May 13, 2014

Mr. Cameron

McRae Public Works Staff: Mr. David Fanning

Commissioner Schinhofen

called the meeting to order at 8:32 a.m.

Mr. McRae

stated that he asked Public Works to look in to the status of the Hadley subdivision entry. Mr. McRae would like for the surface rehabilitation to be a topic of discussion in a future meeting. Mr. Fanning stated that he would put it on the Agenda for the next meeting as long as it was scheduled in the next fiscal year.

Commissioner Carbone

stated that he has nothing to discuss at this time.

Commissioner Schinhofen

commented about the CIP money being moved to rebuild Homestead Road from Gamebird to Manse. Mr. Fanning stated that was not something that this board would address. It would be addressed in the CIP meeting today at 2:00. Commissioner Schinhofen stated that if the CIP does decide then it goes to BoCC. Mr. Fanning stated yes.

Mr. Fanning

also stated that the CIP will be talking about a couple of items. They have $200,000.00 in reserve and Mr. Fanning would like to suggest that they take a look at the next ten years. The board will make a ruling to actually spend it and have outside interests like Lumos & Associates or someone else do a road study and put a plan back together. They had suggested that the committee could do the study and

Mr. Fanning

agrees but they do have the reserve to use. Mr. Fanning stated that it might be added to the Homestead Project. Regional Transportation Commission – Minutes May 13, 2014

Mr. Cameron

McRae motioned to approve the minutes as written. Commissioner Carbone second. Approved 3-0.

Mr. Fanning

presented the Budget. Mr. Fanning stated that there is $235,000.00 cut in the ¼ cent budget. Mr. Fanning stated that he sat down with his Road Department Supervisors Tim Carlo and Doug Baker to go over the bare necessities of what we needed and cut the “Project” area of the budget because intersection improvements are not as critical as they were in the past 5 years. Mr. Fanning stated that the Pahrump Road Department has covered intersections in the valley for the past five years pretty good. The intersection improvements in Tonopah would be the snow removal every year. The Tonopah Road Department uses paint in the intersections and not the buttons. Mr. Fanning stated that we have “projects” every once in a while in Beatty and Amargosa. Mr. Fanning also stated that we have taken the budget cut from these projects in the areas that are least amount needed but has left the Regional Gravel Road Maintenance the same as previous years at $350,000.00. The Cold Mix and Crack Seal have been left the same also.

Mr. Fanning

stated that the new ¼ cent Budget for this fiscal year is going to be $1,014,000.00 and also stated that this figure is down by $235,000.00 from last year.

Mr. McRae

asked why that was the case. Mr. Fanning stated that the Gas Tax fuel options were down according to the document that was given to him by Susan Paprocki. Mr. Fanning also stated that the State reports these amounts and that is something that we need to clarify with them. Mr. Fanning stated that Ms. Lynnette Atkinson does the quarterly reporting for fuel tax and those figures show that the Fuel Tax and revenue is up. Mr. Fanning has not verified why but we will work through the process to find out.

Commissioner Carbone

asked for clarification as to what tax actually went up. Mr. Fanning stated that it is not actually the tax that went up; it is the use of gas sold that went up in volume throughout the State and Nye County.

Mr. McRae

stated that this is a conflict that he can’t resolve based on what he knows about fuel consumption in Nye County. Mr. McRae stated that if the usage is up and the gallons are up then our collections should be up, not down. Mr. Fanning and

Ms. Atkinson

will research it further.

Commissioner Carbone

asked if Dave was going to address Amargosa in the Budget.

Mr. Fanning

stated that Amargosa and Beatty are already included in the Pahrump/Crystal figure of $331,622.00. Mr. Fanning stated that he would list it if that’s what the Board wants.

Commissioner Carbone

stated that the public asks about Farm Road and should probably be shown on the budget.

Mr. Fanning

moved on to address the 4 cent Budget. Mr. Fanning stated that the 4 cent is the Budget that the Board of County Commissioners approves. Mr. Fanning also stated that this budget went up by $14,000.00 from what it was last year. We 2 Regional Transportation Commission – Minutes May 13, 2014 have seen increases with our lighting from VEA and we have added 6 additional lights on Homestead/Dandelion/Elderberry. Our Traffic signal maintenance is going up this year. We added a third traffic signal that drives up costs and when the signal gets older it requires more maintenance. Mr. Fanning stated that this is a normal rate increase on the contract that we have with Transcore.

Commissioner Carbone

asked what the basis was for the rate increase. Mr. Fanning stated when the third traffic signal went in they did it under the old contract at $20,200.00. This year we are picking it up on the new contract. Transcore is now contracting with us on our Fiscal Budget instead of an Annual Budget. Mr. Fanning stated that it is approximately $9,000.00 more for the maintenance of that light. Traffic light maintenance is required and federally mandated by the FHWA. Every 6 months you have to pull the information out of the box. Mr. Fanning stated that by having Transcore do this it protects the County. The information extraction has to be done by licensed personnel. Transcore stores all of that information until it is needed. Commissioner Carbone asked what kind of information these boxes store.

