CENTRAL OREGON AREA COMMISSION ON …



5385-436245Draft Meeting Minutes00Draft Meeting MinutesCentral Oregon Area Commission on TransportationCOACTNovember 12, 2020Zoom Meeting Members: Mayor Steve Uffelman (Prineville), Robert Townsend (ODOT), Commissioner Wayne Fording (Jefferson County), Commissioner Patti Adair (Deschutes County), Brian Potwin, (Transportation Options); Andrea Breault (Transit), Scott Smith (City of Prineville alternate), Andrea Blum (City of Sisters), Jeff Hurd (City of Madras alternate), Wendy Holzman (Bicycle and Pedestrian), Bill Duerden, (City of Redmond alternate), Charlie Every (Trucking).Guests:Chris Doty, Deschutes County; Tyler Deke, Bend MPO; Theresa Conley (ODOT); Kayla Hootsmans, ODOT; Tom Headley, Century West Engineering; Fred LeLacheur, Redmond Municipal Airport; Travis Brouwer, ODOT. Staff: Scott Aycock and Ciara Williams, COIC.Call to Order and IntroductionsCOACT was called to order by Commissioner Patti Adair, Chair, at 3:03 pm. Scott informed the group that he would introduce folks as they appeared on his screen; Scott introduced all members in attendance. He reminded the group to announce themselves for the record when making a motion. Public CommentsGeneral Comments - Commissioner Patti Adair, ChairNo public comments were made. COACT BusinessSeptember 10, 2020 Meeting Minutes (ACTION)Motion: Mayor Uffelman motioned to approve the September 10, 2020 meeting minutes, Bill Duerden seconded, and the minutes were approved by consensus.4. Statewide Transportation Improvement Fund (STIF) Discretionary Grant – ACT Review ProcessA) Discussion and Presentation, Theresa Conley, ODOTTheresa Conley, ODOT Region 4 Regional Transit Coordinator delivered a presentation on the upcoming STIF application review process. She explained that COACT completed a similar process two years prior, when they provided input on the regional applications. The STIF Discretionary consists of two fund sources: the intercity and infrastructure program and the FTA program. The funding cycle runs from July 1, 2021 to June 30, 2023. This year, ODOT is giving more flexibility to the ACTs in the feedback process. She noted that there were more applications received for this cycle, therefore the rankings received from ACTs will be helpful in the final selections. Theresa reviewed the selection process and provided a breakdown of ODOT’s expectation for the ACT review process. ACTs are asked to review applications that are relevant to their respective regions; ACTs may also be asked to review applications that come through or impact their region. Theresa’s final slide provided additional resources and the contact information for the STIF Program Coordinator, Patrick DePriest. Timeline Considerations: delegate to the Executive Committee; appoint additional members as desiredACTs will receive their packets on December 1, 2020 and their recommendations are due January 31, 2021. Scott explained that COACT will not have another meeting before the due date. Although there is an Executive Committee meeting scheduled for December 3, it will be too close to the application retrieval date. As a result, COACT will be pushing their executive meeting back to mid-December and will be extending the invitation to participate to all COACT members. Scott requested any comments or concerns with this change. Robert Townsend suggested that COACT invites the applicants to present to the group on behalf of their applications. Theresa added that she will notify the applicants of the opportunity to speak at the meeting. Theresa offered an overview of the types of projects that might be reviewed by COACT. The fund sources are broad and are seen to replace the Connect Oregon funding. The projects could be a transit hub, bus stop improvements, intercity services, transit infrastructure, or vehicle purchases. It is extremely flexible and is a good source of funding for large, impactful regional projects.Andrea Breault gave a quick overview of Cascade East Transit (CET)’s application. CET applied for a STIF Discretionary 21-23 application in October. The application speaks to the concept of mobility hubs. The hubs have been the main focus for moving congestion away from Hawthorne Station and towards a multi-centric transit system. CET has been using grant sources coming up in the near term to apply for STIF funding. The funding will cover site analysis, property, design, marketability, and eventual property acquisition. Andrea noted that the nature of the application demands high costs to prepare for and eventually acquire land. The application references the 2040 Transit Master Plan and the City of Bend’s TSP. They also went after a Bend MPO grant that will leverage the STIF application as well. Their hope is to establish a Southwestern Hub in 2 or 3 years to relieve congestion, alleviate transit transfers, and encourage choice ridership. Theresa noted that the Sisters project application addresses multimodal hub improvements. The funding would entail planning, design, and analysis work on the west side of town. Pacific Crest Bus Lines is applying for preventative maintenance funds to purchase a shop vehicle that provides maintenance support to vehicles when they are in route. Theresa concluded by saying COACT would receive a synopsis of each project with the packets in December. 