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October 30, 2002 Work Session with VDOT 321 A Worksession between the Frederick County Board of Supervisors and certain staff members from the Virginia Department of Transportation (VDOT) was held on October 30,2002, at 107 North Kent Street, in the Board of Supervisors' Meeting Room, at 3:00 P.M. PRESENT Chairman Richard C. Shickle; Robert M. Sager; Margaret B. Douglas; Sidney A. Reyes; Gina A. Forrester; and Lynda J. Tyler. ABSENT Supervisor W. Harrington Smith, JI. (due to illness). VDOT STAFF: Robert "Ben" Mannel, Transportation Planner; Resident Engineer Jerry C. Copp; Transportation Assistant Resident Engineer Ben Lineberry; Ivan Rucker with Federal Highway Administration and Michael Gray from Roanoke having been their Chief of Transportation, and their MPO. Planner Mannel presented an overview of MPO advising of what they refer to as the foundation of the process, the three C's, continuing, cooperative and comprehensive. He looks at this as it relates to drawing a comprehensive plan for the County. The process is very similar as a work program will be set up, this plan in turn will identify tasks and the funds needed to accomplish this. The work program is done every year, which will be carried out by staff, to be designated by the MPO. It was decided at the last meeting that the Northern Shenandoah Valley Regional Commission staff would be the ones that will actually carry out the products under the Unified Planning Work Program (UPWP). Next would be the Constrained Long Range Transportation Plan, which is very similar to a comprehensive land use plan, which does have to be updated every three to five years. If we are a non-attainment area for air quality, it has to be done every three years. Everything in the plan will not get built, but it has to be in the plan to get built, and this is where the transportation improvement program comes in. The MPO has to develop a transportation improvement program every year, as that is basically your programing document, or your capital improvements. Any type of transportation improvement has to be in the Transportation Improvement Plan (TIP), and if they are in the TIP it must be in your constrained long range transportation plan. Supervisor Tyler asked if her understanding that those roads inside the TIP are earmarked Minute Book Number 28 Board of Supervisors W orksession with Virginia Department of Transportation (VDOT) on the Metropolitan Planning Organization (MPO) and Rustic Roadways 10/30/02 322 for years? Planner Mannel advised that it was very similar to the VDOT Six Year Plan, the format. It is a programing document. Funding does have to be identified for the projects. Resident Engineer Copp asked if an example ofthis would be the Aylor Road project, which is around Stephens City, and in the County's Six Year Plan. Planner Mannel advised if it is within the study area, and is part ofthe constrained long range recommendations, and if you so choose, then it can be in the TIP, and ifit's in the six-year program. Planner Mannel referred to the Metropolitan Planning Organization and the Policy Committee which are made up of local officials from the participating jurisdictions, and State Officials, and major transportation providers, such as bus and rail providers. Supervisor Sager inquired about these services and the fact that the County does not provide bus service. Planner Mannel advised it is up to the MPO Policy Committee and the jurisdictions as to whom they want to sit on the committee, but unless you have a transient provider, and in this case an example would be Winchester Transient, and unless they had lines going out to the County, he wouldn't call it a major transportation service yet. When these lines are extended then you would probably want someone from the Winchester Transient sitting on the policy committee. Administrator Riley advised that we have had requests dealing with availability of transportation to parts of the County. Planner Mannel addressed the make up of the policy board and those that must be included in the membership. These would be open meetings that the public is welcome to attend. He further advised that there are slots for citizens that do not necessarily have a technical background, but are interested in transportation issues. Supervisor Tyler asked about the Special Purpose Committee and the fact that she has discussed this with individuals from other states, especially Wisconsin who has nineteen MPO's. Under their Special Purpose Committee they have one that deals with land use trying to get coordination between land use and transportation, which she thinks is a must, for if you have one you must have the other. She asked if in Virginia this is done with their Special Purpose Committee? Is this the way to facilitate this? Minute Book Number 28 Board of Supervisors Worksession with Virginia Department of Transportation (VDOT) on the Metropolitan Planning Organization (MPO) and Rustic Roadways 10/30/02 323 Planner Gray advised that localities