Government Participation Plan
The purpose of the Government Participation Plan is to establish coordination goals and implementation strategies for raising intergovernmental awareness and participation in the Sidewalk Master Plan development process. This will be achieved through the following:
- Formalizing the government agency coordination process;
- Describing overarching roles, responsibilities, and strategies for agency involvement;
- Facilitating and documenting the process by which the HDR Team will interact with government agencies;
- Promoting an efficient and streamlined process and good project management through coordination, scheduling, and early resolution of issues; and
- Establishing the anticipated schedule for coordination activities.
Guiding principles for the Government Participation Plan include the following:
- Transparent and honest interaction with agencies;
- Listen to and value the input of agencies;
- Engage in meaningful, constructive and open dialogue with agencies;
- Collaborate with agencies; and
- No preconceived notions about the ultimate outcome of the process.
Goals and Strategies
The goal of the Government Participation Plan is to facilitate project implementation by formalizing agency involvement. The Government Participation Plan consists of the following strategies and corresponding action items:
Strategy #1 – Engage government agencies through meetings and workshops that foster interactive, two-way communication.
Meet with key staff members of related agencies to discuss related Sidewalk Master Plan elements, review related department planning documents and create a relationship matrix.
Allows local jurisdictions to have early involvement in planning process and promotes multi-jurisdictional ownership.
Strategy #2 –Document, thoroughly analyze and promptly provide feedback regarding comments or concepts suggested during development of the Sidewalk Master Plan.
Action Item #1
Document agency coordination meetings on a meeting summary form.
Provides a record of agency coordination meetings and the feedback received.
On-going – Document correspondence, phone calls and notes from in-person discussions.
Complete –Finalize Meeting Summary Form and make it available to Project Team.
Action Item #2
Document written comments related to the project, including those submitted via mail, fax, online comment form or email.
Provides a record of written comments and ensures a proper response to those comments.
Complete – Develop a project comment log.
On-going – Written comments received will be forwarded to the HDR Team.
On-going – The HDR Team will include comments in the project comment log to document feedback.
Communication Plan and Protocols
The City of Georgetown Transportation Services Director will be the primary point of contact for media, elected officials, City Staff, and agency requests. All requests will be directed to the Transportation Services Director through the City’s Project Manager.
The City’s Project Manager will share comments with the HDR Team, as appropriate, within five (5) business days of receiving the comments.
The HDR Team may coordinate directly with City Staff and/or other government agencies during development of the Sidewalk Master Plan. The HDR Team will share comments with the City, as appropriate, within five (5) business days of receiving the comments.
Government Participation Tasks and Responsibilities
The following matrix highlights outreach and informational tasks identified in this Government Participation Plan and indicates the group responsible for the task. If listed as “lead” on a task, that member of the Team is responsible for implementing the task, and utilizing the member marked “support” to assist in coordination and participation as necessary. Assignees marked “lead” are held responsible for implementing their tasks. Outreach materials and strategies will be reviewed and approved by the City.
|Government Coordination Task||City of Georgetown||HDR/Altura|
|Government Participation Plan||Support||Lead (HDR/Altura)|
|Local Agency Contact List||Support||Lead (HDR/Altura)|
|Project Comment Log||Support||Lead (HDR/Altura)|
|Communication with City Staff||Support||Lead (HDR/Altura)|
|Elected Official & Community Leader Briefings||Lead||Support (HDR/Altura)|
|Meeting Scheduling||Lead||Support (HDR/Altura)|
|Meeting Agendas||Support||Lead (HDR/Altura)|
|Meeting Minutes||Support||Lead (HDR/Altura)|
|Meeting Exhibits||Support||Lead (HDR/Altura)|
Government Involvement Schedule*
|Government Coordination Task||Start||End||Scheduled|
|4.1||Government Participation Plan||1-May-14||31-May-14||Complete|
|4.3.1||City of Georgetown City Staff||1-Jun-14||15-Aug-14||Various Dates|
|220.127.116.11||City of Georgetown GIS||1-Jun-14||15-Aug-14||Complete|
|18.104.22.168||City of Georgetown Parks||1-Jun-14||15-Aug-14||Complete|
|22.214.171.124||City of Georgetown Facilities||1-Jun-14||15-Aug-14|
|126.96.36.199||City of Georgetown Downtown Interests (City Manager’s Office)||1-Jun-14||15-Aug-14||Complete|
|4.3.2||Georgetown Transportation Advisory Board (GTAB) Members||1-Jun-14||15-Aug-14||Complete|
|4.3.3||Georgetown Independent School District Staff||1-Jun-14||15-Aug-14||Complete|
|4.3.4||Georgetown Housing Coordinator||1-Jun-14||15-Aug-14||Complete|
|4.3.5||Georgetown Long Range Planning Department||1-Jun-14||15-Aug-14||Complete|
|4.3.6||Texas Department of Transportation||1-Jun-14||15-Aug-14||Complete|
|6.1||Initial Workshop with GTAB||31-Oct-14||31-Oct-14||Complete|
|8.0||City Facilities Survey||10-Jul-14||3-Sep-14||Ongoing|
|10.1||Public Meetings and Hearings||1-May-14||31-Dec-14||Ongoing|
|10.1.1||City ADA Task Force Meeting No. 1||04-Aug-14||08-Aug-14|
|10.1.2||City ADA Task Force Meeting No. 2||8-Sep-14||12-Sep-14|
*Dates are preliminary and subject to change
Project Team Contact Information: