Polk Transportation Planning Organization

Transcription

1 ADOPTED August 14, 2008 Drawer TS-05, Post Office Box 9005 Bartow, Florida Phone: (863) Fax: (863)

2 TABLE OF CONTENTS Purpose... 2 History of the TPO... 2 About the TPO... 3 Roles and Responsibilities... 4 Public Participation Procedures... 6 Goals, Policies, and Objectives... 7 Public Participation Process Public Information/Education Program Public Participation Strategies Public Participation/Comments Commonly used Transportation Terms & Acronyms Appendices Appendix A - Public Participation Evaluation Handbook Appendix B How to Guide to Making Public Comments Appendix C Timeline of TPO Activities Appendix D Code of Federal Regulations Excerpts

3 Purpose This (PPP) is intended to provide a guideline with goals, policies and objectives for public participation activities to be conducted by the Polk Transportation Planning Organization (TPO) in four areas: 1. Regular and special business meetings of TPO and its advisory committees are conducted in an open, public forum with prior notification and provisions for receiving public comment according to Florida Law. 2. Development of the Transportation Improvement Program (TIP) and the Long-Range Transportation Plan (LRTP) include opportunities for public comment prior to adoption by TPO. 3. Individual projects, such as corridor studies, have individual public participation components, including project-specific s. 4. Ongoing updates of TPO activities are provided to the public in several ways, including a bi-annual newsletter and an internet web site. This report identifies a proactive public participation process for TPO transportation planning products, including timely public notices, complete access to information, full access and input to key decisions, and support of early and continuing community participation. The obligation to provide information and consider public input in decision making is explicit in federal regulations. This report outlines public participation strategies, techniques, and transportation planning procedures indicating where public input is most effective. Included as Appendix A, is an Evaluation Handbook that provides guidelines for public participation techniques used by the Polk TPO. The History of the TPO the In 1977, the Lakeland Urbanized Area Metropolitan Planning Organization (TPO) was established, with staff support provided by the Central Florida Regional Planning Council. Since1980, staff support for the TPO in the Lakeland/Winter Haven Urbanized Areas has been provided by the Polk County Board of County Commissioners. In the 1990s, the TPO Board adopted (TPO) as its formal name. Polk County s urban transportation planning process, however, was rooted in the 1960s. The urban transportation planning process was initiated for Polk County in 1967 with the establishment of the Lakeland Urban Area Transportation Study (LUATS). The study included the development of socioeconomic databases for the years 1967 and 1990, and both home interviews and roadside origin-destination surveys for complete model calibration. The initial study, completed in 1970, resulted in a 1990 principal street and highway plan. 2

4 In 1974, the Polk County Transportation Study was organized to provide a coordinated transportation program for the entire county, including those areas previously served under LUATS. A county-wide database was developed for the base year 1973 and land use forecasts were prepared for the years 1980, 1985, 1990 and Travel data from the 1967 LUATS origin-destination survey were supplemented with a 1975 roadside interview of intercity travelers. The final product of this study, completed in 1978, was an adopted transportation plan for the year 2000 with an interim 1990 plan for staging of projects. In 1983, work was initiated on a comprehensive model validation study using a 1980 database in conjunction with the Florida Department of Transportation s newly-established Urban Transportation Planning System (UTPS) standard model structure. Following completion of the model validation study in 1984, a separate study was begun to develop a 2010 Cost-Feasible Plan for Polk County, with an interim staging plan for In 1987, a consultant was selected to complete this work, and in 1989, the 2010 Long-Range Transportation Plan was adopted. In 1992, a board membership reapportionment plan was approved by the governor with the cities of Auburndale, Bartow, Lake Wales, and Haines City authorized to have one voting member each. In 1995, the 2020 Long-Range Transportation Plan Update was adopted, and on December 7, 2000, the 2025 Long-Range Transportation Plan Update was adopted. In 2004, the Polk Regional Transportation Organization (RTO) was created to improve the coordination of existing transit services and lead the transition to a new countywide transit system. On December 8, 2005 the 2030 Transportation Improvement Plan (2030 TRIP), formerly known as the Long-Range Transportation Plan, was adopted. About the TPO out the TPO The (TPO) is the lead transportation planning agency for Polk County. It develops transportation plans and programs for Polk County as mandated by federal and state legislation, which are designed to meet our community s short and long term travel needs. Transportation projects, e.g., road widening projects or bus service expansions, are planned and programmed (federal and state funding) by the TPO is cooperation with the Florida Department of Transportation (FDOT), transportation operators and local governments. Staff support is provided by the Growth Management Department of the Polk County Board of County Commissioners. The TPO provides a forum for cooperative decision-making regarding countywide transportation issues. It is comprised of a 19-member policy board of local elected officials, staff, and advisory committees. The member governments include the Polk County Board of County Commissioners and the cities of Lakeland, Winter Haven, Auburndale, Bartow, Haines City, Lake Wales, Fort Meade, Mulberry, Frostproof, Lake Alfred, Dundee, Eagle Lake, Davenport, Polk City, and Lake Hamilton. Other public agencies such as the Central Florida Regional Planning Council, and the Florida Departments of Community Affairs (DCA), Environmental Protection (DEP), and the Florida Department of Transportation (FDOT), are also represented on its advisory committees. 3

