1. ODOT- Office of Environmental Services

2. How to address Public Involvement Comments and Ensure Proper Follow-up

3. Any Source of Information that: Conveys or IDs an individual or communitys needs, concerns, thoughts and/or issues Can be any form - phone, in-person, writing, etc. Why is it Important? ODOT values the publics thoughts/comments Required by law Its the right thing to do! What if this project was in your back yard?

4. 1. Receiving the Comment 2. Documentation of the Comment 3. Acknowledgment of the Comment 4. Review and Analysis 5. Coordination 6. Incorporation 7. Response 8. Documentation within NEPA other PI

5. Receiving the Comment Comments can come in any form: Email, phone, fax, in person at (PI mtgs, fairs, other public mtgs), etc. Can be received at ANY TIME.

6. Documentation of the Comment For every comment, document the following: Date the comment was received. The comment itself. Who made the comment (name, address and contact info). For large projects, create a tracking number and log. (Also very helpful on all projects.)

7. Acknowledgment of the Comment Simple response (usually within 10 days) stating either: Thank you for the comments. Thank you for the comment and an acknowledgment that the comment will require analysis/research and an approximate response time. Addresses customers impatience and let them know we are working on their issue!

8. Comment Review and Analysis Three major comment types: Comments that relate specifically to the project and its development. Comments that relate to the project, but are general in nature. Comments related to issues outside of the projects sphere of influence.

9. Comment Review and Analysis Specific Comments Address each comment - not just the comments you like. Admitting mistakes is all right - show how it was fixed. From a legal perspective - helps show we were responsive and addressed the issues.

10. Comment Review and Analysis General Comments Acknowledge the comment and their interest in the project. Provide contact for any future comments they may have.

11. Comment Review and Analysis Outside of ODOTs Control Comments Acknowledge the comment and their interest in the project; Provide reference to a person who can address their question, or If another section in ODOT can address it, follow up and respond.

12. Coordination of the Response Seek the review of others. Ensure the right disciplines within ODOT review the response. Helps to ensure the response is on- track AND helps to ensure the team is aware and informed on details of the project.

13. Incorporation of the Comment into the Project/Process Ensure follow-up and ensure what you say in the comment response is acted upon by the project. Where possible, ensure the communitys preference is incorporated into the project.

14. Responding to Comments All comments deserve to be responded to. Provide a complete response. Dont pick and choose issues/comments. Include an explanation of any research or studies completed that support a response.

15. Responding to Comments Always provide contact information and information on how they can keep involved in the project. It is always the PMs responsibility to ensure all comments are addressed!

16. Documentation within NEPA It didnt happen if you dont have a record! PI comments should be summarized into themes or interest areas and include documentation on 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.

17. 1. Receiving the Comment 2. Documentation of the Comment 3. Acknowledgment of the Comment 4. Review and Analysis 5. Coordination 6. Incorporation 7. Response 8. Documentation within NEPA other PI