02-24-2015 GI Area Metropolitan Planning Organization Regular Meeting PacketGIAMPO - Policy Board
Tuesday, February 24, 2015
4:00pm @ City Hall - Community Meeting Room
100 E 1st St, Grand Island, NE 68801
AGENDA
1.Call to Order
This is a public meeting subject to the open meetings laws of the State of Nebraska.
The requirements for an open meeting are posted on the wall in this room and anyone
that wants to find out what those are is welcome to read through them.
2.Roll Call & Introductions
3.Approval of Minutes of the January 27, 2015 Policy Board Meeting
4.Financial Constraint in the Development of the Long Range Transportation Plan
5.City of Grand Island 1-6 Year Improvement Program
6.Proposed Dedicated Capital Improvement Fund Process - City of Grand Island
7.MPO Activities Update
8.Next Meeting
9.Adjournment
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GIAMPO – Policy Board
Tuesday, February 24, 2015
Regular Session
Item C1
Approval of Minutes of the January 27, 2015 Policy Board Meeting
Staff Contact: Mayor Jeremy Jensen
Grand Island Regular Session - 2/24/2015 Page 2 / 57
1
GRAND ISLAND AREA METROPOLITAN PLANNING ORGANIZATION (GIAMPO)
MINUTES OF POLICY BOARD MEETING
Tuesday, January 27, 2015 at 4:00pm
Community Meeting Room
Grand Island City Hall, 100 E. 1st Street, Grand Island, NE
VOTING MEMBERS ATTENDANCE:
Jeremy Jensen, Mayor, City of Grand Island Present
Vaughn Minton, City of Grand Island, Council Member Present
Chuck Haase, City of Grand Island, Council Member Present
Julie Hehnke, City of Grand Island, Council Member Present
Mike Paulick, City of Grand Island, Council Member Present
Wes Wahlgren (Randy Peters designee) NDOR District 4 Engineer Present
Gary Quandt, Hall County Board Present
Scott Arnold, Hall County Board Absent
Pat O’Neill Present
NON‐VOTING MEMBERS ATTENDANCE:
Marlan Ferguson, City of GI, City Administrator Present
Terry Brown, City of GI, Director of Engineering Service Absent
John Collins, City of GI Public Works Director Present
Chad Nabity, Regional Planning Director Present
Joseph Werning, Administrator, FHWA NE Division Absent
Mokhtee Ahmad, Administrator, FTA Region VII Absent
Brad Zumwalt, Highway Planning Mgr, NDOR Absent
Justin Luther, Transportation Planner, Realty, Civil Rights FHWA Absent
Logan Daniels, Federal Transit Administration, Region VII Absent
OTHERS in ATTENDANCE:
John Adams, MPO Program Manager
Bob Sivick, City Attorney, City of Grand Island
William Clingman, Interim Finance Director/City Treasurer City of Grand Island
Catrina DeLosh, Public Works Administrative Assistant, City of Grand Island
Mayor Jensen called the meeting to order at 4:00 pm. The Nebraska Open Meetings Act was
acknowledged and roll call was taken. Mayor Jensen acknowledged the fact that Wes
Wahlgren, NDOR District 4 Engineer, was the designee for Randy Peters, Director of the
Nebraska Department of Roads.
Acknowledgement of New City of Grand Island Committee Members
Mayor Jensen acknowledged Mike Paulick, City of Grand Island Council Member, as a new
board member; and also noted as Mayor he is the new Chairperson of the Policy Board.
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2
Approve of minutes of the November 25, 2014 Policy Board Meeting
Wahlgren made note of corrections to the Highway 281 project location; Old Highway 30 to the
viaduct on the south end, and 2nd St (Hwy 30) Viaduct consists of replacing the deck joints, as
well as verifying the integrity of the joints.
Motion by Haase to approve the minutes of the November 25, 2014 meeting, as amended.
Seconded by Quandt. Upon roll call vote, all voted in favor of the motion with amended project
notes.
Nomination and Election of Vice‐Chairperson in Accordance with Article IV Section 2 of
Approved Bylaws
Quandt nominated Hasse, with Paulick seconding. Nominations ceased with one nomination.
Mayor Jensen did ask Haase if he accepts the nomination, to which he agreed.
Motion by Quandt to elect Haase as Vice‐Chairperson, seconded by Paulick. Upon roll call all
voted aye, with Haase and O’Neill abstaining.
