Public InvolvementHow to Plan and Conduct Effectively

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

Why? Who Cares?? Public involvement (PI) matters to those that

rely on and use transportation systems Communities have a vested interest in shaping

transportation decisions 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

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Why it’s Important Manages public expectations Assures appropriate decisions are made Helps identify and define specific

transportation and community needs Builds consensus via proactive participation Develops partnerships

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Benefits of PI Communication

Builds credibility, trust and transparency

Increases awareness Early and continuous

Instills collaboration Adds value Required by 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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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

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 Class expectations

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ODOT’sPublic Involvement Process

PI and the Project Development ProcessMinimum PI Requirements

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

PI and the PDP

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Project Manager Role The DEC or District Environmental Staff may act

in this role Ensures the level of PI is commensurate with

the project’s type and complexity Ensures stakeholders and the public are

informed appropriately of decisions made Ensures appropriate opportunities to

participate are given Responsible for executing PI Plan

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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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PI During Planning

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What Do You Think? What kind of PI occurs during the Planning

Phase of ODOT’s PDP?

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What Do You Think? The public is provided information on the need

for a transportation project High level planning and development Technical information and analysis

Public input helps develop a Statewide Transportation Plan (STIP) Planning organizations solicit input when

developing Transportation Improvement Plans (TIPs)

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PI for STIP Once projects are proposed, the document is

released for public review and comment May include meeting with local and regional

stakeholders Extensive PI activities may be needed

Based on input, a project is programmed and authorized for design activities to begin

PI opportunities continue as a project progresses through NEPA and the PDP

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What Do You Think? What kind of PI occurs during the Preliminary

Engineering (PE) Phase? Starting to develop Feasible Alternatives, first

level environmental, design and traffic studies…

May still be trying to define the project problems and rough solutions…

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PI During PE Property owner notification letters,

construction notification, etc. One-on-one/small group meetings WEB, email, social media, etc. Attendance at regular city/township meetings Broad PI meetings, workshops, etc.

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What Do You Think? What kind of PI occurs during the

Environmental Engineering (EE) Phase? We have Feasible Alternatives

Maybe even a preferred High level of design - Stage I/II Now we have:

Traffic and environmental data Public/stakeholder needs…

Schedule and budget known

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PI During EE One-on-one/small group meetings Attendance at regular city/township meetings Higher level of WEB, e-mail, social media, etc. Broad PI meetings, workshops, etc. Specific PI meetings/hearings, etc.

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What Do You Think? What kind of PI occurs during the Final

Engineering (FE) Phase? We have a Preferred Alternative Detail design is being completed ROW is being bought Bid documents are being prepared Schedule and budget are finalized

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PI During FE/CO One-on-one/small group mtgs. Attendance at regular city/township meetings Higher level of WEB, e-mail, social media, etc., Specific PI meetings

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Minimum PI Requirements

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

Level of PI 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 Anticipated impacts and unusual

circumstances may require elevated PI Ensures legal requirements are met and

decision-making is enhanced

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Level of PI Avoid oversimplifying and failing to anticipate

the need for PI Conversely, do not build more into the process

than is reasonably needed or required 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

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Path 1 Traditional maintenance type actions

No right-of-way (ROW) or utility impacts Include PI conducted per the STIP process List active projects on district website

Provide contact information Public Notifications

Standard plan notes executed by the contractor (e.g. construction schedule coordination, detours, roadway closures)

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Path 1 Considerations Internal consultation with specific ODOT

divisions may be needed Consultation may be requested by or needed

with local officials or stakeholders Maintenance of traffic concerns Minor local controversy

Circumstances may warrant additional PI Property Owner Notification Letters Resource Specific PI

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Path 2 Involve minor ROW acquisitions

Culvert and bridge replacements Addition of turn lanes and shoulders

Property Owner Notification Letters If impacted by the project

Access restrictions, ROW acquisition Counts as a PI activity

Not just right-of-entry notification Stakeholder Consultation Public Notifications

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Path 2 Considerations Consultation with specific ODOT offices may be

needed Consultation may be requested by or needed

with local stakeholders Maintenance of traffic concerns Minor local controversy

Circumstances may warrant additional PI Resource Specific PI

Section 106, Noise, or Aesthetic Design

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Path 3 Involve a higher level of complexity

ROW acquisition/minor utility impacts Can be Non-Complex or Complex, depending on

the range of technical issues and impacts Property Owner Notification Letters

If impacted by the project Counts as a PI activity Potential exists for increased contact with

property owners

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Path 3 Stakeholder Consultation

As appropriate Press Release Public Notifications

May require a higher level of District PIO involvement than for a Path 1 or Path 2

May include project updates via e-mail list, direct mailings, fliers, as appropriate

Public Meeting, as appropriate

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Path 3 Considerations Complex Path 3 projects generally require

preparation of a Feasibility Study Stakeholder consultation occurs at the

completion of the Feasibility Study Stakeholder consultation occurs at the

completion of an AER (if needed) Stakeholder meetings may be held prior to

presenting Feasible Alternatives to the public Comments received are addressed as the

project continues through the PDP

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Path 4/5 Involve complex roadway/structure work

May add capacity May involve substantial utility and ROW

impacts or relocations Typically involve multiple alternatives

Property Owner Notification Letters If impacted or as appropriate Counts as a PI activity Increased contact with property owners

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Path 4/5 Stakeholder Consultation

More involvement than Path 2 or Path 3 Press Release

More numerous and specific in nature Potential for local media attention

Public Notifications Greater emphasis on providing project

updates via e-mail list, direct mailings, fliers, newsletters, surveys, etc.

Use of social media more prominent

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Path 4/5 Public Meetings

Open House or Formal meeting format recommended

Open mic strongly encouraged for higher level CEs; required for EAs and EISs

Public Hearings are required for Path 4/5 projects that are an EA or EIS

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Path 4/5 Considerations Stakeholders are given an opportunity to

review Feasibility Studies and Alternative Evaluation Reports (AERs)

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

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Summary District Environmental Staff, the PM and the

Project Management Team ensure the appropriate level of PI is conducted

The level of PI is commensurate with a project’s type and complexity Anticipated impacts and unusual

circumstances may require elevated PI

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