1. ENGAGING STAKEHOLDERS
Jacque Annarino
Public Involvement Training Class Presented by the Office of Environmental Services

2. Someone who has a “stake” or vested interest in a project Who?
Who is a stakeholder
Someone who has a “stake” or vested interest in a project
Who?
Local officials and civic leaders
Social service providers
Churches and religious organizations
Senior centers
Transportation carriers
TEST QUESTION!!!
Can include, but is not limited to:
Elected and appointed officials
Community leaders
Businesses
Public and Social Service providers
Advocacy and Special Interest Groups
Government Agencies
Public Involvement Training Class
Presented by the Office of Environmental Services

3. When are stakeholders identified?
Beginning of project planning and development
Continues throughout the project
Stakeholders are identified as part of the Project Initiation Package (PIP)
The PDP Path (based on a project’s type and complexity) will, to a certain extent, dictate the level of stakeholder involvement and consultation needed
If a PI Plan (soon to be renamed to Public Engagement Plan) is required it will help to further define the level of involvement
On lower level type projects, the DEC or District Environmental Staff, the PM , or the Project Sponsor (if not ODOT) can assist in identifying stakeholders and assuring all are met and known
Public Involvement Training Class
Presented by the Office of Environmental Services

4. Why do we need stakeholders?
Help identify/define issues and concerns
Help build consensus
Help define community goals and desires
Stakeholders provide opinions and insight that can lead to improved viable solutions.
They are an integral part of the PI process whose views and concerns need to be understood and captured to avoid or minimize:
false assumptions
misunderstandings
project delays
cost overruns
controversy
Public Involvement Training Class
Presented by the Office of Environmental Services

5. Whose involvement is needed and why?
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?
Whose involvement is needed and why?
Demographics of surrounding community?
Who can influence public opinion?
Whose involvement or lack of involvement could impact the project’s success?
Districts and the project sponsor are often times more familiar with the politics, issues, concerns and needs of local stakeholders
Public Involvement Training Class
Presented by the Office of Environmental Services

6. Consultation is key
Early and continuous involvement leads to fewer delays & better decisions
Stakeholders know the community and can provide meaningful input on community vision, goals, and needs
They can help facilitate PI with underserved populations
As the stakeholder list is developed the level of consultation will become clear
Projects are more likely to be successful when stakeholders have an active role
Enables those affected to express their views
Public Involvement Training Class
Presented by the Office of Environmental Services

7. PI Plan Required for Path 3 and higher projects Defines roles
Depending on project type and complexity, stakeholders may be part of a:
Study and Recommendation Team
Advisory Team
Decision-Making Team
Defines stakeholder meeting rules
Standard operating procedures for conducting and facilitating meetings
Develops communication protocols
TEST QUESTION!!!
Kevin will talk about the PI Plan more in depth a little bit later.
To ensure a successful and smooth decision-making process, these items are incorporated into project planning and development or a Public Involvement Plan
Developing and sticking to a plan will allow you to close the credibility gap between an agency and its stakeholders and help avoid the “if you didn’t do what I asked you to do, why did you bother including me in the process” feeling at the end of a project.
PI Plan defines strategic Public Involvement objectives.
For engaging stakeholders it should:
Define roles – stakeholders need to know what decisions will be made and by whom and how their input will be incorporated
Sets appropriate boundaries
Two groups
Study & Recommendation - making recommendations
Advisory – involved in decision-making
Define rules – how meetings will be conducted, formatted, or who will facilitate the meetings
Establish communication protocols – define at which phases of the PDP stakeholders will receive information, give feedback, and/or be informed of major decisions
Public Involvement Training Class
Presented by the Office of Environmental Services

8. Path 1, 2, and 3 Projects Path 4 and 5 Projects Typical stakeholders
Mayor/City Manager
City Council
Township Trustees
Emergency & Public Services
Path 4 and 5 Projects
Local Officials
Interest Groups/Organizations
Public Involvement Training Class
Presented by the Office of Environmental Services

9. Stakeholder involvement
Path 1, 2, and 3 Projects
As appropriate
Concerns surrounding road closures and detours
May involve
correspondence
conference call
one-on-one meetings
Public Involvement Training Class
Presented by the Office of Environmental Services

