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HomeMy WebLinkAboutMinutes - Minutes - Citizens Transportation Oversight Commission - Meeting Date: 5/2/2019MINUTES CITIZENS TRANSPORTATION OVERSIGHT COMMISSION GLENDALE TRANSPORTATION OFFICE 6210 W. MYRTLE AVENUE — BUILDING A, SUITE 111 GLENDALE, ARIZONA 85301 MAY 2, 2019 6:OOP.M. 1. CALL TO ORDER Chair Geurs called the meeting to order at 6:00 p.m. 2. ROLL CALL Present: John Geurs, Chair Chris Hauser, Commissioner Chuck Jared, Commissioner Jack Nylund, Commissioner Barbara Rose, Commissioner Christopher Sund, Commissioner John O'Connor, Commissioner Absent: John Fernandes, Vice Chair Marie Nesfield, Commissioner Joan Young, Commissioner Also Present: Purab Adabala, Transportation Planning Administrator Patrick Sage, Transportation Planner Marlilu Garcia, Transportation Analyst Kurt Christianson, Assistant City Attorney Kevin Link, Transit Administrator Joe Husband, Airport Administrator Attendees: Karin Smith, Heinfeld Meech Chris Goeman, Heinfeld Meech Scott Bryant, BCA Watson Rice Larry Aldrich, BCA Watson Rice 3. APPROVAL OF THE AGENDA - WITHDRAWALS AND CONTINUANCES ACTION BY CTOC: Approval of the agenda for the May 2, 2019 Citizens Transportation Oversight Commission. Motioned by Commissioner Jack Nylund, seconded by Commissioner Chris Hauser AYE: Chair John Geurs Commissioner Chris Hauser Commissioner Chuck Jared Commissioner Jack Nylund Commissioner Barbara Rose Commissioner Christopher Sund Commissioner John O'Connor Other: Vice Chair John Fernandes (ABSENT) Commissioner Marie Nesfield (ABSENT) Commissioner Joan Young (ABSENT) Passed 4. APPROVAL OF THE MINUTES ACTION BY CTOC: Approval of the minutes from the April 4, 2019 meeting of the Citizens Transportation Oversight Commission, with the inclusion of Roll Call Vote details at the end of Agenda Item 7. Motioned by Commissioner Chuck Jared, seconded by Commissioner Jack Nylund AYE: Chair John Geurs Commissioner Chris Hauser Commissioner Chuck Jared Commissioner Jack Nylund Commissioner Barbara Rose Commissioner Christopher Sund Commissioner John O'Connor Other: Vice Chair John Fernandes (ABSENT) Commissioner Marie Nesfield (ABSENT) Commissioner Joan Young (ABSENT) Passed 6. CITIZEN COMMENTS No citizen comments were made. 6. GO PROGRAM AUDIT Ms. Smith introduced the Go Program Audit agenda item and began the presentation with the following: • Five Major Audit Tasks 2015 - 2017 • Evaluate whether commitments to voters were met. • Evaluate whether CTOC met voter commitments. • Summarize the City's financial audits. • Evaluate whether the GO Program was addressed fairly and accurately in the City's financial practices. • Evaluate whether the 25 -year program was financially balanced and based on reasonable estimates. Mr. Aldrich continued with the presentation, which included the following: • Task 1: Are Commitments to Voters Being Met? • Task 2: Is the CTOC Meeting Voter Commitments? Mr. Goeman continued with the presentation, which included the following: • Task 3: Summary of the City's Financial Audits • Task 4: Is the GO Program Addressed Fairly and Accurately in the City's Financial Practices? • Task 5: Is the 25 -Year Program Financially Balanced and Based on Reasonable Estimates? Commissioner Nylund noted that a comment was made that some of the GO projects were not completed because there was a shortfall of revenue; however, it was shown that sales tax revenue has exceeded projections. Ms. Smith noted that this comment was in respect to budgeted amounts versus the 25 -year GO plan. Mr. Adabala explained the budget is conservative, with revenues forecasted on the lower side and expenses forecasted on the higher side, and therefore some projects are shifted to later due to the projected lack of revenue, and this compounds over time in a 25 -year plan. Commissioner Nylund inquired as to who made the decision to pull the CIP manual. Mr. Adabala replied that it would most likely be a Budget Administrator or Director of Finance. Mr. Adabala explained that the manual is a guidebook. Commissioner Nylund commented that it appears as if the City is creating its own internal challenges. Mr. Goeman relayed that perhaps the manual was pulled because it had outdated information or old practices. Commissioner Nylund asked if the City Council oversees the findings in the report. Mr. Goeman relayed that the Director of Finance has thoroughly reviewed the report and has, for the most part, agreed with the findings. Mr. Adabala confirmed that Council will receive the report and the Finance Department takes all of the findings seriously and will follow up on the observations. Commissioner Nylund inquired as to the period of the audit. Ms. Smith relayed that the audit covered a three-year period. Chair Geurs commented on the $1.4 million in indirect costs