Amendment to the GIAMPO Policy Board Bylaws for Cancellation of Meetings
Collins noted the bylaws were written one (1) year ago. Within the last year there have been
instances where there were no agenda items; or a quorum was not available, which is required
by law to conduct a meeting. The current bylaws do not allow for a meeting to be cancelled.
Minton inquired about the possibility of a conference call for those out of town. Nabity stated
board member must be physically at meeting to count towards the quorum, statewide boards
may allow teleconferencing. A quorum for this board consists of 5 voting members. Haase
asked how notification would be handled to inform individuals of a cancellation. Collins stated
the same resources would be used to cancel, as are used to notify and that the next agenda
item is to discuss the possibility of quarterly meetings. Wahlgren mentioned those out of town
would be more willing to attend meetings if they lasted longer than 30 minutes.
Motion by Walhgren to amend the bylaws as stated in the draft amendment dated 1/27/2015;
seconded by O’Neill. Upon roll call vote, all voted in favor of the motion.
2015 Meeting Times in Accordance to the Approved Bylaws for the Technical Advisory and
Policy Committees with Discussion of Future Dates and Times
Collins stated with the Nebraska Department of Roads (NDOR) timelines it was discovered that
the meeting frequency could be changed to quarterly and would match quarterly invoicing with
NDOR. Minton would prefer to keep meeting on Tuesdays, as would Mayor Jensen. Haase
asked which of the scheduled meeting would be eliminated, to which Collins noted the March
24, 2015; July 28, 2015; and September 22, 2015 meetings would be removed. Mayor Jensen
questioned if everyone would be okay with the November 24, 2015 meeting date, as that is the
same week as Thanksgiving – no objections were raised. Minton suggested the November 24,
2015 meeting be discussed at the August 25, 2015 meeting to see if it’s warranted.
Motion by Minton to change meeting frequency to quarterly with meeting dates being
February 24, 2015; May 26, 2015; August 25, 2015; November 24, 2015, seconded by Quandt.
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3
Upon roll call vote, all voted in favor of the motion.
Update on Previous Amendments to the FY 2015 Unified Planning Work Program (UPWP)
Adams informed the board that two (2) amendments have been approved for the annual
unified work program; Aerial Photography and Transit Needs Analysis Plan. Both are moving
through the process with no known issues.
Current FY 2015 Unified Planning Work Program (UPWP) with Amendments
Adams provided the UPWP with amendments for FY 2015, which is July 1st through June 30.
Vaughn questioned Item A(14‐5) Transit Needs Analysis amendment on handout provided in
packet. Adams stated this is in connection with the 2012 MPO designation and is funded by
Federal Transportation Administration (FTA). In the past the City received Sec 5311 rural funds,
and now receives Sec 5307 urban funds. The amendment identifies needs in the MPO area and
will begin this FY. April 2015 application will be made to get in the system and a consultant
should be on board May 2015.
Annual Membership to Association to the Metropolitan Planning Organization (AMPO)
Nabity noted TAC provided approval for such membership. AMPO reaches across the USA and
provides training, postings to their website, and tracks legislation. With the reauthorization of
the transportation bill up for discussion this could affect MPO funding. Cost of the AMPO
membership is less than $350 per year. Motion by Haase to remain a member of the
Association to the Metropolitan Planning Organization, seconded by Minton.
Next Meeting Date
The next meeting date will be February 24, 2015 at 4:00 pm at City Hall.
Adjournment
There being no further business, Mayor Jensen adjourned the meeting at 4:31 pm.
Grand Island Regular Session - 2/24/2015 Page 5 / 57
GIAMPO – Policy Board
Tuesday, February 24, 2015
Regular Session
Item E1
Financial Constraint in the Development of the Long Range
Transportation Plan
Staff Contact: John Adams, MPO Manager
Grand Island Regular Session - 2/24/2015 Page 6 / 57
Agenda Memo E1, E2, E3, E4
From: John T Adams, MPO Program manager
Meeting: February 24, 2015
Subject: Financial Constraint in Developing the Long Range
Transportation Plan and Transportation Improvement
Program.
Item #’s:
Background
Items E1, E2, and E3 – Federal Requirements
E-1 Financial Constraint in the Development of the Long Range Transportation Plan
(LRTP)
A key component of a performance-based transportation plan is reviewing and estimating
available financial resources. Developing a financial resource estimate typically involves
developing an inventory of available funding streams, along with projections of funding that
is forecast to be available from each funding stream over the life of the transportation plan. .
