1. Project Coordination • Conduct an initial “Kick-off” meeting between HDOT and the Consultant to discuss and clarify the scope of work, work plan, tasks, subtasks, schedule, roles and responsibilities, and administrative issues for the purpose of identifying and understanding the project process. • Coordinate and conduct semi-monthly (twice a month) project coordination meetings to review project progress. Initially, weekly meetings will be needed to meet HDOT’s goals to advertise applications for the youth council in September-October, select council members in October-November, and hold the first meeting in December. • Coordinate and conduct HDOT technical project meetings. • Coordinate and conduct HDOT communication strategy and public outreach education and partnership meetings, sometimes with Our Childrens Trust, Earthjustice, and others. • Coordinate and conduct, or provide support as requested by HDOT, meetings and subsequent work of the Clean Ground Transportation Working Group, and the Interisland Clean Transportation Working Group. • Coordinate and conduct, or provide support as requested by HDOT, meetings and subsequent work with all Counties, Oʻahu Metropolitan Planning Organization (OMPO), Maui Metropolitan Planning Organization (Maui MPO), federal transportation agencies and partners, and other state agencies and branches. • Beyond providing primary support to the Volunteer Youth Council on Transportation, coordinate and conduct, or provide support as requested by HDOT, meetings and presentations with the public, focus groups, community leaders, and key stakeholders as part of a program for community engagement, public education and outreach related to transportation decarbonization work and resilience, emphasizing the importance of partnerships, and the role individuals and the public can play and maximizing awareness to sustainable transportation choices and opportunities. • Record project coordination efforts. • Take notes from all meetings and develop into meeting minutes sent to all council members and HDOT. Draft youth council agendas for HDOT and council leadership’s review and finalization. • Develop and manage a Project Team SharePoint site to review and store project documents. Develop and manage a shared site for HDOT and all youth council members for youth council materials such as agendas, minutes, presentation decks, reports. 2. Deliverables 2.1 Project Initiation: • Project Charter for the Hawaii Youth Transportation Council: A document outlining the objectives, scope, stakeholders, roles, and responsibilities specific to the Volunteer Youth Council. This should be finalized during the initial "Kick-off" meeting. • Application & Instructions for Applicants: The application should be submitted online through a user-friendly and technologically savvy process, likely requiring coordination with HDOT public affairs staff so that the application is easily accessible on HDOT’s website. The inaugural volunteer youth council will be open to Youth Plaintiffs’ from the Navahine case’s participation through the regular application process and at least two of the youth council seats will be allocated to Youth Plaintiffs should they choose to apply. HDOT will provide email notice to the Youth Plaintiffs, through their counsel, when applications for the inaugural volunteer youth council open. When the application is finalized and ready to be made public, the consultant should create shareable graphics advertising the youth council that HDOT can post on social media and share with partners, as well as draft a press release for HDOT that HDOT will finalize and distribute. • Project Work Plan: A detailed plan including tasks, subtasks, timelines, resources, and a communication plan. This should be refined and agreed upon during the initial stages, focusing on the establishment and operation of the volunteer youth council.
