LHTAC’s. LHTAC Administrator Lance Holmstrom said no application has been received from the City of Mullan for this project. Member Gagner asked if LHTAC has emergency funds that may be available for this. LHTAC Administrator Holmstrom replied that relocating utilities would not qualify for emergency funds.
Vice Chairman Coleman believes there are two more local projects in District 1 where the cities do not have sufficient funds to relocate their utilities and will be requesting financial assistance. He suggested developing a policy to address this issue.
Member Vassar questioned delaying the request to provide assistance to the City of Mullan until a policy has been created. Member Gagner expressed concern with the timing, as the District was planning on constructing the project this summer. Although he is concerned with setting a precedent, he believes this issue needs to be addressed today.
Vice Chairman Coleman made a motion, seconded by Member Kempton, to approve the following resolution:
RES. NO. WHEREAS, the I-90 Business, South Fork Coeur d’Alene River Bridge 7th Street,
ITB13-09 Mullan, key #12874 project in District 1, is of significance to the mobility along I-90B in Mullan, that will improve economic opportunity; and
WHEREAS, this project will require the relocation of utility facilities owned by City of Mullan Sewer of a sanitary sewer line and adjusting three manholes located within the project right-of-way; and
WHEREAS, City of Mullan Sewer requested an Utility Hearing pursuant to Idaho Code 40-312(3), which was held on February 13, 2013, at the Idaho Transportation Department District 1 office in Coeur d’Alene, Idaho, where City of Mullan Sewer presented oral and written testimony in support of this project, recognized its obligation to relocate and adjust the utility facilities located within the project right-of-way at its expense, but that it does not have adequate funds to perform this work; and
WHEREAS, the City of Mullan Sewer does request financial assistance, estimated at $16,000 from the Idaho Transportation Board for relocating and adjusting utility facilities within the project right-of-way; and
WHEREAS, the Board is allocated the power to order the relocation of utility facilities located within the limits of a federal-aid project by Idaho Code 40-312(3) and while Idaho Code stipulates the owner is responsible for the cost of relocating utility facilities located within the public right-of-way, it does not prohibit the Department from voluntarily participating in the cost of relocating utility facilities owned by another public entity if it is determined by the Board that it is in the public interest to do so; and
WHEREAS, Subsection 645.103(d) of Title 23 of the Code of Federal Regulations specifies that federal-aid participation for utility facility relocation be governed by State law.
NOW THEREFORE BE IT RESOLVED, that the Board does determine that it is in the public interest to grant financial assistance to City of Mullan Sewer for relocating a sanitary sewer line and adjusting three manholes; and
BE IT FURTHER RESOLVED, that the Board directs staff to prepare a utility agreement with City of Mullan Sewer for this project by which the Department will approve the District’s recommendation of ITD participation in the utility relocation and adjustment within the project right-of-way at a cost not to exceed $16,000.
Member Kempton asked staff to draft a policy to address providing financial assistance for relocating utilities when communities demonstrate a hardship. Member Horsch commented on the difficult decision. Although $16,000 is not a lot of money in comparison to the total project, it is the city’s responsibility to relocate its utilities. He questioned providing a percentage of the requested funding.
Member Gagner asked if the city could reimburse ITD in the future for these costs. DE Allen believes that may be an option.
The motion passed unanimously.
Executive Session on Personnel and Legal Issues. Member Gagner made a motion to meet in executive session at 9:15 AM to discuss personnel and legal issues as authorized in Idaho Code Section 67-2345(b), (c), (d), and (f). Member DeLorenzo seconded the motion and it passed 6-0 by individual roll call vote.
A discussion was held on personnel and legal matters.
The Board came out of executive session at 10:50 AM. No final actions or decisions were made.
Member Vassar left the meeting at this time.
Tour Western Aircraft. The Board toured Western Aircraft, which provides various aviation services such as maintenance, avionics sales and installation, aircraft parts sales, fixed-base operation services, airline fueling, and aircraft charters.
WHEREUPON, the Idaho Transportation Board’s regular monthly meeting officially adjourned at 2:30 PM.
JERRY WHITEHEAD, Chairman
Read and Approved
April 10, 2013