The financial plan will contain information on funding sources at the Federal, State, and
local levels. Reasonably expected funds will be estimated and projected over the entire
lifespan of the transportation plan. When developing the financial plan, eligible projects and
their phases will be prioritized and funding will be identified for each phase and the
expected year of activity. Attached for your review is an excerpt from the Federal Highway
Administration on Financial Planning in the Development of the Long Range Transportation
Plan.
E-2 City of Grand Island 1-6 Year Improvement Program
One of the key planning activities required of the Policy Board, is the development of a
Transportation Improvement Program (TIP). The TIP is developed on an annual bases
identifying/programming projects that were initially identified in the LRTP. Currently, the City
and County both develop 1-6 year transportation improvement plans for projects under
Nebraska State Statute Section 39-2119. With the designation of the Grand Island Area
becoming an MPO these activities will become a part of the federally mandated activity of the
MPO, which is the development of the Transportation Improvement Program (TIP). Included
is a PowerPoint presentation of the projects currently in the 1-6 program that will be presented
to Grand Island City Council on February 24, 2015.
Grand Island Regular Session - 2/24/2015 Page 7 / 57
E-3 Proposed Dedicated Capital Improvement Fund Process
A presentation will be made by John Collins P.E., Public Works Director, and William Clingman,
Interim Finance Director.
As mentioned in E1, and E2, two (2) of the primary planning requirements of an MPO are to
identify and have reasonable expectations of revenue streams to implement proposed projects,
identified through the planning process. Many, if not all roadway projects have several phases
(I.E., preliminary engineering, right-of-way needs, utility relocations, construction, and
construction engineering, Etc.), these phases are generally spread out through several budget
cycles. The presentation begins to outline possible changes to the budgeting of the Capital
Improvement Program (CIP), to committing funding to projects over the life of their
implementation.
E-4a Aerial Photography – Past Amendment to the Unified Planning Work Program
(UPWP)
Costs were solicited for aerial photography to be flown in the spring of 2015. As firm has been
selected and recommendation has been made for City Council for February 24th. The anticipated
period for the photography to be flown is between March 15–April 15. This is the optimal time
for the photography to be taken. The high resolution photography will be used in the development
of the Long Range Transportation Plan.
E-4b Performance-Based Long Range Transportation Plan
The final negations are completed and submitted to the department of Roads for final agreements.
These agreements will be taken to City Council on March 10th. The consultants will begin work
shortly after the agreements are signed.
Grand Island Regular Session - 2/24/2015 Page 8 / 57
Developing a Long Range Transportation Plan
Excerpt - FhWA Model Long-Range Transportation Plans: A Guide for Incorporating Performance-Based
Planning
Financial Planning – Developing a Long Range Transportation Plan
A key component of a performance-based transportation plan is reviewing and estimating
available financial resources. Developing a financial resource estimate typically involves
developing an inventory of available funding streams, along with projections of funding that
is forecast to be available from each funding stream over the life of the transportation plan.
During this process, it is helpful to note the types of investments that are eligible using each
funding stream. Financial resource estimation typically culminates in a chapter or other
defined section of the transportation plan that discusses available financial resources to
devote to transportation projects. This section is sometimes labeled the "Financial Plan."
The financial plan serves as a key input for investment analysis, project selection, and
moving projects from the transportation plan to the STIP/TIP.
MPOs are required to create a financial plan that demonstrates how the transportation plan
can be implemented; that is, the MPO's MTP must be cost feasible.[124] The financial plan
is critical to demonstrating fiscal constraint for MPOs. State DOTs can opt to include a
financial plan in the statewide transportation plan.[125] Even if the statewide transportation
plan does not include a financial plan, it should be informed by the financial plan and
investment strategies from the State asset management plan for the NHS and investment
priorities of the public transit asset management plans.
FHWA provides guidance to transportation agencies on the reasonability of assumptions
regarding the agency's available resources.[126] In long-range planning, agencies
sometimes consider implementing pricing mechanisms to finance specific projects or to
incentivize certain behaviors that provide benefits such as congestion reduction to the
traveling public. According to FHWA, enactment of specific taxes or pricing strategies can
be considered reasonable if there is clear evidence of support for the taxes or fees and
specific strategies are in place for securing the necessary approvals. As an example, in its
Transportation 2040 plan, the Puget Sound Regional Council, the MPO for the Seattle
metropolitan area, included roadway pricing strategies that would be phased in over the life
of the plan.[127] According to PRSC, these pricing strategies will support a 132 percent
peak period increase in local transit service (108 percent increase off-peak), the extension
of regional light rail, and investments in walking and biking facilities. Together, they are
expected to result in a 9 percent reduction in regional greenhouse gas emissions from the
trend.
