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NCDOT Funded Position Program Reference Manual November 2002
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NCDOT Funded Position Program
Reference Manual
November 2002
TABLE OF CONTENTS
PURPOSE AND HISTORY OF NCDOT FUNDED POSITION PROGRAM .............................. 1
FUNDING SOURCE FOR NCDOT FUNDED POSITIONS........................................................ 2
PROGRAM ADMINISTRATION ................................................................................................ 2
REQUESTS FOR NEW FUNDED POSITIONS......................................................................... 3
REIMBURSEMENT AGREEMENTS ......................................................................................... 4
REIMBURSEMENT AGREEMENT RENEWALS...................................................................... 5
BUDGETS ................................................................................................................................. 5
INVOICING ................................................................................................................................ 7
REIMBURSEMENT FOR TRAINING AND OUT-OF-STATE TRAVEL..................................... 8
PUBLIC SERVICE CODE OF CONDUCT................................................................................. 8
ANNUAL REVIEW OF NCDOT FUNDED POSITION PROGRAM ........................................... 9
AUDITS ..................................................................................................................................... 9
APPENDICES.......................................................................................................................... 10
Appendix A: Position History Appendix B: Trend of NCDOT Funded Positions Appendix C: Information Needed to Evaluate Establishment of a New Position Appendix D: Protocols for Developing and Executing Reimbursement
Agreements Appendix E: Contact Information for NCDOT Funded Position Program Appendix F: Format for Annual Reports Appendix G: Sample Memos Appendix H: Flowcharts for Core Processes of NCDOT Funded Position
Program Appendix I: Public Service Code of Conduct for Participation in the Transportation
Decision-Making Process
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Purpose and History of NCDOT Funded Position Program The purpose of the NCDOT Funded Position Program is to augment the existing capacity of state and federal agencies with additional manpower to ensure that environmental issues are identified and resolved early in the transportation development process. Positions in this program are engaged in improving transportation and environmental decision-making processes and procedures, developing and recommending related draft policies, providing training, and coordinating project specific regulatory reviews. This program provides positions for proactive participation in the transportation and environmental decision-making process but not for enforcement activities. Benefits of the program include the early identification and resolution of issues, enhanced communication, participation in process improvement and streamlining activities, and full participation in the NEPA/404 Merger team meetings. NCDOT’s first interagency agreement for funding positions was executed in the early 1990’s as a result of North Carolina’s expanded state Highway Trust Fund program. A dramatic increase in work was expected for NCDOT as well as for resource agencies. Since that time, the complexity of the transportation project development process and number of environmental regulations have grown, in addition to the increased number of projects, creating a necessity for the resource agencies to augment their resources to keep pace with an expanding transportation program. In addition, streamlining the complex and lengthy processes has become increasingly important so that transportation projects can be delivered in a timely manner without compromising the quality of the environment. Additional manpower is needed in all participating agencies to assess how we carry out shared processes, to mutually improve the efficiency of the decision-making process and to ensure the quality of resulting projects. Currently, NCDOT funds twenty-two (22) positions at five (5) agencies:
• NC Department of Environment and Natural Resources – 13 • NC Wildlife Resources Commission – 3 • NC Department of Cultural Resources – 3 • US Environmental Protection Agency – 1 • US Fish and Wildlife Service – 2
The positions within each agency and the dates that they were established are included as Appendix A: Position History. A graphic illustrating the trend of the use of positions funded by NCDOT is included as Appendix B: Trend of NCDOT Funded Positions.
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Features of the NCDOT Funded Position Program include:
• interagency agreements for reimbursement to agencies for full-time positions that are working exclusively on NCDOT projects. These contracts provide a summary of job responsibilities, expectations for conduct, contract terms (duration and cancellation clauses), invoicing and payment schedules, annual reporting requirements, and other administrative items.
• positions work on specific projects, as well as programmatic issues. The positions are encouraged to be proactive on emerging issues and help identify and resolve problems early in the project development process.
• positions that are charged with carrying out the mission and responsibilities associated with the respective agency. While the positions work on NCDOT projects, they represent the sole interests of the resource agency within the context of transportation projects.
• annual reports for each position that are developed by the agency. Each position develops goals, objectives, and specific performance measures on a yearly basis and reports accomplishments at the end of the fiscal year.
The NCDOT Funded Position Program is designed such that the positions function within and solely represent their respective agencies. Accountability for the use of funds by NCDOT for positions in other state and federal agencies is incorporated within the interagency agreements.
