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

TASK P180 (140.A)

Conduct Public Hearing

Narrative

The public hearing is the culmination of the public involvement process. Hearings are required by federal law or regulation for federal aid projects, but are not specifically required for CEQA projects. Public hearings are conducted for projects - not for environmental documents.

Initiator

• Project Engineer

Sub-Tasks

• Review the following details before the hearing:

- Were notices published correctly?

- Were local entities informed of the project progress?

- Has a court reporter been scheduled?

- Are arrangements adequate?

- Is the Hearing Officer prepared?

• Handle the following details prior to the hearing:

- Set up tables, sound system, displays, etc.

- Brief staff on how to handle recess and question cards

- Brief Hearing Officer as to the length of time the record will be open, both in introductory remarks and again at hearing conclusion

• Conduct hearing.
• Request Hearing Officer to prepare a memo summarizing the results of the hearing.

Task Duration

• 1 - 2 days

References

• Project Development Procedures Manual -- Chapter 11, Article 7 and Article 8
• Tasks P175 and P178

TASK P181 (140.A)

Request Public Comments

Narrative

During the public hearing, the Hearing Officer announces that written statements and exhibits could be submitted for the record until a specified date. Hearing comments must be accepted for a minimum of 10 days after the hearing; longer periods must be provided for complex or controversial projects. Submissions for the record are sent to the District Director at the address provided in the hearing handout.

To minimize confusion, the end of the period for public comment on the project for the hearing record and on the Draft environmental document should be the same.

Initiator

• Project Engineer

Sub-Tasks

• Obtain question cards collected at the public hearing.
• Assemble questions received after the hearing. Some comments, due to their significance, may be accepted after the comment period has expired.

Task Duration

• 15 - 30 days

References

• Project Development Procedures Manual -- Chapter 11, Article 8
• Task P180

TASK P182 (140.A)

Prepare Responses to Public Comments and Correspondence

Narrative

During the hearing, the Hearing Officer will refer questions and comments to the proper panel member. However, it is permissible to respond to questions later in writing, but this process must be held to a minimum.

Questions and comments presented at the hearing or submitted to the District Director during the public comment period shall receive a written response. The questions, comments, and responses shall be included in the Record of Public Hearing. Substantive comments and responses of an environmental nature should also be included in the Final environmental document.

Initiator

• Project Engineer

Sub-Tasks

• Prepare responses to submitted questions. Ensure that responses are not in conflict with material and replies presented at the hearing.
• Request the review of the Project Manager and if appropriate, the PDT.

Task Duration

• 10 - 30 days

References

• Project Development Procedures Manual -- Chapter 11, Article 8
• Task P181

TASK P183 (140.A)

Prepare and Distribute Record of Public Hearing

Narrative

After the public hearing, the Record of Public Hearing is prepared. It should be factual and not contain conclusions or recommendations. The Record should be prepared and distributed within 60 days of the hearing.

Initiator

• Project Engineer

Sub-Tasks

• Prepare the Record of Public Hearing, using the court reporter's transcript.
• Attach question cards, comments, and responses, after review by the Environmental Unit.
• Include copies of project exhibits, public notices, etc.
• Include responses to questions not answered at the hearing.
• Transmit copies of the Record in accordance with the Project Development Procedures Manual.

Task Duration

• 20 - 30 days

References

• Project Development Procedures Manual -- Chapter 11, Article 12
• Environmental Handbook
• Task P182

TASK P184 (140.A)

Select Preferred Alternative

Narrative

Prior to beginning work on the final Project Report, for those projects with a Final EIR/EIS, or with alternatives identified in a Negative Declaration, the Preferred Alternative is selected by the PDT. The Preferred Alternative is then approved with Project Report approval by the District Director.

Initiator

• Project Engineer

Sub-Tasks

• Assemble data:

- The rationale for selecting the Preferred Alternative (including engineering, environmental, and planning data) and the reasons why other alternatives were not selected

- Current construction and right of way costs for the Preferred Alternative, compared to the programming figures in the current State Transportation Improvement Plan (STIP)

- Recommendations for any STIP programming changes in cost estimates, fiscal year scheduling, or stage construction

- A summary of the public hearing process results and evaluation, including the position of local entities on significant issues

- A summary and evaluation of major comments received from circulation of the Draft environmental document

• Request PDT to select the Preferred Alternative.
• PDT selects the Preferred Alternative.

Task Duration

• 5 - 15 days

References

• Project Development Procedures Manual -- Chapter 12, Section 2

TASK P185 (140.B)

Initiate Preliminary Right of Way Hardship and Protection Acquisition Activities

Narrative

After selection of the Preferred Alternative, it may be necessary to acquire selected parcels. Such advance acquisitions are based on hardship or protection circumstances. Hardship and protection acquisitions should be full-take core parcels only.

Hardship acquisitions may be initiated for property owners who must sell their property because of medical, financial, or other reasons, but have been unsuccessful because of the State's proposed project.

Protection acquisitions may be initiated if a property owner has plans to develop the property and the State can realize substantial savings by acquiring it before development.

Initiator

• Right of Way Branch

Sub-Tasks

• Request the Project Engineer to furnish two sets of prints showing the anticipated project's core requirements.
• Prepare appraisal maps and request certification that right of way and access control requirements are correct.
• Request information from the Project Engineer regarding known potential hazardous waste on the parcels.
• Request information from the Project Engineer regarding any Section 4(f) involvement in the parcels.
• Request the Environmental Unit to provide certification that the parcels have received environmental assessment.

Task Duration

• 10 - 50 days

References

• Right of Way Manual
• Environmental Handbook

TASK P186 (140.B)

Request Preliminary Title Reports for Hardship and Protection Parcels

Narrative

Title reports are used by Right of Way Engineering to aid in boundary determination, easement location, and preparation of legal descriptions. Obtaining title reports may require up to 18 months - six months is not uncommon, so it is necessary to order them early. After title reports are obtained, preparation of appraisal maps can begin.

Initiator

• Project Engineer

Sub-Tasks

• After approximate right of way requirements for hardship and protection parcels are known, and after the Preferred Alternative is selected, the Project Engineer transmits preliminary right of way requirements to Right of Way Engineering requesting title reports.
• Right of Way Engineering orders Title Reports.

Task Duration

• 10 - 20 days

References

• Right of Way Manual
• Task P185

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This web site last modified August 11, 1997.