00:00:06,530	Everyone, it is 10:01. On October 14th, I will call to order the Bismarck Mandan MPO technical Advisory Committee, and we’ll begin with roll call. Ben Earth Here, Dan Sriak. Here, Deidre Hughes. Chris Holzer? John Sai. Here, Andrew Strami Jarek Wigness. Greg Fraser. Here. Mitch Flanagan. Natalie Pierce. Dean Schloss, Wayne Zacher. Cher Lukaszewski. Here.

00:00:47,130	Item number one on the agenda is is review impossible approval of the minutes. What are the wishes of the board? Oh, this is Ben. I’ll move to approve as presented. Thanks, Ben. I have a first. Is there a second? A second. Thanks, Chris. Rocco Ben Eyreth, Dan Sriak. Yes Chris Holzer, John Sai. Yes. Andrew Strammi.

00:01:20,470	Greg Fraser, Mitch Flanagan. Uh yes. Dean Schloss, Wayne Zacher. Yes, Chakszewski. Yes, minutes are approved. Item 2 on the agenda is, uh, consideration of the Bismarckman and MPO monitoring report update. Um, solicitation. Thank you, Rachel. Give me one moment and I will share a screen.

00:02:20,000	Mm OK All right, so exhibit A in your packets or page 9 is an invitation uh for bids for the, uh, the NPO has, uh, prepared an invitation for bids to update its monitoring report. So our monitoring report provides a comprehensive understanding of existing conditions and recent trends which influence transportation within the NPO area.

00:02:48,900	So this document provides the public and our jurisdictions with statistics on people, housing, employment, and travel. It has been over 5 years since we were last able to update the report. So NPO staff is planning to hire a consultant for the 2025 budget year to update the data and format of this report.

00:03:08,670	As part of this project, the NPO will also be evaluating whether future monitoring report updates would be best handled through a regular consultant contract or through in-house staff training. So the intent of the update is to provide the public and our jurisdictions with a relevant educational, accessible and interesting resource to complement the NPO’s existing studies and projects.

00:03:29,930	I will note that this project has a not to exceed budget of $40,000 if the update is approved, the project will be incorporated into our 2025 unified planning work program and the NPO will proceed with solicitation, selection of a consultant and contract negotiations as outlined in exhibit A on your screen.

00:03:55,800	So for Small purchases of 1000 to $50,000 procurement standards require us to solicit proposals or bids from at least 3 vendors. We have at least. 6 local consultants that we will be soliciting for the project. And we will select a firm uh based on relevant uh project criteria, and I will just, well that is outlined in section C, um. Which is selection and approvals.

00:04:19,130	Uh, bids on the project will be due to our office by November 6, 2024, the MPO would intend to execute a contract with the selected firm by early 2025 and complete the project before the end of 2025. And I will be serving as project manager for this update.

00:04:47,030	Are there any questions from the board on this? Even this is Wayne Yes, Wayne. I guess I still have the same concerns I did the last time when you a few months ago when this was was emailed to me.

00:05:09,870	I, I know the UPWP is coming up, but that’s one of my, I mean, again, trying to to match up the contract exactly with the UPWP contract and, and, and everything else, it’s, it’s really gonna be difficult and, and so I have some concerns with this. With with the timing of it anyway. Uh, thanks, Wayne, um, it’s something that the NPO staff will be monitoring as we go through our UPWP.

00:05:33,970	But What what I’m getting at is we because you know we can’t sign anything until it’s in there and until we have that signed contract and so on. So again, it’s um more than just monitoring the cost. It’s, it’s timing and everything else and so I, again, it, it just that that’s where I’m sitting at, so.

00:05:54,130	Uh, we’ll make sure it’s clear to anyone who’s Bidding on the project that, uh, any contract won’t be able to start until the first of the year. OK, again, and, and I know you’re, you’re aware, Rachel.

00:06:14,130	It, it’s, it’s more than just the first of the year because again it, it’s the availability of those federal funds that again, we, that’s what we’re shooting for, but we have to have those funds authorized, so, so nailing down a date is, is next to impossible right now. Um, I think that might be. Something for DOT and NPO to talk about offline because it also impacts the ability of NPO staff to do work in the first of the year.

00:06:35,330	Um, but I think regardless if the NPO staff is not able to work, um, we, we wouldn’t be directing our consultants to do work either. So, um, I I think that uh we’ll be open and honest with any proposing persons.

00:07:05,100	Um, about the situation for funding and the the parameters around the contract, um, if something materializes from the consultant’s end regarding that, uh, will be, uh, sure to bring that forward to Fed highway and DOT for further consideration. Rachel, I, I maybe missed it, but uh. Can, can you kind of point us? Where, where it start date is identified in the scope of work is a start date identified? No, they’re not a definite start date, we just.

00:07:28,070	We know that it has to be within the 2025 unified Planning Work program, so we were basing it basically on availability of of federal funds and the timeline of the contract and such.

00:07:48,330	Yeah, and so I’m assuming Wayne’s concern over availability of funds can be worked through when the contract is being developed with uh with a potential vendor. Is that your understanding as well? I would think so and we can also make a disclaimer and bold it within the solicitation, uh, the parameters of when the contract will start. OK, thank you. I had one more question, um. Uh, thanks for for presenting this.

00:08:11,330	I, I thought it was a well-written proposal. And again, I, I might have missed this too, so my apologies if I did, but is there, uh, an anticipation of, uh, like a reoccurring update to this, uh, to uh, to the monitoring report and if so, what type of update cycle where you, where you kind of thinking

00:08:27,900	about? That’s part of the scope of work for the project is working with the consultant on. The best uh plan for us moving forward. So yeah, it may be, it is mentioned in the proposal that it it we’re open to either, um, but yeah, we’re we’re kind of gonna be determining that over the course of the project,

00:08:47,530	like what is feasible, uh, for our office. OK, thank you. Are there any additional questions on the Invitation for bids. Uh, if there are none, um, we’ll take motion for Consideration of the invitation for bids? This is Ben. I, I would uh so move. Thank you, Ben. I have a 1.

00:09:17,730	Is there a second? just like that. Thank you, Andrew. Rocco Ben Ereth. Dan Sriak Yes, Chris Holzer. John Sai. Yes, Andrew Strami. Greg Fraser. Mitch Flanagan, Dean Schloss, Wayne Zacher. Yes. She Lukaszewski. Yes. Motion passes. Item 3 on the agenda is, um, consideration of the draft 2025 unified planning work program. Uh, this is exhibit B in the packet.