Funding Source for NCDOT Funded Positions Since the funding of positions by NCDOT in other state and federal agencies began in the early 1990’s, the positions have been funded from the North Carolina Highway Trust Fund. While the use of federal funds is permitted, NCDOT has opted to fund these positions out of the North Carolina Highway Trust Fund.
Program Administration NCDOT’s Chief Officer of Planning and the Environment serves as the Contracting Officer for the NCDOT Funded Position Program. The Contracting Officer is responsible for executing interagency agreements and has authority over the Program. The Program Administrator manages the Program on a day-to-day basis, including preliminary review and recommendation on the addition of new positions to the program; drafting interagency agreements; approval of budgets, training and out-of-state travel; invoice approval; review of annual reports; and program tracking. The Program Administrator is also responsible for making recommendations regarding program improvements or modifications to the Contracting Officer and serves as the primary point of contact for the Program.
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Contact information for the Contracting Officer and Program Administrator is included in as Appendix E: Contact Information for NCDOT Funded Position Program.
Requests for New Funded Positions Any state or federal agency may request NCDOT to fund a position at their agency. The agency must demonstrate a need for additional services, over and beyond the agency’s normal service level, for transportation-related projects. The services to be provided by the requested position must be beneficial to both NCDOT and the agency making the request.
In order to provide a consistent review of these requests, NCDOT has developed a standard list of questions in collaboration with state and federal resource agencies that should be completed and submitted with a written request for a new position from an agency. The list of information needed to evaluate the establishment of a new position for this program is included as Appendix C: Information Needed to Evaluate Establishing a New Position in the NCDOT Funded Position Program. Upon receipt of a formal request from the agency, the information will be reviewed by NCDOT and discussed, as appropriate, with the requesting agency. The following shall be considered by NCDOT in rendering a decision:
• The requesting agency should ensure that a primary agency functions and responsibilities are met by positions funded by the agency. The positions under this program are not intended to provide a base level of service but, rather, increased or supplementary services needed in order for the agency to be actively and appropriately engaged in the transportation and environmental decision making process.
• The requesting agency should make every effort to establish the position in its agency using the agency's own resources before requesting NCDOT to fund the position.
• The need for the position should be clearly documented as it relates to the agency’s mission and involvement in the transportation and environmental decision-making process.
• The expected contributions to the requesting agency and NCDOT should be reflected in the goal statements.
Requests for NCDOT to fund a position in another agency should be submitted by the Agency Head to the NCDOT Contracting Officer. The Contracting Officer and Program Administrator will review the submittal for completeness. If additional information is needed to evaluate the request, the Contracting Officer will contact the requesting agency. The Contracting Officer will consult with NCDOT Branch Managers, as needed, and make a recommendation to the appropriate Deputy Secretaries and/or State
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Highway Administrator. Once a decision has been reached, the Contracting Officer will contact the requesting agency regarding the recommendation. If a recommendation is made to fund the position, a detailed job description and proposed budget should be prepared by the requesting agency and submitted to Program Administrator. The Program Administrator will then coordinate the preparation of a Reimbursement Agreement. NCDOT cannot make a commitment to fund a position at another agency without approval by the North Carolina Board of Transportation. Once the Board of Transportation has approved the funding of the position, the contract can be executed and distributed. The process for developing and executing a Reimbursement Agreement is described below in the section titled “Reimbursement Agreements”.
Reimbursement Agreements Reimbursement Agreements are legally binding and set forth the terms of the contract. Reimbursement Agreements are required for any position that is to be funded under the NCDOT Funded Position Program and should be developed jointly between NCDOT and the requesting agency. Agreements should contain the following provisions:
• Length of the contract • Purpose of position • Primary responsibilities of position (including detailed job description, if
available) • Budget (or guidelines for budget development and approval) • Protocols for amending the contract and/or budget • Invoicing schedule • Method of payment • Contact information for Contracting Officers • Audit requirements • Requirement and format for Annual Reports • Contract termination clause • Public Service Code of Conduct
Agreements should be for a minimum of 3 years (4 years is preferred) to allow for recruitment and retention of qualified people into these positions. Shorter time frames or time-limited positions may discourage potential applicants. Furthermore, as this type of work is specialized, it may take time and effort for an individual to become well-versed in their duties. Therefore, it is advantageous to recruit and retain the most qualified people for a minimum period of 3 to 4 years. However, circumstances may arise such that a time-limited position may be appropriate.
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NCDOT may serve as the lead agency for the development of reimbursement agreements with other state agencies. In some cases, federal agencies have requested that they prepare the Reimbursement Agreement and submit it to NCDOT for review and comment. In either case, the Reimbursement Agreement should contain, as a minimum, the provisions listed above. The process for developing and executing a contract is included as Appendix D: Protocols for Developing and Executing Reimbursement Agreements.
