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January 2016 WHAT’S INSIDE
• Right of Way - VDOT’s Neighborhood Watch
• “Show & Tell” VDOT Style • George Johnson Recognized for His Safety Work
• Go Green, Stay Green • CVC Campaign Raises Over $22,000 for Charities
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L&D - Home for the Holidays Harrisonburg Safety/Diversity Day Learning Center Classes Let It Snow - Community Outreach Personnel Notes / Service Awards Dates to Remember Message from Randy Kiser
The Highway Scanner
VDOT’S NEIGHBORHOOD WATCH – Right of Way Section A homeowner who receives a letter with those words may not be excited about the prospect of losing acreage to a road project. So before moving earth on any new construction, VDOT reaches out to its neighbors. In some instances the agency may need only temporary access for heavy equipment; other times, it may have to negotiate the purchase of an entire parcel. In any case, it’s the job of the Right of Way (ROW) section to track down property owners and make sure they get a fair deal. “The Virginia Department of Transportation seeks to acquire your property…”
Right of Way usually starts work on a project when it’s roughly 30 percent designed, and ready to have plans submitted for public input. ROW has a specialized set of responsibilities that continue from design to construction: •
Legal Work: Ascertain legal ownership of affected properties and perform real estate closings.
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Appraisal Work: Determine the fair market value of each property
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Negotiation: Present an offer to buy the necessary property rights and work with the landowner to achieve a mutual agreement.
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Relocation: Work with displaced to find replacement properties
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Utility relocation: Work with utility companies to ensure that power, water and other lines are moved by the time contractors mobilize.
COVER TOP PHOTO: Right of Way Negotiation Specialist Jim Pierce and Relocation Specialist Brentley Bowles review plan sheets at the site of a proposed intersection project in Augusta County. COVER BOTTOM PHOTO: Online databases help Right of Way Legal Specialist Linda Chapman search courthouse records during a property-title search. continued ...
VDOT’s ROW employees are divided into regions; the Western region, headed up by Jim Pullin, includes the Staunton, Salem, Bristol and Lynchburg districts. “We’re district-oriented, but if someone in Salem or Bristol or Lynchburg needs a hand, we can jump in the car and go,� explains Acquisition Manager Kirk Thomason, who has been based in Staunton for more than 30 years. “We sort of have invisible lines. If you work in ROW you go where the help is needed, which gives you experience in how things are done in different parts of the state.�
Staunton Right of Way Team Kirk Thomason
Acquisition Manager
Linda Chapman Legal Specialist Brentley Bowles Relocation Specialist Jim Pierce Negotiation Specialist
As the “legal eagle� of the Staunton ROW team, Linda Chapman makes in-person and virtual visits to courthouse record rooms throughout western Virginia. “I used to spend about three to four days a week outside the office at the courthouse,� she says. “But now many of them have records online.� That certainly streamlines her work, which calls for title searches at the beginning of the right-of-way process. ROW Technician Diane Gilmer reviews plan sheets for upcoming projects, enters property owner information into a statewide database, and assigns individual parcels to aid Chapman in her title investigation. Chapman’s goal is to identify the property owner and any outstanding claims so she can confirm “clear title.� Title reports may simply focus on the current owner when the acquisition is minimal. But a 60-year title is required if the acquisition is substantial, involves the entire property, or if it is obtained through eminent domain.
Diane Gilmer Kim Young
Technician Administrative Assistant
Bill Ceccolini Kim Gruber
Senior Appraisal Specialist Appraisal Specialist
Mike Sprouse Ashby Jones Steven Ray Daryl Lambert
Special Projects Manager Special Projects Coordinator Utility Coordinator Studies & Estimates Specialist
Jim Pullin
Western Regional Manager
“You get a better idea of what’s going on, and how it could affect the landowners.� During the final stages of the ROW process, Chapman also performs the closing process with property owners to secure a signed deed and deliver the agreed compensation. As preliminary title work wraps up, the appraisal phase is under way. Regional appraisal team members Bill Ceccolini and Kim Gruber work out of the Staunton complex, but actively perform appraisal assignments throughout the Western Region. This team is responsible for coming up with the fair market value of the property rights obtained.