5. ODOT Transportation Legislative AgendaA) Information and Updates with Kayla Hootsmans, ODOTKayla Hootsmans, ODOT Legislative Coordinator, shared what she currently knows about the 2021 legislative session. She noted that much is unknown compared to what we normally would know this time of year. With the upcoming December Legislative Days, she expects to see the recurring ODOT topics on financing and wildfires, and also expects to get a better idea of the bills to be introduced in the full legislative session ahead. Kayla explained that Committee Bills might not be a concept during 2021 session. It is possible that all bills will be introduced by members. On that note, Scott Aycock asked if members would be limited to a certain number of bills that they can introduce. Kayla said that they are still working out the details on the specifics and limitations. She has heard a whole host of ideas floating around, but still does not know what form the session is going to take. One option is the concept of a hybrid model that is both in person and online; committee hearings will be online and voting will take place in person. Kayla explained that the building will be open to some capacity. She reiterated that next month’s December Legislative Days will hopefully provide a clearer picture. All other uncertainties aside, Kayla is certain that it will not look like a traditional long session. Kayla revealed that there have also been conversations about the session being gaveled in on January 19, then gaveled out until spring. There are restriction with voting and online capabilities in Oregon’s constitution that they are trying to work through. There was a conversation about having another special legislative session in December. If it does take place, it would still be focused around Covid-19 and wildfire relief. ODOT would have logistical issues to address mostly around DMV operation. Then on the wildfire side, there might be funding and resource decisions. In terms of concepts for the 2021 session, they are dependent upon if policy conversations can occur. If the session is more budget, wildfire, and Covid-19 focused, some things might be tabled this session. There will be some concepts returning from the 2020 short session. These concepts will include clean up stuff, such as the short line rail tax credit. Another policy item being considered is an increased penalty around the failure to use traction tires for heavy trucks; the general sense ODOT has gleaned from the industry is that firms are willing to take the fine at the moment, therefore the penalty needs to evolve to become a bigger deterrent. One bill will provide for more DMV provisions to streamline their operations. These streamlined operations would include administrative hearings and accepting an out of state motorcycle endorsement for those who are temporarily located out of state. Ultimately, they are trying to find the smaller transactions that we can be made easier to allow more capacity for other transactions that demand more time to address. Additionally, they will be looking at a concept around tolling legislation. Oregon’s statutes are out of date; most of the previous language is antiquated, using concepts such as ‘cash tolls’ and ‘toll booths’. There will be additional elements on data privacy in terms of taking pictures of the car and not the driver. As for contracting provisions, the threshold around the Emerging Small Business Program is too low as it is not capturing all of the projects that it is intended to capture. They are looking to raise the cap on it and streamline other alterative contracting methods, such as CMGC contracting. With the way statute is written, it is difficult to fully use that contracting method and bring an owner’s representative on board. They are looking to ensure that statute won’t stand in the way of the work contracted to be done. Mayor Uffleman, Prinville, asked for more information on the Prineville short line tax credit for rail. Kayla will be sending him the information after the meeting. Scott asked about the major initiatives and major draft concepts being considered. Kayla noted that photo radar is a concept that will come up a lot. There are many restrictions on who can use it and when it can be used for speed enforcement. There are several concepts out right now looking to permit photo radar more widely. Kayla also anticipates that we will see more legislation around speed setting. This is another concept that did not make it through the 2020 short session. The concept, initially championed by the City of Portland, would allow