Indian Reservation Roads Program Coordinating Committee BIA/FHWA Regional Engineers Meeting February 2, 2006 Orlando, FL.

Indian Reservation Roads Indian Reservation Roads Program Program

Coordinating CommitteeCoordinating Committee

BIA/FHWA Regional Engineers BIA/FHWA Regional Engineers MeetingMeeting

February 2, 2006February 2, 2006

Orlando, FLOrlando, FL

IRR Program Coordinating IRR Program Coordinating Committee (25 CFR 170.155)Committee (25 CFR 170.155)

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Federal Register Notice was Published in Jan 2005 requesting nominations from tribes.

43 Candidates were submitted in total

Indian Reservation Roads Program Indian Reservation Roads Program Coordinating Committee under 25 CFR Coordinating Committee under 25 CFR

170.155-158170.155-158 The Secretary of the Interior seeks nominations for tribal The Secretary of the Interior seeks nominations for tribal

regional representatives to the IRR Program Coordinating regional representatives to the IRR Program Coordinating Committee.Committee.

Authority: 25 CFR 170 include: Authority: 25 CFR 170 include: Establishing a committee to provide input and recommendations Establishing a committee to provide input and recommendations

to the Bureau of Indian Affairs (BIA) and the Federal Highway to the Bureau of Indian Affairs (BIA) and the Federal Highway Administration Administration (FHWA) (FHWA)

Develop IRR Program policies, procedures and to coordinate with Develop IRR Program policies, procedures and to coordinate with and and obtain input from tribes, BIA and FHWAobtain input from tribes, BIA and FHWA

The Secretary will accept only nominations for tribal The Secretary will accept only nominations for tribal representatives and alternates officially selected by tribes representatives and alternates officially selected by tribes in each of the 12 BIA regions.in each of the 12 BIA regions.

Supplementary InformationSupplementary Information

The IRR final rules amending 25 CFR Part 170, effective November 13, 2004, are the result of negotiated rulemaking between tribal and Federal representatives under the Transportation Equity Act for the 21st Century (TEA-21).

IRR final rules state that the Secretary of the Interior and the Secretary of Transportation establish an IRR program Coordinating Committee

Provide input and recommendations to BIA and FHWA in developing IRR Program policies and to coordinate with and obtain input from tribes, BIA, and FHWA.

The Committee will consist of 12 regional representatives and two non-voting Federal representatives (from BIA and FHWA).

One alternate from each BIA region will attend Committee meetings in absence of tribal region representative.

The Secretary must select regional tribal representatives and alternates from nominees officially proposed by the region’s tribes.

IRR Program Coordinating Committee IRR Program Coordinating Committee Responsibilities Responsibilities

Responsibilities are to provide input and Responsibilities are to provide input and recommendations to BIA and FHWA during the recommendations to BIA and FHWA during the development or revision of:development or revision of:BIA/FHWA IRR Program Stewardship Plan;BIA/FHWA IRR Program Stewardship Plan;IRR Program policy and procedures;IRR Program policy and procedures;IRR Program eligible activities’ determinations;IRR Program eligible activities’ determinations;IRR Program transit policy;IRR Program transit policy;IRR program regulations;IRR program regulations;IRR management systems policy and procedures;IRR management systems policy and procedures;IRR Program fund distribution formula (under 25 CFR 170.157);IRR Program fund distribution formula (under 25 CFR 170.157);National tribal transportation needs;National tribal transportation needs;

The Committee also reviews and provides The Committee also reviews and provides recommendations on IRR Program national concerns, recommendations on IRR Program national concerns, including implementation of 25 CFR 170, as amended. including implementation of 25 CFR 170, as amended.

