executive session of the board of directors (bod) of … · 9/19/2018 · -jeff meilbeck, ceo and...

NOTICE AND AGENDA OF PUBLIC MEETING AND POSSIBLE

EXECUTIVE SESSION OF THE BOARD OF DIRECTORS (BOD)

OF THE NORTHERN ARIZONA INTERGOVERNMENTAL PUBLIC

TRANSPORTATION AUTHORITY

Pursuant to A.R.S. §38-431.02, notice is hereby given to the members of the Board of

Directors (BOD) of the Northern Arizona Intergovernmental Public Transportation

Authority (“NAIPTA”) and to the general public that the Board will hold a meeting on:

Wednesday, September 19, 2018

10:00am

NAIPTA VERA Room

3773 N. Kaspar Dr.

Flagstaff, AZ 86004

Unless otherwise noted, meetings held in the Conference Room are open to the public.

This is a WEB BASED meeting. Members of the Board of Directors may attend in

person, by telephone or internet conferencing. Public may observe and participate in the

meeting at the address above.

The Board of Directors may vote to hold an executive session for the purpose of

obtaining legal advice from NAIPTA’s attorney on any matter listed on the agenda

pursuant to A.R.S. § 38-431.03(A)(3). The executive session may be held at any

time during the meeting. Executive sessions are not open to the public, pursuant

to Arizona Open Meeting Law.

Pursuant to the Americans with Disabilities Act, persons with a disability may

request a reasonable accommodation, such as a sign language interpreter, by

contacting the Clerk of the Board of Directors at 928-679-8922 (TTY Service

800.367.8939). Requests should be made as early as possible to allow time to

arrange the accommodation.

The agenda for the meeting is as follows: -pages 1-4

1. CALL TO ORDER

2. WELCOME, ROLL CALL AND INTRODUCTIONS

3. APPROVAL OF MINUTES

Board Agenda Packet 9/19/2018 - of 46

a. Regular Meeting 8/15/2018 -pages 5-12

b. Special Meeting 9/5/2018 -pages 13-15

4. CALL TO THE PUBLIC

The public is invited to speak on any item or any area of concern that is within

the jurisdiction of the NAIPTA Board. Comments relating to items on the agenda

will be taken at the time the item is discussed. The Board is prohibited by the

Open Meeting law from discussing, considering or acting on items raised during

the call to the public, but may direct the staff to place an item on a future agenda.

Individuals are limited to a five-minute presentation.

5. COCONINO COMMUNITY COLLEGE PROPOSITION 417 PRESENTATION

-Veronica Hipolito, Dean of Student Services

CONSENT ITEMS:

All matters under Consent Agenda are considered by the Board of Directors to be

routine and will be enacted by a single motion APPROVING THE CONSENT AGENDA.

If discussion is desired on any particular consent item, that item will be removed from the

consent agenda and will be considered separately. All items on the Consent Agenda

with financial impact have been budgeted.

6. UPDATED TITLE VI POLICY AND PROGRAM FOR FY2018-FY2021

-Heather Dalmolin, Administrative Director -pages 16-17

Staff recommends the Board of Directors: Approve the updated Title VI Civil

Rights Policy and Program and authorize CEO-General Manager to approve

clerical corrections in future.

DISCUSSION / ACTION ITEMS:

7. ENTERPRISE RIDESHARE CONTRACT FOR VANPOOLS

-Kate Morley, Mobility Planner -pages 18-19

Staff recommends the Board of Directors award RFP 2018-130 to Enterprise

Rideshare to provide necessary vanpool services: 1) Approve contract as drafted

for a five-year term, authorizing NAIPTA legal to finalize any vendor changes;

and 2) authorize NAIPTA CEO-GM to execute Task Orders with a not-to-exceed

amount of $360,000.

8. APPROVE THE CENTRAL YAVAPAI METROPOLITAN PLANNING

ORGANIZATION (MPO) SERVICE AGREEMENT -pages 20-36

-Heather Dalmolin, Administrative Director


Staff recommends the Board of Directors: Approve an Intergovernmental

Agreement (IGA) between NAIPTA and Central Yavapai Metropolitan Planning

Organization (CYMPO) for administrative and project management services.

9. AMERICAN PUBLIC TRANSPORTATION ASSOCIATION (APTA)

SUSTAINABILITY COMMITMENT PROGRAM -pages 37-40

-Alicia Becker, Transit Planner

Staff recommends the Board of Directors approve NAIPTA’s submittal to the

American Public Transportation Association’s Sustainability Commitment

program.

10. TRANSPORTATION DECISION 2018 -pages 41-43

-Jeff Meilbeck, CEO and General Manager

The Board may provide direction, but there is no recommendation from staff at

this time.

PROGRESS REPORTS:

11. SUMMARY OF CURRENT EVENTS



12. APPOINT NEW CEO AND GENERAL MANAGER AND APPROVE CONTRACT

-Scott Overton, Board Chair

The Board of Directors may appoint the new CEO and General Manager and

take action regarding the terms of the new CEO and General Manager’s

Contract.

ITEMS FROM COMMITTEE AND STAFF:

SCHEDULE NEXT MEETING DATE AND IDENTIFY AGENDA ITEMS

October/November/December Working Agenda -page 44

Strategic Workplan -pages 45-46

The next Board meeting will be October 17, 2018 and will be a WebEx meeting based in

Flagstaff in the NAIPTA VERA Conference Room, 3773 N. Kaspar Dr., Flagstaff, AZ

86004 at 10am. The public is invited to attend. October agenda items will include but

not be limited to the FY2018 Annual Report, Transportation Decision 2018, Employee

Satisfaction Survey, Office Remodel Construction Final Update and the Workforce

Utilization Report. The October agenda will be available for review on NAIPTA’s website

and at NAIPTA’s public posting places (listed on the NAIPTA website) at least 24 hours


prior to the meeting and should be consulted for a list of items that will come before the

Board.

13. ADJOURNMENT


Board of Directors Minutes for Wednesday, August 15, 2018

NAIPTA

3773 N. Kaspar Dr.

Flagstaff, AZ 86004

NOTE: IN ACCORDANCE WITH PROVISIONS OF THE ARIZONA REVISED

STATUTES THE SUMMARIZED MINUTES OF NAIPTA BOARD MEETINGS

ARE NOT VERBATIM TRANSCRIPTS. ONLY THE ACTIONS TAKEN AND

DISCUSSION APPEARING WITHIN QUOTATION MARKS ARE VERBATIM.

The Board of Directors met in Regular Session on Wednesday, August 15, 2018 at 10:00 am

in the NAIPTA Training Room, 3825 N. Kaspar Dr., Flagstaff, AZ 86004.

This was a WEB BASED meeting. Members of the Board attended in person, by telephone or

internet conferencing. The public was invited to observe and participate in the meeting at the

address above.

BOARD MEMBERS PRESENT:

Scott Overton (Chair), City Council, City of Flagstaff;

Veronica Hipolito (Vice Chair), Dean of Students, CCC, designee, 10:04am arrival;

Jamie Whelan (Secretary), Vice Mayor, City of Flagstaff, alternate;

Art Babbott, Board of Supervisors, Coconino County;

Joanne Keene, Executive Vice President and Chief of Staff, NAU;

Jim McCarthy, City Council, City of Flagstaff, alternate

*Three of our five Board member seats must be present to constitute a quorum.

**The City of Flagstaff holds two seats.

BOARD MEMBERS EXCUSED:

Matt Ryan, Board of Supervisors, Coconino County, alternate;

Charlie Odegaard, City Council, City of Flagstaff, alternate;

Emily Allen, Assistant Vice President of Community Relations, NAU, alternate;

Colleen Smith, President, CCC

NAIPTA STAFF IN ATTENDANCE:

Jeff Meilbeck, CEO and General Manager;

Erika Mazza, Deputy General Manager;

Heather Dalmolin, Administrative Director;

Jacki Lenners, Marketing Manager;

Jon Matthies, IT Manager;

Anne Dunno, Capital Project Manager;

Alicia Becker, Transit Planner;

Kate Morley, Mobility Planner;

Estella Hollander, Associate Planner;


Rhonda Cashman, Clerk of the Board

GUESTS PRESENT:

None.

