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The Meeting Room is accessible to persons with disabilities. In compliance with the Americans with Disabilities Act (ADA), those requiring special assistance, such as large-type face print, sign language or other reasonable accommodations, may request those through the administrative offices at: 15 S 7th St, Colorado Springs, CO 80905 (719) 471-7080, at least twenty-four hours before the meeting. Si necesita ayuda con traducción, llame por favor al 719-471-7080 x126 y comuníquese con Brian Potts.
MEETING AGENDA
BOARD OF DIRECTORS May 8, 2019
9:00 AM Main Conference Room
1. CALL TO ORDER / ESTABLISH A QUORUM / INTRODUCTIONS
2. AGENDA APPROVAL
3. PUBLIC COMMENTS
A. Colorado Aviation System Plan and Aviation Economic Impact Study
4. CONSENT ITEMS (These items will be acted upon as a whole, unless they are called up for discussion by a Board member or a citizen wishing to address the Board).
A. Approval of the Minutes from the April 10, 2019 Regular Meeting B. Summary of Financials C. Membership Appointment: TAC & AQTC D. Water Quality Site Applications
5. ACTION ITEMS A. PPACG Auditor Report B. MCC Bylaw Change C. CAC Membership Process and Bylaw Change
6. INFORMATION ITEMS
A. Joint Land Use Study Update B. 2045 Long Range Transportation Plan – Draft Chapters for Public Release C. Public Participation Plan D. Unified Planning Work Program (UPWP) E. Legislative Session Report
7. REPORTS
A. Military Installation Reports B. Mobility Coordinating Committee C. Transportation Advisory Committee D. Community Advisory Committee E. Regional Advisory Council F. Air Quality Technical Committee G. Water Quality Management Committee H. CDOT Monthly Update I. Statewide Transportation Advisory Committee Update J. Executive Director’s Report
8. MEMBER ENTITY ANNOUNCEMENTS
9. MEETING SCHEDULE
10. ADJOURNMENT
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5/2019
BOARD OF DIRECTORS Chair: Commissioner Norm Steen First Vice Chair: Councilmember Jill Gaebler Second Vice Chair: Mayor Neil Levy
Secretary: Commissioner Holly Williams Treasurer: Councilmember Sharon Thompson
CITY OF COLORADO SPRINGS Jill Gaebler, Councilmember Andy Pico, Councilmember
Yolanda Avila, Councilmember Richard Skorman, Council President (Alternate)
Bill Murray, Councilmember (Alternate)
CITY OF CRIPPLE CREEK Bruce Brown, Mayor
CITY OF FOUNTAIN Sharon Thompson, Councilmember Gabriel Ortega, Mayor (Alternate)
CITY OF MANITOU SPRINGS Ken Jaray, Mayor
Nancy Fortuin, Mayor Pro Tem (Alternate)
CITY OF VICTOR Don Daniel, Mayor
Bruce Davis, Mayor Pro Tem (Alternate)
CITY OF WOODLAND PARK Neil Levy, Mayor
Paul Saunier, Councilmember (Alternate)
EL PASO COUNTY Stan VanderWerf, Commissioner
Holly Williams, Commissioner Cami Bremer, Commissioner
PARK COUNTY Dick Elsner, Commissioner
Mark Dowaliby, Commissioner (Alternate)
TELLER COUNTY Norm Steen, Commissioner
Marc Dettenrieder, Commissioner (Alternate)
TOWN OF GREEN MOUNTAIN FALLS Tyler Stevens, Trustee
Jane Newberry, Mayor (Alternate)
TOWN OF RAMAH Turner Smith, Trustee
Dennis Carpenter, Mayor (Alternate)
TOWN OF ALMA Andrew Zimmerman, Trustee
TOWN OF CALHAN Cameron Chausse, Mayor
Jasmin Thorp, Trustee (Alternate)
TOWN OF FAIRPLAY Frank Just, Mayor
Ray Douglas, Mayor Pro Tem (Alternate)
TOWN OF MONUMENT Don Wilson, Mayor
Kelly Elliott, Mayor Pro Tem (Alternate)
TOWN OF PALMER LAKE John Cressman, Mayor
COLORADO TRANSPORTATION COMMISSION Rocky Scott (Non-Voting)
COLORADO DEPARTMENT OF TRANSPORTATION
Karen Rowe (Non-Voting) Mark Andrew (Alternate) (Non-Voting)
REPRESENTATIVE, MILITARY COMMUNITY Terry Storm (Non-Voting)
Bob Lally (Alternate) (Non-Voting)
FORT CARSON Mr. Rod Chisholm (Non-Voting)
Mr. Hal Alguire (Alternate) (Non-Voting)
PETERSON AIR FORCE BASE Col. Todd Moore (Non-Voting)
Col. Sam Johnson (Alternate) Non-Voting) Col. Kirsten Aguilar (Alternate) (Non-Voting)
SCHRIEVER AIR FORCE BASE Col. Jennifer Grant (Non-Voting)
Col. Jacob Middleton (Alternate) (Non-Voting)
UNITED STATES AIR FORCE ACADEMY Rob Sleeth (Non-Voting)
Col. Robert Bearden (Alternate) (Non-Voting) Col. Dave Kincaid (Alternate) (Non-Voting)
AIR QUALITY CONTROL COMMISSION Chris Colclasure (Non-Voting)
WATER QUALITY CONTROL COMMISSION Rick Hum (Non-Voting)
REGIONAL TRANSIT REPRESENTATIVE
Yolanda Avila, Councilmember Jill Gaebler, Councilmember (Alternate)
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5/2019
STANDING COMMITTEES
Air Quality Technical Committee Jim Goodwin (El Paso County Public Health), Chairperson
Andrew Gunning (PPACG)
Community Advisory Committee Sharon Brown (Fountain), Chairperson
Jessica McMullen (PPACG)
Mobility Coordinating Committee Maile Gray (DriveSmart Colorado), Chairperson
Joe Urban (PPACG)
Regional Advisory Council Dave Betzler, Chairperson
Joe Urban (PPACG)
Transportation Advisory Committee Brandy Williams (Mountain Metro Transit), Chairperson
John Liosatos (PPACG)
Water Quality Management Committee Mike Wicklund (Monument Sanitation District), Chairperson
Andrew Gunning (PPACG)
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Agenda Item 3A
M E M O R A N D U M
DATE: May 10, 2019
TO: PPACG Board of Directors
FROM: John Liosatos, Transportation Director
THROUGH: Andrew Gunning
SUBJECT: Colorado Aviation System Plan (CASP) & Colorado Aviation Economic Impact Study (CEIS)
SUMMARY The Aeronautics Division of the Colorado Department of Transportation (CDOT) is currently in the process of updating the Colorado Aviation System Plan (CASP) and Colorado Aviation Economic Impact Study (CEIS) CDOT Aeronautics Division staff will provide a summary of the effort to date. RECOMMENDATION(S) Information Only PROPOSED MOTION Information Only BACKGROUND From the CDOT Web site https://www.coloradoaviationsystem.com/ The Colorado Aviation System Plan (CASP) and Colorado Aviation Economic Impact Study (CEIS) are two critical tools used to assist the Colorado Department of Transportation's (CDOT's) Division of Aeronautics as they execute their roles and responsibilities supporting the Colorado Aeronautical Board (CAB). It’s essential to keep these tools up-to-date as they are used to support decision-making. The Division of Aeronautics last completed the CASP and CEIS in 2011 and 2013, respectively. For this current update, the Division of Aeronautics is seeking a fresh start for the CASP and CEIS considering all of the changes that have occurred in the state and in aviation. Innovative approaches to coordination and outreach during the study, analysis techniques, and presentation of results are all important components of the new CASP and CEIS efforts.
ACTION REQUESTED: Information Only
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Agenda Item 4A
MEETING MINUTES
BOARD OF DIRECTORS April 10, 2019
9:00 AM Main Conference Room
1. CALL TO ORDER / ESTABLISH A QUORUM / INTRODUCTIONS 1st Vice Chair Gaebler called the meeting to order at 9:02 a.m. and established a quorum. Introductions were made.
2. AGENDA APPROVAL Director Williams moved for approval of the agenda, seconded by Director Levy. The motion carried unanimously.
3. PUBLIC COMMENTS
A. Cathy Bird, I-25 MyWay Presentation Ms. Bird shared information about the I-25 MyWay program which offers discounts and promotions on transportation services to encourage commuters to take a bus or carpool while the stretch from Monument to Castle Rock is being widened. CDOT, Denver Regional Council of Governments, and Mountain Metro Transit are working together to offer the various options which include van pools and the BusStang service. MMTransit.com offers a car pool connection program.
4. CONSENT ITEMS (These items will be acted upon as a whole, unless they are called up for discussion by a Board
member or a citizen wishing to address the Board).
A. Approval of the Minutes from the March 20, 2019 Regular Meeting Agenda item 4A was discussed separately. A correction to the minutes under Entity Announcements was made to reflect Mr. Bruce Davis, not Mr. Bruce Brown. Director Williams moved to approve the minutes as amended, seconded by Director Stevens. The motion carried unanimously. B. Summary of Financials C. Membership Appointment: MCC D. Membership Appointment: WQMC E. Site Application: Pikes Peak Visitor Center Director Levy moved to approve the consent items B through E, seconded by Director Avila. The motion carried unanimously.
5. ACTION ITEMS
A. FFY 2019-2022 TIP Amendment #8 Ms. Kathryn Wenger presented CDOT’s requests to amend the TIP. Three additions were noted; add funds to the I-25 Powers Freeway Storm Water Basin project, add funds to the Powers Extension Corridor to I-25, and add the Division of Transit and Rail project. Director Levy moved to approve TIP Amendment #8, seconded by Director Stevens. The motion carried unanimously.
B. Legislative Committee Ms. Jessica McMullen, PPACG Policy & Communications Manager, along with Director VanderWerf, provided highlights of recent Legislative Subcommittee discussions, noting recommended positions for bills currently under review. Director VanderWerf proposed that the Board accept a temporary procedure by responding via email to Ms. Jessica McMullen as bills are shared requiring a support or oppose position. A 24-hour turn-around response time is requested in order to take a unanimous position quickly. Director Pico moved to support HB19-1228 and HB19-1279, seconded by Director Wilson. The motion carried unanimously.
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6. INFORMATION ITEMS A. CDOT I-25 Planning and Environmental Linkage Study Update Mr. Chuck Attardo, CDOT, presented on the I-25 PEL study. Two public meetings are currently scheduled to provide more information about the study; May 14th at Lewis Palmer High School and May 16th at the Douglas County Fairgrounds. The study is expected to be finalized in May 2019.
7. REPORTS A. Military Installation Reports Updates were provided, Information only. B. Mobility Coordinating Committee Updates were provided, Information only. C. Transportation Advisory Committee Updates were provided, Information only. D. Community Advisory Committee Updates were provided, Information only. E. Regional Advisory Council Updates were provided, Information only. F. Air Quality Management Committee Updates were provided, Information only. G. Water Quality Management Committee Updates were provided, Information only. H. CDOT Monthly Update Updates were provided, Information only. I. Statewide Transportation Advisory Committee Update Updates were provided, Information only. J. Executive Director’s Report Updates were provided by Mr. Gunning, information only.
8. MEMBER ENTITY ANNOUNCEMENTS Director Thompson explained that trains will become quieter; the railroad is working on noise improvements. Director Bremer – April is Child Abuse Prevention month; she urged everyone to keep having discussions to raise awareness. Director Elsner – April 21st, Summit Stage is starting bus service from Fairplay to Breckenridge Director Storm – Hail and Fairwell Reception for Senior Military Officials – April 23rd at the Antlers 5 p.m. Director VanderWerf – 35th Annual Space Symposium is underway at the Broadmoor (April 8-11). Young adult job fair April 10th at the Southeast YMCA. Job Fair, Friday April 12 at the Ute Pass Cultural Center. Retirement reception for Henry Yankowski at Phantom Canyon at 4:30 p.m. April 22nd, 2019. Director Williams and Chair Steen serve on the National Association of Counties Transportation Committee which will be having an onsite visit in May or June to visit the high-speed rail facility in Pueblo. Director Levy – Business Expo, April 11th at the Ute Pass Cultural Center in Woodland Park.
9. MEETING SCHEDULE
Next meeting is May 8, 2019
10. ADJOURNMENT 1st Vice Chair Gaebler adjourned the meeting at 10:52 A.M.
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Attendees Present Name Agency/Affiliation
X Jill Gaebler City of Colorado Springs X Andy Pico City of Colorado Springs X Yolanda Avila City of Colorado Springs Bruce Brown City of Cripple Creek Gabriel Ortega (Alternate) City of Fountain
X Sharon Thompson City of Fountain X Ken Jaray City of Manitou Springs Nancy Fortuin (Alternate) City of Manitou Springs Buck Hakes City of Victor
X Bruce Davis (Alternate) City of Victor X Neil Levy City of Woodland Park Paul Saunier (Alternate) City of Woodland Park
X Stan VanderWerf El Paso County X Cami Bremer El Paso County X Holly Williams El Paso County X Dick Elsner Park County X Norm Steen Teller County Marc Dettenrieder (Alternate) Teller County
X Tyler Stevens Town of Green Mountain Falls Jane Newberry (Alternate) Town of Green Mountain Falls Dennis Carpenter Town of Ramah Turner Smith Town of Ramah Andrew Zimmerman Town of Alma Cameron Chausse Town of Calhan Jasmin Thorp Town of Calhan Frank Just Town of Fairplay
X Don Wilson Town of Monument John Cressman Town of Palmer Lake Rocky Scott Colorado Transportation Commission
X Karen Rowe CDOT REGION 2 Mark Andrew (Alternate) CDOT REGION 2 Terry Storm Representative, Military Community Hal Alguire Fort Carson Rod Chisholm Fort Carson
X Dan Rodriguez Peterson Air Force Base X Col. Kirsten Aguilar Peterson Air Force Base
Col. Sam Johnson Peterson Air Force Base
Steven Rose Col. (RET., USAF) Peterson Air Force Base Col. Jennifer Fitch Peterson Air Force Base Col. Brian Kehl Schriever Air Force Base Col. Jacob Middleton Schriever Air Force Base Col. Traci Kueker-Murphey Schriever Air Force Base Ed. O’Gallagher Schriever Air Force Base
X Ronald Gevry Schriever Air Force Base
Col. Rob Bearden USAFA Gary Garland USAFA Col. Pat Carley USAFA Col. David Kinkaid USAFA
X Dan Finkelstein USAFA X Andrew Gunning PPACG X Staff of Member Governments and Citizens
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Agenda Item 4B
M E M O R A N D U M
DATE: May 8, 2019
TO: PPACG Board of Directors
FROM: Kacy Partridge, Finance Manager
THROUGH: Andrew Gunning, Executive Director
SUBJECT: SUMMARY FINANCIAL REPORTS
SUMMARY The March 2019 financial reports are attached. The Balance Sheet illustrates PPACG assets, liabilities, and fund equity. Assets as of March 31, 2019 were $3,330,270 this is an increase of $240,284 over year end 2018. Total Assets include Cash of $1,747,986 and Accounts Receivable of $1,051,786. Liabilities as of March 31, 2019 were $916,610 this is an increase of $217,599 over year end 2018. Total Liabilities include Accounts Payable of $414,534 and Unearned Revenue of $340,349. Total Equity as of month end March 31, 2019 was $2,413,660. Statement of Revenue and Expenses shows year-to-date income and expenses as compared to budgeted amounts and budget variances. Year to date revenue as of March 31, 2019 was $1,625,527 this is 81% under total 2019 budget. Year to date expense as of March 31, 2019 was $1,602,842 this is 81% under total 2019 budget. Net Revenue over Expense as of March 31, 2019 was $22,685. I am available to address any questions that Board members may have about the report information. ATTACHMENT(S) 1) 2019 Balance Sheet 2) 2019 Statement of Revenue and Expense
ACTION REQUESTED: Information Only
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Agenda Item 4C
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John W. Suthers
Mayor
30 South Nevada Avenue, Suite 601 TEL 719-385-5900
Mailing Address: Post Office Box 1575, Mail Code 610 Colorado Springs, Colorado 80901-1575
April 30, 2019
Andrew Gunning Executive Director Pikes Peak Area Council of Governments 15 South 7th Street Colorado Springs, CO 80905
RE: City of Colorado Springs Appointments to PPACG Air Quality Technical Committee (AQTC)
Dear Mr. Gunning:
I would like to appoint the following individuals to the AQTC representing the City of Colorado Springs:
Regular Member: Ryan Trujillo, Innovation & Sustainability Manager City of Colorado Springs Office: 719-385-6602 Cell: 719-367-2686 [email protected]
Alternate Members: Carl Schueler, Comprehensive Planning Manager Tim Roberts, Principal Transportation Planner
Sincerely,
John W. SuthersMayor
Agenda Item 4C
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From: KELLEY, AMY P GS-13 USAF USAFA 10 MSG/CENTo: Jessica BechtelCc: JACOBSEN, STEVEN C CTR USAF USAFA 10 CES/CENMESubject: USAFA members for TACDate: Friday, April 19, 2019 3:31:06 PM
Hello Jessica,
As I mentioned at yesterday’s meeting, Debra Baumgardner is departing the Academy shortly for anew opportunity out of state. We would like to remove her, and then add two USAFArepresentatives to the TAC: myself and Steven Jacobsen.