select who they want on the Committee. This is what was done in Roanoke. Administrator Riley advised as planners for the City and the County they would want this to be headed to the technical committee to make sure they merit the right way, because if you have conflicting land use and transportation issues, you are not going to get very far. Assistant Administrator Tierney advised there was somewhat of a history of going through this exercise to try and coordinate the land use plan with the transportation plan which was addressed with the WATTS plan. The formation outline is the third issue which is a check list that has been set up that needs to be accomplished, and certain dates are attached. He reviewed this schedule with the Board. May 1, 2003 is the date they are really looking at, at this time. He further advised that due to the recent census figures, Frederick County and Harrisonburg were added. Supervisor Tyler stated that one of the reason's VDOT had been asked to come back was because the City of Winchester had designated their two councilmen and their City Manager. The County was designated to be Supervisors and the County Administrator. As she understands it, the population is somewhat balanced because that is a criteria; however, in doing further research, she finds that some communities have set up their MPO's with their representation based on their projections. She worries that we are not identifying our study area of our twenty-year progress or whatever it is. Planner Gray addressed Supervisor Tyler's concerns advising that in Virginia it is rarely the case that they are based upon population projections. It is mostly based on the current urbanized area. With the three C's mentioned earlier, you have the coordination and cooperation aspect of it. VDOT cannot tell you who is going to be on your policy committee. It is up to you all to work with the City of Winchester and the fact that it is now being discussed that Stephens City will also be a member. This will have to be decided among the governing bodies. He advised of other localities within the State of Virginia that have equal representation. Mike Kehoe, Town Manager of Stephens City, advised that after speaking with a few ofthe City's representatives at a recent conference, it was his understanding that they understood Stephens City was a representative of it's own and not part of Frederick County's three representatives. Assistant Tierney asked is there a step along the way where the local governing body has an Minute Book Number 28 Board of Supervisors Worksession with Virginia Department of Transportation (VDOT) on the Metropolitan Planning Organization (MPO) and Rustic Roadways 10/30/02 324 approval process over recommendations by the MPO, or is the MPO an independent body made up of representatives - - -? Assistant Resident Engineer Lineberry advised ifthe local MPO wanted to have a road built, but the local governing body was not in favor of having this done, it would be very difficult for this road to be built. Supervisor Sager stated that from his understanding of what has been presented and discussed is, that if the localities do not do something, then VDOT will do it. Assistant Resident Engineer Lineberry advised if there is a split vote between the jurisdictions it is very possible that VDOT would be responsible for the deciding vote. Supervisor Tyler advised that she was not looking to be uncooperative with the City of Winchester, she is looking to protect Frederick County. The growth is Stephens City, Red Bud, and we have four supervisors who have urban development areas within their district, and the town. Administrator Riley asked with the growing population in the County when could we look at possibly adding additional members. Planner Gray replied ten years. Supervisor Forrester asked if the County Six Year Plan has to be married to the MPO and is there a difference in the funding? Assistant Engineer Lineberry replied no. Resident Engineer Copp advised the County would still have a secondary construction program of approximately $ 3 million. He feels through the MPO the information provided by them would be more up to date. Assistant Engineer Lineberry explained about how this would work with non voting members selected to sit on the MPO such as the Airport Authority, etc. Supervisor Sager asked ifhaving an MPO within a locality helped to receive Federal Funding for transportation systems, etc.? Planner Grey responded that he felt it definitely would give the locality more clout for planning purposes, especially if a project request is presented before the Commonwealth Transportation Board from an MPO member of a certain locality. This person would be designated by the MPO. VDOT is in charge of giving out to the fourteen MPO's within the State. The base has Minute Book Number 28 Board of Supervisors Worksession with Virginia Department of Transportation (VDOT) on the Metropolitan Planning Organization (MPO) and Rustic Roadways 10/30/02 325 been amended since the last meeting from $32,000 to $50,000. This