1. CALL TO ORDER -Chair Overton called the meeting to order at 10:01am.

2. ROLL CALL AND INTRODUCTIONS

3. APPROVAL OF MINUTES

a. Regular Meeting Minutes 6/20/2018

b. Special Meeting Minutes 6/28/2018

Director Babbott moved to approve both sets of minutes: June 20, 2018 and June 28,

2018. Secretary Whelan seconded. All approved, none opposed. Motion carried.

NAME YES VOTE NO VOTE

Scott Overton X

Veronica Hipolito X

Jamie Whelan X

Art Babbott X

Joanne Keene X

4. CALL TO THE PUBLIC

There were no members of the public present requesting to speak.

CONSENT ITEMS:

All matters under Consent Agenda are considered by the Board of Directors to be

routine and will be enacted by a single motion APPROVING THE CONSENT

AGENDA. If discussion is desired on any particular consent item, that item will be

removed from the consent agenda and will be considered separately. All items on the

Consent Agenda with financial impact have been budgeted.

5. APPROVE UPDATED PERSONNEL POLICY MANUALS


Staff recommends the Board of Directors approve and adopt updates to various

NAIPTA Policy manuals to incorporate updates to policies that most accurately reflect

regulatory requirements and NAIPTA’s actual practices.

Chair Overton let Board members know there was a section inadvertently left out of the staff

report that has changes: 4.8 No Solicitation. A printed copy was handed out at the meeting.

Director Babbott moved to approve the updated personnel policy manuals. Director Keene

seconded. All approved, none opposed. Motion carried.



Scott Overton X

Veronica Hipolito X

Jamie Whelan X

Art Babbott X

Joanne Keene X


6. APPROVE THE NAIPTA-NORTHERN ARIZONA UNIVERSITY (NAU) UPASS

INTERGOVERNMENTAL AGREEMENT (IGA)


Staff recommends the Board of Directors approve an IGA between Northern Arizona

University (NAU) and NAIPTA to provide a Universal Access Pass (U-PASS) for

students in exchange for $1,000,000 in lieu of fares.

Ms. Dalmolin asked the Board to approve the agreement contingent upon legal

approval. NAU is working on a mobile app and NAIPTA will offer service throughout

the Flagstaff area. NAU has made the agreement contingent on the passage of

Proposition 421. There was a brief discussion regarding community benefits of this

partnership. Chair Overton moved to approve the agreement as presented. Director

Babbott seconded. All approved, none opposed. Motion carried.


Scott Overton X

Veronica Hipolito X

Jamie Whelan X

Art Babbott X

Joanne Keene X

7. COCONINO COMMUNITY COLLEGE (CCC) PILOT PASS PROGRAM,

INTERGOVERNMENTAL AGREEMENT AMENDMENT

-Jacki Lenners, Marketing Manager

Staff recommends the Board of Directors approve the Coconino Community College

Pilot Pass Program amendment, Addendum 2, to continue the program for a third year,

through July 31, 2019 at no cost to CCC.

Ms. Lenners provided the Board with some history of this program for CCC students,

faculty and staff. There was a brief discussion about the CCC budget cycle and how

continuing this program will keep the momentum moving forward and potentially

working into a UPASS partnership without loss of ridership in the coming year. Director

Babbott moved to approve the continuation of this program as presented. Director

Keene seconded. All approved, none opposed. Motion carried.



Scott Overton X

Veronica Hipolito X

Jamie Whelan X

Art Babbott X

Joanne Keene X

8. TRANSPORTATION DECISION 2018


The Board may provide direction, but there is no recommendation from staff at this

time.

Mr. Meilbeck reviewed the PowerPoint presentation with the Board. He stressed it is

an education campaign, not advocacy. Board members provided feedback. There will

be five Open Houses.

9. HIGHGROUND PUBLIC AFFAIRS CONSULTANTS CONTRACT AMENDMENT


Staff recommends the Board of Directors approve amendment to the HighGround

Public Affairs Consultants contract to include work for the City of Flagstaff on the

Transportation Tax renewal (Proposition 419) and Lone Tree Road Overpass

(Proposition 420).

Ms. Lenners reported there needed to be a cohesive approach to the transportation

propositions. NAIPTA is working with the City and the scope was revised for economy

of scale. This contract is only for transportation. The revised contract reached the

$100,000 threshold. Vice Chair Hipolito moved to approve the Highground contract

amendment as presented. Secretary Whelan seconded. All approved, none opposed.

Motion carried.


Scott Overton X

Veronica Hipolito X

Jamie Whelan X

Art Babbott X

Joanne Keene X

10. US 180 IMPLEMENTATION PLAN UPDATE

-Kate Morley, Mobility Planner


time.

Ms. Morley shared a PowerPoint presentation with the Board. There was a brief

discussion about Snowbowl service and some concern noted regarding the potential of

conflicting results from different agency studies. There was a request to email the

presentation to Board members.


11. SECTION 5339B AUTHORIZATION OF APPLICATION AND EXECUTION OF

AWARD

-Kate Morley, Mobility Planner

Staff recommends the Board of Directors: 1) Authorize staff to submit application to the

Federal Transit Administration for Section 5339(b) funds for six all electric replacement

vehicles, a Northern Arizona University bus facility, and five replacement paratransit

vans; and 2) Execute the Grant award through the Federal Transit Administration

award management system (TrAMS).

Ms. Morley reported that this is a scaled funding request. Director Keene thanked

NAIPTA for the opportunity to apply for these grant funds on behalf of NAU. Chair

Overton commented on this forward-thinking partnership and process. Chair Overton

moved to authorize NAIPTA staff to submit the application. Secretary Whelan

seconded. All approved, none opposed. Motion carried.


Scott Overton X

Veronica Hipolito X

Jamie Whelan X

Art Babbott X

Joanne Keene X

Ms. Morley also asked for the Board to approve execution of the grant. Chair Overton

moved to approve the execution of the grant. Vice Chair Hipolito seconded. All

approved, none opposed. Motion carried.


Scott Overton X

Veronica Hipolito X

Jamie Whelan X

Art Babbott X

Joanne Keene X

PROGRESS REPORTS:

12. MOUNTAIN LINE AND MOUNTAIN LIFT RIDER SATISFACTION SURVEYS


Ms. Lenners briefly reviewed the PowerPoint presentations. The Mountain Line

Mountain Lift presentations will be emailed to members for closer review.


13. KASPAR INTERSECTION UPDATE

-Erika Mazza, Deputy General Manager



time.

Ms. Mazza reported NAIPTA has received a grant for this project in the amount of $2.7

million. NAIPTA will partner with the City, since Kaspar is a City street. NAIPTA now

has the capacity to procure full design/build. The City will provide project management

oversight.

14. ADOPT RESOLUTION TO AUTHORIZE WESTERN ALLIANCE BANK TO BE A

DEPOSITORY FOR NAIPTA FUNDS


Staff recommends the Board of Directors approve and adopt the resolution requested

by Western Alliance Bank authorizing the Bank to be a depository for NAIPTA funds.

The depository authorization is related to our taxi voucher program and a cash deposit

of $50,000 is required as security for the commercial card that will serve as NAIPTA’s

paperless taxi voucher.

Ms. Dalmolin reported Wells Fargo discontinued this program because it was not

approved by Visa. Western Alliance Bank was the only respondent to our Request for

Proposals that was willing and able to offer a solution that met our parameters. The

deposit is a requirement of their program. Secretary Whelan moved to approve the

resolution and depository requirements as presented. Director Keene seconded. All

approved, none opposed. Motion carried.


Scott Overton X

Veronica Hipolito X

Jamie Whelan X

Art Babbott X

Joanne Keene X

PROGRESS REPORTS:

15. OFFICE RENOVATION PROJECT UPDATE

-Wade Forrest, Facilities Manager

Ms. Mazza noted the renovation is nearly done. She commended Mr. Forrest, Kinney

Construction Services and Ms. Dunno for their efforts. Staff was able to work through

the entire construction project.

16. OPEN MEETING LAW CHANGES

-Rhonda Cashman, Clerk of the Board

Ms. Cashman recapped the changes to the Open Meeting Law.


17. SUMMARY OF CURRENT EVENTS


Mr. Meilbeck reported that the Community Transportation Association of America –

Small Urban Network Conference was held here in Flagstaff last week. Director Keene

and Mayor Evans welcomed the attendees. It was an honor to host this group of transit

professionals.

Chair Overton made a motion to move into Executive Session at approximately 11:28am.

Secretary Whelan seconded. All approved, none opposed. Motion carried.


Scott Overton X

Veronica Hipolito X

Jamie Whelan X

Art Babbott X

Joanne Keene X

EXECUTIVE SESSION:

Executive sessions are closed to the public.