My email is: [email protected]’s is: [email protected]
Please let me know what additional details you require. Have a good weekend,
V/r,Amy
Amy Probsdorfer Kelley, AICP, CivCommunity Initiatives Director10th Air Base Wing/10th Mission Support GroupUS Air Force Academy, Colorado Springs CO719-333-8395
Agenda Item 4C
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Agenda Item 4D
M E M O R A N D U M
DATE: May 8, 2019
TO: PPACG Board of Directors
FROM: Ann Werner, JLUS Planner
THROUGH: Andrew Gunning, Executive Director
SUBJECT: Site Application for the Falcon Meadow RV Campground Lift Station & Force Main
SUMMARY Falcon Meadow RV Campground is requesting approval of their site application to construct an additional lift station and force main., The campground is located southwest of the intersection of U.S. Highway 24 and Falcon Highway. The additional lift station and force main is intended to upgrade the existing system and discharge to Woodmen Hills Metropolitan District Wastewater Treatment Plant. RECOMMENDATIONS The Site Application Review Committee (SARC) made the following recommendations to the applicant at the meeting on April 17, 2019 for the Falcon Meadow RV Campground site application; these were to be completed prior to the WQMC meeting to be held on May 7, 2019:
1. Provide the electric capacity and add appropriate backup generator information. a. Confirm and note the primary electrical supplier for the site. (Topic discussed after conference
call concluded with applicant.) 2. Clarify that the existing two leach fields are to be abandoned following completion of the additional lift
station and force main. 3. Note that the existing lift stations downstream of the site are owned by Woodmen Hills Sanitation
District. 4. Verify the integrity of the existing 10,000 gallon holding tank due to the age, approximately 40 years
old. (Topic discussed after conference call concluded with applicant.) PROPOSED MOTION Recommend approval of the site application for the Falcon Meadow RV Campground Lift Station & Force Main on the condition that all of the SARC’s recommended updates were completed and that the site application received a recommendation of approval from the WQMC at the May 7, 2019 meeting. ALTERNATIVES The Board of Directors has the following alternatives to consider: 1) Recommend approval of the site application. 2) Recommend disapproval of the site application. 3) Refer the item back to staff for changes. PREVIOUS BOARD ACTION N/A BACKGROUND
ACTION REQUESTED: Review & Approve
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Agenda Item 4D The PPACG Board of Directors is not the approving authority for site applications. The Board makes recommendations to the Colorado Department of Public Health and Environment-Water Quality Control Division (CDPHS-WQCD), the approving authority. ATTACHMENTS: An electronic copy of the Falcon Meadow RV Campground Lift Station & Force Main Site Application can be downloaded from:https://www.dropbox.com/s/5899stjnpdgixgx/Site%20Location%20Report%20-%20FMRVC.pdf?dl=0
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Agenda Item 4D
M E M O R A N D U M
DATE: May 8, 2019
TO: PPACG Board of Directors
FROM: Ann Werner, JLUS Planner
THROUGH: Andrew Gunning, Executive Director
SUBJECT: Site Application for the Fountain South Wastewater Treatment Facility
SUMMARY South 750 LLC is requesting approval of their site application to build a new domestic wastewater treatment facility, Fountain South Wastewater Treatment Facility, west of I-25 and Fountain Creek, located southeast of the existing Pikes Peak International Raceway. The new facility is intended to replace the existing holding pond and will be a non-discharging facility. Waste from the new treatment facility will be hauled to the Fountain Sanitation District Wastewater Treatment Plant. RECOMMENDATIONS The Site Application Review Committee (SARC) recommends approval. The Water Quality Management Committee (WQMC) will review the application and make a recommendation on May 7th. PPACG staff recommend approval. PROPOSED MOTION Recommend approval of the site application for the Fountain South Wastewater Treatment Facility. ALTERNATIVES The Board of Directors has the following alternatives to consider: 1) Recommend approval of the site application. 2) Recommend disapproval of the site application. 3) Refer the item back to staff for changes. PREVIOUS BOARD ACTION N/A BACKGROUND The PPACG Board of Directors is not the approving authority for site applications. The Board makes recommendations to the Colorado Department of Public Health and Environment-Water Quality Control Division (CDPHS-WQCD), the approving authority. ATTACHMENTS: An electronic copy of the Fountain South Wastewater Treatment Facility Site Application can be downloaded from: https://www.dropbox.com/s/scs23k8rvnqnmo2/Fountain%20South%20WWTF_Site%20Location%20Application.pdf?dl=0
ACTION REQUESTED: Review & Approve
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Agenda Item 5A
M E M O R A N D U M
DATE: May 8, 2019
TO: PPACG Board of Directors
FROM: Kacy Partridge, Finance Manager
THROUGH: Andrew Gunning, Executive Director
SUBJECT: 2018 AUDIT
SUMMARY In accordance with Board Policy, Pikes Peak Area Council of Governments undergoes an annual audit conducted by external auditors. The attached audit was conducted in March 2019 for fiscal year ending December 31, 2018.
PPACG’s 2018 Independent Auditors Report and Management letter will be presented by Mr. Steve Hochstetter and Mr. Lewis Malloy from the Stockman Kast Ryan & Company, the current auditing firm. RECOMMENDATION(S) The PPACG staff is requesting that the Board review the draft 2018 Management Letter and Audit and approve as final. PROPOSED MOTION The PPACG Board of Directors approves the 2018 Management Letter and Audit as submitted by Stockman Kast Ryan & Company. ALTERNATIVES The Board of Directors has the following alternatives to consider: 1) Approve the item as presented. 2) Disapprove the item. 3) Refer the item back to staff and recommending committee. PREVIOUS BOARD ACTION The Board of Directors approved the three year contract with Stockman Kast Ryan & Company at September 2017 Board meeting. ATTACHMENT(S) 1) Management Letter (draft) 2) 2018 Audit (draft)
ACTION REQUESTED: Review & Approve
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___________ To Board of Directors Pikes Peak Area Council of Governments We have audited the financial statements of the governmental activities and the major fund of the Pikes Peak Area Council of Governments (PPACG) for the year ended December 31, 2018. Professional standards require that we provide you with information about our responsibilities under generally accepted auditing standards (and, where applicable, Government Auditing Standards and the Uniform Guidance), as well as certain information related to the planned scope and timing of our audit. We have communicated such information in our letter to you dated November 8, 2018. Professional standards also require that we communicate to you the following information related to our audit. Significant Audit Findings Qualitative Aspects of Accounting Practices Management is responsible for the selection and use of appropriate accounting policies. The significant accounting policies used by PPACG are described in Note 1 to the financial statements. No new accounting policies were adopted and the application of existing policies was not changed during 2018. We noted no transactions entered into by PPACG during the year for which there is a lack of authoritative guidance or consensus. All significant transactions have been recognized in the financial statements in the proper period. Accounting estimates are an integral part of the financial statements prepared by management and are based on management's knowledge and experience about past and current events and assumptions about future events. Certain accounting estimates are particularly sensitive because of their significance to the financial statements and because of the possibility that future events affecting them may differ significantly from those expected. The most sensitive estimates affecting the financial statements are the estimated useful lives of capital and other non‐current assets, collectability of accounts receivable and potential refunds of disallowed costs related to government grants. Management's estimates of estimated useful lives are based on management's assessments of the assets. No allowance for doubtful accounts have been recorded as management believes all outstanding accounts receivable is fully collectible based on the entity's historical collection experience. No amounts have been recorded for potentially unallowable costs being charged to grants as management believes all costs charged are allowable. The financial statement disclosures are neutral, consistent, and clear.
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To Board of Directors Pikes Peak Area Council of Governments _______________ Page 2
Difficulties Encountered in Performing the Audit We encountered no significant difficulties in dealing with management in performing and completing our audit. Corrected and Uncorrected Misstatements Professional standards require us to accumulate all known and likely misstatements identified during the audit, other than those that are clearly trivial, and communicate them to the appropriate level of management. We identified no such misstatements as a result of our audit procedures. Disagreements with Management For purposes of this letter, a disagreement with management is a financial accounting, reporting, or auditing matter, whether or not resolved to our satisfaction, that could be significant to the financial statements or the auditor's report. We are pleased to report that no such disagreements arose during the course of our audit. Management Representations We have requested certain representations from management that are included in the management representation letter dated ___________. Management Consultations with Other Independent Accountants In some cases, management may decide to consult with other accountants about auditing and accounting matters, similar to obtaining a "second opinion" on certain situations. If a consultation involves application of an accounting principle to PPACG's financial statements or a determination of the type of auditor's opinion that may be expressed on those statements, our professional standards require the consulting accountant to check with us to determine that the consultant has all the relevant facts. To our knowledge, there were no such consultations with other accountants. Other Audit Findings or Issues We generally discuss a variety of matters, including the application of accounting principles and auditing standards, with management each year prior to retention as PPACG's auditors. However, these discussions occurred in the normal course of our professional relationship and our responses were not a condition to our retention. Other Matters We applied certain limited procedures to Management's Discussion and Analysis and Budgetary comparison schedules, which are required supplementary information (RSI) that supplements the basic financial statements. Our procedures consisted of inquiries of management regarding the methods of
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To Board of Directors Pikes Peak Area Council of Governments _______________ Page 3
preparing the information and comparing the information for consistency with management's responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We did not audit the RSI and do not express an opinion or provide any assurance on the RSI. We were engaged to report on the schedule of expenditures of federal awards, which accompany the financial statements but is not RSI. With respect to this supplementary information, we made certain inquiries of management and evaluated the form, content, and methods of preparing the information to determine that the information complies with accounting principles generally accepted in the United States of America, the method of preparing it has not changed from the prior period, and the information is appropriate and complete in relation to our audit of the financial statements. We compared and reconciled the supplementary information to the underlying accounting records used to prepare the financial statements or to the financial statements themselves. Restriction on Use This information is intended solely for the information and use of the Board of Directors and management of PPACG and is not intended to be, and should not be, used by anyone other than these specified parties. Very truly yours,
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PIKES PEAK AREA COUNCIL OF GOVERNMENTS
Management's Discussion and Analysis,
Basic Financial Statements and
Supplemental Information
For the Year Ended December 31, 2018
And
Independent Auditors' Reports
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PIKES PEAK AREA COUNCIL OF GOVERNMENTS TABLE OF CONTENTS Page
INDEPENDENT AUDITORS' REPORT 1 MANAGEMENT'S DISCUSSION AND ANALYSIS 3 BASIC FINANCIAL STATEMENTS
Statement of Net Position 7 Statement of Activities 8 Fund Financial Statements: Governmental Fund:
Balance Sheet 9 Reconciliation of the Governmental Fund Balance Sheet to the Statement of Net Position 10 Statement of Revenues, Expenditures and Changes in Fund Balances 11 Reconciliation of the Governmental Fund Statement of Revenues, Expenditures, and Changes in Fund Balances to the Statement of Activities 12
Notes to Financial Statements 13 SUPPLEMENTAL INFORMATION
Schedule of Revenues, Expenditures and Changes in Fund Balance – Budget and Actual General Fund 20 Schedule of Expenditures and Federal Awards 22 Notes to the Schedule of Expenditures of Federal Awards 23
COMPLIANCE AND INTERNAL CONTROL SECTION
Independent Auditors' Report on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards 24
Independent Auditors' Report on Compliance for Each Major Program and on Internal Control Over Compliance Required by the Uniform Guidance 26
Schedule of Findings and Questioned Costs 28 Summary Schedule of Prior Audit Findings 30
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INDEPENDENT AUDITORS' REPORT Board of Directors Pikes Peak Area Council of Governments We have audited the accompanying financial statements of the governmental activities and the major fund of the Pikes Peak Area Council of Governments (PPACG) as of and for the year ended December 31, 2018, and the related notes to the financial statements, which collectively comprise PPACG's basic financial statements as listed in the table of contents, and the related notes to the financial statements. Management's Responsibility for the Financial Statements
Management is responsible for the preparation and fair presentation of these financial statements in accordance with accounting principles generally accepted in the United States of America; this includes the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. Auditors' Responsibility
Our responsibility is to express opinions on these financial statements based on our audit. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the entity's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity's internal control. Accordingly, we express no such opinion. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinions. Opinions
In our opinion, the financial statements referred to above present fairly, in all material respects, the respective financial position of the governmental activities and each major fund of PPACG as of December 31, 2018, and the respective changes in financial position for the year then ended in accordance with accounting principles generally accepted in the United States of America.
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Report on Required Supplemental Information Accounting principles generally accepted in the United States of America require that the management's discussion and analysis and budgetary comparison information on pages 3 through 6 and 20 through 21 be presented to supplement the basic financial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board, who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. We have applied certain limited procedures to the required supplemental information in accordance with auditing standards generally accepted in the United States of America, which consisted of inquiries of management about the methods of preparing the information and comparing the information for consistency with management's responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We do not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance. Report on Other Supplemental Information Our audit was conducted for the purpose of forming opinions on the financial statements that collectively comprise PPACG's basic financial statements. The schedule of expenditures of federal awards is presented for the purpose of additional analysis as required by Title 2 U.S. Code of Federal Regulations (CFR) Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, and is also not a required part of the basic financial statements. Such information is the responsibility of management and was derived from and relates directly to the underlying accounting and other records used to prepare the basic financial statements. The information has been subjected to the auditing procedures applied in the audit of the basic financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the basic financial statements or to the basic financial statements themselves, and other additional procedures in accordance with auditing standards generally accepted in the United States of America. In our opinion, based on our audit and the procedures performed above, the information is fairly stated in all material respects in relation to the basic financial statements as a whole. Other Reporting Required by Government Auditing Standards In accordance with Government Auditing Standards, we have also issued our report dated _________ on our consideration of PPACG's internal control over financial reporting and on our tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements and other matters. The purpose of that report is to describe the scope of our testing of internal control over financial reporting and compliance and the results of that testing, and not to provide an opinion on internal control over financial reporting or on compliance. That report is an integral part of an audit performed in accordance with Government Auditing Standards in considering PPACG's internal control over financial reporting and compliance.
_____________________
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24
PIKES PEAK AREA COUNCIL OF GOVERNMENTS
Management's Discussion and Analysis
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25
‐ 3 ‐
PIKES PEAK AREA COUNCIL OF GOVERNMENTS MANAGEMENT'S DISCUSSION AND ANALYSIS Introduction This management’s discussion and analysis of the financial performance of the Pikes Peak Area Council of Governments (PPACG) provides an overview of PPACG’s financial activities for the year ended December 31, 2018. It should be read in conjunction with the accompanying financial statements of PPACG. Financial Highlights
Total assets increased in 2018, compared to 2017, by $257,268, or 9.1%.
PPACG’s Net position increased in 2018 by $158,336, or 7.1% compared to 2017.
Unassigned Fund Balance increased by $188,823 or 10.5% to $1,987,614 Overview of the Financial Statements This discussion and analysis is intended to serve as an introduction to the PPACG’s basic financial statements. PPACG’s basic financial statements included in this annual report are those of a general‐purpose government and include the following financial statements: Government‐wide Financial Statements
The Statement of Net Position and the Statement of Activities report information on all of the activities of PPACG and the effect of changes to them. PPACG’s total net position–the difference between assets and liabilities–is one measure of PPACG’s financial health or financial position. Over time, increases or decreases in PPACG’s net position are an indicator of whether its financial health is improving or deteriorating.
Fund Financial Statements
The Balance Sheet – Governmental Fund and its accompanying Reconciliation of the Governmental Fund Balance Sheet to the Statement of Net Position compare fund assets to fund liabilities with the difference between them being the fund balance and explains the disparity in the amounts reported for governmental activities.
The Statement of Revenues, Expenditures and Changes in Fund Balance – Governmental Fund and its accompanying Reconciliation of the Governmental Fund Statement of Revenues, Expenditures and Changes in Fund Balance to the Statement of Activities report PPACG’s revenues, by major source, along with expenditures and changes to the fund balance and explains the disparity in the amounts reported for governmental activities.
The Statement of Revenues and Expenditures – Budget to Actual – General Fund compares actual funds received and spent with the budgeted amounts and details the variances.
Notes to the financial statements provide additional information that is essential to a full understanding of the data provided in the financial statements.
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‐ 4 ‐
The Schedule of Expenditures of Federal Awards is presented for purposes of additional analysis as required by the Title 2 U.S. Code of Federal Regulations (CFR) Part 200, Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards.