00:09:57,170	Um, I’ll share that on my screen, and then I also have uh two handouts that I provided uh for the board members, um, since this was included in the packet, there’s been a few revisions to the financial um expectations for our 2025. Work program Um, and I’ll highlight those items. Um, when we get to those.

00:10:22,770	And I can also share them on my screen. All right. Um, so exhibit B starts on page 17 of the packet. Uh, so if the board members are familiar with prior versions of our UPWP. You’ll note that the format and the structure of this UPWP is quite different than what we’ve done in the past.

00:11:00,230	Um, Federal Highway has been reviewing our UPWP for a few years and they’ve been, um, suggesting and requesting, um, additions and uh revisions to our document to make it more in line with federal code. Um, so, uh, I’ve been reviewing those and over time incorporating more and more as I have been able to, um.

00:11:22,670	And with this current UPWP, uh, we found staff found that it would be advantageous for us to streamline our UPWP and instead of having several different task areas which staff need to monitor their time within, track time, um, and then uh track budget for, uh, if we are able to reduce the number of tasks that we use within our, uh, organization and the way

00:11:44,930	that we organize our time. We’ll be able to move through and execute the work program more effectively. Um, so, Starting on page 19 of the packet. Um, one of the first major changes, uh, that we’ve made to the document is to include an adopting resolution, um, and I used, uh, I modeled our resolution off of a similar

00:12:10,130	resolution for the Grand Forks East Grand Forks MPO, um, and it outlines very broadly the basic elements of a UPWP and the responsibilities that locals, the NPO, and state and federal partners have to the federal funds. So you’ll note that there’s a 20% local match provision.

00:12:36,670	Um, uh, as well as, uh, some, some highlights of how our uh UPWP acts within our organization. Um, so, uh, should this, um, version of the UPWP be accepted by tech and Policy board, uh, the policy board chair would sign this with a date of adoption and a date of approval, excuse me, and then, um, I would attest.

00:13:01,800	Uh, additionally, uh, we have added into the text portions of the UPWP a listing of the members of our NPO boards, both for TA as well as the policy board, uh, we did prefer just to leave this as a, Sort of a job description level, not including individual names, uh, that way should a name need to change, we don’t have to go

00:13:22,600	through revising the UPWP. Um, but this is considered a best practice by the federal government. Uh, additionally, we listed out our tech and policy board meetings for the coming year, uh, with a list of, uh, times when those meetings occur.

00:13:49,270	Uh, the remaining portions of the document have been updated to reflect the future 2025 year, um, such as adding in things that we’ve accomplished for the last year, things that we’re looking forward to in the the new year. Um, the federal planning factors have not changed and neither have the federal performance goals.

00:14:13,270	Uh, we continue to list out, uh, based on the 2025 projects, uh, how they relate to the performance goals. Um, and I did update the timeline table for our metropolitan transportation plan update since we’re coming to the close of our MTP, um, it’s appropriate for us to look towards the next MTP and list out the future steps for that update.

00:14:41,070	Um, We continue to list how we are striving to meet the federal planning emphasis areas. Um, and I made a slight, uh, revision to the UPWP amendment guidance, uh, to include the federal code that Um, that governs how and how we are allowed to modify or amend a UPWP.

00:15:08,870	So it’s tying that back to the federal code, uh, a little more tightly, uh, however, uh, we still retain the the wording. From prior, uh, UPWPs where our threshold of a modification versus an amendment is 10% of the annual amount of our grant that is our CPG grant.

00:15:39,830	Um, I’m sorry, so to, to clarify, uh, a funding amount that is less than 10%, uh, will be changed through a modification and will make the board’s NDDOT and Fed highway and Freed Transit aware of that at the next board meeting, um, and an amount that is at 10% or above, we will, um, go through. and document the exact change and present that for the board’s consideration through an amendment.

00:16:07,000	Um, these are typical elements for the UPWP, um, so I will now address for you how we’ve changed the tasks or how we’ve broken out the ways in which we track our time and the ways in which we track our monies, um, our first task or task 101 will be exclusive to administration, uh, the funding associated to task 101

00:16:30,570	will be all staff wages and benefits. Uh, within this task. Also listed out uh the basic objectives of the NPO, uh, which are to create an MTP to create a tip and to create a UPWP and to maintain these, um, as needed, um, or as regulated by the federal government.

00:16:54,530	Uh, this Language comes directly from our amended bylaws which were amended last month. Um, we also list out uh several uh tasks that the NPO staff does throughout the year.

00:17:20,230	Um, this is, Intended to be an exhaustive but generalized list, uh, so we’re not trying to list out every possible activity that NPO staff could do, but all activities that would typically occur within a calendar year and uh this list will be reviewed every UPWP cycle to ensure that the list is current and accurate. So you can see uh we have several items listed such as update of the MTP, the TIP, the UPWP working with our transportation studies.

00:17:44,700	Working with transit, uh, preparing office documents, and then general staff actions. Uh, I’ve also included a general, um, timeline of when our major Um, documents will be updated, um.

00:18:17,870	And, uh, you’ll note that for the transportation studies we are shooting to have RFPs out in the summertime with contract negotiations in the fall time for contract start dates to be as soon as the first of the year, um. And then remaining elements, uh, to be determined per the planning study, um, and we’re able to move through using the annual grant, we, we become more proficient at using the annual grant.

00:18:41,030	I imagine that we’ll be able to adjust this timeline for when we start the contract negotiations on studies, we’ll have a better understanding of how the, how we spend down funds. And we may not need to be so prescribed about this process. And uh hopefully that will address some of the concerns by NDDOT with regards to, uh, when we start and end our planning studies.

00:19:06,970	Uh, the second task is called professional services, vendors or consultants. Uh, this is previously similar to our, uh, planning and planning studies and data acquisitions item, uh, any type of transportation planning project that we do that must be contracted to another firm would fall into this area.

00:19:31,230	Uh, so there is no staff time dedicated to task 102, it is simply the the federal funds and the local funds that go towards those contractual obligations. Uh, so we have listed out, uh, the projects that we expect to close this year. The projects that we expect to complete this year and then projects that we expect to carry on into 2025.

00:19:57,100	Um, the next table is one that we have included in past UPWPs, although it is a newer element and it is to outline each of the expected projects for 2025, provide a short description and then provide targeted start and end dates.

