Public Meetings Preparation Type of Meetings Responding to Comments Public Involvement Training Class – Presented by the Office of Environmental Services

Preparation Public Involvement Training Class – Presented by the Office of Environmental Services

When? Why?  Depending on the type of project, can take place during any phase of the PDP  May be needed in later phases  Formally introduces a project  Presents feasible alternatives or a preferred alternative  Details project impacts  Participation enhances decision-making Public Involvement Training Class – Presented by the Office of Environmental Services 3

Purpose  Provide project information  Receive input and engage in dialogue  Illustrate how decisions were made  Build consensus  Consider modifications and/or other alternatives needed  Focused interaction between the Project Management Team and the public Public Involvement Training Class – Presented by the Office of Environmental Services 4

Strategy Meetings  Project Management Team tool  Implemented on higher level projects  Complex Path 3 and Path 4 and Path 5  Instituted during the Planning Phase and continued throughout a project’s life  Helps reduce miscommunication and ensures all aspects of PI are covered  Provides direction in developing format, materials, and agenda Public Involvement Training Class – Presented by the Office of Environmental Services 5

Strategy Meetings  Review and evaluate the PI Plan, as needed  Select appropriate notification methods  Develop EJ outreach strategy  Ensure compliance with Title VI  Select appropriate meeting format  Identify location and type of venue  Assign roles and responsibilities  Determine displays, exhibits, handouts, and other materials needed Public Involvement Training Class – Presented by the Office of Environmental Services 6

Plan Accordingly  Most ODOT projects do not require a public meeting  Still must ensure PI is comprehensive  PI activities vary depending on a project’s scope and complexity  Know the needs of the anticipated audience  Depending on the type of project, 12 weeks of effective planning may be required Public Involvement Training Class – Presented by the Office of Environmental Services 7

Advance Preparation  Scout out the meeting facility and reserve about 3 months in advance  May need to reserve early based on venue popularity  Prepare and/or refine mailing list  Finalize legal notices, determine newspaper contacts and advertising deadlines  Finalize meeting agenda and exhibits  Prepare a media kit Public Involvement Training Class – Presented by the Office of Environmental Services 8

Be Ready  Organize and plan in advance  Perform a dry run, if practical  Anticipate possible scenarios  Appropriate layout  Sign in at the entrance and then naturally “flow” through the exhibits  Comment table near the entrance/exit  Tell the project story Public Involvement Training Class – Presented by the Office of Environmental Services 9

Adequate Notice  Appropriate advertising and notification  Formulate strategy about 12 weeks out  Information about the meeting must be provided at least 2 weeks in advance  Include time, date, location, purpose, etc.  Do not assume print material is all you need  Reach out using all appropriate means  Include appropriate graphics/illustrations Public Involvement Training Class – Presented by the Office of Environmental Services 10

Day of the Event  Dress appropriately  Know the area and your audience  Suits may intimidate  Jeans/polo may be too relaxed  Business casual typically works best  Arrive early  Have a staff briefing prior to starting  Be flexible, but execute the plan Public Involvement Training Class – Presented by the Office of Environmental Services 11

Type of Meetings Public Involvement Training Class – Presented by the Office of Environmental Services

Focus Groups  Typically for Path 4 and Path 5 projects  May be appropriate on Complex Path 3  Held during the Planning Phase  Does not replace stakeholder meetings  Solicit specific input from select stakeholders and residents  Several focus groups may be needed Public Involvement Training Class – Presented by the Office of Environmental Services 13

Focus Groups  Small group (15-20 people)  Gauges public opinion based on community values, needs, expectations, and concerns  Focus on three to five main topics  Interactive  Major points identified  Minimal presentation of project plans  Led by a professional facilitator Public Involvement Training Class – Presented by the Office of Environmental Services 14

Workshops  Path 4 and Path 5 projects  Involves numerous and complex issues  Can be held during any phase of the PDP  Does not replace stakeholder meetings  To gain opinions and perspectives  Useful for resolving issues or impasses between groups Public Involvement Training Class – Presented by the Office of Environmental Services 15

Workshops  Wide range of stakeholders invited  May include neighborhood groups, residents, and other interested parties  Facilitated by the Project Management Team and one or more PI SMEs  Half-day or day-long  Held in public or neutral sites  Can involve small group break-out sessions  Tables to encourage small group discussion Public Involvement Training Class – Presented by the Office of Environmental Services 16

Project Task Force  Large and complex Path 5 projects  Held during any phase  Does not replace stakeholder meetings  Resolve specific conflicts, improve relations, develop solutions, and build consensus  More than one task force may be needed Public Involvement Training Class – Presented by the Office of Environmental Services 17

Project Task Force  Involves particular stakeholders  Facilitated by the Project Management Team and one or more PI SMEs  May involve several meetings  Half-day, day-long, or multiple day events  Held at neutral sites  Formal, with a specific agenda Public Involvement Training Class – Presented by the Office of Environmental Services 18

Open House Public Meeting  Path 1, Path 2, and Non-Complex Path 3  Not required  Appropriate if unusual circumstances or controversy exist  As appropriate for Complex Path 3  Required on Path 4 and Path 5  Can be in addition to other forms of public meetings Public Involvement Training Class – Presented by the Office of Environmental Services 19

