The California Transportation Commission (CTC) plays a pivotal role in the advancement of transportation infrastructure across the state. Charged with programming and allocating funds for crucial highway, passenger rail, and transit projects, the CTC’s decisions significantly shape California’s transportation landscape. Established in 1977, the commission ensures that taxpayer dollars are strategically invested in projects that enhance mobility and accessibility for Californians. This article serves as a comprehensive guide for understanding the CTC’s environmental review process, focusing specifically on the submission of environmental documents necessary for project approval.
Understanding the California Transportation Commission (CTC) and its Mandate
As a key state agency, the California Transportation Commission is entrusted with the financial stewardship of California’s transportation development. Its primary function is to allocate funding for a wide array of transportation projects, ensuring that resources are directed towards initiatives that improve the state’s transportation network. The CTC’s influence extends across highways, railways, and public transit systems, making it a central figure in California’s infrastructure planning and execution.
The CTC’s mandate is rooted in Chapter 1106 of the Statutes of 1977, reinforcing its responsibility for strategic investment in transportation infrastructure. Prior to allocating funds, the CTC meticulously reviews project proposals, emphasizing environmental considerations as mandated by the California Public Resources Code (PRC) Section 21102. This section stipulates that projects with potential significant environmental impacts, beyond mere feasibility or planning studies, must undergo thorough environmental review before funding can be approved. The submission of a final environmental document and a formal resolution from the CTC to consider the project are prerequisites for securing funding, route adoptions, or public road connections.
CTC’s Role as a Responsible Agency Under CEQA
The California Environmental Quality Act (CEQA) defines a “responsible agency” as an entity, other than the lead agency, that holds legal responsibility for approving or carrying out a project. Given its discretionary authority over the funding and programming of Caltrans projects, the California Transportation Commission is designated as a responsible agency under CEQA. This designation necessitates the CTC’s active participation in the CEQA process.
As a responsible agency, the CTC’s role involves a thorough review of the lead agency’s CEQA documentation. This review informs the CTC’s subsequent decisions regarding project funding and approval. PRC § 21002.1(d) clarifies that a responsible agency’s environmental review is specifically focused on the impacts stemming from the project activities that it is legally required to approve or carry out. Following its review, the CTC issues its own findings and a notice of determination for the project, solidifying its independent assessment and decision-making role within the CEQA framework.
The coordination and submission of environmental documentation to the CTC are the responsibilities of the CEQA lead agency. The lead agency, as defined by CEQA, is the public body with primary oversight for a project that may have significant environmental effects. For projects within the State Highway System, cooperative agreements delineate the roles and responsibilities of various partners involved in project development. These agreements ensure a structured and collaborative approach to navigating the environmental review process and securing CTC approvals.
Project Types Triggering Environmental Document Submittal to the CTC
The California Transportation Commission requires environmental document submissions for all projects requiring CTC action, regardless of budget or scope. This inclusive approach ensures environmental accountability even for smaller-scale projects, such as Minor A Projects, provided an environmental document has been prepared. As a responsible agency under CEQA, the CTC must also review any addenda, subsequent, supplemental, or new environmental documents related to previously approved projects before making further decisions on those projects.
Environmental documents are mandatory for projects that necessitate any of the following actions from the California Transportation Commission:
- CTC Vote to Approve Funds: Any project seeking financial allocation from the CTC must undergo environmental review and document submission.
- CTC Vote to Approve a New Public Road Connection: Projects involving the creation of new public road connections require CTC approval and environmental documentation.
- CTC Vote to Approve a Route Adoption: Proposals for new route adoptions under the state highway system are subject to CTC review and environmental document submission.
- CTC Vote to Approve Resolutions of Necessity: Projects requiring Resolutions of Necessity from the CTC must also include comprehensive environmental documentation.
Types of Environmental Documents Submitted to the CTC
To ensure comprehensive environmental review, the California Transportation Commission requires specific environmental documents for project evaluation. These documents provide detailed analysis and assessment of potential environmental impacts, guiding the CTC’s decision-making process.
Environmental Documents Required for CTC Submission:
- “Final” Initial Study with Negative Declaration (ND) or Mitigated Negative Declaration (MND): These documents conclude that a project will not have significant environmental impacts (ND) or that impacts can be mitigated to a less than significant level (MND). The “final” designation indicates that the document is ready for CTC review and decision.
- Notice of Preparation (NOP) for an Environmental Impact Report (EIR): An NOP is the initial step in the EIR process, signaling that an EIR will be prepared due to potential significant environmental impacts. Submission of the NOP informs the CTC early in the EIR process.
- Draft Environmental Impact Report (DEIR): The DEIR presents the initial findings of the environmental impact assessment, outlining potential impacts and proposed mitigation measures. Submitting the DEIR allows the CTC to review the draft analysis.
- Final Environmental Impact Report (FEIR): The FEIR incorporates public comments and revisions to the DEIR, representing the comprehensive and finalized environmental impact analysis. The FEIR is a critical document for CTC’s funding and approval decisions.