cities and counties to take over some of the speed setting that was traditionally done by ODOT if they have the staff capacity to do the investigations. There will be another bill looking at funding sources for wildlife crossings. During the 2019 session, one of the bills directed ODOT and ODFW to look at wildlife crossings; ODFW is mapping the wildlife corridors, then ODOT will look at those hot spots and how they align with high crash zones. That 2019 directive was not combined with any money, therefore there is a bill being introduced on how to develop a funding source for the next steps. Another bill considers the question of how ODOT is selecting highway projects that are running through rural downtown areas. Are they ensuring that the highways are looked at as more than a state highway, but also as an integral part of the community?Commissioner Adair expressed her concern about the Legislature convening in Marion County, since there has been consistently high with COVID rates there. Kayla said that there are certain voting restrictions that they are still considering when designing the layout of the 2021 session. However, there are numerous difficulties with the direction and restrictions of voting as laid out in the constitution. In closing, Kayla offered to give another update mid-session if there is a need for it. 6. ODOT 2024-2027 STIP Process: UpdatesA) Informational Update with Travis Brouwer, ODOTTravis Bouwer has returned with an update on the STIP process. The next phase is a critical part where the OTC selects the funding scenario that will lay out how they are going to allocate the $2.2 billion of STIP funding. At this point in time, ODOT has shared the various funding scenarios with the OTC, and they are now in the public comment period for the month of November until the OTC comes back with a decision on December 1. There are two different ways to comment; there is an online open house at open until November 16, and there is also the option to provide public comment via a letter or comment on the OTC website by November 20. For the 2024 – 2027 STIP Program, ODOT has been tasked with constructing five different funding scenarios that each allocate the pot of money differently across six funding categories: enhance highway, Fix-It, safety, non-highway, local programs, and other functions. The main tradeoffs are between non-highway, enhance, Fix-It, and safety. These tradeoffs occur for the last $600 million out of the $2.2 billion in funding. ODOT adjusts the categorical dollar amounts and evaluates the impact of the scenario. As the Commission and ODOT have been looking at the scenarios, they have been considering the OTC/ODOT Strategic Action Plan Priorities. The document was adopted last month and it lays out their three priorities as Equity, Modern Transportation System, and Sufficient and Reliable Funding. Within the modern transportation system priority, there are a number of goals that the OTC is trying to achieve as it works through allocating money in the STIP. These sub-goals are: preservation and stewardship; safety; congestion relief; project delivery; and innovative technologies. ODOT developed a tradeoff evaluation framework by laying out seven different outcome areas, then judging how each of the scenarios performed against the outcomes areas. The seven areas are (1) climate-mitigation, (2) climate adaptation/resilience, (3) congestion, (4) social equity, (5) multimodal mobility, (6) safety, and (7) state of good repair. They started with a baseline scenario based on how the money was allocated in the 2021-24 STIP, and each category received a letter grade on how well it fared under the funding scenario. Travis broke down each of the scenarios to look at the impacts of the funding allocations against the baseline scenario. The key message of the findings was that there is not enough money to simultaneously meet all of the goals. Therefore, ODOT has to measure and weigh the tradeoffs to determine which scenario best meets the state’s transportation goals. Up next, the OTC will select the funding scenario in December. In January, the OTC will look more in depth at the program level allocations within the funding categories. Travis concluded his presentation and opened the floor to public comment that would be relayed to the Commission. Public CommentChris Doty mentioned the operations and maintenance deficit ODOT is facing. How do these scenarios factor into that issue and do any of the scenarios specifically help the deficit? Travis noted that with the way the state and federal funds flow under state and federal law, there are two separate budgets. The budget in the STIP is state and federal dollars that are dedicated to investment in the transportation system. The operations budgets, where the shortfall exists, is the State Highway Fund dollars. He explained that STIP money cannot be re-directed there. In that sense, none of the scenarios help or hurt the operations