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a <br />~- ' , . <br />Support will provide the following for the scoping packets: <br />• Invitational Letter to Project Team Leader <br />• Assemble 5 packets and distribute to: Project Manager (lst for approval), Project Team <br />Leader, Survey Team, Maintenance, POS <br />• Other Attendees? (write names here): <br />• Distribute Informational letter and Project Map to Utilities. Other agencies? (write <br />names here): <br />• Tax maps for the Project Manage~. <br />• Scoping Checklist. <br />****************************************************************************** <br />Please Check one: o Request City Minutes Recorder ~ Project Manager will provide recorder <br />****************************************************************************** <br />Procedure for preparation of scopin m~ eetin~ <br />1. Project Manager receives Job number. <br />2. Project Manager prepares "Request for Scoping Meeting (RSM)" form. This form gives direction <br />to supporting groups, be specific and comprehensive. This is attached in the Good Job Number <br />packet. (Include highlighted tax or other map and stipulate limits of aerial map, as-builts and tax <br />maps requested for the proposed project. Include other supporting documents as needed.) <br />3. Project Manager routes Good Job Number packet to the Team Leader. <br />4. When the Good Job Number is approved, Support schedules a scoping meeting <br />approximately four weeks from the present date (include Project Manager's name in the e- ~ <br />mail). <br />5. The Project Manager will fill out the research section of the Scoping Checklist with some <br />preliminary info. <br />6. Support routes copies of RSM and 2 highlighted maps to Information Team. <br />7. Support prepares the Invitational letter for the scoping meeting. <br />8. Support prepares and distributes Informational letter and map to Utilities and non-attending <br />stakeholders. <br />9. The Project Manager provides a marked up version of the scoping checklist to be copied and sent <br />with packets. <br />10. Information Team returns packet materials to Support (two week turnaround). <br />1 l. Support assembles Packet in the following order... Invitational letter, meeting agenda, highlighted <br />maps, supporting documents (includes budget), tax maps, info. map and scoping checklist. Routes <br />sample packet to Project Manager for approval before sending out. <br />12. Support distributes and mails all packets and letters. <br />13. Scoping meeting happens. <br />14. Project manager writes the scoping meeting report and prepares minutes. Support may assist <br />in typing up flips and notes, if requested. <br />15. If requested, Support circulates the Project Manager's report and minutes to attendees. <br />Q:~FORMS~PROJECT'~SCOPE~Request for Scoping Meeting.doc <br />