Responsibilites

• For 4B & 4C meetings, non-Merger projects may be accommodated, but will be noted as "non-merger".
• If requests for additional information by Project Team Members are made, the Project Team Leaders are responsible for determining if the information can/will be provided and whether the meeting needs to be postponed or can occur as scheduled.

  If the information cannot or will not be provided for the next Project Team Meeting, the Project Team Leaders are responsible for notifying the Project Team Member of the reason(s) why the information will not be provided. Such notification will be either in writing or via e-mail and all other Project Team Members will be copied).

• If more than 2 years has passed since the last concurrence meeting, the NCDOT Project Team Member is responsible for checking back with the permitting and resources agencies to determine whether information should be updated before action on the next concurrence point.
• The NCDOT Project Team Member is responsible for notifying the USACE and FHWA Project Team Members of any new information that supercedes packet information that has already been distributed to Project Team Members.
• For substantial information changes to packets, the NCDOT Project Team Member is responsible for notifying the Project Team as soon as information is known to reschedule meeting or not.
  • The NCDOT Project Team Member will consult with the USACE Project Team Member to determine if the meeting needs to be rescheduled based on new substantive information that is uncovered (between sending package of information and meeting date).
  • The NCDOT Project Team Member will notify the Concurrence Meeting Coordinator to reschedule the meeting if determined necessary.

• Project Team Field meetings will be held if deemed necessary by the Project Team Leaders for decision-making and concurrence.

  The NCDOT Project Team Member is responsible for setting up Project Team Field Meetings.

• Nothing precludes a Project Team Member (or any combination of Project Team Members) from going into the field prior to a Project Team Meeting.

  Should a Project Team Member request a Project Team Field Meeting and that request be denied by the Project Team Leaders, then appropriate Project Team Leaders will accompany the Project Team Member into the field prior to a Project Team Meeting.

The Concurrence Daily Agenda is a list of projects to be discussed on a particular day (not to be confused with a Project-Specific Agenda which outlines what is expected to be accomplished during a particular Project Team meeting).

• For CP1 through CP 4A, PDEA is responsible for using Internal NCDOT guidelines for scheduling meetings.
  • The NCDOT Project Team Member is responsible for ensuring that Project Team meetings are scheduled once the request has been made to the PDEA Concurrence Meeting Coordinator.
  • The PDEA Concurrence Meeting Coordinator is responsible for ensuring that meetings are scheduled.
  • The PDEA Concurrence Meeting Coordinator is responsible for distributing the Concurrence Daily Agenda 3 weeks in advance of the meeting date. This will enable Project Team participants to have 3 weeks notice of when their Project Team will meet. The Concurrence Daily Agenda will also be posted on the NCDOT website.
• For CP 4B & 4C, the NCDOT Hydraulics Unit is responsible for scheduling and meeting place (DOT Century Center).

• For CP 1 through CP 4A, The NCDOT Project Team Member is responsible for assembling the packet.
  • The NCDOT Project Team Member is responsible for developing the Project-Specific Agenda (what is expected to be accomplished at the meeting) in consultation with the Project Team Leaders.
  • The NCDOT Project Team Member is responsible for including information in the packet pertaining to what should be accomplished at the stage of project to be discussed at the next meeting.
  • The NCDOT Project Team Member is responsible for providing a brief history of the project (including results of any prior concurrence point results) as part of the packet.
  • The NCDOT Project Team Member is responsible for ensuring appropriate "Appendix A" material is included in the packet.
  • The NCDOT Project Team Member is responsible for consulting with the USACE, NCDENR and FHWA Project Team Members if information requests from a previous meeting (if applicable) will not be included in the packet.
• The NCDOT Project Team Member is responsible for providing the packet to the PDEA Concurrence Meeting Coordinator.
• The PDEA Concurrence Meeting Coordinator is responsible for sending out the meeting packets.

  NCDOT is responsible for providing information in the format (electronic or hard copy) requested by the Project Team Members.

• NCDOT is responsible for ensuring packets are received at least two weeks in advance of meeting.
• For CP 4B & 4C, the Hydraulics Unit Concurrence Meeting Coordinator is responsible for sending out the review materials (roadway plans for 4B, plans/permit drawings/stormwater management plans for 4C) two weeks prior to the meeting.