00:20:22,270	Uh, we also call out um any item with an asterisk in this column, so the safety policies is steady, um, and I think that’s the only one we have listed here, uh, will be, uh, eligible or is expected to be eligible to use the complete streets set aside, which is a 2.5% of our annual grant. Uh, additionally, and I think you, uh, again for helping me prepare this next table, uh, I’ve listed out potential future projects that we may consider doing in the future.

00:20:47,830	Uh, I’ve listed a suggested year if that year is very obvious. Um, the year, the, the obviousness would come from a routine update, um, that’s required by federal regulation or that, uh, we’ve received expressed interest from, uh, one of the local jurisdictions. They’re interested in pursuing a particular study for a certain year.

00:21:13,070	Um, however, we, we do not want to suggest to you that these are the studies that must be done in this year. There’s simply suggestions and we wanted to be able to have.

00:21:33,530	Something of an idea of what might come in future years, and that way when we are working on RFPs or contract negotiations prior to the first of the year, we, we are still letting the public know that this project might be coming. And that was a concern by ND DOT, um, so we’re able to cover that concern here. Uh, the 3rd.

00:21:58,300	Uh, task is called capital operational and travel expenses, uh, so just to recap, we’ve looked at staff time and benefits. We’ve looked at uh transportation studies or outsourced items, things that don’t, that aren’t paid directly to anyone in the NPO, and now we’re looking at all of the expenses that our office has throughout the year that may be associated to traveling, training, um. Rental expenses, um. Or supply needs.

00:22:27,730	Uh, this is also the area that includes a subscriptions for the last few months we’ve had quite a lot of discussion on whether or not the NPO will participate with the, uh, uh, government partners program and that is considered a a subscription based, uh, activity.

00:22:54,800	So the, the $6000 total sum is categorized under task 103, and I’ll show where that is in our budget in a few minutes. Overall this uh task is divided out into 4 sections, uh, the basic sections, as I mentioned, are rental spaces.

00:23:21,170	So, uh, rental of our office space, uh, parking space, the costs associated with our portions of electric or snow removal that we participate on with the city of Bismarck. Um, another area would be lodging and travel expenses. So any time that NPO staff attends a conference, the associated. Uh, expenses would go to this, uh, second area. Office operations.

00:23:47,030	Paper supplies, paper clips, this type of thing, and then number 4 is office supplies, although um I have adjusted this, uh, it’s not available on your screen, but it is available in what I Uh, may eventually send to Fed Highway and DOT, um, for their final consideration that this item number 4 is called office supplies and subscriptions. We previously had a very small budget for subscriptions.

00:24:11,900	It was about $120 annually, and so I, I didn’t find that it was a large enough item to name a section after, but since the Uh, go ahead to pursue um attendance with the Government partners program, I felt that it was something that sort of uh rose to the top a little more and I felt it was appropriate to adjust the name of this section Office supplies and subscriptions.

00:24:37,000	Um, and then we do have a note that any capital purchases will be conducted in accordance with appropriate procurement policies that are set forth by City of Bismarck and NDDOT. Um, The 4th and final task is dedicated to our use of complete streets, um, complete streets funding, we have a federally mandated for us to spend and track 2.

00:25:04,130	5% of our CPG grant, um, on complete streets eligible activities. And as I was trying to parse out the easiest way for us to share that information with the public and then to follow up on that, um, within our staff processes, I found that Complete Streets is actually allocated both to staff time,

00:25:23,400	which is a task 101, as well as to our transportation studies, which is a task 102, but even within our studies, we might have multiple studies with multiple match partners and so it It was not a very easy task for me to try and break out the usage of complete streets with

00:25:44,770	task 101 or within task 102. So although we will be expanding, uh, complete streets funds in those two tasks, I’ve dedicated task 104 to be kind of a clearing house for how the NPO plans to spend all of that funding.

00:26:08,870	This way we can give a clear picture to the public, to our oversight, and, um, Be able to monitor it ourselves. Um, so that we know where this 2.5% is going where we intend it to go, and we don’t have to be comparing multiple task areas.

00:26:32,700	Uh, so that’s why this area is called tracking only, um, it means that we’re displaying the funds we’re describing how they’re going to be used, but we’re not because Um, our staff or our studies will already be using that money. We can’t track the money twice. We can’t spend the money twice, um, and so this is the way I was, I found it easiest to show it without. Giving the impression that we’re spending it doubly.

00:26:59,970	So those are our 4 task areas, uh, we also have, um. Uh, 2 tables to show where our funds come from and then also uh an estimate of how much money we are expected to spend by the end of the year, um, based on our current estimates, we will have uh just under $20,000 left of our federal grant at the end

00:27:20,800	of the year. Um, and now. Uh, what I would like to share with you is the handout that I provided. And this is likely the most important, uh, page for you and your commission councils. Uh, this is our UPWP budget.

00:27:47,570	You’ll recall from past years that the UPWP funds were sort of discussed in multiple areas. It was maybe a little difficult to understand exactly what your local match was or where to find that. So I consolidated all of the financial elements onto one page and what you’ll see on the on the version, uh, you have two papers, one has red letters and this one has no red letters.

00:28:06,200	This is the cleaned version. Uh, you’ll see that We have at the top are overall budget for 25, a breakout of the federal and local shares, and then how much of that money is being requested of each of the jurisdictions for 2025.

00:28:27,630	Uh, we have a breakout of the funds for task 101, staff benefits and wages, uh, in this task, the only local partner is the City of Bismarck. In task 102, we have a list of our expected planning studies consultants and vendors, uh, with the, the breakout of the funds for those, you’ll note that, um, each project, um, is divided differently on its local portions, uh, and I tried to.

00:28:52,530	Uh, provide a little bit more context under the notes for how that local portion is being divided. If there is no note, it means that all partners are participating on the standard.

00:29:16,530	Um, Percentages and those percentages were adopted by tech and Policy boards several months ago, um, they’re based off of population that is determined by the census. So, so if there’s no no number here, no text here, it means that you are following your percentage at the top of task 102. Rejo, can you show the table that you’re showing in the room, we can’t see it online. Oh, thanks, Wayne.

00:29:37,000	I, I didn’t know that, um, yes, thank you for letting me know. Um, You can’t see it online. Has it come up now, Wayne? Got it. Thank you. Great, thanks, um. Uh, let me know if it’s not very readable online, and I can adjust the size.