The Board considered a motion to convene an executive session pursuant to A.R.S. § 38-

431.03 (A)(1) for the following purpose:

1. CEO and General Manager Finalist Interviews

Following the conclusion of the Executive Session, the Board reconvened the public meeting at

approximately 2:28pm.

ITEMS FROM COMMITTEE AND STAFF:

18. SCHEDULE NEXT MEETING DATE AND IDENTIFY AGENDA ITEMS

September/October Working Agenda

Strategic Workplan

The next meeting will be the Board and TAC Joint meeting on Wednesday, September

19, 2018 and will be a WebEx meeting based in Flagstaff in the NAIPTA VERA Room,

3773 N. Kaspar Dr., Flagstaff, AZ 86004 at 10am. The public is invited to attend.

September agenda items will include but not be limited to the Coconino Community

College (CCC) Proposition Presentation, Transportation Decision 2018, Title VI and

Office Remodel Construction Final Update. The September agenda will be available

for review on NAIPTA’s website and at NAIPTA’s public posting places (listed on the

NAIPTA website) at least 24 hours prior to the meeting and should be consulted for a

list of items that will come before the Board.

19. ADJOURNMENT -Chair Overton adjourned the meeting at 2:28pm.


________________________________________

Scott Overton, Chair NAIPTA Board of Directors

ATTEST:

________________________________________



Board of Directors Minutes for Wednesday, September 5, 2018

NAIPTA

3773 N. Kaspar Dr.

Flagstaff, AZ 86004

NOTE: IN ACCORDANCE WITH PROVISIONS OF THE ARIZONA REVISED

STATUTES THE SUMMARIZED MINUTES OF NAIPTA BOARD MEETINGS

ARE NOT VERBATIM TRANSCRIPTS. ONLY THE ACTIONS TAKEN AND

DISCUSSION APPEARING WITHIN QUOTATION MARKS ARE VERBATIM.

The Board of Directors met in Special Session on Wednesday, September 5, 2018 at 11:00

am in the Conference Room, 3773 N. Kaspar Dr., Flagstaff, AZ 86004.

Members of the Board attended in person or on the phone. The public was invited to observe

and participate in the meeting at the address above.

BOARD MEMBERS PRESENT:

Scott Overton (Chair), City Council, City of Flagstaff;

Veronica Hipolito (Vice Chair), Dean of Students, CCC, designee;

Jamie Whelan (Secretary), Vice Mayor, City of Flagstaff;

Art Babbott, Board of Supervisors, Coconino County

*Three of our five Board member seats must be present to constitute a quorum.

**The City of Flagstaff holds two seats.

BOARD MEMBERS EXCUSED

Joanne Keene, Executive Vice President and Chief of Staff, NAU:

Matt Ryan, Board of Supervisors, Coconino County, alternate;

Jim McCarthy, City Council, City of Flagstaff;

Charlie Odegaard, City Council, City of Flagstaff, alternate;

Emily Allen, Assistant Vice President of Community Relations, NAU, alternate;

Colleen Smith, President, CCC

NAIPTA STAFF IN ATTENDANCE:


Scott Holcomb, NAIPTA Attorney

GUESTS PRESENT:

None.

1. CALL TO ORDER -Chair Overton called the meeting to order at 11:04am.

2. ROLL CALL AND INTRODUCTIONS


At approximately 11:05am, Director Babbott made a motion to move into and Executive

Session. Secretary Hipolito seconded. All approved, none opposed. Motion carried.


Scott Overton X

Veronica Hipolito X

Jamie Whelan X

Art Babbott X

EXECUTIVE SESSION

Executive sessions are closed to the public.

The Board convened an Executive Session at approximately 11:05am, pursuant to A.R.S. § 38-

431.03 (A)(1) and A.R.S. § 38-431.03(A)(4) for the following purpose:

1. New CEO and General Manager Contract

Following the conclusion of the Executive Session, the Board reconvened the public meeting at

approximately 12:13pm.


3. NEW CEO AND GENERAL MANAGER’S CONTRACT

-Scott Overton, Board Chair

The Board of Directors may take action regarding the terms of the new CEO and

General Manager’s Contract.

The Board did not take action. This item was tabled until the regular Board meeting in

September. Chair Overton directed Mr. Holcomb to work with Ms. Dalmolin to draft the

contract.

ITEMS FROM BOARD MEMBERS AND STAFF:

SCHEDULE NEXT MEETING DATE AND IDENTIFY AGENDA ITEMS

The next regular Board meeting will be on Wednesday, September 19, 2018 and will be a

WebEx meeting based in Flagstaff in the NAIPTA VERA Room, 3773 N. Kaspar Dr., Flagstaff,

AZ 86004 at 10am. The public is invited to attend. September agenda items will include but

not be limited to the Transportation Decision 2018, Title VI, American Public Transportation

Association (APTA) Sustainability Application, Central Yavapai Metropolitan Planning

Organization (CYMPO) Agreement and the Employee Satisfaction Survey. The September

agenda will be available for review on NAIPTA’s website and at NAIPTA’s public posting places

(listed on the NAIPTA website) at least 24 hours prior to the meeting and should be consulted

for a list of items that will come before the Board.

4. ADJOURNMENT -Chair Overton adjourned the meeting at 12:14pm.


________________________________________

Scott Overton, Chair NAIPTA Board of Directors

ATTEST:

________________________________________



DATE PREPARED: September 12, 2018 MEETING DATE: September 19, 2018 TO: The Honorable Chairman and Members of the Board FROM: Heather Dalmolin, Administrative Director

SUBJECT: Updated Title VI Policy and Program for FY2018 thru FY2021 RECOMMENDATION: Staff recommends the Board of Directors: Approve the updated Title VI Civil Rights Policy and Program and authorize CEO-General Manager to approve clerical corrections in future. RELATED STRATEGIC WORKPLAN OBJECTIVE Guiding Principles: Treat everyone with respect Put the customer first Be trustworthy and dependable Strive for continuous improvement in all we do

BACKGROUND: In 2009, 2012 and 2015, NAIPTA submitted and received approval of our Title VI Civil Rights Policy and Program as required for compliance for Federal Transit Administration (FTA) Master Certifications and Assurances. The program automatically expires every 3 years and requires updating and adoption along with submission to FTA for continued compliance. Since the Title VI Policy and Program approval in 2015, FTA has not issued any regulatory changes that required modification to NAIPTA’s Policy. In February 2018, staff reviewed the program to ensure continued compliance and submitted the updated 3-year plan to FTA for review. In July we received concurrence for the submitted Policy and Program along with a couple of notations regarding elements that required clarification. Staff have since corrected the Title VI Policy and Program for those clarifications and provided updated program to FTA. TAC DISCUSSION: The Transit Advisory Committee did not pull this item for discussion.


ALTERNATIVES: 1) Approve updated Title VI Civil Rights Program (recommended): This program is required by the

Federal Transit Administration. NAIPTA has received initial approval of the Draft Title VI Program from the Federal Transit Administration Region IX Civil Rights Officer. The approval expires in April of 2021.

2) Do not approve the update program (not recommended): If this program is not approved, NAIPTA

will not be compliant with federal regulations and could lose federal funding. FISCAL IMPACT: The majority of the components for compliance with the Title VI Civil Rights Program do not have significant financial impacts. Those policies that require additional efforts, public hearings, mailers, etc., for specific projects have associated costs within the anticipated project budgets for FY2019 and NAIPTA’s financial plan for future years. SUBMITTED BY: APPROVED BY: Heather Dalmolin Jeff Meilbeck Administrative Director CEO and General Manager ATTACHMENTS:

1. NAIPTA’s Title VI Program for FY2018 thru FY2021 - available upon request


DATE PREPARED: September 11, 2018 DATE: September 19, 2018 TO: Honorable Chairman and Members of the Board

FROM: Kate Morley, Mobility Planner SUBJECT: Enterprise Rideshare Contract for Vanpools RECOMMENDATION: Staff recommends the Board of Directors award RFP 2018-130 to Enterprise Rideshare to provide necessary vanpool services: 1) Approve contract as drafted for a five-year term, authorizing NAIPTA legal to finalize any vendor changes; and 2) authorize NAIPTA CEO-GM to execute Task Orders with a not-to-exceed amount of $360,000.

