FHWA/MoDOT Partnering Agreements

PLANNING

May 2011

Purpose of this Agreement

The purpose of this agreement is to set forth the general terms and conditions for collaboration in transportation planning. It is between the FHWA/FTA Region 7 (ONE DOT) and the MoDOT for the purpose of enhancing the quality and effectiveness of the existing FHWA/MoDOT and ONE DOT/MoDOT partnerships so partners can better achieve mutual transportation priorities. This agreement applies to the MoDOT staff and the staff of the FHWA Missouri Division (FHWA-DO) and FTA Region 7 (FTA-7) offices responsible for the geographic area covered by the specific product of the process or management/oversight activity.

Agreement Focus Areas

The FHWA-DO, FTA -7 and MoDOT shall carry out the terms indicated in this agreement resulting in improved communication and streamlined transportation planning decision-making for federal surface transportation projects and programs. This agreement outlines the general operating procedures for reviewing and processing the following required metropolitan and statewide planning products and processes.

• Statewide 20 Year Long-Range Transportation Plan (LRTP) and Metropolitan 20 Year Long-Range Transportation Plan (LRTP).
• Statewide Transportation Improvement Program (STIP).
• State Planning and Research (SPR) Program.
• Metropolitan Unified Planning Work Program (UPWP).
• Metropolitan Transportation Improvement Program (TIP).
• Air Quality Conformity Determinations.
• Transportation Management Area (TMA) Planning Certification Reviews
• Transportation Planning Process Reviews in non-Transportation Management Areas (TMA)
• Highway Performance Monitoring System (HPMS)
• The MoDOT and MPO Annual Self-Certification.
• Functional Classification Changes.

Ground Rules

The agreement partners recognize the joint review and approval role of FHWA-DO and FTA-7 officers connected with the STIP and amendments, and the UPWP planning products and air quality conformity determination for designated air quality non-attainment and maintenance areas. It is also understood that ONE DOT will provide a joint-review only function in connection with the LRTP, TIPs, non-TMA planning process reviews, and TMA planning certification reviews.

The following ground rules apply to the development and execution of each element of this agreement. The partners agree to concentrate efforts in improving joint work efforts by following these ground rules:

• We will implement activities covered by the agreement in a mutually supportive manner between the MoDOT, FHWA and FTA offices.
• We will strive to ensure adherence to required planning processes and product timeframes.
• We will respect each other by valuing the opinions of others and maintaining an open mind to suggestions.
• We will communicate with each other directly by telephone, and email and in face-to-face conversations.
• We will make decisions by following a thorough discussion of the issue using appropriate communication methods. To the extent possible, decisions should be made with a two-week period following discussions.
• We will actively participate in scheduled meetings and add value to the discussion and refrain from personal agenda, to the extent possible.
• We will promote good planning process and product development practices and make current best practices part of conducting our method conducting business.
• We will strive to implement a ONE DOT review and approval process that includes federal participation on a value-added basis, without causing delay in meeting state and local project approval and implementation schedule goals.
• We will recognize the timeliness and quality of our cooperative effort to deliver planning work product reviews, work product approvals, and planning process reviews as reliable and measurable performance output indicators.
• We will recognize enhanced planning program delivery processes and enhanced quality of planning program work products as value adding, reliable and measurable performance outcome indicators.
• We agree it is generally best practice for the ONE DOT agencies to share and coordinate planning product review comments in advance of sending one set of ONE DOT comments to the MoDOT. However, in a situation that calls for either ONE DOT agency to provide written comments separately to the MoDOT, the correspondence should be identified at FTA or FHWA ONLY comments as appropriate and should be copied to the other agency (i.e. FTA-7 or FHWA-DO as appropriate).
• We agree this agreement is considered a working document and can be updated by mutual agreement of the agencies or terminated with notice by any agency party to the agreement.
• We agree that nothing in this agreement is intended to conflict with applicable current law, regulation, orders or directives of the United States Department of Transportation, FHWA, or FTA. If a provision of this agreement is inconsistent with such authority, then that provision will be invalid to the extent of such inconsistency, but the remainder of that provision and all other provision, terms, and conditions of this agreement will remain in full force and effect.