and stated that this could increase by an additional $100,000. Commissioner Nylund inquired as to the reason for the increased indirect cost allocation. Mr. Goeman stated that methodology in the gap from the approximately $680,000 suggested indirect cost allocation to the $1.4 million actual allocation would be best explained by the Finance Department. Chair Geurs asked if the indirect cost is part of what the voters approved. Mr. Aldrich did not believe that the indirect cost was on the ballot but noted that it is not unreasonable to allocate indirect costs. Mr. Goeman explained the indirect cost allocation process in general. Mr. Scott commented that the issue is not that the program is being charged indirect costs, but rather the lack of documented support for the $1.4 million. Mr. Goeman explained that in the 2014 study, approximately $800,000 in indirect cost was identified and supported. An independent consultant identified approximately $660,000, however, that figure was not part of the plan. Chair Geurs would like to ensure that there was no borrowing from the Go Program funds. Mr. Goeman confirmed that there were no funds borrowed from the GO Program. Commissioner Nylund asked if there were any funds that were misaligned or manipulated and Mr. Goeman replied in the negative. ACTION BY CTOC: Acceptance of the Glendale Onboard Transportation Program Performance Audit for Fiscal Years 2014-2015 Through 2016-2017. Motioned by Commissioner Chuck Jared, seconded by Commissioner Barbara Rose AYE: Chair John Geurs Commissioner Chris Hauser Commissioner Chuck Jared Commissioner Jack Nylund Commissioner Barbara Rose Commissioner Christopher Sund Commissioner John O'Connor Other: Vice Chair John Fernandes (ABSENT) Commissioner Marie Nesfield (ABSENT) Commissioner Joan Young (ABSENT) Passed 7. GLENDALE TRANSIT SERVICES UPDATE Mr. Link gave a presentation on Glendale Transportation Services, which included the following: • Fixed Route Service • Glendale Paratransit Service • Regional Paratransit • Park & Ride Facilities and Transit Center • Bus Stops • Ridership (FY2018) • Current Funding (FY2019) Mr. Link reported that the Park & Ride sites at Arrowhead Towne Center and FRAC will be closed once the North Glendale Park & Ride site is completed by the end of next Fiscal Year, if negotiations are successful for the location. Mr. Link explained that the City is retro -fitting benches at the bus stops with two separation bars on each to eliminate the use of the benches for sleeping. Seventeen benches were retro -fitted and this approach seems to be working. Commissioner Nylund asked if all of the City -owned parcels were reviewed for possible Park & Ride sites. Mr. Link replied in the positive. Commissioner Nylund asked if the City owned a parcel of land behind Midwestern University and Mr. Link did not believe so, citing that all of the City -owned parcels were reviewed. Mr. Link commented that the negotiation underway for the new Park & Ride location are for a site owned by a church. If those negotiations are not successful, staff has backup locations identified. Commissioner Nylund stated that the area under negotiation is very congested already and a Park & Ride will create more congestion. Commissioner Nylund asked if a traffic impact study was done. Mr. Link replied that a study was completed a while ago and it did not show that any great impact would be caused. Mr. Link believed that the impact would be minimal due to the timing of the users, which would be very early morning and later in the evening. Commissioner Nylund expected the impact to be more than estimated. Commissioner Nylund inquired about the size of the parcel and Mr. Link stated that it was approximately 2 acres. Commissioner Rose asked if the City has considered installing solar panels on the canopies at the new Park & Ride. Mr. Link replied that solar was discussed and is stilling being researched as there are some challenging issues to consider, such as funding sources and who owns the electricity that is not used. Mr. Link announced that tablets will be used on all GUS buses to count riders, and there will soon be an app for GUS customers to schedule and manage their trips. Commissioner Nylund asked if the taxi rides are based on vouchers or contract. Mr. Link explained that the City has a contract with a voucher taxi program who utilizes five subcontractors. Commissioner Nylund asked if there was any wording in the contract which requires the taxi contractor to use Glendale -based cab companies. Mr. Link replied in the negative, noting that the contractor is allowed to choose his own subcontractors. Commissioner Hauser asked if the taxi -riders must be Glendale residents and if the treatment location must be in Glendale. Mr. Link replied in the positive. Commissioner O'Connor inquired