1. How to Plan and Conduct Effectively
Public Involvement
How to Plan and Conduct Effectively
Presented by the Ohio Department of Transportation’s Office of Environmental Services

2. Why it’s Important Communication
Early and continuous
Builds credibility, trust and transparency
Assures appropriate decisions are made
Increases knowledge and awareness
Helps identify and define specific transportation and community needs
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
It’s the law…
Public has the right to know…..
Sometimes, the public will know more about a project than WE do…. The public informs us on P&N elements, locations of resources (septic, cemetery), knowledge of access issues…. Etc. 2
Public Involvement Training Class – Presented by the Office of Environmental Services

3. 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)
Many of our environmental laws require PI… NEPA, Clean Water Act, etc.. 3
Public Involvement Training Class – Presented by the Office of Environmental Services

4. FHWA Regulations Planning and Project Development
Metropolitan and Statewide Planning
23 CFR and
Systems-level, corridor, or planning study
Long-range planning 4
Public Involvement Training Class – Presented by the Office of Environmental Services

5. FHWA Regulations Early coordination 23 CFR 771.111
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
FHWA has just approved our PI manual. ODOT’s PI manual is on OES’ WEB site, so please take some time to review this document.
Early and continuous- you have to give the public a chance to review and react to our proposals… if you have your first PI mtg at a point in time when you have 90% plan complete, what message are you sending the public?
Reasonable public notice- if you advertise a meeting 2 days before the even, what message are you sending?
2 weeks min, prefer 30 days. 5
Public Involvement Training Class – Presented by the Office of Environmental Services

6. FHWA Regulations
What is “Early and Continuous” and What is “Reasonable”?
Early and continuous:
Planning, Alternatives, Preferred, Detail Design, ROW and Construction
Reasonable:
Prefer 30 days notice for PI mtgs
Can live w/15 days (unless public hearing)
Accept comments for at least 2 weeks after event, prefer 30 days
Advertisements: Printed Ad, social media, , flyers, etc.
FHWA has just approved our PI manual. ODOT’s PI manual is on OES’ WEB site, so please take some time to review this document.
Early and continuous- you have to give the public a chance to review and react to our proposals… if you have your first PI mtg at a point in time when you have 90% plan complete, what message are you sending the public?
Reasonable public notice- if you advertise a meeting 2 days before the even, what message are you sending?
2 weeks min, prefer 30 days. 6
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 7
Public Involvement Training Class – Presented by the Office of Environmental Services

8. Sometimes in the process of a project, we are the shark- attacking the public and pushing our design and sometimes we are the victim being attack by the public.
Because we know highways and we do it every day, we feel confident that what we propose is sound. Because of this, at times, we forget the seek the input of the public and as a result, we feel like the victim when we get attacked and at the same time, the pubic feels we are the shark….
This is no different than (PICK Name) going over to (PICK Name) house and painting their living room his favorite purple color w/yellow flowers!... Without getting (Name) input or thoughts…..
This is an image we continue to strive to overturn by not only enhancing the decision-making process by understanding the needs of stakeholders and the public, but to have a PI process that is flexible and include appropriate PI activities that are commensurate with a project’s type and complexity.
Public Involvement Training Class – Presented by the Office of Environmental Services

9. 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
How many of you have had a PI mtg end up in a fist fight between members of the public?
How many of you had a PI mtg where you expected maybe 200 to show up and you ended up having 3,000?
Or have you ever had to have the state highway patrol give you an armed escort out of a meeting for your own protection?
Well, your in luck, because we are not going to train you on any of those things…. Instead, we are going to cover this….. 9
Public Involvement Training Class – Presented by the Office of Environmental Services

10. Introductions Name District/Position PI experience 10
Tim will facilitate expectations due to large class – instead of having each individual state that, just ask the general question and get “pop-corn” responses…. (Take notes on white board)
My favorite… little old lady, reporter and chair…. 10
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
A big part of understanding PI is knowing ODOT’s PDP and when is the right time to engage the public…..The next few slides will cover our PDP with an overview of PI activities…
Public Involvement Training Class – Presented by the Office of Environmental Services

12. 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
ODOT’s PDP nor our PI manual will prescribe when and how to conduct PI. The PM’s job is to determine how much and when PI is needed… knowing that every project is different and even a simple project could require extensive PI if issues warrant! 12
Public Involvement Training Class – Presented by the Office of Environmental Services

13. 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
ODOT’s PDP nor our PI manual will prescribe when and how to conduct PI. The PM’s job is to determine how much and when PI is needed… knowing that every project is different and even a simple project could require extensive PI if issues warrant! 13
Public Involvement Training Class – Presented by the Office of Environmental Services

14. PDP Project Paths

15. Public Involvement NEW!
Practical Design- use public involvement to help define and the level of acceptance of the primary and secondary need elements.
May need to perform more PI during Planning and PE Phase.