Open House Public Meeting  Casual, low-key environment  No formal agenda  Can be held over several hours to maximize attendance  Presentation and Q&A, as appropriate  Attendees review materials and displays at their own pace  Project Management Team available to answer questions and discuss concerns  Encourage proactive dialogue Public Involvement Training Class – Presented by the Office of Environmental Services 20

Formal Public Meeting  Complex Path 3 and Path 4 and Path 5  Can be held over several hours to maximize public attendance  Typically held for projects with multiple impacts that affect a wider audience  Assist in managing and reducing opposition, controversy, and misinformation  Strong public reaction anticipated Public Involvement Training Class – Presented by the Office of Environmental Services 21

Formal Public Meeting  More structured and focused  Formal “timed” agenda  Typically lasts 2 hours or less  Attendees review materials and displays during first half  Formal presentation, followed by Open Mic during second half  Opportunity to comment in front of peers Public Involvement Training Class – Presented by the Office of Environmental Services 22

Formal Public Meeting  Open Mic  Strongly encouraged for higher level projects  Required for EA/EIS projects  Rules and guidelines can be: Included in meeting notifications At welcome table when attendees register Posted around the meeting room  Questions can be answered as part of open mic or deferred to a written response  Indicate how/when responses will be provided prior to meeting Public Involvement Training Class – Presented by the Office of Environmental Services 23

Public Hearing  Formal proceeding in compliance with the National Environmental Policy Act (NEPA)  Required for projects that have:  Significant ROW acquisition  Substantial changes to the layout or function of the facility being improved  Substantial adverse property impacts  Significant social, economic, and environmental impacts  FHWA can determine that a hearing is in the public interest Public Involvement Training Class – Presented by the Office of Environmental Services 24

Public Hearing  In Ohio, held for all EA and EIS projects  Conducted prior to a decision-making point  Specific timeframes and requirements for:  Advertising  Public notices  Submittal of written comments  Official court stenographer/recorder and transcription of testimony is required  Held at the end of the NEPA process Public Involvement Training Class – Presented by the Office of Environmental Services 25

Public Hearing  Public has an opportunity to provide comments and have them addressed  All verbal and written comments received, presentation materials, exhibits, displays, and handouts are part of the official project record Public Involvement Training Class – Presented by the Office of Environmental Services 26

Meeting Tips  Account for all accommodation needs  Enthusiastic and knowledgeable staff  Everyone is on the same page  Assign a “look-out” for VIP’s  Have a media kit available  Provide equal and fair time for open mic  Follow up on questions you can’t answer  “I do not know” or “I need to look into that” is not a bad response Public Involvement Training Class – Presented by the Office of Environmental Services 27

Responding to Comments Public Involvement Training Class – Presented by the Office of Environmental Services

Why?  Required by law  Shows we value concerns and opinions  Take the time to respond appropriately  It’s the right thing to do!  What if the project was in your backyard? Public Involvement Training Class – Presented by the Office of Environmental Services 29

Receiving Comments  The most common way for the public to provide ideas, arguments, or opposition  They can come in any form…   Letters  Verbal (over phone or in-person)  Fax  Comment Forms  Social Media Public Involvement Training Class – Presented by the Office of Environmental Services 30

Four Types  General  Supports or opposes a project  Typically not substantiated with facts  Procedural  Related to decision-making process, NEPA procedures or PI process  Project Specific  Related to project needs, information request, project data, etc.  Non-project specific comments  Corruption, waste of taxpayer dollars Public Involvement Training Class – Presented by the Office of Environmental Services 31

Acknowledgement  Respond within 15 calendar days  Explain if analysis/research is needed  Provide an approximate response time  The public is usually willing to wait as long as their comment is being considered  If longer than anticipated, let them know Thank them for their patience Explain circumstances If you have partial info, share it Public Involvement Training Class – Presented by the Office of Environmental Services 32

Acknowledgement  Provide a complete answer to all issues  Provide an explanation of any research or analysis used to answer the question  Indicate how the individual can continue to be involved in the decision making process  Indicate next steps Public Involvement Training Class – Presented by the Office of Environmental Services 33

Documentation  It didn’t happen if you don’t have a record!  Summarize comments into themes or interest areas  Include how the issues were addressed or how the project changed as a result  Information needs to be shared with public in newsletters, NEPA documents, etc. Public Involvement Training Class – Presented by the Office of Environmental Services 34

Documentation  Public Meeting Report  Chronological or Categorized Document by date received Document by type of comment  Assign a tracking number Especially helpful for large, complex, and controversial projects  Summary Report  Includes number of comments received and a brief synopsis of key issues raised, along with responses provided Public Involvement Training Class – Presented by the Office of Environmental Services 35

Documentation  Compilation of Comments  For public viewing  Illustrates comments received and corresponding response  Distribution can occur in a newsletter, , posted on dedicated project website, or other appropriate means Public Involvement Training Class – Presented by the Office of Environmental Services 36

Exercise #3  Modify/Complete PI Plan  What communication methods are needed?  What type of meetings are needed? Public Involvement Training Class – Presented by the Office of Environmental Services 37