odot’s public involvement process and csd/css. directed by nepa usdot agencies required to...

ODOT’sPublic Involvement Process

and CSD/CSS

Directed by NEPA USDOT agencies required to develop and implement a

Public Involvement (PI) process Communities have a vested interest in shaping

transportation decisions Stakeholders and the public are part of the

decision-making process Address potential impacts to quality of life and day-

to-day activities

Managing the Environmental & Project Development Process Presented by the Ohio Department of Transportation

Why Public Involvement?

…opportunity for public involvement shall satisfy the requirements of the National Environmental Policy Act of 1969, and may consist of activities including public meetings or hearings , small group meetings with local officials, individual meetings, news releases, public notices, workshops, newsletters…

Managing the Environmental & Project Development ProcessPresented by the Ohio Department of Transportation

Legal Requirements

Adequate notice given for public review and comment at key decision points

Consider and respond appropriately to public input Consider the needs of those traditionally

underserved by existing transportation systems EJ and Title VI

Conduct a periodic review to ensure that full and open access is provided to everyone


Legal Requirements

State DOT’s develop procedures approved by FHWA Such procedures must provide for: Coordination of PI activities Early and continuous opportunities during project

development for the public to be involved in the identification of Social, Economic and Environmental (SEE) impacts, as well as impacts associated with the relocation of individuals, groups or institutions


Legal Requirements

23 CFR 450.212 Provide complete information, timely public notice,

full access to key decisions, and opportunities for early and continuing involvement

Timely information on transportation issues and the environmental process

Access to technical and policy information used in the development and planning of a project

CEQ Regulations


23 CFR 771.105 Public involvement and a systematic

interdisciplinary approach are essential parts of the development process for proposed actions

No person, because of handicap, age, race, color, sex or national origin, shall be excluded from participating in, denied benefits or be subject to discrimination under any Administration program or procedural activity

FHWA Regulations


23 CFR 771.111 Early coordination with appropriate agencies and the

public aids in determining the type of environmental document an action requires, the scope of the document, the level of analysis needed, and related environmental requirements

This involves the exchange of information from inception of a proposal for action to perpetration of the environmental document

FHWA Regulations


Ohio Revised Code (ORC) 5511.01 Before establishing any additional highways as part

of the state highway system or making any significant changes in existing highways comprising the system, the Director of Transportation shall notify the general community of the project and offer an opportunity for appropriate public involvement…

Ohio Law


On Federal-Aid projects that require significant amounts of ROW

The layout or function of connecting roadways or the facility being improved is substantially changed

Substantial adverse impacts on abutting properties Significant social, economic, or environmental (SEE)

impacts in which FHWA determines a Public Hearing is in the best interest of the public


When is PI Conducted?

Understand community needs, values, and desires Provides early and continuous engagement with

stakeholders and the public Provides sufficient opportunities for public

comments at key decision points Considers Environmental Justice and Title VI needs


Benefits of PI

By encouraging participation and input By providing direction By promoting inclusion and diversity Through learning and collaboration By building trust By creating transparency


Creates Value…

Integrated with PDP Dependent on project type

Reflects ODOT’s and FHWA’s PI focus Revised PI Manual and Training

Manual to be released this SpringTraining – May 2014

ODOT’s Renewed PI Process


Communication Early and often

Proactive engagement Obtain alternate viewpoints Balance public and project interests Reduce and/or resolve controversy

PI Focus Areas


Path 1, Path 2, and Non-Complex Path 3 Path 1 and Path 2 do not require a PI Plan

As appropriate for Non-Complex Path 3 PI meetings typically not required Internal ODOT consultation may be needed Environmental, Real Estate, etc. Stakeholder consultation and PI activities are

project dependent Maintenance of Traffic concerns Minor local controversy

PI and ODOT’s PDP


Complex Path 3, and Path 4 and Path 5 PI Plan required Adjusted as project progresses PI activities correspond with decision-making

milestones Stakeholder consultation

Separate Meetings May be Focus Groups, Workshops Public Meetings and/or Public Hearings

PI and ODOT’s PDP


PI activities continue after approval of the environmental document Provide status updates Manages controversy Specific PI Section 106, Noise, etc.