5 Roles and Responsibilities Board (TPO) The Polk TPO Board membership consists of nineteen voting members with representatives form the Polk County Board of County Commissioners (5) and the following municipalities: City of Lakeland (6); City of Winter Haven (2); City of Auburndale (1); City of Bartow (1); City of Haines City (1); City of Lake Wales (1); South County Bloc (shared voting membership): Fort Meade, Mulberry, and Frostproof (1); East County Bloc (shared voting membership): Lake Alfred, Dundee, Eagle Lake, Davenport, Polk City, and Lake Hamilton (1). These officials are elected to office by the general public and are expected to act on behalf of their respective constituency. In this regard they contribute to public participation in the TPO process by representing the needs and desires of the citizens in their jurisdictions and by promoting transportation plans and programs in the community. The Board typically meets every other month on the second Thursday at 9:00 a.m., to discuss issues and make informed decisions about future transportation projects, initiatives and improvements, thus providing leadership for a continuous and comprehensive transportation planning process. The Technical Advisory Committee (TAC) The Technical Advisory Committee (TAC) is a committee of planning professionals who act in an advisory capacity on all technical matters relating to transportation. The members are appointed by their respective governments. The membership of the TAC consists of technically qualified representatives including planners, engineers, transit agencies, the School Board, as well as non-voting representatives from state and federal agencies. The TAC meets every other month on the fourth Thursday of the month and forwards all comments and recommendations to the TPO Board. All TAC meetings are properly noticed and are open to the public. The Citizen Advisory Committee (CAC) The Citizens Advisory Committee (CAC) is a committee appointed by the TPO to provide citizen input to the transportation planning process. CAC members are appointed by each Board member. The CAC meets every other month on the fourth Tuesday of the month and forwards all comments and recommendations to the TPO Board. All CAC meetings are properly noticed and are open to the public. 4

6 The CAC is the primary forum for citizen discussion on all transportation related topics. Efforts are made to assemble a Citizens Advisory Committee whose membership adequately represents the social and demographic diversity of Polk County. Transportation Disadvantaged Local Coordinating Board (TDLCB) The Transportation Disadvantaged Local Coordinating Board (TDLCB) is an advisory group serving the transportation disadvantaged population in Polk County, and is supported by the Polk TPO. The TD Program provides transportation assistance to economically and physically disadvantaged citizens of Polk County under the Florida Commission for the Transportation Disadvantaged. The TDLCB is comprised of various community groups as outlined in Florida Statutes and committee representatives are appointed by the TPO. The purpose of the coordinating board is to develop local service needs and to provide information, advice, and direction to the Community Transportation Coordinator (CTC) regarding the coordination of services to be provided to the transportation disadvantaged. As such the TDLCB provides a forum for the needs of the transportation disadvantaged to be heard. The responsibilities of the TDLCB are defined by Chapter 427, Florida Statutes. The TDLCB meets on the third Monday, every other month, and all meetings are properly noticed and are open to the public. In addition, each meeting agenda includes an opportunity for press and citizen comments. This provides time for citizens to address the TDLCB regarding an unlimited range of transportation related topics. The Joint Citizen s Advisory Committee (JCAC) The JCAC was established by the West Central Florida Chairs Coordinating Committee (CCC) to solicit citizen input on projects and plans the Tampa Bay region. In 2006, the membership was expanded to include the Polk TPO. At that meeting advancements in teleconferencing and web technology finally enabled the JCAC to hold its first truly region wide meeting with CAC members and staff from Pinellas, Hillsborough, Hernando, Manatee/Sarasota, Pasco, and Polk counties. The JCAC meets on a quarterly basis, alternating meeting locations. Regional plans and projects such as the Regional LRTP and the Regional Congestion Management System, Transit and Multi-Use Trails are reviewed, and committee recommendations are directed to the respective MPOs, FDOT and the CCC. Polk Transit Authority (PTA) The Polk Transit Authority (PTA) was created in 2007 by the Florida Legislature, and will act as the regional transit authority for Polk County. The PTA will provide for strategy development and implementation of alternative local funding sources when federal transit operating funding 5

