Attachment 3_TM Winter Recreation situation assessment SCOPE 8.4C.pdf
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- Solicitation number
- 70CNR-S3689
- Issued by
- Washoe County, Nevada
About this file
This document is a project work plan for the Tahoe Meadows Winter Recreation Situation Assessment, a collaborative effort involving the U.S. Forest Service (USFS), Nevada Department of Transportation (NDOT), Nevada Division of Outdoor Recreation (NDOR), and the National Park Service-Regional Collaboration and Consultation (NPS-RTCA). The overall project goal is to improve the safety of winter recreational access and roadway use at Tahoe Meadows while maintaining or enhancing the natural environment. The situation assessment process includes stakeholder engagement through one-on-one interviews conducted between March and April 2025, with interviews completed and notes organized by April 2025. The project team completed stakeholder interviews, summarized themes from stakeholder conversations by May 2025, and prepared an initial draft summary document in June 2025. A final draft of the assessment summary was sent to the project team in early September 2025, with consolidated comments expected by October 7, 2025, and document finalization targeted for mid-October 2025. The project includes development of process recommendations for Phase 2 planning, which are incorporated into the assessment summary document. Stakeholder results are planned to be shared in fall 2025, with the format and timing to be determined.
The project encompasses nine primary objectives designed to establish team collaboration, clarify project scope, prepare engagement materials, conduct stakeholder information gathering, summarize findings and themes, develop process recommendations, and plan for subsequent phases. Phase 2 planning steps will be based on situation assessment recommendations, with NDOR leading the preparation of a scope of work for phase 2 contract execution in fall-winter 2025. The project team identified core stakeholders including Carson District USFS, Lake Tahoe Basin Management Unit USFS, USFS Region 4, NDOT, and NDOR, with NPS-RTCA providing project management and process facilitation. A public survey was initially planned but tabled for a future stage of the process. No specific funding amounts, pricing terms, or incumbent information are detailed in this work plan document.
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Tahoe Meadows Winter Recreation Situation Assessment Page 1 of 5 Project work plan – REVISED 9/29/25
Tahoe Meadows Winter Recreation – Situation Assessment project SCOPE 8.4 C Project work plan – DRAFT revised 9/29/2025
Overall project goal: Improve the safety of winter recreational access and roadway use at Tahoe Meadows while maintaining or enhancing the natural environment. [Original version – working goal for stakeholder communication is worded differently]
RTCA project goal: Prepare for a successful planning process by clarifying the current conditions and factors that may be contributing to unsafe conditions; assessing the range of stakeholder perspectives on the issue and desired futures for access to the project area; and defining needs, scope and process recommendations for the next phase of planning.
RTCA project objectives:
• Evaluate current conditions related to road safety and winter recreation access to Tahoe Meadows, including current uses and visitor experiences. Check assumptions about current conditions.
• Document the spectrum of stakeholder needs and interests for future condition of winter rec access to Tahoe Meadows. Identify areas of agreement and disagreement.
• Assess stakeholder interest in and capacity for participation in future planning and implementation - including potential for collaboration.
• Determine needs and process recommendations for future planning (Phase 2) – including a general concept for stakeholder involvement.
• Develop a scope of work for a contracted consultant for Phase 2 planning effort.