16. Minimum Public Involvement Requirements
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
Unanticipated 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

17. Minimum Public Involvement Requirements
Avoid oversimplifying and failing to anticipate the need for PI
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
See ODOT-OES’ PI Manual for more details
Public Involvement Training Class – Presented by the Office of Environmental Services

18. Minimum Public Involvement Requirements
Public Involvement for Statewide Transportation Improvement Plan (STIP)
Once projects are proposed, STIP document released for public review and comment
May include meetings with local and regional stakeholders
Extensive Public Involvement activities may be needed
Based on input, project programmed and authorized for design activities to begin
Public Involvement opportunities continue as project progresses through NEPA and PDP
READ SLIDE

19. Minimum Public Involvement Requirements
All coordination requires the following statement:
Use the NEPA Assignment poster or NEPA Assignment Brochure at every NEPA PI event
The environmental review, consultation, and other actions required by applicable Federal environmental laws for this project are being, or have been, carried-out by ODOT pursuant to 23 U.S.C. 327 and a Memorandum of Understanding dated December 11, 2015, and executed by FHWA and ODOT.
Public Involvement Training Class – Presented by the Office of Environmental Services

20. Minimum Public Involvement Requirements
Ensure all PI materials are uploaded into the EnviroNET System
Must show that we met minimum PI requirements
Must show that PI comments were considered/incorporated into the project
If it’s not in EnviroNET…
IT DIDN’T HAPPEN!
Public Involvement Training Class – Presented by the Office of Environmental Services

21. Public Involvement
Path 1 projects are defined as “simple” transportation improvements generated by traditional maintenance and preventive maintenance. They may involve structure and roadway resurfacing. These projects have no ROW or utility impacts.
Path 1 = “simple” maintenance
Majority of ODOT”s program
Roadway resurfacing
Culvert replacements
Guardrail installation
No ROW or utility impacts
Incorporate PI per STIP process

22. Minimum PI Requirements – Path 1 Projects
Make sure the project was included in the approved STIP
List active projects on ODOT District website
Provide contact information
Public notifications
Contact emergency and public services
Initiate during Planning or PE Phases of PDP if detours or roadway restrictions are anticipated
Maintain contact/provide updates throughout project development and construction
Reach out to emergency & public services early if anything will impact their response time
Maintain contact and provide updates throughout project development and construction

23. Minimum PI Requirements – Path 1 Projects (Cont’d)
Public notifications (Cont’d)
Coordinate with stakeholders during NEPA
Standard plan notes executed by contractor
Construction schedule coordination
Detours
Road closures

24. Public Involvement
Path 1 projects are defined as “simple” transportation improvements generated by traditional maintenance and preventive maintenance. They may involve structure and roadway resurfacing. These projects have no ROW or utility impacts.
Path 1 = “simple” maintenance
Majority of ODOT”s program
Roadway resurfacing
Culvert replacements
Guardrail installation
No ROW or utility impacts
Incorporate PI per STIP process
STIP
ODOT WEB site
Emergency + services contacted
Contractor Notice

25. Public Involvement
Path 2 projects are also simple projects that may be similar in work type to Path 1 projects. They involve non-complex structure and roadway work such as culvert rehabilitations/replacements, in kind bridge replacements, resurfacing, shoulder widening, signal installations and improvements (coordination) and possibly isolated intersection improvements, such as turn lane installations. These jobs can include minor ROW acquisition (strip takes, temporary easements, and or channel easements).
Path 2 = also simple projects
Low level CEs = no further NEPA approval
Culvert & bridge rehab/replacement
Addition of turn lanes and shoulders
Involve minor ROW acquisition
Strip takes
Temporary easements
Channel easements

26. Minimum PI Requirements – Path 2 Projects
Property Owner Notification Letters
If impacted
Use format provided in Public Involvement Manual (6.3.1)
Stakeholder Consultation
May include local officials, interest groups, organizations
PONLs
If impacted (access restrictions, ROW take)
Counts as PI activity (not just right-of entry-notification)
Stakeholder Consultation
In designing stakeholder involvement component of process, need to consider:
scope and complexity of project
comfort-level of project sponsor & how much they want to spend on this part of project