PI and ODOT’s PDP


Those potentially affected by a project Directly or indirectly/positively or negatively Have a “stake” in the success or failure of a project

Individuals Non-profit public or private organizations Elected Officials Businesses Federal & State Agencies Sponsor Agency

Stakeholders


Stakeholders are considered an asset to the Project Management Team

Consulted early in the process Ongoing involvement depends on the type and

complexity of project and the need for input Assemble stakeholder groups at the beginning

Define Roles and Responsibilities Define Membership Rules Develop Communication Protocols


Stakeholders

Outlines decision-making process and strategic PI objectives

Issues relevant to a project’s success Identifies stakeholders Identifies means and methods of disseminating

information Identifies appropriate outreach efforts/activities Identifies decision makers Identifies staff, budget, and other pertinent resources


Public Involvement Plan

Public Notificationvs.

Public Involvement


One-way communication Basic Easily understood

Travel Advisories Project updates Updates on planned projects


Public Notification

Two-way communication Provides feedback Interactive Concerns, Ideas, Opinions are heard and

addressed


Public Involvement

Provide a viable message Encourage participation Provide appropriate materials and information Means of distribution that reaches EVERYONE,

including the traditionally underserved Social Media Project Website News Outlets Newsletters Flyers/Mailers


Communication Strategies

Most common PI activity Encompasses other PI activities

Opportunity to listen, learn, share Encourages personal interaction Removes barriers Allows for dissenting views/opinions to be heard Issues can be discussed Conducted in the Planning Phase of the PDPMay be needed in later phases


Public Meetings

Requires diligent planning and coordination to ensure a successful meeting

Advertise at least two weeks prior to the event Comments should be received up to 30 days from

the event


Public Meetings

Can be an opportunity for the public to speak and be heard by their peers (a.k.a. Open Mic):

Must provide opportunity to speak for EA/EIS projects

Strongly recommended for Path 4 and Path 5 Advertise if Open Mic will be provided All comments must be addressed either at the

meeting or following the meeting Must keep detailed minutes Develop ground rules ahead of time

Open House Public Meetings


Identify decision-makers Define when decision points will occur Define how recommendations for each decision will

be reached Determine how stakeholders and the public will be

consulted for each decision needed Determine how recommendations and comments

will be conveyed to decision-makers


Managing the PI Process

Communicate the decision process Understand which decisions will be made Who has decision-making authority Four levels of decisions

Before getting into these details, let’s talkabout how we approach decisions….


Effective Decision-Making

Inform & Advise

Decide

Decision-Making Flow ChartSouthwestern Warren County Transportation Study

Advisory CommitteeAdvisory Committee

Key Influencers- Leader Interviews

Key Influencers- Leader Interviews

Other StakeholdersOther Stakeholders

General PublicGeneral Public

CommissionersCounty Engineer

MPOODOTFHWA

CommissionersCounty Engineer

MPOODOTFHWA

Study TeamStudy Team

Study & Recommend

Defining Roles in the Decision-making Process Manages Expectations


There is no single correct action, set of actions, activities or techniques that will always guarantee

successful Public Involvement Communicate early and often

Be flexible Every project is unique – be ready to adapt

Carefully identify potential stakeholders

Develop trust and credibility

Successful Public Involvement


Solicit opinions and ideas from stakeholders and the public

Share and exchange information Ensure all state and Federal PI regulations are met Cooperatively discuss, consult, coordinate and

negotiate issues and areas of disagreement



SEND THE RIGHT MESSAGE



DO NOT INVITE CONTROVERSY



Section 106 Noise Abatement/Air Quality for Conformity Environmental Justice Community Impacts Streams/Wetlands – Relocations and Fills Section 4(f)


Other PI Considerations

Convey the need for a project in a manner that is easily understood

Provide reasonable access to technical and policy information used in project development

Provide adequate notice of PI activities and for all public review and comment opportunities

Consider and provide adequate response to public input received during planning and development

PI Standards


PI Plan (if required) Stakeholder Meeting Minutes Property Owner Notification Letters Notification/Advertisement of PI activities Press Releases and/or News Articles Summary of all PI activities Comments received, along with response provided