The financial plan will usually contain information on funding sources at the Federal, State,
and local levels. Reasonably expected funds should be estimated and projected over the
entire lifespan of the transportation plan. Anticipating the overall level of Federal revenues
and local match is a core element of the financial analysis.
Anticipating future levels of funding can be challenging. Educated guesses can inform the
estimate's deviation from a flat line projection. Funding streams may fluctuate (e.g., State
gas tax revenues in the event of a recession), so planners should build a margin of error in
their estimates. Further, the purchasing power of the dollar will deteriorate over time due to
inflation. Planners should apply inflation factors to each revenue stream to ensure that
investment decisions are being made using common figures.[128]
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Developing a Long Range Transportation Plan
Excerpt - FhWA Model Long-Range Transportation Plans: A Guide for Incorporating Performance-Based
Planning
There may be many sources of funding, including local funding, State funding (revenue
from motor fuel taxes, registration fees, etc.), Federal funding, debt financing, toll equity
and public-private partnerships. The volume and flexibility of available funding has a
profound influence on the investments that are included in the transportation plan's
investment package. The total pool of available funds impacts the number and size of
projects that the agency can afford to build. Flexible funds allow for money to be directed
toward projects that provide the best performance return-regardless of project type, mode
or functional class of the roadway.
In practice, forecasting revenue early in the development of the performance-based
transportation plan (in the scoping or baseline phase) will provide information about the
financial constraints that must be considered when developing trends and targets.
However, more detailed financial planning typically occurs through the plan development
process. There will likely be more transportation system performance improvement needs
and desired implementation strategies than available funding. To determine how adopted
strategies in the transportation plan can be implemented, the transportation plan indicates
resources from public and private sources that are reasonably expected to be made
available to carry out the plan, and recommends any additional financing strategies for
needed projects and programs.
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GIAMPO – Policy Board
Tuesday, February 24, 2015
Regular Session
Item E2
City of Grand Island 1-6 Year Improvement Program
Staff Contact: John Adams, MPO Manager
Grand Island Regular Session - 2/24/2015 Page 11 / 57
Agenda Memo E1, E2, E3, E4
From: John T Adams, MPO Program manager
Meeting: February 24, 2015
Subject: Financial Constraint in Developing the Long Range
Transportation Plan and Transportation Improvement
Program.
Item #’s:
Background
Items E1, E2, and E3 – Federal Requirements
E-1 Financial Constraint in the Development of the Long Range Transportation Plan
(LRTP)
A key component of a performance-based transportation plan is reviewing and estimating
available financial resources. Developing a financial resource estimate typically involves
developing an inventory of available funding streams, along with projections of funding that
is forecast to be available from each funding stream over the life of the transportation plan. .
The financial plan will contain information on funding sources at the Federal, State, and
local levels. Reasonably expected funds will be estimated and projected over the entire
lifespan of the transportation plan. When developing the financial plan, eligible projects and
their phases will be prioritized and funding will be identified for each phase and the
expected year of activity. Attached for your review is an excerpt from the Federal Highway
Administration on Financial Planning in the Development of the Long Range Transportation
Plan.
E-2 City of Grand Island 1-6 Year Improvement Program
One of the key planning activities required of the Policy Board, is the development of a
Transportation Improvement Program (TIP). The TIP is developed on an annual bases
identifying/programming projects that were initially identified in the LRTP. Currently, the City
and County both develop 1-6 year transportation improvement plans for projects under
Nebraska State Statute Section 39-2119. With the designation of the Grand Island Area
becoming an MPO these activities will become a part of the federally mandated activity of the
MPO, which is the development of the Transportation Improvement Program (TIP). Included
is a PowerPoint presentation of the projects currently in the 1-6 program that will be presented
to Grand Island City Council on February 24, 2015.
Grand Island Regular Session - 2/24/2015 Page 12 / 57
E-3 Proposed Dedicated Capital Improvement Fund Process
A presentation will be made by John Collins P.E., Public Works Director, and William Clingman,
Interim Finance Director.
As mentioned in E1, and E2, two (2) of the primary planning requirements of an MPO are to
identify and have reasonable expectations of revenue streams to implement proposed projects,
identified through the planning process. Many, if not all roadway projects have several phases
(I.E., preliminary engineering, right-of-way needs, utility relocations, construction, and
construction engineering, Etc.), these phases are generally spread out through several budget
cycles. The presentation begins to outline possible changes to the budgeting of the Capital
Improvement Program (CIP), to committing funding to projects over the life of their
implementation.