PPACG's Statement of Net Position PPACG’s net position is the difference between its assets and liabilities reported in the Statement of Net Position. PPACG’s net position increased by $158,336 (7.1%) in 2018 over 2017, as shown in Table 1. Summary Statement of Net Position as of December 31, 2018 and 2017 2018 2017 Assets Cash/restricted cash $ 1,205,179 $ 1,227,338 Other current assets 1,348,419 1,054,260 Capital assets, net 536,390 551,122
Total assets $ 3,089,988 $ 2,832,720 Liabilities Other current and noncurrent liabilities $ 544,349 $ 461,254 Compensated absences 154,661 138,824
Total liabilities 699,010 600,078 Net Position Net Investment in capital assets 536,390 551,122 Unrestricted 1,854,588 1,681,520
Total net position $ 2,390,978 $ 2,232,642 PPACG's Statement of Activities In 2018, PPACG’s net positions increased by $158,336 or 7.1%. In 2017, PPACG’s net position increased by $173,968 or 8.4%. These changes, shown in Table 2, are primarily made up of fluctuations in PPACG’s AAA pass through allocation as well as expenditures in Transportation and AAA departments. Summary Statement of Activities for the Years Ended December 31, 2018 and 2017
2018 2017 Program Revenues Operating grants and contributions $ 5,598,522 $ 6,022,412 Charges for services 532,906 430,025
Total program revenues 6,131,428 6,452,437 General Revenues Member dues 458,000 458,001 Interest income 6,414 2,498
Total revenues 6,595,842 6,912,936
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‐ 5 ‐
Governmental Activities – Expenses Aging program $ 4,716,897 $ 4,710,574 Transportation program and environmental 811,236 1,184,432 Joint land use study 440,676 461,465 Pikes Peak RTA Administration 392,586 303,712 Administration 76,111 78,782
Total governmental activities ‐ expenses 6,437,506 6,738,965
Change in Net Position 158,336 173,971
Net Position, Beginning of Year 2,232,642 2,058,671
Net Position, End of Year $ 2,390,978 $ 2,232,642 The majority of PPACG’s revenues and expenses are a result of governmental grants, and are reimbursement‐based, as is Pikes Peak RTA Administrative contract. During 2018 compared to 2017 grant revenue decreased by $423,890. The net decrease is due to a decrease of, $326,813 in Transportation and Environmental program as well as a net revenue decrease of $57,165 in Area Agency Aging department which operates internal programs as well as pass through programs. In 2018 pass‐through expenditures increased by $157,508 or 5.8% while internal programs decreased by $214,673. Pass‐through revenue and expenditures are received from the Colorado Department of Human Services and distributed by PPACG AAA program. Joint Land Use Study also had a decrease in grant revenue of $39,912. Contract expenditure decreased by $581,381 or 49% due to less outside work done by subcontractors in the Transportation Program $389,387 and AAA department $209,192. The Statement of Revenue and Expenditures – Budget to Actual – General Fund details the budgeted amounts of 2018’s revenues and expenditures as compared to the actual amounts. PPACG received $834,580 less in Federal and State grants while Pass through Federal and State grant revenues were $266,272 more than budgeted. Local Support was $9,477 less than budget as while Project Income was $33,170 more than the budgeted amount. PPACG received $22,652 less in Special District Revenue which is from Pikes Peak RTA Administration Expenses. Overall, PPACG received $562,893 less than budgeted revenues. Actual costs for “personnel” were $563,285 less than were budgeted and contract services were also less than budgeted $292,625. This was primarily due to less staff than budgeted and less outside contractors. Pass through expenditures were $266,272 more than budget and corresponds to Federal and State Grant Pass Through revenue being more than the budget. Conferences, education, training and travel were under budget $39,094 as fewer staff went to training then had been planned. Support Services were under budget $11,157, this consists of postage, public notices and liability insurance. Communications, memberships, publications, building maintenance and utilities were all less than budget. Capital Asset and Debt Administration Capital Assets At the end of 2018, PPACG had $536,390 net investment in capital assets, as detailed in Note 4 to the financial statements. PPACG’s net assets invested in capital assets decreased $14,732 over 2017 due to increase in purchased assets offset by depreciation expense. Debt At December 31, 2018, PPACG did not have any notes payable or capital lease obligations outstanding.
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Contacting PPACG's Financial Management This financial report is designed to provide a general overview of PPACG’s finances and to show PPACG’s accountability for the money it receives. Questions about this report and requests for additional financial information should be directed to the PPACG Financial Manager by telephoning 719.471.7080, extension 146.
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PIKES PEAK AREA COUNCIL OF GOVERNMENTS
Basic Financial Statements
As of and For the Year Ended December 31, 2018
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30
See notes to financial statements.
‐ 7 ‐
PIKES PEAK AREA COUNCIL OF GOVERNMENTS STATEMENT OF NET POSITION DECEMBER 31, 2018
Governmental
Activities
ASSETS
Cash and cash equivalents 1,203,251$
Restricted cash 1,928
Grants and accounts receivable 1,330,059
Prepaid expenses 18,360
Capital assets:
Non‐depreciable 15,594
Depreciable, net 520,796
TOTAL ASSETS 3,089,988
LIABILITIES
Accounts payable 448,035
Accrued liabilities 91,661
Unearned revenue 4,653
Compensated absences payable 154,661
TOTAL LIABILITIES 699,010
NET POSITION
Net investment in capital assets 536,390
Unrestricted 1,854,588
TOTAL NET POSITION 2,390,978$
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31
See notes to financial statements.
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PIKES PEAK AREA COUNCIL OF GOVERNMENTS STATEMENT OF ACTIVITIES FOR THE YEAR ENDED DECEMBER 31, 2018
Operating Net
Direct Indirect Charges for Grants and Program
Expenses Expenses Services Contributions Expense
FUNCTIONS / PROGRAMS
Governmental activities:
Aging program 4,195,473$ 521,424$ 140,320$ 4,482,918$ (93,659)$
Transportation and
environmental programs 634,409 176,827 714,541 (96,695)
Joint land use study 348,163 92,513 401,063 (39,613)
Pikes Peak RTA administration 285,212 107,374 392,586
Administration 76,111 (76,111)
TOTAL 5,539,368$ 898,138$ 532,906$ 5,598,522$ (306,078)$
GENERAL REVENUES
Member dues 458,000
Investment income 6,414
Total general revenues 464,414
CHANGE IN NET POSITION 158,336
NET POSITION, Beginning of year 2,232,642
NET POSITION, End of year 2,390,978$
Program Revenue
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See notes to financial statements.
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PIKES PEAK AREA COUNCIL OF GOVERNMENTS BALANCE SHEET – GOVERNMENTAL FUND DECEMBER 31, 2018
General
Fund
ASSETS
Cash and cash equivalents 1,203,251$
Restricted cash 1,928
Grants and accounts receivable 1,330,059
Prepaid expenses 18,360
TOTAL ASSETS 2,553,598$
LIABILITIES, DEFERRED INFLOWS AND FUND BALANCE
LIABILITIES
Accounts payable 448,035$
Accrued liabilities 91,661
Unearned revenue 4,653
TOTAL LIABILITIES 544,349
DEFERRED INFLOWS OF RESOURCES
Unavailable revenue ‐ grants 21,635
FUND BALANCE
Unassigned 1,987,614
TOTAL LIABILITIES, DEFERRED INFLOWS AND FUND BALANCE 2,553,598$
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See notes to financial statements.
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PIKES PEAK AREA COUNCIL OF GOVERNMENTS RECONCILIATION OF THE GOVERNMENTAL FUND BALANCE SHEET TO THE STATEMENT OF NET POSITION DECEMBER 31, 2018
TOTAL GOVERNMENTAL FUND BALANCE 1,987,614$
Amounts reported for governmental activities in the statement of net
position are different because:
Capital assets used in governmental activities are not financial resources
and, therefore, are note reported in the funds 536,390
Grants received and classified as deferred inflows in governmental funds,
but recognized as revenue earned on the government‐wide statements 21,635
Long‐term liabilities are not due and payable in the current period and are
not included in the fund financial statements, but are included in the
governmental activities of the statement of net position
Compensated absences (154,661)
NET ASSETS OF GOVERNMENTAL ACTIVITIES IN THE
STATEMENT OF NET POSITION 2,390,978$
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See notes to financial statements.
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PIKES PEAK AREA COUNCIL OF GOVERNMENTS STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES – GOVERNMENTAL FUND FOR THE YEAR ENDED DECEMBER 31, 2018
General
Fund
REVENUES
Federal and state grants 2,672,537$
Federal and state grants ‐ pass through 2,852,272
Member dues 458,000
Pikes Peak RTA administration 392,586
Other grants 44,329
Project income and local support 156,220
In‐kind donations 13,402
Investment income 6,414
Total revenues 6,595,760
EXPENDITURES
Aging program 4,699,301
Transportation and environmental programs 792,562
Joint land use program 437,526
Pikes Peak RTA administration 386,444
Administration 72,695
Capital outlay 18,409
Total expenditures 6,406,937
NET CHANGE IN FUND BALANCE 188,823
FUND BALANCE, Beginning 1,798,791
FUND BALANCE, Ending 1,987,614$
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35
See notes to financial statements.
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PIKES PEAK AREA COUNCIL OF GOVERNMENTS RECONCILIATION OF STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES TO THE STATEMENT OF ACTIVITIES FOR THE YEAR ENDED DECEMBER 31, 2018 Amounts reported for governmental activities in the statement of activities
are different because:
NET CHANGE IN GOVERNMENTAL FUND BALANCES 188,823$
Revenues in the fund statements that provide current financial resources
that were recognized in the statement of activities in the prior year.
This amount is the difference in the treatment of revenue recognition. (21,553)
Revenues in the statement of activities that do not provide current financial
resources are not reported in the fund statements until they become available.
This amount is the difference in the treatment of revenue recognition. 21,635
Governmental funds report outlays for capital assets as expenditures because
such outlays use current financial resources. However, in the statement of
activities, the cost of those assets is allocated over their estimated useful
lives as depreciation expense. This is the amount by which depreciation
expense ($33,141) exceeded capital outlays ($18,409) in the current period. (14,732)
Some expenses reported in the statement of activities do not require the use
of current financial resources and, therefore, are not reported as expenditures
in governmental funds. This amount represents the change in compensated
absences. (15,837)
CHANGE IN NET POSITION OF GOVERNMENT ACTIVITIES 158,336$
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PIKES PEAK AREA COUNCIL OF GOVERNMENTS NOTES TO FINANCIAL STATEMENTS 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
The Pikes Peak Area Council of Governments (PPACG) is a regional planning council and was formed in 1967 under the Colorado laws regarding regional planning (CRS 30‐28‐105) and intergovernmental contracting (CRS 29‐1‐203). PPACG provides transportation, environmental and military planning to the Pikes Peak region. In addition, PPACG is the area agency for aging programs in the Pikes Peak region. Membership to PPACG is open to all general purpose local governments in the Pikes Peak Region and membership is primarily made up of municipalities and counties in the Pikes Peak region and is governed by elected officials of the member governments. The financial statements of Pikes Peak Area Council of Governments (PPACG) have been prepared in accordance with generally accepted accounting principles (GAAP) in the United States of America as applicable to governmental entities. The Governmental Accounting Standards Board (GASB) is responsible for establishing GAAP for state and local governments. The more significant accounting policies established in GAAP and used by PPACG are discussed below. Reporting Entity — PPACG is a regional planning council governed by elected officials of the member governments. The accompanying financial statements present the government and its component units, entities for which the government is considered to be financially accountable. Blended component units, although legally separate entities, are, in substance, part of the government's operations. Each discretely presented component unit is reported in a separate column in the government‐wide financial statements to emphasize that it is legally separate from the government. PPACG has no component units for which either discrete or blended presentation is required. Government‐Wide and Fund Financial Statements — The government‐wide financial statements (i.e. the statement of net position and the statement of activities) report information on all of the non‐fiduciary activities of the government. Governmental activities are normally supported by taxes, intergovernmental revenues, and other non‐exchange transactions. As a general rule, the effect of interfund activity has been eliminated from the government‐wide financial statements. The accounts of PPACG are organized and operated on the basis of funds. A fund is an independent fiscal accounting entity with a self‐balancing set of accounts. Fund accounting segregates funds according to their intended purpose and is used to aid management in demonstrating compliance with finance‐related legal and contractual provisions. The minimum number of funds maintained is consistent with legal and managerial requirements.
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PPACG reports the following major governmental fund:
The General Fund is the general operating fund of PPACG. It is used to account for all financial resources except those required to be accounted for in another fund.
Measurement Focus and Basis of Accounting — The accounting and financial reporting treatment is determined by the applicable measurement focus and basis of accounting. Measurement focus indicates the type of resources being measured such as current financial resources or economic resources. The basis of accounting indicates the timing of transactions or events for recognition in the financial statements. The government‐wide financial statements are reported using the economic resources measurement focus and the accrual basis of accounting. Revenues are recorded when earned and expenses are recorded when a liability is incurred, regardless of the timing of the related cash flow. Property taxes are recognized as revenues in the year for which they are levied: Grants and similar items are recognized as revenue in the fiscal year in which all eligibility requirements imposed by the provider have been met. The governmental fund financial statements are reported using the current financial resources measurement focus and the modified accrual basis of accounting. Revenues are recognized as soon as they are both measurable and available. Revenues are considered to be available when they are collectible within the period or soon enough thereafter to pay liabilities of the current fiscal period. For this purpose, the government considers revenues to be available if they are collected within 60 days of the end of the current fiscal period. Expenditures generally are recorded when a liability is incurred, as under accrual accounting. However, debt service expenditures, as well as expenditures related to compensated absences, are recorded only when payment is due. General capital asset acquisitions are reported as expenditures in governmental funds. Proceeds of long‐term debt and acquisitions under capital leases are reported as other financing sources. Property taxes, specific ownership taxes, charges for services, and interest associated with the current fiscal period are all considered to be susceptible to accrual and so have been recognized as revenues of the current fiscal period. Expenditure‐driven grants recognize revenue when the qualifying expenditures have been incurred and all other grant requirements have been met, and the amount is received during the period or within the availability period of this revenue source (within 60 days of year‐end). All other revenue items are considered to be measurable and available only when cash is received by the government. Cash and Cash Equivalents — Cash and cash equivalents include cash on hand and short‐term investments with original maturities of three months or less from the date of acquisition. Receivables — All receivables are reported at their gross value and, where appropriate, are reduced by the estimated portion that is expected to be uncollectible. Management believes all receivables are fully collectable at December 31, 2018 and therefore no allowance has been recorded. Capital Assets — Capital assets, which include land, buildings, and equipment are reported in the government‐wide financial statements. All purchased capital assets are valued at cost where historical records are available and at an estimated historical cost where no historical records
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‐ 15 ‐
exist. Donated capital assets are valued at their estimated fair market value on the date received. Major outlays for capital assets and improvements are capitalized as projects are constructed. The costs of normal maintenance and repairs that do not add to the value of the asset, or materially extend asset lives, are not capitalized. Improvements are capitalized and are depreciated over the remaining useful lives of the related capital assets; as applicable. Land and construction in progress are not depreciated. The other capital assets of the government are depreciated using the straight‐line method over the following estimated useful lives:
Estimated Useful Life
Buildings and improvements 20‐40 years Furniture and equipment 5‐10 years When depreciable property is acquired, depreciation is included in expense for the year of acquisition for the number of months during the year the asset was in service. When depreciable property is retired or otherwise disposed of, depreciation is included in expense for the number of months in service during the year of retirement and the related costs and accumulated depreciation are removed from the accounts with any gain or loss reflected in the statement of revenue, expenses and changes in fund net position. Unearned Revenue — Unearned revenue includes grants that have been collected but the corresponding expenditures have not been incurred. Compensated Absences — It is PPACG's policy to permit employees to accumulated earned but unused vacation and sick pay benefits. All vacation and eligible sick pay is accrued when incurred in the government‐wide financial statements. A liability for these amounts is reported in governmental funds only if they have matured as a result of employee resignations and retirements. Long‐Term Liabilities — In the government‐wide financial statements long‐term debt and other long‐term obligations are reported as liabilities in the statement of net position. Fund Balance Classification — The governmental fund financial statements present fund balances based on classifications that comprise a hierarchy that is based primarily on the extent to which PPACG is bound to honor constraints on the specific purposes for which amounts in the respective governmental funds can be spent. The classifications available to be used in the governmental fund financial statements are as follows:
Non‐spendable — This classification includes amounts that cannot be spent because they are either (a) not in spendable form or (b) are legally or contractually required to be maintained intact.
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Restricted — This classification includes amounts for which constraints have been placed on the use of the resources either (a) externally imposed by creditors (such as through a debt covenant), grantors, contributors, or laws or regulations of other governments, or (b) imposed by law through constitutional provisions or enabling legislation.
Committed — This classification includes amounts that can be used only for specific purposes pursuant to constraints imposed by formal action of the Board of Directors. These amounts cannot be used for any other purpose unless the Board of Directors removes or changes the specified use by taking the same type of action that was used when the funds were initially committed. This classification also includes contractual obligations to the extent that existing resources have been specifically committed for use in satisfying those contractual requirements.
Assigned — This classification includes amounts that are constrained by PPACG's intent to be used for a specific purpose but are neither restricted nor committed. This intent can be expressed by the Board of Directors or through the Board of Directors delegating this responsibility to management through the budgetary process. This classification also includes the remaining positive fund balance for any governmental funds except for the General Fund.
Unassigned — This classification includes the residual fund balance for the General Fund. The unassigned classification also includes negative residual fund balance of any other governmental fund that cannot be eliminated by offsetting of Assigned fund balance amounts.
Net Position — The classifications available to be used in the governmental‐wide financial statements are as follows:
Net Investment in Capital Assets — This component consists of capital assets, net of accumulated depreciation, reduced by the outstanding balances of any bonds, mortgages, notes, or other borrowings that are attributable to the acquisition, construction, or improvement of those assets. If there are significant unspent related debt proceeds, the portion of the debt attributable to the unspent proceeds is not included in the calculation of net investment in capital assets. Rather, that portion of the debt is included in the same net position component as the unspent proceeds.
Restricted — This component consists of restricted assets reduced by liabilities and deferred inflows of resources related to those assets. Restricted assets are assets which have restrictions placed on the use of the assets through external constraints imposed by creditors (such as through debt covenants), contributors, or laws or regulations of other governments or constraints imposed by law through constitutional provisions or enabling legislation. Generally, a liability relates to restricted assets if the asset results from a resource flow that also results in the recognition of a liability or if the liability will be liquidated with the restricted assets reported.
Unrestricted — This component consists of the net amount of assets, deferred outflows of resources, liabilities and deferred inflows of resources that are not included in the determination of net investment in capital assets or the restricted component of net position.
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‐ 17 ‐
Program Revenues — Amounts reported as program revenues include 1) fees and charges to customers or applicants who purchase, use, or directly benefit from goods, services, or privileges provided by a given function or segment and 2) grants and contributions that are restricted to meeting the operational or capital requirements of a particular function or segment. Revenues that are not classified as program revenues, including all taxes, are reported as general revenues. Estimates — The preparation of financial statements in conformity with accounting principles generally accepted in the United States of America requires management to make estimates and assumptions that affect certain reported amounts and disclosures. Accordingly, actual results could differ from those estimates. Subsequent Events — PPACG has evaluated subsequent events for recognition or disclosure through the date of the Independent Auditors' Report, which is the date the financial statements were available for issuance.