00:30:11,600	Um, Uh, so, so for Wayne and, and members online, um, uh, at the top is the total local portions, total federal portions. Uh, we have task 101, task 102, and then here is the area where I give more detail to, um, how that local match is broken apart if the project is expected to use complete streets, uh, I have noted it in this last column.

00:30:37,730	Uh, so moving on, we have task 103 and then you’ll see here I have updated that 4th and final uh line, uh, office supplies and subscriptions. to account for the additional funds, um, required. Uh, to. Participate in government partners program, um, Uh, in my next sharing, I’ll explain.

00:31:08,130	Where the government partners money is coming from because I did have to take it from, uh, other areas of our budget, and I want you to be aware of those changes. And then finally, um. Um, and then you’ll see that, uh, with regards to task 103, it’s only under that subscription that the 4 remaining jurisdictions are providing local match as it is now for the 2025 expenditure.

00:31:32,730	I did break it out by the standard, uh, population-based breakout. Um, if we find that there’s a jurisdiction that chooses not to participate, um, and we can find a partner who’s willing to, to take on that missing.

00:31:56,270	amount we can adjust these local amounts, uh, with a modification in the future, it is far easier for me to address government partners prior to the adoption of the UPWP than to explain it and document it after the fact, after the UPWP is approved at the federal level. Um, so these local matches are subject to change pending, um, review and consideration by local councils.

00:32:26,170	And finally task 104, um, here we have, um,,,, $4000 set aside for staff, uh, associated time, uh, on complete streets and then just over $15,000 set aside for complete streets associated to our studies data acquisitions, vendors, consultants. Um, uh, so this is the cleaned version of our proposed 2025 budget, uh, on this page.

00:32:56,030	Um, I will very briefly share with you where that government partners funds are being used or, um, being, uh, seconded from, um, up here in the top, uh, what I call amendment summary. Uh, we are transferring almost $4000 from a tech modeling. This was a line item that had about $20,000 from it and the the local partners were Bismarck and Mandan.

00:33:21,200	So you can see that, um, of that $4000 there are slight deductions to the requested local match on that line item for those local partners. Uh, we also took a little over $2000 out of staff, um, associated travel and training expenses. Um, and that is in task 103. Uh, we reduced this, um, line item by about 25%. To accommodate the remaining need.

00:33:51,600	And then, um, because the participation is considered a subscription, we transferred that $6000 into office supplies and subscriptions, uh, from 2300 now to, um, what is on your cleaned page, uh, 8300. Um, and then in, in blue, um, I’m providing what this line item will look like once it’s approved.

00:34:18,230	So the intention is that we don’t want to keep, uh, an accounting of every single change through time that happens to the UPWP. Um, I’ll have a copy of this in our, uh, UPWP modification or amendment, um, portions on the website, but when you when and if you see a modification in the.

00:34:40,200	future, uh, you’ll simply see these these cleaned blue lines in the table to keep it readable, um, and, and keep the, the. Uh, Uh, to make the funds more understandable. Um, Uh, so with that, I, I thank you for allowing me time to really dive into the UPWP and explain those changes to introduce you to the new budget sheet.

00:35:04,200	Uh, this is the sheet that you should go to if your Comm. counsels want to know how much is being requested of your offices for the future year. And if there are any changes over time to our budget, it will be reflected in this, uh, in this sheet, uh, which we will keep updated on our website.

00:35:26,670	Uh with that, I’m happy to take any comments or questions that you have about the UPWP, um, we did have this reviewed by state and federal partners, um, We did receive back some comments and I’ve tried to address them with federal highways, um. And Federal Transit said that they had no further comments after those were addressed.

00:35:51,730	Any questions or concerns? So is this the final or is this the draft? Just being sent out again as a draft? This would be considered the final draft, so if approved at both boards, it will be sent to DOT and Fed Highway for their consideration to make final upon their approval.

00:36:14,270	Yeah I will, I saw a couple type of things in there, so I’ll get through it today and send it to you. Great. Right Um, if there are any additional changes between now and And the final approval I can share those with the board, um. Uh, in a month or two when they’re when they’re approved. Chiszewski, um, one comment I have.

00:36:35,570	I’m trying to find the page in here. With the projected future studies to be done. I believe. The Hay Creek study showed. Man in as a partner, I think that might need to be burly, possibly. And then there was a study identified for 40th Avenue. And if I recall, were interested in 40th Avenue Southeast in the Lakewood area.

00:37:03,670	And I, I think it was notated as northeast. Um, Perhaps inadvertently so. Hm. I don’t believe I had any other questions so. OK, so 40th should be 40th Avenue Northeast southeast Southeast, not northeast. OK. Thank you for that. Rachel, as long as you went back into the document up on page 2.

00:37:28,800	Two of the document? Uh, of your 22 of the document it’s um goes it’s a page that has the UPWP or the the board dates. Or dates, yes, thank you. In here there’s oh the Walmart, there, there’s a couple of instances where instead of the UPWP it’s UWPW. Scroll down a little bit.

00:37:58,870	It’s at the bottom of that. Uh, right there. Above the by August right there by your cursor and then in the paragraph below it as well. Yes, OK, I’ll do a word search on that and change it. Then when you’re showing that uh the table separately.

00:38:33,400	Um, you have 22 studies identified using complete street ones, but in the document you only have one. Right, I think, um. I think the traffic counts did not get an asterisk, and I will add the asterisk to traffic counts.

00:38:56,000	Yeah Then so just in, and I, I don’t have a problem with the document, but just as you’re going through and we had talked about the, I, I know you got to the study pages or future studies, that type of thing as as you’re getting ready for RFP process. Just keep in mind that the studies really should be in an approved UPWP before we even start looking at the RFP process.

00:39:14,670	So I, I know you have them listed, but make sure that that gets updated if you’re gonna start wanting to get RFPs out and so that we can at least point to it and say, yep, it’s, it’s preparation for this um that it it’s identified it’s using these funds, we, we need to make sure that we have some

00:39:33,200	of those assurances as well, so. Um. with your timeline you had talked about doing the, the RFPs, the summer prior to the, the year you’re actually do the study. Right, we, we. We find it laborsome and also risky to be um.