10. Stakeholder involvement
Path 4 and 5 Projects
Higher level of involvement
Involved during each phase of the PDP as alternatives are developed
Consultation occurs at completion of
Feasibility Study
Alternatives Evaluation Report (AER) (if needed)
May not participate until later phases of the PDP
Be sure to respond to comments and then document how you responded to those comments or incorporated them into the project
Public Involvement Training Class
Presented by the Office of Environmental Services

11. ? Questions Any questions regarding stakeholders?
Public Involvement Training Class
Presented by the Office of Environmental Services

12. Underserved populations
Environmental Justice
Title VI
Strategic Engagement
ODOT’s PI process requires the identification of and engagement with underserved populations.
Special emphasis by FHWA & ODOT!!!
Public Involvement Training Class
Presented by the Office of Environmental Services

13. What is an underserved population?
Traditionally underserved populations:
Minorities
Low-Income
Older Adults
Individuals with Disabilities
Non-English Speaking Residents
Ethnic Groups
TEST QUESTION!!!
Public Involvement Training Class
Presented by the Office of Environmental Services

14. Environmental Justice (EJ)
Legal requirements
Environmental Justice (EJ)
Executive Order 12898
Must identify and address disproportionately high and adverse effects upon minority and low-income populations
TEST QUESTION!!!
EJ Populations
Defined in ODOT’s Underserved Populations Guidance that must be followed for all projects
Public Involvement Training Class
Presented by the Office of Environmental Services

15. Environmental Justice (EJ)
Legal requirements
Environmental Justice (EJ)
FHWA Order A
Defines disproportionately high and adverse effects:
Predominantly borne by minority and/or low-income population
Will be suffered by the minority and/or low-income population and is appreciably more severe or greater in magnitude
Based on these two orders, ODOT ensures that transportation projects incorporate avoidance, minimization, or mitigation of disproportionately high or adverse effects to EJ populations (including social and economic impacts).
We do this by affording opportunities for full and fair participation in the decision-making process to prevent the denial of, reduction in, or significant delay in the receipt of benefits.
Public Involvement Training Class
Presented by the Office of Environmental Services

16. Title VI of the Civil Rights Act of 1964
Legal requirements
Title VI of the Civil Rights Act of 1964
Cannot discriminate based on
Race
Color
National Origin
Public Involvement Training Class
Presented by the Office of Environmental Services

17. Other Non-Discrimination Statutes
Legal requirements
Other Non-Discrimination Statutes
Age Discrimination Act of 1975
Cannot discriminate based on age
Section 504 of the Rehabilitation Act of 1973
Cannot discriminate based on disability
Americans with Disabilities Act of 1990
Executive Order 13166
Must ensure access for those with Limited English Proficiency (LEP)
In conjunction with Title VI, there are other nondiscrimination statues that afford legal protection to:
Elderly
Individuals with Disabilities
Individuals with Limited English Proficiency (LEP)
All part of FHWA Title VI Program
Public Involvement Training Class
Presented by the Office of Environmental Services

18. Equal treatment Identify early in the process
Lack of involvement leads to exclusion
Every segment of the population is essential to project planning and development
Enhances decision-making
Full and fair participation in the decision-making process must be given
It is imperative that underserved populations be identified early and integrated into the decision-making process in order for unique and alternate opinions, perspectives, and ideas to be heard.
This effort will assist in establishing consensus and that the transportation decisions made satisfy community needs.
Developing unique and innovative methods to reach out to underserved populations that go beyond customary PI approaches and techniques (e.g., press releases) can stimulate involvement.
We want to ensure that opportunity for meaningful participation is provided and that regulatory statutes are met.
Again, follow ODOT’s Underserved Populations Guidance and Public Involvement Manual
Outlines identification process
Defines when further analysis is needed
Public Involvement Training Class
Presented by the Office of Environmental Services

19. Cindy Kent – Sun Sentinel
Diversity counts
“Be inclusive…when you bring more heads together, you get more answers.”
Cindy Kent – Sun Sentinel
READ QUOTE
Communities can be comprised of several underserved populations who oftentimes find it difficult to participate in customary public involvement activities
A little bit later in this presentation I’ll discuss what customary PI activities are.
Public Involvement Training Class
Presented by the Office of Environmental Services