as to the length of time that it takes for a bus stop bench to be retro -fitted. Mr. Link stated that the job is done pretty quickly, the contractor takes the bench to his site to fix, and then re -installs at the bus stop. 8. DRAFT 10 -YEAR TRANSPORTATION PROGRAM UPDATE Mr. Adabala announced that the Draft 10 -Year Transportation Program was presented to Council at the April 19th workshop. Mr. Adabala commented that the item will be brought back before Council at a future meeting, and would like to bring a CTOC recommendation to Council regarding the estimated surplus. Mr. Adabala gave the following presentation on the agenda item: • Requested CTOC Action: Recommendation of a Scenario (as provided or modified) for Council consideration. • Proposed (Base) Program • Council Items of Interest • Scenarios 1, 2, 3 and 4: Mr. Adabala asked for CTOC's recommendation of one of the presented scenarios or another scenario identified by CTOC. Commissioner Nylund asked why Council was interested in GUS West and SW. Mr. Adabala relayed that GUS SW would serve areas that are more transit dependent, and GUS West would serve the sports and entertainment district. Mr. Adabala noted that the GUS cost is relatively lower that a fixed bus route. Chair Geurs wondered why additional GUS buses would not be needed for expansion to GUS West and SW. Mr. Adabala commented that there are currently nine GUS buses and there are three routes. Chair Geurs noted that Mr. Link is ordering nine more buses currently. Mr. Adabala informed that all of the GUS buses will be purchased with federal funds, so even if more need to be bought for GUS West and SW, it will be at no cost to the City. Chair Geurs felt that Pavement Management has been put off for too long and it should be a priority. Furthermore, costs will continue to increase. Chair Geurs commented that most visitors to the entertainment district will still drive their cars. Chair Geurs felt that if GUS buses were used in the area, maybe there could be a fare on gamedays. Commissioner Nylund suggested that Scenario 3 would be the best choice, as the potential GUS riders could be serviced by the private sector and additional Pavement Management is critical. Commissioner Sund suggested a fourth scenario, which would involve a 50150 split between additional pavement management funding and a set aside for future opportunities ("rainy day" fund). Commissioner O'Connor stated that he was struggling with the Pavement Management budget. Commissioner O'Connor commented that the streets in his neighborhood were done and part of them were done correctly and part were not. Commissioner O'Connor asked for specific details on the program. Mr. Adabala relayed that the staff member in charge of the program, Mr. Javier Gurrola, had previously given an in-depth presentation to the CTOC and Mr. Adabala will invite him back for an update on the pavement assessment. Commissioner Nylund stressed that there are over 700 miles of roadway in the City, there were multiple years without treatment, and the City has a lot of catch up to do on the roads. Commissioner Sund asked if all scenarios would be presented to Council. Mr. Adabala stated that they could be. All Commissioners agreed as no opposition was voiced. ACTION BY CTOC: To recommend Scenario 3 for Council consideration for use of the estimated GO Fund 10 -year Available Balance (2020-2029). A roll call vote was recorded for this item. Motioned by Commissioner Jack Nylund, seconded by Commissioner Chris Hauser AYE: Commissioner Chris Hauser Commissioner Chuck Jared Commissioner Jack Nylund Commissioner Barbara Rose NAY: Chair John Geurs Commissioner Christopher Sund Commissioner John O'Connor Other: Vice Chair John Fernandes (ABSENT) Commissioner Marie Nesfield (ABSENT) Commissioner Joan Young (ABSENT) Passed 9. MANAGER'S REPORT Mr. Adabala reported the following ongoing projects: • Northern Parkway • New River North SUP — 75th Ave./Hillcrest Blvd. to Villa Chula/Patrick Lane • Paradise Lane Sidewalks — 55th Ave. to 59th Ave. • Ball Park Boulevard • Camelback Road Reconstruction - 43rd Ave. to 51 st Ave. 10. COMMISSIONER UPDATES Commissioner Hauser reported that he drove through the Northern Parkway construction area and progress looked very good. 11. FUTURE AGENDA ITEMS Chair Geurs requested a Ball Park Boulevard project update. Commissioner O'Connor requested a presentation/update on the Pavement Management program. 12. NEXT MEETING The next regular meeting of the Citizens Transportation Oversight Commission is scheduled for June 6, 2019 at 6:00 p.m., at 6210 W. Myrtle Road - Building A, Suite 111, Glendale, Arizona, 85301. 13. ADJOURNMENT The CiUenX ansportation Oversight Commission meeting minutes of May 2, 2019 were submitted and approved A is day of June, 2019. Patrick Sag6 ` Recording Secretary