Utility Relocation Leadership Team
UTILITY RELOCATION LEADERSHIP TEAM (URLT)
Charter & Operating Guidelines
(Charter dated Feb 24, 2009)
The Utility Relocation Leadership Team is created at the direction of PDLT and established under PDLT Operational Notice PD-01, dated January 1, 2005. Under the authority and guidance of the Technical Leadership Team (TLT), the URLT will have leadership responsibility for the statewide Utility Relocation program that resides in the Right of Way Section of the Technical Services Branch.
The Utilities Relocation Leadership Team is tasked with providing management oversight and guidance in the program’s operation and to help establish policies and procedures that can be uniformly implemented state wide. The purpose of this Team is to:
- Provide guidance on the establishment of Department policies and procedures related to the scope of the Program that includes the relocation of utilities residing in the State’s right of way.
- Facilitate communication and collaboration between Regional Technical Centers, Technical Services’ Right of Way Section Utility Program and affected Utilities.
- Provide an atmosphere and opportunity for collaborative problem-solving and idea-sharing.
- Work toward the success of the Utility Relocation Program, the Department of Transportation and State of Oregon and provide needed support to the project development process.
MEMBERSHIP AND ROLES
The Chairperson for the Utility Relocation Leadership Team is Howard Bergstrom, Project Administration Manager, Right of Way Section.
The URLT membership is composed of representatives from each of the Region Technical Centers and the Utility Relocation Program unit. Each representative is a manager in a Region and manages the Region Utility Specialist that is located within that Region. The representative from the Utility Relocation Program is the Manager of the Project Administration Unit and the State Utility Liaison who is also located within that unit.
Membership Roster: (See Next Section)
MEMBERSHIP EXPECTATIONS AND RESPONSIBILITIES
Members are expected to:
- Attend all meetings. If a team member can not attend a meeting, the member is to check with Chair and send a representative if appropriate. It is the member’s responsibility to review meeting minutes and participate as needed in task assignments.
- Participate in sub-team work as needed. Take on a fair share of work assignments and follow through.
- Be prompt in attending meetings and in meeting deadlines for assignments, agenda items, and/or follow-up work. Be well prepared for planned meeting discussions.
- Raise issues and fully engage in discussions and decision-making processes in a positive and productive way.
- Aim for consensus by sharing a viewpoint and working the issue constructively. Provide different opinions respectfully and respect the opinions of others.
- Make decisions that are in the best interest of the agency, not a particular region. Support decisions made by the team through actions and words.
- Seek the appropriate level of input for decisions. Assess impacts to other parts of the organization.
- Communicate decisions and information, appropriately and in a timely fashion. When the time comes, act as a conduit for proposed and adopted outcomes in your Region, Section or Unit.
- If serving as a liaison on another leadership team, be a communication conduit between the two teams.
- Use discretion when sharing information from meetings and honor confidences or confidential material.
- Relationships with fellow members are important to the success of the team. If relationship difficulties occur, team members will address their differences with the other party outside of the team meeting and do so in a professional and confidential manner.
The desirable model is one of collaboration and partnering between all members. Decisions should be supported by facts discovered by the team and which further the goal of improving the Agency’s Utilities Relocation Program. In the event the Team can not reach a collaborative decision, the Chairperson and State Right of Way Manager whom the Chairperson reports to will determine how to proceed.
MEETING & AGENDA SCHEDULE
- Frequency and location of meetings will be determined by the Chairperson.
- Topics and assignments for the next meeting will be drafted at the end of the previous meeting.
- Support staff will distribute an update agenda and materials one week before each meeting.
The Technical Services Right of Way Section and the Technical Leadership Team will review, recommend changes to and approve the URLT Charter.
As of Jan 2012
||RW Project Administration Manager, RW Section
||Project Services Manager, Region 1
||ROW/Utility Relocation Manager, Region 2
||Roadway Manager/Utility Relocation, Region 3
||Roadway Manager/Utility Relocation, Region 4
||Roadway Manager/Utility Relocation, Region 5
||Executive Support Specialist, RW Section