IRR Program Coordinating Committee IRR Program Coordinating Committee Role in the Funding ProcessRole in the Funding Process

The Committee will provide input and recommendations to The Committee will provide input and recommendations to BIA and FHWA for:BIA and FHWA for:New IRR inventory data format and form;New IRR inventory data format and form;Simplified cost to construct (CTC) methodology (including formula Simplified cost to construct (CTC) methodology (including formula calculations, formula program and design, and bid tab calculations, formula program and design, and bid tab methodology);methodology);Cost Elements;Cost Elements;Over-design issues;Over-design issues;Inflation impacts on $1 million cap for the Indian Reservation Inflation impacts on $1 million cap for the Indian Reservation Roads High Priority Project (IRRHPP) and Emergency Projects Roads High Priority Project (IRRHPP) and Emergency Projects (including the IRRHPP (including the IRRHPP Ranking System and emergency/disaster Ranking System and emergency/disaster expenditures report);expenditures report);The impact of including funded but non-constructed projects in the The impact of including funded but non-constructed projects in the CTC CTC calculationcalculation..

IRR Program Coordinating Committee IRR Program Coordinating Committee Conduct of BusinessConduct of Business

The Committee will hold two meetings per year.The Committee will hold two meetings per year. The Committee may call additional meeting(s) with the The Committee may call additional meeting(s) with the

consent of one-third of Committee members.consent of one-third of Committee members. BIA or FHWA may call additional meeting(s).BIA or FHWA may call additional meeting(s). A quorum consists of eight voting Committee members.A quorum consists of eight voting Committee members. The Committee will operate by consensus or majority vote, The Committee will operate by consensus or majority vote,

as the Committee determines in its protocols.as the Committee determines in its protocols. The Committee must elect a Chair, Vice Chair and other The Committee must elect a Chair, Vice Chair and other

officers among its membership.officers among its membership. Officers will be responsible for preparing and conducting Officers will be responsible for preparing and conducting

Committee meetings and summarizing meeting results.Committee meetings and summarizing meeting results. Any Committee member can submit an agenda item to the Any Committee member can submit an agenda item to the

Committee Chair.Committee Chair.

IRR Program Coordinating Committee IRR Program Coordinating Committee Reporting Requirements and BudgetReporting Requirements and Budget

The Committee must keep the Secretary and tribes The Committee must keep the Secretary and tribes informed through an annual accomplishment report informed through an annual accomplishment report provided within 90 days after the end of each fiscal year.provided within 90 days after the end of each fiscal year.

The Committee’s budget, funded through the IRR Program The Committee’s budget, funded through the IRR Program management and oversight funds, will not exceed $150,00 management and oversight funds, will not exceed $150,00 annually.annually.

IRR Coordinating CommitteeIRR Coordinating Committee PrimaryPrimary Pete Red Tomahawk, Standing Rock Sioux Tribe, Great Pete Red Tomahawk, Standing Rock Sioux Tribe, Great

Plains RegionPlains Region Chuck Tsoodle, Kiowa Tribe, Southern Plains RegionChuck Tsoodle, Kiowa Tribe, Southern Plains Region John Smith, Wind River Tribes, Rocky Mountain RegionJohn Smith, Wind River Tribes, Rocky Mountain Region Sam Thomas, Craig Indian Community, Alaska RegionSam Thomas, Craig Indian Community, Alaska Region James Garrigan, Red Lake Band of Chippewa Indians, James Garrigan, Red Lake Band of Chippewa Indians,

Midwest RegionMidwest Region Melanie (Fourkiller) Knight, Cherokee Nation of Oklahoma, Melanie (Fourkiller) Knight, Cherokee Nation of Oklahoma,

Eastern Oklahoma RegionEastern Oklahoma Region Erin S. Forrest, Hualapai Tribe, Western RegionErin S. Forrest, Hualapai Tribe, Western Region Bo Mazzetti, Reservation Transportation Authority, Pacific Bo Mazzetti, Reservation Transportation Authority, Pacific

RegionRegion Royce Gchachu, Pueblo of Zuni, Southwest RegionRoyce Gchachu, Pueblo of Zuni, Southwest Region Sampson Begay, Navajo Nation, Navajo RegionSampson Begay, Navajo Nation, Navajo Region Michael Marchand, Confederated Tribes of the Colville, Michael Marchand, Confederated Tribes of the Colville,

Northwest RegionNorthwest Region Clint Hill, Oneida Indian Nation, Eastern RegionClint Hill, Oneida Indian Nation, Eastern Region