27. Minimum PI Requirements – Path 2 Projects
Stakeholder Consultation (Cont’d)
Contact emergency and public services
Initiate during Planning or PE Phases of PDP if detours or roadway restrictions are anticipated
Maintain contact/provide updates throughout project development and construction
Public Notifications
Standard plan notes executed by contractor
Stakeholder Consultation
Public notification

28. Path 2 Considerations Internal consultation with specific ODOT offices
Stakeholder consultation
Maintenance of Traffic concerns
Minor local controversy
Additional PI if needed
Resource specific PI
Section 106
Noise
Aesthetic Design
Typical stakeholders = mayor, city council, twp trustees, fire, police
Businesses or other interested parties may have concerns

29. Public Involvement
Path 2 projects are also simple projects that may be similar in work type to Path 1 projects. They involve non-complex structure and roadway work and can include minor ROW acquisition (strip takes, temporary easements, and or channel easements).
Path 2 = also simple projects
Low level CEs = no further NEPA approval
Culvert & bridge rehab/replacement
Addition of turn lanes and shoulders
Involve minor ROW acquisition
Strip takes
Temporary easements
Channel easements
STIP
Property Owner Notice
ODOT WEB site
Stakeholder Coordination
Emergency + services contacted
Contractor Notice

30. Public Involvement
Path 3 projects involve a higher level of complexity than projects in Path 1/2. They involve moderate roadway and structure work and may include capacity additions. Some examples are minor realignments and/or reconstruction, corridor capacity improvements, additional through lanes, turn lane installations, interstate reconstruction and/or widening (typically median widening), auxiliary lane additions, interchange reconstruction or construction of a new interchange at an existing overpass/underpass. They can involve ROW acquisition including relocations.
Path 3 = moderate roadway and/or structure work & possibly capacity additions
Higher level CEs that require NEPA studies and approval in accordance with 23 CFR (d)
ROW acquisition/minor utility impacts
Minor realignments and/or reconstruction
Intersection/interchange upgrades
Median widenings
Non-Complex or Complex – depending on technical issues and impacts
EX: highway widening project = Path 3
If widening will occur outside of existing lanes and will impact several property owners and/or high value environmental resources = Complex Path 3
Complex Path 3
Requires consideration of multiple alternatives
More intense PI
Higher risk or complexity of issues and/or public involvement

31. Minimum PI Requirements – Path 3 Projects
Property Owner Notification Letters
If impacted
Use format provided in Public Involvement Manual (6.3.1)
Potential for increased contact with property owners
Stakeholder Consultation
May include local officials, interest groups, organizations
Contact emergency and public services
Initiate during Planning or PE Phases of PDP if detours or roadway restrictions are anticipated
Maintain contact/provide updates throughout project development and construction
PONLs if impacted (access restrictions, ROW take)
Use format provided in PI Manual
Counts as PI activity (not just right-of entry-notification)
Potential for increased contact with property owners
Stakeholder Consultation
As appropriate
May involve meeting with local officials, interest groups, organizations

32. Minimum PI Requirements – Path 3 Projects
Public Notifications
May require Public Information Officer involvement
May require project updates via , direct mailing, flyers, etc.
Press Releases
Open House Public Meeting
As appropriate
Requires published advertisement and invitations
Prefer 30 days in advance of the meeting (Minimum two weeks)
May also use changeable message signs, etc.
Public Notifications
May want to get PIO involved
May have to provide project updates via , direct mail, flyers, etc.
Press Releases
Public Meeting may be needed for Complex Path 3

33. Minimum PI Requirements – Path 3 Projects
Public review and comment period
Includes consideration of and response to comments
Preferably 30 days
Be sure to respond to comments and document how you responded to those comments

34. Path 3 Considerations
Complex Path 3 projects generally require Feasibility Study
Stakeholder consultation occurs at completion of Feasibility Study
Stakeholder consultation occurs at completion of Alternatives Analysis Review (AER) – if needed
Stakeholder meetings/agency coordination may be held prior to presenting Feasible Alternatives to public
Comments received are addressed as project continues through the Project Development Process