I. Roles and Responsibilities:

I. Statewide and Metropolitan Long- Range Transportation Plans (LRTPs)

Although FHWA-DO and FTA-7 do not approve the state and metropolitan planning organization's (MPOs) long-range transportation plans, the timely adoption of a compliant LRTP is crucial as a basis for the ONE DOT to issue approval of the MoDOT STIP, MPO TIP, and to make air quality conformity determinations This agreement emphasizes the importance of timely review. The key is to facilitate a review process that includes ONE DOT participation on a value-added basis, without causing delay in meeting state and local project approval and implementation schedule goals.

Statewide Long-Range Transportation Plans (LRTP)

• The MoDOT, ONE DOT, the MPOs and other planning partners in general will collaborate throughout the LRTP development process.
• The MoDOT will submit the draft statewide LRTP to the FHWA division office (FHWA-DO) and FTA Region 7 (FTA-7) office (ONE DOT).
• ONE DOT shall provide comments to the MoDOT within 30 days following receipt of the draft LRTP. ONE DOT shall clearly identify comments based on regulatory requirements and comments based on best practice. Regulatory comments ONE DOT expects to be included in the MoDOT's current LRTP will be noted.

Metropolitan Long-Range Transportation Plans (LRTP)

• The MoDOT, ONE DOT, and MPOs will collaborate throughout the LRTP development process.
• The MPO will submit draft urbanized-area LRTP to the MoDOT, FHWA-DO and FTA-7.
• The specifics regarding transmittal responsibilities and media used (paper vs electronic copy) can be negotiated on an MPO-by-MPO basis.
• ONE DOT and the MoDOT shall exchange comments within 30 days following receipt of the draft LRTP. FHWA-DO and FTA-7 shall coordinate comments and/or deficiencies and reach a consensus prior to submitting one set of documented comments to the MoDOT.
• The MoDOT will coordinate review comments with ONE DOT prior to sending them to the MPO. ONE DOT shall be copied on the action.
• ONE DOT shall clearly identify comments based on regulatory requirements and comments based on best practice. Regulatory comments that ONE DOT expects to be included in the MPO's current LRTP will be noted, to the extent possible.

II. STIP Approval/STIP Amendment Approval

STIP Approval Roles and Responsibilities:

• MoDOT will actively involve ONE DOT as early as possible in the effort to develop the STIP. STIP update efforts begin in January with a kick-off meeting that includes MoDOT's Transportation Planning and Resource Management staff, and FHWA-DO.
• MoDOT will provide a pre-draft STIP to ONE DOT in April for review and comment. ONE DOT will provide comments within 14 days. ONE DOT shall clearly identify comments based on regulatory requirements and comments based on best practices. Regulatory comments that ONE DOT expects to be included in MoDOT's STIP will be noted, to the extent possible.
• MoDOTwill share its draft STIP with ONE DOT at the start of the 30-day public comment period that begins after the May Highways and Transportation Commission meeting.
• MoDOT will submit the final STIP to ONE DOT for review and approval following Commission approval in July.
• ONE DOT shall have 14 days from receipt to complete the coordinated agency review.
• Notification of the joint STIP approval action shall be prepared and signed by FHWA-DO and FTA-7. The signed ONE DOT approval letter shall be forwarded to MoDOT by the ONE DOT agency preparing the notification. The other ONE DOT agency shall be copied on the action.

