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HomeMy WebLinkAbout5B - Transit Review Board & Planning Team CITY COUNCIL AGENDA REPORT 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 MEETING DATE: April 7, 2008 AGENDA #: 5B PREPARED BY: Kelly Meyer, Assistant City Manager AGENDA ITEM: CONSIDER APPROVAL OF RESOLUTION APPROVING AN AMENDED AGREEMENT ESTABLISHING A TRANSIT REVIEW BOARD AND PLANNING TEAM FOR SCOTT COUNTY COMMUNITIES. DISCUSSION: Historv: The City of Prior Lake has a long-standing history of cooperation in transit planning. In 2001, Prior Lake first participated in a Study Management Team with representatives from Scott County, cities of Scott County, Metropolitan Council, transit service agencies and Shakopee Mdewakanton Sioux Community, to identified how current transit services could be enhanced and connected to create a more comprehensive transit system throughout Scott County. From these meetings, surveys and other resources, the Scott County Transit Plan was developed. Subsequently, in December 2003, a Transit Review Board (TRB), consisting of representative elected officials, and Transit Planning Team (TPT) , consisting of representative staff, were established. The Transit Review Board has since initiated efforts to develop the Unified Transit Management Plan and complete construction of South bridge Crossings Transit Station. Councilor Erickson and myself (soon to transition to Jane Kansier) are the current City representatives on the Transit Review Board and Transit Planning Team, respectively. Current Circumstances: The TRB is an advisory body that makes recommendations to the respective governing bodies on transit related issues. The attached Agreement, originally drafted by City Attorney Pace in 2003, seeks to clarify the mission of the TRB, and update the operational bylaws. The most significant revision is an update of the TRB and TPT mission statement (a discussion originally suggested by Councilor Erickson). After some discussion, the TRB adopted the following mission statement - The mission of the Transit Review Board and Transit Planning Team is to facilitate and plan for the development of infrastructure and capital facilities within the County to serve regional transit needs; to facilitate communication and coordination among the County's transit operators; and to strive to provide quality transit options for Scott County commuters. The most active members of the TRB and TPT have been Shakopee, Prior Lake, and Scott County. In order to effectively plan for transit needs in the region, the TRB also will take on an initiative to encourage all cities within Scott County, as well as the SMSC to participate on the TRB and TPT. There is no cost to participate other than providing a Council and staff representative. The goal is to have County-wide representation on the Board. www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 Conclusion: The City's 2030 Vision and Strategic Plan promotes utilizing partnerships to leverage expertise and resources. In the case of the TRB and TPT the collaboration has been effective; generating the Unified Transit Management Plan, construction of the Southbridge Crossings Transit Station, and in facilitating the joint operation of the BlueXpress bus service. FINANCIAL IMPACT: There is no financial impact at this time. Capital initiatives that require expenditure of unbudgeted transit fund dollars would come to the City Council for approval. ISSUES: As transit funding becomes a more prominent issue at the legislature, and available dollars for transit operations, buses, and infrastructure improvements become more competitive, it is important to be able to demonstrate not only need, but results. To date, efforts of the TRB and TPT have been effective in helping to improve transit options and facilities in Scott County, and position Scott County to meet future transit demands. ALTERNATIVES: (1) Adopt the resolution as proposed as part of the Consent Agenda. (2) Take no action and provide staff with direction. RECOMMENDED MOTION: REVIEWED BY: RESOLUTION OS-XXX 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 A RESOLUTION APPROVING AN AMENDED AGREEMENT ESTABLISHING A TRANSIT PLANNING TEAM AND TRANSIT REVIEW BOARD FOR SCOTT COUNTY COMMUNITIES. Motion By: Second By: WHEREAS, The City Council promotes and encourages collaborative action and partnerships with Scott County and cities within Scott County; and WHEREAS, The City of Prior Lake is a current member of the Scott Communities Transit Review Board and Transit Planning Team; and WHEREAS, the amended agreement seeks to clarify the mission of the Transit Review Board and Transit Planning Team, update its operational bylaws, and encourage active participation by all Scott County cities; and WHEREAS, The City Council believes that to collaboratively plan for regional infrastructure and capital needs will best utilize the resources available to provide quality transit services for current and future Prior Lake residents. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA that: 1. The recitals set forth above are incorporated herein. 2. The City Council hereby approves the Amended Agreement Establishing a Transit Review Board and Transit Planning Team for Scott County Communities, and the Mayor and City Manager are hereby authorized to enter into the referenced agreement. PASSED AND ADOPTED THIS 7TH DAY OF APRIL 2008. YES NO I Hauqen Erickson Hedberg LeMair Millar Haugen Erickson Hedber9 LeMair Millar City Manager, City of Prior Lake www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 AMENDED AGREEMENT ESTABLISHING A TRANSIT REVIEW BOARD AND PLANNING TEAM FOR SCOTT COUNTY COMMUNITIES THIS AGREEMENT is made this day of , 2008 by and among the cities of PRIOR LAKE, SAVAGE, SHAKOPEE, BELLE PLAINE, ELKO NEW MARKET, JORDAN, AND NEW PRAGUE, municipal corporations organized under the laws of the State of Minnesota, and the COUNTY OF SCOTT, State of Minnesota, henceforth to be known as "Members", RECITALS WHEREAS, the above Members originally entered into an Agreement Related to the Creation of a Transit Review Board and Planning Team for Scott County Communities dated December 11,2003; and WHEREAS, the Transit Review Board and Planning Team originally established have been successfully collaborating over the past five years to make significant improvements to the transit options for Scott County; and WHEREAS, the governing body of each Member has adopted a Resolution or Letter of Support adopting, either in full or in part, the Scott County Area Transit study, and the subsequent Unified Transit Management Plan ("UTMP"); and WHEREAS, the Mission for the Transit Review Board and Planning Team is "to facilitate and plan for the development of infrastructure and capital facilities within the County to serve regional transit needs; to facilitate communication and coordination among the County's transit operators; and to strive to provide quality transit options for Scott County commuters"; and WHEREAS, to accomplish the goals and objectives set out in the UTMP, the Members deem it appropriate to evaluate and update this Agreement; and NOW THEREFORE BE IT AGREED THAT: SECTION 1 - ESTABLISHMENT OF A TRANSIT REVIEW BOARD AND PLANNING TEAM 1. The recitals set forth above are incorporated herein. 