7 will no longer be available due to the changing status of the Lakeland and Winter Haven areas from urbanized areas with under 200,000 in population to urbanized areas with over 200,000 persons. Urbanized areas with populations that exceed 200,000 are no longer eligible for federal transit operating funds. The PTA will work towards the consolidation of the three existing transit service providers into a single entity, providing countywide transit services, coordination with other regional providers, and the potential for a long-term and stable source of transit funding. The Polk Transit Authority meets bi-monthly, on the fourth Wednesday, at 10:00 a.m. various locations throughout the county to be determined. Public Participation Procedures Public Hearings 1. At least one public hearing shall be conducted by the TPO prior to the adoption or amendment of each of the following planning products. These public hearings may be held as part of a regularly-scheduled TPO meeting. All public hearings are conducted in accordance with federal Title VI regulations (CFR 49, Part 21). a. Long-Range Transportation Plan Adoption and Amendments - A public hearing shall be held prior to a comprehensive update or amendment of TPO s Long-Range Transportation Plan. b. Transportation Improvement Program - A public hearing shall be held to consider the endorsement of the Transportation Improvement Program. 2. When substantive written and oral comments are received on the draft Long-Range Transportation Plan or TIP (including the financial plan), as a result of the public participation process, a summary, analysis, and report on the disposition of comments shall be prepared and made available upon request. 3. The following describes the notification process for the materials that shall be available for, and the process of documenting the input received at, public hearings which shall be conducted as part of the development, update, and amendment processes for the Long-Range Transportation Plan and Transportation Improvement Program. a. A public notice announcing a scheduled public hearing shall be published in a newspaper of general circulation in Polk County. Press releases announcing scheduled public hearings shall be provided to community newspapers and local broadcasters throughout Polk County. These press releases shall be transmitted not less than ten days prior to the scheduled public hearing date. b. Projects for the Lakeland Area Mass Transit District (LAMTD) that are entered into the Transportation Improvement Program, subsequent to the LAMTD Program of Projects public participation notice, will be included in the notice of the TPO s 6

8 Adoption Hearing. The Adoption Hearing notice will indicate that it provides public participation for LAMTD projects in the Transportation Improvement Program (TIP). Likewise, the Adoption Hearing notice will also indicate that it provides public participation for Winter Haven Area Transit (WHAT) projects in the TIP. c. Written notification of a public hearing shall be mailed to a list of interested parties, not less than ten days prior to each hearing. d. Any printed or graphical materials that are available shall be provided by either TPO staff or the appropriate agency upon request. e. Copies of all public comments received prior to the hearing date shall be provided to TPO members at or before the public hearing. A summary, analysis, and report on the disposition of the comments received shall be prepared and made available upon request., Policies, and Objectives Goals, Policies, and Objectives Goals are used to define the ultimate vision for what the public participation program is to accomplish. Objectives are measurable interim steps used to evaluate progress toward reaching a goal. In reviewing the goals and objectives, the process of identifying and evaluating strategies to reach the goals and objectives continues. Therefore, it was important to define and affirm the goals and objectives for public participation as a necessary step in evaluating TPO s existing procedures and any potential outreach strategies. Based on an understanding of the existing public participation process and the federal requirements, the following goals, policies, and objectives for the Transportation Planning Organization s (TPO s) updated Public Participation Process are hereby adopted. GOAL: TO PROVIDE THE PUBLIC WITH THOROUGH INFORMATION ON TRANSPORTATION PLANNING SERVICES AND PROJECT DEVELOPMENT IN A CONVENIENT AND TIMELY MANNER. Policy 1: TPO shall actively engage the public in the transportation planning process according to the policies contained in this and State and Federal law. Objective 1.1: TPO shall maintain an up-to-date database of contacts including at a minimum the following persons: a. Elected Officials b. Local Government Staff c. Transportation Agencies (airports, transit, etc.) d. Local Media e. Homeowners Associations 7