Reimbursement Agreement Renewals Reimbursement Agreements (also referred to as contracts) may be renewed at any time during the contract period, preferably within 6 months prior to expiration of the reimbursement agreement. Renewals should be negotiated, prepared and fully executed in sufficient time to avoid a lapse between contractual periods, unless a lapse in the contract period is intended. When a Reimbursement Agreement is renewed, the contract should reflect the most up-to-date provisions and in consultation with the agency. If NCDOT or an agency elects not to renew an Interagency Agreement, NCDOT or the agency should notify the other contracting party of this intent as soon as possible. Contract renewals must be approved by the Board of Transportation and authorized in writing in a Reimbursement Agreement by the Contracting Officer. These procedures are similar to those used for establishing a new position, as described in Appendix D: Protocols for Developing and Executing Reimbursement Agreements.
Budgets Budgets are required for each position funded under this program. The budgets should be itemized, as a minimum, for each position as follows:
• Salary (including retirement, social security, and insurance) • Travel • Office Lease and Utilities • Office Supplies • Computer Equipment and Software • Telephone and Communication Equipment and Lease • Reproduction Expenses • Training • Field, scientific and safety equipment (including uniforms)
Deleted: Salary (including retirement, social security, and insurance)¶<#>Travel¶<#>Office Lease and Utilities¶<#>Office Supplies¶<#>Computer Equipment and Software¶<#>Telephone and Communication Equipment and Lease¶<#>Reproduction Expenses¶<#>Training¶Field, scientific and safety equipment (including uniforms)
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Budgets are submitted for approval in one of two ways. (The method is prescribed in the terms of the Reimbursement Agreement.) For most state-funded positions, the budgets are prepared by the agency and submitted to the Program Administrator no later than one month prior to the upcoming State fiscal year. The budget is reviewed, any questions are resolved, and the Program Administrator approves the budget and provides written approval back to the agency. The approval of budgets does not serve as approval for training and out-of-state travel, which requires separate written prior approval for reimbursement (see section on Reimbursement for Training and Out-of-State Travel). Budgets handled in this manner may be amended at any time with prior written approval by the Program Administrator. Some agencies request that a budget for each year of the contract period (or portion thereof) be included in the Reimbursement Agreement. In this case, a budget is prepared for each year (or portion thereof) and the reimbursement amount is included in the contract reimbursement provision. The benefits of preparing a budget annually is that is allows flexibility in directing resources for specific needs, such as office and field equipment, training, and salary increases, as those needs arise. With “built-in” budgets, which are included in the multi-year Reimbursement Agreements, there is little flexibility in revising the budget without executing an amendment to the Reimbursement Agreement. If the reimbursement agreement requires approval of a budget on a year-to-year basis, the protocols for the budget approval process are as follows:
1. Approximately 2 months prior to the beginning of the next fiscal year, the Program Administrator shall request the agency to submit a budget for the upcoming fiscal year.
2. The agency shall submit a budget to the Program Administrator no later than one month prior to the beginning of the next fiscal year.
3. Upon receipt of the proposed budget, the Program Administrator shall review the budget, resolve any outstanding questions in coordination with the agency, and/or approve the budget, as appropriate.
4. Once the budget is approved, the Program Administrator shall request the establishment of funds from the Program Development Branch via memorandum. Copies of the approved budget shall also be provided to the Director of External Audit in NCDOT’s Fiscal Section.
5. The Program Development Branch shall notify the Program Administrator and Fiscal Branch in writing regarding the appropriate work order number and charge codes for the reimbursement agreement.
If a fixed budget has been approved as part of a Reimbursement Agreement, then only Steps 4 and 5 above should be conducted after the Board of Transportation has approved funding of the position and the contract executed by the Contract Administrator.
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In the event that an agency determines that a revision is needed in the budget, a written request describing the change should be sent from the agency to the Program Administrator accompanied by a proposed revised budget. The Program Administrator will review the budget within one week of receipt. In the event the Program Administrator has questions, the Program Administrator will contact the agency within one week, and a decision on a budget revision will be made within one week after receipt of the request or clarification of any questions, whichever occurs later. The decision regarding the budget revision shall be made in writing from the Contract Administrator to the requesting agency. Copies of the revised budget are to be distributed according to normal budget distribution procedures, as outlined in Step 4 above.