00:39:59,330	Promoting planning studies that cross over a calendar year, uh, because unless other study or project uses an exact amount of funds fully, uh, we are at risk of losing the remaining portion or that portion has to come out of something that’s associated to staff, um, I, I completely understand, but at the same time we can’t be soliciting in a project that’s not in the UPWB approved UPWP.

00:40:22,430	Uh And, and so we, we will try our best to, to make sure that we’re meeting that. That threshold that you’re wanting if this table is not sufficient, um.

00:40:42,800	We will make sure that our processes are changed, but, uh, we, we need to reiterate to to DOT and Fed Highway that we have very serious concerns about being able to roll these studies out in a way that’s equitable to our partners and our consultants. So what do you, how are you going to, what happens if you don’t get the, say the funds go away, but the RFP is already out on the streets.

00:40:59,670	Then again, so then the consultants have that sitting there as well in their minds that well you solicited the project, so now you’re not gonna give it up. So, so that’s the other risk that’s sitting there, but we need to make sure that those funds that when you’re sending that RFPO we need to make sure that those funds are gonna be there for

00:41:13,070	that study or or at least plan to be in, in that approved UPWP. Um, if, if we’re at risk of not having funds for a planning study, then I would ask DOT to advocate for us with that highway to remove the, the criteria that we must spend the grant down within one year.

00:41:32,830	Um, we’re we’re trying to do this to manage that and to have it in an approved UPWP. The the studies prior to that RFP going on. So again, I’m saying that if it’s in here, I’m taking these suggested years as it’s gonna be in that UPWP for that timeline and I’m looking to, I’m, I’m thinking I can work

00:41:52,000	with this in order to say, OK, we can send the RPO because we’re prepping for next year, but if it’s not even on this list, I don’t know if I can approve a UPWP or an RFP to go out in that process and and recognizes that I don’t.

00:42:09,800	I think we would want to promote a project that’s not on this list. OK, that’s, that’s all I’m pointing out is to make sure that this list is updated as you’re going through and prior to these RFPs going up. Thank you.

00:42:31,530	For their comments or questions? I guess maybe I had a question Rach Rachel, in response to this last discussion, you know, this is a pretty substantive change compared to how all the MPOs. Adopted UPWPs in the past and budgeted, there was a 2 year budget 2 year budgets that were, were adopted in the UPWP.

00:42:54,030	Um, this is going to a fairly substantive change and and understand there’s some concerns and discussions going on on both, you know, on multiple sides here, so I, I think it seems like it’s a work in progress and we’re probably all learning. Through this process together.

00:43:13,430	But maybe it’s a a question for, for Wayne, um, given some of the concerns that were raised, is it, is it a matter of And maybe the issues addressed, but is it a matter of when the UPWP annually gets adopted uh in the preceding year that would help alleviate some of your concerns or, or maybe they’re already alleviated by some of the clarification. Rachel provided.

00:43:34,670	Yes, yes and no, and, and we’ve, we’ve talked and um we, we, we never said you couldn’t do a 2 year UPWB. We suggested that the two year UPWP still continue, but we would only fund the first year, but Rachel has decided that Bismarck and and MPO did not want to do a two-year UPWP.

00:43:54,430	So that’s where we’re at, and I’m just, and my point is, is I need something, something to say that we’re committed to doing these studies before those RFPs are going out. Something that’s approved. OK, and, and so I guess worst case scenario we Potentially have to do a UPWP amendment prior to a study being.

00:44:19,000	Released for RFP, is that kind of how I’m understanding it if it’s not in the approved RFP or in the approved UPWP. That’s that’s how I would suggest to Ben, um, again, I’m, I, we’re willing to work with you trying to figure out the best way, but we need to have something because I, I don’t know if we’re gonna get into trouble if we end up sending RFPs out and we, it’s

00:44:36,530	nowhere to be found. I mean, all of a sudden then we send an RPL and what happens if we forget to put it in the next year’s UPWP. We need to have something in there. That’s approved to say yes, we’re going to be spending these funds or anticipate spending these funds for that study.

00:44:52,600	And, and I know that the, the, uh, the funds are it it’s that catch 22, I get it, but we need to have something that’s approved in order before we can go out to an RFP. In my mind. OK, thank you.

00:45:23,630	Oh well, thank you for the discussion and, um, the notes, Wayne we will be sure to make sure that any RFP is included in the UPWP, uh, prior to solicitation. Um, Uh, are there any final thoughts or, or, uh, points for consideration on the UPWP? Um, if there are no, um, points for consideration, um, would there be a motion from the board to recommend approval? Uh, this is

00:45:51,400	Ben. So there were a number of uh. Recommended changes, I think Wayne had had a few of them. uh, Andrew noted a couple from a a funding, uh, uh, local matching funding partner perspective, I think you noted, uh, a couple of changes, Rachel, and then also I, I think the.

00:46:18,700	The matrix of projects that that was presented. I think it’s the intention that that gets incorporated with the UPWP as well, is that correct? Uh yes, correct, yes, the, the newer version will be incorporated. So I move approval with all of those changes recommended uh for incorporation into the final draft UPWP. Thank you, Ben.

00:46:44,730	Uh, the first, is there a second? Second that Thank you, Andrew. Rocca? Van Ereth. The entry. Yes. Chris Holzer? John Sacki. Yes, Andrew Strami. Greg Fraser Mitch Flanagan, Dean Schloss, Wayne Zacher. Yes, Char Lukasszewski. Yes, motion is passed. Item 5 on the agenda is an a progress update on the 2050 MTP with Jason Carby. Go ahead, Jason. Hey, everyone.

00:47:18,930	Um, yeah, so right now we are in the um Draft document review phase with the public, uh, comment period is open until, uh, next week, October 23rd. Um, we are preparing the executive summary and slides um for the upcoming um commission. Um, uh, presentations and approvals.

00:47:45,530	I know Rachel’s got those all scheduled, and so we’re, we’re getting those slides together this week. Rachel’s reviewing kind of the executive summary thought that would be helpful. Um, you know, for to put in the packets so everybody can kind of see a very high level version of the the MTP document. Um, and then also preparing for the, uh, the DOT management meeting.

00:48:04,800	Um, a week from Friday, that’ll be the 25th. Thanks, Wayne, for getting that all set and I will be there. Um, we’ll get slides are coming together for that, so, um, yeah, and then we are preparing to kind of have a refined version, a little bit more graphically oriented version of the, the final document, uh, together, uh, we’ll be putting that

00:48:26,230	together during after the public comment period closes. What are you gonna send me? Draft slides, Jason. Yeah, I’ll get him. I’ll get them to you here in the next couple of days. OK, thank you. We’ve got, we got a good working. Version together.