IRR Coordinating CommitteeIRR Coordinating Committee AlternatesAlternates Ed Hall, Three Affiliated Tribes of Mandan, Hidatsa and Arikira, Ed Hall, Three Affiliated Tribes of Mandan, Hidatsa and Arikira,

Great Plains RegionGreat Plains Region Tim Ramirez, Prairie Band Potawatomi Nation, Southern Plains Tim Ramirez, Prairie Band Potawatomi Nation, Southern Plains

RegionRegion C. John Healy, Sr., Fort Belnap Indian Community, Rocky C. John Healy, Sr., Fort Belnap Indian Community, Rocky

Mountain RegionMountain Region Wayne Lukin, Native Village of Port Lions, Alaska RegionWayne Lukin, Native Village of Port Lions, Alaska Region Alof Olson, Mille Lacs Band of Ojibwe Indians, Midwest RegionAlof Olson, Mille Lacs Band of Ojibwe Indians, Midwest Region Robert Endicott, Cherokee Nation of Oklahoma, Eastern Robert Endicott, Cherokee Nation of Oklahoma, Eastern

Oklahoma RegionOklahoma Region Kent Andrews, Salt River Pima Maricopa Indian Community, Kent Andrews, Salt River Pima Maricopa Indian Community,

Western RegionWestern Region Peggy O’Neill, Yurok Tribe, Pacific RegionPeggy O’Neill, Yurok Tribe, Pacific Region Ed Little, Mescalero Apache Tribe, Southwest RegionEd Little, Mescalero Apache Tribe, Southwest Region Wilfred Frazier, Navajo Nation, Navajo RegionWilfred Frazier, Navajo Nation, Navajo Region Kirk Vinish, Lummi Nation, Northwest RegionKirk Vinish, Lummi Nation, Northwest Region No candidates submitted, Eastern RegionNo candidates submitted, Eastern Region

Update on Committee Update on Committee ActivitiesActivities

Established: September 8, 2005Established: September 8, 2005 12 Primary12 Primary 11 Alternate11 Alternate

Federal Register Notice published initial Federal Register Notice published initial appointment lengths:appointment lengths:

Update on Committee Update on Committee Activities Activities (Cont.)(Cont.)

Orientation Meeting held Sept 27-28, Orientation Meeting held Sept 27-28, 2005, Albq. NM2005, Albq. NM Protocols developed (awaiting signature of Protocols developed (awaiting signature of

BIA)BIA) Leadership established:Leadership established:

Chairman: Pete Red Tomahawk, Great Plains RegionChairman: Pete Red Tomahawk, Great Plains Region Vice Chairman: Sampson Begay, Navajo RegionVice Chairman: Sampson Begay, Navajo Region Secretary/Treasurer: John Healy Sr., Rocky Mountain Secretary/Treasurer: John Healy Sr., Rocky Mountain

RegionRegion Roles and Responsibilities of Federally Roles and Responsibilities of Federally

appointed commimtteesappointed commimttees

Update on Committee Update on Committee Activities Activities (Cont.)(Cont.)

Orientation Meeting of the Indian Reservation Orientation Meeting of the Indian Reservation Roads Roads Program Coordinating CommitteeProgram Coordinating CommitteeAlbuquerque, NMAlbuquerque, NMSeptember 27-28, 2005September 27-28, 2005Tuesday, September 27, 2005Tuesday, September 27, 2005Overview of the IRR ProgramOverview of the IRR ProgramOverview of the Federal Lands Highway ProgramOverview of the Federal Lands Highway ProgramIRR Program Regulations, 25 CFR 170IRR Program Regulations, 25 CFR 170What is the IRR Program Coordinating Committee?What is the IRR Program Coordinating Committee?Brief Update of SAFETEA-LUBrief Update of SAFETEA-LUCommittee ResponsibilitiesCommittee ResponsibilitiesWednesday, September 28, 2005Wednesday, September 28, 2005Executive SessionExecutive Session

Update on Committee Update on Committee Activities Activities (Cont.)(Cont.)