Chapman doesn’t just look at properties on paper or a computer screen. “I usually try to visit each project site so I can see the lay of the land, as opposed to just what’s on the plan sheet,� she explains.
The next step is negotiation and relocation. “At the same time we’re figuring out who owns these properties and what they’re worth, we work with the designer so when we get Notice to Proceed, we can start acquiring the right of way,� says Thomason. Acquisition time varies based on the size and complexity of the project, Thomason states. Safety improvements on Route 610 in Augusta County, for example, require negotiations with more than 40 property owners who have homes close to the existing road. And not far away in Verona, the intersection of Routes 612 and 792 has been redesigned, which requires follow-up visits with neighbors.
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Staunton-based Mike Sprouse heads the regional “special projects� team, which also includes Ashby Jones and Daryl Lambert. Their duties include ROW estimates, activities for public-private
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partnerships, design-build contracts and locally administered projects under VDOT’s Local Assistance Division. These types of projects can take more time, as can those involving a large number of utility relocations. District Utility Coordinator Steve Ray is part of the Regional Utility Team that works with affected utility companies and devises a plan to relocate their facilities so the project can move forward.
touchy. No question about that,” says Thomason. “It’s hard to tell someone who’s been in a home for 30 or 40 years that we’re going to move you out – but you’ll be in a better situation once we’re done.” Yet that’s exactly what VDOT strives to do, under state and federal guidelines for relocation assistance. If a project requires the agency to acquire an occupied dwelling or commercial property, Bowles explains, the owner is entitled to compensation for its fair market value. ROW agents can also offer eligible relocation assistance by securing a replacement home and moving expenses; for businesses, that includes eligible expenses incurred in finding a new location.
Much of the face-to-face contact with homeowners is the responsibility of Negotiation Specialist Jim Pierce and Relocation Specialist Brentley Bowles. They compile and deliver a package that includes right-of-way plan sheets; an evaluation of VDOT’s property needs; and a letter explaining the agency’s financial offer. “It’s not usually a one-shot deal,” says Bowles. “We give them all the information and the offer and give them some time to review it. We go back and answer questions, then hopefully reach an agreement.”
“We work to put them in a similar situation to what they’re in now, or maybe just a little bit better,” says Pierce. “For a homeowner we look at how many bedrooms they have, what schools they were going to, access to public transportation – the whole nine yards.”
Pierce says ROW agents can help property owners understand the plans by showing them where utility lines and poles will be located, and where construction equipment will access the work zone. They will also explain how the proposed project benefits neighbors with improved drainage or sight distance, or perhaps provide a safer and easier entrance to their business.
The Staunton ROW section could not function as efficiently as it does without the administrative support given by Kim Young, who is instrumental in preparing all necessary paperwork associated with acquisition as well as handling procurement activities. Right of Way actively partners with other VDOT sections to see a project from start to finish. This interaction includes: • The Staunton District Survey team, which can stake out a proposed project so neighbors can see its potential impact. • Location & Design engineers, who create plan sheets and sometimes adjust their designs to accommodate reasonable requests from property owners. • Environmental Specialists to coordinate the inspection and demolition of acquired buildings in advance of construction. ROW agents are also in the unique position of working directly with the home and business owners who live or work next to a future work zone. Thomason says VDOT’s goal throughout the right-ofway process is to treat neighbors with respect and dignity, and allow them to focus on the benefits of an improved road system.