9 f. Civic Groups g. Special Interest Groups h. Polk County Libraries (for public display) i. Individuals expressing an interest in transportation planning activities. j. chambers of commerce Objective 1.2: The TPO shall, when feasible, mail meeting announcements/invitations to TPO contact list or to targeted groups for upcoming activities. Policy 2: TPO will hold public meetings at convenient and accessible locations and times. Objective 2.1: Whenever possible, the TPO should attempt to schedule meetings in the vicinity of persons most affected by the transportation project or issue. Objective 2.2: If possible, government facilities, libraries, churches, community buildings and clubhouses should be used for meeting locations. Policy 3: TPO shall keep the public informed of on-going transportation-related activities on a continuous basis. Objective 3.1: The TPO will prepare short informative videos informative videos in support of key transportation topics and issues. Objective 3.2: TPO shall make all publications and work products readily available to the public via the Internet and TPO staff office. Objective 3.3: TPO staff shall be available to provide general and project-specific information at a central location during normal business hours and after hours at the request of groups such as homeowners associations with reasonable notice. Objective 3.4: TPO shall produce a biannual newsletter for distribution to TPO contact list. The newsletter should include, at a minimum, updates on current or recently completed projects, announcements of upcoming meetings, and contact information. The newsletter shall be distributed by and by direct mail to TPO database and posted on TPO web site. It will also be distributed to all public libraries including college libraries in the reference department, local officials, chambers of commerce, realtor associations, public school planning officials, and economic development councils. Objective 3.5: TPO shall maintain an Internet web site and shall be continuously updated and maintained to provide the most current information available. Objective 3.5.1: A summary guide to TPO planning shall be produced to go on the web site and a hard copy to be distributed using laymen s terms. Objective 3.5.2: The web site shall include an interactive component to provide an opportunity for citizens to comment on TPO plans as they are being developed. Also is shall, at a minimum, contain the following information: 8

10 a. Contact information (mailing address, phone, fax, and ) b. Current TPO and advisory committee membership c. Meeting calendars and agendas d. Brief descriptions of current projects e. Work products and publications (TIP, LRTP, UPWP, etc.) f. Comment/Question form g. Links to related agencies (FDOT, MPO s, etc.) h. Online survey i. Minutes of TPO Board and other TPO meetings posted online Policy 3: TPO shall encourage the participation of all Polk citizens in the transportation planning process. Objective 3.1: Target audiences shall be identified for each planning study conducted by the TPO, including residents, business and property owners, and those traditionally-under served and under represented populations, including but not limited to, low-income and minority households, or those addressed by the American with Disabilities Act (ADA) in the transportation planning process. Objective 3.2: TPO shall provide Language Assistance to Limited English Proficient (LEP) Persons. These guidelines apply to FDOT District One, their recipients, sub-recipients and other Department agents who receive federal financial assistance for their programs and services. Language Assistance - At a minimum, LEP persons shall be notified that: 1. Upon request, they are offered language assistance; 2. Language assistance will be provided at no cost to the person; and, 3. Vital documents will be translated at no cost. AUTHORITY: Title VI of the Civil Rights Act of 1964, 42 U.S.C. 2000(d) et seq.; Executive Order 13166; U.S. Department of Labor Revised Guidance Regarding the Title VI Prohibition Against National Origin Discrimination Affecting Limited English Proficient (LEP) Persons. Objective 3.3: TPO shall, whenever feasible, hold public meetings at convenient and accessible locations and times to potentially affected citizens. Public meetings that are held on transit-related issues will be coordinated with the current transit providers in Polk County to utilize a transit vehicle (based on availability) in order to travel to traditionally underserved communities to offer a public forum regarding regional transit and transportation planning issues in their communities. 9

11 Policy 4: TPO shall strive to continuously improve public participation. Objective 4.1: TPO shall continuously evaluate public participation techniques, according to the procedures contained in the Polk TPO Public Participation Evaluation Handbook. Objective 4.2: This PPP and the Evaluation Handbook shall be reviewed and adopted, with revisions if necessary, at least every three (3) years. Policy 5: TPO shall participate in public participation activities for individual transportation improvement projects from the planning phase through construction. Objective 5.1: TPO shall actively assist the Florida Department of Transportation, local governments, and transportation agencies in the development and implementation of public participation techniques for planning and other studies, including Project Development and Environmental (PD&E) studies. Objective 5.2: The TPO will continue to utilize the Early and Continuing Coordination on Road Projects as a means of communication to ensure appropriate citizen, stakeholder and community groups are included in the planning and development of new road projects. Objective 5.3: TPO shall cooperate with the Florida Department of Transportation to implement their Community Awareness Program. Policy 6: TPO shall ensure that information is communicated in a clear, credible, concise and consistent manner. Objective 6.1: All oral and visual presentations on the Long Range Plan Transportation Plan will be done in clear, simple language with as few acronyms as possible. Presenters will provide basic introductory information on the topics being presented. Objective 6.2: Whenever possible, visualization techniques should be used to support transportation plans or individual projects. There are many ways to use visualization techniques to better convey plans and programs, ranging from static maps to interactive GIS systems, from artist renderings and physical models to photo manipulation to computer simulation. Objective 6.3: Publish documents and written material that are highly graphical, use nontechnical terms, and avoid jargon and acronyms. Objective 6.4: Focus on key information desired by the public, such as: Where and when improvements are planned; How construction will affect them; How they will benefit; How neighborhoods and property values will be affected; Where to go for more information; 10