22ndnd Meeting: November 15-17, 2005 Meeting: November 15-17, 2005 Barona Valley Resort, Barona CABarona Valley Resort, Barona CA Protocols Established and ApprovedProtocols Established and Approved Budget Established:Budget Established:

FY2005 Carryover:FY2005 Carryover: $150,000$150,000 FY2006 :FY2006 : $150,000$150,000

Key IRR Issues list from BIA/FHWAKey IRR Issues list from BIA/FHWA Discussion of committee administrative Discussion of committee administrative

support (travel, meeting notes, report writeup, support (travel, meeting notes, report writeup, assignments)assignments)

Participation in IRR Safety SummitParticipation in IRR Safety Summit Executive Session of Committee in Albq, NM to Executive Session of Committee in Albq, NM to

address priority issue: Minimum Attachments address priority issue: Minimum Attachments for Road Inventory Field Data System (RIFDS)for Road Inventory Field Data System (RIFDS)

Update on Committee Update on Committee Activities Activities (Cont.)(Cont.)

Wednesday, November 30, 2005Wednesday, November 30, 2005 Update on Program NewsUpdate on Program News FY2006 AppropriationsFY2006 Appropriations Update of Funding for FY2006Update of Funding for FY2006 IRR Inventory Update Process/ProceduresIRR Inventory Update Process/Procedures Overview of the Road Inventory Field Data System (RIFDS)Overview of the Road Inventory Field Data System (RIFDS) Tribal Transportation Allocation Methodology (TTAM) and Tribal Transportation Allocation Methodology (TTAM) and

RIFDSRIFDS Thursday, December 1, 2005Thursday, December 1, 2005

IRR Inventory Update Attachments: ExamplesIRR Inventory Update Attachments: Examples Minimum Requirements for AttachmentsMinimum Requirements for Attachments Data review from RIFDS on attachments. Data review from RIFDS on attachments. Closing discussion, next stepClosing discussion, next step Recommendations for Minimum Requirements for Recommendations for Minimum Requirements for

AttachmentsAttachments

33rdrd Meeting, Executive Session, Albq, NM Meeting, Executive Session, Albq, NM

Recommendations of IRRPCC Recommendations of IRRPCC

Long-range transportation plan (LRTP):Long-range transportation plan (LRTP): Approved by IRRPCC 12/1/05.Approved by IRRPCC 12/1/05. Is it required? YesIs it required? Yes Recommendation: Policy language is adequate with clarification to the Recommendation: Policy language is adequate with clarification to the

Regional Engineers that the only requirements are what is stated in the Regional Engineers that the only requirements are what is stated in the Minimum Requirements for Attachments (October 15, 2004 version).Minimum Requirements for Attachments (October 15, 2004 version).

Justification: 170.225 is clear that the IRR Inventory is derived from the LRTP.Justification: 170.225 is clear that the IRR Inventory is derived from the LRTP. Tribal Resolution or Official Authorization: Tribal Resolution or Official Authorization: Approved by IRRPCC 12/1/05.Approved by IRRPCC 12/1/05.

Is it required? Partially.Is it required? Partially. Recommendation: Strike the granting of right-of-way or easements portion Recommendation: Strike the granting of right-of-way or easements portion

from this requirement. Add “other Official Authorization” to the matrix.”from this requirement. Add “other Official Authorization” to the matrix.” Justification: Not required at this point until construction (25 CFR Part 170).Justification: Not required at this point until construction (25 CFR Part 170).

Strip Maps: Strip Maps: Approved by IRRPCC 12/1/05.Approved by IRRPCC 12/1/05. Is it required? Yes.Is it required? Yes. Recommendation: The IRRPCC is interpreting 170.445 to mean that a strip Recommendation: The IRRPCC is interpreting 170.445 to mean that a strip

map must map must illustrateillustrate the state, county, tribal, and congressional district the state, county, tribal, and congressional district boundaries. Secondly, the strip must include the overall dimensions of the boundaries. Secondly, the strip must include the overall dimensions of the facility and the accompanying inventory data. However, a strip map is not facility and the accompanying inventory data. However, a strip map is not required for minor updates that do not require resectioning or a change in required for minor updates that do not require resectioning or a change in physical location of the route if one already exists.physical location of the route if one already exists.

