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

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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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
All appropriate means include Property Owner Letters, post cards, posters, ads, fliers, newsletters
As stated earlier, these activities can be part of strategy meetings and follow ups
Public Involvement Training Class – Presented by the Office of Environmental Services

9. Be Ready Organize and plan in advance Appropriate layout
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
Organize and plan- the more thorough the preparations, the greater the chance of success and the greater chance of addressing the public’s concerns. Practice, practice, practice: Make sure the team is coached and if a presentation is being done, practice it. A little practice will go a long way to making it a smooth presentation and especially if you are answering questions in front of the audience. Be prepared for anything – light attendance, bad weather, hostile crowds, angry citizens, etc.
Enthusiastic and knowledgeable staff - Clearly define roles and responsibilities. Also, assign the right people for the right job. If don’t like working with people, don’t assign them to work the exhibit boards. Ensure the team is on the same page. This is a big one. Be aware that they will ask the same question of multiple members of your team. Prepare a Q&A for your team so that you are all on the same page for frequently asked questions.
Appropriate layout - The mtg site should be comfortable for the public and must be appropriate for the meeting purpose and format. Ensure the site is ADA accessible, heating, air condition, etc. Ensure the facility is laid out appropriately: The set up of the room should “flow”. The public should be able to sign in and then naturally flow through the exhibits to the comment table and out. So, tell the story. Boards that deal with the P&N and history should be first. Next should be impacts followed by alternatives considered and dismissed, feasible and preferred alternatives, then next steps/schedule, etc.
Public Involvement Training Class – Presented by the Office of Environmental Services

10. 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
All appropriate means include Property Owner Letters, post cards, posters, ads, fliers, newsletters,
These activities can be planned about 3-4 months before the event
Public Involvement Training Class – Presented by the Office of Environmental Services

11. 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
All appropriate means include Property Owner Letters, post cards, posters, ads, fliers, newsletters,
These activities can be planned about 3-4 months before the event
Public Involvement Training Class – Presented by the Office of Environmental Services

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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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
Comment forms available
Public Involvement Training Class – Presented by the Office of Environmental Services

21. 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

22. 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

23. 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
Comment forms available
Public Involvement Training Class – Presented by the Office of Environmental Services

24. 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
Comment forms available
Public Involvement Training Class – Presented by the Office of Environmental Services

25. 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
Comment forms available
Public Involvement Training Class – Presented by the Office of Environmental Services

26. 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
Comment forms available
Public Involvement Training Class – Presented by the Office of Environmental Services

27. 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
All appropriate means include Property Owner Letters, post cards, posters, ads, fliers, newsletters,
These activities can be planned about 3-4 months before the event
Public Involvement Training Class – Presented by the Office of Environmental Services

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

29. 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

30. 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

31. Four Types General Procedural Project Specific
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

32. 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
Not all comments will require a response – general comments in favor of a project may only need a thank you for attending and thank you for your support. In that scenario, provide ways they can stay involved.
Public Involvement Training Class – Presented by the Office of Environmental Services

33. 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

34. 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

35. Documentation Public Meeting Report Summary 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

36. 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

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