Survey tasks and completion

Each survey of each viewing zone must accomplish the following tasks:

1. Mark on the highway shoulder the limits of the proposed VRA and, if different, the limits of the area providing five (5) seconds of billboard visibility based on the posted speed limit (refer to MCL 252.311a(6) and table).

• These marks must be annotated with the letters "VRA" and "5-SEC" respectively and must not exceed two (2) square feet in size.
• Markings may only be placed on the paved shoulder.
• Do not place markings anywhere else, such as barrier walls, light posts, bridge structures, etc. 
• Do not place markings over other pavement markings. Refer to the Billboard Vegetation Management Guide.

2. Flag all trees proposed for removal or trimming that are one and a half (1½) inches in diameter or greater. Flag all shrubs proposed for removal or trimming that are ten (10) square feet in area or greater. Shrubs include individual shrubs, shrub clumps, and clumps of trees in which each individual tree is less than one and a half (1½) inches in diameter.

If the survey is being conducted for a BVM Permit to manage regrowth, flag ONLY vegetation that has regrown since being originally trimmed or removed under a previous BVM Permit that was issued within the last five (5) years (Refer to MCL 252.311a(4)).

A tree's diameter must be measured at the trunk using the following standards:

• A tree's trunk diameter is measured approximately four and a half (4½) feet above ground level, known as "diameter at breast height" or "DBH," if possible.
• If it is not possible to measure a tree's trunk diameter at DBH, or if the measurement taken at DBH is less than six (6) inches, then the tree's trunk diameter is measured by caliber six (6) inches above ground level. 
• Diameters of ten (10) inches or less must be measured to the nearest half (1/2) inch.
• Diameters greater than ten (10) inches must be measured to the nearest inch.

3. Vegetation must be flagged in the following manner:

• Flag all trees and shrubs proposed for removal with red plastic survey tape.
• Flag all trees and shrubs proposed for trimming with blue plastic survey tape.
• Each tree and shrub must be flagged conspicuously and identified with a unique number (flag number) clearly written on the survey tape.

4. All vegetation flagging must be performed under the supervision of the ISA-certified arborists specified in the Advanced Notice.  

Create a list of all trees and shrubs flagged for removal or trimming. The list must contain each plant's:

• Type (tree or shrub)
• Species
• Size (diameter or area)
• Flag number

The list must be sorted first by type, second by species, and third by size.  The list must be signed by the ISA-certified arborists specified in the Advanced Notice.

Create digital, high-resolution, color photographs of the billboard and VRA.

• To simulate the billboard's visibility to the traveling public, the photographer must take the first photograph from the limit of the VRA furthest from the billboard and another photograph every second of travel at the posted speed limit as the photographer moves towards the billboard (refer to the table).
• Photographs should be taken facing the billboard and as close to the main-traveled way as possible (refer to MCL 252.302(t)).
• The photographer must take a final photograph perpendicular to the billboard face and with the billboard's permit number completely legible.
• Photographs must be taken after the shoulder is marked and all vegetation is flagged. 
• The photographs should be stored in the JPEG (.JPG) file format with an individual file size under 3 megabytes (3 MB).

5.  Create a full-color, photographic, aerial map of the highway and viewing zone, marked with the following items:

• The billboard location
• The billboard permit number
• The limits of the proposed VRA
• The limits of the area providing five (5) seconds of billboard visibility based on the posted speed limit, if different than the proposed VRA
• A representation of each plant flagged for removal or trimming, identified with the plant's flag number and placed on the map in the same relative location as the plant's actual location in the viewing zone
• The name of the highway
• The pavement edge
• The highway right‑of‑way boundary
• The type of right‑of‑way
• The posted speed limit
• The location where each survey photograph was taken
• The location where the site will be accessed to perform the vegetation management
• A correctly oriented compass rose or north arrow 

Important: All documents must be marked with the relevant billboard permit number. MDOT may require an applicant to submit supplemental documentation, remark the site, or reflag the vegetation.

Note: Survey results are valid for one year from the date of the survey Completion Notice.

Survey completion

Once the survey is complete, the applicant must submit notification of the completion to the permit agent within seven (7) calendar days. 

• For a survey completed under an Individual Billboard Survey Permit, the applicant must submit a Completion Notice through CPS. 
• For a survey completed under an Annual Billboard Survey Permit, the applicant must send a Completion Notice by email to the permit staff identified on the Approved Advance Notice. 

A failure to submit a timely Completion Notice may prevent an applicant from obtaining an BVM Permit.