2. STEWARDSHIP, COMPLIANCE AND ACCOUNTABILITY Budget Information — PPACG follows these procedures in establishing the budgetary data reflected in the financial statements: 1) In September, the Executive Director submits to the Board of Directors a proposed
operating budget for the fiscal year commencing the following January 1. The operating budget includes proposed expenditures and the means of financing them.
2) Public hearings are conducted to obtain public comments.
3) In October, the Board of Directors approves the budget for submission to member governments for ratification of the budget and dues assessment.
4) Prior to December 31, the Board of Directors approves and signs a resolution officially adopting the budget.
5) Any revisions that alter the total expenditures of any fund must be approved by the Board of Directors.
6) A budget for the General Fund is legally adopted on a basis consistent with generally accepted accounting principles (GAAP), except that the PPACG budgets for depreciation expense and does not budget for capital outlay.
7) All appropriations lapse at year end. Colorado governments may not exceed budgeted appropriations at the fund level.
3. DEPOSITS AND INVESTMENTS Deposits — Colorado State Statutes govern the entity's deposit of cash. The Public Deposit Protection Acts for banks and savings and loans require the state regulators to certify eligible depositories for public deposits. The acts require the eligible depositories with public deposits in excess of the federal insurance levels to create a single institution collateral pool of deemed
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‐ 18 ‐
eligible assets. Eligible collateral includes obligations of the United States, obligations of the State of Colorado or local Colorado governments and obligations secured by first lien mortgages on real property located in the State. The pool is to be maintained by another institution or held in trust for all the uninsured public deposits as a group. The market value of the assets in the pool must be at least equal to 102% of the uninsured deposits. At December 31, 2018, carrying amount of PPACG deposits were $1,204,779 and the bank balances were $1,244,211 of which $994,211 were collateralized in accordance with PDPA.
4. CAPITAL ASSETS Capital asset activity for the year ended December 31, 2018 is as follows:
Beginning Ending Balance Increases Decreases Balance
Capital assets not being depreciated: Land $ 15,594 $ — $ — $ 15,594
Capital assets being depreciated: Buildings 842,171 842,171 Land improvements 5,224 5,224 Equipment 101,728 18,409 120,137 Furniture 61,426 61,426
Total capital assets being depreciated 1,010,549 18,409 1,028,958 Less accumulated depreciation 475,021 33,141 508,162
Depreciable capital assets, net 535,528 (14,732) 520,796
Total capital assets, net $ 551,122 $ (14,732) $ $ 536,390
Depreciation expense charged to functions of the primary government is as follows: Aging Program $ 16,760 Transportation and Environmental Programs 7,654 Pikes Peak RTA Administration 4,688 Joint Land Use 4,039
Total depreciation expense $ 33,141
5. PENSION PLAN The PPACG contributes to a single employer defined contribution money purchase plan, 401(a), on behalf of its employees. The contribution requirements of Plan participants and the PPACG are established and may be amended by the PPACG Board of Directors. The PPACG is required
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‐ 19 ‐
to contribute 4.5% of each participant's first $6,000 of compensation and 9% thereafter. Employees are required to contribute 1.5% of their first $6,000 of compensation and 3% thereafter. Employee contributions and any earnings are 100% vested. Employer contributions and any earnings they generate are vested as follows: Vested Percentage of Years of Service Employer Contributions Less than 1 year 0% 1 year 20% 2 years 40% 3 years 60% 4 years 80% 5 years 100% For the year ended December 31, 2018, employee contributions totaled $51,434 and PPACG recognized pension expense of $134,045. There were no forfeitures reflected in PPACG's recognized pension expense.
6. RISK MANAGEMENT The PPACG is exposed to various risks of losses related to torts; theft of, damage to and destruction of assets; errors and omissions; injuries to employees; and natural disasters. The PPACG carries commercial insurance for these risks of loss, including worker's compensation, employee health and accident insurance, and directors' and officers' liability.
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PIKES PEAK AREA COUNCIL OF GOVERNMENTS
Supplemental Information
DRAFT
44
(Continued)
‐ 20 ‐
PIKES PEAK AREA COUNCIL OF GOVERNMENTS GENERAL FUND — SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE — BUDGET AND ACTUAL FOR THE YEAR ENDED DECEMBER 31, 2018
Variance
Original Final Favorable
Budget Budget Actual (Unfavorable)
REVENUES
Federal and state grants 3,551,528$ 3,551,528$ 2,716,948$ (834,580)$
Federal and state grants
‐ pass‐through 2,586,000 2,586,000 2,852,272 266,272
Local support 38,779 38,779 29,302 (9,477)
Special District Revenues 415,238 415,238 392,586 (22,652)
Member dues 458,000 458,000 458,000
Project income 107,150 107,150 140,320 33,170 Interest income 2,040 2,040 6,414 4,374
Total revenues 7,158,735 7,158,735 6,595,842 (562,893)
EXPENDITURES
Personnel 3,181,932 3,181,932 2,618,647 563,285
Contract services 930,839 930,839 638,214 292,625
Reproduction services 43,850 43,850 35,770 8,080
Federal and state grants
‐ pass‐through 2,586,000 2,586,000 2,852,272 (266,272)
Conferences, education,
training and travel 84,045 84,045 44,951 39,094
Office supplies 19,453 19,453 19,679 (226)
Communications 18,424 18,424 17,319 1,105
Support services 37,844 37,844 26,687 11,157
Memberships 23,850 23,850 16,832 7,018
Reference publications 2,530 2,530 407 2,123
Equipment maintenance
and rental 29,130 29,130 29,184 (54)
Building maintenance 56,700 56,700 51,294 5,406
Utilities 21,500 21,500 20,402 1,098
Depreciation 32,880 32,880 33,141 (261)
Equipment 24,425 24,425 23,317 1,108
Loss on disposition of assets 65,334 65,334 9,390 55,944
Total expenditures 7,158,736 7,158,736 6,437,506 721,230
DRAFT
45
(Concluded)
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PIKES PEAK AREA COUNCIL OF GOVERNMENTS GENERAL FUND — SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCE — BUDGET AND ACTUAL FOR THE YEAR ENDED DECEMBER 31, 2017
Adjustments to arrive
at fund balance:
Unavailable revenues (21,635)
Available revenues 21,553
Compensated absences 15,837
Depreciation 33,141
Capital Outlay (18,409)
Net changes in fund balance 188,823
FUND BALANCE, Beginning of year 1,798,791
FUND BALANCE, End of year 1,987,614$
DRAFT
46
See the accompanying independent auditors' report.
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PIKES PEAK AREA COUNCIL OF GOVERNMENTS SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS FOR THE YEAR ENDED DECEMBER 31, 2018 Pass‐Through Federal Agency/Pass‐Through Entity Identification CFDA Federal and Cluster or Program Number Number Expenditures United States Department of Health and Human Services Passed‐through Colorado Department of Human Services: Aging Cluster ‐ Special Programs for the Aging ‐ Title III: Part B ‐ Grants for the Supportive Services and Senior Centers 93.044 $ 677,975 Part C ‐ Nutrition Services 93.045 761,359 Nutrition Services Incentive Program 93.053 92,337
Total Aging Cluster 1,531,671
Special Programs for the Aging ‐ Title III, Part D ‐ Disease Prevention and Health Promotion Services 93.043 17,237 National Family Caregiver Support, Title III, Part E 93.052 113,395 Special Programs for the Aging ‐ Title VII: Chapter 3 ‐ Programs for Prevention of Elder Abuse, Neglect and Exploitation 93.041 8,826 Chapter 2 – Long Term Care Ombudsman Services for Older Individuals 93.042 43,212 Passed‐through Colorado Department of Regulatory Agencies, Division of Insurance: Centers for Medicare and Medicaid Services (CMS) Research and Demonstrations and Evaluations 93.779 99,875 Special Programs for the Aging ‐ Title IV and Title II Discretionary Projects 93.048 10,200
Total United States Department of Health and Human Services 1,824,416
United States Department of Transportation Passed‐through Colorado Department of Transportation: 49100112 Highway Planning and Construction Grant 20.205 676,283
United States Department of Defense Passed‐through the Office of Economic Adjustment: EN1535‐15‐01 Community Economic Adjustment Assistance for Compatible Use and Joint Land Studies 12.610 385,163
United States Environmental Protection Agency Passed‐through Colorado Department of Public Health And Environment: Water Quality Management 66.454 14,856
Total expenditures of federal awards $ 2,900,718
DRAFT
47
See the accompanying independent auditors' report.
‐ 23 ‐
PIKES PEAK AREA COUNCIL OF GOVERNMENTS NOTES TO SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS FOR THE YEAR ENDED DECEMBER 31, 2018 1. The schedule includes the Federal awards activity of Pikes Peak Area Council of Governments
and is presented on the accrual basis of accounting. The information in this schedule is presented in accordance with the requirements of Title 2 U.S. Code of Federal Regulations (CFR) Part 200, Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards. Therefore, some amounts presented in this schedule may differ from amounts presented in, or used in the preparation of, the basic financial statements.
2. Pikes Peak Area Council of Governments has elected to not use the 10 percent de minimus
indirect cost rate to charge costs to their federal awards. 3. Pikes Peak Area Council of Governments provided federal awards to subrecipients as follows: Federal Agency/Pass‐Through Entity CFDA Federal and Cluster or Program Number Expenditures Special Programs for the Aging Title III: Part D – Disease Preventions and Health Promotions Services 93.043 $ 17,237 Special Programs for the Aging Title III: Part B – Grants for the Supportive Services and Senior Centers 93.044 381,712 Special Programs for the Aging Title III: Part C – Nutrition Services 93.045 761,277 National Family Caregiver Support Title III, Part E 93.052 45,858 Nutrition Services Incentive Program 93.053 92,337
$ 1,298,421
DRAFT
48
PIKES PEAK AREA COUNCIL OF GOVERNMENTS
Compliance And Internal Control Section
DRAFT
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INDEPENDENT AUDITORS' REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS Board of Directors Pikes Peak Area Council of Governments Colorado Springs, Colorado
We have audited, in accordance with the auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States, the financial statements of the governmental activities and the major fund of the Pikes Peak Area Council of Governments (PPACG), as of and for the year ended December 31, 2018, and the related notes to the financial statements, which collectively comprise PPACG's basic financial statements, and have issued our report thereon dated ___________. Internal Control Over Financial Reporting
In planning and performing our audit of the financial statements, we considered PPACG's internal control over financial reporting (internal control) to determine the audit procedures that are appropriate in the circumstances for the purpose of expressing our opinions on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of PPACG's internal control. Accordingly, we do not express an opinion on the effectiveness of PPACG's internal control. A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in internal control, such that there is a reasonable possibility that a material misstatement of the entity's financial statements will not be prevented, or detected and corrected on a timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance. Our consideration of internal control was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control that might be material weaknesses or significant deficiencies and therefore, material weaknesses or significant deficiencies may exist that were not identified. Given these limitations, during our audit we did not identify any deficiencies in internal control that we consider to be material weaknesses. However, material weaknesses may exist that have not been identified.
DRAFT
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Compliance and Other Matters
As part of obtaining reasonable assurance about whether PPACG's financial statements are free from material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards. Purpose of this Report
The purpose of this report is solely to describe the scope of our testing of internal control and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the entity's internal control or on compliance. This report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the entity's internal control and compliance. Accordingly, this communication is not suitable for any other purpose.
________________
DRAFT
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INDEPENDENT AUDITORS' REPORT ON COMPLIANCE FOR EACH MAJOR PROGRAM AND ON INTERNAL CONTROL OVER COMPLIANCE REQUIRED BY THE UNIFORM GUIDANCE Board of Directors Pikes Peak Area Council of Governments Colorado Springs, Colorado Report on Compliance for Each Major Federal Program
We have audited Pikes Peak Area Council of Governments' (PPACG) compliance with the types of compliance requirements described in the OMB Compliance Supplement that could have a direct and material effect on each of PPACG's major federal programs for the year ended December 31, 2018. PPACG's major federal programs are identified in the summary of auditor's results section of the accompanying schedule of findings and questioned costs. Management's Responsibility
Management is responsible for compliance with the requirements of federal statues, regulations, and the terms and conditions of its federal awards applicable to its federal programs. Auditors' Responsibility
Our responsibility is to express an opinion on compliance for each of PPACG's major federal programs based on our audit of the types of compliance requirements referred to above. We conducted our audit of compliance in accordance with auditing standards generally accepted in the United States of America; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; and the audit requirements of Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (the Uniform Guidance). Those standards and the Uniform Guidance require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types of compliance requirements referred to above that could have a direct and material effect on a major federal program occurred. An audit includes examining, on a test basis, evidence about PPACG's compliance with those requirements and performing such other procedures as we considered necessary in the circumstances. We believe that our audit provides a reasonable basis for our opinion on compliance for each major program. However, our audit does not provide a legal determination of PPACG's compliance. Opinion on Each Major Federal Program
In our opinion, PPACG, complied, in all material resects, with the types of compliance requirements referred to above that could have a direct and material effect on each of its major federal programs for the year ended December 31, 2018.
DRAFT
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Report on Internal Control Over Compliance
Management of PPACG is responsible for establishing and maintaining effective internal control over compliance with the types of compliance requirements referred to above. In planning and performing our audit of compliance, we considered PPACG's internal control over compliance with types of requirements that could have a direct and material effect on a major federal program to determine the auditing procedures that are appropriate in the circumstances for the purpose of expressing an opinion on compliance for each major federal program and to test and report on internal control over compliance in accordance with the Uniform Guidance, but not for the purpose of expressing an opinion on the effectiveness of internal control over compliance. Accordingly, we do not express an opinion on the effectiveness of PPACG's internal control over compliance.
A deficiency in internal control over compliance exists when the design or operation of a control over compliance does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, noncompliance with a type of compliance requirement of a federal program on a timely basis. A material weakness in internal control over compliance is a deficiency, or combination of deficiencies, in internal control over compliance, such that there is a reasonable possibility that material noncompliance with a type of compliance requirement of a federal program will not be prevented, or detected and corrected, on a timely basis. A significant deficiency in internal control over compliance is a deficiency, or a combination of deficiencies, in internal control over compliance with a type of compliance requirement of a federal program that is less severe than a material weakness in internal control over compliance, yet important enough to merit attention by those charged with governance.
Our consideration of internal control over compliance was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control over compliance that might be material weaknesses or significant deficiencies and therefore, material weaknesses or significant deficiencies may exist that have not been identified. We did not identify any deficiencies in internal control over compliance that we consider to be material weaknesses. However, material weaknesses may exist that not been identified.
The purpose of this report on internal control over compliance is solely to describe the scope of our testing of internal control over compliance and the results of that testing based on the requirements of the Uniform Guidance. Accordingly, this report is not suitable for any other purpose.
_________________
DRAFT
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(Continued)
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PIKES PEAK AREA COUNCIL OF GOVERNMENTS SCHEDULE OF FINDINGS AND QUESTIONED COSTS FOR THE YEAR ENDED DECEMBER 31, 2018 SECTION I – SUMMARY OF AUDITORS' RESULTS FINANCIAL STATEMENTS
1. Type of auditors' report issued was:
Unmodified Modified Adverse Disclaimed
2. Internal control over financial reporting:
(A) Material weakness(es) identified? Yes No
(B) Significant deficiency(ies) identified? Yes None reported
3. Noncompliance material to financial statements noted? Yes No FEDERAL AWARDS
1. Internal control over major programs:
(A) Material weakness(es) identified? Yes No
(B) Significant deficiency(ies) identified? Yes None reported
2. Type of auditors' report issued on compliance for major programs:
Unmodified Modified Adverse Disclaimed
3. Any audit findings disclosed that are required to be reported in accordance with 2 CFR 200.516(a)? Yes No 4. The Organization's major programs were:
CFDA Number Cluster/Program
Special Programs for the Aging – Title III: 93.044 Part B – Grants for the Supportive Services and Senior Centers 93.045 Part C – Nutrition Services 93.053 Nutrition Services Incentive Program 5. Dollar threshold used to distinguish between Type A and Type B programs was $750,000. 6. The Organization qualified as a low‐risk auditee? Yes No
DRAFT
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(Concluded)
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PIKES PEAK AREA COUNCIL OF GOVERNMENTS SCHEDULE OF FINDINGS AND QUESTIONED COSTS FOR THE YEAR ENDED DECEMBER 31, 2018 SECTION II – FINANCIAL STATEMENT FINDINGS No matters were reportable.
SECTION III – FEDERAL AWARDS FINDINGS AND QUESTIONED COSTS No matters were reportable
DRAFT
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PIKES PEAK AREA COUNCIL OF GOVERNMENTS SUMMARY SCHEDULE OF PRIOR AUDIT FINDINGS FOR THE YEAR ENDED DECEMBER 31, 2018 No matters were reported.
DRAFT
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Agenda Item 5B
M E M O R A N D U M
DATE: May 8, 2019
TO: PPACG Board of Directors
FROM: Joe Urban, Area Agency on Aging Director
THROUGH: Andrew Gunning, Executive Director
SUBJECT: MCC BYLAWS CHANGE
SUMMARY A subcommittee of the Mobility Coordinating Committee has reviewed the current “Responsibilities” of the MCC as listed in the Bylaws. Currently there are thirteen duties allocated to this committee, some of which involve functions outside the actual scope of the committee. The MCC met on April 23 and voted unanimously to forward the proposed changes. RECOMMENDATION(S) Revise Section 2 of the MCC Bylaws to include five primary responsibilities of the committee in place of the current list of thirteen. PROPOSED MOTION Approve the requested changes to the Mobility Coordinating Committee Bylaws.