12 Objective 6.5: Provide adequate time for internal review and quality assurance prior to releasing plans and planning documents. Release draft documents to standing committees for review and comment prior to final adoption. Objective 6.6: Research the available resources to translate materials into alternative mediums for disabled populations. Public Participation Process The Public Participation Process includes the following: a. TPO plans and programs such as the Long Range Transportation Plan, Transportation Improvement Program, Unified Planning Work Program, Transportation Disadvantaged Service Plan, Transit Development Plan and the shall be subject to this process following its adoption. b. This process shall be reviewed periodically by TPO to ensure the process provides full and open access to all. c. A public comment period of 45 calendar days shall be provided prior to the adoption of said process and/or any amendments to the process. d. Notice of the 45-day comment period shall be legally advertised in a newspaper of general circulation covering Polk County prior to the commencement of the 45-day comment period. e. Notice will be given that the draft plan or program will be made available online, and by hard copy at local government planning offices and the TPO offices for a 45-day period. f. Comments can be submitted during this time period by or regular mail. g. TPO shall coordinate this process with statewide public participation processes, wherever possible, to enhance public consideration of the issues, plans, and programs and to reduce redundancies and costs. h. Other written materials, such as TIP amendments, should be available for review and comment at least seven days in advance. Materials will be distributed to the TPO Board and to other interested parties on the TPO Board mailing list. Materials will be made available on the TPO website. Public Information/Education Program TPO shall provide an ongoing program that not only educates the public regarding transportation planning issues, but also provides enough timely information for the public to make informed decisions on those issues through the techniques listed in the next section. TPO staff shall maintain a mailing list that includes churches, schools, and segments of the community traditionally underserved by existing transportation systems. It shall also include those who have expressed an interest in transportation planning/issues at public workshops and hearings. a. Develop an Outreach and Education Program 11

13 The outreach and education program will be designed to educate the public about the transportation planning process and its relevance to all stakeholders. Materials produced as part of this program will include such tools as pamphlets, brochures, videos and workshop outlines which can be used in various presentations and for distribution. It will be necessary to periodically review and update the program and accompanying materials such as a citizen s guide. Special considerations and arrangements will be made to design a program that is tailored for non-traditional participants such as low-income, minority and disabled communities. These considerations will include developing materials specifically targeted to those communities. Annual Transportation of the Future Poster Contest The TPO begins educating the public about transportation planning for the future with an educational art contest for student s grades 3-8. An average of 900 students participate each year drawing and describing what Polk County transportation will look like in the year The students receive awards during a TPO Board meeting which is televised on our local government access television station, PGTV. Students often bring their parents and other family members to the awards ceremony and are exposed to the TPO and how they help plan Polk s future transportation. Public Participation Strategies This section contains descriptions of public participation tools currently used by TPO. Additional tools used by other agencies are included to present a more complete picture of available techniques. Meeting notices, agendas and minutes (including, but not limited to, TPO Board, Citizens and Technical Advisory Committees, and Transportation Disadvantaged (TD) Coordinating Board) shall be mailed to all citizens who request them (in addition to TPO Board and Committee members). In an effort to control costs, these notices will be mailed on postcards or distributed electronically to cut down on paper usage and postage. (Written minutes as well as audio tapes of committee meetings and TPO Board meetings are available in TPO offices. Most materials can be downloaded from the web site at Also, access to the TPO website is available at the Polk County Public Libraries. Informational Newsletters, Brochures & Flyers TPO staff shall maintain informational brochures or materials regarding current transportation issues for distribution. These materials shall be made available at TPO offices. Due to the diverse population of Polk County, every effort will be made to provide informational materials in Spanish or any other language as deemed appropriate as well as alternative mediums for disabled populations. 12