Invoicing Invoices are usually made on a monthly, quarterly or yearly cycle, depending on the terms outlined in the Reimbursement Agreement. Invoices are sent by the agency to the Program Administrator, in triplicate, for payment. Invoicing should be submitted in accordance with the invoice schedule provision included in the Reimbursement Agreement. Invoices are to include:
• period of time invoice covers • position(s) covered by invoice • amount requested for reimbursement • supporting information for each position for which reimbursement is
requested with sufficient detail to support the accompanying invoice. Upon receipt of an invoice by the Program Administrator, the invoice shall be stamped with the date received. The Program Administrator shall review the invoice to ensure that the items requested for reimbursement and the amounts are consistent with the approved budget and within the terms of the contract. Any questions about the invoice are to be directed to the fiscal officer or manager of the positions of the agency requesting reimbursement. Contact information for budget officers, office administrators, and fiscal representatives for each agency is included as Appendix E: Contact Information for NCDOT Funded Position Program. Inquiries and resolution of questions about the invoices should be resolved as quickly as possible between NCDOT and the agency requesting reimbursement and documented in the NCDOT program file. Upon approval of an invoice by the Program Administrator, a memo shall be sent from the Program Administrator to the Director of External Audit in NCDOT’s Fiscal Section for processing within one week of receipt. The External Audit Unit will review the invoice within one week of receipt and, once the invoice has been cleared for payment, External Audit shall send the invoice with a memo to the Manager of the General Ledger Accounting Section with a carbon copy to the
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Program Administrator. The General Ledger Accounting Unit shall pay the invoice, as per the provision in the Reimbursement Agreement, within three days of receipt (check or transfer). Upon payment, the General Ledger Accounting Unit will notify the External Audit Section that the payment has been made, and the External Audit Section will send verification of payment to the Program Administrator. Any questions by NCDOT’s Fiscal Branch should be directed to the Program Administrator or the finance counterpart at the agency. Invoices from each agency are tracked by the Program Administrator or designee. The information tracked includes:
• Date invoice was received by the Program Administrator • Invoice number • Period of time covered for requested reimbursement • Amount requested for reimbursement • Amount approved for reimbursement with notations for any difference in
amount requested and amount approved • Date of memo sent to the External Audit authorizing payment • Date of memo from the External Audit to General Ledger Accounting Unit
requesting payment • Date of payment to the agency by the General Ledger Accounting Unit
At the end of the state fiscal year, invoices for reimbursement should be submitted, reviewed, and processed in an expeditious manner in order to complete reimbursement transactions so that all agencies can close out their books for the previous fiscal year.
Reimbursement for Training and Out-of-State Travel All training and out-of-state travel for NCDOT-funded positions in other federal and state agencies must be pre-approved, in writing, by the Contracting Officer or the Program Administrator prior to incurring expenses in order to be eligible for reimbursement. Each request will be considered on a case-by-case basis. Agencies should submit the request, in writing (letter, email or fax) directly to the Program Administrator in sufficient time prior to training registration and/or making travel arrangements to allow time for the approval process. The Program Administrator should (or "will"?) make written notification of the decision for reimbursement for training and out-of-state travel to the requesting agency within two (2) weeks of receipt of the request.
Public Service Code of Conduct A Public Service Code of Conduct is part of the NCDOT Funded Position Program. The purpose of the Public Service Code of Conduct is to set a common expectation of how those working in the transportation and environmental decision-
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making process should interact with one another (see Appendix I: Public Service Code of Conduct for Participation in the Transportation Decision-Making Process). A critical part of improving interagency relationships and serving the public in a responsible manner is making sure everyone subscribes to common expectations. The Public Service Code of Conduct is required in all Reimbursement Agreements.
Annual Review of NCDOT Funded Position Program As part of maintaining accountability for the NCDOT Funded Position Program, an annual review of the Program is conducted to ascertain the benefits derived by NCDOT and the participating agencies. Each agency is required to submit an annual report for each position to the Program Administrator covering the period of July 1 to June 30 of the subsequent year. All reports are to be submitted no later than August 30. The format of the report is included as Appendix F: Format for Annual Reports. At the beginning of the reporting cycle, each position within the agency develops goals, objectives and performance measures for the position’s key responsibilities. In the annual report, the results for quantitative and qualitative goals are presented, in addition to major accomplishments for the reporting cycle. The goals and objectives for the next reporting cycle are also included. Upon review of the annual reports, the Program Administrator will identify opportunities where NCDOT can support the goals and objectives of the positions. The Program Administrator will prepare a summary of the accomplishments of the Program. This annual reporting cycle can serve as an excellent opportunity to enhance communication, set common goals, and identify areas where agencies can support each other to improve mutual processes.