Justification: The policy requirements are not clear on the illustration issue Justification: The policy requirements are not clear on the illustration issue but are duplicative for minor updates.but are duplicative for minor updates.

Recommendations of IRRPCC Recommendations of IRRPCC (Cont.)(Cont.)

ADT Backup Documentation: Approved by IRRPCC 12/1/05.ADT Backup Documentation: Approved by IRRPCC 12/1/05. Is it required? Yes.Is it required? Yes. Recommendation: Clarify the policy language to reflect that a Recommendation: Clarify the policy language to reflect that a

count is required only when the ADT is changed. Further, the count is required only when the ADT is changed. Further, the policy language needs to indicate the appropriate places to policy language needs to indicate the appropriate places to place the counters (e.g. not required on bridges between place the counters (e.g. not required on bridges between sections, etc.). If the road is proposed, the ADT impractical to sections, etc.). If the road is proposed, the ADT impractical to acquire, or a current ADT does not exist, then BIA will assign a acquire, or a current ADT does not exist, then BIA will assign a default current ADT and calculate future ADT by projecting the default current ADT and calculate future ADT by projecting the default current ADT at 2 percent per year for 20 years.default current ADT at 2 percent per year for 20 years.

Justification: The existing language is open to too many Justification: The existing language is open to too many interpretations.interpretations.

Typical or Representative Section Photo or Bridge Profile Photo: Typical or Representative Section Photo or Bridge Profile Photo: Approved by IRRPCC 12/1/05.Approved by IRRPCC 12/1/05.

Is it required? No.Is it required? No. Recommendation: Remove existing language and include Recommendation: Remove existing language and include

language that this requirement is optional.language that this requirement is optional. Justification: Not required for the Inventory submissions.Justification: Not required for the Inventory submissions.

Incidental Cost Verification: Approved by IRRPCC 12/1/05.Incidental Cost Verification: Approved by IRRPCC 12/1/05. Is it required? Yes.Is it required? Yes. Recommendation: Clarify that the analysis and justification does Recommendation: Clarify that the analysis and justification does

not have to be provided by an engineer, however, the analysis not have to be provided by an engineer, however, the analysis and justification must be specific to the transportation facility(s) and justification must be specific to the transportation facility(s) submitted.submitted.

Justification: Engineering does not occur until construction and Justification: Engineering does not occur until construction and therefore is unnecessary for IRR Inventory submissions.therefore is unnecessary for IRR Inventory submissions.

Recommendations of IRRPCC Recommendations of IRRPCC (Cont.)(Cont.) Statement of Inability to Provide Funding: Approved by IRRPCC 12/1/05.Statement of Inability to Provide Funding: Approved by IRRPCC 12/1/05.

Is it required? Yes.Is it required? Yes. Recommendation: The policy language should be clarified to reflect that Recommendation: The policy language should be clarified to reflect that

this document is required only if the tribe is requesting the CTC and VMT this document is required only if the tribe is requesting the CTC and VMT for a facility be funded at 100%.for a facility be funded at 100%.

Justification: This change is necessary to clarify the intent of 25 CFR Part Justification: This change is necessary to clarify the intent of 25 CFR Part 170, Appendix C to Subpart C.170, Appendix C to Subpart C.

Verification of Federal Aid Category: Approved by IRRPCC 12/1/05.Verification of Federal Aid Category: Approved by IRRPCC 12/1/05. Is it required? Yes.Is it required? Yes. Recommendation: The policy language should be clarified to reflect that Recommendation: The policy language should be clarified to reflect that

this document is required only if the tribe is requesting the CTC and VMT this document is required only if the tribe is requesting the CTC and VMT for a facility be funded at 100%. In addition, change the language “state for a facility be funded at 100%. In addition, change the language “state or owner” to “public authority”.or owner” to “public authority”.

Justification: This change is necessary to clarify and be consistent with the Justification: This change is necessary to clarify and be consistent with the language and intent of 25 CFR Part 170, Appendix C to Subpart C.language and intent of 25 CFR Part 170, Appendix C to Subpart C.

MOA Owner Agreement: Approved by IRRPCC 12/1/05.MOA Owner Agreement: Approved by IRRPCC 12/1/05. Is it required? PartiallyIs it required? Partially Recommendation: Delete the title here and in the matrix and Recommendation: Delete the title here and in the matrix and

replace it with Acknowledgement of Public Authority replace it with Acknowledgement of Public Authority Responsibility. In addition, delete the existing language and Responsibility. In addition, delete the existing language and replace it with language that specifies the public authority replace it with language that specifies the public authority responsible for maintenance of the facility.responsible for maintenance of the facility.

Justification: The ownership of rights-of-way is not same for all Justification: The ownership of rights-of-way is not same for all tribes across the country. However, tribes may enter into MOA’s tribes across the country. However, tribes may enter into MOA’s at their discretion but it is not required for inventory at their discretion but it is not required for inventory submissions.submissions.

Final recommendation: Upon acceptance of these recommendations, Final recommendation: Upon acceptance of these recommendations, representatives of the IRRPCC meet with the 12 Regional Engineers representatives of the IRRPCC meet with the 12 Regional Engineers to go over the changes.to go over the changes.

MOA Owner Agreement: Approved by IRRPCC 12/1/05.MOA Owner Agreement: Approved by IRRPCC 12/1/05. Is it required? PartiallyIs it required? Partially Recommendation: Delete the title here and in the Recommendation: Delete the title here and in the

matrix and replace it with Acknowledgement of matrix and replace it with Acknowledgement of Public Authority Responsibility. In addition, delete Public Authority Responsibility. In addition, delete the existing language and replace it with the existing language and replace it with language that specifies the public authority language that specifies the public authority responsible for maintenance of the facility.responsible for maintenance of the facility.

Justification: The ownership of rights-of-way is not Justification: The ownership of rights-of-way is not same for all tribes across the country. However, same for all tribes across the country. However, tribes may enter into MOA’s at their discretion but tribes may enter into MOA’s at their discretion but it is not required for inventory submissions.it is not required for inventory submissions.

Final recommendation: Upon acceptance of these Final recommendation: Upon acceptance of these recommendations, representatives of the IRRPCC recommendations, representatives of the IRRPCC meet with the 12 Regional Engineers to go over the meet with the 12 Regional Engineers to go over the changes.changes.

Recommendations of IRRPCC Recommendations of IRRPCC (Cont.)(Cont.)

ScheduleSchedule Next MeetingNext Meeting

February 21-22, 2006February 21-22, 2006 Tulsa, OK; Cherokee Resort and CasinoTulsa, OK; Cherokee Resort and Casino

Issues/Concerns List (partial)Issues/Concerns List (partial) Road Inventory: Road Inventory:

Attachments for final acceptance of sections/routes into road inventory.Attachments for final acceptance of sections/routes into road inventory. Number of returns to regionNumber of returns to region Cost data (conversion from cost to improve methodology to cost to construct)Cost data (conversion from cost to improve methodology to cost to construct)

Cost indicesCost indices Base cost vs inflatedBase cost vs inflated Data used in past formula runsData used in past formula runs Funding source for tribes to update inventoryFunding source for tribes to update inventory

Implementation of regulations:Implementation of regulations: IRRHPPIRRHPP

Methodology for rankingMethodology for ranking Application processApplication process

Formula (TTAM)Formula (TTAM) Inconsistent funding flow and availabilityInconsistent funding flow and availability Dependcncy of road inventory factors on implementationDependcncy of road inventory factors on implementation

Changes in percentages from old formula to new formulaChanges in percentages from old formula to new formula General data appealsGeneral data appeals

TimelineTimeline Do nothing optionDo nothing option Tribal vs regionTribal vs region

New Law – SAFETEA-LUNew Law – SAFETEA-LU Contracting with FHWAContracting with FHWA Road Maintenance provision 25%Road Maintenance provision 25% National Transportation Facility Inventory (2 years)National Transportation Facility Inventory (2 years) Updating regulationsUpdating regulations Funding source for tribes for new FHWA inventory reportFunding source for tribes for new FHWA inventory report TransitTransit TrainingTraining