ALTERNATIVES
The Board of Directors has the following alternatives to consider: 1) Approve the item as presented. 2) Disapprove the item. 3) Refer the item back to staff and recommending committee. ATTACHMENT(S) 1) Proposed changes to Section 2, “Responsibilities of the MCC” 2) MCC Bylaws before edits
ACTION REQUESTED: Review & Approve
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BYLAWS of the
Mobility Coordinating Committee of the
Pikes Peak Area Council of Governments Adopted February 13, 2008 Amended February 11, 2009
Amended July 13, 2011 Amended April 10, 2013
ARTICLE I: NAME The name of this committee shall be the "Mobility Coordinating Committee" (MCC).
ARTICLE II: ORGANIZATION
Section 1. Authority The MCC shall be governed by the policies and guidelines set forth by the Pikes Peak Area Council of Governments (PPACG) or as amended.
Section 2. Area The area to be served by the MCC is the geographic area served by the PPACG extended to the county boundaries served therein, hereinafter referred to as the “Pikes Peak Region.”
Section 3. Nondiscrimination No person or organization shall, on the grounds of race, gender, color, national origin, religion, creed, sexual orientation, or disability, be excluded from participating in, be denied the benefits of, or be subject to, discrimination from the MCC.
ARTICLE III: PURPOSE
Section 1. The Importance of Mobility
a) Definition: The ability to move or be moved easily and without limitation.b) Mobility context: accessibility (meeting needs) using mobility (moving for the sake
of moving)c) Mobility private sector benefits: Mobility brings together a range of economic
benefits; it creates jobs, saves money, boosts business, revitalizes local economiesand spurs urban competitiveness.
d) Mobility community and societal benefits:1. to improve the independence of several underserved groups (the
chronically disabled, individuals with limited incomes, refugees,people with limited English proficiency, and older adults), whilebuilding social capital and encouraging civic engagement.
2. To assist people temporarily unable to drive due to medicalconditions caused by medical treatment such as chemo-therapy and/ or physical therapy
e) Mobility government services: Access to transportation is critical at a time whenstates are experiencing fiscal challenges and programs that serve those with limited
Agenda Item 5B attachment 2
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incomes or older adults, particularly Medicaid and Medicare, are stressed to meet demand.
Section 2. Responsibilities
a) Coordination of transit grants and other resources to provide maximum benefit to the Region
b) To advise the PPACG Board of Directors and staff on current and emerging issues, goals, and plans relative to coordination of public, human service, and job access transit services in the Pikes Peak Region.
c) To provide recommendations to the PPACG Board of Directors for coordination of public, human service, and job access transit services in the Pikes Peak Region.
d) To provide a forum for coordinating the services of those agencies providing public, human service, and job access transit services in the Pikes Peak Region.
e) To coordinate transit with human service delivery and other community needs f) To work toward a consumer directed and cost effective system of transit
delivery g) To provide a forum for information, education, and advocacy regarding transit
issues and best practices h) To be the Regional experts on transit issues and practices i) Assist targeted demographic groups to learn available services through a
network of providers with brochures and booklets with detailed descriptions and contact information
j) Create and periodically review an inventory of existing transit options and identifying gaps in service or physical infrastructure
k) Providing information and education opportunities, training or tools so that transit may be integrated into all aspects of the community
l) Maintain a directory of services offered by members for the targeted demographic groups
m) Helping recipients of community services use the transit services that are available in the community
ARTICLE IV: MEMBERSHIP Section 1. Composition and Representation All PPACG member entities in the Pikes Peak Region are eligible for voting membership on the MCC. Member entities’ representatives will be members upon submittal of a request for membership and identification of a representative, subject to review and approval by the PPACG Board of Directors. Each entity is entitled to one voting member. Membership will include representatives of organizations involved in planning, funding and/or providing public, human service, and job access transportation services which operate in the Pikes Peak Region. In addition, an at-large membership category shall include designated representatives of up to ten community-based organizations representing the needs of transportation disadvantaged populations in the Pikes Peak Region or individuals with a vested interest or knowledge of transit.
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All member representatives will be entitled to one vote each with the following exceptions: Representatives of Transportation Planning and/or Funding Agencies will be non-voting. All members will be entitled to an alternate who shall be selected in the same manner as the member. Alternate members will be entitled to vote only in the absence of the primary member. Organizations who are eligible for membership includes, but are not limited to: Transportation Planning/Funding Agencies (Non-voting): City of Colorado Springs Transit Services Division Colorado Department of Transportation Division of Transit and Rail Pikes Peak Area Agency on Aging Pikes Peak Area Council of Governments Pikes Peak Rural Transportation Authority Transportation Providers (Voting): Transportation providers are defined as agencies which provide public and/or human services transportation. An updated list of all MCC members is attached for reference. Membership selection is outlined in Article IV, Section 3 of these bylaws. PPACG Member Entities (Voting): Alma, Town of Calhan, Town of Colorado Springs, City of Cripple Creek, City of El Paso County Fairplay, Town of Fountain, City of Green Mountain Falls, Town of Manitou Springs, City of Monument, Town of Palmer Lake, Town of Park County Ramah, Town of Teller County Victor, City of Woodland Park, City of At-large Members (Voting): In addition, there will be up to ten (10) At-large community-based organizations members or individuals with a vested interest or knowledge of transit shall be chosen according to Article IV, Section 3. Section 2. Membership Criteria Members must meet the following additional criteria to be selected:
a) Must demonstrate technical background and/or understanding of public, human services or job access transportation issues in the Pikes Peak Region.
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b) Must be able to attend MCC meetings and to assist in data gathering, analysis and other activities of the MCC when requested by the MCC to do so.
c) Must represent an entity or organization with a demonstrated regional mission related to the purpose of the MCC or may be an individual with a vested interest or knowledge of transit.
d) Representatives from community-based organizations are to represent the needs of persons using human services transportation services and/or public transportation services in the Pikes Peak Region.
Voting Membership shall be no fewer than ten (10) representatives and no more than thirty (30) representatives. PPACG staff will track membership appointments and notify the chairperson if membership is within two (2) from the minimum or maximum allowed. Section 3. Selection For representatives of PPACG member entities, planning/funding agencies, and transportation providers, appointments made by the respective organizations shall be referred to the MCC for recommendation to the PPACG Board of Directors, which at its discretion, will approve/disapprove the recommendation. For the at-large community-based organization membership, the MCC will consider candidate organizations for membership and forward a recommendation to the PPACG Board of Directors, which at its discretion, will approve/disapprove the recommendation. Section 4. Term of Membership Terms of membership shall be continuous at the pleasure of the organization being represented or until the organization becomes inactive in the MCC's regular meetings. Inactivity shall be constituted by an organization’s representatives’ absences at three (3) or more consecutive regular meetings or four (4) regular meetings during a calendar year Section 5. Absenteeism Members missing three (3) consecutive, regularly scheduled meetings or a total of four (4) regular meetings, during a calendar year period shall be automatically reviewed by the PPACG Board of Directors. When a member has been absent for the second consecutive time or has been absent for the third time in any twelve-month period, the MCC Chairperson shall send, or cause to be sent, in a reasonable time, a letter to such member at his/her address as entered on the committee’s records, informing such person another absence shall result in his/her membership being reviewed. If attendance does not improve, the PPACG Board of Directors may take other actions including removal. Excused absences for personal or family medical reasons or a death in the family shall not apply against a member’s absentee record as stated above. Section 6. Vacancies and Appointments All vacancies shall be filled by the process outlined in Article IV, Sections 1-4. Section 7. Resignations Members and representatives are encouraged to send written notice of intent to resign to the PPACG Executive Director and a copy to the MCC Chairperson as soon as possible, but at least one (1) month before the termination date.
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ARTICLE V: Officers Section 1. Officers Officers of the MCC shall consist of a Chairperson, Vice-Chairperson, and Second Vice-Chairperson. Section 2. Selection of Officers Only voting members of the MCC are eligible to be officers. Officer candidates may be nominated by a Nominating/Membership subcommittee, from the floor, or both, as appropriate. Nominees shall be presented to the membership for consideration at the last regularly scheduled meeting of each year. Election shall be at the first regularly scheduled meeting of the year and shall be by ballot with a majority vote electing the Officers. Section 3. Term of Office Elected officers shall serve for a term of one (1) year in accordance with the time schedule identified in Section 2. Such officers shall hold office until they resign, are removed, are otherwise disqualified to serve, or until their successors shall be elected, whichever occurs first. Officers may be re-elected but may not serve more than two (2) consecutive terms. Section 4. Vacancies A vacancy in any office shall be filled for the unexpired portion of the term. Vacancies shall be filled by elections held at a regularly scheduled meeting within ninety (90) days after the vacancy occurs. The election shall follow the nominating/voting process established by Article V, Section 2. A member elected to fill an unexpired term of six (6) months or longer shall be considered to be filling a full term of office. Section 5. Removal and Resignations Any MCC request for removal of an officer will be submitted to the PPACG Board of Directors. The PPACG Board of Directors, after investigation, may remove the officer and call for a special election for a new officer. Any officer may resign his/her position as an officer at any time by giving written notice to the Chairperson of the MCC and the PPACG Executive Director. Any such resignation shall take effect on the date of the receipt of such notice or at any later date specified therein, not to exceed the expiration date of the regular term of the office. The acceptance of such resignation shall not be necessary to make it effective. Section 6. Duties of the Chairperson The Chairperson shall serve in the following capacities:
a) Preside at all meetings of the MCC and shall be eligible to vote on all matters;
b) Be responsible for the effective, efficient and timely conduct of the MCC meetings;
c) Work closely and coordinate with the assigned PPACG Staff person to develop meeting agendas and annual objectives of the committee to be communicated to and approved by the PPACG Board of Directors.
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d) Appoint all Chairpersons of subcommittees;
e) Be responsible to the PPACG Board of Directors to assure all subcommittees are accomplishing their objectives;
f) Perform such other duties as may be assigned from time to time by the MCC or requested by the PPACG Staff assigned to the MCC; and
g) Attend PPACG Board of Directors meetings as appropriate and/or when requested to do so by the Board of Directors’ Chairperson.
Section 7. Duties of the Vice-Chairpersons In the absence of the Chairperson or in the event of his/her inability to act or if the office is vacant, the 1st Vice-Chairperson shall perform all duties of the Chairperson, and when so acting, shall have all the powers and be subject to all restrictions of the Chairperson. Similarly, in the absence of both the Chairperson and 1st Vice-Chairperson, the 2nd Vice Chairperson shall perform the duties of and have all the powers and be subject to all restrictions of the Chairperson. ARTICLE VI: Meetings, Voting and Quorum Section 1. Public Meeting All meetings of the MCC are open to the public. Citizens are welcome at meetings and may express their opinions at such times as designated by the agenda or when recognized by the Chairperson. Section 2. Regular and Special Meetings a) Regular meetings of the MCC shall be held quarterly at a minimum. Notice of said meetings and all available meeting materials shall be provided to each MCC member at least four (4) days prior to the meeting by mail or electronic means. b) Special meetings of the MCC may be called by the Chairperson in consultation with PPACG Staff or by written petition by any three (3) MCC members mailed or delivered personally to the Chairperson with a copy to the PPACG Staff. PPACG Staff shall fix the time, date, and location for holding any special meeting. MCC members shall be notified by mail or electronic means, in person, or by telephone of such special meetings, and said notice shall specify the nature of any and all business to be conducted at such meetings. Section 3. Voting Voting members of the MCC shall be entitled to one (1) vote on all matters brought before a regular or special meeting of the MCC, provided a quorum is present. No proxy vote shall be allowed. All issues shall be settled by a majority vote. In the absence of a primary member, the alternate member may vote. Section 4. Quorum Thirty percent of the current voting MCC membership (rounded up to the nearest whole number) shall constitute a quorum. A quorum shall be necessary for the transaction of any official business at any meeting of the MCC. Section 5. Procedure
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The latest version of Robert’s Rules of Order shall govern the conduct of business at all meetings of the MCC except when such Rules are in conflict with these Bylaws. Section 6. Secretarial Duties The PPACG will provide for the secretarial support and administrative requirements of the MCC and shall keep the bylaws as amended, minutes of all meetings of the MCC, a current membership list containing the names, addresses and telephone numbers of all MCC members, and all other official documents of the MCC. ARTICLE VII: Subcommittees Section 1: Nominating/Membership Subcommittee The Nominating/Membership Subcommittee (NMSC) is a standing subcommittee of the MCC. It shall consist of three (3) voting members selected by the MCC from its membership. The MCC Chairperson will designate the Chair of the NMSC from among its three members. The NMSC shall select a slate of nominees for election of officers at the last meeting of the year or in the event of a vacancy in any of the officer positions. The NMSC shall recommend and interview new members to fill vacancies in the at-large membership category. Section 2: New Subcommittees When a need arises for a new subcommittee, a written request which identifies the purpose, charge, objectives, relationships, membership, officers, requirement for minutes, and term of the subcommittee will be submitted by the MCC to the PPACG Board of Directors for approval. Section 3 Subcommittee Appointments The MCC Chairperson shall appoint the Chair of each subcommittee. If warranted, the MCC may request experts from outside the committee be appointed voting members of the subcommittee. Membership of all subcommittees shall be recommended by a majority vote of the MCC to the PPACG Board of Directors, which, at its discretion, will approve/disapprove the recommendation. Section 4: Subcommittee Vacancies Vacancies on any subcommittee may be filled for the unexpired portion of the term in the same manner as provided in the case of the original appointments. Section 5. Subcommittee Quorum A simple majority of the members of a subcommittee shall constitute a quorum of such subcommittee. The action of a majority of the members at a meeting at which a quorum is present shall be the action of the subcommittee. ARTICLE VIII: Conflict of Interest Section 1. Announcing Conflict Whenever a MCC member has cause to believe a matter to be voted upon would involve him/her in a conflict of interest, he/she shall announce the conflict of interest and shall request a ruling by the MCC on voting on such matter.
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Section 2. Abstention from Voting No MCC member shall vote on any matter which would involve a conflict of interest.
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ARTICLE IX: Amendment of Bylaws Action may be initiated by voting members at any duly constituted meeting of the MCC to alter, amend, or repeal these Bylaws and new Bylaws adopted. Notice of any proposed amendment to, or repeal of, these Bylaws shall be presented at a duly constituted meeting of the MCC. A copy of the current Bylaws with the proposed changes shall be distributed to all MCC members at least thirty (30) days in advance of the meeting at which the amendment will be presented for approval. An affirmative vote by the majority of the MCC members is necessary for amendment adoption. The MCC’s recommendation to amend these Bylaws is then subject to approval by the PPACG Board of Directors. The MCC may from time to time amend their bylaws. These Bylaws may be amended as follows:
a) All MCC members shall be furnished a typewritten copy of all changes at least thirty (30) days before the meeting at which time the changes shall be voted upon.
b) Adoption of the changes shall require a two-thirds (2/3) vote of the voting members present at a meeting of the MCC (except under Item e of this section).
c) The vote shall be recorded in the minutes.
d) Amendments to the Bylaws are subject to the final approval of the PPACG Board of Directors.
e) The PPACG Board of Directors may, from time to time, amend its Bylaws, or change its policies, where revisions in the Bylaws of this Committee may be required. Should such a case occur, the PPACG Chairman shall notify, or cause to notify, the Chairman of the MCC to implement such changes in accordance with the new approved changes by PPACG.
ARTICLE IX: ENACTMENT These Bylaws shall be effective following their review and approval by a two thirds (2/3) vote of the membership and review and final approval by the PPACG Board of Directors.
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Agenda Item 5C
M E M O R A N D U M
DATE: May 8, 2019
TO: PPACG Board of Directors
FROM: Jessica McMullen, Policy And Communications Manager
THROUGH: Andrew Gunning
SUBJECT: CAC MEMBERSHIP PROCESS
SUMMARY The CAC was approached by NEPCO with a request for a voting seat on the CAC. The CAC reviewed their request and assigned a committee of CAC members to review what the future process should be for membership requests. The Membership Policy Subcommittee met twice and presented recommendations to the CAC for membership process at the April 24 meeting. The CAC discussed the suggestion and supported them. RECOMMENDATION(S) After review of the CAC approval of bylaws, the group would propose the following bylaw change. To replace; “the following three community-based organizations with broad-based representation and a regional perspective related to the mission and programs of PPACG: The Council of Neighborhood Organizations, the Colorado Springs Regional Business Alliance, and the League of Women Voters.” With: “up to five community-based organizations. These organizations shall apply to the CAC in the committee’s membership process and nominate an individual to represent them on this committee. Upon approval, an organization may serve up to two three-year terms. Organizations may reapply for membership after two terms. As needed an organization may designate a new representative subject to confirmation by the PPACG Board of Directors. Term limits are for organizational membership and not based on the individual representative.” They suggest the following process for organizational membership requests;
1) All organization membership proposals begin with a letter of application to the CAC, addressing these points including the name of initial representative.
a. Demonstrate to CAC i. They serve an under-represented community.
ii. They are additive to CAC representation of PPACG communities (Not duplicating current membership, etc.).