E-4a Aerial Photography – Past Amendment to the Unified Planning Work Program
(UPWP)
Costs were solicited for aerial photography to be flown in the spring of 2015. As firm has been
selected and recommendation has been made for City Council for February 24th. The anticipated
period for the photography to be flown is between March 15–April 15. This is the optimal time
for the photography to be taken. The high resolution photography will be used in the development
of the Long Range Transportation Plan.
E-4b Performance-Based Long Range Transportation Plan
The final negations are completed and submitted to the department of Roads for final agreements.
These agreements will be taken to City Council on March 10th. The consultants will begin work
shortly after the agreements are signed.
Grand Island Regular Session - 2/24/2015 Page 13 / 57
PUBLIC WORKS
1 & 6 YEAR STREET
IMPROVEMENT PLAN
2015-2020
Presented by: John Collins, PE
1
Grand Island Regular Session - 2/24/2015 Page 14 / 57
PUBLIC WORKS
2014 SUBSTANTIALLY COMPLETE PROJECTS
(FROM 1 & 6 STREET IMPROVEMENT PLAN)
**DOES NOT INCLUDE ALL CIP PROJECTS
2
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3
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4
Grand Island Regular Session - 2/24/2015 Page 17 / 57
PUBLIC WORKS
SOUTH BLAINE ST BRIDGE REPLACEMENTS
M-310 (267)
Replace the north bridge structure with two box
culverts
Replace the south bridge structure with two Arch
RCP pipes
Widen road to improve traffic flow
5
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PUBLIC WORKS
6
Grand Island Regular Session - 2/24/2015 Page 19 / 57
PUBLIC WORKS
CAPITAL AVENUE WIDENING – WEBB TO BROADWELL
M-310 (89)
Includes removal of existing 24’ wide asphalt roadway and
construction of a five lane curbed concrete roadway (four
through lanes and a common turning lane).
Reconstruction will address the deterioration of the
pavement, accommodate increasing traffic volumes and
widening improve motorist and pedestrian safety.
Sanitary sewer improvements and a hike/bike trail
7
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PUBLIC WORKS
8
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PUBLIC WORKS
HIGHWAY 30 RESURFACING
M-310 (581)
Roadway asphalt resurfacing from Wood River to
Grand Island
NDOR project with City participation
9
Grand Island Regular Session - 2/24/2015 Page 22 / 57
PUBLIC WORKS
10
Grand Island Regular Session - 2/24/2015 Page 23 / 57
PUBLIC WORKS
STOLLEY PARK ROAD
PAVEMENT MAINTENANCE & INTERSECTION STUDY
M-310 (584)
Restriping for new lane designations from two lane to
three or five lane section.
Intersection evaluations for potential signalization.
Pavement determination for repairs and/or increased
pavement structure to accommodate truck traffic.
11
Grand Island Regular Session - 2/24/2015 Page 24 / 57
PUBLIC WORKS
12
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PUBLIC WORKS
3RD STREET & WHEELER AVENUE
INTERSECTION IMPROVEMENTS
M-310 (629)
Coordinated with KC Plaza construction.
Intersection bump outs to make area more pedestrian
friendly.
Drainage improvements including new storm sewer.
Replace existing water main.
13
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PUBLIC WORKS
14
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PUBLIC WORKS
4TH STREET & 5TH STREET;
EDDY STREET TO SYCAMORE
STREET HANDICAP RAMP INSTALLATION
M-310 (628)
$800,000 Community Development Block Grant
(CDBG) with 50% city match to install handicap
ramps.
15
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PUBLIC WORKS
16
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PUBLIC WORKS
FAIDLEY AVE EXTENSION;
NORTH RD TO IRONGATE AVE
M-310 (353)
This project will extend paving to join the two (2)
existing segments of Faidley Avenue, between North
Road and Irongate Avenue
17
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PUBLIC WORKS
18
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PUBLIC WORKS
FAIDLEY AVENUE & DIERS AVENUE
TRAFFIC SIGNAL INSTALLATION
M-310 (627)
With the extension of Faidley Avenue west to North
Road the projected increase in traffic is anticipated to
warrant a traffic signal.
The radii at this intersection will be widened to better
accommodate turns.
19
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PUBLIC WORKS
20
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PUBLIC WORKS
STERLING ESTATES
PAVING DISTRICT NO. 1263
M-310(630)
The District will consist of finishing the pavement
around Niedfelt Park including Ebony Lane,
Monarch, Norseman, and Sunrise Avenues.
