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

Definition  Has a “stake” or vested interest in a project  Can vary from project to project  May be directly impacted Public Involvement Training Class – Presented by the Office of Environmental Services 2

Why Are They Needed?  An asset to ODOT  Help identify/define issues and concerns  Typically consulted prior to introducing the project to the general public  Essential to consensus building  Help define community goals and desires Public Involvement Training Class – Presented by the Office of Environmental Services 3

When Are They Identified?  At the onset of project planning and development  Project Initiation Package (PIP)  Determine role and level of involvement  If a PI Plan is not required, consultation with stakeholders may occur, as appropriate Public Involvement Training Class – Presented by the Office of Environmental Services 4

Questions to Consider  Whose involvement is needed and why?  What groups or organizations may have an interest in the project?  Who can influence public opinion? Public Involvement Training Class – Presented by the Office of Environmental Services 5

Engaging Stakeholders

Consultation is Key  Early and sustained involvement can lessen delays and enhance decision-making  Develops a diverse community network  Can help reduce or resolve controversy  Ensure project expectations are met  Enables individuals knowledgeable about the community to provide meaningful input  Help define Purpose & Need  Help define community vision, goals, and needs Public Involvement Training Class – Presented by the Office of Environmental Services 7

PI Plan  Define roles  Depending on a project’s type and complexity, stakeholders may be part of a: Study and Recommendation Team Advisory Team Decision-Making Team  Define stakeholder meeting rules  Standard operating procedures for conducting and facilitating meetings  Develop communication protocols Public Involvement Training Class – Presented by the Office of Environmental Services 8

Paths 1 and 2 Non-Complex Path 3  As appropriate  May occur if concerns arise surrounding road closures and detours  May involve correspondence, conference call, or one-on-one meetings Public Involvement Training Class – Presented by the Office of Environmental Services 9

Complex Path 3 Paths 4/5  Higher level of involvement may be needed based on context and intensity  Involved during each phase of the PDP as alternatives are developed  May not participate or may not be needed until later phases of the PDP Public Involvement Training Class – Presented by the Office of Environmental Services 10

Underserved Populations Environmental Justice Title VI Strategic Engagement

Legal Requirements  Executive Order  Identity and address disproportionately high and adverse effects upon minority and low- income populations  FHWA Order A  Defines disproportionately high and adverse  Civil Rights Act of 1964  American with Disabilities Act (ADA)  Executive Order  Limited English Proficiency Public Involvement Training Class – Presented by the Office of Environmental Services 12

Diversity Counts “Be inclusive…when you bring more heads together, you get more answers.” Cindy Kent - Sun Sentinel  Engage traditionally underserved populations  Minorities  Low-income  Older adults  Individuals with disabilities  Non‐English speaking residents  Ethnic groups Public Involvement Training Class – Presented by the Office of Environmental Services 13

Equal Treatment  Identify early in the process  Lack of involvement commonly leads to exclusion and not being informed  Every segment of the population is essential to project planning and development  Enhances decision-making  Unique and innovative methods may be needed to reach out to diverse populations  Full and fair participation in the decision-making process must be given Public Involvement Training Class – Presented by the Office of Environmental Services 14

Strategic Engagement

Purpose  Encourage and provide opportunities to participate in the decision-making process  Enable alternate viewpoints, opinions, perspectives, and ideas to be heard  Address community needs  Provide adequate access to project information  Comply with existing laws and regulations Public Involvement Training Class – Presented by the Office of Environmental Services 16

Be Proactive  Convey information and solicit input  Be a partner in the community  Integrate cultural, social, and economic needs  Identify issues not previously known  Identify potential controversies and issues  Identify opportunities to mitigate impacts  Develop viable transportation solutions that address community needs 17 Public Involvement Training Class – Presented by the Office of Environmental Services

Recognize Status Quo  Traditional PI participants are often:  Middle to Upper Class residents  Mainstream community leaders  Prominent business leaders  Well-educated  Dual income families  Homeowners 18 Public Involvement Training Class – Presented by the Office of Environmental Services

Customary Methods  Conduct public meetings on weeknights between 6:00 pm and 8:00 pm  Conduct public meetings at locations convenient for non-transit users  Public notifications in mainstream media  Utilize internet and social media tools as the primary means of communication 19 Public Involvement Training Class – Presented by the Office of Environmental Services

Failure to Connect  Customary methods can be ineffective due to:  Reliance on schedule-oriented transit or other modes of transportation  Language barriers  Lack reading or writing proficiency  Lack internet access  Lack access to news or print media  Prefer morning or afternoon meetings  Work late night shifts Public Involvement Training Class – Presented by the Office of Environmental Services 20

Connect with Everyone! Public Involvement Training Class – Presented by the Office of Environmental Services 21

Gain Stakeholder Input  Certain stakeholders may have knowledge about or are connected with and/or represent underserved populations  Local officials and civic leaders  Social Service providers  Churches and religious organizations  Senior Centers  Assisted Living Communities  Transportation Carriers 22 Public Involvement Training Class – Presented by the Office of Environmental Services

Specialized Meetings  Advisory Committee  Advisory Group  Steering Committee  Local community meetings  Workshops  Focus Groups  Task Force 23 Public Involvement Training Class – Presented by the Office of Environmental Services

Low Level Project Outreach  Path 1, Path 2, and Non-Complex Path 3  Property Owner Notification Letters  Post notifications and information at Libraries Parks Community Centers Social service providers Churches Schools Public Involvement Training Class – Presented by the Office of Environmental Services 24

Low Level Project Outreach  Community newspapers and publications  Translate materials into non-English languages  As appropriate  Neighborhood canvassing  Community leaders present  Face-to-face meetings  Community leaders present Public Involvement Training Class – Presented by the Office of Environmental Services 25

High Level Project Outreach  Interact with stakeholders  Translate materials into non-English languages  Place notifications and advertisements in neighborhood and non-English publications  Conduct meetings and hearings during convenient hours at accessible locations  Provide interpreters Public Involvement Training Class – Presented by the Office of Environmental Services 26

Exercise #1  Assign a PM  Determine PDP Path  Identify potential stakeholders  Identify potential underserved populations . Public Involvement Training Class – Presented by the Office of Environmental Services 27