ACTION REQUESTED: Review & Approve
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Agenda Item 5C Attachment 1
Bylaws of the Community Advisory Committee Pikes Peak Area Council of Governments Revised and Approved by the PPACG Board of Directors June 15, 2016
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ARTICLE I NAME The name of this committee shall be the Community Advisory Committee of the Pikes Peak Area Council of Governments. ARTICLE II ORGANIZATION Section 1. AUTHORITY The committee shall be governed by the policies and guidelines set forth by the Pikes Peak Area Council of Governments or as amended. Section 2. AREA The area to be served by the committee consists of El Paso, Teller, and Park Counties. Section 3. NONDISCRIMINATION No person in any protected class included in Federal, state of Colorado, or local Non-discrimination Laws and ordinances will be excluded from participating in, be denied the benefits of, or be subject to discrimination from the committee. ARTICLE III PURPOSE Section 1. PURPOSE The purpose of this committee is to: A. Advise and recommend appropriate courses of action to the PPACG Board of
Directors and PPACG staff on regional issues directly related to the mission and programs of PPACG; and
B. Assist the Pikes Peak Area Council of Governments and the PPACG staff in keeping
the general public informed relative to regional plans and programs.
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ARTICLE IV MEMBERSHIP Section 1. COMPOSITION AND REPRESENTATION All PPACG member entities are eligible for voting membership on the committee. Entities shall be members upon submittal of a request for membership and identification of a representative, subject to confirmation by the PPACG Board of Directors. Each entity, except El Paso County and the City of Colorado Springs will have one voting member. El Paso County and the City of Colorado Springs are each authorized three representatives. Representatives of these entities are limited to two consecutive terms. Upon termination of the term of the previous representative, the entities shall designate new representatives subject to confirmation by the PPACG Board of Directors. The committee will have six at-large, voting members who will be selected according to Section 7 of this Article and are limited to two consecutive three-year terms. Additionally, voting membership positions are granted to up to five community based organizations. These organizations shall apply to the CAC in the committee’s membership process, and nominate an individual to represent them on this committee. Term limits are for organizational membership and not based on the individual representative. Organizations may reapply for membership after two terms if interested. An organization may designate a new representative subject to confirmation by the PPACG Board of Directors. PPACG staff are non-voting members of this committee and all subcommittees. Section 2. ADDITIONAL CRITERIA Members must have a sincere interest in serving the community and must have the time to review pertinent materials and attend meetings of the committee. Section 3. SELECTION The committee will make recommendations to the PPACG Board of Directors on the at-large membership of the committee.
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The PPACG Board of Directors will review all applications for membership and recommendations for representatives from community-based organizations. It reserves the right to review and approve/disapprove or withdraw that approval at any time. Section 4. TERM OF MEMBERSHIP A full term of membership is three (3) years, which shall begin on June 1 or December 1 of their appointment year, whichever date is closer to the date the member is appointed. A member may serve no more than two (2) consecutive full terms. A member who has completed two terms may reapply for appointment to the same or different category of membership one year after the end of their second term. . Section 5. ABSENTEEISM Any member who misses three (3) consecutive, regularly scheduled meetings or a total of four (4), regular meetings, during a twelve-month period shall be automatically reviewed by the Officers of the CAC for possible termination. When a committee member has been absent for the second consecutive time or has been absent for the third time in any twelve-month period, the CAC Chairperson shall inform the member that another absence shall result in his/her membership being reviewed. If attendance does not improve, other actions including removal may be recommended by the CAC Chairperson for consideration by the PPACG Board of Directors. This policy applies to organizations as well as individuals. Section 6. LEAVE OF ABSENCE Any member may be granted an excused temporary leave of absence from serving on the Committee upon submitting a written request to the Chairperson of the CAC explaining the reason(s) for the requested absence, subject to approval of the PPACG Board. Section 7. VACANCIES AND APPOINTMENTS The committee shall screen and/or interview applicants to fill at-large vacancies on the committee and make recommendations to the Board of Directors. All other membership positions are nominated by the member entity. The PPACG Board, thereafter, reviews all recommendations and appoints members to this Committee. Section 8. RESIGNATIONS
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Members are encouraged to send written notice of intent to resign to the PPACG Executive Director and a copy to the committee chairperson and to the administrative office of the member entity represented as soon as possible but at least one (1) month before the termination date. ARTICLE V OFFICERS Section 1. OFFICERS Officers of the committee shall consist of a Chairperson, First Vice-chairperson and Second Vice-chairperson. Section 2. SELECTION OF OFFICERS Only voting members of the committee are eligible to be officers. Officers may be nominated by a Nominating/Membership Subcommittee, from the floor or both as appropriate. Nominees shall be presented to the membership for election at the November meeting each year. Election shall be by ballot with a majority vote electing the officers. Section 3. TERM OF OFFICE Elected officers shall serve for a term of one (1) year in accordance beginning January 1 following election. Such officers shall hold office until they resign, are removed, are otherwise disqualified to serve, or until their successors shall be elected, whichever occurs first. Officers may be re-elected but may not serve more than two (2) consecutive terms. Section 4. VACANCIES A vacancy in any office shall be filled for the unexpired portion of the term by the immediate subordinate officer (e.g., if the Chair is vacant, the 1st Vice Chair will serve in that position until the next regular election). In the event of a vacancy in the office of either2nd Vice-Chair, the Chairperson may temporarily appoint a new 2nd Vice Chairperson until such time as an individual is elected to fill the unexpired term. When required, election for Second Vice-chairpersons shall be held at a regularly scheduled meeting within sixty (60) days after the vacancy occurs. The election shall follow the nominating/voting process established by Article V, Section 2.
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A member elected to fill an unexpired term of six (6) months or longer shall be considered to be filling a full term of office. Section 5. REMOVAL AND RESIGNATIONS Any request for removal of an officer will be submitted to the PPACG Board of Directors. The Board of Directors, after investigation, may remove the officer and call for a special election for a new officer. Any officer may resign his/her position as an officer at any time by giving written notice to the Chairperson of the committee and the PPACG Executive Director. Any such resignation shall take effect on the date of the receipt of such notice or at any later date specified therein, not to exceed the expiration date of the regular term of the office. The acceptance of such resignation shall not be necessary to make it effective. Section 6. DUTIES OF THE CHAIRPERSON The Chairperson shall serve in the following capacities: A. Preside at all meetings of the Committee and shall be eligible to vote on all matters; B. Assure effective, efficient and timely conduct of the committee's meetings; C. Work closely and coordinate with the assigned PPACG staff liaison person on
developing annual objectives of the committee to be communicated to and approved by the Board of Directors;
D. Appoint all Chairpersons of sub-committees; E. Serve as an ex-officio non-voting member of all subcommittees created by the
committee; F. Be responsible to the PPACG Board of Directors to assure that all subcommittees are
accomplishing their objectives; and G. Perform such other duties as may be assigned from time to time by the committee or
requested by the PPACG staff assigned to the committee. H. Attend Board of Directors meetings when possible and/or if requested by the Board's
chair.
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Section 7. DUTIES OF THE VICE-CHAIRPERSONS In the absence of the Chairperson or in the event of his/her inability to act or if the office is vacant, the First Vice-Chairperson shall perform all duties of the Chairperson, and when so acting, shall have all the powers and be subject to all restrictions of the Chairperson. Similarly, in the absence of both the Chairperson and First Vice-Chairperson, the Second Vice-Chairperson shall perform the duties of and have the powers of the Chairperson.
ARTICLE VI MEETINGS, VOTING & QUORUM Section 1. PUBLIC MEETING All meetings of the committee and its sub-committees are open to the public. Citizens are welcome at meetings and may express their opinions at such times as designated by the agenda or when recognized by the Chairperson. Section 2. REGULAR AND SPECIAL MEETINGS A. Regular meetings of the committee shall be held monthly or as needed. Notice of
said meetings and all available meeting materials shall be sent by physical or electronic mailed to each committee member at least seven (7) days prior to the meeting.
B. Special meetings of the committee may be called at the discretion of the PPACG
staff in consultation with the Chairperson or by written petition by any three (3) committee members mailed or delivered personally to the Chairperson with a copy to the PPACG staff liaison. The PPACG shall fix the time, date and location for holding any special meeting. Committee members shall be notified by mail/fax, in person or by telephone of such special meetings, and said notice shall specify the nature of any and all business to be conducted at such meetings.
Section 3. VOTING Voting members of the committee shall be entitled to one (1) vote on all matters brought before a regular or special meeting of the committee, provided a quorum is present. No proxy vote shall be allowed. All issues shall be settled by a majority vote. Section 4. QUORUM
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Thirty percent of the current voting committee membership (rounded up to the nearest whole number) shall constitute a quorum. A quorum shall be necessary for the transaction of any official business at any meeting of the committee. Section 5. PROCEDURE The latest version of Robert's Rules of Order shall govern the conduct of business at all meetings of the committee and its sub-committees except when such Rules are in conflict with these bylaws. Section 6. SECRETARIAL DUTIES The PPACG will meet the secretarial needs of the committee and shall keep the bylaws as amended, minutes of all meetings of the committee, a current membership list containing the names, addresses and telephone numbers of all committee members, and all other official documents of the committee. ARTICLE VII SUB-COMMITTEES Section 1. STANDING SUB-COMMITTEES The Nominating/Membership Sub-Committee (NMSC) is the only standing sub-committee of the Community Advisory Committee. It shall consist of three (3) voting members. The NMSC shall select a slate of nominees for election of officers at the last meeting of the year as set forth in Article V, Section 2. The NMSC shall also select a slate of nominees for election to the positions of Chairperson and Vice-Chairpersons in the event that vacancies occur in these positions as set forth in Article V, Section 4. The NMSC shall interview and recommend new committee members to fill vacancies where appropriate. Section 2. NEW SUB-COMMITTEES When a need arises for a new subcommittee, a written request which identifies the purpose, charge, objectives, relationships, membership, officers, requirement for minutes, and term of the subcommittee will be submitted to the PPACG Board of Directors for approval. Section 3. SUB-COMMITTEE APPOINTMENTS The committee Chairperson shall appoint the Chair of each sub-committee. If warranted, the committee may request experts from outside the committee be appointed voting members of
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the subcommittee. Members of all sub-committees shall be recommended by a majority vote of the full committee to the PPACG Board of Directors which, at its discretion, will approve/disapprove the recommendation. Section 4. SUB-COMMITTEE VACANCIES Vacancies on any sub-committee may be filled for the unexpired portion of the term in the same manner as provided in the case of original appointments. Section 5. SUB-COMMITTEE QUORUM A simple majority of the members of a sub-committee shall constitute a quorum of such sub-committee, and the actions of a majority of the members at a meeting at which a quorum is present shall be the action of the sub-committee. ARTICLE VIII CONFLICT OF INTEREST Section 1. ANNOUNCING CONFLICT Whenever a committee or sub-committee member has cause to believe that a matter to be voted upon would involve him/her in a conflict of interest, s/he shall announce the conflict of interest and shall request a ruling by the committee on voting on such matters. Section 2. ABSTENTION FROM VOTING No committee or sub-committee member shall vote on any matter which would involve a conflict of interest.
ARTICLE IX
AMENDMENT OF BYLAWS Action may be initiated at any duly constituted meeting of the committee to alter, amend or repeal these bylaws and have new bylaws adopted. Notice of any proposed amendment to, or repeal of, these bylaws shall be presented at a duly constituted meeting of the committee, and shall then be voted on at the next duly constituted meeting of the committee. A copy of the current bylaws with the proposed changes shall be distributed to all committee members at least thirty (30) days in advance of the meeting at which the amendment will be presented for
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approval. An affirmative vote by the majority of the committee members is necessary for amendment adoption. The committee's recommendation to amend these bylaws is then subject to approval by the PPACG Board of Directors. The PPACG Board of Directors may from time to time amend its bylaws, or change its policies, necessitating revisions in the bylaws of this committee. Should such a case occur, the PPACG Chairman shall notify or cause to notify the Chairperson of the committee to implement such changes.
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iii. They add diversity to the CAC (geography, types of community, renter/homeowner, employers, transportation needs, etc.).
iv. Their organization aligns with PPACG priorities and CAC roles.
2) Membership committee is sent the letters of application and performs review (in alignment with citizen at-large appointment process).
The committee suggests that current community-based organizations receive automatic two three-year terms on acceptance of first new member. CAC membership orientation will include discussion on conflicts of interest and how to handle them. PROPOSED MOTION Recommend PPACG Board of Directors approve the proposed amendment to the PPACG CAC bylaws membership section and establish the process as suggested by the committee. ALTERNATIVES The Board of Directors has the following alternatives to consider: 1) Approve the item as presented. 2) Disapprove the item. 3) Refer the item back to staff and recommending committee. PREVIOUS BOARD ACTION The CAC discussed this item at their March meeting and requested another membership policy subcommittee meeting to go into more detail. The Board was updated on this discussion by Courtney Stone, CAC 2nd Vice-Chair, during the CAC report on April 10. ATTACHMENT(S) 1) PPACG CAC Bylaws with Revision
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Agenda Item 6A
DATE: May 8, 2019
TO: PPACG Board of Directors
FROM: Brian Potts, JLUS Program Manager
THROUGH: Andrew Gunning, Executive Director
SUBJECT: JOINT LAND USE STUDY PROGRAM UPDATE
SUMMARY In October 2015, PPACG was awarded a grant from the Department of Defense to conduct a Joint Land Use Study (JLUS) to examine encroachment impacts from existing and future land uses and missions of five military installations: US Air Force Academy, Fort Carson, Peterson Air Force Base (including Cheyenne Mountain Air Force Station), and Schriever Air Force Base. The study area included El Paso, Fremont, Pueblo, and Teller Counties, and was a community-driven, cooperative, strategic planning process among the five installations, the surrounding local governments, and other local, state, and federal stakeholders. The grant was concluded on December 31, 2018, and resulted in a final report that uses recommended strategies and actions to encourage land uses that are compatible with military operations in order to preserve their missions and address community impacts. On March 27, 2019, PPACG was awarded an 18-month implementation grant of $514,674 from the Office of Economic Adjustment, Department of Defense.
BACKGROUND The Pikes Peak Area Council of Governments (PPACG) completed the Colorado Springs Regional Joint Land Use Study (JLUS) Report in December 2018, which is available to the public and stakeholders on the PPACG website. This grant will focus on carrying out the highest priority recommendations and strategies from the December 2018 JLUS, as reviewed and recommended by the JLUS Policy Committee.
The funds provided in this grant allow PPACG and local stakeholders to continue collaborative partnerships with Air Force Academy, Fort Carson, Peterson Air Force Base (including Cheyenne Mountain Air Force Station), and Schriever Air Force Base, to ensure land uses are compatible with military operations. These efforts will help to ensure the readiness and sustainability of the military installations. The OEA advised staff to initially focus on a limited, achievable set of tasks with the grant application. Midway through this process, staff expects that scope adjustments will be needed to update tasks and add others as urgent issues arise. The following eight grant tasks are the core of the implementation grant scope and are aligned with the JLUS report:
ACTION REQUESTED: Information Only
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Agenda Item 6A
Task 1: Stand-up JLUS Implementation Policy Committee and Implementation Technical Committee
Task 2: Military Information Brochures for Public Distribution/Web Info.
Task 3: Regional Energy/Radar Site Mapping to understand and assist with de-conflicting energy development and military operations.
Task 4: Peterson AFB Sub-area plan/mapping coordinated with the El Paso County Master Plan.
Task 5: Air Force Academy Sub-area plan/mapping in coordinated with the El Paso County Master Plan.
Task 6: Develop standardized real estate disclosure language as a recommended tool for local stakeholders.
Task 7: Identify appropriate funding mechanisms, and coordinate with relevant stakeholders and government entities to conserve lands, where practicable, as buffers for military operations.
Task 8: Communicate and coordinate with federal, state, and local entities as JLUS information is needed to support stakeholder actions associated with the JLUS Implementation Plan.
Staff is already beginning work within the scope of Task 8. Preparations are being made to meet with stakeholders involved in the study report phase to discuss the scope of implementation and understand the current status of encroachment issues and coordination between local jurisdictions and installations. This information will be used to create an Action Tracking tool as it relates to the 109 actions within the JLUS study.
To inform coordination between local jurisdictions and the military on transportation issues, Staff will be working with the installations in May to conduct a full inventory of transportation needs for each installation and drill down into details by building upon what will be identified in the 2045 Long Range Transportation Plan. For example, improvements on Charter Oak Ranch Road from Fort Carson’s Gate 19 to I-25 and the needed improvements on Highway 94 to better serve Schriever AFB and Peterson AFB are just two items that JLUS will focus on related to Task 8.
Sub-area planning was formally recommended for Peterson AFB in Task 4 and the Air Force Academy in Task 5. However, this does not limit the JLUS Implementation program in scope with regards to encroachment management activities around the other installations. For example, JLUS staff will continue to provide assistance as needed with addressing mission encroachment issues from potential development that could impact Schriever’s existing mission or reduce the potential for Space Command to locate at Schriever AFB without creating a formal sub-area plan.
Results or Expected Benefits to PPACG and the Region
The goal of these JLUS implementation measures is to ensure that the military mission can continue with community support without degrading the public health, safety, and welfare of surrounding communities. With the potential for Space Command to return to Colorado Springs with three of the six candidate installations in our region, the need to support military missions
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Agenda Item 6A
has an elevated importance. The JLUS Report recognizes that many supportive efforts and partnerships exist but that additional actions and partnerships are needed to meet community interests and support military missions in the region. Therefore, implementation actions are not intended to supersede existing procedures and policies governing the mandates of the military installations and the surrounding communities, but to carry out a critical set of recommended strategies and actions at a time when the region is experiencing a high level of population growth and development inside installations and throughout the surrounding communities. This funding will allow staff to continue to assist with managing mission encroachment to the benefit of the region and military installations through continued regional economic growth associated with new missions and expansion of existing military missions. Managing encroachment will be an essential community activity in order to improve the chances that one of the region’s installations will be selected as the future home of Space Command.
