COMMUNITY PLANNING ASSOCIATION EXECUTIVE COMMITTEE MEETING August 31, 2005 1:30 pm 800 S. Industry Way, Suite 100, Meridian, Idaho **AGENDA** * A. Approve July 27, 2005, Executive Directors Meeting Minutes Copies of the draft July 27, 2005, meeting minutes are attached. * B. Establish September 19, 2005, COMPASS Board Meeting Staff s proposed agenda items for the regularly scheduled September meeting are attached. C. Review Federal and State Legislative Issues Staff will review processes and schedules associated with the legislative services contract. * D. Status Report COMPASS Strategic Plan Staff will review the status of the strategic plan and associated recommendations for the Board. E. Other * Enclosure Times are approximate. is subject to change. T:\FY05\900Operations\Board\Ex Committee\2005 s Minutes\agenda08312005.doc 800 S. Industry Way, Suite 100! Meridian, ID 83642! (208) 855-2558! Fax (208) 855-2559! www.compassidaho.org
ITEM A Community Planning Association of Southwest Idaho Executive Committee Meeting July 27, 2005 COMPASS Conference Room ***Minutes*** ATTENDEES: MEMBERS ABSENT: OTHERS: CALL TO ORDER Gerry Armstrong for Judy Peavey-Derr, Commissioner, Ada County Matt Beebe, Commissioner, Canyon County Tammy de Weerd, Mayor, City of Meridian, Chair-Elect Bob Flowers, Mayor, City of Parma, Chair Sherry Huber, Commissioner, for John Franden, Commissioner, Ada County Highway District, Secretary-Treasurer Kathleen Lacey for David Bieter, Mayor, City of Boise Garret Nancolas, Mayor, City of Caldwell Paul Raymond for Tom Dale, Mayor, City of Nampa, Vice-Chair Matt Stoll, Executive Director, Community Planning Association, Ex Officio Nancy Merrill, Mayor, City of Eagle Nancy Brecks, Community Planning Association Charles, Community Planning Association Jeanne Urlezaga, Community Planning Association Chair Flowers called the meeting to order at 1:33 p.m. A. Approve June 21, 2005 and June 29, 2005, Executive Committee Meeting Minutes Tammy de Weerd moved and Garret Nancolas seconded approval of the June 21, 2005 and June 29, 2005, Executive Committee meeting minutes as presented. Motion passed unanimously. B. Establish August 15, 2005, COMPASS Board Meeting Matt Stoll reviewed the proposed August 15, 2005, COMPASS Board meeting agenda items 1-15. Matt stated staff proposes adding two additional items as 15 B. Review of Urban and Transportation Management Area Balancing Committees Actions and End-of-Year Requests; and C. Review of COMPASS Board s Role in Reviewing the Transportation Improvement Programs. 800 S. Industry Way, Suite 100! Meridian, ID 83642! (208) 855-2558! Fax (208) 855-2559! www.compassidaho.org
After discussion, Garret Nancolas moved and Gerry Armstrong seconded approving proposed August 15, 2005, COMPASS Board Items 1-15 with the addition of Items 15 B and C as presented. Motion passed unanimously. C. Review Draft Scope of Work for Legislative Services and Funding Options Matt Stoll provided an update on the negotiation of the Scope of Work with Veritas Advisors/MGN for legislative services. Matt reviewed the financial needs associated with the legislative services contract. After discussion, Garret Nancolas moved and Tammy de Weerd seconded to approve the Scope of Work for presentation to the COMPASS Board. That a Federal Relations Committee be formed consisting of three Ada County and two Canyon County members of the Executive Committee appointed by the COMPASS Board Chair. Matt Stoll and Kelli Fairless will sit on the Committee as support staff. Also, recommend the Board approve the additional costs outside of the Scope of Work as presented with the caveat that State Lobbying services be negotiated as part of the Scope of Work. The additional funding is to be assessed to General and Special Members on a basis identical to the membership dues formula. Motion passed unanimously. Chair Flowers named Boise City Mayor Dave Bieter; Ada County Commissioner Judy Peavey-Derr; Ada County Highway District Commissioner John Franden; City of Caldwell Mayor Garret Nancolas; and City of Nampa Mayor Tom Dale to the Federal Relations Committee. D. Discuss Committee and Organizational Structures and Possible Next Steps Matt Stoll requested direction from the Executive Committee in reviewing the COMPASS Standing Committees processes and structure and the formation of a Policy Committee recommended in the Certification Review final report. After discussion, it was agreed that as Executive Director, it is appropriate for Matt to research other entity s organizational processes and structures and suggest changes he feels appropriate for COMPASS, and the Executive Committee should serve as the Policy Committee for COMPASS to meet the Certification Review team s recommendation. ADJOURNMENT Garret Nancolas moved and Kathleen Lacey seconded adjournment at 3:07 p.m. Motion passed unanimously. Dated this 31st day of August 2005. APPROVED: By: Bob Flowers, Chair Community Planning Association ATTEST: By: Matthew J. Stoll, Executive Director Community Planning Association T:\FY05\900Operations\Board\Ex Committee\2005 s Minutes\minutes07272005.doc