At least 95 percent of these interactions lead to an agreement, and occasionally a property owner will simply donate the land or access rights that VDOT needs. But there are times when further negotiations are needed. “It’s not always about value,” says Bowles. “Sometimes a landowner has a concern about access to his property or impact on a farming field. We’ll work with Location & Design to help out the property owner if we can.” On the rarest of occasions, Right of Way has to use eminent domain to close a deal on a property that’s essential to a project. In those cases, the final decision may be left to the courts. The entire ROW team agrees that the most challenging cases involve “total takes” – that is, the purchase of an entire residential or commercial property. “Anytime you have a relocation, it’s
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“SHOW & TELL” – VDOT STYLE The VDOT Staunton District used some “show and tell” to attract new employees during recent job fairs at Blue Ridge (BRCC) and Lord Fairfax community colleges. Both schools help VDOT give new employees needed skills and certifications, including commercial drivers’ licenses. Melissa Lotts, Staunton District assistant civil rights manager, often helps with job fairs. “Some people don’t realize everything VDOT does. Job fairs like these help us get the word out about career opportunities beyond the obvious jobs of snow-plowing and paving roads,” notes Lotts. We work hand in hand with BRCC,” says Staunton District Human Resources Manager Henry Eggleston. “People come apply with us and train with them. It’s a great partnership.” For the November 5 job fair at Blue Ridge, VDOT set up an indoor info booth and an outdoor display of heavy equipment. District Equipment Manager L.T. Williams showed visitors new high-tech motor graders, dump trucks and wing plows that could be their “tools of the trade” if they land a job with VDOT. A similar display lured attendees to a VDOT-only job fair at Lord Fairfax on November 18. That event drew a smaller turnout, but was targeted toward students with skills and interests that make them a good fit for operators and mechanics careers.
NWRO’S GEORGE JOHNSON RECOGNIZED FOR HIS WORK WITH FIRST RESPONDERS George Johnson’s mission is to reach first responders on both sides of the Blue Ridge Mountains, and help teach them quicker and safer ways to manage emergencies on our roadways. As incident management coordinator for VDOT’s Northwest Regional Operations (NWRO) division, Johnson works to strengthen relationships with state and local police, fire and rescue agencies, and private towing companies. Since April 2015, he has guided roughly 200 emergency responders through the second Strategic Highway Research Program 2 (SHRP-2), which focuses on best practices for clearing roadside incidents. Johnson points to Bath County as an example: “No one in that county had been trained in SHRP-2, but by early December we had close to 70 percent of their responders certified. They took it upon themselves and bought into the program.” Johnson nominated safety professionals from four counties for statewide recognition, but he received a surprise of his own. Virginia State Police in November presented Johnson with a certificate of appreciation for his education efforts in traffic-incident management. C
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But he’s not finished. Johnson is working with the Central Shenandoah Criminal Justice Training Academy to get SHRP-2 training included in basic law enforcement classes for about 50 police and sheriff’s departments.
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GO GREEN, STAY GREEN LEADERSHIP EVENTS
LEADERSHIP DEVELOPMENT PROGRAM FOR SUPERVISORS Class of 2015 Graduates The Staunton District has committed to guiding employees on a path of continuous improvement. This philosophy is known as Go Green, Stay Green because of the “traffic lights” serving as performance measures on the VDOT web page. Every year a group of current and future leaders are nominated to take part in the Leadership Development Program for Supervisors (LDP-S). The “Class of 2015” drew from every part of Virginia, including six people from the Staunton District: •
Reneé Clark, Staunton District environmental specialist
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Frank Lehner, Staunton District fleet manager
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Anthony Mason, Harrisonburg Bridge Crew supervisor
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Stacey Michael, Mount Crawford Area Headquarters (AHQ) supervisor
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Kevin Thornsbury, Monterey AHQ transportation operations manager
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Charlie Whittington, Toms Brook AHQ superintendent
Over the period of several months, LDP-S participants took advantage of classes, workshops and online instruction with a focus on leadership and communication skills. The course culminated in the two-day “Capstone” graduation event near Richmond in November. Whittington has long served in a VDOT leadership role, but agreed to take part in the LDP-S to help expand his knowledge. “I gained a better understanding of what makes me tick and how to better communicate with internal and external customers,” he says. “That will help us be even more successful than we have been in the past.” Clark had nothing but praise for the program’s instructors and participants. “You always felt like you were in a group that jumps in headfirst to be a part of a team to help each other,” Clark says. “VDOT encouraging people to think about succession planning and build networks with employees in diverse areas was the greatest strength of the program.” “Any training that you catch yourself referring back to is ‘money in the bank’ for your career and in helping your work group,” adds Thornsbury. “Much of the information I have learned – including safety, efficiency, and dealing with the public – has already been relayed and shared with my team members.”