Next Steps
The previous JLUS Policy Committee and JLUS Technical Committee were stood-down in December 2018 as the representation and bylaws were structured around the development and completion of the JLUS process with a final report. In alignment with the recommendation of the Policy Committee prior to disbanding, the previous committees would be reconstituted as the JLUS Implementation Policy Committee and JLUS Implementation Technical Committee with new bylaws and the expectation that these committees would serve as long as they were seen as necessary by the PPACG Board. An action item will be brought before the PPACG Board for consideration in June with a request for a board member representative to serve on the Policy Committee. Turner Smith was the PPACG representative during the prior grant.
Staff is developing the work program for this grant scope and setting up meetings with installations and stakeholders to review JLUS report outcomes, and understand the current status of missions and compatibility issues. A schedule and work plan will be presented at the next board meeting. Due to federal processing delays, the grant was awarded three months after the expected start date of January 1, 2019. Therefore, the OEA expects that at the end of 2019, PPACG may amend the grant scope and extend the deadline from June 30 to December 31, 2020.
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Agenda Item 6B
M E M O R A N D U M
DATE: May 8, 2019
TO: PPACG Board of Directors
FROM: Kathryn Wenger, Senior Transportation Planner
THROUGH: Andrew Gunning, Executive Director
SUBJECT: 2045 TRANSPORTATION PLAN DRAFT CHAPTER REVIEW
SUMMARY As part of the next phase in the 2045 Long Range Transportation Plan (LRTP) development process, staff has begun drafting and editing the LRTP chapters. The draft chapters will be brought to the committees in two, possibly three, batches for review and release to the public. Staff is giving members of the TAC, CAC and the BOD an opportunity to review and comment on the draft chapters before they are released to the public for the 30-day comment period (timeline below). Comments on all draft chapters will be needed by August 2, 2019. The draft chapters batch one can be found here: https://ppacgmy.sharepoint.com/:u:/g/personal/kwenger_ppacg_org/EYecps4jgl9BhkmCjUwd_VUBfguSizSU3XoMWIk88ruujw?e=ThsIiJ Draft chapters for batch one: 1. Introduction 2. Planning Process and Public
Involvement 4. Future Regional Development 6. Mitigation and Monitoring
9. System Management and Operations
11. Safety 12. Security 15. Air Quality Conformity
Draft chapters planned for batch two: 3. Performance Report 5. Regional Transportation Needs 7. Financial Plan 8. Implementation Plan
10. Technology 13. Freight and Economic Issues 14. Public Health
ACTION REQUESTED: Information Only
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Agenda Item 6B
2045 planned timeline for remaining activities: April
-TAC and CAC receive draft chapters batch one May
-BOD receives draft chapters batch one -TAC and CAC receive draft chapters batch two and project list with EJ Analysis
June -BOD receives draft chapters batch two and project list with EJ Analysis -TAC and CAC receive draft chapters batch three (if needed) and draft executive summary
July
-BOD receives draft chapters batch three (if needed) and draft executive summary
August AUGUST 2 - Draft chapters and executive summary comments and edits due -TAC and CAC recommend draft chapters and executive summary for public release -PPACG staff produces draft materials for public comment period
September -BOD approves draft chapters and draft executive summary for public release -PPACG staff finalizes materials for public comment period
October
-Public comment period and public events -Air quality conformity review
November
-TAC and CAC review public comments and full draft December
-BOD reviews public comments and full draft -TAC and CAC recommend final approval and plan adoption
January
-BOD final approval and plan adoption
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Agenda Item 6B
RECOMMENDATION(S) n/a PROPOSED MOTION For information only.
ALTERNATIVES n/a PREVIOUS BOARD ACTION n/a FINANCIAL IMPLICATIONS None. BACKGROUND As the federally-designated metropolitan planning organization (MPO) for the Colorado Springs area, the Pikes Peak Area Council of Governments (PPACG) is responsible for developing and maintaining a regional, long-range transportation plan (LRTP). Long-range transportation plans are required to comply with federal and state laws for regional and statewide planning, for the region to be eligible for federal transportation funding. All transportation projects that could significantly alter transportation or air quality within the metropolitan planning area must be included in the plan. The primary purpose of the plan is to develop a strategy for the best use of public funds in meeting community goals. The LRTP provides the foundation for all other aspects of transportation decision-making by establishing the vision and goals for regional transportation, evaluating the system as a whole, and identifying strategies for implementation. It also presents an opportunity for decision-makers to understand the broader social, economic, and environmental impacts of transportation and land-use decisions. LRTP’s are written every four years with planning horizons of at least 20 years. STAKEHOLDER PROCESS Draft chapters for the 2045 long range transportation plan will be made available to the PPACG TAC, CAC and BOD between April and August 2019. Once reviewed and edited for any comments, the draft with be released to the public in October 2019 for the federally required 30-day comment period. After the public comment period, TAC, CAC and the BOD will be provided with any public comments and the draft plan for further consideration and review. After consideration of public comments, TAC and CAC will be asked to recommend final plan approval to the board in January 2020. ATTACHMENT(S) 1) None.
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Agenda Item 6C
M E M O R A N D U M
DATE: May 8, 2019
TO: PPACG Board of Directors
FROM: Jason O’Brien, Transportation Planner
THROUGH: Andrew Gunning, Executive Director
SUBJECT: Public Participation Plan
SUMMARY Federal regulations require PPACG to produce a Public Participation Plan (PPP) to guide public involvement for agency plans and programs in order to ensure a well-informed effort. Public Participation Plan The PPP guides PPACG’s public process for required documents such as the Long Range Transportation Plan (LRTP) and Transportation Improvement Program (TIP). It does not determine how funds are spent or which projects may be selected for funding. It helps to determine how public input will be solicited and used during the planning process, sets certain minimum requirements for notification of the public, and provides guidance for inclusion of underrepresented groups. The current draft PPP improves over the previous version by providing a broader selection of strategies and methods for communication with the public, especially in the area of electronic media. In response to a regular Federal Highway Administration (FHWA) certification review, it also provides better accountability by listing specific methods that will be used to communicate with the public and by detailing how we expect to measure the success of our public outreach methods. As we complete each of our other major planning documents, CDOT and FHWA will check to make sure that PPACG has conducted a public process consistent with its PPP. PPACG has traditionally completed a new PPP with each successive Long Range Transportation Plan. The draft PPP is currently available for public comment. The comment period was launched on 4/1/2019, initiating the federally required 45-day public comment period. The draft document has also gone to the TAC and the CAC for discussion. Staff answered some questions, but there were no comments. Staff will seek a recommendation of approval from TAC and CAC in May and hopes to seek formal adoption of the plan by this Board at its June meeting. Attachments Draft Public Participation Plan: https://ppacg-my.sharepoint.com/:b:/g/personal/jobrien_ppacg_org/Ean1jbwQjNNMnPZ8L8KPCz4BC5nWz6hwJax8VLb6dHyRQw?e=9dNz1r
ACTION REQUESTED: Discussion
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Agenda Item 6D
M E M O R A N D U M
DATE: May 8, 2019
TO: PPACG Board of Directors
FROM: John Liosatos, Transportation Director
THROUGH: Andrew Gunning, Executive Director
SUBJECT: FY 2020 & FY 2021 UNIFIED PLANNING WORK PROGRAM
SUMMARY Federal transportation planning regulations require PPACG to develop a Unified Planning Work Program (UPWP) to specify transportation planning activities that will occur within the Metropolitan Planning Area. At a minimum, the UPWP includes a description of the planning work and resulting products, who will perform the work, timeframes for completing the work, the cost of the work, and the source(s) of funds. Per federal regulations, PPACG develops a new UPWP every two years, but typically also completes a mid-cycle update after one year. ACTION REQUESTED Information item to review the draft document and process PREVIOUS BOARD ACTION The PPACG Board of Directors previously approved Amendment #2 the FY 2018 & FY 2019 UPWP on July 11, 2018. BACKGROUND The Unified Planning Work Program (UPWP) is updated annually in order to meet federal transportation planning requirements, and to provide transparency to citizens and stakeholders about how federal transportation planning funds are being used by the MPO, local governments, transit agencies, and the Colorado Department of Transportation. The UPWP specifies activities that will occur as part of the metropolitan transportation planning process, along with other federally funded transportation planning efforts or locally funded planning efforts that could result in significant changes to the transportation system. ATTACHMENTS:
1. Draft FY 2020 & FY 2021 UPWP https://www.dropbox.com/s/owbgdwfbi3ugbm3/2020%20to%202021%20UPWP%20DRAFTver6.pdf?dl=0
ACTION REQUESTED: Information Only
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Agenda Item 6E
M E M O R A N D U M
DATE: May 8, 2019
TO: PPACG Board of Directors
FROM: Jessica McMullen, Policy And Communications Manager
THROUGH: Andrew Gunning, Executive Director
SUBJECT: 2019 LEGISLATIVE SESSION UPDATE
SUMMARY PPACG tracks legislation that could potentially affect our programs. The Board’s Legislative Subcommittee meets weekly to review and recommend positions to the Executive Committee. For 2019, PPACG hired Furman Strategies lobbying firm to assist in our relationships and ability to impact legislation. The 2019 Legislative Session began on January 4, 2019 and is scheduled to adjourn on May 3, 2019. As discussed at the April 10 PPACG Board of Directors meeting, the end of session required a different process for positions to meet the speed of the end of session. That process laid out that the committee will meet every Monday unless there is a need; and in case a need arises, we do require a 24-hour posting notice. The legislative committee will review and suggest a position on each bill and the item will be sent to the PPACG board via email for any concerns or opposition. If no opposition is received within 24 hours, the committee’s recommendations will be considered ratified by the board. The following updates are as of 4/30/19. PPACG LEGISLATIVE POSITIONS New Bills
A. SB19-262 General Fund Transfer To Highway Users Tax Fund • PPACG Position: Support as written
B. SB19-263 Delay Referral Of TRANs Transportation Revenue Anticipation Notes Ballot Issue To 2020
• PPACG Position: Monitor C. SB19-239; Address Impacts Of Transportation Changes;
• PPACG Position: Oppose D. SB19-254; Nursing Home Penalty Cash Fund;
• PPACG Position: Monitor E. HB19-1317; Income Tax Credit And Senior Property Tax Exemption;
• Position – Oppose
ACTION REQUESTED: Information Only
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E. HB19-1322; Expand Supply Affordable Housing; • Position – Monitor
Position Updates
A. HB19-1298; Electric Motor Vehicle Charging Station Parking; Thank you to the sponsors for incorporating some of our amendments.
• New Position: Monitor B. HB19-1319; Incentives Developers Facilitate Affordable Housing; Thank you so much to
Representative Bird and Senator Hisey for providing us with additional information. • New Position: Support
ATTACHMENT(S) 1) The PPACG Legislative Tracking Page is available at Legislative Tracking Page
https://www.statebillinfo.com/SBI/index.cfm?fuseaction=Public.Dossier&id=26129&pk=840&style=pinstripe
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Agenda Item 7B
Meeting Minutes of the
MOBILITY COORDINATING COMMITTEE April 23, 2019 - 9:30 a.m.
PPACG Lower Level Conference Room Agenda items marked with indicate that additional materials were included in packets provided to members. 1. Call To Order / Establish A Quorum / Introductions (Six [6] voting members)
2nd Vice Chair Jolene Hausman called the meeting to order at 9:31 A.M. and established a quorum. Introductions were made.
2. Agenda Approval Ms. Sharon Brown moved to approve the agenda, seconded by Mr. Dick Hyde. The motion carried unanimously.
3. Public Comments There were none.
4. Discussion Items
A. Bylaws Revisions Ms. Jolene Hausman shared that the subcommittee recently met to review the bylaws of the MCC; the suggestions for revision were presented. Mr. Dick Hyde moved to recommend approval to the bylaws revisions, seconded by Ms. Sharon Brown. The motion carried unanimously.
5. Provider Presentations A. Establish a calendar of organizations to present to MCC
A calendar was circulated for member entities to select dates to present to the MCC about their organization’s services and events. The calendar will be sent out to the MCC for others to have the option to participate.
6. Training/Information Sharing/Coordination Opportunities
Ted Schweitzer – training opportunities – CASTA conference is May 21-24, 2019 Karen Teel – Drive Smart – Tuesday, July 9th, CarFit training to help individuals safely fit and function in their vehicles. Ms. Teel also provided information for cars and vehicles train track safety. Ms. Melissa Marts – PPACG – provided information about the Yellow Book launch at PPACG on May 1st at 4 PM. Mr. Brian Champion – MMT – provided a newsletter highlighting information and updates.
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Agenda Item 7B
7. Items for Next MCC Meeting
a. Plan a public event for 2019 to showcase MCC/transportation options This was an information/discussion item. b. Discuss possibility of moving meeting locations once per quarter (with call in available) This was an information/discussion item. A suggestion was made to discuss the need for a specialized transportation and coordination of services contact person or role, such as the position the PPACG had in the past.
8. Adjournment – Ms. Hausman adjourned the meeting at 10:03 a.m.
MOBILITY COORDINATING COMMITTEE
Present Name Entity/Representing X Joe Urban PPACG (non-voting) X Joe Vaccaro Citizen-At-Large Rosa McCormick (Alternate) City of Fountain
X Sharon Brown City of Fountain X Dick Hyde (1st Vice Chair) Community Intersections Colorado Springs Markie Miller Community Intersections Colorado Springs Maile Gray (Chair) Drive Smart
X Karen Teel Drive Smart open El Paso County
X Jolene Hausman El Paso Fountain Valley Senior Citizen Program Gregory VanNingen (Alternate) El Paso Fountain Valley Senior Citizen Program
X Wakisha Greene (Alternate Envida Craig Pruett Envida Donald Watts Falcon Senior Services Beverly Ordon (Alternate) Falcon Senior Services
X Terri Cassidy Fitness to Drive X Andrew Smith (Alternate) Goodwill Industries Luci Cruz-Laporte Goodwill Industries Jodi Liparulo Mountain Community Transportation for Seniors Cindy Rush (Alternate) Mountain Community Transportation for Seniors
X Brian Champion Mountain Metro Transit (non-voting) X Jacob Matsen (Alternate) Mountain Metro Transit (non-voting) X Victoria Salser Silver Key Senior Services Tom Shipp (Alternate) Silver Key Senior Services Linda Ellegard Special Kids Special Families
X David Prudhomme Special Kids Special Families
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Agenda Item 7B
X Jeremy Trujillo Special Kids Special Families open Teller County
X Dianna Van Auken Teller Senior Coalition Kathy Lowry (Alternate?) Teller Senior Coalition
X Courtney Stone (Alternate) The Independence Center Matthew Morris (on Leave) The Independence Center
X Ted Schweitzer Cripple Creek
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Agenda Item 7C
MEETING MINUTES TRANSPORTATION ADVISORY COMMITTEE
April 18, 2019 1:30 PM
Main Conference Room
1. CALL TO ORDER/ESTABLISH A QUORUM/INTRODUCTIONS Mr. Brian Vitulli called the meeting to order at 1:35 p.m. and established a quorum. Introductions were made.
2. AGENDA APPROVAL
Mr. Tim Roberts moved to approve the agenda, seconded by Mr. Anton Ramage. The motion carried unanimously.
3. PUBLIC COMMENTS
There were none.
4. APPROVAL OF THE MARCH 2019 MINUTES A correction was made to properly reflect Ms. Sally Riley’s name in section 8. Corrections were also made to the attendance sheet to show Ms. Sally Riley as present, and Mr. Tim Roberts and Darrin Tangeman as not present. Mr. Anton Ramage moved to approve the corrected minutes from March 2019, seconded by Mr. Jason Dosch. The motion carried unanimously.
5. BOARD OF DIRECTORS REPORT Mr. John Liosatos, Transportation Director, shared that the TIP amendment #8 was approved at the April Board meeting. Mr. Chuck Attardo, CDOT, provided an informational presentation about the CDOT I-25 PEL Study. Mr. Liosatos also shared that CDOT Director, Shoshana Lew recently attended a regional tour along with PPACG staff and other area leaders to look at various projects as related to the region’s military installations.
6. ACTION ITEMS A. 2045 Long Range Transportation Plan – Draft Chapters for Public Release
Ms. Kathryn Wenger, PPACG Senior Transportation Planner, explained that as part of the 2045 Long Range Transportation Plan (LRTP) development process, staff is currently drafting and editing the chapters. The draft chapters will be brought to the committee in batches for review and release to the public. It was determined within the committee that a longer review period was necessary before voting to move the chapters forward for public release. July was discussed as a deadline for committee review and comment before making a recommendation for public release. Mr. Anton Ramage moved to table the vote to release the draft chapters for public comment until a later date, seconded by Mr. Tim Roberts. The motion carried unanimously.
7. DISCUSSION ITEMS
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Agenda Item 7C A. CMAQ Funding Availability for Cost Overruns
Ms. Kathryn Wenger, Senior Transportation Planner, shared that funds in the amount of $439,054 are available. Applications should be submitted by May 3rd. Funds must be obligated by September 2020.
B. FY 2020 & FY 2021 Unified Planning Work Program Mr. John Liosatos, Transportation Director, shared about the FY 2020 & FY 2021 UPWP noting a few changes to content. A link to the document was provided in the memo.
C. Public Participation Plan
This was an information item provided by Mr. Jason O’Brien, Transportation Planner. He noted that revisions were made to reflect comments received since the first review by the committee back in January. The link to the draft document was provided in the memo. The public review window is currently open for further comment.