EXECUTIVE COMMITTEE WORKSHEET FOR COMPASS BOARD AGENDA ITEM B ID # Title/Description Mandatory 1 Policy Implications/Requirements Time Presenter Proposed Type 2 RTAC Program. 1. Approve Minutes from most recent Board Meeting Meets Idaho Code and various grant Consent N/A N/A Monthly N/A 801 requirements. 2. Receive Minutes from most recent Executive Committee Meeting Meets Idaho Code and various grant Consent N/A N/A Monthly N/A 801 requirements. 3. Receive Minutes from most recent Finance Committee Meeting Required by the Board s mission Consent N/A N/A As N/A 801 statement for the Committee. Appropriate 4. Receive Staff Activity Report Meets Bylaws requirement - Article Ex. Dir. Report N/A N/A Monthly Monthly 801 IV, Section 5; Also satisfies federal reporting requirements. 5. Status Report Finance Committee Update The Finance Committee Chair will 10 Chair As N/A 801 provide an oral Status Report. Appropriate 6. Status Report Corridor Studies Patricia Nilsson will provide a Ex. Dir. Report N/A N/A Monthly N/A 801 monthly report on the status of the Corridor Studies. 7. Status Report Current Air Quality Issues Jay Witt will provide a monthly Ex. Dir. Report N/A N/A Monthly N/A 801 report of current air quality issues. 8. Status Report Current Transportation Project Information Linda Ritter will provide a monthly Ex. Dir. Report N/A N/A Monthly Monthly 801 report of current transportation issues. 9. Status Report Communities in Motion A status report will be provided at those meetings where no information or action item is needed. Ex. Dir. Report N/A N/A Monthly Monthly 661 10. Status Report Standing Committees Attendance Per Board request of May 17, 2004. Ex. Dir. Report N/A N/A Monthly N/A 801 11. Special Item Perspectives on Being Part of a Metropolitan Planning Organization for a Growing Area. CURRENT AGENDA ITEMS Scott Polikov, a planner and attorney from Austin, Texas, will share his experiences as a MPO Board member for the Austin, Texas region. Special Item 15 Matt Stoll September N/A 1,, N/A (t Applicable) 2 Action; Consent ; Executive Director s Report; Information; Special Item; Committee Reports; Open /Announcements
ID # Title/Description Mandatory 1 Policy Implications/Requirements Time Presenter Proposed Type 2 RTAC Program. 12. Adopt Resolutions Approving the Final FY2006-2010 Transportation Improvement Programs for the Nampa Urbanized Area and rthern Ada County 13. Review Goals, Objectives and Timetable for Strategic Plan and Recommend Annual Calendar for Strategic Plan Update Final Transportation Improvement Programs for the Nampa Urbanized Area and rthern Ada County must be approved to meet minimum Metropolitan Planning Organization requirements. Upon adoption, they will be submitted to the Idaho Transportation Department. Process in development of strategic plan and FY2007 Unified Planning Work Program and Budget. 14. Update on the Development of a Mode Choice Model COMPASS received funds from Valley Regional Transit to develop a travel demand modeling tool capable of estimating regional changes in travel associated with changes in transit services. Staff will review project status. 15. Review Information for Communities in Motion Open House Meetings Staff will present list of key transportation project recommendations for the Trend and Community Choices land use scenarios and other information. This information will go out for public comment at meetings on October 5 and 6, 2005. 16. Review Federal and State Legislative Issues Staff will review status of federal and state legislative issues and priorities 17. Status Report Release of Mid-year 2005 Development Monitoring Report Staff has completed the mid-year report on development activity in Ada and Canyon. Report is on the web. 18. Approve Goals, Objectives and Timetable for Strategic Plan Process in development of strategic plan and FY2007 Unified Planning Work Program and Budget. Action 15 Patricia Nilsson September August 685 15 Matt Stoll September N/A 653 5 Jay Witt September August 638 30 Charles September August 661 20 Matt Stoll September N/A Ex. Dir. Report N/A N/A September N/A 620 CURRENT AGENDA ITEMS 15 Matt Stoll/ Goal leaders October N/A N/A 8/25/2005 1:55 PM T:\FY05\900Operations\Board\COMPASS Board Worksheet.doc 2