• Project Team Members must designate a standard format (electronic or hard copy) in which they wish to regularly receive information packets.
• Project Team Members requesting electronic distribution of packets are responsible for ensuring that they have the capability to receive and print packets distributed to them electronically.

• Project Team members are responsible for notifying the NCDOT Concurrence Meeting Coordinator with a "cc" to the NCDOT Project Team Member in a timely manner prior to a team meeting if the packet is not received by 2 weeks in advance of the meeting.
• Project Team Members are responsible for reviewing the packet prior to Project Team meetings.
• Project Team Members are responsible for being prepared for Project Team meetings.
• Project Team Members are responsible for forwarding any substantial concerns to the NCDOT Project Team Member either in writing or via e-mail with a copy to other Project Team Members in advance of team meetings.
  • Agency concerns regarding predictive methodology (e.g. traffic projections) should describe the alternative methodology which it prefers and why.
  • An agency objecting to or expressing reservations about the proposal on grounds of environmental impacts shall specify the avoidance and minimization measures considered necessary to allow the agency to grant or approve applicable permit, license, or related requirements or concurrences.
• Project Team Members may request additional information in advance of Project Team meetings. Such requests will be in writing and sent to the NCDOT Project Team Member.
  • Requests for additional information shall be as specific as possible and may address either the adequacy of the Purpose & Need statement or the merits of the alternatives discussed or both.
  • An agency shall specify in its comments whether it needs additional information to fulfill other applicable environmental reviews or consultation requirements and what information it needs. In particular, it shall specify any additional information it needs to comment adequately on the draft statement's analysis of significant, site-specific effects associated with the granting or approving by that cooperating agency of necessary Federal permits, licenses or entitlements.

• Project Team Members are strongly encouraged to attend meetings on-site. Video-conferencing should be used only as a last resort.
• Should a Project Team Member not be able to attend a team meeting and this is known in advance, the Project Team Member is responsible for notifying NCDOT and will do one of the following:
  • send a substitute, providing the name of the substitute to NCDOT before the meeting; or
  • indicate concurrence in advance in writing; or
  • indicate abstention in advance in writing; or
  • if absent, the Project Team Member will contact the NCDOT Project Team Member within two weeks of their return to get up to speed on the project and make any decisions related to the project.

If the NCDOT and/or the USACE Project Team Members are not able to attend and do not have a prepared substitute, then the Project Team meeting shall be postponed.

• The NCDOT Project Team Member is responsible for ensuring that he/she understands the details of what will be discussed at meetings in advance and will inform and involve appropriate staff members at the Project Team meetings to ensure that technical issues (e.g. safety, feasibility of construction, etc.) can be addressed.
• The NCDOT Project Team Member is responsible for specifically inviting Hydraulics engineers to field meeting and all concurrence meetings.
• The NCDOT Project Team Member up until CP 4A will attend CP 4B & 4C meetings.
• The NCDOT (after consulting with the USACE Project Team Member) is responsible for making the decision to postpone the meeting.
• The NCDOT Project Team Member is responsible for notifying the Concurrence Meeting Coordinator of a meeting postponement.
• The Concurrence Meeting Coordinator is responsible for notifying Project Team Members of a meeting postponement through the normal e-mail process.

• NCDOT is responsible for providing facilitators for large, complex or controversial projects.
• The NCDOT Project Team Member is responsible for reviewing information to be presented and ensuring that material can be easily viewed by all Project Team Members.
• The NCDOT Project Team Member is responsible for maintaining an up-to-date list of Project Team Members.
  • The NCDOT Project Team Member is responsible for notifying the PDEA Concurrence Meeting Coordinator when Project Team Member information changes.
  • PDEA is responsible for keeping mailing lists for Project Team participants updated on a specified basis by project and ensuring this information is made available on web.

• Agencies are responsible for notifying the NCDOT Concurrence Meeting Coordinator (with a "cc" to the NCDOT Project Team Member) of any changes in their agency's Project Team membership.
• Project Team Members are responsible for notifying the Project Team Leaders in writing when participation is no longer desired and/or warranted.