RELATED STRATEGIC WORKPLAN OBJECTIVE Guiding Principles: Collaborate to enhance service delivery Be fiscally responsible and responsive to changing demographics

BACKGROUND: Planning Documents: Vanpools are identified in the Five-Year Transit Plan, adopted by NAIPTA’s Board of Directors in December 2017, as a preferred program to enhance transportation alternatives throughout Coconino County and are recommended in both the FMPO Human Service Transportation Coordination Plan – 2018 and in the Coordinated Transit Plan for ECONA in Northern Arizona – 2014. Additionally, the Vanpool Business Plan was adopted by the Board of Directors in April 2018. The overarching goal of the Business Plan was to evaluate various vanpool business models from turn-key contracts, to an owned and operated in-house program, to a variety of hybrid solutions. Ultimately, the Plan recommends NAIPTA continue a turnkey contract approach with the existing $400 per month subsidy because turnkey has the lowest total program cost while maintaining fares at a level attractive to riders. Alternatively, to operate the program in-house and keep rider fares at an attractive level would require over $200,000 annually in Section 5311 funds versus $60,000 in the turnkey model. Historic Contracts: In February 2014, NAIPTA entered into a contract with vRide (now Enterprise Rideshare) to provide public transportation services by vanpool. This contract will terminate September 30, 2018 and fully expends the contract renewal timeframe of up to 5 years. Because of this, NAIPTA went out for a competitive bid process in July 2018. Enterprise Rideshare was the only respondent. NAIPTA conducted an interview with Enterprise’s upper management team. The interview resulted in staff continuing to recommend Enterprise Rideshare as valuable partner in the delivery of vanpools as an affordable


transportation option throughout the County. NAIPTA’s vanpool program is supported by competitive ADOT Section 5311 funds with local match of $12,000 annually from Coconino County. Vanpool Success: In FY18, NAIPTA’s vanpool program served over 7,000 trips, reducing vehicle miles on the roads within Coconino County by 39,242 miles per month. Each vanpool participant has saved approximately $400 each month (assuming federal reimbursement rate of $0.54 per mile) in gas and reduced wear and tear on their personal vehicle. In addition, healthcare facilities and other businesses located in more rural areas in the county have benefited from increased employee attraction and retention. Without this program, dozens of people would be left without an affordable transportation option to get to and from work. Two additional vanpool routes are currently under review. TAC DISCUSSION: TAC was supportive of the recommendation and continuing to provide vanpool services. ALTERNATIVES:

1) Award RFP 2018-130 to Enterprise Rideshare to provide necessary vanpool services: 1) Approve contract as drafted for a five-year term, authorizing NAIPTA legal to finalize any vendor changes; and 2) Authorize NAIPTA CEO-GM to execute Task Orders with a not-to-exceed amount of $360,000. (recommended): Awarding Enterprise Rideshare the vanpool contract allows NAIPTA to continue providing vanpool service and follows all procurement policies.

2) Do not award RFP2018-130 to Enterprise Rideshare in order to provide necessary vanpool services (not recommended): This action would terminate the vanpool program, disbanding existing vanpool groups.

FISCAL IMPACT: Enterprise Rideshare’s fee for each year is not-to-exceed $72,000 to subsidize rider lease fees for a total of no more than $360,000 over 5 years. Task Orders incurred throughout the contract term will be subject to NAIPTA’s annually approved budget and funding as awarded through ADOT’s Section 5311 grant with Coconino County providing the local match.

SUBMITTED BY: APPROVED BY:

___________________________

Kate Morley Jeff Meilbeck Mobility Planner CEO and General Manager ATTACHMENTS:

1. Draft Contract -available upon request 2. Task Order -available upon request


DATE PREPARED: September 12, 2018 MEETING DATE: September 19, 2018 TO: The Honorable Chairman and Members of the Board FROM: Heather Dalmolin, Administrative Director

SUBJECT: Approve the Central Yavapai MPO Service Agreement RECOMMENDATION: Staff recommends the Board of Directors: Approve an Intergovernmental Agreement (IGA) between NAIPTA and Central Yavapai Metropolitan Planning Organization (CYMPO) for administrative and project management services. RELATED STRATEGIC WORKPLAN OBJECTIVE Guiding Principles: Show initiative, imagination, and creativity. Build cooperative relationships regionally to expand and enhance NAIPTA’s positive impact.

Strategic Work Plan: NAIPTA will work with other agencies to coordinate procurement of materials and services e.g.,

fuel, insurance and internet, to achieve economies of scale wherever possible. BACKGROUND: On June 20, 2018, the NAIPTA Board of Directors approved a regional partnership request from the Central Yavapai Metropolitan Planning Organization (CYMPO) for procurement, grant management, and overall project management related to completion of the CYMPO Transit Implementation Plan (TrIP) for the greater Prescott – Prescott Valley area. The partnership allows the CYMPO to gain access to Section 5307 funds for their project while providing NAIPTA with some 5307 funding to offset our cost for participating in the partnership and overseeing this project. The Regional Partnership request letter and related staff report are attached for your convenience.

Central Yavapai MPO is recommending approval of this IGA on a parallel path as both parties and related legal councils have come to agreement on the IGA language. It is expected that CYMPO Board will take action on September 19, 2018.

The IGA supports the Board approved partnership and captures the roles and responsibilities as agreed upon by NAIPTA and the CYMPO. Upon approval of the IGA, staff from both entities can finalize and issue the procurement needed to get this project started.


TAC DISCUSSION: The Transit Advisory Committee discussed this item, specifically asking staff if details about scope of work to be included in the procurement were available. Ms. Dalmolin confirmed that our understanding regarding scope was that CYMPO was seeking a consultant to develop an implementation plan based on prior studies and that those details will be part of final procurement document. Ms. Dalmolin confirmed that the procurement will be Board awarded and therefore those final details will be available as part of that staff report and recommendation.

ALTERNATIVES: 1) Approve the IGA with Central Yavapai Metropolitan Planning Organization (CYMPO) for transit

planning and administrative services (recommended): The approval of the IGA allows staff to carry out the roles and responsibilities needed to facilitate the approved partnership with the CYMPO for completion of their Transit Implementation Plan.

2) Do not approve the IGA Central Yavapai Metropolitan Planning Organization (CYMPO) for transit planning and administrative services (not recommended): If the IGA is not approved, NAIPTA and the CYMPO will not have necessary authority for this partnership and the CYMPO would need to continue exploring options to secure funding and a delay in the creation of their Transit Implementation Plan is likely.

FISCAL IMPACT: There is no direct fiscal impact to NAIPTA however the direct cost reimbursement available to NAIPTA through CYMPO’s federal funds will offset local cost for positions to be involved in this project and contract management. The project and revenue were not included in the FY2019 budget. SUBMITTED BY: APPROVED BY: Heather Dalmolin Jeff Meilbeck Administrative Director CEO and General Manager ATTACHMENTS: 1. NAIPTA-CYMPO Intergovernmental Agreement - pages 22-31 2. June 20, 2018 Staff Report - pages 32-34 3. CYMPO Regional Service Request letter - pages 35-36


Central Yavapai Planning Organization Service IGA

1

When recorded return to: NAIPTA 3773 N Kaspar Dr. Flagstaff, AZ 86004

CENTRAL YAVAPAI METROPOLITAN PLANNING ORGANIZATION REGIONAL TRANSPORTATION AUTHORITY

SERVICE PLANNING IGA

This Service Planning Intergovernmental Agreement (this “Service IGA”) is entered into on the 1st day of August, 2018 (the “Effective Date”), by and between the Northern Arizona Intergovernmental Public Transportation Authority (“NAIPTA”) a corporate body and political subdivision of the State of Arizona, and Central Yavapai Metropolitan Planning Organization, an Arizona municipal corporation ("CYMPO"). NAIPTA and CYMPO may be referred to in this Service IGA each individually as a “Party” and collectively as the “Parties”.

RECITALS

A. NAIPTA is the intergovernmental public transportation authority (“IPTA”)

formed pursuant to A.R.S. § 28-9101 et seq. and the Original Master IGA dated March 14, 2006. The Original Master IGA was amended and superseded by the Restated and Amended Master IGA dated July 1, 2013. The Restated and Amended Master IGA is referred to herein as the “Master IGA.”