CE Documentation

PI Plan Stakeholder List and Stakeholder Meeting Minutes Notification/Advertisement of PI Activities Summary of Each PI Activity Advertisement Sign-in sheets, handouts Copies of comments Description of exhibits Summary of response


EA/EIS Documentation

Public Hearing Summary A discussion of availability of the Environmental

document (2 weeks prior & 2 weeks after) A brief description of hearing proceedings A request to FHWA for the FONSI or ROD

For an EIS, a Public Hearing is conducted after approval of the Draft EIS


EA/EIS Documentation

Context Sensitive Solutions (CSS)

Context Sensitive Design (CSD)


Involves a collaborative, interdisciplinary approach in which stakeholders, citizens and agencies are part of the planning and design team

CSS/CSD Definition


Thinking Beyond the Pavement Place Sensitive Design

The above terms mean the same thingA Context Sensitive Outcome is soughtA Context Sensitive Process is followed

CSS/CSD


CT, KY, MN, UT, MD, & FHWA Federal Lands Staff awareness training Project management training Technical training Management and re-organization initiatives Development of PI tools and techniques Changes in design policy Applications to project development Outreach to other state DOT's

FHWA’s Pilot State Program


Considers Purpose & Need of a transportation project, and then addresses equally:

Safety Mobility Preservation Aesthetics Cultural Resources Community values

A collaborative, interdisciplinary approach in which citizens and agencies are part of the design team

Context Sensitive Approach


Address the transportation need Safe, Financially Feasible, Implementable

An asset to the community that is accepted by stakeholders and adds value to the community

Compatible with the natural and built environments Implemented with minimal impacts and is

aesthetically appropriate

CSS/CSD Principles


Culture Change CSD/CSS is a customer focused initiative Work processes and procedures

Policies (funding, approaches) Emphasis on Project Management Technical skill set improvements Information and asset management

Organizational Needs for Successful Implementation of CSD/CSS


A new process used for a specific project

A change from ODOT’s PDP

A “fancy” way to conduct PI

CSS/CSD is NOT…


Review of Literature Phone/personal interviews Visits to Pilot States Synthesis of documents and

studies Collection of Case Studies Development of ‘Best

Practices’ Guide and CD

NCHRP Report 480 Documents ‘Best Practices’ for CSD/CSS


A Framework for AchievingContext Sensitive Solutions

Positional Basedvs.

Interest Based

Effective Decision-Making


Starts with the solution Parties propose solutions to one another until they

hit upon one that is somewhat acceptable to both of them

Positional Based


Starts with developing and preserving the relationship

Parties educate each other about their needs and then jointly problem solve

“The Orange”

Interest Based Decision-Making


INTERESTSProcedural Psychological

Substantive

Triangle of Satisfaction


To jointly set goals, we must establish trust and credibility


To establish trust and credibility,we must manage expectations


To manage expectations, we must have aneffective decision-making process


No Flexibility Directive No Participation May have a basis in law or regulation

Level One Decisions


Stop signs are red Interstates are fully controlled access Drive on the right hand side of the road

Level One Examples


Minimal flexibility Directive May have a basis in adopted policy or standard

Level Two Decisions


12-foot lanes Right on red Minimum interchange spacing

Level Two Examples


There is flexibility Collaborative effort May have a basis in guidance or best practice

Level Three Decisions


Project Definition and Scope Range of Alternatives Preferred Alternative Maintenance of Traffic Construction Scheduling

Level Three Examples


Ultimate in flexibility

Collaborative effort

Joint Ownership

Level Four Decisions


Color of noise walls PI techniques Others?

Level Four Examples


Aesthetic Design Initiative created to improve the aesthetic appearance of transportation projects

Goal is to improve the “look” of the transportation system

Work with community members and local stakeholders to learn about their concerns

Plan projects with those concerns in mind

Design Aesthetics


The basic unit of design is the corridor Highways are seen as corridors (setting) more so

than by their individual parts (bridges, landscape)

Successful Design is when all the parts fit and are compatible with their surrounding (CSD)

Success relies on inter-disciplinary teams with broad range of expertise

ODOT’s Aesthetics Guidelines suggest techniques to assist the design team

Design Aesthetics Principles


Evaluate needs from a contextual perspective Define Corridor Type Establish an Inter-disciplinary Project Team Community engagement

Corridor Vision

Developing a Corridor VisionThe Aesthetic Design Process


Is facility visible to the traveler? Is facility a significant part of the visual scene? Who has significant views of the facility? What local or regional standards apply? Is the project part of something bigger? Will creating a vision for the corridor support

current and future projects?

