PENNDOT Advisory Council Kick off Meeting January 20

PENNDOT Advisory Council Kick – off Meeting January 20, 2017 revised 2 -6 -17

Goals • Understand the benefits of having a effective advisory council • Understand the roles and responsibilities of a council • Communicate and Problem-solve effectively

What are the benefits of a Council?

“Council Benefits” • Improve operations • Reduce negative impacts on DBE/DB/SBE firms • A way to bring industry and management together in a cooperative effort on a regular basis to discuss and solve issues

Mission Statement “We the Penn. DOT Advisory Council are committed to fostering a collaborative environment for all potential business partners and Department leaders. The council will identify issues and challenges faced by industry and DBE/SBE’s in order to find mutually workable solutions thereby enhancing cooperation and diversity in Penn. DOT highway and bridge projects. ”

Successful Elements The 5 element review

Five Elements for an Effective Advisory Council • • • Element I – The Foundation Element II – Roles and Responsibilities Element III – Council Activities Element IV – Council Meetings Element V – Measure Performance

Element I – The Foundation • A common objective • Effective problem and function solving system • A joint commitment to • Reasonable, obtainable collaboration and measurable goals • Mutual trust, respect • Willingness to utilize and support all types of resources • Effective communications and training

Element II Advisory Council Roles and Responsibilities

Roles and Responsibilities • Council Members • Council Admin • Committee Chair (s)

Council Member Responsibilities • • • Be a dedicated leader and role model Attend ALL committee meetings Promote collaboration Participate in all assessment and decisions Stay informed on all the latest developments Listen to and provide feedback to industry stakeholders

Element III – Council Activities

Council Activities • Review and submit agenda items • Review actions taken and provide feedback • Establish a system for measuring success • Identify opportunities for improvements • Review, evaluate and make recommendations • Develop and submit action plans

Element IV Advisory Council Meetings • • • Gather Information Meeting Logistics Meeting Content Minute Taking Meeting Communication Follow-up activities

Gather Information • • Pre-determine agenda topics Review program assessments /progress Review new regulations and rulings Compile and prioritize suggestions

Meeting Logistics • Have regular meetings • A set time and date allows members to schedule work around meeting time • Have ample and suitable meeting space • Encourage / mandate attendance • Discourage interruptions • Discourage postponing

Meeting Content • • • Call to order Roll call by the secretary Introduction of visitors Minutes approval Unfinished business Program/assignment updates • • Other activities New business General discussion Adjourn each meeting with an action plan

Meeting Communication • Distribute approved minutes • Prepare and predistribute agenda • Pre-distribute previous minutes • Send out meeting and assignment reminders

Follow-up Activities • Send a copy of the written minutes to Advisory Council members soon after meeting • Share minutes with Penn. DOT Leadership • Evaluate the success of the council meeting in terms of meeting accomplishments • Evaluate the council’s efficiency and effectiveness • Assure action items are assigned and completed • Plan, prepare for, and conduct the next meeting

Element V Measure Performance

Measuring Performance • • Determine performance measures Identify factors or criteria to be evaluated Make changes as necessary After Action Plans

Program Effectiveness To determine if your performance goals improved the effectiveness of the program • Review council member suggestions/comments • Develop qualitative assessment tools

Council Commitment • Take assignments seriously • Attend all meetings punctually • Complete assignments within the time expected • Set a good example • Be timely with Responses

AGENDA January 20, 2017 • Federal Compliance with 49 CFR Part 26 for Penn. DOT and its recipients/subrecipients to be in compliance • Penn. DOT proposed solution • Recipient/Subrecipient feedback

49 CFR Part 26 Participation by Disadvantaged Business Enterprises (DBE) in DOT Financial Assistance Programs Highlighted regulation - § 26. 53 (2) All bidders or offerors will be required to submit the following information to the recipient, at the time provided in paragraph (b)(3) of this section: (i) The names and addresses of DBE firms that will participate in the contract; (ii) A description of the work that each DBE will perform. To count toward meeting a goal, each DBE firm must be certified in a NAICS code applicable to the kind of work the firm would perform on the contract; (iii) The dollar amount of the participation of each DBE firm participating; (iv) Written documentation of the bidder/offeror's commitment to use a DBE subcontractor whose participation it submits to meet a contract goal; and (v) Written confirmation from each listed DBE firm that it is participating in the contract in the kind amount of work provided in the prime contractor's commitment.

Agenda Feedback • Penn. DOT Solution • Paper documentation (PART A) • Council Solution