- Addendum for ND, MND, and EIR: Addenda are used to document minor changes or clarifications to previously approved environmental documents without requiring recirculation. Submission of addenda keeps the CTC informed of project modifications.
- Supplemental EIR: A Supplemental EIR is prepared when significant new information emerges after the FEIR certification, necessitating further environmental analysis. Submitting a Supplemental EIR ensures the CTC has updated information for its decisions.
- Subsequent ND, MND, EIR: These documents are prepared when substantial changes occur to a project after initial environmental clearance, requiring a new environmental review process. Submission of Subsequent NDs, MNDs, or EIRs ensures CTC review of environmental impacts from project modifications.
Environmental Documents Not Required for CTC Submission:
- CEQA Exemptions (Categorical, Common Sense, and Statutory): Projects that qualify for CEQA exemptions are deemed to have minimal or no environmental impact and do not require CTC submission of exemption documentation.
- “Draft” IS with proposed ND or MND: Preliminary drafts of Initial Studies and proposed Negative or Mitigated Negative Declarations are not submitted to the CTC. Only the “final” versions are required.
- National Environmental Policy Act (NEPA) documents: NEPA documents, when prepared separately from CEQA documents, are not required for CTC submission. The CTC, as a state agency, does not have jurisdiction over NEPA-related matters.
Submittal Instructions for Environmental Documents to the CTC
In 2020, the California Transportation Commission transitioned to a permanent electronic filing system for environmental document submissions. This streamlined process enhances efficiency and accessibility. All submissions to the CTC Liaison must now be made electronically.
The following documents are required for electronic submission to the CTC:
- 1 Transmittal Memo: This memo is crucial for providing context and project-specific information to the CTC. The required contents vary depending on the type of environmental document being submitted (see “Required Transmittal Memo Contents” section below for details).
- 1 Signed Copy of the Environmental Document: A signed copy of the ND, MND, NOP, DEIR, FEIR, Addendum, Supplemental EIR, or Subsequent Environmental Document, certifying its official status.
- For Final Documents, 1 Signed Project Report or Supplemental Project Report (if applicable): Provides detailed project information and is required for final environmental documents.
- 1 ADA Compliant Copy of FEIR Findings: Ensures accessibility for all stakeholders, especially for Final Environmental Impact Reports.
- 1 ADA Compliant Copy of FEIR Statement of Overriding Considerations (SOC) if prepared for project: If an SOC is part of the FEIR (not always required), an ADA compliant version is needed.
- 1 Copy of the Notice of Determination (NOD): The NOD formally documents the lead agency’s decision on the project and its environmental findings.
- If filing an Addendum, Supplemental, or Subsequent Environmental Document, 1 copy of the original NOD: Provides historical context and links the new document to the original project approval. Note that a new NOD should not be filed for an addendum.
- 1 ADA Compliant Location Style Map: A map in Word format, adhering to ADA compliance standards, visually representing the project location. Key specifications include:
- The map title must match the environmental document title.
- Beginning and ending postmiles (or other relevant identifiers) must clearly indicate the project location, especially for linear projects.
- Dimensions: 8.5 x 11 inches, black and white.
- Format: Word document with Alt Text for the map image to ensure accessibility.
- 1 PDF copy of the mitigation and monitoring summary or Environmental Commitments Record (ECR) in the MND or EIR: Details the measures to mitigate environmental impacts and ensure compliance. If not included as an appendix in the MND or EIR, it must be submitted separately. Staff contact information should be removed from ECRs before submission.
When submitting documents electronically, the email subject line should include the following information for clear identification:
- District, county, route, post mile, and EA of the project.
- The document type being submitted (ND, MND, NOP, DEIR, FEIR, Addendum, Supplemental, or Subsequent Environmental Document).
- Reason for the submittal (Future Consideration of Funding, Route Adoption, etc.).
Example Subject Line: 03-SAC-99-PM 7.8/10.2, 00000, DEIR, Future Consideration of Funding
Electronic Submission Methods:
The CTC accepts electronic submissions through several methods to accommodate different user preferences and technical capabilities:
- Email Package: Submit all documents in a single email to the CTC Liaison. Avoid splitting large PDF documents across multiple emails.
- FILR (FileLocker): For users with FILR access, this platform offers a secure way to share documents. New users may need to request X drive access from IT.
- FTP Site or Dropbox: File Transfer Protocol (FTP) sites or Dropbox can be used for larger submissions. Ensure the CTC Liaison receives password and access details.
- Super Container (Last Resort): Use of the super container should be considered as a final option if other methods are unavailable.
For detailed guidance on electronic submittal procedures or any questions, contact the CTC Liaison directly (contact information provided below).
These guidelines are specifically for projects where Caltrans is the CEQA lead agency. For projects where Caltrans is not the lead agency, the CEQA lead agency should contact the CTC directly for submission instructions. Additional guidance can be found on the CTC website.