Project Team:
CORE PROJECT TEAM
Organization Who Roles USFS – HTNF, Carson District
Matthew Zumstein, Brian Hansen, Randy Kyes
Land manager
USFS – Lake Tahoe Basin Management Unit
Daniel Cressy Adjacent land manager (overlapping recreational uses and users)
USFS – Region 4 Nevada Liaison
Cheva Gabor USFS coordination
Nevada Department of Transportation
Mathew Morris, Laura Wise
Land manager – road right of way
Nevada Division of Outdoor Recreation
Denise Beronio Lead for NV Shared Stewardship agreement; state-wide recreation coordination and expertise; manages funding assigned to this project
SUPPORT/FACILITATION
Tahoe Meadows Winter Recreation Situation Assessment Page 2 of 5
NPS-RTCA Kristin Van Fleet Project manager; process and meeting facilitation NPS-RTCA Allen Cárdenas Process and meeting facilitation
TASK-SPECIFIC ROLES
NPS-RTCA Barbara Rice, PWR
Program Manager Advise on project structure, process and outcomes, and resource options
NPS-RTCA Marie Naughton Writing, editing, theme identification DOI Office of Collaborative Action & Dispute Resolution
Sarah Palmer (former – retired in summer 2025)
Expertise on situation assessment projects, process tools
[Other TBD]
ESTABLISH PROJECT TEAM – START UP (SEPT – NOV 2024)
OBJECTIVE 1: Agree on project goal & objectives, expected outcomes, work plan and methods for collaboration.
ACTIONS: Who When Notes
1.1 Establish project goal, objectives, outcomes Project team September- October 2024
Needs revision post Dec 2 meeting/team input
1.2 Develop project work plan* NPS-RTCA
(draft), Project Team
October - November
*Living document – details will change over course of project
1.3 Set up basic tools for working together (shared folders, recurring meetings etc.) Project Team September 2024 Shared folder established – meetings scheduled on case-by-case basis.
1.4 Establish ground rules & methods for group decision-making Project Team Need to revisit OUTCOME: Core team is prepared to work together on project PRODUCT: Project work plan (working draft)*
CLARIFY PROJECT SCOPE AND CORE ISSUES (OCT – DEC 2024)
OBJECTIVE 2: Specify whether and which recreation issues (beyond/in addition to road safety in the TM area) should be considered as part of this process and agree on questions to be answered by/other outcomes of situation assessment process.
ACTIONS: Who When Notes
2.1 Define desired outcomes of situation assessment (what questions need to be answered?) Project team October 2024 DONE
2.2 Develop conceptual stakeholder interview question list Project Team November –
December 2024
DONE
2.3 Prepare clear description of project purpose (including side-boards) and other materials to share with stakeholders
Project Team December 2024 – January 2025
DONE
Tahoe Meadows Winter Recreation Situation Assessment Page 3 of 5
OUTCOME: Agreement on purpose and scope of situation assessment project PRODUCTS: Public-ready project description
PREPARE MATERIALS AND RESOURCES (DEC 2024 – JAN 2025)
OBJECTIVE 3: Develop resources needed for effective situation assessment process (stakeholder list; plan and resource list; existing conditions summary & plan to fill gaps)
ACTIONS: Who When Status/Notes
3.1 Complete stakeholder list and discussion of roles Project Team December 2024 – January 2025
DONE
3.2 Consider possible methods of stakeholder engagement for this step beyond one-on-one conversations – as applicable
Project Team December 2024 – January 2025
DONE
3.3 ID stakeholders for one-on-one conversations – with contacts Project Team January 2025 DONE
3.4 Determine methods of sharing web survey to reach desired audiences Project Team January 2025 Started, then tabled
3.5 Summarize relevant existing plans and references – ID questions raised RTCA leads –
Project Team advises
November – December 2024
In progress
3.6 Review what is known about recreational and road use in the project area, identify knowledge gaps
Project Team –
NDOT, USFS
December 2024 In progress – needs summary
3.7 If needed, plan for data collection or other information gathering to better understand current use
Project Team December 2024 -ongoing
Started, tabled.