budget. However, there may be implications from the deficit. We may see the roads fall into disrepair faster than the report indicates if we have reduced Fix-It funding coupled with reduced ODOT maintenance personnel as a result of the operations funding deficit. Patti Adair mentioned Highway 20 outside of the River House. It needs repair and she is under the impression that Deschutes County is not prioritized enough despite its status as the fastest growing county in the state. Travis said there are many urban-area pavements that are not in great shape across the state. Because of the lower speeds in urban areas, there can be lower standards for pavement conditions compared with the higher speed interstates. Bob Townsend added that the repair is going out to bid in the spring to repave all of the north end of 3rd Street. Scott Aycock asked if the funding scenarios were weighted or scored based on their findings. Travis said that they are not; they are simply reported to the Commission as a finding and left to the Commission’s discretion to determine which scenario has the highest effectiveness in meeting the transportation goals. Steve Uffelman, Prineville, mentioned a scenario where a highway project relieves congestion and increases safety for school districts. His questioned pertained to spillover between funding categories and how that is addressed. Travis said that to some degree, each category is siloed. For example, the safety funding is allocated based on fairly rigid frameworks of where the highest crash points are seen. Other safety related projects can be seen across program areas under other funding categories. In closing, it was decided that Travis would return be in March for an additional STIP update on the program areas being determined.7. Regional RoundtableDue to being ahead of schedule, the regional roundtable occurred after agenda item 4 and before agenda item 5 to accommodate for the later arrival of agenda speakers. Scott Smith, Street Superintendent (City of Prineville): Prineville is currently moving forward with the Combs Flat to Peters Road extension. They intend to have a final design and hard estimates complete by the end of the month. It is one of the most exciting and needed projects that will help with congestion at 3rd and Main street and provide better access for growth in the north. Mayor Uffelman added that approximately ? of the population lives in the northwest side of Prineville. However, with the schools, hospital, and groceries at the east end of town, there is burden at the intersection of Main and 3rd, which is a state highway. If they can reroute those folks across Peters Road at the Combs Flat extension, they can reduce the impact to the state highway considerably. They are teaming up with Ochoco Irrigation District with some of their NRCS money to realign the Barnes Butte Canal and pipe it; the project will cost $5 million and is scheduled to begin in early 2022. Scott Smith made mention of the Rails to Trails project that has been under way for a couple of years now, which should be kicked off next Monday if the weather permits it. He concluded by reiterating that they are still working with Bob Townsend and his team with the Combs Flat improvement project.Wendy Holzman, BPAC: BPAC continues to focus on safety and critical connections in the Bike and Pedestrian realm. There are a lot of great grants circulating and many little pieces that can make a big difference for the future. Wendy noted that she is looking forward to when the County’s TSP kicks off.Bob Townsend, ODOT: Bob briefly added to the Prineville projects, noting that he is hopeful that the projects will kick off early next year for the planning phase for the ‘Y’ on the northeast end of town.Charlie Every, Trucking Transportation Division: He just finished the Oregon Truck Association annual meeting in Bend. It occurred on Monday and Tuesday and had a good turnout. They talked about the new rules coming out and what the legislature may be trying to do as far as understanding the costs and concerns of bills. They also talked about the appreciation from the general public and recognition of the work being done throughout the pandemic; the response was well received and appreciated. They are getting ready to chain up for the winter and snowy season. Chris Doty, Deschutes County: They closed Cascades Lakes Highway and Paulina Lake Road today, which typically marks an official start to winter. Deschutes County completed a new roundabout project around Tumalo Road. They are receiving positive feedback regarding the safety of the improvements. They also started construction on a project a few blocks down at Tumalo Road and Tumalo Place, which is the off ramp at Deschutes Junction. It is the last of a series of five projects in the corridor. Chris has been plugging away with Bob Townsend and his team on improvement concepts in Terrebonne. There are many Deschutes County/ODOT partnership projects