Audits NCDOT reserves the right to perform an audit of any position during the contractual period and for up to three (3) years following expiration of the contract, as provided in the Reimbursement Agreement. [While no audit procedures have been developed to date, NCDOT intends to develop audit procedures in consultation with the agencies and begin conducting audits in the near future.]
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Appendices Appendix A: Position History Appendix B: Trend of NCDOT Funded Positions Appendix C: Information Needed to Evaluate Establishment of a New Position Appendix D: Protocols for Developing and Executing Reimbursement Agreements Appendix E: Contact Information for NCDOT Funded Position Program Appendix F: Format for Annual Reports Appendix G: Sample Memos Appendix H: Flowcharts for Core Processes of NCDOT Funded Position Program
• Establishing a New Position • Review and Approval of an Annual Budget • Review, Approval and Payment of Invoices • Preparation of Annual Position and Program
Reports Appendix I: Public Service Code of Conduct for Participation in the Transportation Decision-Making Process
Appendix A: Position History
Position Date of Original
Contract Establishing
Position NC Department of Environment and Natural Resources 1 DWQ – Wetland Specialist 7/15/90 2 DWQ – Transportation Permit Coordinator 3/3/99 3 DWQ – Project Reviewer 9/26/00 4 DWQ – Project Processing Coordinator 9/26/00 5 DWQ – Regional Permit Coordinator 4/30/01 6 DWQ – Regional Permit Coordinator 4/30/01 7 WRP – Implementation/DOT Coordinator 4/30/01 8 WRP – Implementation Specialist 4/30/01 9 WRP – Implementation Specialist 4/30/01 10 DCM – Transportation Projects Coordinator 3/3/99 11 DCM – Transportation Projects Coordinator –
Field 9/26/00
12 NCDENR – Director, Highway Environmental Evaluation Program
7/15/90
13 NHP – Information Systems Specialist 4/10/00 NC Wildlife Resources Commission 1 Stream Restoration Biologist 6/11/98 2 Habitat Conservation Biologist-Eastern NC 7/15/90 3 Habitat Conservation Biologist – Western NC 10/31/00 NC Department of Cultural Resources 1 Archaeological Technician 7/15/90 2 Preservation Technician 7/15/90 3 Preservation Specialist 7/15/90 US Fish and Wildlife Service 1 Biologist – Raleigh Field Office 12/16/97 2 Biologist – Asheville Field Office 11/8/99 US Environmental Protection Agency 1 Scientist 7/25/01
Appendix C: Information Needed to Evaluate Establishing a New Position in the NCDOT Funded Position Program
The following information, as a minimum, should accompany any written request to NCDOT by an agency making the request: 1. What is the current level of service provided by agency staff (non-NCDOT funded
positions) by the agency requesting a new position? a. Types of services provided to NCDOT b. Amount of services provided (quantitative) c. Equivalent full-time positions currently addressing NCDOT projects or activities
2. What challenges does the agency face with providing its current level of service? 3. What additional services will the agency be providing as a result of the position? 4. Are the functions that would be provided new or an expansion of existing functions?
a. What are the functions that will be provided? b. What are the benefits of these new functions to NCDOT? c. What are the benefits of these new functions to the requesting agency? d. If the position is an expansion of existing functions, how much will the function be
expanded? (efficiency, effectiveness, quality, quantity, etc.) e. Are the functions associated with specific programs or initiatives? If yes, what is the anticipated duration of initiative?
5. Has the agency requested additional manpower from within the agency in order to provide these new/expanded services? If so, why did the agency deny the request? 6. What specific goals will the position achieve
a. in the near-term (within 1 year)? b. within 2-3 years?
7. How will each of these goals be measured?
Appendix D: Protocols for Developing and
Executing Reimbursement Agreements 1. The components of the Reimbursement Agreement shall be
developed jointly between the Program Administrator, NCDOT’s Agreements Unit and the requesting agency. The Program Administrator shall take the lead in developing and obtaining contract approval for these contracts.
2. The Program Administrator shall review the proposed Reimbursement Agreement with the Contracting Officer.
3. The reimbursement agreement (two original copies) shall be sent to the agency by the Program Administrator for final review and signature. If changes are to be made to the reimbursement agreement, the suggested changes to the agreement should be sent to the Program Administrator who will coordinate the changes with the Agreements Unit. The revised agreement shall be sent by the Program Administrator back to the agency for final approval.
4. Upon receipt of the signed agreement from the agency, the Program Administrator shall send the agreements to the Agreements Unit for execution by NCDOT.