B. NAIPTA is governed by a Board of Directors (the “Board”) which includes representatives of Coconino County, the City of Flagstaff (“Flagstaff”), Northern Arizona University, and the Coconino County Community College District (“CCCD”);

C. Assistance with transit planning and regional partnerships that promote transit are consistent with NAIPTA’s mission and vision;

D. CYMPO has Section 5307 federal funds available from the Federal Transit Administration and requires a direct recipient to access the funds;

E. CYMPO wishes to partner with NAIPTA to access federal funding for the

purchase of consulting services for completing of the Transportation Improvement Plan, and NAIPTA agrees that assisting with such a transit plan would be consistent with NAIPTA’s mission and vision and would complement NAIPTA’s efforts for regional mobility options;

F. CYMPO Section 5307 Grant funds will be made available to NAIPTA

through a transfer of funds as agreed upon by the Arizona Department of Transportation (“ADOT”) for the creation of such a transit plan;



2

J. CYMPO wishes to partner with NAIPTA to access the federal funds and use the funds for completing the Transit Improvement Plan, all on the terms and conditions set forth in this Service IGA; K. The Parties are authorized to enter into this Service IGA by A.R.S. §§ 11-951 et seq.; 28-9101 et seq. and the Master IGA.

AGREEMENTS

NOW, THEREFORE, for good and sufficient consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties agree as follows: 1. Definitions.

In this Agreement the following words have the listed meaning, unless the context requires otherwise: "ADOT" means the Arizona Department of Transportation.

"FTA" means the Federal Transit Administration.

“STATE” means the State of Arizona.

“TrIP” means the CYMPO Transportation Improvement Plan.

2. Purpose. The purpose of this IGA is to set forth the terms and conditions pursuant to which NAIPTA will undertake to provide certain transportation planning services to CYMPO.

3. Obligations of NAIPTA.

3.1 General Obligations. 3.1.1 NAIPTA will amend the Transportation Improvement Plan (TIP) to

include this project as required for applying for and obligating federal funds.

3.1.2 NAIPTA will submit a Section 5307 funding application to FTA

requesting $220,000 of 5307 funding to necessary to undertake the tasks set forth in this IGA no later than October 31, 2018.

3.1.3 NAIPTA will conduct the procurement as written by

CYMPO staff no later than October 31, 2018 and provide technical advice and contract oversight to support CYMPO efforts in order to obtain the maximum benefit for CYMPO.



3

3.1.4 NAIPTA will provide both project management and grant management services for the life of the consultant contract and grant award, until final plan is complete, and all funds are expended.

3.2 Financial Management Obligations.

3.2.1 NAIPTA will document staff time spent on this project. NAIPTA cost

will not exceed $20,0000in federal funds.

3.2.2 NAIPTA will use an accounting system which complies with generally accepted accounting principles and with applicable requirements of the FTA. NAIPTA will comply with all requirements of FTA audit guidelines and any other provisions of funding agencies.

3.2.3 NAIPTA agrees to provide CYMPO with its annual audit and compliance and management letter, letter on internal controls and single audit report as soon as they become available. Any additional reports, including but not limited to granting agencies’ reviews, shall be forwarded to CYMPO for review. CYMPO shall have the right to audit NAIPTA’s books and records upon reasonable notice to NAIPTA from CYMPO, during the term of this Service IGA and five (5) years thereafter, to the extent that the books and records relate to the performance of this Service IGA.

3.3 Legal Services Obligations. NAIPTA will rely on its legal counsel for the

services and scopes described in this section, as approved by the Board of Directors.

4. Obligations of CYMPO.

4.1 General Obligations. 4.1.1 CYMPO will provide notice to ADOT to transfer $220,000 of their

annual appropriation of federal Section 5307 funds to NAIPTA. 4.1.2 CYMPO’S scope of work under this Service IGA is projected to

include the activities set forth in “Attachment A” hereto. CYMPO will develop and provide an updated scope of work for procurement of consulting services for the TrIP within a reasonable time (not to exceed 30 days) after the execution of this Agreement, with the parties hereto acknowledging that the scope may be changed to meet circumstances as they develop by prior written agreement of the parties. CYMPO will follow NAIPTA’s Procurement Policy.

4.1.3 CYMPO will provide project management for the life of the consultant

contract, until final plan is complete. Progress reports will be



4

completed monthly by the Project Manager and submitted to NAIPTA for grant management and reporting.

4.1.4 CYMPO will explore the legal and financial possibilities of transit

programs proposed in the TrIP and be solely responsible for next steps and cost.

4.2 Financial Obligations. CYMPO will document $55,000 of in-kind CYMPO

staff match as leverage for the federal Section 5307 funds.

4.3 Legal Obligations. CYMPO will rely on its legal counsel provided by the CYMPO Attorney for the services and scopes described in this section.

5. Term and Termination.

5.1 Term. This Service IGA shall be effective for an initial term of two (2) years from the Effective Date (the “Initial Term”) and can be renewed for one (1) additional one (1) year term unless terminated as provided in Section 5.3. 5.2 Notice of Renewal. This Service IGA can renewed as per Section 5.1 as long as one Party provides to the other Party written notice of the notifying Party’s interest in renewing this Service IGA, at least ninety (90) days prior to the end of the Term. 5.3 Termination.

5.3.1. Either Party may terminate this Agreement by giving the other Party ninety (90) days written notice of termination. NAIPTA will not incur any further obligation on behalf of CYMPO after receipt of a written notice of termination. CYMPO will pay NAIPTA for services rendered prior to the date of termination. This Agreement may be terminated without any further obligation on the part of CYMPO in the event that sufficient appropriated funding is unavailable to assure full performance of its terms. NAIPTA shall be notified in writing of such non-appropriation at the earliest opportunity. 5.3.2 Notwithstanding any other provision of this Service IGA: (i) termination shall not terminate either Party’s obligations under sections 6, 7., or 8. of this Service IGA; (ii) NAIPTA shall still comply post termination with the terms of sections 3.2.2 and 3.2.3 in relation to funds received or expended before termination and/or the return of funds to the FTA before or after termination; and (iii)through the effective date of any termination, CYMPO shall continue to comply with the terms of: sections 4.1.2, 4.1.3,



5

4.1.4; the amount of match contributions under section 4.2 as applies for funds received to termination; and section 4.3. 5.3.3. This Agreement may be terminated for conflict of interest pursuant to A.R.S. § 38-511.

5.3. Notwithstanding the other provisions of this section 5, if the grant funding anticipated under this Service IGA is not received by NAIPTA within two (2) years from the date hereof, this Service IGA will terminate and be of no further force and effect.

6. Records and Audit Rights. Each Party’s work and accounting records (hard copy, as well as computer readable data), and any other supporting evidence deemed necessary by the other Party to substantiate charges and claims related to this Service IGA shall be open to inspection and subject to audit and/or reproduction by authorized representatives of the other Party, to adequately permit evaluation and verification of the performance and cost of the work, and to conduct and prepare all audits and reports required by law. Representatives of each Party shall be afforded access, at reasonable times and places, to all of the other Party’s records and personnel, pursuant to the provisions of this Section, throughout the term of this IGA (including Renewal Terms), and for a period of five (5) years after last or final payment.

7. Indemnification. Each Party, as Indemnitor, will at all times, to the fullest extent permitted by law, indemnify, keep indemnified, defend and save harmless the other Party, and such Party’s agents, officials and employees (collectively “Indemnitees”) from any and all claims, demands, suits, actions, proceedings, losses, costs and/or damages of every kind and description, including any attorney’s fees and/or litigation expenses, which may be brought or made against or incurred by the Indemnified Party, on account of loss of or damage to any property or for injuries to or death of any person, caused by, arising out of, or contributed to, in whole or in part, by reason of any alleged act, omission, professional error, fault, mistake, or negligence of the Indemnifying Party, its employees, agents, representatives, or subcontractors, their employees, agents, or representatives in connection with or incidental to the performance of this Agreement or arising out of Workers’ Compensation claims, Unemployment Compensation claims, or Unemployment Disability Compensation claims of employees of the Indemnifying Party and/or its subcontractors or claims under similar such laws or obligations. A Party’s obligations under this paragraph do not extend to any liability caused by the negligence of the other Party or its employees, agents, subcontractors or officials.

8. Mediation. If a dispute arises out of or relates to this agreement and if the dispute cannot be settled through negotiation, the Parties agree first to try in good faith to resolve the dispute by mediation before resorting to litigation or some other dispute resolution procedure, pursuant to the procedures set forth in Section 14 of the Master IGA. 9. General Provisions.



