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Home My WebLink About15.A.2. Agreement Relating to the Creation of a Transit Review Board and Planning Team CONSENT CITY OF SHAKOPEE lS:f7*~. Memorandum TO: Mayor and City Council Mark McNeill, City Administrator FROM: R. Michael Leek, Community Development Director SUBJECT: Adoption of final agreement relating to the establishment and operation of the Transit Review Board and Transit Planning Team MEETING DATE: March 2, 2004 BACKGROUND: Council is asked to approve the attached, revised agreement related to the operation of the Scott County Transit Review Board and Transit Planning Team. ALTERNATIVES: 1) Authorize the appropriate City official(s) to execute the AN AGREEMENT RELATED TO THE CREATION OF A TRANSIT REVIEW BOARD AND PLANNING TEAM FOR SCOTT COUNTY COMMUNITIES. 2) Do not authorize the appropriate City official(s) to execute the AN AGREEMENT RELATED TO THE CREATION OF A TRANSIT REVIEW BOARD AND PLANNING TEAM FOR SCOTT COUNTY COMMUNITIES. 3) Table the matter for additional information. ACTION REQUESTED: Offer and pass a motion authorizing the appropriate City official(s) to execute the AN AGREEMENT RELATED TO THE CREATION OF A TRANSIT REVIEW BOARD AND PLANNING TEAM FOR SCOTT COUNTY COMMUNITIES. ~#;A"~~~ R. ichael Leek Community Development Director G:\CC\2004\03-02\transit board-team agreement.doc AN AGREEMENT RELATED TO THE CREATION OF A TRANSIT REVIEW BOARD AND PLANNING TEAM FOR SCOTT COUNTY COMMUNITIES THIS AGREEMENT is made this day of , 2003 by and among the cities of PRIOR LAKE, SAVAGE, SHAKOPEE, BELLE PLAINE, ELKO, JORDAN, NEW MARKET, 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 knows as "Members", RECITALS WHEREAS, the governing body of each Member has adopted a Resolution or Letter of Support adopting the Scott County Area Transit Study; and WHEREAS, the Scott County Transit Study provides a guide for transit and roadway planning; and WHEREAS, to accomplish the goals and objectives set out in the Scott County Transit Study, the Members deem it appropriate to create a Transit Review Board and Planning Team; and WHEREAS, the Vision for the Transit Review Board and Planning Team is "to create a stronger voice through collaboration and open lines of communication, to foster efficient use of allocations and resources, and to champion transit service investments without duplication or additional layers of bureaucracy"; and WHEREAS, the Mission for the Transit Review Board and Planning Team is "to enhance the transit options of all Scott County residents through an intergovernmental best management process"; and WHEREAS, the Values supporting this Agreement are rooted in the ideals of improving the quality of life for Scott County residents through safe, dependable, frequent, flexible, customer receptive, and affordable transit service. NOW THEREFORE BE IT AGREED THAT: SECTION I - ESTABLISHMENT OF A TRANSIT REVIEW BOARD AND PLANNING TEAM 1. The recitals set forth above are incorporated herein. 2. The Members agree to establish a Transit Review Board and a Transit Planning Team subject to the following terms and conditions of this Agreement. 2/24104 Page 1 SECTION II - MEMBERSHIP 1. There shall be two levels of Membership in the Transit Review Board and the Planning Team: Main Members and Associate Members. 2. Main Members are governmental entities that own and operate transit services. The Main Members consist of the Cities of Prior Lake, Savage, Shakopee, and the County of Scott. Main members shall have voting privileges. Only Main Members may be elected to serve as Chairperson and Vice-Chairperson. 3. Associate Members consist of the Cities of Belle Plaine, Elko, Jordan, New Market, and New Prague, which either have current or projected transit service within their jurisdiction. Associate members shall not have voting privileges. 4. Scott County area agencies and organizations, and other transit providers shall be invited to attend as non-voting members. SECTION III - TRANSIT REVIEW BOARD 1. The Transit Review Board shall be comprised of elected officials of the Main Members and Associate Members. 2. The Board shall have two officers, a Chairperson and a 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. The Board Members at the initial meeting of the Board shall elect the Chairperson and the Vice Chairperson. Thereafter, officers are elected by the Board Members at the first meeting of the calendar year. This action shall be the opening order of business and new officers shall take office immediately upon election. 