5. The Agreements Unit shall send the agreements to the Attorney General’s Office for review and approval as to form.
6. The Agreements Unit shall place the agreement on the Board of Transportation (BOT) agenda for approval, as appropriate.
7. Once approved by the BOT, the Agreements Unit shall forward the agreement to the Contracting Officer for signature.
8. The Program Administrator shall retain one original of the reimbursement agreement, provide one original to the agency, and send one copy to the Agreements Unit for further distribution to the Fiscal Branch and Program Development.
9. The Program Administrator shall request the establishment of funds from the Program Development Branch to support the position. Copies of this request shall be provided to the External Audit Section of NCDOT’s Fiscal Branch.
10. The Program Development Branch shall notify the Program Administrator and Fiscal Branch regarding the appropriate work order number and charge codes for the reimbursement agreement.
Appendix E: Contact Information for NCDOT Funded Position Program Updated: 01/16/06
Notations: * denotes manager of NCDOT Funded Position at agency ** denotes individual(s) responsible for invoices and associated finances
Person Title Address Phone Fax
NC Department of Environment and Natural Resources – Division of Water Quality * John Dorney Environmental Biological
Supervisor 1617 Mail Service Center Raleigh, NC 27699-1617
(919) 733-9646 (919) 733-6893
** Kent Wiggins Environment Specialist III 1617 Mail Service Center Raleigh, NC 27699-1617
(919) 733-7015 x521 (919) 715-9919
**Lisa Stutts Budget Officer 1617 Mail Service Center Raleigh, NC 27699-1617
(919) 733-7015 x207 (919) 733-2496
John Hennessy Wetland Specialist 1650 Mail Service Center Raleigh, NC 27699-1650
(919) 733-5694 (919) 733-6893
Cynthia Van Der Wiele
Transportation Permit Coordinator
1650 Mail Service Center Raleigh, NC 27699-1650
(919) 733-5715 (919) 733-6893
Beth Barnes Project Reviewer 1650 Mail Service Center Raleigh, NC 27699-1650
(919) 715-8394 (919) 733-6893
Rob Ridings Project Processing Coordinator 1650 Mail Service Center Raleigh, NC 27699-1650
(919) 733-9817 (919) 733-6893
Michael Parker Regional Permit Coordinator - Asheville
CS – 59-01 (828) 251-6208 (828) 251-6452
Vacant Regional Permit Coordinator - Washington
N/A N/A N/A
NC Department of Environment and Natural Resources – Wetland Restoration Program * Ron Ferrell Supervisor
Wetlands Restoration Program 1619 Mail Service Center Raleigh, NC 27699-1619
(919) 733-5219 (919)733-5321
**Stephanie Horton Environmental Specialist 1619 Mail Service Center Raleigh, NC 27699-1619
(919) 716-1923 (919) 733-5321
Larry Hobbs Implementation/DOT Coordinator
1619 Mail Service Center Raleigh, NC 27699-1619
(919) 733-5313 (919) 733-5321
James Stanfill Implementation Specialist 1619 Mail Service Center Raleigh, NC 27699-1619
(919) 218-6872 (919) 733-5321
Vacant Implementation Specialist N/A N/A
Appendix E: Contact Information for NCDOT Funded Position Program Updated: 01/16/06
Notations: * denotes manager of NCDOT Funded Position at agency ** denotes individual(s) responsible for invoices and associated finances
NC Department of Environment and Natural Resources – Division of Coastal Management * Doug Huggett Division of Coastal
Management Major Permits and Consistency Coordinator
1638 Mail Service Center Raleigh, NC 27699-1638
(919) 733-2293 x244 (919) 733-1495
**Jaye Poole Administrative Officer 1638 Mail Service Center Raleigh, NC 27699-1638
(919) 733-2293 x222 (919) 733-1495
Cathy Brittingham Transportation Projects Coordinator
1638 Mail Service Center Raleigh,, NC 27699-1638
(919) 733-2293 x238 (919) 733-1495
*Charles Jones Assistant Director Division of Coastal Management
Heftron Plaza II 151-B Highway 24 Morehead City, NC 28557
(252) 808-2808 (910) 247-3330
Bill Arrington Coastal Management Representative - Field
Heftron Plaza II 151-B Highway 24 Morehead City, NC 28557
(252) 808-2808 (910) 247-3330
NC Department of Environment and Natural Resources – Secretary’s Office *Dempsey Benton Chief DeputySecretary 14th Floor, Archdale Bldg
