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Public InvolvementHow to Plan and Conduct Effectively

Presented by the Ohio Department of Transportation’s Office of Environmental Services

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…

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PI Laws and Regulations� National Environmental Policy Act (NEPA)

� Section 102 [42 USC 4332]

� Council on Environmental Quality (CEQ)

� 40 CFR 1500.1 and 1506.6

� Federal Highway Administration (FHWA)

� 23 CFR 450.212 and 450.316

� 23 CFR 771.111

� Ohio Revised Code (ORC)

� 5511.01

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FHWA Regulations� Planning and Project Development

� Metropolitan and Statewide Planning

� 23 CFR 450.212 and 450.316

� Systems-level, corridor, or planning study

� Long-range planning

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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

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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, email,

flyers, etc.

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Ohio Revised Code� ORC 5511.01

� Provide the opportunity for the public to

participate in project development

� Adequate and reasonable public notice for all

PI activities

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

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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

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Introductions� Name

� District/Position

� PI experience

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ODOT’s

Public Involvement Process

PI and the Project Development Process

Minimum PI Requirements

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

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

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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

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PDP Project Paths

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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.

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

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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

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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

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Minimum Public

Involvement Requirements� All coordination requires the following

statement:

� Use the NEPA Assignment poster or NEPA

Assignment Brochure at every NEPA PI event

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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.

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!

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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.

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

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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

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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.

• STIP

• ODOT WEB site

• Emergency + services contacted

• Contractor Notice

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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).

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

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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

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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

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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).

• STIP

• ODOT WEB site

• Emergency + services

contacted

• Contractor Notice

• Property Owner Notice

• Stakeholder Coordination

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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.

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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

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Minimum PI Requirements

– Path 3 Projects

• Public Notifications• May require Public Information Officer involvement

• May require project updates via e-mail, 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.

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Minimum PI Requirements

– Path 3 Projects

• Public review and comment period

• Includes consideration of and response to

comments

• Preferably 30 days

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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

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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.

• STIP

• ODOT WEB site

• Emergency + services

contacted

• Contractor Notice

• Property Owner Notice

• Stakeholder Coordination

• Public Notification

• Public Mtg

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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.

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• 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 meetings37

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

e-mail, direct mailings, flyers, newsletters, and

surveys

• Use of social media more prominent 38

Minimum PI Requirements

– Path 4 & 5 Projects

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• 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 39

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

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Minimum PI Requirements

– Path 4 & 5 Projects

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• Stakeholders given opportunity to review Feasibility Study and Alternatives Evaluation Report (AER)

• Stakeholder consultation typically occurs after completion of Feasibility Study and AER

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Path 4 & 5 Considerations

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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

• ODOT WEB site

• Emergency + services

contacted

• Contractor Notice

• Property Owner Notice

• Stakeholder Coordination

• Public Meeting(s)

• Public Notification

• Social Media (heavy)

• Public Hearing

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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!

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