14 TPO shall produce a newsletter concerning transportation issues in Polk County to be distributed to the entire TPO mailing list as well as all public libraries, media, city halls, or other locations that are accessible to the public. This newsletter shall be produced at least bi-annually. Distribution times may vary, however, depending upon issues and projects that warrant a more frequent distribution. Each issue includes staff contact information; upcoming meeting schedules, TPO web site address, project highlights, and current planning project status reports. Each year inserts are included to highlight major TPO projects or activities, such as the adoption of project priorities and TPO Annual Report. When appropriate, information regarding significant transportation issues, TPO awards, and other one-time activities are also included. An important goal of the newsletter is to inform the public of upcoming decisions to be made by TPO or other agencies, so that they have time to prepare meaningful comments prior to the decision being finalized. Citizen s Guide to Transportation Planning - TPO shall produce and distribute a Citizen s Guide to Transportation Planning in Polk County. This guide shall be mailed to the entire TPO mailing list and be available at TPO offices as well as public libraries, city halls or other locations that are accessible to the public. This document shall be updated on an as needed basis. Speakers Bureau - The Speakers Bureau will consist of Polk TPO members and staff who can speak to civic groups, professional organizations, neighborhood associations, and other groups about the transportation planning process. Members of the speaker s bureau will present information that which has been developed for outreach and education about TPO process. In addition, opportunities will be provided to listen to the concerns of the group, answer questions, and seek continued participation and input. The availability of speakers will be marketed to interested groups, as well as advertised in Polk TPO Multi-Modal Vision and other outreach publications. Organizations involved in the transportation planning process will be asked to identify speaker topics that would be useful to them. Technical Memos - For long-term projects (i.e. Long-Range Transportation Plan) TPO staff and/or project consultants shall prepare technical memoranda concerning the technical and policy information used in each of the project s steps. Specifically, these documents shall be used to provide background information regarding how a project/plan got to its present state and the next steps to be taken in the process. Newspaper, Cable and Network Television, Internet and Radio - TPO will make information available through news releases to area newspapers, radio, and television stations. TPO shall also utilize Polk Government Television (PGTV) to inform and educate the public. TPO meetings are taped for delayed broadcast to all cable subscribers countywide. TPO meetings are also broadcast live via the Internet on Polk County s website ( The site also maintains an archive of TPO 13

15 meetings which can be viewed online. In addition, TPO may include a newspaper supplement explaining the Long-Range Transportation Plan in local newspapers. Workshops are forums where the public is brought up-to-date on the details of the plan or program being presented. The public shall also be provided with details regarding the next steps to be taken prior to the next workshop or public hearing. The public is expected to provide meaningful comments regarding the plan or program at the stage it is presented. Public participation workshops shall be held prior to crucial decision-making points in TPO process. Public Hearings are meetings held by TPO Board to consider input from the public on the adoption of a plan or program being presented at the hearing. Topics discussed at these hearings shall be limited to those for which the hearing is being conducted, and the public shall have an opportunity to submit comments on an item prior to the conclusion of any discussion of that item. All public hearings are conducted in accordance with federal Title VI regulations (CFR 49, Part 21). Alternative Media - Use of electronic media, when available, shall be examined as a possible means of disseminating and making information available to board members and the public. Planning Document - The Polk TPO reviews and updates the Unified Planning Work Program (UPWP), the Transportation Improvement Program (TIP), the Priority Project Lists and the Transit Development Plan (TDP) annually. The TPO also updates the TPO periodically as needed. The Long Range Transportation Plan (LRTP) is updated every 5 years. These documents are available for public review on a continuous basis. Web Site - TPO maintains a site on the internet ( with information on TPO activities, meetings, and members; downloadable plans; links to related sites; and several opportunities to provide feedback. Visits to the site will be tracked. Future plans include interactive maps of transportation projects. Agendas and minutes of the Polk TPO Board and its subcommittees are posted. In addition, information on documents, draft documents, or portions of draft documents under review by the public are made available when feasible. The website also provides an opportunity for the public to provide input and formal comments on an ongoing basis through links. Database - TPO staff maintains a master database of all contacts, both business and public, on a continuous basis. The database includes committee membership, mailing information, phone and fax numbers, and and internet addresses. The database is used for maintaining up-to-date committee membership lists, special interest groups, and home-owners association contacts, and the newsletter mailing list. Membership lists generated using the database is provided to the public, municipalities, and other agencies 14