8. MEMBER ENTITY ANNOUNCEMENTS Ms. Sally Riley shared that she recently attended a CDOT meeting; region staffers came together to talk about development and forthcoming projects. Ms. Kathryn Wenger shared that the TIP policy and procedure comment period will be closing soon. She will send out a reminder email soon. Mountain Metro Transit’s spring service changes will go into effect April 28th. Mr. Vitulli also shared that MMT is starting a new route soon to the north hospitals.
9. ITEMS FOR FUTURE TAC MEETINGS CMAQ Funding Availability for Cost Overruns TIP Amendments LRTP Draft Chapter review
10. ADJOURNMENT Mr. Brian Vitulli adjourned the meeting at 2:10 p.m.
ATTENDEES Present Name Agency/Affiliation
X Kathleen Collins CDOT X Wendy Pettit CDOT Region 2 Mike Kozak Cheyenne Mountain AFB
X Tim Roberts Colorado Springs X Brian Vitulli Colorado Springs MMT Victoria Chavez El Paso County Jennifer Irvine (Alternate) El Paso County
X Anton Ramage El Paso County Aaron Bustow FHWA
X Rick Orphan Fort Carson Brandy Williams Fountain Michelle Anthony Manitou Springs
X phone Karen Berchtold Manitou Springs Eric Jenkins (Alternate) Manitou Springs Taylor Goertz (Alternate) Manitou Springs Larry Manning Monument Glenn Messke Peterson AFB
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Agenda Item 7C X John Liosatos PPACG X Darren Horstmeier Schriever AFB X Jason Dosch Town of Palmer Lake X Amy Kelley (replacing Debra B) USAFA X Sally Riley (alternate) Woodland Park Darrin Tangeman Woodland Park
X PPACG Staff
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Agenda Item 7D
Minutes COMMUNITY ADVISORY COMMITTEE MEETING
April 24, 2019 3:00 - 5:00 p.m. Main Conference Room
1. Regular Meeting - Call to Order/Establish Quorum/Introductions –
Ms. Sharon Brown called the meeting to order at 3:02 P.M. Introductions were made.
2. Consent items A. Agenda
The agenda was modified to change agenda item 4A 2045 Draft Chapters for Public Release to an information item as 5C.
B. Minutes – March 27, 2019 C. Board Financial Report
This was an information item. Mr. Jim Moore moved to approve the consent items to include the amended agenda, seconded by Mr. Bill Boles. The motion carried unanimously.
3. Public Comments There were none.
4. Action Items
A. Draft Chapters for Public Release This item was moved to information items as 5C.
B. CAC Membership Process Ms. Courtney Stone, Chair of the CAC Membership Policy Subcommittee, along with Ms. Jessica McMullen, PPACG Policy and Communications Manager, provided the proposed changes to the CAC bylaws. The committee discussed the membership of an individual versus an individual representing an organization and the term limits for each. The committee also discussed absenteeism. Mr. Tim O’Donnell moved to recommend approval of the changes to the bylaws to include clarification language differentiating between individual and organizational term limits, seconded by Ms. Michelle Day. The motion carried unanimously. Mr. Tim O’Donnell moved for clarification of language in article 5, absenteeism, as it applies to organizations and individuals, seconded by Mr. Jon DeVaux. The motion carried unanimously. Ms. Courtney Stone moved to update article 6, section 2 to include email notification, seconded by Ms. Michelle Day. The motion carried unanimously.
C. 2045 Draft Chapters for Public Release Ms. Kathryn Wenger, PPACG Senior Transportation Planner, explained that as part of the 2045 Long Range Transportation Plan (LRTP) development process, staff is currently drafting and editing the chapters. The draft chapters will be brought to the committees in batches for review and then released to the public. It was determined within the TAC committee that a longer review period was necessary before voting to move the chapters forward for public release.
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Agenda Item 7D
5. Information Items
A. Legislative Report Ms. McMullen provided an overview of the bills currently under review by the PPACG Legislative Subcommittee. She noted the positions taken on each bill by the Board of Directors at the April 10th Board meeting.
B. Public Participation Plan Mr. Jason O’Brien explained that PPACG completes a new Public Participation Plan in conjunction with each Long-Range Transportation Plan. A link to the plan was provided for review. The public comment period is currently open for input.
6. Member Discussion None.
7. Items for future CAC Meetings
CDOT GAP Project Update I25 MyWay Mountain Metro Transit
8. PPACG Meeting Schedule April 24, 2019, 3 P.M. PPACG Main Conference Room 15 S 7th St., Colorado Springs, CO 80905
9. Adjournment Chair Brown adjourned the meeting at 4:20 p.m.
Attendees
Present Name Agency/Affiliation X Aubrey Day Citizen-At-Large
X Courtney Stone, 2nd Vice Chair Citizen-At-Large
X Jim Moore Citizen-At-Large X Kim Mutchler Citizen-At-Large X Michelle Day Citizen-At-Large X Orrin Childers Citizen-At-Large X Tamara Dipner City of Colorado Springs Thomas Pfeifle City of Colorado Springs Greg Lauer (Alternate) City of Fountain X Sharon Brown, Chair City of Fountain X Roy Rosenthal City of Manitou Springs X Jon DeVaux City of Woodland Park X Tim O’Donnell, 1st Vice Chair CONO Harold Moffat El Paso County Adam Rezner El Paso County
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Agenda Item 7D X Julie Ott League of Women Voters
X Bill Boles Park County X Jessica McMullen PPACG Ellen Haase Teller County X Ann Esch Town of Green Mountain Falls X Terri Hayes Town of Monument X PPACG staff and guests
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Agenda Item 7E
REGIONAL ADVISORY COUNCIL MEETING
Meeting Minutes April 25, 2019 – 9 a.m.
Fountain Valley Senior Center
1. Call to order/Roll Call/Introductions – Chair Dave Betzler called the meeting to order at 9:03 a.m. Introductions were made. Let the record show a quorum was present (i.e., minimum 30% of members).
2. Consent Items A. Agenda – April 25, 2019 B. Minutes – March 28, 2019. The minutes were corrected to show a change of the date to May for the Silver Key event. Chris Sheehan Larson should be noted as Park County’s attendee. Jody Barker was absent. Wendy Farr moved to approve the consent items with adjustments to the minutes, seconded by Carol Parks. The motion carried unanimously. 3. Public Comments Ms. Chris Sheenan Larson – Attended Senior Lobby Day and reported on the many great conversations that occurred. Mr. Dave Betzler also commented on the benefit of the day; he recommended to ask the Colorado Springs Mayor to attend next time as Colorado Springs is the second largest city. Mr. Jason DeBueno – Silver Key event reminder for May 8th lunch to build opportunities for volunteerism, along with a donation ask. Mr. Jody Barker – Senior Expo on June 1st, 2019; First 500 attendees get free lunch. Alzheimer’s Walk in the planning for September 21, 2019. 4. Information Items A. Circle Talk Ms. Deb Skovron – Circle Talk Director. 10 years in operation, working to decrease social isolation, loneliness, and cognitive decline for seniors. She received a Next 50 grant to train facilitators to lead Circle Talk in communities around the state. The grant covers half the cost of training. An eight-hour training will be available in Colorado Springs on June 14. B. Provider Presentations Fountain Valley Senior Center – Jolene Hausman, Executive Director. Fountain Valley Senior Center is the 2nd largest meal site in El Paso County. They will be seeking additional funding for programs through TRS. C. Director’s Report Mr. Joe Urban, PPACG AAA Director, shared information about the Yellow Book. There will be a Launch of the Yellow Book on May 1st, 2019, which coincides with Older Americans Month. Mr. Urban provided a budget update, noting an increase in base funding of 14% in addition to carryover. This is partially due
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Agenda Item 7E
to the Homestead Exemption Act. He also noted that policy changes are being proposed from the state focusing on nutrition programs and capital purchases. Colorado Senior Lobby is a good resource for current legislation tracking. D. RAC Chair Report Chair Betzler tasked the committee with homework. Committee members are asked to respond to Ms. Jenn Nimmo by May 15th. Jenn will create a Survey Monkey for members to submit their answers to the following: What is the RAC doing well? What is missing and what could we be doing? Mr. Jody Barker requested a copy of the RAC bylaws for everyone to consider during this process. 5. Discussion Items Membership Chair Ms. Wendy Farr recently interviewed Ms. Elaine McKenzie. Ms. McKenzie runs her own nonprofit serving seniors and supporting people in Security. Ms. Farr and Ms. Whittle moved to approve the membership of Ms. McKenzie to the RAC, seconded by Mr. Jody Barker. The motion carried unanimously. The committee was reminded that 50% or more of the Council needs to be over 60 years old. Ms. Marilyn Bradish was in attendance today and is interested in joining. The RAC is currently replacing four members. A. Temporary Subcommittee Status Chair Betzler and Ms. Jenn Nimmo presented information slides. According to the By-Laws, temporary subcommittees run for six months. If the RAC wants to make the Temporary Four-Year Plan Subcommittee permanent, approval is needed by the PPACG Board of Directors. Ms. Farr shared that there have been additional subcommittees that have come and gone, including Advocacy. The Four-Year Plan Subcommittee wants to have ongoing involvement in how the Four-Year Plan and the PPACG Plan are implemented going forward as to better align with Article 3 in the By-Laws. Concerning data collection, members discussed importance of collecting and collating informal data in addition to working with the provider data that is reported on. B. RAC July Meeting A request to change the RAC date to August 1 was confirmed. 6. Calendar of Events – nothing highlighted. 7. Next meeting: May 30, 2019 10 AM – 12PM Fairplay, CO 8. Adjournment: Chair Betzler adjourned the meeting at 11:05 a.m.
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Agenda Item 7E
Attendees
Present Name Agency/Affiliation
X Cynthia Aki Colorado Springs X Bea Babbitt Colorado Springs
X Jody Barker Barker Alzheimer's Association
X Dave Betzler Northern El Paso County X Andrew Bunn Department of Human Services X Lucy Crandall Colorado Springs X Wendy Farr Colorado Springs X Dixie Herring The Independence Center X Phyllis Huggins Eastern El Paso County
X Jenn Nimmo Colorado Community Health Alliance
Jerry Novak Colorado Springs X Carol Parks Teller County X Frances St. Germain El Paso County Nancy Stannard Teller County X Joyce Whittle Park County X Dixie Wodell Southern El Paso County
X Chris Sheehan Larson Park County
X PPACG Staff
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Agenda Item 7F
Meeting Minutes of the
AIR QUALITY TECHNICAL COMMITTEE April 24, 2019 - 1:00 p.m.
PPACG Lower Level Conference Room
1. Call to Order / Establish A Quorum / Introductions Andy Gunning called the meeting to order at 1:05 p.m. and established a quorum. Introductions were made.
2. Agenda Approval
Chris Welch, CSU, moved to approve the agenda, seconded by Victoria Chavez, El Paso County. The motion carried unanimously.
3. Public Comments
Robin Eisner recommended that the Committee work with the Sierra Club-Beyond Coal Campaign. 4. Discussion Items
A. Public Awareness Regarding Ozone/Air Quality Issues by Committee Public Information & Communications Staff • Ozone (O3) is measured over a three-year period. • The EPA reduced O3 limits in 2015. • Clean summer (2019), COS can remain in attainment. • PPACG is asking for the help of everyone present to get the word out about O3 through their PIO’s to
include: El Paso County, City of Colorado Springs-to include CSU, City of Manitou, Ft. Carson, USAFA, and Peterson AFB.
• Comment by Robin Eisner to add community centers, USOC, and schools to the for push notifications. • Discussion of Committee members regarding best use of the new Environmental Planner for PPACG
coming on board in May: o Research emission numbers/data from other RAQC’s. o Focus on outreach rather than research. o Need for long-term outreach.
• “Breathing O3 air is like getting a sunburn on your lungs.” Article from CNN/American Lung Association. • Outreach methods to include:
o Websites/videos (Presentation by Jenny Phillips) o Social Media/videos o Ambassador with businesses o Newsletters (Example of recent article in Ft. Carson’s Mountaineer) o Bus stops, building murals o Media/CDPT message boards o Emails with state alerts o Community events. o Major Employers o Community partners o UCCS/CC/PPCC sustainability programs o Partnership with meteorologists at local TV stations o Nonprofits that are sustainability focused o Digital media with City of Colorado Springs, El Paso County o Google add grant
• Next meeting is May 22, 2019
5. Adjournment Andy Gunning adjourned the meeting at 2:30 p.m.
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Agenda Item 7J
M E M O R A N D U M
DATE: May 8, 2019
TO: PPACG Board of Directors
FROM: Andrew Gunning, Executive Director
SUBJECT: Executive Director’s Report
Area Agency on Aging • 2019 Yellow Books have arrived. 25,000 were printed and the bulk are stored at the
Area Agency on Aging. They are also available at local libraries and senior centers. The Yellow Book is a comprehensive directory of regional senior services and is celebrating its 35th year of publication.
• The proposal period for providers to apply for SFY 2020 AAA funding closed on April 24th. These proposals will be reviewed by the Technical Review Subcommittee of the RAC over the next few weeks with an allocation recommendation to the Regional Advisory Council on May 30th and to the PPACG Board at the June 12th meeting. The projected budget from the state reflects an approximate 8% increase over 2019.
• The state funding formula for AAA’s for SFY 2020-2023 is currently under review and proposed levels should be available shortly. It is also anticipated that federal funding and the results of the 2020 census could provide potential future increases to Colorado.
Transportation Program • Regional data collection and coordination discussions continued with the local
jurisdictions.
• Discussion with FHWA regarding travel model peer review on April 3.
• Toured military bases with CDOT Director Shoshana Lew, the Colorado 30 Group and Chamber/EDC on April 4.
• Monthly coordination call with CDOT/FHWA/MMT on April 8.
• PPACG hosted the Southwest Chief & Front Range Passenger Rail Commission meeting on April 12.
• Attended CDOT training course on Local Agency Project Administration (April 16-17).
• Attended a briefing by Colorado Springs Airport on April 16.
ACTION REQUESTED: Information Only
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• UPWP midyear review was conducted on April 18.
• Attended Manitou Springs Mobility Summit on April 24.
• Attended the Schriever State of the Base April 25.
• Attended the STAC Meeting April 26
• Attended CDOT Truck Parking Workshop April 30.
Joint Land Use Study
• We received our grant award occurred $514,000 from the Office of Economic Adjustment, Department of Defense, to focus on JLUS Implementation
Environmental Program
• Continued work with an update to our Areawide Water Quality Management (208) Plan in coordination with the Water Quality Management Committee and consultants, Brown and Caldwell.
• An Air Quality Technical Committee meeting was held on April 24 to continuing discussing committee’s work plan around ozone concerns. A work session was held to develop an outreach and public awareness campaign regarding the upcoming summer ozone season.
Policy & Communications
• Advocacy: Worked with legislative committee to review bills and propose PPACG positions, communicating with PPACG Board of Directors for ratification, and contacting local delegation (by text and email) with all positions.
• About eight (8) Media Mentions occurred over the past month, covering Aging events, the Joint Land Use Study, and new employees at PPACG.
• Website: In March 1- April 1 we had 1,990 page views on PPACG website. We had 557 users that used mobile devices to access our website which is 28% of our audience. The top direct page visits 3 pages were Aging with 1,111 hits, Transportation with 712 and Contact us with 293 hits.
• Publications and Documents: Designed updated AAA Event Flyers for summer sessions. Began work on Quarterly Newsletter for late May publication/release. Completed and sent PPRTA Annual Report for Print.
Administration
• Participated in a tour of military bases (Schriever AFB, Peterson AFB and Fort Carson) with CDOT Executive Director Shoshana Lew, the Colorado 30 Group, and the Chamber/EDC (April 4).
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• Met with Colorado Springs Utilities regarding air quality/ozone issues and coordination between CSU and PPACG (April 16)
• Met with Greg Phillips, Executive Director of the Colorado Springs Airport, to discuss plans and coordination on April 17
• Attended the Area Chief’s of Staff meeting on April 17
• Attended the Joe Henjum/Senior Resource Council annual awards event (April 17)
• Participated by phone with the State Air Quality Control Commission meeting (April 18)
• Attended the Vectra Bank/UCCS Economic Forecasting Event on April 23
• Attended the Schriever AFB State of the Base on April 23
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May Events
MayMeetings and Events
May 7 at 12:30 Water Quality Management Committee00
May 8 at 9:00 AM PPACG Board of Directors
May 16 at 1:30 PM Transportation Advisory
Committee Meeting
May 29 at 1:00 PMAir Quality
Technical Committee May 29 at 3:00 PM
Community Advisory Committee Meeting
May 30 at 9:00 AM Aging Regional Advisory
Committee Meeting
CONTACT US :
May Meetings
May 2 at 5:30 PMEnt Retirement Series Retirement By Design
May 20 at 9:00 AMMedicare 101 at PPACG
May 23 at 5:30 PMMedicare 101 at PPACG
PPACG 15 South 7th Street, Colorado Springs, 80905Tel : 719 471 7080 Web: www.ppacg.org
PPACG Area Agency on Aging 14 South Chestnut Street, Colorado Springs 80905Tel : 719 471 2096
Older Americans MonthEach May we work to celebrate older Americans and the communities of which they are a vital part. Everyone benefits when everyone can partici-pate. The 2019 theme, Connect, Create, Contribute, encourages old-er adults and their communities to:Connect with friends, family, and services that support participation. Create by engaging in activities that promote learning, health, and personal enrichment. Contribute time, talent, and life experience to benefit others.
Communities that encourage the contributions of older adults are stronger! By engaging and support-ing all community members, we rec-ognize that older adults play a key role in the vitality of our neighborhoods, networks, and lives. We encourage everyone of all ages to connect, cre-ate, and contribute for stronger and more diverse communities this May, and throughout the year.
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