in play right now. There should be several agreements and concepts coming out the door soon. There is a Huddle Road meeting on the 18th at 6:00 pm. If you would like to attend, contact Chris Doty. Commissioner Jerry Brummer, Crook County: No updates from Crook County. Andrea Breault, Public Transportation: CET will be introducing new, expanded services in Bend in the summer of 2021. The expansion includes increased frequency along Bend’s corridor, such as 3rd Street, Greenwood Avenue, and Newport. The buses have been ordered and planning is underway. They are also adding more and new services in northeast and southeast ends of Bend; these areas are not currently serviced by transit. These developments are the STIF 2019 projects coming to fruition. Additionally, they are under way with the City of Redmond’s feasibility study that will introduce a deviated flex route services in the next year or two. They are currently applying for additional STIF funding that will continue the expansion of the public transportations system for Bend. Bill Duerden, Redmond: Redmond just finished their mini roundabout at Pumice and Canal and their transportation system plan will be taken to Council in December. Since COVID-19 began, there has been an up-tick in speeding complaints, which has generated several traffic and speed surveys. Tyler Deke, Bend MPO: Tyler provided an update from the City of Bend’s work. They just finished the TSP update that was adopted last month. ODOT is nearing completion with the study of US 97 near the Bend area; it will be wrapped up early next year. The City’s current CIP has about $70 million worth of projects. The two large projects are the Empire Avenue and Murphy Road extensions. Empire Avenue is completed and Murphy Road is in progress now. During the election, the voters approved a $190 million transportation bond measure. The City must now decide how they are going to deliver that many projects over the next decade. He added that speeding has been an issue in Bend as well. About two years ago, the City Council set aside a small amount of money for Neighborhood street safety projects. Applications were solicited from each of the neighborhood associations. The money funded twelve projects. Andrea Blum, City of Sisters: Sisters is digging a new well. There have been some setbacks along the way, but it is still progressing. With some of the new development and growth coming, they will need to put in new lines, which they are preparing for. Andrea noted that Sisters has some traffic and speeding issues as well. With the new Sheriff’s Department contract, their top priority is discovering the root of the increase. Andrea noted that Sisters has options for outdoor seating with heaters so that folks can still interact with local businesses and feel comfortable. Brian Potwin, Commute Options’ Executive Director: Commute Options and the City of Bend applied for the Surface Transportation Block Grant (STBG) funds for reinvigorating the Bike Share Program in Bend. Their role is in education, outreach, and sponsorship. They are looking forward to participating in the program if the application is accepted. They successfully wrapped up the ‘Get There’ challenge. There were significant changes due to its virtual requirements, but they still had excellent participation. It will be a good strong suit for ODOT’s Transportation Options program. The Safe Routes to School Program is going strong despite the hybrid model at schools; they have created lots of e-tools for teachers and physical education teachers in Bend-La Pine, Redmond, and Sisters. Commute Options is taking the time to innovate and do new things within their existing programs. Jeff Hurd, Madras: Madras finished the truck stop on the south end of town. There are a lot of things in the works at the moment, and they are teaming up with ODOT for a south refinement plan that looks at how to extend our couplet to alleviate the traffic congestion through town on the highway. There is also the large Highway 97 project that will be kicked off after they get a designer on board. Madras is also replacing a bridge on J Street; they will be widening it to accommodate the creek flooding. It will begin construction in summer 2021. 8. 2021 COACT Meeting Calendar and Appointments ProcessCommissioner Patti Adair and COACT staff announced that the next regular Executive Committee meeting will be in February 4, 2021 3:30 pm – 4:30 pm and the next full group meeting will be March 11, 2021. Scott shared the proposed 2021 meeting schedule that will not be approved until the March meeting, when the new iteration of COACT is in place. The November 2021 meeting will have to be adjusted due to its alignment with Veterans’ Day. Members in city and county seats will soon be receiving letters from COIC on their COIC Board and COACT appointments. 9. AdjournThe meeting adjourned at 4:42 p.m. ................
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