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TxDOT’s Steps toward Implementation of Sunset Recommendations

On improving public involvement… (Issue 3)

• On December 1, 2008, TxDOT rolled out a redesigned website, created with the citizen in mind. Subject matter was reorganized to create a simpler experience for citizens, legislators and contractors. In addition, the beta-version of the new Project Tracker went live, enabling citizens and TxDOT leaders alike to more easily monitor milestones and cost of construction projects across the state.
• A workgroup has been established to examine minimum requirements and best practices for public involvement policies. This workgroup will collaborate with Metropolitan Planning Organizations (MPO) and other stakeholders to develop a public involvement policy. Meanwhile, there has been some improvement in mass mailings to stakeholders, resulting in better attendance at public meetings.
• The Department has established a new outreach effort where members of the Commission and Administration travel to various cities around the state to hold “town hall” meetings with local elected officials, members of the media and the citizens of that area of the state. These meetings allow the Commission and Administration to learn more about that area of the state, identify their transportation needs and have an open conversation to discuss transportation issues.
• Initial training for the new Customer Complaint and Contact System was provided to applicable TxDOT staff in late November and early December. In addition to complaint information, TxDOT plans to collect data on other forms of citizen contact for a more in-depth analysis of the overall feedback from citizens. This will allow staff to identify developing trends or issues of concern and respond more proactively. Plans are underway to phase in the project beginning in late January.
• An item for best practices discussion has been established at all TxDOT statewide and regional staff meetings. In addition, TxDOT has established an internal internet site, containing a chat room for employees to post questions and best practices, and to share ideas.
• An assessment of TxDOT media buys, contemplating central coordination of the TxDOT’s major marketing campaigns, has been completed by an outside consultant and is currently being reviewed by TxDOT staff.

On better explaining how planning and development decisions are made… (Issue 2)

• The independent 2030 Committee was established to conduct an assessment of the state’s transportation needs through 2030, in the context of today’s economic reality. The committee will present their draft findings to the Texas Transportation Commission on December 17 and, after a final public comment period, the results of that assessment will be included in the Statewide Transportation Plan to serve as the basis for future discussions on defining the scope of the state's transportation needs.
• A special assistant to the Executive Director for Strategic Policy and Performance Management was appointed to be responsible for continuous measurement, evaluation and public reporting of the Department’s progress towards achievement of specific goal objectives.
• A funding forecast model that clearly outlines funding forecast assumptions for federal and state revenues is under development by TxDOT and the Association of Texas Metropolitan Planning Organizations. TxDOT is working to compile information from the transportation plans of other states to identify an ideal model. Plans have been reviewed from Florida, California, New York, Pennsylvania, Virginia, North Carolina, Illinois, and Ohio.
• The Unified Transportation Plan (UTP) working group is in the beginning stages of development, and the first objective will be to examine the current UTP process and to identify its advantages and challenges to understand where the process can be improved. The kick-off meeting will be in early January 2009 and the group includes staff from TxDOT, MPOs, Federal Highway Administration, county judges and other local elected officials. The Texas Transportation Institute (TTI) will take the lead facilitation role on this project.

On improving efficiency and decreasing risk associated with TxDOT’s contracting functions… (Issue 4)

• TxDOT manuals and/or trainings have been updated and expanded to include communication policies regarding contract solicitations for professional services contracts, overhead rates for districts and deadlines for major steps in professional services contract development. Where applicable, new trainings have been created to ensure advanced understanding of TxDOT contracting policies and procedures.
• TxDOT is currently involved in restructuring its district services, and believes that oversight and accountability of professional services contracts could be strengthened if regionalized. The plan has undergone a complete review by Deloitte and is currently in an employee comment period. This item is anticipated to be ready for commission consideration in January, with final implementation May 30, 2009.

On centralizing the outdoor advertising regulatory program… (Issue 6)

• Staff have developed a plan to transition the oversight of the outdoor advertising regulatory program from each TxDOT district to the Right of Way Division and submitted the draft business plan to the Administration for review on August 8, 2008. Proposed rule changes needed to affect the implementation were presented to the commission at the November commission meeting, and commissioners approved their posting in the Texas Register for a public comment period. Once the comment period has expired, rules are expected to be presented to the commission again in January.
• The existing fee structure for the regulation of outdoor advertising was last increased 17 years ago. The Right of Way Division is currently working to determine an equitable fee structure. It appears that a fee structure with graduated increases over a three year period will lessen the impact on small businesses while covering the cost of regulation activities.