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  Class expectations 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

PI and the PDP Public Involvement Training Class – Presented by the Office of Environmental Services

Project Manager Role  The DEC or District Environmental Staff may act in this role  Ensures the level of PI is commensurate with the project’s type and complexity  Ensures stakeholders and the public are informed appropriately of decisions made  Ensures appropriate opportunities to participate are given  Responsible for executing PI Plan Public Involvement Training Class – Presented by the Office of Environmental Services 14

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 15

PI During Planning Public Involvement Training Class – Presented by the Office of Environmental Services 16

What Do You Think?  What kind of PI occurs during the Planning Phase of ODOT’s PDP? Public Involvement Training Class – Presented by the Office of Environmental Services 17

What Do You Think?  The public is provided information on the need for a transportation project  High level planning and development  Technical information and analysis  Public input helps develop a Statewide Transportation Plan (STIP)  Planning organizations solicit input when developing Transportation Improvement Plans (TIPs) Public Involvement Training Class – Presented by the Office of Environmental Services 18

PI for STIP  Once projects are proposed, the document is released for public review and comment  May include meeting with local and regional stakeholders  Extensive PI activities may be needed  Based on input, a project is programmed and authorized for design activities to begin  PI opportunities continue as a project progresses through NEPA and the PDP Public Involvement Training Class – Presented by the Office of Environmental Services 19

What Do You Think?  What kind of PI occurs during the Preliminary Engineering (PE) Phase?  Starting to develop Feasible Alternatives, first level environmental, design and traffic studies…  May still be trying to define the project problems and rough solutions… Public Involvement Training Class – Presented by the Office of Environmental Services 20

PI During PE  Property owner notification letters, construction notification, etc.  One-on-one/small group meetings  WEB, , social media, etc.  Attendance at regular city/township meetings  Broad PI meetings, workshops, etc. Public Involvement Training Class – Presented by the Office of Environmental Services 21

What Do You Think?  What kind of PI occurs during the Environmental Engineering (EE) Phase?  We have Feasible Alternatives Maybe even a preferred  High level of design - Stage I/II  Now we have: Traffic and environmental data Public/stakeholder needs…  Schedule and budget known Public Involvement Training Class – Presented by the Office of Environmental Services 22

PI During EE  One-on-one/small group meetings  Attendance at regular city/township meetings  Higher level of WEB, , social media, etc.  Broad PI meetings, workshops, etc.  Specific PI meetings/hearings, etc. 23 Public Involvement Training Class – Presented by the Office of Environmental Services

What Do You Think?  What kind of PI occurs during the Final Engineering (FE) Phase?  We have a Preferred Alternative  Detail design is being completed  ROW is being bought  Bid documents are being prepared  Schedule and budget are finalized Public Involvement Training Class – Presented by the Office of Environmental Services 24

PI During FE/CO  One-on-one/small group mtgs.  Attendance at regular city/township meetings  Higher level of WEB, , social media, etc.,  Specific PI meetings 25 Public Involvement Training Class – Presented by the Office of Environmental Services

Minimum PI Requirements Public Involvement Training Class – Presented by the Office of Environmental Services

Level of PI  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 Anticipated 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 27

Level of PI  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 Public Involvement Training Class – Presented by the Office of Environmental Services 28

Path 1  Traditional maintenance type actions  No right-of-way (ROW) or utility impacts  Include PI conducted per the STIP process  List active projects on district website  Provide contact information  Public Notifications  Standard plan notes executed by the contractor (e.g. construction schedule coordination, detours, roadway closures) Public Involvement Training Class – Presented by the Office of Environmental Services 29

Path 1 Considerations  Internal consultation with specific ODOT divisions may be needed  Consultation may be requested by or needed with local officials or stakeholders  Maintenance of traffic concerns  Minor local controversy  Circumstances may warrant additional PI  Property Owner Notification Letters  Resource Specific PI Public Involvement Training Class – Presented by the Office of Environmental Services 30

Path 2  Involve minor ROW acquisitions  Culvert and bridge replacements  Addition of turn lanes and shoulders  Property Owner Notification Letters  If impacted by the project Access restrictions, ROW acquisition  Counts as a PI activity Not just right-of-entry notification  Stakeholder Consultation  Public Notifications Public Involvement Training Class – Presented by the Office of Environmental Services 31

Path 2 Considerations  Consultation with specific ODOT offices may be needed  Consultation may be requested by or needed with local stakeholders  Maintenance of traffic concerns  Minor local controversy  Circumstances may warrant additional PI  Resource Specific PI Section 106, Noise, or Aesthetic Design Public Involvement Training Class – Presented by the Office of Environmental Services 32

Path 3  Involve a higher level of complexity  ROW acquisition/minor utility impacts  Can be Non-Complex or Complex, depending on the range of technical issues and impacts  Property Owner Notification Letters  If impacted by the project  Counts as a PI activity  Potential exists for increased contact with property owners Public Involvement Training Class – Presented by the Office of Environmental Services 33

Path 3  Stakeholder Consultation  As appropriate  Press Release  Public Notifications  May require a higher level of District PIO involvement than for a Path 1 or Path 2  May include project updates via list, direct mailings, fliers, as appropriate  Public Meeting, as appropriate Public Involvement Training Class – Presented by the Office of Environmental Services 34

Path 3 Considerations  Complex Path 3 projects generally require preparation of a Feasibility Study  Stakeholder consultation occurs at the completion of the Feasibility Study  Stakeholder consultation occurs at the completion of an AER (if needed)  Stakeholder meetings may be held prior to presenting Feasible Alternatives to the public  Comments received are addressed as the project continues through the PDP Public Involvement Training Class – Presented by the Office of Environmental Services 35

Path 4/5  Involve complex roadway/structure work  May add capacity  May involve substantial utility and ROW impacts or relocations  Typically involve multiple alternatives  Property Owner Notification Letters  If impacted or as appropriate  Counts as a PI activity  Increased contact with property owners Public Involvement Training Class – Presented by the Office of Environmental Services 36

Path 4/5  Stakeholder Consultation  More involvement than Path 2 or Path 3  Press Release  More numerous and specific in nature  Potential for local media attention  Public Notifications  Greater emphasis on providing project updates via list, direct mailings, fliers, newsletters, surveys, etc.  Use of social media more prominent Public Involvement Training Class – Presented by the Office of Environmental Services 37

Path 4/5  Public Meetings  Open House or Formal meeting format recommended  Open mic strongly encouraged for higher level CEs; required for EAs and EISs  Public Hearings are required for Path 4/5 projects that are an EA or EIS Public Involvement Training Class – Presented by the Office of Environmental Services 38

Path 4/5 Considerations  Stakeholders are given an opportunity to review Feasibility Studies and Alternative Evaluation Reports (AERs)  Stakeholder consultation typically occurs after completion of the Feasibility Study and the AER Public Involvement Training Class – Presented by the Office of Environmental Services 39

Summary  District Environmental Staff, the PM and the Project Management Team ensure the appropriate level of PI is conducted  The level of PI is commensurate with a project’s type and complexity  Anticipated impacts and unusual circumstances may require elevated PI Public Involvement Training Class – Presented by the Office of Environmental Services 40