California State Department of Transportation Project Development Workflow Tasks (PDWT)

TASK P173 (120.A)

Circulate Draft Environmental Document

Narrative

Following approval of the Draft Project Report and approval to circulate the Draft environmental document, the document is circulated to interested persons and organizations affected by the project and to involved local, State, and federal entities.

Initiator

• Project Engineer

Sub-Tasks

• Request the Environmental Unit to circulate the Draft environmental document in accordance with procedures in the Environmental Handbook.

Task Duration

• 45 - 75 days

References

• Environmental Handbook
• Task P165

TASK P174 (120.B)

Select Public Hearing Officer

Narrative

Following approval to proceed with the public hearing, the Hearing Officer should be selected. When selecting the officer, consideration should be given to the type of project and the nature of potential controversy regarding the project.

Initiator

• Project Manager

Sub-Tasks

• Consult with the PDT to determine if an "inside" or "outside" Hearing Officer should be selected.
• If the hearing is for a locally-funded project, discussion should be held with local officials.
• Obtain approval from the District Director.
• If an "outside" Hearing Officer is selected, request assignment from the Department of General Services. Send a letter of confirmation to the selected Hearing Officer.
• Notify OPPD of the Hearing Officer selection.

Task Duration

• 2 - 3 days

References

• Project Development Procedures Manual -- Chapter 11, Article 6

TASK P175 (120.B)

Prepare for Public Hearing

Narrative

Following selection of the Hearing Officer, a date is set and preparations are made for the public hearing.

Initiator

• Project Engineer

Sub-Tasks

• Prepare exhibits and presentations.
• Brief the Hearing Officer on responsibilities, agenda, and hearing procedures.
• Conduct practice hearings, as needed.

Task Duration

• 10 - 15 days

References

• Project Development Procedures Manual -- Chapter 11, Articles 7 through 11
• Task P163

TASK P176 (120.B)

Review and Publish Notices of Public Hearing (or Opportunity for Public Hearing) and Availability of Draft Environmental Document

Narrative

Legal notices of public hearings (or the opportunity for public hearings) and availability of the Draft environmental document must be published in local newspapers to encourage public participation in the process.

Initiator

• Project Engineer

Sub-Tasks

• Review Project Development Procedures Manual Appendix B-9 and modify previously prepared notices to ensure that project features and environmental issues are properly identified.
• Combine the notice of hearing (or the notice of opportunity for hearing) with the notice of availability of Draft environmental document, as appropriate.
• Mail notices to appropriate news media, entities (federal, State, and local), and individuals - being sure to include individuals and organizations on the mailing list.
• Request the Public Affairs Unit to publish the first notice 30 days and the second notice 7 days prior to the hearing date. The notices should be published in a newspaper having a general circulation in the vicinity of the project and in foreign language and community newspapers having a substantial circulation in the area.

Task Duration

• 3 - 5 days

References

• Project Development Procedures Manual -- Chapter 11, Article 2
• Task P163

TASK P177 (120.B)

Obtain Samples of Public Hearing Advertisement and Send to OPPD and FHWA

Narrative

Public hearing advertisements are part of the public record. It is important to transmit copies of published advertisements to OPPD and FHWA as proof of publishing.

Initiator

• Project Engineer

Sub-Tasks

• Request the Public Affairs Officer to obtain one sample of each of the hearing advertisements published in local newspapers.
• Send OPPD and FHWA copies of the advertisements for both the first and the second hearing notices. It is not necessary to transmit notices from every newspaper; one example and a listing of the papers and dates published is sufficient.

Task Duration

• 5 - 10 days (for each notice)

References

• Project Development Procedures Manual -- Chapter 11, Article 2
• Task P176

TASK P178 (120.B)

Conduct Meeting to Review Map Displays and Discuss Public Hearing

Narrative

Prior to the public hearing, the map displays should be reviewed and final arrangements for the public hearing should be discussed with the appropriate staff. Roles and responsibilities should be identified.

Initiator

• Project Engineer

Sub-Tasks

• Meet with staff two to four weeks prior to the public hearing. The Hearing Officer and the Public Affairs Unit should be participants. Cover the following:

- hearing location

- map display details

- Caltrans' hearing panel

- microphones

- host table

Task Duration

• 3 - 5 days

References

• Project Development Procedures Manual -- Chapter 11, Article 4
• Task P175

TASK P179 (120.B)

Conduct Map Display

Narrative

The map display process is an informal way to present project features and potential social, economic, and environmental issues. It provides for a one-on-one discussion between the public and Caltrans' representatives.

Initiator

• Project Engineer

Sub-Tasks

• Arrange for the map display: location, staffing, displays, etc.
• Instruct staff in discussion techniques so project features may be explained in an informal atmosphere.
• Conduct map display.
• Debrief staff after map display.
• Prepare a memo summarizing: hours the displays were available, hours the displays were staffed, public attendance, and the general reaction of the public.

Task Duration

• 8 -15 days

References

• Project Development Procedures Manual -- Chapter 11, Article 3
• Task P178

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This web site last modified August 11, 1997.