ID # Title/Description Mandatory 1 Policy Implications/Requirements Time Presenter Proposed Type 2 RTAC Program. 19. Review Downtown Boise Mobility Study Board approval of the Downtown Boise Mobility Study will be sought. Upon approval, the Study will be incorporated into development process of the regional long range transportation plan. 20. Approve Downtown Boise Mobility Study Board approval of the Downtown Boise Mobility Study will be sought. Upon approval, the Study will be incorporated into development process of the regional long range 21. Review draft transportation strategies under Communities in Motion 22. Review FY 2007-2011 Transportation Improvement Program Development Schedule 23. Review Bylaws Amendments for COMPASS Standing Committees 24. Approve FY 2007-2011 Transportation Improvement Program Development Schedule 25. Approve Bylaws Amendments for COMPASS Standing Committees transportation plan. Staff/consultants will present key recommendations to be incorporated into the draft plan. Staff will provide the draft program development schedule for the Transportation Improvement Program for comment. Staff will review proposed bylaws amendments to add voting membership for representatives from the Public Participation Committee The draft program schedule incorporating important dates for the Idaho Transportation Department will be presented for approval. Staff will review proposed Bylaws amendments to add voting membership for representatives from the Public Participation Committee 26. Approve Strategic Plan Process in development of strategic plan and FY07 UPWP. 15 Kelli Fairless Action 5 Kelli Fairless 30 Charles Information 10 Toni Action 10 Toni October N/A vember N/A 725 vember October 661 vember October 685 15 Matt Stoll vember October 991 December vember 685 Action 5 Matt Stoll December October 991 Action Matt Stoll January N/A 27. Review draft transportation plan under Communities in Motion The draft plan will be presented for review and concurrent with its release. Action 30 Charles January December 661 8/25/2005 1:55 PM T:\FY05\900Operations\Board\COMPASS Board Worksheet.doc 3
ID # Title/Description Mandatory 1 Policy Implications/Requirements Time Presenter Proposed Type 2 RTAC Program. 28. Approve standing committees membership As required by the COMPASS bylaws, the Board will be requested to review and approve membership of all standing committees 29. Review Requested FY 2007-2011 Transportation Improvement Program Projects 30. Review public comments on draft transportation plan under Communities in Motion Staff will present the list of requested projects for the Transportation Improvement Program. Staff will present comments received during the comment period along with recommended actions. Adoption of the plan will be sought in the following month. 31. Approve Enhancement Priorities Staff will present the priorities for enhancement projects as selected by the Regional Technical Advisory Committee. 32. Review Preliminary FY 2007-2011 Transportation Improvement Program Priorities Staff will present the Preliminary FY 2007-2011 Transportation Improvement priorities for comment. 33. Approve transportation plan under Communities in Motion The plan will be presented for final adoption. This adoption is contingent upon a finding of conformity with the State Implementation Plan. 34. Approve Preliminary FY 2007-2011 Transportation Improvement Program Priorities Staff will present the Preliminary FY 2007-2011 Transportation Improvement priorities for approval. Action 15 Matt Stoll January N/A 820 35. Review Annual Monitoring Report Concept 20 Toni Action 30 Charles Action 20 Toni Information 20 Toni Action 60 Charles Action 20 Toni TBD Charles February January 685 March February 661 March February 685 March February 685 April March 661 April March 685 April March 661 36. Establish Board Policy on Using Surface Transportation Program Urban Funds Action 10 Matt Stoll TBD N/A 601 37. Establish an Updated COMPASS Board Policy for Transportation Related Air Quality Efforts This item was deferred from the May 17, 2004, Board meeting. Action 30 Matt Stoll TBD TBD 8/25/2005 1:55 PM T:\FY05\900Operations\Board\COMPASS Board Worksheet.doc 4
ID # Title/Description Mandatory 1 Policy Implications/Requirements Time Presenter Proposed Type 2 RTAC Program. 38. Adopt Revised Memorandum of Understanding Governing the Urban Balancing Committee The addition of two new Metropolitan Planning Organizations in Idaho and a Transportation Management Area designation for the Boise Urbanized Area necessitates this revision. 39. 4Update on the Rail Corridor Feasibility Study Kelli Fairless will provide an update on the Rail Corridor Feasibility Study. T:\FY05\900Operations\Board\COMPASS Board Worksheet.doc Action 10 Matt Stoll TBD TBD 5 Kelli Fairless TBD TBD 8/25/2005 1:55 PM T:\FY05\900Operations\Board\COMPASS Board Worksheet.doc 5