6

9.1 INCORPORATION OF RECITALS. The Recitals are acknowledged by the Parties to be substantially true and correct, and hereby incorporated as agreements of the Parties. 9.2 ENTIRE AGREEMENT. This Service IGA constitutes the entire understanding of the Parties and supersedes all previous representations, written or oral, with respect to the services specified herein. This Service IGA may not be modified or amended, except by a written document, signed by authorized representatives of each Party. 9.3 ARIZONA LAW. This Service IGA shall be governed and interpreted according to the laws of the State of Arizona. 9.4 MODIFICATION . Except as otherwise specifically provided in this Service IGA, any amendment, modification or variation from the terms of this Service IGA shall be in writing and shall be effective only after written approval of all Parties. 9.5 ATTORNEY'S FEES. In the event either Party brings any action for any relief, declaratory or otherwise, arising out of this Service IGA, or on account of any breach or default of this Service IGA, the prevailing Party shall be entitled to receive from the other Party reasonable attorneys' fees and reasonable costs and expenses, as determined by the arbitrator or court sitting without a jury, which shall be deemed to have accrued on the commencement of such action and shall be enforceable, whether or not such action is prosecuted to judgment. 9.6 NOTICES. All notices or demands required to be given, pursuant to the terms of this Service IGA, shall be given to the other Party in writing, delivered in person, sent by facsimile transmission, deposited in the United States mail, postage prepaid, registered or certified mail, return receipt requested or deposited with any commercial air courier or express service at the addresses set forth below, or to such other address as the Parties may substitute by written notice, given in the manner prescribed in this paragraph. If to CYMPO: CYMPO Administrator CYMPO ADDRES ADDRESS Tel: Fax:

If to NAIPTA: General Manager

NAIPTA 3773 N Kaspar Dr. Flagstaff, Arizona 86004 Tel: (928) 679-8909 Fax: (928) 779-6868



7

A notice shall be deemed received on the date delivered, if delivered by hand, on the day it is sent by facsimile transmission, on the second day after its deposit with any commercial air courier or express services or, if mailed, ten (10) days after the notice is deposited in the United States mail as above provided, and on the delivery date indicated on receipt, if delivered by certified or registered mail. Any time period stated in a notice shall be computed from the time the notice is deemed received. Notices sent by facsimile transmission shall also be sent by regular mail to the recipient at the above address. This requirement for duplicate notice is not intended to change the effective date of the notice sent by facsimile transmission.

9.7 FORCE MAJEURE. Neither Party shall be responsible for delays or failures in performance resulting from acts beyond their control. Such acts shall include, but not be limited to, acts of God, riots, acts of war, epidemics, governmental regulations imposed after the fact, fire, communication line failures or power failures. 9.8 ADVERTISING. No advertising or publicity concerning NAIPTA using any contractor’s or subcontractor’s services shall be undertaken without prior written approval of such advertising or publicity by NAIPTA's Executive Director.

9.9 COUNTERPARTS. This Service IGA may be executed in one or more counterparts, and each originally executed duplicate counterpart of this Service IGA shall be deemed to possess the full force and effect of the original.

9.10 CAPTIONS. The captions used in this Service IGA are solely for the convenience of the Parties, do not constitute a part of this Service IGA and are not to be used to construe or interpret this Service IGA.

9.11 SEVERABILITY. If any term or provision of this Service IGA shall be found to be illegal or unenforceable, then notwithstanding such illegality or unenforceability, this Service IGA shall remain in full force and effect, and such term or provision shall be deemed to be deleted.

9.12 AUTHORITY. Each Party hereby warrants and represents that it has full

power and authority to enter into and perform this Service IGA, and that the person signing on behalf of each has been properly authorized and empowered to enter this Service IGA. Each Party further acknowledges that it has read this Service IGA, understands it, and agrees to be bound by it.

[SIGNATURE PAGE FOLLOWS]


CYMPO Central Yavapai Metropolitan

Planning Organization

30 May 2018

Central Yavapai Metropolitan Planning Organization

1971 Commerce Center Circle, Ste. E

Prescott, AZ 86301

Phone: 928-442-5730

Fax: 928-442-5736

www cympo org

JeffMeilbeck, General Manager/CEO Northern Arizona Intergovernmental Public Transportation Authority 3773 N. Kaspar Drive Flagstaff, AZ 86004

Dear Jeff:

I am writing to follow up on our recent conversations regarding the possibility of Central Yavapai Metropolitan Planning Organization (CYMPO) utilizing NAIPTA, an FTA 5307 direct recipient, as a pass-through agency for CYMPO to access its 5307 allocated funding for the purpose of advertising for and initiating an update to our 2007 Transit Implementation Plan.

Per the guidance of ADOT Transit, we explored all viable methods to access our 5307 allocated funding, and through our research and discussions with all involved parties have determined that a proposed regional partnership with NAIPT A would be the most expeditious and straightforward manner in which to secure the 5307 allocated funding to initiate and complete the Transit Implementation Plan (TrIP) update for the CYMPO region. Along those lines, we are happy to initiate a formal request to the NAIPTA Board for authorization of this regional partnering process.

The scope of the project and proposed timeline are as follows: • Finalize 5307 Pass-Through arrangements, including process review, MOU

development/finalization, Board(s) consideration (June-September 2018) • Advertise RFP for Consultant Services (October-November 2018)• Per executed MOU, CYMPO TAC and project staff review and rank consultant firm according

to advertised Scoring and Ranking Protocol, including consultant firm interviews (December2018-January 2019)

• Consideration/recommendation of approval of highest ranked consultant firm by CYMPO TACand Executive Board (January 2019)

• Negotiate Contract for Consultant Services (February-March 2019)• Consideration of CYMPO TAC/Board consultant firm recommendation and approval of Contract

for consultant services by NAIPTA Board (March-April 2019)• Notice to Proceed to selected consultant firm (April 2019)• Plan Update by consultant firm (April 2019-April 2020)

Attachment ABoard Agenda Packet

9/19/2018 - of 46

Attachment ABoard Agenda Packet

9/19/2018 - of 46

DATE PREPARED: June 7, 2018 MEETING DATE: June 20, 2018 TO: The Honorable Chairman and Members of the Board FROM: Erika Mazza, Deputy General Manager

SUBJECT: Central Yavapai MPO Regional Service Request RECOMMENDATION: Staff recommends the Board of Directors: Approve a Regional Service Request from Central Yavapai Metropolitan Planning Organization (CYMPO) for administrative and project management services. RELATED STRATEGIC WORKPLAN OBJECTIVE Guiding Principles: Show initiative, imagination, and creativity. Build cooperative relationships regionally to expand and enhance NAIPTA’s positive impact.

Strategic Work Plan: NAIPTA will work with other agencies to coordinate procurement of materials and services e.g.,

fuel, insurance and internet, to achieve economies of scale wherever possible. BACKGROUND: On May 17, 2017 the NAIPTA Board of Directors approved a Service Provision Outside the NAIPTA Boundary policy that clarified terms and conditions for how NAIPTA will consider requests for service outside the NAIPTA Boundary.

NAIPTA received a formal letter requesting assistance from the Central Yavapai Metropolitan Planning Organization (CYMPO) for procurement, grant management, and overall project management. CYMPO is looking to complete a Transit Implementation Plan (TrIP) for the greater Prescott – Prescott Valley area.

Under the guidance of Arizona Department of Transportation (ADOT) Transit staff, CYMPO explored all viable methods to access their Section 5307 allocated funding, and through their research and discussions with all involved parties have determined that a proposed regional partnership with NAIPTA would be the most expeditious and straightforward manner, in which to secure the 5307 funding and complete the TrIP update for the CYMPO region.

Pursuant to the May 2017 adopted Services Provision, the NAIPTA Board shall consider the request based on the following criteria:

1. Minimum Requirements: a. Direct costs of service are paid by Requesting Agency

The revenue will be obtained through the Federal Transit Administration with local match funds provided by CYMPO.


b. Indirect costs of service are paid by Requesting Agency CYMPO will provide a reimbursement of up to 10% of project cost ($20,000) for

NAIPTA’s direct cost for project administration, procurement services, and contract oversight.

c. The service request is consistent with NAIPTA’s Mission, Vision and Guiding Principles. This request is consistent with NAIPTA’s Mission, Vision, and Guiding Principles.

Including item #7 of our existing Workplan. d. NAIPTA can continue to meet all existing commitments to NAIPTA member agencies as per

the current Strategic Work Plan. The time commitment to this project would take some of Procurement and Grant

Administration’s time. With adequate scheduling, Procurement can add this to their project list. Under Grant Administration, this would be one more project to report and would not take away from other duties. The Project Management portion can be absorbed by the Planning Department. There are two project managers that have some time in their workplan to assist in overseeing the project with CYMPO.