The project consists of new 37’ roadway with parking
along Ebony Lane for Niedfelt Park.
21
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PUBLIC WORKS
22
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PUBLIC WORKS
DELTA STREET
STORM SEWER IMPROVEMENTS
M-310 (634)
Install additional catch basins.
Connect this area to existing storm sewer.
23
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PUBLIC WORKS
24
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PUBLIC WORKS
1 & 6 YEAR STREET IMPROVEMENT PLAN
**DOES NOT INCLUDE ALL CIP PROJECTS 25
Grand Island Regular Session - 2/24/2015 Page 38 / 57
GIAMPO – Policy Board
Tuesday, February 24, 2015
Regular Session
Item E3
Proposed Dedicated Capital Improvement Fund Process - City of
Grand Island
Staff Contact: John Collins PE, Public Works Director
Grand Island Regular Session - 2/24/2015 Page 39 / 57
Agenda Memo E1, E2, E3, E4
From: John T Adams, MPO Program manager
Meeting: February 24, 2015
Subject: Financial Constraint in Developing the Long Range
Transportation Plan and Transportation Improvement
Program.
Item #’s:
Background
Items E1, E2, and E3 – Federal Requirements
E-1 Financial Constraint in the Development of the Long Range Transportation Plan
(LRTP)
A key component of a performance-based transportation plan is reviewing and estimating
available financial resources. Developing a financial resource estimate typically involves
developing an inventory of available funding streams, along with projections of funding that
is forecast to be available from each funding stream over the life of the transportation plan. .
The financial plan will contain information on funding sources at the Federal, State, and
local levels. Reasonably expected funds will be estimated and projected over the entire
lifespan of the transportation plan. When developing the financial plan, eligible projects and
their phases will be prioritized and funding will be identified for each phase and the
expected year of activity. Attached for your review is an excerpt from the Federal Highway
Administration on Financial Planning in the Development of the Long Range Transportation
Plan.
E-2 City of Grand Island 1-6 Year Improvement Program
One of the key planning activities required of the Policy Board, is the development of a
Transportation Improvement Program (TIP). The TIP is developed on an annual bases
identifying/programming projects that were initially identified in the LRTP. Currently, the City
and County both develop 1-6 year transportation improvement plans for projects under
Nebraska State Statute Section 39-2119. With the designation of the Grand Island Area
becoming an MPO these activities will become a part of the federally mandated activity of the
MPO, which is the development of the Transportation Improvement Program (TIP). Included
is a PowerPoint presentation of the projects currently in the 1-6 program that will be presented
to Grand Island City Council on February 24, 2015.
Grand Island Regular Session - 2/24/2015 Page 40 / 57
E-3 Proposed Dedicated Capital Improvement Fund Process
A presentation will be made by John Collins P.E., Public Works Director, and William Clingman,
Interim Finance Director.
As mentioned in E1, and E2, two (2) of the primary planning requirements of an MPO are to
identify and have reasonable expectations of revenue streams to implement proposed projects,
identified through the planning process. Many, if not all roadway projects have several phases
(I.E., preliminary engineering, right-of-way needs, utility relocations, construction, and
construction engineering, Etc.), these phases are generally spread out through several budget
cycles. The presentation begins to outline possible changes to the budgeting of the Capital
Improvement Program (CIP), to committing funding to projects over the life of their
implementation.
E-4a Aerial Photography – Past Amendment to the Unified Planning Work Program
(UPWP)
Costs were solicited for aerial photography to be flown in the spring of 2015. As firm has been
selected and recommendation has been made for City Council for February 24th. The anticipated
period for the photography to be flown is between March 15–April 15. This is the optimal time
for the photography to be taken. The high resolution photography will be used in the development
of the Long Range Transportation Plan.
E-4b Performance-Based Long Range Transportation Plan
The final negations are completed and submitted to the department of Roads for final agreements.
These agreements will be taken to City Council on March 10th. The consultants will begin work
shortly after the agreements are signed.