00:48:42,870	I just want to make sure we cover every detail we need to. Thanks, Jason, are there any additional questions? I don’t see any. Thank you Jason. Thanks. Item 7 on the agenda. Rachel, we skipped 4. We need to do your safety policy study one. Thanks, Steven. I appreciate that. Um, Moving back, uh.

00:49:18,470	Item 4 is the 2025 safety policies study, um, And handed out to you was the QBS notice of process letter? Um, uh, I’d like to let the board know that the NPO uh held interviews for the 2025 safety policy study last week Thursday on the 10th, and we interviewed two firms, Bolton and Main and SRF, uh, the selection committee consisted of all five jurisdictions, a member from all five jurisdictions.

00:49:42,400	Um, and I presided as moderator. Um, the results were very close, but the committee did promote SRF for the project and, um, the NPO staff would like to request approval of SRF for the project as well as approval of NPO staff to proceed with contract negotiations and to execute that contract, um, after review by legal counsel

00:50:09,130	and approval by NDDOT. Um, I can take any questions you have about the interview or the the selection process. See none, um, is, uh, just to note the QBS letter is included, uh, for information, um, it indicates that the NPO staff used, uh, proper processes for the selection and uh with that, is

00:50:38,530	there a motion to, um, approve SRF and approve MPO staff to proceed and execute a contract? This is I so moved. Thanks, Stan. I’ll take you as a first and uh is there a second? Thank you, Andrew. Um, roll call, please. Ben Ereth Yes, Dan Schak. Yes John Saki.

00:51:09,670	Yes, Andrew Stromi, Craig Fraser, Mitch Flanagan, Dean Schloss, Wayne Zacher. Yes, Cher Lukasszewski. Yes, motion passes. Um, Um, getting back on track in our agenda, um, we now have, An update on the safe routes to services complete streets study with Blue Webber. It looks like blue is not on Blue is not on, um.

00:51:45,300	Uh, Kim, are you able to step in? Hey, good morning. I’ll, I’ll do my best. It’s hard to fill blue shoes, however, so bear with me. I’ll let you know that, um, pursuant to the hotspot visitation that we did in August as a steering committee where we got a people, a couple of people movers and went around to, uh, view some of the

00:52:03,600	hotspots that had been identified through early analysis, um, the, the BMI crew, uh, provided some summary sheets for those and after receiving comments from the steering committee after the hotspot site visits, they refined those summary sheets for each of those.

00:52:28,000	Um, they provided those out to the steering committee for further review and the steering committee met on October 2nd, provided a lot of great feedback so the Bolton Man team went back to the drawing board to incorporate some of that feedback yet into the summary sheets and those summary sheets will be informing the draft, um, document for this. which is being prepared as we speak, um.

00:52:51,630	In addition to the steering committee that took place on October 2nd. There’s also going to be a final public input meeting that’s going to be held in Mandan on Monday, October 21st, it will be held at the Morton Mandan, uh, Public Library, and it will be from 4 until 6 p.m.

00:53:12,470	So this will be the final opportunity for, um, the public to come on in. There will be stations set up whereby they’ll have a visual displays and poster. For kind of walking through, uh, how we got to where we are in the project right now there’s going to be a lot, a lot of good information there.

00:53:31,070	So I really encourage everybody to get out, come on over to the, the man or the Morton Moundown Public Library on the 21st and, uh, continued feedback on that. Um, there will be opportunity to submit written feedback to the consulting team for about 2 weeks after, um, public input meeting.

00:53:57,130	So, that’s not the final, final input opportunity, but, um, it, it’s gonna be a good one. So, are there any questions about the safe roads to services study right now. We are on track to have presentations provided to our commissions in December and, um, final report adoption hopefully by this board in December as well. Oh OK, thank you. Well, thank you, Kim, very good job, pitch hitting.

00:54:27,670	Um, I 7 on the agenda is an update with Kurt Keifer for the 2024 pavement condition collection and analysis project. Kurt, take it away. Thanks, Rachel. So we are off to the races. We began collection last week, um, Roadway Asset Services has one of their laser crack measurement systems out driving the the uh functionally classified roads.

00:54:52,130	Um, I am awaiting an update as far as progress goes. I know they were working over the weekend, um, but they’ve, I, I think they’re over 100 miles or so collected, and they should be wrapping up within the next uh week to week and a half, uh, As you’ve had some discussions about coordinating a meet and greet

00:55:11,500	with the NPO as well as local media, uh, we are in the process of trying to get that coordinated here with our uh fleet manager and hopefully have an update for you guys soon on that front.

00:55:28,130	Um, within the next, uh, actually this week, we will be uh reaching out to schedule some meetings to review, um, Essentially, uh unit cost data update our costs for the analysis that we’ll be performing to develop network level, uh, budgetary, uh. Recommendations for the NPO uh pavements, as well as for the city of Bismarck.

00:55:52,530	Um, other than that, we are just hoping for good weather moving forward to wrap up the collection as soon as possible. And with that, um, I think I am done. Thanks, Kurt. Are there any questions or comments on the update? I don’t see any questions or comments. Thanks a lot, Kurt. Um, item 8 on the agenda is an update with Kim on the government partners program. Thank you, Rachel.

00:56:18,230	Uh, the last couple of months we’ve really been talking a lot about the Federal Railroad Administration study for their long distance service. Uh, we’ve been talking to Big Sky passenger Rail Authority about their project that has been accepted into the federal corridor ID program.

00:56:44,870	We’ve been talking about the government partner program that BSPRA has, uh, developed and is rolling out to, uh, communities and jurisdictions along the proposed passenger rail service route that is, um, part of their corridor ID program.

00:57:10,330	So we’ve had a lot of information coming to us from a lot of different directions, um, We, uh, we were very interested in what, uh, BSPRA was offering in their government partner program and, uh, they initially approached us with some information in April which they refined to um. Probably be more complimentary to um NPOs, um, as one of our jurisdictions asked if the NPO could actually, uh, Um, obtain a membership in the GPP on behalf of the NPO jurisdiction.

