public meetings preparation type of meetings responding to comments public involvement training...
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Public Meetings
PreparationType of Meetings
Responding to Comments
Public Involvement Training Class – Presented by the Office of Environmental Services
Preparation
Public Involvement Training Class – Presented by the Office of Environmental Services
When? Why? Depending on the type of project, can take
place during any phase of the PDP May be needed in later phases
Formally introduces a project Presents feasible alternatives or a preferred
alternative Details project impacts
Participation enhances decision-making
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Purpose Provide project information Receive input and engage in dialogue Illustrate how decisions were made Build consensus Consider modifications and/or other
alternatives needed Focused interaction between the Project
Management Team and the public
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Strategy Meetings Project Management Team tool Implemented on higher level projects
Complex Path 3 and Path 4 and Path 5 Instituted during the Planning Phase and
continued throughout a project’s life Helps reduce miscommunication and ensures
all aspects of PI are covered Provides direction in developing format,
materials, and agenda
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Strategy Meetings Review and evaluate the PI Plan, as needed Select appropriate notification methods Develop EJ outreach strategy Ensure compliance with Title VI Select appropriate meeting format
Identify location and type of venue Assign roles and responsibilities Determine displays, exhibits, handouts, and
other materials needed
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Plan Accordingly Most ODOT projects do not require a public
meeting Still must ensure PI is comprehensive PI activities vary depending on a project’s
scope and complexity Know the needs of the anticipated audience Depending on the type of project, 12 weeks of
effective planning may be required
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Advance Preparation Scout out the meeting facility and reserve about
3 months in advance May need to reserve early based on venue
popularity Prepare and/or refine mailing list Finalize legal notices, determine newspaper
contacts and advertising deadlines Finalize meeting agenda and exhibits Prepare a media kit
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Be Ready Organize and plan in advance
Perform a dry run, if practical Anticipate possible scenarios
Appropriate layout Sign in at the entrance and then naturally
“flow” through the exhibits Comment table near the entrance/exit Tell the project story
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Adequate Notice Appropriate advertising and notification
Formulate strategy about 12 weeks out Information about the meeting must be
provided at least 2 weeks in advance Include time, date, location, purpose, etc.
Do not assume print material is all you need Reach out using all appropriate means
Include appropriate graphics/illustrations
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Day of the Event Dress appropriately Know the area and your audience
Suits may intimidate Jeans/polo may be too relaxed Business casual typically works best
Arrive early Have a staff briefing prior to starting Be flexible, but execute the plan
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Type of Meetings
Public Involvement Training Class – Presented by the Office of Environmental Services
Focus Groups Typically for Path 4 and Path 5 projects
May be appropriate on Complex Path 3 Held during the Planning Phase
Does not replace stakeholder meetings Solicit specific input from select stakeholders
and residents Several focus groups may be needed
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Focus Groups Small group (15-20 people) Gauges public opinion based on community
values, needs, expectations, and concerns Focus on three to five main topics Interactive Major points identified Minimal presentation of project plans Led by a professional facilitator
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Workshops Path 4 and Path 5 projects
Involves numerous and complex issues Can be held during any phase of the PDP
Does not replace stakeholder meetings To gain opinions and perspectives Useful for resolving issues or impasses between
groups
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Workshops Wide range of stakeholders invited
May include neighborhood groups, residents, and other interested parties
Facilitated by the Project Management Team and one or more PI SMEs
Half-day or day-long Held in public or neutral sites Can involve small group break-out sessions Tables to encourage small group discussion
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Project Task Force Large and complex Path 5 projects
Held during any phase Does not replace stakeholder meetings Resolve specific conflicts, improve relations,
develop solutions, and build consensus More than one task force may be needed
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Project Task Force Involves particular stakeholders Facilitated by the Project Management Team
and one or more PI SMEs May involve several meetings Half-day, day-long, or multiple day events Held at neutral sites Formal, with a specific agenda
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Open House Public Meeting Path 1, Path 2, and Non-Complex Path 3
Not required Appropriate if unusual circumstances or
controversy exist As appropriate for Complex Path 3 Required on Path 4 and Path 5 Can be in addition to other forms of public