2. Considerations

a. Does the Requesting Agency have a long-term funding commitment? CYMPO does not have a long-term commitment for funding. They will use this Transit

Plan to develop a long-term funding and cost allocation. NAIPTA’s role is assisting with the TrIP update. There are no future obligations identified or anticipated.

b. If no long-term funding commitment exists, what are the risks that service dependency will be created with short term service?

There are no service risks associated with assisting CYMPO’s Transit Plan. c. Are there indirect benefits to NAIPTA member agencies if the service request is honored?

Regional transit service has been a topic and a desire for several years. Approval of this request will move to further enhance mobility in northern Arizona.

TAC DISCUSSION:

The TAC meeting was cancelled due to lack of quorum.

ALTERNATIVES: 1) Approve a Regional Service Request from Central Yavapai Metropolitan Planning Organization

(CYMPO) for transit planning and administrative services (recommended): This request is consistent with the Regional Policy adopted in May 2017 and supports NAIPTA’s overall mission. CYMPO’s Transit Implementation Plan will enhance mobility in northern Arizona. Approval of the request will authorize staff to begin drafting a Memorandum of Understanding (MOU) to clearly designate roles and responsibilities.

2) Do not approve the Regional Service Request from Central Yavapai Metropolitan Planning Organization (CYMPO) for transit planning and administrative services (not recommended): If this service request is not approved, CYMPO would need to continue exploring options to secure funding and a delay in the creation of their Transit Implementation Plan is likely.


FISCAL IMPACT: There is no direct fiscal impact to NAIPTA however the direct cost reimbursement available to NAIPTA through CYMPO’s federal funds will offset local cost for positions to be involved in this project and contract management. The project and revenue were not included in the FY2019 budget. SUBMITTED BY: APPROVED BY: Erika Mazza Jeff Meilbeck Deputy General Manager CEO and General Manager ATTACHMENTS: 1. CYMPO Regional Service Request letter - pages 51-52 2. Boundary Map from Restated Master IGA 6.7.13 - page 53


DATE PREPARED: September 11, 2018 MEETING DATE: September 19, 2018 TO: Honorable Chairman and Members of the Board FROM: Alicia Becker, Transit Planner SUBJECT: American Public Transportation Association (APTA) Sustainability Commitment

Program RECOMMENDATION: Staff recommends the Board of Directors approve NAIPTA’s submittal to the American Public Transportation Association’s Sustainability Commitment program. RELATED STRATEGIC WORKPLAN OBJECTIVE

Guiding Principles: Be environmental stewards Strive for continuous improvement in all we do

5 Year Horizon: Plan with attention to “green” opportunities and long-term sustainability

BACKGROUND: The American Public Transportation Association (APTA) Sustainability Commitment is a pledge to become a more sustainable transit agency through daily operations and practices. The program provides a common framework to define, initiate, and advance sustainability in the public transportation industry. This program supports NAIPTA’s strategic objectives (To) Be environmental stewards and to Plan with attention to “green” opportunities and long-term sustainability. The APTA Sustainability Commitment recognizes members that make commitments to sustainability through four core principles and once a signatory, an organization can pursue higher levels of certification. Staff is requesting the Board approve our application to become a signatory of this program signifying the commitment to track baseline performance data and the creation of additional sustainability goals. APTA Sustainability Core Principles:

Make sustainability a part of the organization’s strategic objective Identify a sustainability champion within the organization coupled with the proper resources and

mandates Establish an employee outreach program on sustainability that engages staff on how to realize

sustainability goals and the organization’s progress in making those goals Undertake a sustainability inventory of the organization


There are no prerequisites for members to sign the commitment and signatories can meet the core principles on their own timing and resource availability. Entry-level status indicates the organization’s intent to fulfill the core principles set forth by APTA and yearly updates on the organization’s progress are required. Higher levels of recognition include Bronze, Silver, Gold, and Platinum and requires adherence to the core principles, as well as additional sustainability achievements and targeted improvements. An organization must be a signatory for at least six months before applying to a higher level. As an agency advances through the levels, additional action items and goals are incorporated. Should the APTA Sustainability Commitment be approved, staff would work to develop action items and goals. Some examples of action items and goals may include:

Reduce water usage in at least one facility/office; Incentivize employee commuting emissions reduction, establish policies for encouraging employee

transit use and carpooling; Make contracting with DBE firms part of the design and construction policy; Establish a strong collaboration with your MPO to exert influence on achieving more sustainable

modal splits in your area of service. TAC DISCUSSION: TAC was supportive of the recommendation and pursuing the APTA Sustainability Commitment. Additional resources are provided through the APTA program to support the pursuit of the APTA Core Principles including examples of possible future goals. ALTERNATIVES:

1. Approve submission of the APTA Sustainability Commitment (recommended): If the Board approves the submittal, staff will proceed with signing the APTA Sustainability Commitment and pursuing the core principles listed above, including tracking of baseline performance data and creation of sustainability goals.

2. Do not approve submission of the APTA Sustainability Commitment (not recommended): If the Board does not approve the submission, staff will not become a signatory of the APTA Sustainability Commitment and will not pursue further sustainability initiatives through this program.

FISCAL IMPACT: There is no budgetary or financial impact to become an APTA Sustainability Commitment signatory. NAIPTA will utilize staff time in the future to track performance data and participate in the program. Future goals developed through this commitment may have financial impacts. SUBMITTED BY: APPROVED BY: Alicia Becker Jeff Meilbeck Transit Planner CEO & General Manager


ATTACHMENTS:

1. APTA Sustainability Commitment Form -page 40


Please send application forms to the attention of Mark Teschauer by email to [email protected].

SIGNATORY APPLICATION The APTA Sustainability Commitment

My organization, _______________________________________________________________ a member of the American Public Transportation Association (APTA), agrees to adhere to the core principles of the APTA Sustainability Commitment, as follows:

1. making sustainability a part of my organization’s strategic objectives 2. identifying a sustainability champion within my organization coupled with the proper

human and/or financial resources and mandates 3. establishing an outreach program (awareness-raising and education) on sustainability for

all staff of my organization 4. establishing a base-line measurement for my organization of the following indicators:

- water usage - criteria air pollutants*

- GHG emissions (and GHG savings**) - energy use (electricity, fuel) - recycling levels/waste - operating expense per unlinked passenger trip* and vehicle revenue mile* - unlinked passenger trips per capita* in service area of operation - VMT* per capita in service area of operation

* applicable to transit agencies only Within one year of signing, my organization will give a progress report of steps made to achieve the core principles. Name and position of person empowered to sign on behalf of organization: ______________________________________________________________________________ Signature and date: ___________________________________________________________ Contact person/email (if different from above):_______________________________________


DATE PREPARED: September 11, 2018 DATE: September 19, 2018 TO: Honorable Chairman and Members of the Board

FROM: Jeff Meilbeck, CEO and General Manager SUBJECT: Transportation Decision 2018 RECOMMENDATION: The Board may provide direction, but there is no recommendation from staff at this time.

RELATED STRATEGIC WORKPLAN OBJECTIVE Guiding Principles: Collaborate to enhance service delivery View risks as opportunities

BACKGROUND: Staff are participating actively in the Transportation Decision 2018 process and will provide an update at the NAIPTA Board meeting. For more information, please see the website: www.flagstaffelections.org.

TAC DISCUSSION:

Ms. Lenners presented the public outreach PowerPoint and it was well-received by TAC members. FISCAL IMPACT:

SUBMITTED BY:

Jeff Meilbeck CEO and General Manager ATTACHMENTS:

1. Transportation Decision 2018 Flyer -pages 42-43


Propositions 419, 420, and 421 present an integrated and comprehensive

approach to improve Flagstaff’s transportation system

, address congestion, and plan for our future. The three proposals w

ork together to address the diverse transportation needs of our com

munity.

INTEGRATED PLAN

: These proposals present a comprehensive regional approach to address

our street, pedestrian, bicycle, and transit needs.

Connecting Our Comm

unity

Improving traffic flow

: Continuation of the existing tax will allow

Flagstaff to construct the most essential projects for the

next 21 years. This includes major efforts to address congestion along W

est Route 66 and Butler Avenue and reduce reliance on M

ilton Road.

Improving bicycle and pedestrian pathw

ays: Proposition 419 adds missing segm

ents of sidewalks, bike lanes, and trails

throughout the City.

Increasing safety: Proposition 419 includes traffic signal modernization, advanced traffic m

anagement system

s, and dark sky street lighting to im

prove public safety.

