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Project Management Procedure
SUBJECT:
PUBLIC HEARING TEAM MEETING
NUMBER:
RESPONSIBILITY:
EFFECTIVE DATE:
July 1, 2011
PROJECT MANAGER
PMO-5.3
SUPERSEDES:
PMO-5.2
STATE LOCATION AND DESIGN ENGINEER APPROVAL:
Original with signature on file in Project Management Office
___________________
State Location and Design Engineer
TASK:
Schedule and conduct the Public Hearing Team Meeting
PURPOSE:
This procedure outlines the actions required to schedule and conduct the Public
Hearing Team Meeting. The Project Manager’s responsibility is to guide and
manage the process through the Public Hearing Team Meeting in preparation
for the Public Hearing.
STEPS:
1. Submit Applicable Requests•
•
Public Hearing/Meeting Request Form (PM-120) and essential
information/materials to the District Public Affairs Manager no less
than 60 days prior to the Public Hearing date. The Public Hearing
request process and essential information are outlined in the Policy
Manual for Public Participation in Transportation Projects.
Request RW Data (PM-104) to the District Right of Way Manager
requesting an updated Right of Way and Utility estimate and
communicating plan availability in FALCON.
2. Review and verify the Project Schedule, Project Budget and Project
DocumentsProject Schedule
• Verify the appropriate tasks for plan and project development are
included with durations from the responsible Team Member.
• Monitor the completion of tasks to verify that all project data
required for the Public Hearing Team meeting is requested and
received by the appropriate project team member.
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•
Update the Schedule as appropriate using input from team members.
Project Budget
• Verify tasks required for plan and project development include a
budget from the responsible Team Member as appropriate.
• Review expenditures against budgeted amounts.
• Review and update estimates in PCES.
Project Documents
• Review and be familiar with project documents and particularly with
those documents related to the Public Hearing.
• Review and utilize the Public Hearing Team Meeting Report in
preparation for the Public Hearing Team Meeting.
3. Communicate with District Public Affairs to confirm receipt of necessary
information to schedule and conduct the Public Hearing and initiate the
public notification process. Provide any additional information required.
Determine need for a Pre-Hearing Meeting and initiate planning for this
meeting as required.
4. Communicate with the Lead Design Engineer to confirm the Public
Hearing plans are complete, and verify plan availability in FALCON.
5. Confirm completion of the Work Zone Safety and Mobility Review
(including the preliminary Transportation Management Plan) with the
Regional Traffic Engineer (IIM-LD-241) Work Zone Safety and Mobility).
Identify issues, and initiate action to resolve.
6. Confirm completion of the Public Hearing Constructability Review
with the Area Construction Engineer in accordance with the PFI-PH
Constructability Guidelines Road Design Manual-Appendix E. Identify
issues and initiate action to resolve. Note: A Public Hearing
Constructability Review is not required for category I and II projects.
7. Close the Public Hearing Constructability Review task (49C) in the
Project Schedule when the constructability review is complete.
8. Confirm Public Hearing logistics (date, time, location, format, roles,
public notification, etc.) with District Public Affairs.
9. Schedule and conduct the Public Hearing Team Meeting within a
reasonable time period prior to the Public Hearing.
 Secure the site for the team meeting and an individual to record
notes/minutes. Facility requires sufficient space to review plans,
schedules, and project documents.
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Identify and invite the necessary team members and stakeholders.
Develop the meeting agenda and distribute to team members and
stakeholders in advance of the meeting. Meeting discussion points
include but are not limited to: Schedule, Budget, Scope, Quality, Risks,
Mitigation Strategies, Resources and Lessons Learned.
Communicate Public Hearing logistics (date, time, location, format,
roles, etc.) to team members and stakeholders.
Conduct the Public Hearing Team Meeting. At the meeting identify
potential issues and prepare responses with team members. An informal
rehearsal is recommended to prepare for the Public Hearing.
10. Upload the Public Hearing Team Meeting Report and all comments,
recommendations and action items into iPM, and communicate
availability to District Public Affairs, team members and stakeholders.
