QMS MANUAL

Procedure Definition

NTTA Projects / Issue Date: 05/01/2008 / PI-05-F1
Resource: Public Involvement / Revision 1 Issue Date: 07/10/2008 / 2 pages
Title: Public Hearings – PI Public Hearing Process Checklist
 / Insert Project Name
Item / Responsible Party / Draft Due Date / Final Due Date / Status
PRE-MEETING TASKS
Read scope/review budget
Review TxDOT Environmental Manual
Visit/Reserve Location
  • Room layout
  • Is location ADA accessible?
  • Does location have enough parking?
  • Does location charge for parking?
  • Does location have a sound system?
  • Is there adequate room to display schematics or drawings?
  • Can room be darkened for presentation?
  • Room capacity:
  • Emergency contact name & number:
  • Security required? YesNo

Legal Notice written – internal QA/QC
Legal Notice to TxDOT for review and approval
Legal Notice to ENV for review and approval
Develop spreadsheet with newspaper run schedule
Reserve space in English/Spanish/other language newspapers (30 & 10-day ads, unless 4(f) property, then 4 ads)
Obtain tear sheets and affidavits from newspapers
Newsletter Development or Revisions
Update/Create Web site
Update/Create databases:
  • ROE
  • Adjacent property owners
  • Elected officials
  • Other Stakeholders

Schedule court reporter
Approved ENV Doc/Schematic on file at District Library
Approved Schematic on file at City and/or County
Notices to Adj. Property Owners* (copy to C-5E via CAI)
Notices to Local, State, and Federal Elected Officials (copy to C-5E via CAI)
Presider’s (TP&D) Speech
Technical (Design and ENV) Speech(es)
ROW Speech
Presentation Slides
PIO Project Meeting/Hearing Press Release
Assemble Media Packets
MEETING MATERIAL/SET-UP
Court Reporter (and directions given)
Mobile #:
Arrive at venue early to ensure proper set up
Tape Recorder (as a back-up)
Sound System with 2 microphones
Test sound system for proper volume/sound
Microphone Stands / Easels (2 for Speakers & Public)
Podium (if needed)
Light Timer/Countdown Clock
Room Layout and Chairs
Name Tags
Handout materials (see example):
  • Agenda
  • Written comment form
  • Project information/presentation slides
  • Speaker card
  • number of copies

Registration Forms/Sign In Sheets
Media Kits at meeting
Personnel for registration
Table and chairs for registration table
Table and chairs for ROW information
LCD projector/Screen
Plasma Screen for 3D video
Supply Box/Comment Box
Photographer/Camera
Directional Signs, if required for venue
AFTER MEETING TASKS
10 days After Hearing, acknowledgment letters sent to written comments (copy to C-5E via CAI)
After Approval, Publish Notice of Availability ad
Return rental equipment/Agency Equipment
Secure transcript from court reporter
Prepare meeting/hearing summary book
Internal AAR meeting for project team and PI team

Updated: July 10, 2008Page 1 of 2