Anchor: #i1001756

Section 2: Supporting Ports

Primary Duties and Authorities

The primary duties and associated authorities of TxDOT’s maritime port program are as follows:

Ports Committee Purpose

The purpose of the Port Authority Advisory Committee (PAAC) is to provide a forum for the exchange of information between the commission, TxDOT, and committee members representing the port industry in Texas and others who have an interest in ports. The committee’s advice and recommendations will provide the commission and TxDOT with a broad perspective regarding ports and transportation-related matters to be considered in formulating department policies concerning the Texas maritime port system. Additional information on the committee is available from TPP.

Member Appointments

The PAAC is a statutory committee established by Transportation Code Section 55.006, and consists of seven members who serve staggered three-year terms. Members shall come from the following geographic locations:

  • one representative from the Port of Houston Authority of Harris County
  • three representatives from ports located north of the Matagorda/Calhoun County line, excluding the Port of Houston Authority
  • three representatives from ports located south of the Matagorda/Calhoun County line

The commission is charged with appointing the PAAC committee members, and accomplishes the appointments as follows:

Anchor: #i1000706Commission Appointment of Port Authority Advisory Committee Members

Step

Responsible Party (parties)

Action

1

TPP management, TPP marine staff

Places PAAC nomination agenda item on the 12-month commission calendar for February.

2

TPP marine staff

Tracks membership in the committee and terms of the members. In October of each year, identifies members whose terms are expiring, and drafts a letter seeking nominations for membership on the committee for a 3-year term beginning March 1.

3

TPP management, TPP marine staff

Finalizes nomination letter and sends it out to all known eligible entities and to the TPA chair. Responses due by December 31.

4

TPP management, TPP marine staff

Compiles responses, makes membership recommendation, and composes commission minute order and associated cover letter.

5

ADM, OGC, GPA, Commission staff

Reviews responses, minute order and cover sheet. Coordinates agenda item with commission members, prepares material for February commission meeting.

6

Commission

Appoints members to the PAAC at February commission meeting.

7

TPP management, TPP marine staff

Develops and sends out appointment letters to PAAC members. Marine staff updates committee membership and service-term document.

8

TPP marine staff, TPP IT staff

Updates the committee membership information on the TxDOT Internet, using the TPP on-line Trouble Ticket Database.



PAAC Meetings

The PAAC is required to meet at least twice per year as stated in 43 TAC Section 1.84(c)(4). TxDOT supports the convening process for the meetings as follows:

Anchor: #i1000745Port Authority Advisory Committee Meetings

Step

Responsible Party (parties)

Action

1

TPP marine staff, PAAC members

Typically, 30 days are needed to prepare for and schedule a meeting. PAAC is surveyed to determine date and place for the next PAAC meeting. Topics are suggested and marine staff drafts an agenda and secures a meeting room. Draft agenda is reviewed and approved in order by PAAC, TPP management and OGC.

2

TPP management, TPP marine staff, OGC

OGC posts the agenda on the Texas Secretary of State Office's Open Meetings website at least 10 days before the meeting. In addition, a court reporter is required to document the meeting. For meetings in Austin, OGC will procure a court reporter. For meetings outside of Austin, marine staff will work with the local TxDOT District's Public Information Office to procure a court reporter. If a meeting is cancelled, a minimum lead time of 11 days is needed by OGC to reschedule a meeting.

3

TPP marine staff

Marine staff emails meeting notice, background materials, and final agenda to PAAC members, TPP Management, OGC, GPA, and other interested entities. Marine staff posts the meeting to the public meetings location on TxDOT’s internet site. Marine staff sets up meeting room on day of meeting; assists court reporter with setup; and provides copies of the agenda, a sign-in sheet, and other documents as necessary.

4

PAAC, TxDOT staff

The PAAC convenes the meeting, acting on the agenda items; at least 4 members required for quorum and passage of any action items. TxDOT staff provides expertise as required. The court reporter is informed by marine staff as to whom the meeting transcript should be provided when compiled.

5

TPP management, TPP marine staff, commission staff

Marine staff develops draft minutes from the transcript provided by the court reporter. Marine staff emails the minutes to PAAC members and TPP management for a 10-day review. After the review is completed, the corrected draft minutes are provided to commission staff via email.



