Public Involvement How to Plan and Conduct Effectively Presented by the Ohio Department of Transportation’s Office of Environmental Services

Why? Who Cares??  Public involvement (PI) matters to those that rely on and use transportation systems  Communities have a vested interest in shaping transportation decisions  Every project has the potential to impact quality of life and day-to-day activities  Effective PI enables proactive input and enhances the decision-making process Public Involvement Training Class – Presented by the Office of Environmental Services 2

Why it’s Important  Manages public expectations  Assures appropriate decisions are made  Helps identify and define specific transportation and community needs  Builds consensus via proactive participation  Develops partnerships Public Involvement Training Class – Presented by the Office of Environmental Services 3

Benefits of PI  Communication  Builds credibility, trust and transparency  Increases awareness  Early and continuous  Instills collaboration  Adds value  Required by law Public Involvement Training Class – Presented by the Office of Environmental Services 4

PI Laws and Regulations  National Environmental Policy Act (NEPA)  Section 102 [42 USC 4332]  Council on Environmental Quality (CEQ)  40 CFR and  Federal Highway Administration (FHWA)  23 CFR and  23 CFR  Ohio Revised Code (ORC)  Public Involvement Training Class – Presented by the Office of Environmental Services 5

FHWA Regulations  Planning and Project Development  Metropolitan and Statewide Planning 23 CFR and  Systems-level, corridor, or planning study  Long-range planning Public Involvement Training Class – Presented by the Office of Environmental Services 6

FHWA Regulations  Early coordination  23 CFR  States required to have an approved PI process pursuant to CEQ regulations  Early and continuous opportunities for agency and public participation during project planning and development  Reasonable public notice for all PI activities Public Involvement Training Class – Presented by the Office of Environmental Services 7

Ohio Revised Code  ORC  Provide the opportunity for the public to participate in project development  Adequate and reasonable public notice for all PI activities Public Involvement Training Class – Presented by the Office of Environmental Services 8

Class Objectives  Understand legal requirements  Understand how PI is integrated with ODOT’s Project Development Process (PDP)  Learn when and how to develop a PI Plan  Learn PI methods and techniques  Learn how to effectively engage the public and properly address concerns  Learn how to effectively plan and conduct public meetings and public hearings Public Involvement Training Class – Presented by the Office of Environmental Services 10

Introductions  Name  District/Position  PI experience Public Involvement Training Class – Presented by the Office of Environmental Services 11

ODOT’s Public Involvement Process PI and the Project Development Process Minimum PI Requirements Public Involvement Training Class – Presented by the Office of Environmental Services

A Phased Approach  Projects categorized as one of five paths  Each path advances through five phases  PI is “right-sized” within each phase to better support decision-making  Provides flexibility  Appropriate PI activities conducted Public Involvement Training Class – Presented by the Office of Environmental Services 13

Public Involvement Training Class – Presented by the Office of Environmental Services 14 ID Stake- holders PI continues to build from here Property owner /const. notification letters, One-on-one/ small group mtgs Web, , social media, etc City/ township meetings PI mgs One-on- one/small group meetings City/ township meetings Higher level of Web, , social media PI mtgs, etc. Specific PI mtgs/ hearings One-on- one/small group meetings City/ township meetings Higher level of Web, , social media Specific PI mtgs One-on- one/small group meetings City/ township meetings Higher level of Web, , social media Specific PI mtgs

PDP Project Paths

Public Involvement 16 Path 1Path 2Path 3Path 4Path 5 PI PlanNo As AppropriateYes PI Activities As Appropriate Yes (As appropriate for Non-Complex Projects) Yes Stakeholder Consultation As Appropriate Yes (As appropriate for Non-Complex Projects) Yes

Minimum Public Involvement Requirements  Minimum requirements are built-in to assure appropriate PI is conducted  Project-by-project  Not interpreted to mean that each project will only require the minimum  The PI approach is commensurate with a project’s type and complexity Unanticipated impacts and unusual circumstances may require elevated PI  Ensures legal requirements are met and decision-making is enhanced Public Involvement Training Class – Presented by the Office of Environmental Services 17

Minimum Public Involvement Requirements  Avoid oversimplifying and failing to anticipate the need for PI  Conversely, do not build more into the process than is reasonably needed or required  Be flexible, as it may become necessary to elevate the level of PI  Be proactive (not just reactive)  Consider and address community needs appropriately as a project progresses  See ODOT-OES’ PI Manual for more details Public Involvement Training Class – Presented by the Office of Environmental Services 18

Public Involvement 19 Path 1 projects are defined as “simple” transportation improvements generated by traditional maintenance and preventive maintenance. They may involve structure and roadway resurfacing. These projects have no ROW or utility impacts.