Project Needs


Gateway

Urban High Density

Urban Low Density

Corridor Types


Suburban

Rural

Scenic

Corridor Types


Unified design for a corridor requires a vision The vision integrates the visual and functional goals

of the project and inspires and unifies design decisions

Corridor Vision


Goal is to include all affected and interested parties

CSS/CSD can be part of PI Plan

ODOT’s PI Manual provides guidance on how to incorporate PI into the PDP

Community Involvement


Pattern and Color Texture and Relief Landscape Retaining Walls Noise Walls Bridges Lighting Signing


Aesthetic Design Elements

Rural Corridors Colors follow ODOT Standards Urban color choices can be influenced by

the surroundings Patterns and Textures add visual

interest and provide surface variations and shading reducing the scale of an object

Random and natural work best against natural backgrounds

Geometric and figurative work best against man-made backgrounds

Color, Pattern, Texture, Relief


Improves appearance of a transportation projectODOT Landscape Guidelines, L&D

Manual Volume, Vol. 1 Plant materials can satisfy both

aesthetic and maintenance criteriaRoadside Use of Native Plants

(FHWA ep-99-014)The Native Plants of Ohio (OSU

Ext. Office’s Bulletin 865, 1998)

Landscape


TechniquesContinuous, even or curvilinear finished top line along entire length – finished coping or sill treatment is preferredPattern, color, texture- relieve monotony and minimize irregularitiesLandscaping – helps blend walls into the environment

Both Pattern/Color/Texture and landscaping may be different on

the highway and community sides

Retaining and Noise Walls


Layout can have a profound effect on overall appearance

Number of spans, location of abutments, and span lengths are decisions made early in the design process

Important to consider scale, proportion and balance as seen from predominant vantage points

Designer can adapt structure (within limitations) to accommodate aesthetic and other contextual considerations

Bridges – Structural Layout


Certain structural elements can be varied to achieve different visual effects

Columns Piers Parapet Walls

Bridges – Structural Elements


Consideration should be given to selecting from a range of design materials and methods to achieve a more desirable product

Steel Girders vs. Concrete Beams Continuous Girders vs. Simple spans Concrete Slab Bridges Haunched Girders

Bridges – Methods and Materials


Consistency within a corridor is important Differences in fixtures, arms and poles will be

obvious and distracting Color poles/luminaries to be consistent with

design concept for corridor or blend into the environment

Decrease visual clutter for a smooth and coordinated appearance Eliminate pole arms Minimize variety and number

Lighting - Placement and Type


Design lighting to complement the structures – not as an afterthought Material, color and finish of poles and hardware

should complement the structure Set poles in relation to major structural features Avoid exposed conduit

Lighting - Bridges


Goal of providing information must be balanced with minimizing clutter and improving information delivery

Design considerations similar to lighting - consistency, clutter reduction, and complementing roadway and structural elements

Signage Placement


Reconstruction of cloverleaf system interchange for improved

safety and capacityCSS Features

70 km/h ramp design speeds fit available R/W

Vertical alignment fits terrain and saves cost

Architectural treatments celebrate Dayton’s heritage

Lessons Learned Establish CSD Criteria

IR-70/IR-75 Montgomery County, Ohio


Every Project Has a Context CSS/CSD Applies Everywhere


Utilize and manage diverse technical resources Integrate environmental and engineering tasks Incorporate proactive PI Consider multiple alternatives Maintain open line of communications Comprehensive decision-making process Document all decisions

Key CSS/CSD Elements


Planning & Design Public Involvement Manual Aesthetics Guidelines Environmental Commitments Access Management Manual Location & Design Manual

Construction Environmental Commitments Innovative Contracting


Tools for Success