Grand Island Regular Session - 2/24/2015 Page 41 / 57
PUBLICWORKSCapital Improvement ProgramBudgeting and FundingGrand IslandRegular Session - 2/24/2015Page 42 / 57
PUBLICWORKSGoalPersistent funding.Improve project delivery.Reduce unnecessary effort, especially during construction season.Grand IslandRegular Session - 2/24/2015Page 43 / 57
PUBLICWORKSCapital funds vs Operating FundsThe primary difference between Capital Funds and Operating funds is:•Operating funds may be used for any purpose and persist through the fiscal year.•Capital funds may only be used for capital assets and persist through the life of the project.Grand IslandRegular Session - 2/24/2015Page 44 / 57
PUBLICWORKSIssuesCIP is presented with mostly Conceptual Estimates.Many Capital Projects take more than 1 fiscal year to complete.The design and construction time is dependent on factors outside of the City’s control.Budgeting occurs in the middle of Construction season.Grand IslandRegular Session - 2/24/2015Page 45 / 57
PUBLICWORKSThe current fiscal year expenditures estimate occurs in May, which is the first part of construction season, prior to most construction or expenses; the estimate in May is little better than the one presented with the CIP.At the May estimate, projects where expenditures may occur after September 30 are often delayed to the next year.October, November and December payments are often from the prior fiscal year’s budget and activities.Grand IslandRegular Session - 2/24/2015Page 46 / 57
PUBLICWORKSConsequencesProjects are cancelled or delayedSignificant effort by Public Works and Finance staff estimating expenses repeatedly/frequently through the construction season.Frequent budget adjustments.Grand IslandRegular Session - 2/24/2015Page 47 / 57
Establish a dedicated Capital Program AccountAccount funded with the budget each year.Current cash balanceProjected expenditures for the coming yearMaintaining a minimum balanceFunds (cash) remain in account until spent on an approved project.The amount transferred for the Capital Program will be approved by Council each year.Projects will be approved on a contract by contract basisGrand IslandRegular Session - 2/24/2015Page 48 / 57
PUBLICWORKSRestricted RevenueThe Finance Department maintains separate cash account for dedicated funds (gas tax, bridge funds, etc.) within the dedicated Capital Improvement Fund.The Public Works Department specifies which projects (or portions thereof) are eligible for which types of fundingGrand IslandRegular Session - 2/24/2015Page 49 / 57
Grand IslandRegular Session - 2/24/2015Page 50 / 57
PUBLICWORKSRecommendationEstablish dedicated Capital Improvement FundingSet the transfers to the CIP fund with the budget each year.Funding will be tied to a projectGrand IslandRegular Session - 2/24/2015Page 51 / 57
PUBLICWORKSMPOWill require City to be fiscally responsible on a program basis; meaning that we must be reasonably confident that sufficient funds will be available for all programed projects.Requires 5 year program Requires 20 year programGrand IslandRegular Session - 2/24/2015Page 52 / 57
PUBLICWORKSCity Administration and Council Still ApproveAnnual Capital ProgramIndividual projectsIndividual contracts for design, construction, receipt of funds, real estate acquisition, etc…Individual paymentsUn-programmed projects (Grand Generation, Delta drainage, etc.)Grand IslandRegular Session - 2/24/2015Page 53 / 57
Definition of Estimates
Below is an explanation of the types and accuracy of estimates typically used with infrastructure projects. Each type of
estimate may be revised. For example, prior to developing a preliminary estimate, a conceptual estimate may be
revised to account for work added to the project. Programming is based primarily on conceptual estimates, so the
Capital Improvement Program is presented based on this.
Conceptual Estimate – high error
This estimate is based on rules of thumb with only a general idea of the work involved. For example, we know we need
to build a sewer line between two points about a mile apart. We assume the line can be built directly between the two
points and use the most recent cost per foot and length of pipe to estimate the costs. More detailed (and work intense)
examination may show that there are obstructions to the shortest route, advantages to selecting another route, need
for additional capacity in the line, grade issues (i.e. the pipe would be too deep or too shallow) or many other issues that
can only be uncovered after significant effort (i.e. cost and time). The Capital Improvement Program is planned using
mostly conceptual estimates as design has not been approved and expending resources to develop better estimates is
cost prohibitive.
Preliminary (30%) Estimate – high error
Sufficient design has been performed so that the general details of the project are known, and the project could be built.
However, there has been little field checking of the design, nor design optimization. The Field meeting that takes place
after preliminary plans are ready is expected to identify major issues that affect the project, sometimes requiring a
complete redesign and repeat of preliminary plan development.
Advanced Check Print/Plan-in-Hand (90%) Estimate – medium error
For most purposes the design is complete, but the final field review has not occurred. Issued discovered during the field
review (aka Plan-in-Hand) should only have a minor impact on the design.
City Engineer’s Estimate (defined in statute)/Final Design Estimate – some error
This is the estimate required by statute, and is confidential until after the bids have been opened. Plans and
specifications are complete. Estimate is based by pricing individual tasks and components. Most common error sources
include: changes in labor costs and/or contractor profit margins (increasing as contractors get busy, decreasing as work
diminishes), sudden changes in commodities (often oil and/or cement), issues discovered after excavation, and last
minute changes in design.