20. Strategic engagement Who can tell me what strategic engagement is?
Targeted PI
Unique and innovative methods to reach out to underserved populations that go beyond customary PI approaches
Be Proactive!
Public Involvement Training Class
Presented by the Office of Environmental Services

21. Engaging underserved populations
Desired outcomes:
Provide project information
Encourage and provide opportunities to participate in decision-making
Ensure community concerns are considered
Forge a partnership with the community
Work through stakeholders
READ SLIDE
It is imperative that due diligence be taken to identify underserved populations in order to:
effectively convey issues and solicit input
Encourage participation in decision-making
Understand and consider the concerns of the community
develop community partnership
Public Involvement Training Class
Presented by the Office of Environmental Services

22. Engaging underserved populations
Desired outcomes (cont’d):
Integrate cultural, social, and economic needs into decisions
Identify potential controversies and issues
Identify ways to mitigate impacts
Develop viable transportation solutions that address community needs
Comply with laws and regulations
link cultural, social, and economic needs
increase understanding of differing perspectives related to community-specific issues and concerns not previously known
develop viable solutions to mitigate adverse impacts and to address existing transportation problems
The greater the consensus among community members, the greater the potential becomes for a successful project outcome.
Public Involvement Training Class
Presented by the Office of Environmental Services

23. Conduct public meetings on weeknights between 6:00 p.m. and 8:00 p.m.
Customary methods
Conduct public meetings on weeknights between 6:00 p.m. and 8:00 p.m.
Publish notifications in mainstream media
Utilize internet and social media tools as primary means of communication
Public involvement activities, methods and techniques that often accommodate customary participants include:
READ SLIDE
Traditional PI Participants are often:
Middle to upper class residents
Mainstream community leaders
Prominent business leaders
Well-educated
Dual income families
Homeowners
Public Involvement Training Class
Presented by the Office of Environmental Services

24. Customary methods can be ineffective due to:
Failure to connect
Customary methods can be ineffective due to:
Reliance on schedule-oriented transit or other modes of transportation
Language barriers
Lack of reading or writing proficiency
Lack of internet access
Lack of access to news or print media
Work schedules
TEST QUESTION!!!
Public Involvement Training Class
Presented by the Office of Environmental Services

25. Connect with everyone!
There are a number of strategies, methods, approaches, and techniques that can be used to reach members of the community.
Incorporating these strategies can:
Expand the sharing of information and ideas
Level of input received
Identification of issues
Develop community relationships
Establish credibility and trust
Public Involvement Training Class
Presented by the Office of Environmental Services

26. Letters Post information Outreach methods Libraries Parks
Community Centers
Social Service Providers
Churches
Schools
Contact local stakeholders that represent underserved populations
Property Owner Notification Letters, if impacted or as appropriate
Tenant names may be hard to ascertain for rental properties
may involve door to door notifications or
addressing envelope as Current Tenant/Resident
Post project notifications at local community venues
Interact with stakeholders and include social service representatives
Social Services:
Senior Centers
Meals on Wheels
Family Services
Food Banks
Goodwill
YMCA
Assisted Living Communities
Transportation Carriers
Public Involvement Training Class
Presented by the Office of Environmental Services

27. Outreach methods Community newspapers and publications
Translate materials into non-English languages
As appropriate
Neighborhood canvassing
Community leaders present
Face-to-face meetings during convenient hours at accessible locations
Specialized Meetings
Advisory/Steering Committee
Local Community Meetings
Workshops/Focus Groups/Task Force
Depending on a project’s type and complexity, it may be appropriate to identify stakeholders that are underserved populations and include them in these type of forums
These types of meetings can:
Enhance the sharing of information and ideas
Increase the level of input received
Assist in identification of issues
Develop community relationships
Establish credibility and trust
In order to provide meaningful input, PI activities must be designed specifically to accommodate the affected community.
The challenge may be determining what segments of the population need to be reached and how to reach them.
Receiving input from every segment of the population, to the extent practical, is critical to successful transportation decision-making.
Public Involvement Training Class
Presented by the Office of Environmental Services

28. ? Questions Any questions regarding underserved populations?
Public Involvement Training Class
Presented by the Office of Environmental Services

29. Group exercise #1 Determine PDP Path Identify potential stakeholders
Identify potential underserved populations
Develop outreach strategy to engage underserved populations
Public Involvement Training Class
Presented by the Office of Environmental Services