1601 Mail Service Center Raleigh, NC 27699-1601
(919) 715-0183 (919) 715-3060
**Sherrill Harris (Mr.) Budget Officer 13th Floor, Archdale Bldg 1602 Mail Service Center Raleigh, NC 27699-1602
(919) 733-1705 (919) 715-0165
**Ann Williams Cash Management Fiscal Section
8th Floor, Archdale Bldg 1606 Mail Service Center Raleigh, NC 27699-1696 CS 520100
(919) 733-1686 (919) 715-0166
Craig Deal Intergovernmental Liaison for Transportation
14th Floor, Archdale Bldg 1601 Mail Service Center Raleigh, NC 27699-1601
(919) 715-4151 (919) 715-3060
Appendix E: Contact Information for NCDOT Funded Position Program Updated: 01/16/06
Notations: * denotes manager of NCDOT Funded Position at agency ** denotes individual(s) responsible for invoices and associated finances
NC Department of Environment and Natural Resources – Division of Parks and Recreation (Natural Heritage Program) * Linda Pearsall Head, Natural Heritage Program Div. of Parks & Recreation
1615 Mail Service Center Raleigh, NC 27699-1615
(919) 715-8697 (919) 715-3085
**Terah Councilman Fiscal Officer Natural Heritage Program
Div. of Parks & Recreation 1615 Mail Service Center Raleigh, NC 27699-1615
(919) 715-8704 (919) 715-3085
John Finnegan Information Systems Manager 1615 Mail Service Center Raleigh, NC 27699-1615
(919) 715-8702 (919) 7153085
NC Wildlife Resources Commission *Shannon Deaton Habitat Conservation Section
NCWRC Division of Inland Fisheries
1721 Mail Service Center Raleigh, NC 27699-1721
(919) 733-3633 (919) 715-7643
**Mary Ann Long Habitat Conservation Section NCWRC Division of Inland Fisheries
1721 Mail Service Center Raleigh, NC 27699-1721
(919) 733-3633 x279 (919) 715-7643
Micky Clemmons NCDOT Stream Restoration Coordinator
Old Fish Hatchery 20830 Great Smokey Mt. Expressway Waynesville, NC 28786
(828) 452-6191 x26 (828) 452-7772
Vacant NCDOT Coastal Region Permit Coordinator
1142 I-85 Service Rd. Creedmoor, NC 27522
(919) 528-9886 (919) 528-9839
Marla Chambers NCDOT Mountain Region Permit Coordinator
12275 Swift Rd Oakboro, NC 28129
(828) 704-485-2384 No Fax
Appendix E: Contact Information for NCDOT Funded Position Program Updated: 01/16/06
Notations: * denotes manager of NCDOT Funded Position at agency ** denotes individual(s) responsible for invoices and associated finances
NC Department of Cultural Resources *Steve Claggett State Archaeologist
Office of State Archaeology 4619 Mail Service Center Raleigh, NC 27699-4619
(919) 733-7342 (919) 715-2671
**Charlene Sutton Comptroller Dept. of Cultural Resources
4605 Mail Service Center Raleigh, NC 27699-4605
(919) 733-7847 (919) 733-6993
**Dee Nelms
Administrative Assistant 4619 Mail Service Center Raleigh, NC 27699-4619
(919) 733-7342 (919) 715-2671
Jennifer Holcomb Archaeological Technician 4619 Mail Service Center Raleigh, NC 27699-4619
(919) 733-7342 (919) 715-2671
* David Brook Administrator Historic Preservation Office
4617 Mail Service Center Raleigh, NC 27699-4617
(919) 733-4763 (919) 733-8653
**Joy Shadduck Administrative Assistant Historic Preservation Office
4617 Mail Service Center Raleigh, NC 27699-4617
(919) 733-4763 (919) 733-8653
Jennifer Spivey Preservation Technician 4618 Mail Service Center Raleigh, NC 27699-4618
(919) 733-6545 (919) 715-4801
Sarah McBride Preservation Specialist 4618 Mail Service Center Raleigh, NC 27699-4618
(919) 733-6545 (919) 715-4801
US Environmental Protection Agency *Heinz Mueller Chief, Officer of Environmental
Assessment (EPA Project Officer)
USEPA Region 4 Atlanta Federal Center, 61 Forsyth Street, SW Atlanta GA 30303
(404) 562-9611 (404) 562-9598
**Gay Upchurch,
EPA Administrative Support Officer, Office of Legal Support
USEPA Region 4 Atlanta Federal Center, 61 Forsyth Street, SW Atlanta GA 30303
(404) 562-9648 (404) 562-9663
Chris Militscher Senior Environmental Scientist USEPA Raleigh Office c/o FHWA Room 412 310 New Bern Avenue Raleigh, NC 27601
(919) 856-4206 (919) 856-4343
Appendix E: Contact Information for NCDOT Funded Position Program Updated: 01/16/06
Notations: * denotes manager of NCDOT Funded Position at agency ** denotes individual(s) responsible for invoices and associated finances