35. Public Involvement
Path 3 projects involve a higher level of complexity than projects in Path 1/2. They involve moderate roadway and structure work and may include capacity additions. They can involve ROW acquisition including relocations.
Path 3 = moderate roadway and/or structure work & possibly capacity additions
Higher level CEs that require NEPA studies and approval in accordance with 23 CFR (d)
ROW acquisition/minor utility impacts
Minor realignments and/or reconstruction
Intersection/interchange upgrades
Median widenings
Non-Complex or Complex – depending on technical issues and impacts
EX: highway widening project = Path 3
If widening will occur outside of existing lanes and will impact several property owners and/or high value environmental resources = Complex Path 3
Complex Path 3
Requires consideration of multiple alternatives
More intense PI
Higher risk or complexity of issues and/or public involvement
STIP
Property Owner Notice
ODOT WEB site
Stakeholder Coordination
Emergency + services contacted
Public Notification
Public Mtg
Contractor Notice

36. Public Involvement
Path 4 projects include roadway and structure work that add capacity and involve consideration of complex and competing interests. Path 4 projects may have multiple alignment alternatives. Projects include highway widening (typically not within the median) in suburban settings, new alignments in rural settings, or implementing corridor wide access management
Path 5 projects have the highest complexity due to their urban setting and they typically add capacity.
Path 4 & 5 = Higher level CEs, EAs, or EISs that require NEPA studies and approval in accordance with 23 CFR (d)
Complex roadway/structure work
May add capacity
May involve substantial utility and ROW
Typically involve multiple alternatives
Highway widening, new alignments in suburban or rural settings, roadway or bridge reconstruction, access management, complex bridge replacements

37. Minimum PI Requirements – Path 4 & 5 Projects
Property Owner Notification Letters
If impacted and as appropriate
Include PI language (6.3.1)
Increased contact and involvement with property owners
Stakeholder Consultation
High level of involvement
May include developing an Advisory Committee, Steering Committee, etc.
May involve multiple stakeholder meetings
PONLs if impacted (access restrictions, ROW take)
Use format provided in PI Manual
Counts as PI activity
Increased contact with property owners
Stakeholder Consultation
More involvement than Path 2 or 3
May involve multiple stakeholder meetings
May include creation of Advisory Committee, Steering Committee, etc.

38. Minimum PI Requirements – Path 4 & 5 Projects
Stakeholder Consultation (Cont’d)
Contact emergency and public services
Initiate during Planning or PE Phases of PDP if detours or roadway restrictions are anticipated
Maintain contact/provide updates throughout project development and construction
Public Notifications
PIO highly involved
Greater emphasis on providing project updates via , direct mailings, flyers, newsletters, and surveys
Use of social media more prominent

39. Minimum PI Requirements – Path 4 & 5 Projects
Press Releases
PIO involved to ensure contact with diverse media outlets
More numerous and specific in nature
Potential for increased media attention
Public Meetings
Open House style or formal presentation strongly recommended
Open mic strongly encouraged for higher level CEs
Open mic REQUIRED for EAs and EISs

40. Minimum PI Requirements – Path 4 & 5 Projects
Public review and comment period
Includes consideration of and response to comments
Preferably within 30 days
Public hearings are REQUIRED for Path 4 projects that are an EA or EIS

41. Path 4 & 5 Considerations
Stakeholders given opportunity to review Feasibility Study and Alternatives Evaluation Report (AER)
Stakeholder consultation typically occurs after completion of Feasibility Study and AER

42. Public Involvement
Path 4 projects include roadway and structure in suburban settings, new alignments in rural settings, Path 5 projects have the highest complexity due to their urban setting and they typically add capacity.
STIP
Stakeholder Coordination
ODOT WEB site
Public Meeting(s)
Emergency + services contacted
Public Notification
Social Media (heavy)
Contractor Notice
Public Hearing
Property Owner Notice
Path 4 & 5 = Higher level CEs, EAs, or EISs that require NEPA studies and approval in accordance with 23 CFR (d)
Complex roadway/structure work
May add capacity
May involve substantial utility and ROW
Typically involve multiple alternatives
Highway widening, new alignments in suburban or rural settings, roadway or bridge reconstruction, access management, complex bridge replacements

43. Summary
Required by law to give opportunity to comment and provide input
Begins in Planning Phase of PDP and continues throughout project
Level of PI is commensurate with scope and intensity of project
Follow minimum requirements and adjust if necessary
If it’s not in the EnviroNet System = IT DIDN’T HAPPEN!
Public Involvement Training Class – Presented by the Office of Environmental Services