The District Director of Transportation Planning and Development (TP&D) is responsible for setting up and conducting an annual TIP meeting between TxDOT and utilities, to be held immediately after approval of the Statewide Transportation Improvement Program (STIP). The objectives of an annual TIP meeting are as follows:

cooperatively discuss the STIP at the District level;
provide a STIP project listing, with information presented in a utility friendly
format
; and
examine projects from the utility’s perspective to identify potential conflicts and impacts.

Before the meeting, prepare a chronological listing of the upcoming years proposed construction letting schedule for distribution to affected utilities. The project listing should be mailed with the meeting notification to all LPAs and utilities that might be affected by the project. The letting schedule list should be a cooperative TxDOT/utility effort and should be prepared with consideration of the following:

TxDOT projects. Project lettings should be listed in chronological
construction letting date
order. Current yearly right of way budget is based on TxDOT’s 3-year letting schedule. Individual District right of way projects and projected utility adjustments should be identified for inclusion in the right of way budget allocation process.
Project information of particular interest to utilities, in a format that is clear and understandable to the public.
Project categories without utility impacts should be eliminated from this customized listing. Some examples are:
landscaping;
pavement markings; and
maintenance contracts.

The annual TIP meeting provides a forum for discussion of the TxDOT construction schedule with affected utilities. The meeting should emphasize early awareness of major utility concerns associated with accommodating TxDOT construction. Early communication provides utilities the opportunity to plan budgets for upcoming construction, with consideration given to:

utility budget cycles;
construction schedules;
procurement of materials and fabrication; and
consumer service requirements.

The participants to be invited should include the:

TxDOT District Director of TP&D
TxDOT Area Engineers or their designee(s)
TxDOT Right of Way Representative and/or LPA Coordinator
TxDOT Utility Liaison
TxDOT Environmental Representative
Executives or engineers from affected utilities
LPA representatives where projects are scheduled