US Fish and Wildlife Service * Garland Pardue Project Officer
Raleigh Field Office PO Box 33726 Raleigh, NC 27636-3726
(919) 856-4520 x11 (919) 856-4556
** Joe Pittman Administrative Officer – Raleigh Field Office
PO Box 33726 Raleigh, NC 27636-3726
(919) 856-4520 x13 (919) 856-4556
** Nancy Jaye Program Analyst Budget and Finance
USFWS 1875 Century Blvd. Atlanta, GA 30345
(404) 679-4072 (404) 679-4093
**Pat Sutphen, FWS Accounting Technician P. O. Box 272060 Denver, CO 80227
(303) 984-6840 (303) 969-5745
Gary Jordan Biologist – Raleigh Field Office PO Box 33726 Raleigh, NC 27636-3726
(919) 856-4520 x32 (919) 856-4556
* Brian Cole State Supervisor Ecological Services
160 Zillicoa St. Asheville, NC 28801
(828) 258-3939 x223 (828) 258-5330
**Laura Rogers Administrative Officer – Raleigh Office
160 Zillicoa St. Asheville, NC 28801
(828) 258-3939 x222 (828) 258-5330
Marella Buncick Biologist – Asheville Field Office 160 Zillicoa St. Asheville, NC 28801
(828) 258-3939 x237 (828) 258-5330
NC Department of Transportation Janet D’Ignazio Contracting Officer
Chief Officer, Planning and the Environment
1539 Mail Service Center Raleigh, NC 27699-1539
(919) 733-2520 (919) 715-4088
Julie Hunkins Program Administrator Assistant State Highway Administrator
1536 Mail Service Center Raleigh, NC 27699-1536
(919) 733-7384 (919) 722-9428
Stephanie Benson External Audit Branch, Fiscal
1514 Mail Service Center Raleigh, NC 27699-1514
(919) 715-2549 (919) 715-8718
Appendix F: Format for Annual Reports
Performance Assessment for (Insert Agency Name Here) Positions Funded by NCDOT
Fiscal Year __________ Position Title __________________________ Classification _______________ Division ______________________________ Position Number ____________ SUMMARY OF ACTIVITIES AND ACCOMPLISHMENTS
(Provide as a general narrative) PERFORMANCE ELEMENTS
Core Activities
(List core activities and goals, objectives, measures and outcomes for each core activity.)
Meetings
(Narrative of accomplishments supporting core activities and quantitative indicators of supporting activities.)
Policy, Procedure and Process Improvement Teams
(Narrative of accomplishments supporting core activities and quantitative indicators of supporting activities.)
PLANNED GOALS AND OBJECTIVES (For the Next Fiscal Year)
(Provide in narrative form and detail specific recommendations.)
Appendix G: Sample Memos
Appendix H: Flowcharts for Core Processes for NCDOT Funded Position Program
NCDOT’s Responsibility Agency’s Responsibility Joint NCDOT and Agency Responsibility
Appendix I: Public Service Code of Conduct for Participation in the
Transportation Decision-Making Process
As partners of the transportation and environmental decision-making process, we must work together to develop, implement and maintain transportation projects in an environmentally responsible manner. Public Service is a public trust. We must earn and maintain this trust by conducting ourselves in a manner that reflects the following principles: Professionalism – We will conduct ourselves in a professional manner in dealing with other agencies and the public. Fairness and Reasonableness – We will be open-minded, impartial, and consistent in our interactions with other agencies and the public to ensure all actions and decisions are free from bias and are not arbitrary or capricious. We will treat people equally and with tolerance. Knowledge – We will remain knowledgeable of applicable law, regulations, and scientific and technical advancements which affect the delivery of the transportation program in an environmentally responsible manner. Honesty – We will be truthful, straightforward, and candid in all dealings. Timeliness – We will strive to provide other agencies and the public with timely responses regardless of whether those responses are favorable or adverse. Accountability – We will be decisive in all actions and accept responsibility for any of our decisions and resulting consequences. All decisions and recommendations will be based on fact and properly documented. Respect – We will treat others with dignity, courtesy, compassion, and sensitivity.