means all localities will start with a base of$50,000, and depending on the population, additional funds will be going to some of these localities. It was noted that these funds could only be changed based on what the President might do, but are out of reach of the Governor and Legislators. Planner Mannel advised the next step for the County is to designate their membership for the MPO and a resolution from the Board recognizing the MPO as the regional transportation program, and this should be done as soon as possible. The Memorandum of Understanding between the two jurisdictions also needs to be finalized. Planner Grey reminded everyone of the work program that is due by May 1,2003. This would be the work program for what the County would like to see done for next year. THIS CONCLUDED THE WORKSESSION ON MPO. The following worksession was held with the Board of Supervisors, staff and Resident Engineer Jerry Copp and Transportation Assistant Ben Lineberry. WORKSESSION ON VDOT RURAL RUSTIC ROADWAYS Resident Engineer Jerry Copp presented this information to the Board. He advised this is a design Method and is NOT a funding method. He further advised, however, that this provides opportunities for lower costs and a potential for other sources of revenue. He advised this program is in accordance with HB659 of the 2002 Virginia General Assembly Session and will become effective July 1,2003. He outlined the following criteria guidelines: I. Must be an unpaved road already within the State Secondary System. 2. Must carry at least 50 but no more than 500 vehicles per day. 3. Must be a priority (line item) in an approved Secondary Six-Year Plan, even if funding is not from Secondary allocations. 4. Governing body of County, in consultation with VDOT's Resident Engineer, must designate a road or road segment as a Rural Rustic Road. 5. Road must be in area that is low-density, and should be evaluated for appropriate warning signs or posted speed limit that is consistent with topography and features ofthe road. 6. Roadway or roadway section must be predominately for local traffic use. Minute Book Number 28 Board of Supervisors Worksession with Virginia Department of Transportation (VDOT) on the Metropolitan Planning Organization (MPO) and Rustic Roadways 10/30/02 326 7. The local nature of the road means that most motorists using the road have traveled it before and are familiar with its features. 8. County Board of Supervisors will endeavor to limit growth on roads improved under the Rural Rustic Road program and cooperate with the Department through its comprehensive planning process to develop lands consistent with rural rustic road concepts. 9. Requires a special Resolution by County Board of Supervisors for each individual road. Resident Engineer Copp further explained what was involved with VDOT review and the approval process. He further explained this is a faster process, but it is not as thorough as the application that VDOT presently uses. Assistant Administrator Tierney advised with this plan VDOT would not be obtaining right- of-ways, due to the way this would be administered. Resident Engineer Copp advised that he does not feel it will be a cheaper way to go, due to the way this road application is applied, and with one of the factors being the weather. Administrator Riley asked how much would the County be able to do with this? Assistant Engineer Lineberry explained basically the hills, valleys, and curves would be left the way they currently are. Assistant Administrator Tierney asked about the rating system and whether it would be used with this plan? Supervisor Reyes asked how long one ofthese roads would last with this type of application? Resident Engineer Copp replied hopefully five to six years. He advised that the cost per mile using the current application is approximately $160,000, and with this application it would be $500 to $600 per mile. He explained what happened in Shenandoah County with Revenue Sharing. He further explained in reviewing the current list that he is concerned about the rating system and the fact that it may hold the County back. Administrator Riley asked Resident Engineer Copp if he could be prepared at the Board Meeting of November 11, to advise the Board how many roads within the County would qualify for Rustic Roads. Resident Engineer Copp advised that he would have this information available, and further, he is concerned about this if funding is not available. THIS CONCLUDED THE WORKSESSION ON RURAL RUSTIC ROADWAYS. Minute Book Number 28 Board of Supervisors Worksession with Virginia Department of Transportation (VDOT) on the Metropolitan Planning Organization (MPO) and Rustic Roadways 10/30102 327 Q~\.._ Q c -~\L..J,:-,L. Richard C. Shickle Chairman, Board of Supervisors Joh Cler Minutes Prepared By: ~ -r: ~ .Jf~ Carol T. Bayliss Deputy Clerk, Board of Supervisors Minute Book Number 28 Board of Supervisors Worksession with Virginia Department of Transportation (VDOT) on the Metropolitan Planninl: Orl:anization (MPO) and Rustic Roadways 10/30/02