STIP/TIP Amendments Roles and Responsibilities:

• MoDOT shall submit its proposed STIP amendments to the ONE DOT for review and approval. The MoDOT Planning and Policy Group will submit STIP/TIP amendments for MPO areas. MoDOT's Statewide Programming Group will submit STIP amendments for non-MPO areas.
• MoDOT will submit a draft STIP amendment to FHWA one week prior to Highways and Transportation Commission approval. Following Commission approval, MoDOT will submit the STIP amendment to the ONE DOT for review and approval.
• ONE DOT shall have 14 days from receipt to complete its coordinated agency review.
• If the amendment request involves only highway projects, FHWA-DO will prepare and sign the ONE DOT approval letter. If the amendment involves only transit projects, FTA-7 will prepare and sign the ONE DOT approval letter. If the amendment request involves both highway and transit projects, the ONE DOT approval letter will be signed by both FHWA-DO and FTA-7.
• The signed ONE DOT approval letter shall be forwarded to MoDOT by the ONE DOT agency preparing the notification. The other ONE DOT agency shall be copied on the action.

III. State Planning and Research Program (SPR)

Roles and Responsibilities:

• MoDOT will submit a preliminary draft copy of proposed SPR to FHWA-DO on or before May 10. In most cases, this draft will show the description of work items but not include the available funding and cost estimates.
• FHWA-DO will review the scope of work and provide comments to MoDOT on or before May25.
• MoDOT will submit a preliminary draft copy of proposed SPR to FHWA-DO that includes scope of work with necessary funding and cost estimates on or before June 1.
• The FHWA-DO will review the preliminary draft for approval and notify MoDOT of its informal approval on or before June 15.
• MoDOT will formally submit the preliminary SPR Program for FHWA-DO approval on or before June 22. This request for approval will include MoDOT's Resource Management's submittal of a federal-aid project agreement for the FHWA-DO's execution.
• The FHWA-DO will execute the federal-aid project agreement based on the preliminary final SPR program on or before June 30. This authorization is subject to receipt of a final work program within 30 days of the authorization date.
• On or before July 31, MoDOT will formally submit the SPR program for the FHWA-DO's final approval after the Missouri Highways and Transportation Commission has approved MoDOT's fiscal year operating budget. If there are any significant changes (e.g., addition or deletion of tasks, capital expenditures, etc.) to the preliminary final work program requiring prior approval, work may not proceed on such activities until the FHWA receives and approves the final work program. An action to modify the federal-aid project agreement will be completed as determined necessary.
• The FHWA's final approval letter will be forwarded to MoDOT's Director of Transportation Planning within seven days of its receipt of the final SPR program.
• MoDOT's annual expenditure report will be submitted to FHWA within 90 days of the close of MoDOT's fiscal year (June 30).
• MoDOT's Controller's Office will close the SPR project within 90 days after the end of MoDOT's fiscal year (June 30).

Note: If the SPR Program deadline falls on Saturday, the item will be due on the previous Friday. If the deadline falls on Sunday, the item will be due on the following Monday.

IV. Unified Planning Work Program (UPWP)

Roles and Responsibilities:

• MoDOT and the MPO will work together to develop a quality and compliant UPWP.
• The MPO is expected to submit the draft UPWP to ONE DOT for its preliminary review 44 days prior to the MPO technical committee meeting. At this meeting, the MPO technical committee is scheduled to approve the forwarding of the document to the MPO board of directors for approval.
• FHWA-DO and FTA-7 shall coordinate comments and/or deficiencies and reach a consensus prior to submitting one set of documented review comments to MoDOT. ONE DOT will identify comments based on regulatory requirements and best practices. Regulatory comments ONE DOT expects to be included in the MPO's UPWP will be noted. ONE DOT review will take no more than 14 days. MoDOT will provide ONE DOT a written summary of comments within this same time period.
• MoDOT will forward a written summary of ONE DOT and MoDOT comments to the MPO 30 days prior to the technical committee meeting date. MoDOT and the MPO will make these changes to the draft UPWP. The MPO will provide ONE DOT and MoDOT a response to ONE DOT/MoDOT comments, along with the documentation of additional MPO changes to the draft UPWP, within two business days of the close of the technical committee meeting.
• MoDOT shall submit the board approved UPWP to ONE DOT for review and approval within one week of its receipt from the MPO.
• ONE DOT shall complete its final coordinated review and approval notification action within seven days of receipt of MoDOT's formal request for approval. The signed ONE DOT approval letter shall be forwarded to MoDOT by the ONE DOT agency preparing the notification. The other ONE DOT agency and appropriate MPO shall be copied on the action.
• Any amendment of the UPWP will be coordinated, to the extent possible, as outlined above.
• MoDOTwill provide ONE DOT a copy of MPO quarterly progress reports within three days of its receipt from the MPO.

