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31 Draft agendas will be prepared and submitted to the City's project manager a minimum of three days prior to meetings. IBI will take meeting notes for all regular technical meetings and monthly PDT meetings, and provide draft notes to the City project manager within two days of the meeting. Approved meeting notes will be distributed electronically to technical team and/or PDT members within five days of the meeting. IBI Group will also manage an Action Item List that will track the status of all open and pending tasks integral to the project. Deliverables: • Draft and Final agendas for biweekly technical meeting and monthly PDT meetings • Draft and Final meeting notes from technical meeting and monthly PDT meetings • Action Item List updated prior to all team meetings Task 1.E Agency and Stakeholder Coordination Objective: To assist the City of Santa Ana project manager in communicating and coordinating with key stakeholder agencies and partners. Approach: IBI Group will assist the City in communicating and coordinating with important stakeholders and agency partners to ensure a smooth flow of information, build confidence and support for the project. We understand that the agencies can include OCTA, Metrolink/SCRRA, California Public Utilities Commission (CPUC), affected utility companies, Station District master developer, fixed-guideway design team and other stakeholders. It is understood that OCTA will likely take the lead in coordinating with the FTA to the extent that is needed. The IBI Team will assist, as needed, to help prepare a draft federal funding application. Draft agendas will be prepared and submitted to the City's project manager a minimum of three days prior to meetings. IBI will take meeting notes for all regular technical meetings and monthly PDT meetings, and provide draft notes to the City project manager within two days of the meeting. Approved meeting notes will be distributed electronically to technical team and/or PDT members within five days of the meeting. Coordination issues resulting from Stakeholder meetings will be captured in the Action Item List. Deliverables: • Agenda, meeting notes, action items list and attendance and participation at up to 12 meetings • Meeting materials as appropriate Task 1.F Monthly Reports Objective: To provide monthly progress reports and invoicing for the project. Approach: IBI Group will submit monthly progress reports to the City. We will work with the City's project manager to define an acceptable format to facilitate easy review. The template for the monthly progress report will be included in the PMR Monthly progress reports will be submitted to the City no later than the City of Santa Ana Santa Ana Regional Transportation Center Master Plan 1131 Group 125.10