meetings
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Open House Public Meeting Casual, low-key environment No formal agenda
Can be held over several hours to maximize attendance
Presentation and Q&A, as appropriate Attendees review materials and displays at
their own pace Project Management Team available to answer
questions and discuss concerns Encourage proactive dialogue
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Formal Public Meeting Complex Path 3 and Path 4 and Path 5
Can be held over several hours to maximize public attendance
Typically held for projects with multiple impacts that affect a wider audience
Assist in managing and reducing opposition, controversy, and misinformation Strong public reaction anticipated
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Formal Public Meeting More structured and focused Formal “timed” agenda Typically lasts 2 hours or less Attendees review materials and displays during
first half Formal presentation, followed by Open Mic
during second half Opportunity to comment in front of peers
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Formal Public Meeting Open Mic
Strongly encouraged for higher level projects Required for EA/EIS projects Rules and guidelines can be:
Included in meeting notifications At welcome table when attendees register Posted around the meeting room
Questions can be answered as part of open mic or deferred to a written response Indicate how/when responses will be
provided prior to meeting
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Public Hearing Formal proceeding in compliance with the
National Environmental Policy Act (NEPA) Required for projects that have:
Significant ROW acquisition Substantial changes to the layout or function
of the facility being improved Substantial adverse property impacts Significant social, economic, and
environmental impacts FHWA can determine that a hearing is in the
public interest
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Public Hearing In Ohio, held for all EA and EIS projects Conducted prior to a decision-making point Specific timeframes and requirements for:
Advertising Public notices Submittal of written comments
Official court stenographer/recorder and transcription of testimony is required
Held at the end of the NEPA process
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Public Hearing Public has an opportunity to provide comments
and have them addressed All verbal and written comments received,
presentation materials, exhibits, displays, and handouts are part of the official project record
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Meeting Tips Account for all accommodation needs Enthusiastic and knowledgeable staff
Everyone is on the same page
Assign a “look-out” for VIP’s Have a media kit available Provide equal and fair time for open mic Follow up on questions you can’t answer
“I do not know” or “I need to look into that” is not a bad response
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Respondingto Comments
Public Involvement Training Class – Presented by the Office of Environmental Services
Why? Required by law Shows we value concerns and opinions
Take the time to respond appropriately It’s the right thing to do! What if the project was in your backyard?
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Receiving Comments The most common way for the public to provide
ideas, arguments, or opposition They can come in any form…
E-mail Letters Verbal (over phone or in-person) Fax Comment Forms Social Media
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Four Types General
Supports or opposes a project Typically not substantiated with facts
Procedural Related to decision-making process, NEPA
procedures or PI process Project Specific
Related to project needs, information request, project data, etc.
Non-project specific comments Corruption, waste of taxpayer dollars
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Acknowledgement Respond within 15 calendar days
Explain if analysis/research is needed Provide an approximate response time The public is usually willing to wait as long as
their comment is being considered If longer than anticipated, let them know
Thank them for their patience Explain circumstances If you have partial info, share it
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Acknowledgement Provide a complete answer to all issues Provide an explanation of any research or
analysis used to answer the question Indicate how the individual can continue to be
involved in the decision making process Indicate next steps
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Documentation It didn’t happen if you don’t have a record! Summarize comments into themes or interest
areas Include 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.
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Documentation Public Meeting Report
Chronological or Categorized Document by date received Document by type of comment
Assign a tracking number Especially helpful for large, complex, and
controversial projects Summary Report
Includes number of comments received and a brief synopsis of key issues raised, along with responses provided
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Documentation Compilation of Comments
For public viewing Illustrates comments received and
corresponding response Distribution can occur in a newsletter, e-mail,
posted on dedicated project website, or other appropriate means
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Exercise #3 Modify/Complete PI Plan What communication methods are needed? What type of meetings are needed?
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