V. Metropolitan Transportation Improvement Program (TIP)

Roles and Responsibilities:

• MoDOT and MPO will work together to develop a quality and compliant TIP.
• The MPO is expected to submit the draft TIP to MoDOT and ONE DOT for its preliminary review at least 44 days prior to the date of the MPO's technical committee meeting. At this meeting, the MPO technical committee is scheduled to approve the forwarding of the document to the MPO board of directors for approval.To the extent possible, FHWA-DO and FTA-7 shall coordinate comments and/or deficiencies, and reach a consensus prior to submitting one set of documented review comments to MoDOT. In exceptional cases when either agency must provide comments separately to MoDOT, the correspondence should be identified as FHWA-DO or FTA-7 ONLY comments and should be copied to the other ONE DOT agency. ONE DOT will identify comments based on regulatory requirements and best practices. Regulatory comments that ONE DOT expects to be addressed in the MPO's current TIP will be noted. ONE DOT review will take no more than 14 days. MoDOT will provide ONE DOT a written summary of comments within this same time period.
• MoDOT shall forward a written summary of ONE DOT and MoDOT comments to the MPO 30 days prior to the technical committee meeting. MoDOT and the MPO will make changes to the draft TIP. The MPO will provide ONE DOT and MoDOT a response to ONE DOT/MoDOT comments, along with the documentation of additional MPO changes to the draft TIP, within two business days of the close of the technical committee meeting.Within one week of receipt of an adopted TIP from the MPO, MoDOTwill request approval from ONE DOT to amend MoDOT STIP to allow the incorporation of the MPO TIP by reference.ONE DOT shall complete its final coordinated agency review and approval notification action within seven days of receipt of MoDOT's formal request for approval. The signed ONE DOT approval letter shall be forwarded to MoDOT by the ONE DOT agency preparing the notification. The other ONE DOT agency and the appropriate MPO shall be copied on the action.The MPO technical committee and board of directors will approve amendments to the TIP. Approval of adopting the TIP amendment into the STIP will follow steps #5 and #6 above, to the extent possible.

VI. Transportation Air Quality Conformity Determinations

Section 176C of the Clean Air Act establishes conformity requirements for long-range transportation plans, TIPs, and projects in areas designated as no attainment or maintenance.

Roles and Responsibilities:

• The MPO shall submit its ''Air Quality Conformity Determination and Documentation'' along with a draft LRTP (including amendments) and/or TIP to ONE DOT for its review comments. and approval. The MPO will provide copies of the submitted documents to the MoDOT and the U.S. Environmental Protection Agency Region 7 (EPA-7) for its concurrent review.
• The ONE DOT shall formally request EPA-7 to review and comment on the conformity determination within 30 days of its receipt of the written ONE DOT request.
• Through the air quality consultation process, ONE DOT and EPA-7 shall discuss and resolve any comments or concerns that arise during the review of the document. ONE DOT shall clearly identify comments based on regulatory requirements and comments based on best practice. Regulatory comments that ONE DOT expects to be addressed in the MPO's current conformity determination will be noted.
• Upon receipt of a concurrence letter from EPA-7, ONE DOT shall issue the joint conformity determination memorandum to the MPO. The MoDOT and all other appropriate parties shall be copied on the action.

VII. Transportation Management Area (TMA) Certification Reviews

The scope of the FHWA/FTA certification review of the transportation planning process in a TMA, defined as urban area with a population over 200,000, is comprehensive, covering the transportation planning process for the entire area and all of the agencies involved. It provides an opportunity for the federal agencies to verify compliance with current transportation law, planning regulations, and to enhance the process, and take a more detailed look at the technical and administrative elements of the process. The certification is not just a review of the MPO or the MPO staff, but rather covers all of the agencies (state, MPO, and transit operators) charged with cooperatively carrying out the process. The MoDOT is considered to be a review participant and a valuable partner in the process.

