alamo regional mobility authority board of directors agenda meeting packet for march 19, 2015

BOARD OF DIRECTORS

JOHN CLAMP

CHAIR

GAVINO RAMOS VACANT

VICE CHAIR SECRETARY/TREASURER

LOU MILLER RAMIRO CAVAZOS JOHN MONTFORD DAVID STARR

DAVID SMITH

EXECUTIVE DIRECTOR

Board Memorandum

To: Alamo RMA Board of Directors From: David Smith, Executive Director Copies: File Date: Thursday, March 19, 2015 Agenda Item 2: Approval of minutes from the Board of Directors Meeting on February 19, 2015.

Alamo RMA staff requests appropriate action regarding approval of the minutes from the February 19, 2015 Board of Directors Meeting.

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Fiscal Assessment Applicable: ☐Yes ☒ No Type: ☐ Revenue ☐ Expense Category: ☐ Project ☐ Indirect ☐ Other: _______________ Funding Source: N/A Dollar Amount Associated with Item: N/A Current Budget Amount : N/A

Coordinated by: Chris Trevino Verified by: Renee Green

Comments: There is no fiscal impact associated with the approval of this item.

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Alamo RMA Board of Directors Meeting Minutes for February 19, 2015 Page 1 of 5

BOARD MEETING Thursday, February 19, 2015 3:00 p.m.

San Antonio River Authority, Board Room 100 E. Guenther Street

San Antonio, Texas 78204

Minutes 1. Call meeting to order. Chairman Clamp called the meeting to order at 3:08 p.m.

Members present: John Clamp, Ramiro Cavazos, David Starr, Lou Miller. Members absent: Gavino Ramos and John Montford

2. Swearing in of Lou Miller as a Director on the Alamo RMA Board. Mr. Miller was sworn in as Board of Director on the Alamo RMA.

3. Approval of minutes from the Regular Board of Directors Meeting of January 22,

2015.

R. Cavazos made motion to approve the minutes as presented to the Board of Directors. L. Miller seconded the motion. All voted in favor.

4. Nomination and Appointment of Treasurer/Secretary. John Clamp

Chairman Clamp requested to defer item for the next meeting in March until we have all the board members present. R. Cavazos made motion to defer agenda item #4 to the next Board of Directors meeting. D. Starr seconded the motion. All voted in favor. Chairman Clamp requested to move up Agenda #11 Executive Session, pursuant to Chapter 551, Subchapter D, Texas Government Code and convened Executive Session at 3:51 p.m.

5. Executive Director’s Report Renee Green presented. A) Monthly Status Report on General Engineering Consultant (GEC) Work Authorizations The new General Engineering Consultant Master Agreements between HNTB, Pape Dawson Munoz, LLC and the Alamo RMA became effective on January 1, 2015. The 2009 GEC Master Agreement with HNTB expired on December 31, 2014. However, time was extended for Work Authorization Number 18 and Work Authorization Number 27 to allow for completion of the work at no additional cost to the RMA.

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For the month of January, work was performed on the two currently open Work Authorizations (WA) with HNTB under the 2009 General Engineering Services Contract.

Work Authorization No. 18: General Public Involvement Support – Work thismonth on the community relations effort included:

1. Continued to plan for future public outreach efforts Work Authorization No. 27: US 281 Investment Grade Traffic and Revenue

Study – Work this month on the Investment Grade T&R study included:1. Developed the draft background projects list based on the 2040

Metropolitan Transportation Plan2. Coordinated with Alamo RMA staff to discuss preliminary Traffic and

Revenue analysis results3. Completed additional Traffic and Revenue analysis based on meetings

with Alamo RMA staff

B) Monthly Update on US 281/Loop 1604 Interchange Project Pending receipt of final settlement payment amount from TxDOT

C) Monthly Update on US Hwy 281 Environmental Impact Statement Work Authorization No. 4B: Design Schematic for the Preferred Alternative and

Environmental Impact Statement – Work this month included:1. Continued project management and coordination tasks2. Responded to TxDOT Environmental requests to clarify information for use by

USFWS in the Biological Opinion

Work Authorization No. 5: Right-of-Way Mapping – Work this month included:1. Continued preparation of the preliminary ROW plan sheets2. Continued writing Metes and Bounds descriptions for individual ROW takes3. Continued drawing individual exhibits that correspond with individual ROW

takes4. Completed monumentation

D) Monthly Update on Loop 1604 Environmental Assessment Work Authorization No. 5: Environmental Assessment – Work this month included:

1. Continued project management, coordination, and administration tasks2. Continued preparation for a public meeting in early March, 20153. Continued drafting the Environmental Document including incorporating

received comments4. Continued the Noise Analysis and Impact Assessment5. Initiated karst invertebrate supplemental survey/report needed to finalize the

karst report6. Completed memo identifying excavation areas and submitted to TxDOT ENV7. Continued the Biological Resources Evaluation Form and Hazmat Initial Site

Assessment forms8. Coordinated with Traffic and Revenue study, adding additional access

locations to the managed lanes at I-10 and US 2819. Submitted the 90 percent geometric schematic to the Alamo RMA and TxDOT

on January 27th.