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COMMONWEALTH OF VIRGINIA CAMPAIGN Record-Setting Generosity The employees of the VDOT Staunton District came together like never before by raising just over $22,000 dollars for the Commonwealth of Virginia Campaign (CVC). This funding supports a wide variety of charitable organizations throughout the state, including dozens within the Staunton District. The district and residencies kicked off CVC in October, and continued their early momentum with special events throughout November and December. The Materials, Construction and Contract Administration sections combined forces for a CVC breakfast raising approximately $700. There was also a Toys for Tots drive that collected more than 100 new, unwrapped toys. Employees from Northwest Regional Operations hosted the “Beast Feast” and silent auction on December 2. The uniquely themed luncheon combined with an opportunity for early holiday shopping to raise another $720. Totals from these and previous special events, voluntary payroll deductions, and direct giving from employees throughout the district ended a very successful campaign for Staunton District. We should all be proud of the way we have rallied behind the annual effort to help our neighbors in need.
HARRISONBURG CROCKPOT-LUCK NOVEMBER 9 The Harrisonburg Residency hosted its own CVC event on November 9, combining food and fellowship while raising about $322 for the charitable campaign. A total of 22 chefs competed in a “CrockPot-Luck,” which offered tasty soups, stews, chili and mac-and-cheese. A trio of judges sampled each dish and had the tough task of naming the best: First Place – Nick Simmons (Lasagna); Second Place – Kay Vance (Ghost Pepper Chili), Third Place – Charlie Lyle (Sauerkraut with Summer Sausage). A fund-raising cornhole tournament ended with trophies for the top two teams: First Place – William Campbell Sr. and Corey Allison; and Second Place – Michael Minnick and Tracy Jack. All Harrisonburg Residency employees received a VDOT hat in appreciation for their spirit and generosity.
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LOCATION & DESIGN – HOME FOR THE HOLIDAYS As contractors steadily work through a year-long renovation and HVAC replacement in the Staunton District administrative building, employees continue rotating through temporary office space. In late December, the Location & Design (L&D) team began moving back into their “home” on the third floor as phase one of the project was completed. The space is completely reconfigured and refurnished, and boasts new flooring, paint, and heating/cooling systems. L&D employees were temporarily located in the old Survey building and the Environmental training room. Those spaces are now occupied by Human Resources, Training and Right of Way groups during phase two of the HVAC replacement/renovation. This second phase, which runs through late March, focuses on the first floor and basement area of the building’s west end. Administration and Communications employees are housed in vacant offices and conference room space on the eastern end of the first floor. The game of “musical offices” is scheduled to continue until the HVAC replacement/renovation is completed in late 2016. In the meantime, if you’re planning to visit someone at the district complex it’s a good idea to call ahead and confirm where to find them.
HARRISONBURG FALL SAFETY AND DIVERSITY DAY – NOVEMBER 9 The Harrisonburg Residency combined a variety of great training and education into a single event: the Fall Safety Day on November 9. Special Agent Danny Pruett from the Virginia State Police got the attention of every operator by showing them the very real dangers of portable meth labs. These devices are often made from sports-drink bottles, but contain a mix of chemicals hazardous to breathe or touch. The bottles are often discarded on roadsides, so VDOT crew members must use extreme caution during cleanup or mowing operations. Staunton District Human Resources Manager Henry Eggleston offered a presentation on diversity, with the goal of showing how a diverse workforce can respond better to challenges and take advantage of opportunities to improve. Commonhealth and district HR representatives set up informational booths to answer employee questions and help them plan for the future.