Port Capital Program Annual Report

The PAAC has statutory requirements in the Transportation Code Section 55.008 to develop an annual report and present it to the governor, lieutenant governor, speaker of the house of representatives, and the commission. The report provides stakeholder information and perspectives to consider in formulating policies concerning the Texas maritime port system. TxDOT provides the PAAC with the following administrative support for the Port Capital Program report:

Anchor: #i1000772Port Capital Program

Step

Responsible Party (parties)

Action

1

TPP management, TPP marine staff

Places acceptance of the PAAC's port capital program report agenda item on the 12-month commission calendar for December.

2

PAAC members, TPP management, TPP marine staff

During the spring meeting of the PAAC each year, one of the agenda items is the development of the port capital program. Based on the discussions during the PAAC meeting, marine staff receives directions for development of a report on the port capital program.

3

Texas ports, TPP marine staff

The PAAC chair or the head of the Texas Ports Association develops and sends out an email to Texas ports regarding the development of the report and the deadline for submission of the data to marine staff. Marine staff emails each port its profile from the previous year’s report, highlighting minimum update requirements. Desired response deadline is July 31 of each year.

4

TPP management, TPP marine staff

Marine staff develops and submits an Electronic Publishing Center (EPC) Form 1515 work request for updating the previous year's Port Capital Program. TPP management approves submittal of the form. EPC assigns staff member and project number, emailing contact information to marine staff.

5

TPP marine staff, EPC

Marine staff receives emails containing profile updates from Texas ports and develops draft profiles and associated files based on direction received from spring PAAC meeting. Marine staff works with EPC to update the previous year's report and develops the new draft report. Desired completion August 31.

6

TPP management, TPP marine staff, PAAC members, EPC

Draft report is reviewed by TPP management, two-week window. Marine staff and EPC complete any management revisions to the report. Marine staff emails final draft report to PAAC members for review and comment, two-week window. Procedures for a setting up a PAAC meeting are followed, with approval of the port capital program as an action item on the agenda. Desired meeting date is October.

7

PAAC, TPP management, TPP marine staff

At the PAAC meeting, PACC approves the port capital program and submits it to TxDOT for distribution as required by the Transportation Code.

8

EPC, TPP marine staff

EPC publishes the final report and develops an electronic format for posting on the TxDOT Internet.

9

TPP management, TPP marine staff, GPA, PAAC Chair

TPP creates commission minute order, cover sheet, and report transmittal letters.

10

ADM, OGC, GPA, Commission staff

Reviews report, minute order, and cover letter. Coordinates agenda item with commission members and prepares material for commission meeting.

11

Commission, TPP, ADM, GPA, PAAC

At commission meeting, accepts PAAC report and executes transmittal letters. GPA works with PAAC members on the distribution of the report. Desired commission meeting is December; deadline for distribution of the report is February 1.

12

TPP marine staff, TPP IT staff

Marine staff, using TPP on-line Trouble Ticket Database, updates the Texas Port Capital Program report on the TxDOT Internet. Marine staff stores the published reports and responds to any requests for the report during the year.



Annual Evaluation of the PAAC

State agency advisory committees are required to be evaluated annually as identified in Government Code Section 2110.006. A state agency that has established an advisory committee shall evaluate annually:

  • the committee's work
  • the committee's usefulness
  • the costs related to the committee's existence, including the cost of agency staff time spent in support of the committee's activities

The Port Authority Advisory Committee is evaluated by TxDOT annually. The process for the evaluation is as follows:

Anchor: #i1000827Annual Evaluation of the Port Authority Advisory Committee

Step

Responsible Party (parties)

Action

1

TPP marine staff

At the end of each fiscal year, marine staff will determine the number of PAAC meetings held, major accomplishments, usefulness of the committee, and estimated fiscal year direct costs related to the committee’s existence. Marine staff will draft a memo from the Division Director through OGC to the Assistant Executive Director for Engineering Operations. Draft memo should be generated by October 1.

2

TPP management

Review the draft memo and revise as necessary. Develop and execute memo by November 1. Submit memo to Assistant Executive Director for Engineering Operations (AED).

3

OGC, AED

Compile all advisory committee memos from divisions and submit evaluations to LBB every two years in connection with agency’s request for appropriations.



Documentation

TPP marine staff is responsible for maintaining documentation which demonstrates TxDOT’s compliance with Texas statutes and associated TxDOT policies.

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