4. Each Main Member may appoint an alternate Board 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 Board is responsible for addressing goals and recommending actions, implementation or redirection. 6. The Board 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. 7. All Board actions regarding resource offerings that need further authorization from their respective government agency, organization or association shall make all efforts to gain necessary approval within a thirty (30) day window, while it is expected that all efforts will be made to shorten that reply time. 8. All other actions by the Transit Review Board shall require a majority vote of the Main Members including direction by the Transit Review Board to the Planning Team. 2/24/04 Page 2 SECTION IV - PLANNING TEAM 1. The Planning Team shall consist of staff person(s) designated by Main Members and Associate Members. 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. The Team Members at the initial meeting of the Planning Team shall elect the Chairperson and Vice Chairperson. Thereafter, officers are elected by the Team Members at the first meeting of the calendar year. 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, maKe recommendations to the Transit Review Board and Members for goals. improvements, changes and additions to the transit services and shall act as technical advisors to the Transit Review Board. SECTION V - FACILITATOR 1. The Facilitator shall not have any voting privileges unless the Facilitator is an elected official of a Main Member. 2. The Facilitator's responsibilities shall include (1) coordination of assignments by the Transit Review Board to Planning Team Members; (2) maintain strategic objectives for each goal established by the Transit Review Board; (3) develop and maintain a system of accountability for goals and responsibilities assigned by the Transit Review Board; and (4) act as liaison between the Transit Review Board and Planning Team when interpretation issues arise. 3. The Facilitator shall also serve as the Recorder for the Transit Review Board and the Planning Team. The Recorder's responsibilities include: (1) preparation of the agenda; (2) prepare and maintain minutes of each Transit Review Board or Planning Team meeting; (3) edits formal documents for release; and (4) maintains an archive of all Transit Review Board and Planning Team items. SECTION VI - MEETING PROTOCOL 1. Transit Review Board and Planning Team Members may adopt operating rules and procedures for meetings. 2. Transit Review Board meetings will occur on a quarterly basis or more frequently as needed. Planning Team meetings will occur on a monthly basis or more frequently as needed. 3. In order for the Transit Review Board or Planning Team to conduct business, three (3) Main Members must be present. 2/24/04 Page 3 VIII - STRATEGIC GOALS 1. Annually the Planning Team shall prepare a set of Strategic Goals for approval by the Transit Review Board. The Strategic Goals shall list objectives for each goal and include an accountability process to meet each goal outcome. 2. The Transit Review Board 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 Transit Review Board and the Planning Team shall begin on the first day of January and end on the 31 sl 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 Transit Review Board. SECTION IX - ASSETS If the Transit Review Board acquired assets either through contributions from Members or through other funding sources, the Transit Review Board shall develop regulations governing asset management including provisions dealing with a withdrawing Member. SECTION X - TERMINATION AND WITHDRAWAL Any Member may, upon notice, terminate its participation under this Agreement. A terminating Member shall provide the Transit Review Board ninety (90) days written notice of its intent to terminate. SECTION XI - AMENDMENTS Amendments to this Agreement may only occur at a regular meeting of the Transit Review Board, and require a majority vote of all the Main Members. 2/24/04 Page 4 IN TESTIMONY WHEREOF, this Agreement of the Scott Area Transit Review Board have hereunto set their hands the day and year first above written. MAIN MEMBERS ASSOCIATE MEMBERS I Joe Zieska, Dave Spalding City of Prior Lake Council Member City of Belle Plaine Council Member Kevin Lienau, Jeremy Goebel, City of Savage Council Member City of Jordan Council Member Jon Ulrich County of Scott Commissioner Joe Helkamp, City of Shakopee Council Member 2/24/04 Page 5