11. Close the Public Hearing Team Meeting task (48X) in the Project
Schedule.
TOOLS AND
RESOURCES:
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Request RW Data (PM-104)
Public Hearing/Meeting Request Form (PM-120)
Public Hearing Team Meeting Report
Policy Manual for Public Participation in Transportation Projects
Public Hearing Scheduling Spreadsheet
Project Development Process
Preliminary Design Phase
iPM & User’s Guide
Project Pool & User’s Guide
iSYP & User’s Guide
PCES & User’s Guide
Project Schedule & User’s Guide
Project Tasks and Scheduling Guidelines
Comment and Resolution Sheet
Policy for Integrating Bicycle and Pedestrian Accommodations
IIM-LD-241 Work Zone Safety and Mobility
Concurrent Engineering Constructability Review Guidelines
Traffic Engineering Design Manual
R/W&UT Volume I-Manual of Instructions Right of Way Acquisition
Project Management Body of Knowledge (PMBOK) – Chapters 2, 3, 10
Public Hearing Procedure
Project Change Control Form (PM-102)
Risk Management Form (PM-103)
DELIVERABLES: 1. Public Hearing Team Meeting Report
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DELIVERABLE
SAMPLES:
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DESCRIPTION:
The Public Hearing Team Meeting is an inter-disciplinary team milestone to
allow project managers, team members and stakeholders to review a set of
plans and design, including the proposed maintenance of traffic and sequence
of construction, display materials, including audio-visual aids, etc., and build
consensus prior to the public hearing. The Public Hearing Team Meeting
serves as a check of project progression and allows for coordination and
preparation among disciplines and stakeholders prior to project public hearing.
Public Hearing Team Meeting Report
The Public Hearing phase of project development begins after the Preliminary
Field Inspection Team Meeting is completed. The Public Hearing phase ends
with Design Approval in the Project Schedule.
Public Hearing Team Meeting Report
The Project Manager utilizes the Public Hearing Team Meeting Report to
document project-related information.
Policy Manual for Public Participation in Transportation Projects
The Project Manager references the Policy Manual for Public Participation in
Transportation Projects and coordinates with District Public Affairs for
guidance on methods of soliciting citizen participation. Public involvement
efforts are accomplished through community-based planning sessions,
transportation program meetings, establishment of project priorities, citizen
information meetings, public hearings, etc.
The Project Manager additionally references the flowcharts contained in the
Policy Manual for Public Participation in Transportation Projects for detailed
guidance on the processes used. Three processes are identified: Notice of
Willingness Request Process, Citizen Information Meeting Request Process,
and Public Hearing Request Process.
Bicycle and Pedestrian Accommodations
Project Managers should be familiar with the Bicycle and Pedestrian
Accommodations policy prior to starting the Project Development Process.
Refer to the Policy for Integrating Bicycle and Pedestrian Accommodations and
the Road Design Manual, Appendix A – VDOT Policy to Improve Bicycle and
Pedestrian Access.
The Pre-Hearing Meeting
Prior to a scheduled hearing, it may be desirable to hold an open forum
meeting. These open forum meetings permit the public to review and discuss
with Department and Municipal (or other) engineers and officials, particular
points of concern to them and to become generally familiar with the project to
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be presented. Mosaics, typical sections and other displays to be presented at the
public hearing are available at this meeting, along with unapproved detailed
plans. A properly conducted pre-hearing meeting may eliminate a great
number of questions which would otherwise be asked at the formal hearing and
conveys a sense of mutual concern between the Department and the public. As
many public hearings are held at night, a period of approximately two hours
prior to the formal hearing should normally be provided for this discussion
prior to the formal hearing. If sufficient interest is anticipated, consideration
should be given to holding the pre-hearing meeting on the night preceding the
hearing; or, if the projects are controversial or of great magnitude, consideration
should be given to holding one or more meetings approximately a week in
advance of the formal hearing.
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Project Management Office