Developing a Public Involvement Plan Why Develop a PI Plan? PI Plan Format Public Involvement Training Class – Presented by the Office of Environmental Services

Why Develop a PI Plan? Public Involvement Training Class – Presented by the Office of Environmental Services

"Failing to prepare is preparing to fail.” - Benjamin Franklin Public Involvement Training Class – Presented by the Office of Environmental Services

When is a PI Plan Needed?  Dependent on project type and complexity  Path 1, Path 2, and Non-Complex Path 3  Do not require a PI Plan  PI activities conducted as appropriate  Complex Path 3, and Path 4 and Path 5  PI Plan is required  Specific actions and deliverables Public Involvement Training Class – Presented by the Office of Environmental Services 4

PI Plan Objectives  Enable proactive and strategic PI planning  Provide direction on how to adequately inform stakeholders and the public  Identify opportunities for stakeholders and the public to be part of decision-making  Ensure PI is conducted in a manner that:  Meets regulatory requirements  Keeps the project on schedule  Is commensurate with a project’s type and complexity Public Involvement Training Class – Presented by the Office of Environmental Services 5

A Planning Tool  Developed prior to or as part of the “kick- off” meeting during the Planning Phase  Task-oriented and focuses on PI needs  Illustrates strategy on how to adequately engage stakeholders and the public  Not “just another document” needed to meet requirements… Public Involvement Training Class – Presented by the Office of Environmental Services 6

Developing a PI Plan  There is no cookie-cutter approach  Each project is different  Identify relevant project issues or goals  Is there existing public support or opposition?  Does controversy exist or is anticipated?  What information will stakeholders and the public want and need?  What role will stakeholders and the public have in decision‐making? Public Involvement Training Class – Presented by the Office of Environmental Services 7

Developing a PI Plan  Identify Stakeholders  Who are interested parties?  Whose support is needed? Who are the “movers” and “shakers”?  Identify appropriate means and methods to establish initial communication/outreach  Include underserved populations  What is the purpose of outreach?  Is input needed from those who would not otherwise be involved? Public Involvement Training Class – Presented by the Office of Environmental Services 8

Developing a PI Plan  Identify opportunities for stakeholders and the public to participate  Include methods and techniques to encourage involvement and input  Identify at what stages of the PDP input will be needed  Articulate when and how input is factored into decision-making  Identify appropriate PI activities Public Involvement Training Class – Presented by the Office of Environmental Services 9

PI Plan Format Public Involvement Training Class – Presented by the Office of Environmental Services

Project Overview  Brief Project Description  Purpose and Need Statement  Strategy Meetings  Designed for Project Management Team  For Complex Path 3 and higher projects  Goals and objectives developed  Updates and status reports given  PI Management Tasks  Goals and Objectives  Applicable Legal Requirements Public Involvement Training Class – Presented by the Office of Environmental Services 11

Project Management Team  Project Sponsor  ODOT and Consultant PM (if applicable)  Supporting District and Consultant Staff  Public Information Officer (PIO)  Support Staff  Essential ODOT Central Office Staff  Essential public officials, civic leaders, agency officials Public Involvement Training Class – Presented by the Office of Environmental Services 12

Stakeholders  Identify all interested parties  Via invitation  Via request to be a stakeholder  Define strategy to inform stakeholders and how information, ideas and opinions will be solicited and obtained Public Involvement Training Class – Presented by the Office of Environmental Services 13

Underserved Populations  Define outreach strategy  Detail how they will be identified, informed, and become involved  Define methods and means to solicit information, ideas, and opinions Public Involvement Training Class – Presented by the Office of Environmental Services 14

PI Outreach and Activities  Identify activities and define efforts to be undertaken during each phase of the PDP  Media outreach  Distribution of flyers, brochures, fact sheets, and/or newsletters  Dedicated project website  Social Media  Presentations, meetings, interviews, and/or surveys  Role of Project Management Team members as it relates to PI activities Public Involvement Training Class – Presented by the Office of Environmental Services 15

Project Timeline/Schedule  Detail when specific PI activities will take place in conjunction with project schedule and phases of the PDP  Determine the timing required to achieve the desired results  Determine what project level information is required for each PI activity Public Involvement Training Class – Presented by the Office of Environmental Services 16

Decision-Making Process  Identify at what phase of the PDP decisions are made  Define how decisions will be made  Define role and opportunities for stakeholders and the public  Clearly state if role is advisory only, contributory, or a mix of both Public Involvement Training Class – Presented by the Office of Environmental Services 17

Meeting Locations  Stakeholder Meetings  Public Meetings or Public Hearings  Identify locations that are accessible and that comply with Title VI requirements  ADA compliant  On or near transit corridors Public Involvement Training Class – Presented by the Office of Environmental Services 18

Implementation  Consider time needed to prepare the PI Plan and to strategize methods and approaches  Consider budgetary needs and resource allocation and availability  The PI Plan may need to be modified as the project progresses  Coordinated with OES for approval  Made available for review by stakeholders and the public  Can be posted to the project website 19 Public Involvement Training Class – Presented by the Office of Environmental Services