2025 Environmental Document Submittal Schedule for CTC Meetings
Adhering to the CTC’s submittal schedule is crucial for ensuring timely project review and consideration at CTC meetings. The following table outlines the deadlines for submitting completed environmental document packages to the CTC Liaison for the 2025 meeting dates:
| 2025 CTC Meeting Date | Completed Submittal Package Due Date |
|---|---|
| December 5-6, 2024 | Wednesday, October 23, 2024 |
| January 30-31, 2025 | Wednesday, December 11, 2024 |
| March 20-21, 2025 | Wednesday, February 5, 2025 |
| May 15-16, 2025 | Wednesday, April 2, 2025 |
| June 26-27, 2025 | Wednesday, May 14, 2025 |
| August 14-15, 2025 | Wednesday, July 2, 2025 |
| October 16-17, 2025 | Wednesday, September 3, 2025 |
| December 4-5, 2025 | Wednesday, October 22, 2025 |
Meeting these deadlines is essential for project consideration at the intended CTC meeting. Late submissions may result in delays in project review and funding allocation.
Required Transmittal Memo Contents
The transmittal memo is a critical component of the submittal package, providing essential project details to the California Transportation Commission. The specific information required in the memo varies based on the type of environmental document being submitted.
Transmittal Memo Contents for “Final” IS with signed ND/MND:
- Project Identification: County/Route/Postmile descriptor(s), and Project Number(s) for clear project referencing.
- Project Funding Information:
- Funding status: Whether the project is fully funded, partially funded, or funded through a specific phase (e.g., PS&E).
- Funding source(s): Identify all funding sources (e.g., IIP, RIP, SHOPP, TCRP, Measure funds).
- Estimated dollar amount from each funding source.
- Total estimated project cost.
- Programming year (e.g., 2022 SHOPP).
- Estimated year to begin construction (e.g., FY 2024-2025).
- Details of any unusual funding aspects (e.g., grandfathered funds, phased funding and construction).
- Legal Challenges: Disclosure of any known legal challenges related to the project.
- Requested CTC Actions: Clearly state the future actions requested from the CTC:
- Vote of funds.
- Vote to approve a Route Adoption.
- Vote to approve New Public Road Connection.
Transmittal Memo Contents for Notice of Preparation (NOP):
- Project Identification: County/Route/Postmile descriptor(s), and Project Number(s).
- Project Funding Information: Provide the same funding details as required for ND/MND submittals (see above).
- EIR Rationale: A brief explanation of why an EIR is being prepared instead of an ND or MND, justifying the need for a more comprehensive environmental analysis.
- Alternatives Considered: A bulleted list of project alternatives under consideration, with brief descriptions of each and how they differ.
- Potentially Significant Environmental Effects: A bulleted list outlining the potential significant environmental impacts anticipated from the project.
- Proposed Measures to Minimize Harm: A bulleted list of proposed measures to mitigate or minimize the identified potential environmental impacts.
Transmittal Memo Contents for Draft EIR (DEIR):
The transmittal memo for a Draft EIR requires the same information as the memo for a Notice of Preparation (NOP), including project identification, funding details, EIR rationale, alternatives considered, potential significant effects, and proposed mitigation measures.
Transmittal Memo Contents for Final EIR (FEIR):
- Project Identification: County/Route/Postmile descriptor(s), and Project Number(s).
- Project Funding Information: Include the same comprehensive funding details as required for previous document types.
- Legal Challenges: Disclose any known legal challenges associated with the project.
- EIR Rationale: Briefly explain why an EIR was prepared instead of an ND or MND.
- Requested CTC Actions: Clearly state the future actions requested from the CTC:
- Vote of funds.
- Vote to approve a Route Adoption.
- Vote to approve New Public Road Connection.
Transmittal Memo Contents for Addendums:
For addendum submissions, timely filing is crucial to avoid project delays.
- Project Identification: County/Route/Postmile descriptor(s), and Project Number(s).
- Project Funding Information: Include the standard project funding details.
- CTC Approval Details for Original Document: Provide the date (month and year) of the CTC meeting where the original environmental document was approved, and the corresponding e-resolution number for reference.
- Addendum Rationale: Briefly explain the reason for preparing the addendum, outlining the changes or new information necessitating the addendum.
Transmittal Memo Contents for Supplemental, Subsequent, or New Environmental Documents:
When submitting Supplemental, Subsequent, or New Environmental Documents, follow the same transmittal memo procedures as for original environmental documents. Crucially, include both the original Notice of Determination (NOD) and the new NOD to provide a complete project history and context for the updated environmental review.
Contacts for CTC Submittals
For all environmental document submissions and related inquiries, please contact the CTC Liaison:
Encanta Engleby
Phone: (916) 208-9475
By adhering to these guidelines and maintaining clear communication with the CTC Liaison, project proponents can ensure a smooth and efficient environmental document submittal process, facilitating timely review and approval from the California Transportation Commission.