Roles and Responsibilities:

• The federal review team shall consist of staff from FHWA, FTA-7, and if necessary, technical experts from other division or region offices, headquarters, resource center and EPA.
• FHWA-DO and FTA-7 shall be responsible for the logistics of reviews.The federal review team will notify the TMA and MoDOT and determine the review date 90 days prior to the review.ONE DOT shall provide written notification of review by a letter addressed to the MPO executive director, MoDOT's Transportation Planning Director and the public transit operator. The notification letter shall be copied to other appropriate planning partners (such as air quality agency, etc.). Generally, the letter will include information such as the purpose of the review, scheduled dates, federal contact persons, review guideline questions and review team member list. To the extent possible, the formal notification letter will be sent at least two months prior to the site visit.The federal review team will complete office-desk review and conduct on-site review (including presentation of initial findings). Both segments of the certification review will be coordinated with MoDOT and the MPO. In its role as review participants, MoDOT will attend and participate in all on-site meeting sessions.
• The federal review team will issue a draft final report to planning partners (state, MPO and public transit operators) requesting their review and comments prior to formally issuing the final report. MoDOT and planning partners' will review and provide comments to ONE DOT within 14 days of receipt of the draft report.
• The federal review team will issue a final report to the MPO with a transmittal letter addressed to the MPO executive director, sent jointly by FHWA/FTA. Copies will be sent to MoDOT and other appropriate planning partners (other state DOTs, transit operators).
• MoDOT and planning partners will respond to planning findings and outline their method, if any, for addressing corrective actions and recommendations within 60 days of receipt ofthe final report.
• The federal review team shall provide follow-up to corrective actions and recommendations outlined in its final report within 60 days of receipt of MoDOT and planning partners response.
  

VIII. Transportation Planning Process Reviews in Non-TMAs

ONE DOT will deliver a planning process review of each non-TMA's planning process on a five-year rotating cycle. The planning process review is comprehensive in scope. The review is intended to serve as a catalyst to improve the effectiveness and efficiency of the MPO planning process, to help ensure major issues facing a metropolitan area are being addressed, and to provide opportunity -for continued progress in expanding the art of transportation planning while implementing federal regulations

Roles and Responsibilities:

• The planning process review team shall consist of staff from FHWA-DO and FTA-7, and if necessary, other technical experts from other federal division or region offices, headquarters, resource center and EPA may be asked to participate as review team members.
  2. The federal review team will be responsible for the logistics of the reviews.
• The federal review team will notify the MPO and determine the review date 90 days prior to the review.ONE DOT shall provide written notification of review by a letter addressed to the MPO executive director, MoDOT's Transportation Planning Director and the public transit operator. The notification will be copied to other appropriate planning partners (such as air quality agency, etc.). Generally, the notification will include information such as the purpose of the review, its scheduled dates, review guideline questions and review team member list.
• The planning process review will be coordinated with MoDOT and the MPO. In its role as a review participant, MoDOT will attend and participate in all on-site meeting sessions.The review team will issue a draft planning review to planning partners (states, MPO, and public transit operators) requesting their review and comments prior to formally issuing the final planning review report. MoDOT and planning partners' review comments will be provided to ONE DOT within 14 days of receiving the draft report.
• The federal review team will issue the planning review report to the MPO with a transmittal letter addressed to the MPO executive director, sent jointly by FHWA/FTA. Copies will be sent to MoDOT and other appropriate planning partners (other state DOTs, transit operators).

IX. Highway Performance Monitoring System (HPMS)

The HPMS provides data reflecting the extent, condition, performance, use, and operating characteristics of the nation's highways. The MoDOT's HPMS data is used to apportion federal- aid highway and highway safety funds to the state of Missouri, measure FHWA and sate performance against several strategic national objectives, and in making national highway investment requirements known to Congress through the conditions and performance reports. As a result, both the FHWA Missouri Division and MoDOT have a stake in maintaining a high quality, complete HPMS database.