Bid/Award – minimal error
This is the actual bid amount; the contract is executed for this amount. Projects are sometimes completed for this
amount, though unknown issues often cause change orders.
Final Cost - accurate
Determined after all work is complete and the City Engineer has signed the Certificate of Completion as required by
state statute. This is the total amount paid to the contractor.
Total Project Cost – accurate and complete
This includes the Final Cost as described above and all other costs such as real estate acquisition, design, testing, and
surveying. Note that some or all staff time is usually excluded as there is nothing in place to accurately and easily track
this.
Note that there is a tendency for the scope of projects to expand throughout the design process, known as project scope
creep. This increase in scope results from additional deficiencies being discovered during various
inspections/investigations, cost savings anticipated by including work from another project, and from community or
political desire to expand the project. While this makes accounting and programming a little more difficult, it often
results in a better product with some overall cost savings, except when the project has already bid.
Grand Island Regular Session - 2/24/2015 Page 54 / 57
GIAMPO – Policy Board
Tuesday, February 24, 2015
Regular Session
Item E4
MPO Activities Update
Staff Contact: John Adams, MPO Manager
Grand Island Regular Session - 2/24/2015 Page 55 / 57
Agenda Memo E1, E2, E3, E4
From: John T Adams, MPO Program manager
Meeting: February 24, 2015
Subject: Financial Constraint in Developing the Long Range
Transportation Plan and Transportation Improvement
Program.
Item #’s:
Background
Items E1, E2, and E3 – Federal Requirements
E-1 Financial Constraint in the Development of the Long Range Transportation Plan
(LRTP)
A key component of a performance-based transportation plan is reviewing and estimating
available financial resources. Developing a financial resource estimate typically involves
developing an inventory of available funding streams, along with projections of funding that
is forecast to be available from each funding stream over the life of the transportation plan. .
The financial plan will contain information on funding sources at the Federal, State, and
local levels. Reasonably expected funds will be estimated and projected over the entire
lifespan of the transportation plan. When developing the financial plan, eligible projects and
their phases will be prioritized and funding will be identified for each phase and the
expected year of activity. Attached for your review is an excerpt from the Federal Highway
Administration on Financial Planning in the Development of the Long Range Transportation
Plan.
E-2 City of Grand Island 1-6 Year Improvement Program
One of the key planning activities required of the Policy Board, is the development of a
Transportation Improvement Program (TIP). The TIP is developed on an annual bases
identifying/programming projects that were initially identified in the LRTP. Currently, the City
and County both develop 1-6 year transportation improvement plans for projects under
Nebraska State Statute Section 39-2119. With the designation of the Grand Island Area
becoming an MPO these activities will become a part of the federally mandated activity of the
MPO, which is the development of the Transportation Improvement Program (TIP). Included
is a PowerPoint presentation of the projects currently in the 1-6 program that will be presented
to Grand Island City Council on February 24, 2015.
Grand Island Regular Session - 2/24/2015 Page 56 / 57
E-3 Proposed Dedicated Capital Improvement Fund Process
A presentation will be made by John Collins P.E., Public Works Director, and William Clingman,
Interim Finance Director.
As mentioned in E1, and E2, two (2) of the primary planning requirements of an MPO are to
identify and have reasonable expectations of revenue streams to implement proposed projects,
identified through the planning process. Many, if not all roadway projects have several phases
(I.E., preliminary engineering, right-of-way needs, utility relocations, construction, and
construction engineering, Etc.), these phases are generally spread out through several budget
cycles. The presentation begins to outline possible changes to the budgeting of the Capital
Improvement Program (CIP), to committing funding to projects over the life of their
implementation.
E-4a Aerial Photography – Past Amendment to the Unified Planning Work Program
(UPWP)
Costs were solicited for aerial photography to be flown in the spring of 2015. As firm has been
selected and recommendation has been made for City Council for February 24th. The anticipated
period for the photography to be flown is between March 15–April 15. This is the optimal time
for the photography to be taken. The high resolution photography will be used in the development
of the Long Range Transportation Plan.
E-4b Performance-Based Long Range Transportation Plan
The final negations are completed and submitted to the department of Roads for final agreements.
These agreements will be taken to City Council on March 10th. The consultants will begin work
shortly after the agreements are signed.
Grand Island Regular Session - 2/24/2015 Page 57 / 57