Mr. Fanning

stated that it is usually traffic accidents, or a conflict of two opposing lights or something is not agreeing with the other side of the system.

Mr. Fanning

moved on to the Major Roads striping and street patching. Mr. Fanning stated that this has been increased due to the fact that we are seeing an increase in traffic. Gravel Road Maintenance has been left the same as in the past as we actually use that up in the northern end of the County. Engineering/ Administration has been left the same also. Commissioner Carbone asked Mr. Fanning how we were able to keep the Admin/Eng the same even though we have added some employees. Mr. Fanning stated that not everything we do is billed to these specific projects. Some of the funds are paid by the 4 cent.

Commissioner Carbone

asked where the Town money plays into this budget. Mr. McRae stated that it does not come into this budget. It is another portion of gas tax that is collected and may be distributed to the areas based upon agreement. There is not enough money collected to give the funds to the unincorporated towns so the Board of County Commissioners keeps it in their control.

Mr. Fanning

stated that is correct and those funds are used for signs, addresses and so forth. Mr. Fanning stated it is the same in Tonopah. Commissioner Carbone stated that he wanted to have that clarification on record. Mr. McRae stated that funds are for road departments use, not the CIP or the RTC.

Mr. Fanning

stated that we lose a lot of revenue in Round Mountain. It is the highest generator because of the mines. The Town of Round Mountain makes $100,000.00 more a year than we get from any other town. It’s a big hit to the budget but they want to keep their gas tax funds and manage them within the town.

Commissioner Carbone

clarified that the gas tax is its own separate entity. Mr. Fanning stated that he is correct.

Commissioner Schinhofen

asked if the other towns have turned in their funds. Mr. Fanning stated that the State reporting is 3 months behind but yes they are all current. 3 Regional Transportation Commission – Minutes May 13, 2014

Commissioner Schinhofen

needed clarification on the Regional Street and Highways 4 cent fund being approved by this Board and not the BoCC. Mr. Fanning stated that the 4 cent does have to be approved by the BoCC. Commissioner Schinhofen referred to the Policy and Procedure Manual section 6.0 “Once the RTC approves a project it may forward the proposal to the BoCC”. Mr. Fanning stated there a couple of things that are required. The ¼ cent turns into a project once it is approved by this board. The other is the 4 cent and that has to be approved by the BoCC because there is purchasing required to doing those projects.

Mr. McRae

made a motion to approve the 2014/2015 Budget as submitted.

Commissioner Carbone

second. Approved 3-0

Mr. Fanning

stated that the board has asked us to bring this manual back with revisions and information as to when and what the past revisions were and when they have occurred and where within the document they occurred. Mr. Fanning stated that we were not able to find all the past revisions. We did find the 1999 and the 2002 revisions. Ms. Atkinson stated that the comments in red are from Public Works and the comments in the orange are from the D.A. This is our current 2002 Policy and Procedure Manual. Commissioner Schinhofen stated that he thought we were just going to make the changes, let the Board know what those were and vote on it, instead of having the DA review it. He also stated that as we go through these changes now we will have to take a vote, have the DA review it and then we will have a new 2014 5th revision. Mr. Fanning stated yes that every document change that we do we have the DA review it. Mr. Fanning stated that there were some comments that were made and some information extracted from a past document and those need to be reviewed by the DA to be put in to the present day manual. The way it is implied in the document is why we have the DA review it. It is for clarification purposes. Mr. Fanning stated that he did not want the Commissioners to rule on something without knowing what the changes were.

Commissioner Schinhofen

stated that he would like to go from page to page and rule from there. Page 1 can stay worded as is. Page 3 can also be left the way it is until it is replaced by another document. Page 4- 2.0 should read Bi-Annual.

Mr. McRae

stated that a Board review just means it will be reviewed, not change the plan. Mr. McRae stated that the RTC can identify the project and the BoCC funds it.

Mr. McRae

also stated that when the RTC submits a project it must comply with items 1, 2, 3 and 4 in the Policy and Procedures Manual. Mr. Fanning stated that is correct and he spoke to Marla from the D.A.’s office about the Street and Highway Fund 373.030. Mr. Fanning also stated that if the project is in compliance then the RTC may forward it to the BoCC for approval for funding if the RTC doesn’t have the money. However, there are a couple of variations. Mr. Fanning stated that Marla explained that it is really determined on how the board would like to do it. 4 Regional Transportation Commission – Minutes May 13, 2014

Mr. McRae

motioned to approve as discussed above in bold italics. Commissioner Carbone second. Approved 3-0.

Commissioner Schinhofen

stated that the next time he sees the Policy and Procedure Manual it would be the 5th Revision. Mr. Fanning stated yes.

Commissioner Schinhofen

would like to see an updated Lumos & Associates plan.

Mr. Fanning

would like to go in to the next fiscal year before meeting again.

Mr. McRae

motioned to meet on July 15th at 8:30 a.m. Commissioner Carbone second. Approved 3-0