Roles and Responsibilities:

• MoDOT will maintain HPMS data to reflect current information (sample information/u niversa I inform at ion).
• MoDOT will collect, assemble and report identified data to comply with FHWA-provided data definitions and standards.
• FHWA-DO will emphasize a continued process improvement cooperative effort with state highway agency, local government and metropolitan planning organizations to collect, assemble and report HPMS information.
• MoDOT will submit its HPMS data report to FHWA headquarters by June 15. MoDOT will submit an electronic copy of the submittal to FHWA-DO by June 22. FHWA-DO will provide oversight assistance as necessary to accomplish submittal.
• FHWA-DO and MoDOT-HPMS personnel will partner to address FHWA headquarters comments on the MoDOT HPM5 data report for clarification and improvement strategies.FHWA-DO and MoDOTwill coordinate an annual quality control/quality assurance field data review in support of a comprehensive and continuous process improvement approach to the HPMS program management.

X. MoDOT and MPO Annual Self-Certification

Roles and Responsibilities:

• MoDOT and the MPO shall certify to ONE DOT that the metropolitan transportation planning process is addressing the major issues facing the area and is being conducted in accordance with all applicable requirements listed in 23 CFR Part 450.334(a). The MPO board chairman and the MoDOT district engineer will sign the self-certification statement.
• The signed self-certification statement is submitted to ONE DOT the same time the TIP is submitted for approval. Within one week of receipt of a signed certification statement from the MPO, MoDOTwill request ONE DOT approval of the self-certification.
• ONE DOT shall complete its final coordinated agency review and approval notification action no later than the start of the MPO TIP fiscal year. The signed ONE DOT approval letter shall be forwarded to MoDOT by the ONE DOT agency preparing the notification. The other ONE DOT agency and the appropriate MPO shall be copied on the action.

XI. Functional Classification

Federal legislation requires the functional classification of roadways to determine the funding eligibility of transportation projects. In general, the procedure and timeline for requested modifications to a functional classification as described above will be as follows:

• A request for a functional classification revision is made to MoDOT district planning contact. Small urban or county requests are cooperatively determined by local and district staff. If the location is within an MPO area, the request is first presented to the MPO staff.
• The MoDOT district (and MPO personnel where appropriate) will review the revision for compliance with the guidelines set forth in the Functional Classification Procedure Manual.
• MPO presents revised maps to the Board of Directors for approval (if required).
• After board approval, the final maps and supporting documents are forwarded to the MoDOT district contact.
• The MoDOT district contact forwards completed functional class forms, maps and other supporting documents in electronic format, where possible, to MoDOT Central Office Transportation Planning staff.Transportation Planning staff reviews request for compliance with the guidelines set forth in the Functional Classification Procedure Manual and works with the district to address concerns, if necessary.
• Transportation Planning forwards required forms, maps and other supporting documents to FHWA-DO in electronic format, when possible, for approval.
• Upon receipt of the request, FHWA will supply an e-mail confirmation to MoDOT Transportation Planning staff to confirm delivery. If additional documentation or information is required by FHWA-DO, a request wiii be made within five working days of receipt. The request will be approved or denied within 30 days of receipt of the initial request unless both MoDOT and FHWA staff agree to an extension.
• A formal letter of decision will notify MoDOT Central Office Transportation Planning staff, with a copy sent to MoDOT district staff. MoDOT district staff will notify local agency or MPO of decision.
• Revisions to affected functional classification maps will be finalized by MoDOT Transportation Planning staff and supplied (electronically when possible) to FHWA-DO.
  

Methods For Communication

BACKGROUND: Historically, FHWA-DO, FTA-7 and the MoDOT have benefited from an excellent working relationship. This agreement intends to build upon this history by establishing a framework to further promote the existing partnership. E-mails, telephone and teleconferences have been used as effective forms of communication. This agreement establishes the following procedures for streamlining the communication process. The communication strategies are applicable to ONE/MoDOT except when specifically stated otherwise.