Proposition 419 is a continuation of an existing tax and the cost w

ould remain

42.6 cents on a $100 purchase. Proposition 419 w

ould remain in effect for the next 21 years.

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Bridging the TracksProposition 420 w

ill cost 23 cents on a $100 purchase. Proposition 420 w

ould be in effect for the next 20 years.

More Buses, M

ore OftenProposition 421 w

ill cost 15 cents on a $100 purchase. Proposition 421

would be in effect for the next 11 years.

Helping traffic flow

better: Proposition 420 will help traffic flow

better by building an overpass betw

een Butler Avenue and Route 66 at Lone Tree Road. Com

bined with the im

provements to Lone

Tree Road in Proposition 419, the Lone Tree Railroad overpass is designed to provide an alternative to M

ilton all the way from

I-17 to Dow

ntown.

Investing in infrastructure: If we continue to w

ait, the future cost to build the overpass w

ill likely be greater as interest rates and the cost of labor and m

aterials continue to increase.

Increasing Frequency: Proposition 421 includes a cross-town bus every

15 minutes during business hours and cuts w

ait times in half at m

ost locations.

Increasing Service Hours: Proposition 421 w

ill increase Mountain Line’s hours

of service until 11 pm on w

eeknights and past midnight on w

eekends.

Leveraging Resources: If Proposition 421 passes, NAU

has comm

itted to paying m

ore than $1 million per year to fund a U

niversal Access Pass (UPASS)

program to open up transit for all students.

The Fourth St. overpass bridge w

as com

pleted in 2006 w

ith Transportation Tax funding,

providing a vital link betw

een north and south Flagstaff. The proposed Lone Tree

overpass could have a sim

ilar impact on

connectivity and traffic flow

.

ww

w.flagstaffelections.org

@FLGTransportation

CurrentW

ith Prop 421W

eekday Business H

ours30 m

inutes15-20 m

inutes

Weekends

60 minutes

30 minutes

CurrentW

ith Prop 421W

eekday Service End

8 or 10 p.m.

11 p.m.

Friday/Saturday Service End

8 or 10 p.m.

After midnight

Bus Frequency Improvem

ents on Most Routes

Longer Service Hours on All Routes


Historic Route 66

Christmas Tree Ln.

Country Club Dr.

Soliere Av.

Soliere Av.

Kaspar Dr.

Lockett Rd.

Fourth St.

Cedar Av.

Forest Av.

Fort Valley Rd.

Fort Valley Rd.

Peak View St.

Fremont B

lvd.

Thorpe Rd.

Thorpe Rd.

Santa Fe Av.

Beaver St.San Francisco St.

Butler Av.

Lone Tree Rd.

Milton Rd.

Woody Mountain Rd.

Historic Route 66

University Av.

McConnell D

r.

University Dr.

Knoles Dr.

Woodlands Village Blvd.

Lake Mary Rd.

Walapai Dr.

J.W. Pow

ell Bl. (existing)

J.W. Powell Bl. (existing)

J.W. Pow

ell Bl.

Flagstaff Pulliam Airport

Fourth St.

Beaver St.

Mikes Pike St.

Huntington D

r.

Butler Av.

Butler Av.

Foxglenn St.

Fox Lair Dr.

Marketplace D

r.

BUFFALO

PARK

THO

RPE PARK

Route 66

Lone Tree Railroad Overpass

from Butler Ave. to Route 66.

CurrentW

ith Prop 421W

eekday Business H

ours30 m

inutes15-20 m

inutes

Weekends

60 minutes

30 minutes

CurrentW

ith Prop 421W

eekday Service End

8 or 10 p.m.

11 p.m.

Friday/Saturday Service End

8 or 10 p.m.

After midnight

Bus Frequency Improvem

ents on Most Routes

Longer Service Hours on All Routes

Downtow

n Connection Center relocation

Bus Routes

Roads (10.9 Miles)

Pedestrian/Bicycle ProjectsFacility

Amount

Sidewalks

11.2 miles

Bike Lanes33.8 m

ilesFU

TS14.7 m

ilesAt Grade Crossings

12 totalBridges/tunnels

7 total

New

Road*W

idening Existing Road** Road projects are Com

plete Streets that include

bike lanes and sidewalks that are included in the

P edestrian/Bicycle project figures.

• Planned ser vice to Woody M

ountain Road• Capital infrastructure for im

proving efficiency,

including tr ansit signal priority and bus lanes

Proposition 420Bridging The Tracks

Proposition 419Connecting O

ur Comm

unity

Proposition 421 M

ore Buses, More O

ften


October: TAC Meeting is Thursday, 10/4 Board Meeting is Wednesday, 10/17 ITEMS: WHO & WHAT: CCC Prop 417 Presentation (TAC Only) Ron Hurle NAIPTA FY2018 Annual Report Heather D. - D/ATransportation Decision 2018 Erika - D/A Office Remodel Construction Final Update Wade - PR Workforce Utilization Report Heather D. - PR Employee Satisfaction Survey Erika- PR Current Events Erika - PR Nov/Dec Agenda Calendar – Add to Every Agenda PacketStrategic Workplan – Add to Every Agenda Packet November: TAC Meeting is Thursday, 11/1 Board Meeting is Wednesday, 11/21 ITEMS: WHO & WHAT: Transportation Decision 2018 Erika - D/A Mountain Line Financial Projections Heather D. - D Current Events Erika - PR Dec/Jan Agenda Calendar – Add to Every Agenda PacketStrategic Workplan – Add to Every Agenda Packet December: BOD and TAC Advance is Thursday, 12/6


Strategic Work Plan

January 2018 to June 2019

MISSION Getting You Where You Want To Go

VISION To create the finest public transportation experience making NAIPTA services an excellent choice for Northern Arizona Communities.

GUIDING PRINCIPLES

Treat everyone with respect Put the customer first Show initiative, imagination and creativity Be environmental stewards Collaborate to enhance service delivery Be trustworthy and dependable Strive for continuous improvement in all we do View risks as opportunities

Be fiscally responsible and responsive to changing demographics

5 YEAR HORIZON Plan with attention to “green” opportunities and long-term sustainability. Apply imagination, creativity and innovation to improve the service we deliver. Evaluate the effectiveness of our brand, name and image in creating stronger

ties with the public. Build cooperative relationships regionally to expand and enhance NAIPTA’s

positive impact. Establish financial policies and seek revenue sources to maintain fiscal

strength. Follow through on promises we have made.

10 YEAR HORIZON NAIPTA will be a seamless, inclusive regional system that is fully supported

by member communities. NAIPTA will be known for finishing what we start in a responsible,

professional and timely manner. People will know NAIPTA… people will use NAIPTA. Marketing has

succeeded. NAIPTA will be known for living the guiding principles.


18 Month Work Plan Measurable Objectives

1. NAIPTA will engage actively in the Transportation Decision 2018 process and will

begin by making a case to the Citizens Transportation Tax Commission (CTTC) and Flagstaff City Council for an approximate 1/10 cent transit increase. NAIPTA will fully support the effort regardless of whether the initiative ultimately includes transit funding.

2. NAIPTA will complete its analysis and recommend a location for a Downtown Connection Center and will work with the City and County to procure ownership or access to the chosen property by December 2018.

3. NAIPTA will develop and implement a higher education bulk rate discount pass

program (U-Pass) with NAU and CCC that provides students with fare-free access to the entire Mountain Line network by December 2018.

4. NAIPTA will continue to work with NAU on partnership related to fleet maintenance, operator training and interlining routes through the 18-month period.

5. NAIPTA will answer the question, “how and when would Mountain Line service

improve with increased funding” by developing a specific prioritization and timeframe for launching frequency and span of service increases in time for Transportation Decision 2018 voter education.

6. NAIPTA will work with the City to develop transit-oriented Street and Design

Standards, Development Criteria and the Traffic Impact Analysis methodology so that transit access and circulation requirements are addressed throughout the City’s design and development review processes.

7. NAIPTA will work with other agencies to coordinate procurement of materials and

services e.g., fuel, insurance and internet, to achieve economies of scale wherever possible.

8. NAIPTA will develop a fare strategy, revenue generation, and pass distribution plan

that results in increased ridership and increased fare-box return. 9. NAIPTA will work with the Flagstaff Unified School District (FUSD) and Charter

Schools to develop a white paper identifying potential strategies for NAIPTA to provide service to schools and identifying potential means by which schools could provide funding to support such service by June 2019.