00:57:39,730	So they kind of had to refine the, the parameters of the program to accommodate that and we’re very thankful that they did, um, in August, BSPRA did provide us information on the government partner partner program and after that, um, there seemed to be some, some momentum within our jurisdictions in wanting to, uh, gain membership with that.

00:58:02,270	Uh, before we could do that, we did need to have approval from our state and federal oversight agencies to allow the NPO to make that purchase on behalf of our jurisdictions. And it isn’t just a financial partnership that we would be embarking on.

00:58:27,270	Um, it would definitely be, uh, a leadership role for the NPO to assume, uh, in, in facilitating a real coordinated and cooperative planning effort, um, to make sure that in the Of passenger rail service being reinstated in our region that we’re very, very well prepared, um.

00:58:52,500	And so, uh, uh, the early week of October, the NPO did receive word from oversight that they would approve such a membership, um, Interested parties within the jurisdictions were notified on October 4th. And so now we have some next steps that are kind of rolling out in that regard.

00:59:17,730	Um, right now, the NPO will be amending its current, uh, active UPWP for 2024 to include the GPP membership, um, and the, um, funds will be transferred from, well, actually within one task, uh, to include that membership. Work program. Um, additionally, each of the NPO’s 5 jurisdictions, uh, have a jurisdictional representative who will be approaching their governing boards, um, they will be asking their governing boards to provide approval to participate in the government partner program. Some have already done this and in fact Burley County has approved this action.

00:59:47,330	Now the total cost of the program is $66,000 per year. The MPO will pay 80% of that cost, which is $4800 which leaves a $1200 local match remaining to be paid by the participating jurisdictions if all of the participating jurisdictions include all five of our MPO jurisdictions, local match breakdown would be Bismarck $720 manned down $240. Burley County, 18.

01:00:17,730	Do and Lincoln and Morton County each $30. Um, now if less than 5 jurisdictions would agree to participate, um, that would change that local match because the participating jurisdictions would then have to pick up the, uh, remaining balance that is not paid by the non-participating jurisdictions.

01:00:42,930	So this is, um, it is a subscription basis, but it is similar, um, in the cost breakdown. how our studies function with our participating, uh, jurisdictions picking up that local match share. Um, worst case scenarios then, uh, Bismarck would be looking at a local match of $930 man down at 690, Burley County at 660 Morton County at 270 and Lincoln at 270.

01:01:11,800	Um, we won’t know exactly where this shakes out until all the jurisdictions have weighed in, and we will have notice by the end of October as to who is participating and who is not.

01:01:37,870	Um, along with the GPP participation, uh, we’re all, we’re also making a request that jurisdictions approve, um, Uh, the provision of a letter of support for Big Sky Passenger rail authorities, corridor ID program and that corridor ID program is to, uh, reinstate the former North Coast Hiawatha passenger rail service that uses a BNSF line that passes through Morton County, Burley County, and through the cities of Bismarck, Mandan, and near Lincoln.

01:02:04,600	Now assuming that at least 3 of the 5 jurisdictions, uh, do approve participation and we do need a minimum of 3 to approve. I will then seek the MPO board’s approval at the November meeting to, uh, go ahead and, and make the payment for the membership along with that, I will have drafted a memorandum of agreement that will be amongst the participating

01:02:30,630	jurisdictions and The NPO and we will approve that at the November meeting. Uh, then the NPO will submit the payment for the, the membership and build the participating jurisdictions. Now considering the timing that’s involved with this and we’re working with a lot of different commission meeting dates and MPO meeting dates.

01:02:52,530	It seems very unlikely that the NPO would be able to, uh, make this membership payment prior to December 1st, but we, we definitely would, um, anticipate having that payment in before the end of the year and our jurisdictions build accordingly. 4 year end.

01:03:15,270	Um, I have contacted the BSPRA because they had indicated to us that there was an October 31st deadline to get our membership payment in. I’ve explained the situation and they have uh granted the latitude for, for working with our timeline, whatever that may be. And then our membership would be 12 months from whatever, uh, time period they, they receive our membership fee. And, um, I do want to remind the jurisdiction.

01:03:37,930	that this is not, uh, a long-term commitment. The membership is a 12 month membership. It does not automatically renew that’s something that we have to initiate. So as we approach the the end of the 12 month period, we can take a step back and we can assess whether this program has benefited us.

01:03:57,300	And if so, to what degree is it going to be worth our renewal in 2025 for another membership. And at that time that question will be brought before all the jurisdiction. once again for participation.

01:04:21,270	Means, OK? Um, I hope that I’ve, Covered everything, but in the event that I haven’t, are there any questions or concerns? Chris? Um, just going back to the UPWP chart that was provided earlier. With this subscription fall under office supplies and subscriptions. OK, so yeah, we’re talking about two different budgets now.

01:04:45,270	So when you talk about the office and subscriptions, office supplies and subscriptions that will be in the 25 budget and yes, that will be part of that particular task. When we, when we talk about um making an administrative modification to our current UPWP for 2024. That’s actually going to be in task one. to and I’ll kind of explain that a little bit further. Anything else? Kim, do you have any preliminary assessment on participating entities. You know if any of, any of the.

01:05:11,400	Jurisdictions have committed to this yet. Burley County, uh, and Burley County did approve it for that minimum $180 fee if the fee should go up, uh, we will have to um, we’ll have to approach the board again with any increase in the fee, but hopefully we can get all five jurisdictions on board and maintain that

01:05:30,900	minimum amount. Hm. Kim, thanks a lot for your work. You, you, you and other MPO members did a lot of work on this and thanks to our oversight partners and especially FHWA and NDDOT and, and working, working through this issue with us as well.

01:05:52,600	Um, you mentioned something about getting the approval maybe every year from the from the local jurisdictions. I, I anticipate we’ll have this on an item at our next city commission meeting for consideration. Um, would it be acceptable if we just simply asked the commission for. Allowing staff to use their discretion whether to participate for for future years.

01:06:12,270	I, I guess I’m just thinking I’m not sure we, there, there may be some efficiencies for us if we don’t have to go back every year to ask our city commission for for this, but, um, would, would look for your guidance there what would be acceptable to the NPO? Well, thanks, Ben, and I would love to have carte blanche, believe

01:06:28,870	me, uh, but because there is a memorandum of agreement that’s involved with this and the jury the participating jurisdictions may change from year to year. I mean, I’m not certain about that.