Minimum PI Requirements - Path 1 Projects Public Involvement for Statewide Transportation Improvement Plan (STIP) Once projects proposed, STIP document released for public review and comment May include meeting with local and regional stakeholders Extensive Public Involvement activities may be needed Based on input, project programmed and authorized for design activities to begin Public Involvement opportunities continue as project progresses through NEPA and PDP 20

Minimum PI Requirements – Path 1 Projects (Cont’d) List active projects on ODOT District website Provide contact information Public notifications Standard plan notes executed by contractor Construction schedule coordination Detours Road closures 21

Path 1 Considerations Internal consultation with specific ODOT offices Stakeholder consultation Maintenance of Traffic concerns Minor local controversy 22

Public Involvement 23 Path 2 projects are also simple projects that may be similar in work type to Path 1 projects. They involve non- complex structure and roadway work such as culvert rehabilitations/replacements, in kind bridge replacements, resurfacing, shoulder widening, signal installations and improvements (coordination) and possibly isolated intersection improvements, such as turn lane installations. These jobs can include minor ROW acquisition (strip takes, temporary easements, and or channel easements).

Minimum PI Requirements – Path 2 Projects Property Owner Notification Letters If impacted Use format provided in Public Involvement Manual (6.3.1) Stakeholder Consultation May include local officials, interest groups, organizations Public Notifications Standard plan notes executed by contractor 24

Path 2 Considerations Internal consultation with specific ODOT offices Stakeholder consultation Maintenance of Traffic concerns Minor local controversy Additional PI if needed Resource specific PI Section 106 Noise Aesthetic Design 25

Public Involvement 26 Path 3 projects involve a higher level of complexity than projects in Path 1/2. They involve moderate roadway and structure work and may include capacity additions. Some examples are minor realignments and/or reconstruction, corridor capacity improvements, additional through lanes, turn lane installations, interstate reconstruction and/or widening (typically median widening), auxiliary lane additions, interchange reconstruction or construction of a new interchange at an existing overpass/underpass. They can involve ROW acquisition including relocations.

Minimum PI Requirements – Path 3 Projects Property Owner Notification Letters If impacted Use format provided in Public Involvement Manual (6.3.1) Potential for increased contact with property owners Stakeholder Consultation May include local officials, interest groups, organizations Public Notifications May require Public Information Officer involvement May require project updates via , direct mailing, flyers, etc. 27

Minimum PI Requirements – Path 3 Projects (Cont’d) Press Releases Open House Public Meeting As appropriate Public review and comment period Includes consideration of and response to comments 28

Path 3 Considerations Complex Path 3 projects generally require Feasibility Study Stakeholder consultation occurs at completion of Feasibility Study Stakeholder consultation occurs at completion of Alternatives Analysis Review (AER) – if needed Stakeholder meetings may be held prior to presenting Feasible Alternatives to public Comments received are addressed as project continues through the Project Development Process 29

Public Involvement 30 Path 4 projects include roadway and structure work that add capacity and involve consideration of complex and competing interests. Path 4 projects may have multiple alignment alternatives. Projects include highway widening (typically not within the median) in suburban settings, new alignments in rural settings, or implementing corridor wide access management Path 5 projects have the highest complexity due to their urban setting and they typically add capacity.

Property Owner Notification Letters If impacted and as appropriate Include PI language (6.3.1) Increased contact and involvement with property owners Stakeholder Consultation High level of involvement May include developing an Advisory Committee, Steering Committee, etc. May involve multiple stakeholder meetings 31 Minimum PI Requirements – Path 4 & 5 Projects

Public Notifications PIO highly involved Greater emphasis on providing project updates via , direct mailings, flyers, newsletters, and surveys Use of social media more prominent Press Releases PIO involved to ensure contact with diverse media outlets More numerous and specific in nature Potential for increased media attention 32 Minimum PI Requirements – Path 4 & 5 Projects

Public Meetings Open House style or formal presentation strongly recommended Open mic strongly encouraged for higher level CEs Open mic REQUIRED for EAs and EISs Public review and comment period Includes consideration of and response to comments Public hearings are REQUIRED for Path 4 projects that are an EA or EIS 33 Minimum PI Requirements – Path 4 & 5 Projects

Stakeholders given opportunity to review Feasibility Study and Alternatives Evaluation Report (AER) Stakeholder consultation typically occurs after completion of Feasibility Study and AER 34 Path 4 & 5 Considerations

Summary –Required by law to give opportunity to comment and provide input Stakeholders, underserved populations, general public all equally important but consider each perspective Can result in better project –Begins in Planning Phase of PDP and continues throughout process –Level of PI is commensurate with scope and intensity of project Follow minimum requirements and adjust if necessary –If it’s not in the EnviroNet System = IT DIDN’T HAPPEN! Public Involvement Training Class – Presented by the Office of Environmental Services 35