Roles and Responsibilities:

• We shall confer on a regular basis. If there is a major programmatic issue, the party bringing the concern to the table shall communicate it by email or letter.We agree that each agency will possess an up-to-date lead contact list of the individuals at each agency responsible for overseeing various areas of both the state and metropolitan planning programs.
• We agree that MoDOT Transportation Planning Division will extend an invitation to FHWA-DO and FTA-7 to attend its meetings with districts to discuss the development of focus area planning work products and processes.
• We agree that in an effort to enhance the effectiveness of our partnership we must better understand one another's day-to-day key operations. FHWA and MoDOT shall seek to appropriately involve the other in each agency's day-to-day internal business functions as said partnership enhancing opportunities arrive (i.e., MoDOT Transportation Planning Division's Monday morning managers' meeting, FHWA All-Employee Meetings, MoDOT's task force work efforts, etc.). MoDOT's Transportation Planning Division's Monday morning managers' meeting that falls on the last Monday of the month will be highlighted as FHWA-DO and FTA-7 outreach and status of affairs opportunity. MoDOT will provide teleconferencing opportunity to ONE DOT for this Monday morning managers' meeting.
• We agree that the MoDOT Transportation Planning Director and FHWA Planning Team Leader will involve the other in the early stages of their development of annual work plans (MoDOT planning program business plan/FHWA division office performance plan). Agreed upon joint work efforts will be shown in both plans.
• We agree that MoDOT Transportation Planning Director and FHWA Planning Team Leader will meet at the mid-year point of each work period for the purpose of identifying the status of joint work efforts and the end-of-the-year point of each work period to document joint work effort accomplishments.We agree to have at least two planning program coordination meetings per year. The timing for these meetings is to correspond with related work activities. The evaluation of the level of FHWA-DO, FTA-7 and MoDOT's commitment to this agreement will be a standard item on each meeting's agenda. MoDOT will provide teleconference opportunity to FTA-7, as needed, for all semi-annual meetings. FHWA-DO, FTA-7 and MoDOT shall keep minutes from each semi-annual meeting. We will meet as needed throughout the year on specific issues related to focus areas.
  8. We agree that MoDOT Transportation Planning Director and FHWA Planning Team Leader will meet together with MoDOT and FHWA transportation planning program staff.
  9. MoDOT will share the STIP tracking report, STIP amendments, TIP, TIP amendments, UPWP and consolidated planning grant agreements with ONE DOT.

Methods for Conflict Resolution Regarding FHWA/MoDOT Issues

Partners agree, to the maximum extent possible, that issues involving the two agencies shall be resolved at the staff level. When issues arise that cannot be resolved within two weeks at this staff level, partners agree to elevate the issue in the following manner:

• Resolution of the issue will be sought at MoDOT Unit Manager/FHWA Planning Team Leader management level.
• Elevate issue to the MoDOT Transportation Planning Director/FHWA Planning Team Leader management level.
• Elevate issue to the MoDOT Director of Program Delivery/FHWA Assistant Division Administrator level for final resolution.
• The agreed upon manner of resolution to be finalized with the exchange of the agreed upon written expectations via email or hard copy communication.

Attendance and Representation

Roles and Responsibilities:

• A representative of the FHWA-DO, FTA-7 and MoDOT will participate, as appropriate, in policy and working group meetings of the MPOs via telephone, video or site visit, or by providing comments to staff in advance.
• MoDOT shall communicate to all MPOs that MoDOT, FHWA and FTA-7 should be copied on all policy, working group, and other appropriate meetings.

Performance Evaluation:

ONE DOT and MoDOT agree to complete a mid-year and end-of-year assessment of the following performance evaluation measures:

• The number of meetings held between MoDOT transportation planning and FHWA-DO planning team.
• The percentage of focus area planning review and approval time frames delivered in adherence to the manner and timeframe outlined in this agreement.
• The number of work products and planning processes cooperatively improved.

The performance evaluation assessment will include the documentation of the planning partner's findings and recommendations for improvement.