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E) Monthly Financials for January 2015 Monthly financial statements are attached for January including the following:

1. Balance Sheets2. Statement of Revenues, Expenses, and Changes in Net Assets3. Statement of Revenues and Expenditures4. Project Costs (Capitalized and Non-Capitalized)

The report was accepted by the Alamo RMA Board of Directors as presented.

6. Discussion and appropriate action regarding the selection of financialunderwriting firms to form a pool of pre-qualified financial underwriters withoptions to make revisions to the pool on an as needed basis. Seth McCabepresented

On November 20, 2014, the Alamo RMA Board approved the release of a Request for Qualifications for Underwriting Services. The deadline for submissions was on Monday December 15, 2014. A total of 20 Underwriting firms submitted for consideration. On January 22, 2015, staff presented a summary of the responses and the Board made recommendations for approval at the next meeting.

Staff recommends the approval of a pool of the twelve financial underwriting firms listed below: Bank of America Merrill Lynch Cabrera Capital Markets, LLC Citigroup Global Markets, Inc. First Southwest Company Frost Bank J.P. Morgan Securities, LLC Morgan Stanley & Co. LLC Piper Jaffrey & Co. Ramirez & Co. Inc. RBC Capital Markets, LLC Siebert Brandford Shank & Co. LLC Stifel, Nicolaus & Co.

L. Miller made the motion to approve the twelve financial underwriting firms. D. Starr seconded the motion. All voted in favor.

7. Discussion regarding deadlines for filing Personal Financial Statements for theperiod covering January 1, 2014 through December 31, 2014. Brian Cassidypresented

As a requirement to Chapter 572 of the Texas Government Code requires that Appointed Officers of state agencies submit annually a Personal Financial Statement. Alamo RMA staff requests that the Board of Directors review the Code and submit a Personal Financial Statement. The Personal Financial Statements are due by the end of April to the Texas Ethics Commission and extensions can be requested before the deadline. All forms are available online to be filled out.

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8. Discussion regarding the adopted Alamo RMA Disadvantaged BusinessEnterprise Policy. Renee Green and Mario Jorge with TxDOT presented

The Alamo RMA, as a sub-recipient of federal funds is required by 49 CFR 26, toimplement a program for disadvantaged business enterprises (DBEs). The Alamo RMAentered into a Memorandum of Understanding with the Texas Department ofTransportation (TxDOT) adopting the TxDOT DBE Program. The DBE policy is part offederal regulations and it was agreed by Alamo RMA in 2009. Any projects that arefederally funded must adopt TxDOT DBE Program.

Question by L. Miller: Can TxDOT help in getting a DBE adopted for Alamo RMA ratherthan having a Memorandum of Understanding?Response by M. Jorge: As long as the project is not federally funded the Alamo RMAdoes not have to follow TxDOT DBE Policy but if the project is federally funded theAlamo RMA must adopt the TxDOT DBE Policy.

Comment by R. Cavazos: The goal of the Alamo RMA is to keep funding at a local leveland I think that the Alamo RMA should establish a DBE goal. I recommend the Countymake a presentation on SWMBE/DBE.Response by M. Jorge: The DBE Policy which follows the federal requirements ismanaged by the Office of Civil Rights. For every project that has federal dollars TxDOTfollows the DBE Policy and there is a formula that is used to make that determination onDBE goals.

Question by D. Starr: If we were to use our licensing fees for the completion of Loop1604, does Alamo RMA have to follow TxDOT DBE Policy?Response by R. Green: The Loop 1604 project is already federally funded and mustfollow TxDOT DBE Policy.

Question by D. Starr: Does the county have a separate DBE policy from the TxDOTpolicy? Response by R. Green: No.Response by M. Jorge: Most projects have federal funding in order to construct andcomplete a project which requires the DBE Policy to be adopted.

Question by L. Miller: Can Bexar County present on SWMBE Program?Response by R. Green: Staff will look at the timing to make a presentation on theSWMBE Program and will consider it for future meetings.

9. Discussion and appropriate action regarding approval of Resolution 15-01 for theUS 281 Project Delivery. Renee Green presented

R. Cavazos made the motion to approve Resolution 15-01 for the US 281 ProjectDelivery. D. Starr seconded the motion. All voted in favor.