ITEM D MEMORANDUM TO: FROM: COMPASS Executive Committee Terri Schorzman, Communications Coordinator DATE: August 22, 2005 RE: Status Report COMPASS Strategic Plan Action Requested: ne. Information only. Background: In April, staff reported that the goals identified for preparation of the strategic plan were: " Public Awareness and Community Respect " Expansion and Coordination " Planning Excellence and Funding " Organizational Structure " Products and Services Goal teams met in June to identify objectives and tasks. Staff met in July to determine where goals integrated across the organization. Upon further analysis while writing the draft strategic plan, and in further discussion with principal planners and directors, staff recommend that the goals be revised ever so slightly--to better reflect organizational function, implementation, and long-term strategy. This includes merging Goal 2 and Goal 4 (to become Goal 2), and tightening goal titles and statements. The following outlines each goal, goal statement, and objectives. Goal 1: Communications and Public Awareness (former Public Awareness and Community Respect) Goal Statement: To implement an effective plan to communicate and disseminate information in a clear and concise manner to multiple audiences. (Specifically, this goal supports public involvement-- meetings, events, workshops --media resources, and materials (newsletters, articles, website, et al)). " Objective 1 -- Assess the type of information needed by the multiple range of stakeholders and the communication mechanisms that support these groups. " Objective 2 -- Define roles of stakeholders and what and how information is best used and shared. " Objective 3 -- Develop tools such as electronic and print materials designed for most effective means of communication. " Objective 4 -- Implement the plan over 2 to 4 years and identify strategies and implement in a tiered way to board, staff, and general public. " Objective 5 -- Evaluate effectiveness 800 S. Industry Way, Suite 100! Meridian, ID 83642! (208) 855-2558! Fax (208) 855-2559! www.compassidaho.org
Goal 2: People and Structure (former Expansion and Coordination AND Organizational Structure) Goal Statement: To ensure an effective organization that is responsive to members and the community for regional transportation planning. (Specifically, this goal supports board, staff, committees, organizational documents, financial stability/budget, and agency employment.) " Objective 1 -- Provide better education (to members and the public) regarding the benefits of regional coordination. " Objective 2 -- Expand board representation and planning area to include other counties. " Objective 3 -- Provide support, expertise and education/training to member and possible future member agencies. Goal 3: Process and Planning (or Planning Services) (former Planning Excellence and Funding) Goal Statement: To achieve a program of investments, technology improvements, staff development and collaboration to support good decisions on issues significant to the region. (Specifically, this goal supports regional work such as comp plans, ordinances, land use regulations, regional studies, conferences, partners, technical support, resource sharing, etc.) " Objective 1 Achieve sound, well-informed decisions on issues of significance to the region. " Objective 2 Develop staff excellence in the preparation, analysis, and communication of information for decision makers. " Objective 3 Establish a formal mechanism to share information, resources, and staff. Goal 4: Products and Services Goal Statement: To develop products and services that support regional transportation planning. (Specifically, this goal supports long-range plans, transportation improvement programs, studies, congestion management systems, unified planning work programs and budgets, modeling, air quality, demographics, mapping/geographic information systems, and other COMPASS products and services). " Objective 1 Develop and implement systematic approach to allocate funds and prioritize projects. " Objective 2 Develop a process for the continuous review, evaluation, and feedback for planning projects. " Objective 3 Develop an education and outreach program/toolkit for project implementation. Status: The goal teams will continue to identify/refine tasks, timelines, measurements, and budget requirements, and will be included in the draft strategic plan. T:\FY05\600Projects\653 Outreach Program\StrategicPlanning\ExecCmteMemo0508.doc