OUTCOME: Team is prepared to begin stakeholder engagement PRODUCTS: Stakeholder list with contacts; plan and resource list; agreed on invitation email and supporting information
STAKEHOLDER ENGAGEMENT – INFORMATION GATHERING (JAN – MAY 2025)
OBJECTIVE 4: Conduct stakeholder interviews/convening conversations
ACTIONS: Who When Status/Notes
4.1 Email invitation to stakeholders with request to participate USFS leads (?) 2/26/25 DONE
4.2 Follow up with specific stakeholders as needed (where no response) Project team members March – April 2025 DONE
4.2 Schedule stakeholder interviews RTCA March - April 2025 DONE (Rolling/iterative process)
4.3 Conduct stakeholder interviews RTCA March - April 2025
DONE (Rolling/iterative process)
4.4 Complete & organize notes and transcripts RTCA March - April 2025
DONE
Tahoe Meadows Winter Recreation Situation Assessment Page 4 of 5
OUTCOME: Stakeholder perspectives heard and summarized by RTCA team for project team use OBJECTIVE 5: Design and open public survey (ON HOLD)
5.1 Develop survey questions Project team January-February
Started, then tabled for future stage
5.2 Plan for where/how/to which audiences to advertise survey Project team January 2025 – ongoing through April
Can consider equity of access, underserved groups etc. in survey distribution
5.2 Create web-based public survey NDOR February 2025
5.3 Collect responses, including targeted sharing/distribution of survey Project team member organizations – possibly other partners
February 2025 – April 2025
May remain open longer.
OUTCOME: Additional input about issues, barriers, future possibilities received from public
OBJECTIVE 6: Summarize themes and findings
6.1 Summarize themes from stakeholder conversations/interviews RTCA May 2025 DONE
6.2 Basic analysis of survey data to inform assessment summary RTCA, project team
April 2025 N/A - survey postponed
6.3 Prepare summary document using both sources, other background information RTCA Begin May 2025 DONE– original draft completed in June.
6.4 Revise based on team review, and finalize summary document Project team reviews, RTCA reviews and revises
July – October 2025 In progress - Final draft sent to project team early September.
Consolidated comments expected October 7, document finalized mid- October.
OUTCOME: Themes and insights from stakeholder engagement and other informational resources are summarized in one document
OBJECTIVE 7: Develop process recommendations (May - July 2025)
7.1 Subject matter expert advice on process options based on summary from Objective 6 SMEs, RTCA May - June 2025 As possible in time/resource constraints – N/A in practice.
Tahoe Meadows Winter Recreation Situation Assessment Page 5 of 5
7.2. Review process recommendations with project team Project team, RTCA facilitates?
June-JUly 2025 DONE – included in meeting and offline review of overall draft document, late June-early July
OUTCOME: A process (or process options) for Phase 2 have been outlined OBJECTIVE 8: Share results with stakeholder group (FALL 2025)
8.1 Develop draft summary document and/or presentation slides RTCA with project team support
May - June 2025 Draft slides prepared in June – TBD if they will be used for this purpose.
Draft document in final revisions, late August 2025
8.2 Stakeholder meeting? Other format? Project team
hosts, TBD who presents
June or July 2025 October 2025
TBD if necessary. May be replaced by release of doc + individual meetings as applicable.
OUTCOME: Themes from stakeholder conversations and initial recommendations about future process and next steps shared with stakeholder group for comments
PLAN FOR PHASE 2 (MAY – OCTOBER 2025)
OBJECTIVE 9: Prepare for Phase 2 planning steps
ACTIONS: Who When Status/Notes
9.1 Identify next steps for planning based on situation assessment process recommendations RTCA first draft, then project team together
May – June 2025 In Progress – recommendations included in document
9.2 Determine core team (and possibly other stakeholder) roles and responsibilities in Phase 2 planning
Project team May – June 2025 Informs scope of work in 9.3
9.3 Prepare scope of work for phase 2 contract NDOR with
project team and RTCA support
August - September 2025
In Progress
9.4 Summarize next steps (short term/long term) including those that may be outside scope of contract into working action plan
Project team with RTCA support
July - October
TBD if applicable
9.5 Contract for phase 2 NDOR leads –
Project Team supports
Fall-Winter 2025
OUTCOME: Group is prepared for next steps in process including contracting for planning support
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