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LEARNING CENTER CLASSES Basic Work Zone Traffic Control 8:00 a.m. to 4:30 p.m. January 5 Lexington Residency Meeting Room January 6 Lexington Residency Meeting Room February 2 Luray Area Headquarters February 3 Luray Area Headquarters February 23 Mount Crawford Area Headquarters February 24 Staunton District Office Auditorium February 25 Staunton District Office Auditorium March 8 McGaheysville Area Headquarters March 9 Mauzy Area Headquarters March 10 Chimney Rock Area Headquarters
VDOT & USDOT Drug and Alcohol Course for Supervisors 8:30 a.m. to Noon January 28 Staunton District Office Auditorium OSHA 10-Hour CONSTRUCTION Industry Training (2 day) February 2 (Day 1) 8:30 a.m. to 4:30 p.m. February 3 (Day 2) 8:30 a.m. to Noon Harrisonburg Residency Upstairs Meeting Room Excavation Safety 8:30 a.m. to 4:30 p.m. February 4 Staunton District Office Auditorium Small Purchases up to $5000 w / Ethics Training 8:30 a.m. to 4 p.m. February 29 Staunton District Office Auditorium
First Aid / CPR / Bloodborne Pathogens 8:30 a.m. to 4:30 p.m. February 9 Lexington Residency Meeting Room February 10 Staunton District Office Auditorium February 11 Harrisonburg Residency Upstairs Meeting Room February 24 Edinburg Residency Meeting Room
Contract Administration w / Ethics Training 8 a.m. to 4 p.m. March 1 Staunton District Office Auditorium
OSHA 10-Hour GENERAL Industry Training (2 day) January 19 (Day 1) - 8:30 a.m. to 4:30 p.m. January 20 (Day 2) - 8:30 a.m. to Noon Harrisonburg Residency Upstairs Meeting Room
QUESTIONS? Contact Janice Ramsey (540) 332-8934 Janice.Ramsey@vdot.virginia.gov
BRING ON THE SNOW! Harrisonburg residendcy partnered with public schools in Rockingham and Augusta counties for a fun community outreach project – letting students give VDOT snow plows a vibrant, pre-winter makeover. Students from Ottobine and Pleasant Valley elementary schools and Wilson Memorial High School and Wilson Middle School had a blast transforming VDOT snowplows into festive works of art. Kudos to Harrisonburg residency and Mount Crawford AHQ crews for helping make this winter a special memory for these creative kids. An added plus – the two elementary school plows were in the Bridgewater Christmas Parade December 12.
Pleasant Valley Elementary
Ottobine Elementary
Wilson Middle and High Schools
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SERVICE AWARDS - JANUARY AND FEBRUARY 5 Years Steven E. Cain Morgan R. Kibler Glenn E. Knight Jr. Jason A. Lowery Shannon W. Meadows Dennis A. Shillingburg Christopher S. Short Harlen R. Sours Jr. Joan D. Wood
Cathy C. Hottle Danny R. Little Anthony X. Murphy Michael T. Owens William H. Schuller Jr. Paul A. Terry William M. Tingler Charles C. Vandevander Carroll J. Watterson
We are looking for opportunities to recognize employees who exhibit outstanding achievements, leadership, innovation and other factors that enhance the work of the Staunton District. Nominations can be for individuals or for teams.
30 Years 10 Years Brian R. Dove Keith N. Harrop
Randolph A. Burner Wade A. Feller Randolph S. Kiser Donald V. Minnick
To nominate someone for the Staunton District Administrator Award, please submit the person’s name(s) and their work location plus your name, position, phone number and email address. Please include a write up of why this individual or this team should be nominated and list when the related work was done.
15 Years Denzel L. Custer Eunice R. Good III Jeremy W. Griffith Keith C. Helsley
35 Years
The Spring 2016 Staunton District DA Awards encompasses work occurring any time from July 1, 2015 to December 31, 2015.