2. This Amended Agreement supersedes any and all prior transit agreements between the parties related to the creation of a Transit Review Board and Planning Team. 3. The Transit Review Board shall be responsible for identifying, analyzing, recommending, and tracking transit-related service and infrastructure projects that are in the best interests of Scott County transit users. 4. The Planning Team shall be responsible for providing technical support to the Transit Review Board, and implementing the projects recommended by the Transit Review Board and approved by the Members. 5. The Members agree to establish a Transit Review Board and a Transit Planning Team subject to the following terms and conditions of this Agreement. SECTION 11- MEMBERSHIP 1, All Active Members shall have equal voting authority and equal opportunity to provide input on potential projects. Active Members shall be those that participate in regular Transit Review Board on an on-going basis. 2. At the discretion of the Transit Review Board, Scott County area agencies and organizations, as well as other transit providers shall be invited to attend Transit Review Board meetings as non-voting members. SECTION 11I- TRANSIT REVIEW BOARD 1. The Transit Review Board shall be comprised of elected officials of the Members (hereinafter referred to as the "TRB"). 2. The TRB shall have two officers: a Chairperson and a Vice-Chairperson who shall be annually elected.. The Chairperson presides at all the meetings and in the absence of the Chairperson, the Vice-Chairperson convenes and presides over the meeting. 3. Officers are elected by the TRB Members at the first meeting of each calendar year. This action shall be the opening order of business and new officers shall take office immediately upon election. 4. Each Member may appoint an alternate TRB Member who shall have voting privileges and shall be acknowledged in the meeting minutes as to which Member entity they represent as an alternate. 5. The TRB is responsible for addressing goals and recommending actions, implementation or redirection related to planning and implementation of transit infrastructure improvements. The TRB shall direct responsibility for meeting strategic goals, completing objectives, or taking other planning actions as updated during regular quarterly meetings or at meetings specially requested, 6. Decisions related to the day-to-day operations, funding or promotion of the bus system or other transit services shall be made solely by the governmental entities that own and operate said transit services and in collaboration with one another. 7. All TRB Members shall make every effort to gain any necessary authorizations from their respective government agencies within a thirty (30) day period. 8. All other actions by the TRB shall require a majority vote of the Members including direction by the TRB to the Planning Team. SECTION IV - PLANNING TEAM 1. The Planning Team shall consist of staff person(s) designated by the Members (hereinafter referred to as the "Planning Team"). 2. The Planning Team shall have a Chairperson and Vice Chairperson. The Chairperson presides at all the meetings, and in the absence of the Chairperson, the Vice Chairperson convenes and presides over the meeting. 3. At its first meeting of each calendar year, the Planning Team shall elect the Chairperson and Vice Chairperson. This action shall be the opening order of business and new officers shall take office immediately upon election. 4. The Planning Team shall undertake studies related to existing and needed transit services and facilities, make recommendations to the TRB for goals, improvements, changes and additions to the transit infrastructure, shall act as technical advisors to the TRB, and shall be responsible for completing direction given by the TRB. SECTION V - MEETING PROTOCOL 1. TRB and Planning Team Members may adopt operating rules and procedures for meetings. 2. TRB meetings will occur on a monthly basis or more frequently as needed and shall be noticed seven calendar days in advance. Planning Team meetings will occur on a monthly basis or more frequently as needed, 3. In order for the TRB or Planning Team to conduct business, representatives of 50% of Active Members must be present. SECTION VI- STRATEGIC GOALS 1. Annually the Planning Team shall prepare a set of strategic goals for approval by the TRB. The strategic goals shall list objectives for each goal and include an accountability process to meet each goal outcome. 2, The TRB will monitor the progress towards completion of the strategic goals; and in consultation with the Planning Team, make modification as necessary. 3. The fiscal year of the TRB and the Planning Team shall begin on the first day of January and end on the 31st day of December of every year. Strategic goals shall be adopted at the first meeting of each year or as soon thereafter as practically possible. The first strategic goals and fiscal year shall begin on the date of the initial meeting of the TRB. SECTION VII- ASSETS If the TRB acquires assets either through contributions from Members or through other funding sources, the TRB shall develop regulations governing asset management including provisions dealing with a withdrawing Member. SECTION VIII- TERMINATION AND WITHDRAWAL Any Member may, upon notice, terminate its participation under this Agreement. A terminating Member shall provide the TRB ninety (90) days written notice of its intent to terminate. SECTION IX - AMENDMENTS Amendments to this Agreement may only occur at a regular meeting of the TRB, require a majority vote of all the Members, and must be formally approved by the governing body of each Member. IN TESTIMONY WHEREOF, this Agreement of the Scott Area Transit Review Board have hereunto set their hands the day and year first above written. City of Belle Plaine City of Elko New Market By By: Its Its City of Jordan City of New Prague By: By: Its Its City of Prior Lake City of Savage By: By: Its Its City of Shakopee County of Scott By: By: Its Its