16 upon request. The database will be used to establish and maintain a list of contacts for electronic meeting notification and announcements. Legal Advertisements - Florida Administrative Code (FAC) requires advertisement of any public meeting where a decision could be made or that may be attended by more than one elected official. TPO regularly advertises TPO, the TAC, and the CAC meetings. Advertisements are also televised on Polk Government Television. Press Releases - Formal press releases are sent to local media (newspaper, TV, and radio) via , fax and web-posting to announce upcoming meetings and activities and to provide information on specific issues being considered by TPO or their committees. Press Releases are posted in pdf format to the county web site so to be more accessible to journalists. Announcements/Internet Message Boards - Meeting announcements and TPO information are ed to interested persons that have submitted their addresses to TPO staff. Interactive message boards will be used to facilitate discussion and solicit public comment regarding specific TPO projects or issues. Note: This technique is not currently used by TPO; however it is expected to be used in the future as technology becomes available. Display Ads - These ads are used to promote meetings that are not regularly-scheduled, such as corridor study workshops. They are published in the local section of the newspaper in order to reach a larger audience than those that typically read legal ads. Direct Mailings - This technique is used to announce upcoming meetings or activities or to provide information to a targeted area or group of people. Direct mailings are usually post cards, but can be letters or fliers. An area may be targeted for a direct mailing because of potential impacts from a project. Groups are targeted that may have an interest in a specific issue, for example avid cyclists may be targeted for greenways and trail projects. Project-specific Web Sites - For individual projects, such as regional transit, that are typically performed using consulting services, project-specific web sites are often used. These sites are used when project information is too extensive to be included on TPO site. Project web sites can contain study area maps, meeting announcements, descriptions of potential alternatives, comment forms, user surveys, and project team contact information. Links to project sites are provided on TPO site. The Regional Transportation Organization project specific web site has been utilized for providing information of the countywide transit project, and the newly formed Polk Transit Authority (PTA). Project Workshops/Open-Houses - These are public meetings that are generally open and informal, with project team members interacting with the public on a one-on-one 15

17 basis. Short presentations may be given at these meetings. The purpose of projectspecific meetings is to provide project information to the public and to solicit public comment. Identify and Build Relationships with Stakeholders - A stakeholder is defined as any person or group that is affected by a transportation plan, program, or project, including those who may not be aware they are affected. Stakeholders include the general public; environmental, health, neighborhood, citizen, and civic organizations; traditionally under served communities such as people with disabilities, low-income, and racial and ethnic minorities; and affected public agencies. Representatives of all identified stakeholders will be included in the mailing list. Also, the existing mailing list will be evaluated on at least a yearly basis to ensure that as many individuals and groups as possible who are potential stakeholders are included in the list. Updates will occur on a continual basis. Ongoing meetings with stakeholders will be conducted to share information on a one-to-one basis in Polk County TPO s public involvement process. These meetings will also give stakeholders an opportunity to provide individualized feedback to Polk TPO public involvement staff. Develop and Implement a Plan to Reach Non-Participating, Low-Income, and Minority Populations - Particular emphasis will be put on reaching people who have traditionally not been participants in the transportation planning process. Traditional nonparticipants include persons who are low-income, belong to a minority population, are disabled individuals or are immigrants particularly those who are non-english speaking. Public involvement staff will identify and meet with organizations and community leaders who represent these populations. The purpose of these meetings will be to build relationships with the groups and leaders as well as identify strategies for bringing traditional non-participants into the transportation planning process. The identified strategies will be implemented in cooperation with the organizations and community leaders. A detailed plan for identifying and meeting with groups and leaders and implementing strategies will be developed. Publicize Polk County TPO Activities - Key media will be provided with periodic updates of the activities of the Polk County TPO. Media coverage will be actively cultivated to ensure that radio, TV and newspaper outlets understand the importance of providing information on transportation planning activities. In addition, news releases and/or media alerts will be disseminated to announce public review and comment periods for the Long Range Transportation Plan (LRTP) updates and amendments, Transportation Improvement Programs (TIPs), Unified Planning Work Programs (UPWPs), Public Involvement Plans (PIP) and other major activities. In order to do so, a current list of media outlets such as television and radio stations, and newspapers, including small-community based publications, will be established and maintained. 16