Tony A. McFaddin Michael E. Thompson
Watch for more info about the nomination process and the submission deadline. If you have questions please call Sandy Myers at 540-332-9201 or email her at Sandy.Myers@vdot.virginia.gov. Once the nomination is submitted the work described will be verified with the appropriate supervisor or manager by the District Administrator’s office.
PERSONNEL NOTES - NOVEMBER 10 - DECEMBER 10 New Hires William Allison Jr. , Transportation Operator II, Stephens City AHQ Jessica Baska, Architect/Engineer I, Staunton Bridge Timothy Byers, Transportation Operator III, Mint Springs AHQ Aaron Crider, Transportation Operator II, Berryville AHQ James Hemp, III, Equip. Service & Repair Tech, Staunton Shop Randy Hupman, Transportation Operator II, Front Royal AHQ Ken Shifflett, Transportation Operator II, Fishersville AHQ Walter Shifflett, Transportation Operator II, Harrisonburg Bridge Jean Uhl, Architect/Engineer II, Staunton Bridge
Promotion Joshua Parlett, Construction Manager, Staunton District
Voluntary Transfer John Cameron, Transportation Operator II, Fairfield AHQ Glenn Cooper, Transportation Operator II, Covington AHQ Timothy Dove, Transportation Operator II, Harrisonburg Bridge Alireza Farhangi, Architecture/Eng. Mgr. II, NWRO Culpepper Christopher Phillips, Program Admin. Specialist I, Lexington Gregory Sykes, Transportation Operator I, Mint Springs AHQ
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DATES TO REMEMBER
A MESSAGE FROM RANDY KISER…
2016 BLOOD DRIVES 7 a.m. - 10:30 a.m.
As we close 2015 and enter 2016 I want to take
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19 Auditorium
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22 Bloodmobile on-site
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17 Auditorium
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19 Auditorium
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this time to thank all of our hard-working staff in the VDOT Staunton District for another outstanding year of achievements. We continue to be a leading district in dashboard metrics and strive for a perfect safety record with no lost time injuries or preventable equipment accidents.
Auditorium
HUMAN RESOURCES REMINDERS To request a new COVA Care or COVA HDHP (High Deductible Health Plan) ID card: Call the ID Card Order Line 1-866-587-6713. Provide either your health card ID number or your social security number. Two new ID cards will be sent to you within seven to 10 business days. Call Nanette Lam at 540-332-9904 if you have questions about Health Care, Flexible Benefit Accounts, Workers’ Comp and/or VSDP. Call Marsha Reese at 540-332-7066 if you have questions about Retirement and/or Life Insurance.
STORY IDEAS? GIVE US A CALL! Ken Slack 540-332-9264 (office) 540-414-5670 (cell)
Our achievements are celebrated through various recognition programs supported by the Staunton District and VDOT as a whole. In 2016 we look forward to more recognition opportunities based on our accomplishments. In thinking about recognition, I want to ensure that our programs have a positive impact on your work and that of your colleagues. Currently we recognize safety performance through our Zero/Zero awards, safety events, and truck roadeos. Honors for leadership and production work are provided through the DA Awards, spot awards, section business meals, service awards, and at times through the Commissioner’s Award for Outstanding ing in Achievement. Additionally this newsletter and the electronic bulletin board system feature employee accomplishments. Your feedback on these programs is critical to our future success. In 2016 Henry Eggleston, our district human resources manager, will lead a review of our recognition efforts. Please be thinking about what works and what brings value to you and your colleagues. Your opinions and views will help shape a continuing environment of success for you, your coworkers and the entire Staunton District staff. Again, my congratulations and thanks to each of you on your achievements in 2015. You make the Staunton District an outstanding contributor to the transportation services we provide the citizens of the Commonwealth of Virginia. nia. ni Stay safe, Randy S. Kiser, P.E. Staunton District Administrator
Staunton District Office of Communications 811 Commerce Road Staunton, VA 24401-9029 (540) 332-9201
irgini irg © 2016 Commonwealth of Virginia