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<br />Guidelines and Specifications for Flood Hazard Mapping Partners [April 2003] <br /> <br />1.3.1.12 Distribution of Background Information <br /> <br />[February 2002] <br /> <br />The FEMA Lead shall prepare a detailed meeting agenda for the Scoping Meeting. A Scoping <br />Meeting AgendalMinutes Form template is provided in Appendix I, Subsection 1.2.4 of these <br />Guidelines. The FEMA Lead shall distribute the Scoping Meeting agenda, the revised draft <br />Scope of Project, and the preliminary Project Management Plan to all attendees before the <br />Scoping Meeting. <br /> <br />A Document Transmittal Letter template is included in Appendix I, Subsection 1.2.2 of these <br />Guidelines. This letter can be used to distribute the background information to all meeting <br />attendees. It also includes a checklist of information that the community should bring to the <br />meeting. <br /> <br />1.3.2 <br /> <br />Scoping Meeting Activities <br /> <br />[February 2002] <br /> <br />This subsection provides general guidance for topics to be discussed and agreed upon during the <br />Scoping Meeting. In previous FEMA documentation, this meeting has been referred to as the <br />"Time and Cost meeting" and/or "Initial Consultation Coordination Officer meeting." The <br />structure of the meeting will vary depending on the anticipated scope. A Flood Map Project that <br />involves an entire county may, in coordination with the Project Management Team, shall require <br />more than one Scoping Meeting and coordination between many community officials to <br />prioritize needs. The FEMA Lead, in coordination with the Project Management Team, shall <br />decide the best approach and structure for the Scoping Meeting. <br /> <br />The purpose of the Scoping Meeting is to bring all interested parties together to finalize the <br />Scope of Project (including the areas to be studied) and the task assignments. The FEMA Lead, <br />in coordination with the Project Management Team, shall determine the attendees, which will <br />include the following: <br /> <br />. FEMA Lead; <br /> <br />. Project Management Team members (as needed); <br /> <br />. Contractor representative(s); <br /> <br />. State representative(s); and <br /> <br />. Community representative(s). <br /> <br />The FEMA Lead also will invite those organizations or agencies that might have relevant <br />information or can assist with the project (e.g., USACE, USGS, local surveyor) to attend the <br />Scoping Meeting. <br /> <br />Before the Scoping Meeting, Project Team members may perform informal field reconnaissance <br />(sometimes called a "windshield survey") to become familiar with possible study areas. This <br />effort may be coordinated with community officials and will facilItate discussion in the Scoping <br />Meeting for those not familiar with the area. <br /> <br />1-44 <br /> <br />Section 1.3 <br />