Scheduling (Project Team Leaders)

Project Team Leaders are responsible for screening projects for use of the Merger Process, as per existing Merger Screening Process.

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 Member(s) 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. Factors to be considered in obtaining the information are cost, the benefit of the information to a project decision, and any associated project delay. If disagreements arise on additional information requests, the Project Team can elevate the decision to the Merger Management Team (MMT) for review.

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

Scheduling (NCDOT Team Member)

The NCDOT Project Team Member is responsible for consulting with the USACE, NCDENR, and FHWA Project Team Members on whether sufficient information exists to warrant scheduling a team meeting.

If two (2) or more years have passed since the last Merger Meeting, the NCDOT Project Team Member is responsible for checking back with the Project Team Members to determine whether information should be updated before scheduling action on the next concurrence point.
The NCDOT Project Team Member is responsible for notifying the USACE, NCDENR and FHWA Project Team Members of any new information that supersedes the information packet 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 determine whether to reschedule the meeting.

The NCDOT Project Team Member will consult with the USACE, FHWA, and NCDENR Project Team Members to determine if the meeting needs to be rescheduled based on new substantive information that is uncovered (between sending information packet and meeting date).

The NCDOT Project Team Member will notify the Concurrence Meeting Coordinator to reschedule the meeting if determined necessary.

Scheduling (Field Meeting)

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 in these procedures precludes a Project Team Member (or any combination of Project Team Members) from going into the field prior to a Merger 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 requesting Project Team Member into the field prior to a Merger Meeting.

Concurrence Daily Agenda
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 Merger Meeting).

Concurrence Daily Agenda (NCDOT Team Member)

For CP1 through CP 4A, PDEA is responsible for using Internal NCDOT
guidelines for scheduling meetings.

The NCDOT Project Team Member is responsible for submitting a Merger Meeting request to the PDEA Concurrence Meeting Coordinator, who schedules the meeting.
The PDEA Concurrence Meeting Coordinator is responsible for distributing the Concurrence Daily Agenda three (3) weeks in advance of the meeting date. This will enable Project Team participants to have three (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 the meeting and meeting place.

Information Packet (NCDOT Project Team Member)

For CP 1 through CP 4A, the NCDOT Project Team Member is responsible for assembling the pre-meeting information 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 scheduled 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.
If disagreements arise, the Project Team can elevate the decision to the Merger Management Team (MMT) for review.

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. Packets will be provided electronically.
NCDOT is responsible for ensuring packets are received at least two (2) weeks in advance of the 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 (2) weeks prior to the meeting.

Information Packet (Project Team Members)

Project Team Members will receive information packets in electronic format. Project Team Members are responsible for ensuring that they have the capability to receive and print packets distributed to them electronically.

Receipt/Review (Project Team Members)

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 Merger Meeting if the packet is not received by two (2) weeks in advance of the meeting.
Project Team Members are responsible for reviewing the packet prior to Merger Meetings.
Project Team Members are responsible for being prepared for Merger Meetings.
Project Team Members are responsible for forwarding any substantial concerns to the NCDOT Project Team Member via e-mail with a copy to other Project Team Members in advance of Merger Meetings.

If an Agency has concerns regarding predictive methodology (e.g. traffic projections), or other technical matters, appropriate support staff will be utilized to address concerns. Alternative methodologies may be proposed.
An agency objecting to or expressing reservations about the proposal on grounds of environmental impacts shall work collaboratively with the Project Team to determine 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 Merger Meetings. Such requests will be via email and sent to the NCDOT Project Team Member. Such requests will be via e-mail preferably at least one (1) week prior to the Merger Meeting. Additional information will be provided to all Project Team Members.

Requests for additional information shall be as specific as possible.
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 analysis of substantial, site-specific effects associated with the granting or approving by that agency of necessary State or Federal permits, licenses, or other requirements.

Participation (Project Team Members)

Project Team Members are strongly encouraged to attend Merger Meetings on- site. Video-conferencing is an option; however, attendance in person is preferred. Notification of attendance via video-conference should be submitted to the NCDOT Project Team Member at least one (1) week in advance of the meeting if possible.
Should a Project Team Member not be able to attend a Merger Meeting in person or via video-conference and this is known in advance, the Project Team Member is responsible for notifying the Project Team Members and will do one of the following:

send a substitute with decision-making authority, providing the name of the substitute to NCDOT before the meeting; or
send a substitute without decision-making authority and submit any decisions related to the project to NCDOT via email within two (2) weeks of the meeting; or
contact the NCDOT Project Team Member to obtain updates on the project following the meeting. The Project Team Member shall submit any decisions related to the project to NCDOT via email with in two (2) weeks of the meeting.

Participation (Project Team Leaders)

If the NCDOT, NCDENR, FHWA (for Federally funded projects) and/or the USACE Project Team Members are not able to attend and do not have a prepared substitute, then the Merger Meeting shall be postponed.

Participation (NCDOT Project Team Member)

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 Merger Meetings to ensure that technical issues (e.g. safety, feasibility of construction, etc.) can be addressed.
The NCDOT Project Team Member is responsible for inviting all applicable technical experts (e.g. Hydraulics engineers, Geotechnical staff, Bicycle & Pedestrian Division staff, Structures Management Unit staff, etc.) to field meetings and all concurrence meetings based on the nature of the project.
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.

General (NCDOT Project Team Member)

NCDOT is responsible for providing facilitators for large, complex, or controversial projects.
NCDOT will often use consultants who will assist in developing, delivering, and sharing various planning, design, environmental information, etc. The role of the consultants within the Merger meetings will be to present and to share the technical information with the Merger Team. The NCDOT Project Team Member will be responsible for coordinating with the consultant and explaining the consultant’s role to the Merger Team for each project. The NCDOT Project Team Member will retain all other responsibilities as defined within this document.
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 Merger participants updated on a specified basis by project and ensuring this information is made available on the NCDOT website.

General (Project Team Members)

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 via e-mail when participation is no longer desired and/or warranted.

Environmental Merger Process Guide This list contains the content, by chapter and section number, from the Merger Process Guide.

Environmental
Merger Process Guide

This list contains the content, by chapter and section number, from the Merger Process Guide.