MINUTES

AASHTO-RAC Region 2 Breakout

Annual Meeting—Madison, WI

July 23, 2014

Attendees: David Jared (GDOT—Chair), Cindy Smith (MDOT, by phone—Secretary), James Watkins (MDOT), Mark Morvant (LADOTD), Skip Paul (LADOTD), Michelle Owens (ALDOT), Don Williams (WVDOT), Jack Jernigan (FHWA), Terry Swygert (SCDOT), Jason Siwula (KYTC), Jimmy White (VDOT), Darryll Dockstader (FDOT), Neil Mastin (NCDOT), Joe Crabtree (KTC-University of KY)

Approval of 6/19/14Conference Call Minutes: The minutes from the most recent conference call were approved. We have not yet posted regional meeting and conference call minutes on the AASHTO SCOR-RAC website but will check to see if we need to do so.

Membership News: Welcome to new official RAC members in Region 2--Terry Swygert and Merrill Zwanka (SCDOT), Neil Mastin and Mustan Kadibhai (NCDOT), and Jason Siwula (KYTC). Elisha Wright-Kehner (ASHTD) is back at work. David’s term as Chair ends next year. He will serve longer if needed, but is glad to pass the torch. We will see if the current Vice-Chair, Elisha Wright-Kehner, wants to become Chair and if so, we will select a new Vice-Chair.

SCOR updates: NCHRP FY 2016 problem statement solicitation came out recently with the usual September 15 deadline. NCHRP panels for FY 2015 selected projects are being finalized. Jim McDonnell (AASHTO) is still looking for an executive-type member to replace Randy Battey (formerly of MDOT) to represent Region 2 on SCOR. Each region has four SCOR members, generally two researchadministrators and two CEO-type members. Jeff Brown (ALDOT), David Jared (GDOT), and Calvin Leggett (NCDOT) are current Region 2 SCOR members.

Southeast Transportation Consortium (STC) Update (Mark Morvant, LADOTD):

General STC Information: Projects so far have been synthesis reports. STC work is generally done by conference calls in addition to the annual meeting. Project Review Committees (PRCs, similar to Technical Advisory Committees) are formed to oversee each project and help review reports. PRC members must promptly review and rate proposals and send the rating forms back to Mark as he cannot process the contracts without these forms. Principal Investigators present project progress at the annual STC meeting, and occasionally at the RAC summer meeting or at the Region 2 breakout at TRB in January, as time and schedules permit. New STC members will be able to participate in the meetings and PRCs.

Budget: Total commitments should amount to $320,000. We will have approximately $40,000 leftover, and LADOTD /LTRC will follow up with those who have not committed or have committed and not transferred funds yet. Mark will send in-depth financial information to everyone, as well as a letter if necessary, to get approval for other states to pay. Meeting costs and funds received will play a part in our goals. We are hoping to renew the pooled-fund study for another three years. We can discuss potential new projects after we hear more about reauthorization.

Projects:Mark previously sent the STC quarterly report, and work on all four current second-round synthesis projectswill be done by October 1. They will still need to go through the review and edit processes after work is done. At the upcoming meeting in West Virginia, we might go through projects done so far and evaluate how they have benefitted us and others. Of the first-round syntheses, most are complete or in final edit. If you would like an advance, internal-use-only copy (not for distribution) of any the second-round syntheses being finalized in October, please let Mark know. GDOT has already used the WMA report. The synthesis of determining the value of research is being used bythe Value of Research task force. KTC has a requestfrom a transportation advocacy group for the upcoming report on alternate funding. Mark will send this update information on specific projects in a separate email.

We need to decide on next steps for the final reports and information. We could possibly use them to start other pooled-fundstudies.

STC Annual Meeting:

Travel Procedures: The upcoming meeting will be held in Morgantown, West Virginia, at the Hilton Garden Inn on October 20-23, 2014. Travelers will be reimbursed rather than previous direct-bill, except for airline reservations. If you are not in the LADOTD/LTRC travel system, you will need to complete a W2. Mark will send this and all travel instructions in the next couple of weeks. He will need to know who will drive in, who is flying in, and who will need rental cars. Don Williams mentioned the possibility of shuttle vans or rental car coordinationdepending on flight times. Morgantown is approximately 1.5 hours south of the Pittsburgh, Pennsylvania, airport.

Agenda/Format: The format will be similar to previous meetings, with a travel day on Monday and adjourning at noon on Thursday. PIs will present for approximately 90 minutes each on project status, and the GoToMeeting platform will be available for those unable to attend the meeting. A reception will be held Monday night around 6:00 p.m. Tuesday night there will be a catered meal at a state park pavilion. Lunches will be brought in as well.

Time will be set aside for deciding where we go from here. We can do another round of synthesis projects, evaluate current ones and discusstaking them to the next level (for example, creating another pooled-fund study or a more in-depth project done by STC), or a combination. One synthesis, the Best Value for Determining Value of Research Results, has generated national interest, and the Value of Research Task Force has discussed the possibility of a project wherein a manual for benefit calculation will be written. Also, we will discuss the continuation of STC as a pooled-fund study for possibly another three years and how to handle any remaining balance of funds. We may also have a roundtable with each state telling any “breaking news” in their research programs. We may also send 3-4 questions in advance for each state to answer. This session will not be an in-depth program presentation. In future meetings, we may have the host state showcase noteworthy projects or have tours of university engineering departments. We will likely rotate host states for this meeting.

FHWA Update (Jack Jernigan, FHWA Turner-Fairbank): Uncertainty of funding/authorization and debt ceiling issues will continue. Extending MAP-21 will affect FHWA and operating expenses, which could be curtailed. R&T agenda is still on FHWA website, and we can make comments on this. Research 101, a course designed for FHWA division employees and supported by the Program Management QualityTask Force, is scheduled to be finished at the end of this year. An NHI contractor is developing a web-based course.

Program review of SP&R program: a charter on this was signed last week. The performance review team chose 6 larger states to begin.

SP&R Part II Guide status: FHWA has staff-level draft guides they're using to build the Research 101 course. The guidelines are under legal review at the moment, so they are not yet ready for general consumption.

Task Force News: Most Region 2 members are involved in task forces. RAC realizes that there are conflicts if a person is on more than one, but have kept the same order at the annual meeting. We encourage everyone on task forces to get involved in at least one committee activity.

SHRP2 News: Round 4 awards will come out in two weeks. NCDOT has applied for four products. The SHRP2 application process is still very confusing, both for research personnel and technical experts. The short application timeframe is still an issue. These things make it difficult for states to find champions. Information is still spread over a few websites and needs to be consolidated. Since Rounds 5 and 6 are not coming out until next year, this may be a good time for re-evaluation of the process.

UTC Updates (Joe Crabtree, KTC at University of KY):Southeastern universities are well represented in past and present UTCs. The major initiatives now underway at the Southeast Transportation Center (led by UT--Knoxville) include big data for safety analysis, crash modification factors and the Highway Safety Manual, integrated simulation and safety, and exploring socio-demographic factors in safety. More information can be found on RITA website.

Other Possible Region 2 Contributions to RAC at Large (David Jared, Mark Morvant, Skip Paul):STC is the major contribution from Region 2. As mentioned in the STC update above, STC could possibly pick up task force activities, generate new pooled-fundstudies, or do more in-depth projects within STC. Historically RAC mandated that we have a national meeting every year, and this led to the formation of task forces. RAC did not intend for regions to do SCOR/RAC work. A new AASHTO strategic plan is being developed, and Skip will see if anything is put into that regarding regional contributions. We will leave this on the table.

The meeting was adjourned.

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