10. Citizens’ Communications (citizens must sign the register to speak)Chairman Clamp acknowledged individuals who signed up to speak. Jack Fingersinged up to speak on agenda #9.

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11. Executive Session - Pursuant to Chapter 551, Subchapter D, Texas GovernmentCode.Chairman Clamp called Executive Session at 3:10 p.m. The Alamo RMA Board ofDirectors went into Executive Session to discuss agenda item # 9. No action was takenduring Executive Session and Chairman Clamp called the regular meeting to order at3:51 p.m.

12. Adjournment.There being no further action for the Board, Chairman Clamp adjourned the meeting at4:00 p.m.

APPROVED:

_________________________________________ JOHN CLAMP, CHAIRMAN

DATE ADOPTED: 3/19/2015 I hereby certify that the above foregoing pages constitute the full, true, and correct minutes of all the proceedings and official records of the Alamo Regional Mobility Authority at its meeting on March 19, 2015.

ATTEST: __________________________

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BOARD OF DIRECTORS

JOHN CLAMP

CHAIR

GAVINO RAMOS VACANT



DAVID SMITH

EXECUTIVE DIRECTOR

Board Memorandum

To: Alamo RMA Board of Directors From: David Smith, Executive Director Copies: File Date: Thursday, March 19, 2015 Agenda Item 3: Discussion and appropriate action regarding the Quarterly Investment Reports for FY 2013 and FY 2014 in accordance with Section 2256.023(a) of the Texas Public Funds Investment Act.

Section 2256.023 (a) of the Texas Public Funds Investment Act (PFIA) requires that investment reports be filed with the governing body on a quarterly basis each fiscal year. Since the transition of management of the Alamo RMA in mid-2013, staff has actively maintained the investments of the Alamo RMA funds through their bank depository Frost Bank. During October of 2014 the Alamo RMA Board approved the 2014 Investment Policy and appointed the Executive Director as the Chief Investment Officer. Attached are the quarterly investment reports for the last two fiscal years. Interest earned on the bank balances ranged from 1 to 3 basis points. Total investment income earned over the last two fiscal years was $3,430. The weighted average maturity for the investments was 1 day. Future investment reports will be brought forward for Board consideration and approval on a quarterly basis.

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Coordinated by: Juan Mendez Verified by: Seth McCabe


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BOARD OF DIRECTORS

JOHN CLAMP

CHAIR

GAVINO RAMOS VACANT



DAVID SMITH

EXECUTIVE DIRECTOR

Board Memorandum

To: Alamo RMA Board of Directors From: David Smith, Executive Director Copies: File Date: Thursday, March 19, 2015 Agenda Item 4: Presentation of Toll Operations White Paper Report.

The Alamo Regional Board of Directors at the January 22nd Board Meeting approved the staff request to have HNTB develop a white paper report outlining toll operations of all Texas toll authorities including toll collection concepts, system integrators, operations, and maintenance. In addition to the report, HNTB was authorized to provide a workshop to present the information. The workshop presentation will provide an overview of the report.

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Coordinated by: Chris Trevino Verified by: Renee Green


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BOARD OF DIRECTORS

JOHN CLAMP

CHAIR

GAVINO RAMOS VACANT



DAVID SMITH

EXECUTIVE DIRECTOR

Board Memorandum

To: Alamo RMA Board of Directors From: David Smith, Executive Director Copies: File Date: Thursday, March 19, 2015 Agenda Item 5: Citizen’s Communications. Citizens must sign the register to speak.

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BOARD OF DIRECTORS

JOHN CLAMP

CHAIR

GAVINO RAMOS VACANT



DAVID SMITH

EXECUTIVE DIRECTOR

Board Memorandum

To: Alamo RMA Board of Directors From: David Smith, Executive Director Copies: File Date: Thursday, March 19, 2015 Agenda Item 6: Executive Session. Pursuant to Chapter 551, Subchapter D, Texas Government Code At any time during the meeting of the Alamo RMA Board of Directors, the Board may meet in executive session for consultation concerning attorney-client matters (real estate, litigation, contracts, personnel, and security) under Chapter 551 of the Texas Government Code. A. Subsection 551.071(1). Consultation with Attorney - Consultation with, and advice from legal

counsel concerning pending/contemplated litigation, including but not limited to Aquifer Guardians in Urban Areas v. United States Federal Highway Administration et. al, settlement offers and negotiations, and other legal issues.

B. Section 551.074. Personnel Matters - Deliberation concerning the appointment,

employment, reassignment, evaluation, duties, discipline, and/or dismissal of personnel. C. Section 551.072. Deliberation Regarding Real Property - Discussion of real property

purchase, exchange, lease, license, gift, donation, and/or negotiated settlement, including property to be acquired for right-of-way.

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alamo regional mobility authority board of directors agenda meeting packet for march 19, 2015

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