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21 <br /> <br /> <br />Factsheet: There are Fact Sheets available for the Project. One Fact Sheet on the City’s website <br />describes the purpose of the project, the project schedule, and opportuni�es for input from <br />the community. There are also Fact Sheets for property owners impacted by the property <br />acquisi�on process and others geared toward Project Funders. These materials will be audited <br />for accuracy and usefulness at a minimum of once a year at the beginning of each calendar <br />year. <br />FAQ : A Frequently Asked Ques�ons (FAQ) sec�on of the City’s Project webpage will be updated <br />prior to the end of 2023. The updates will provide the latest informa�on regarding project <br />funding and right-of-way. <br />6. Mee�ngs and Events <br />City Council Ad Hoc Commitee and Council Sessions: During this phase, the Project <br />Management Team will u�lize the Council’s Ad Hoc Commitee, a subcommitee of the City <br />Council, for updates and guidance. Appearing before the full City Council may be necessary for <br />grant-related submissions, to be determined on a case-by-case basis. Consultant PM will be <br />responsible for Council materials as needed and requested. The Council and execu�ve staff of <br />the City will be provided with all Fact Sheets, FAQ updates, and other materials as they are <br />developed. <br />Executive Steering Committee Meeting: On a regular basis, the Executive Steering Committee <br />will be meeting to establish project’s baseline scope, cost, and schedule and designate staff <br />members to participate on the Project Leadership Team. They will also serve as the main <br />authority for issue resolution should the Project Leadership Team fail to resolve an issue. <br />These meetings will begin once the organizational Charter with Caltrans is signed and will take <br />place once a quarter, or as needed to support the Project Team. The Project Consultant Team <br />will prepare agendas and produce meeting minutes for each of these meetings. <br /> <br />Transportation Manager/PM Meetings: There will be weekly status calls to discuss key issues <br />and contract needs of the Project. From time to time, others may attend when a topic of <br />discussion necessitates doing so. Hours for these calls are part of the other PM tasks. <br /> <br />Project Team (Task Managers) Meetings: These will be held at least once a month and include <br />all the Project Team’s key consultant leaders along with key City staff. Initially, as the PM <br />begins and there is a need to ramp up all of the Project’s activities, these meetings will be held <br />two times a month. <br /> <br />Task Team Meetings: In Task A.3’s various subtasks, meetings of those Project Team members <br />engaged in the work are planned for and estimated separately from the rest of the meetings <br />listed here.