01:06:53,470	Um, but I, I think that’s going to have to be updated, um, annually at the least Um, approving into the next year or allowing MPO staff to make that decision for them. The memorandum of agreement would still come around for their signature. Uh, and I don’t know if that would be an obstacle or not. OK. Anything else? OK, well. With your permission, I’ll move right into the UPWP administrative modification.

01:07:21,430	OK, so the next item on the agenda was the administrative modification to include the GPP membership in the current 2024 UPWP. Um, Let’s see if I can share my screen here. My share screen doesn’t come up, Rachel. Let’s go. There it is. Thank you. Well, I don’t know.

01:08:10,230	Is it a Monday for me? Every day is a Monday when it comes to this computer. Here we go. OK. I want to just grab this. Is there a mouse? Yeah, right here. I just want to grab this and move it down. Oh, I see. Um, so I can get in here. It doesn’t matter just so I can get to present mode. Thanks. This is where I wanted to get to.

01:08:42,800	Can everybody at home see this? Wayne, can you see this online? Yep. OK. Thanks. Sorry for that delay. Oh, man. Here we go. OK, so now we’ll talk about the administrative modification to the UPWP. Again, we are working in the current year, which is 2024.

01:09:13,270	So, um, we have to go back to having all those separate tasks, um, and we will be talking about the specific task of 102, which included our training, travel, and education. Um, All we are doing is shifting the designation of these funds for the GPP within the same task, um, but we do need to show that within our work program to include the government partner program in

01:09:42,070	our current year work programs that we can fund it. So, um, because this is below the 10% threshold of um our budget, we can do this administratively and we don’t have to do a, a full-blown amendment.

01:10:08,830	Showing that for in the year 2024 we’re taking, uh,,, $4800 federal share from task 102, training, travel, and education, transportation and lodging, uh, and we’re going to shift that into subscriptions in the very same task, um.

01:10:29,230	We’re able to do this because NPO staff had intended on attending an out of state conference this year, which was not held, so we had that money budgeted, um, and in fact, all the match was budgeted for that as well, um. And so we’re just shifting within that task. Uh, it does show the, the local share breakdown based on all five jurisdictions participating in the GPP. I’ll keep my fingers crossed and hope that holds. Um, are there any or any questions on the schedule for the UPWP administrative modification.

01:10:54,730	OK, uh. This does not require any formal action. It’s for information only and our state and federal oversight will be informed of this as well. Thank you. Thanks, Kim. Item 10 on the agenda is the 2025, 2028 tip administrative modifications with Stephen. Thank you, Rachel. Give me one moment. I will share a screen.

01:11:24,070	Oh All right. So this month, uh, we, the MPO processed 5 administrative modifications to our active tip. This is shown. An exhibit G in your packets, um, and there’s of time, I will not go over all of these.

01:11:56,130	There’s are simply the modifications are moving 5 projects within the city of Bismarck, uh, from funding year 2024 to funding year 2027. We recently did the reverse of this uh per NDDOT’s request in case additional projects were needed to fill out the the 24 funding year, but DOT has now indicated this was not necessary and so we are pushing these projects back to 2027 and from my discussions with Gabe

01:12:18,470	and City of Bismarck. This is what they were hoping would happen anyway. So, um, yeah, it’s, uh, and just administrative modifications shared for your reference and information, do you? Any questions? Thank you. Thank you, Steven.

01:12:42,470	Uh, item 10 is an update on roadway projects, um, I can’t be certain, but I would imagine this might be our last month for, uh, being able to provide these updates, um, and I think I’m just gonna go uh my left to right, um, uh, and starting with Burley, um, Dan, I know you’re online, um, I see Mitch first on my left. I’m sorry, I see. We’re gonna start with Burley County. OK.

01:13:02,870	Uh, Dan, do you have any updates? I don’t know if Dan is still on. Mitch, do do you have anything to step away and send a text. OK, thanks, Wayne. I appreciate that. Um, Mitch, do you have anything that you could add? I do not. OK, thank you, um.

01:13:24,870	Uh, I, I think I’ll just maybe go back to my list on the page. Um, next we’ll go to Bismarck. Uh, Chris Thank you, Rachel. Uh, yeah, we still have a few projects under construction or, uh, Biggest one is South Washington Street, um, from the drainage ditch down to Burley Avenue.

01:13:45,000	They’re making good progress, but they still have a fair amount of work to get done. Uh We’re confident the Washington Street will get finished and then. Burley Avenue, the east-west part of the project we’re going to need some dry weather to finish that one up this year.

01:14:05,930	Um, We’re also working on Century Avenue at 4th Street and at Washington Street replacing some traffic signals. Uh, those are moving along well, it should be finished within the next. 2 to 3 weeks. Uh, we have a water main being replaced along Wachter Avenue. That one’s finishing up, uh, within the next two-ish weeks. And then uh there is still a Century Avenue.

01:14:25,600	We had done a concrete pavement repair, uh, most of the work is finished, they’re just finishing up some of the striping at this point. Those are all the Projects except for the the DOT’s projects. Thanks, Chris. um. Greg, still nothing for Lincoln. Yeah.

01:14:50,170	um, Andrew, do you have any updates on the mand side? Our 8th Avenue project is complete behind the high school in Northwest Mandan and the Highway 6 trail is. Kind of in the final final buttoning it back up for the winter. Thanks Andrew, um. John, I think you might have had an update in the last couple of months.

01:15:11,000	Are you still on? Uh, is there any change? Yeah, Northern Improvement started patching our 139A last week and they should be starting the leveling course today. Wonderful. Thank you. Get that paved. So Thanks, John. uh, and Dean. The district.

01:15:35,030	Oh, Um, Grant Marsh, um, there’s still waiting for some cure time on the Jersey barriers once that’s done, then it’ll work on the guard rail striping and then the lights on the south side, so they’re still shooting for November 1st. To open that up Um, 161 is continuing to go on, they’re pouring some abutments and pure caps here in the next week. Um, and then there’ll be working in the meeting a little bit later the following week.

01:15:52,700	But that one’s, you know, not gonna wrap up till next year. Um, the bike path and uh 83 from Calgary to uh 43rd. They’re pretty much done, they just have one pipe they have to uh fix it was a designer, so we’re waiting for some parts and they will finish that one up, so. It’s about it. Thanks, Dean.

01:16:15,070	Um, that concludes the roadway projects. We’re on to other business. I don’t believe staff has any other business is there anything that you’d like to bring to the table? See none, I will announce as adjourned.