18 Partner with Outreach Professionals - Establishing partnerships with member jurisdiction and agency outreach professionals will help to reach a greater number of affected communities. Such professionals are often aware of local issues and have a good understanding of the various communities and community networks within their jurisdictions. In addition, utilizing their resources to publicize activities and events will help the Polk County TPO to reach a broader audience. Finally, such partnerships will help to promote best practices. Socio-Cultural Effects and Public Participation - Although transportation system projects are undertaken in an attempt to improve conditions in and around a community, there are sometimes unintended negative impacts associated with the completion of a project. Socio-Cultural Effects (SCE) is a process that has been developed to evaluate the effects of a transportation action on a community and its quality of life. Public participation is an essential tool for completing the assessment process. Public participation activities help to identify the groups that may be affected by a transportation project and to document any impacts those groups perceive as significant. The involved parties can then provide insight into workable alternatives and mitigation options. The Polk County TPO has a strong commitment to increasing the public participation activities used in support of future SCE efforts. As the SCE process is further developed public participation activities targeting specific segments of the community will continue to increase. Fact Sheets - These are used to provide summary information regarding TPO policy, programs and projects. Fact sheets can be distributed at public meetings, on TPO web site, and in public places such as libraries and community centers. Individuals and special interest groups can request fact sheets directly from TPO staff office. The TPO makes provisions for language barriers by providing informational fact sheets in an alternative format and language upon request. Comment Forms - Comment forms are often used to solicit public comment on specific issues presented at a workshop or other public meeting. Comment forms can be very general in nature, or can ask for very specific feedback. For example, a comment form may ask for comments on specific alignment alternatives considered during a corridor study, or may ask for a person s general feelings about any aspect of transportation. Comment forms can also be included in publications and on web sites to solicit input regarding the subject of the publication and/or the format of the publication or web site. Surveys - These are used when very specific input from the public is desired. A survey can be used in place of comment cards to ask very specific questions such as whether a person supports a specific alignment in a corridor study. Surveys are also used to gather technical data during corridor and planning studies. For example, participants may be 17

19 asked about their daily travel patterns. Eight major surveys were taken in the last few years. Posters and Flyers - These are used to announce meetings and events and are distributed to public places such as City Halls, libraries, and community centers for display. The announcement may contain a brief description of the purpose of the meeting, the time(s) and location(s), and contact information. Posters and flyers may be used to reach a large audience that cannot be reached using direct mailings and/or newsletters. The History of Transportation Timeline Poster is an educational product that is used in conjunction with this effort. Public Participation/Comments Public comments are important to the public participation process as they provide valuable feedback to TPO on plans and programs. This section identifies ways for the public to comment on transportation planning issues and a means by which TPO can obtain public comment. a. The public is encouraged to provide verbal or written comments prior to or at any public participation workshop or public hearing regarding the transportation issues being presented. Comment sheets will be provided. b. The public is encouraged to provide written or verbal comments on any transportation issue being considered by the TPO, either in person through TPO offices, or via alternative media when available. c. All comments received will be tabulated, summarized as necessary, and distributed to both TPO standing committees and TPO Board prior to action being taken on those issues on which comments were received. Comments will also be referred to specific project consultants and/or appropriate agencies as applicable. d. The Citizens Advisory Committee (CAC) is an established standing committee of TPO. The CAC consists of a county-wide representation of citizens who provide input to proposed transportation plans and programs and also make recommendations to TPO Board. The public may contact the CAC members or attend its monthly meetings to voice questions and comments regarding transportation planning issues. Non-CAC members may speak with the approval of the CAC chairperson. The CAC bylaws, which include the governing rules of the organization and its make-up, are available through TPO offices. More incentives are being researched to increase CAC participation. Recruitment of minority, Spanish and transportation disadvantaged citizens are being sought. e. Non-members are welcome to speak at the Technical Advisory Committee (TAC) meetings or TPO Board meetings, with the approval of the respective chairs. Speakers comments should be brief and pertinent to the subject matter being discussed. 18

20 Commonly Used Transportation Terms and Acronyms ADA Americans with Disabilities Act of 1990: A federal law that requires public facilities (including transportation services) to be accessible to persons with disabilities, including those with mental disabilities, temporary disabilities, and the conditions related to substance abuse. ADT Average Daily Traffic: The number of vehicles passing a fixed point in a day, averaged over a number of days. The number of count days included in the average varies with the intended use of the data. BPED Bicycle/Pedestrian Sub-Committee: The purpose of the Polk TPO Bike/Ped Advisory Committee is to make Polk County a better place to walk, bicycle, and wheel chair. We advocate and educate on bicycle, transit and pedestrian issues, including handicap accessibility. CAP Commuter Assistance Program: Program funded by the U.S. Department of Transportation (DOT) which supports numerous congestion-reducing programs in a community in order to achieve the community s traffic reduction and air quality goals. CAC Citizen Advisory Committee: Advisory committee utilized by most metropolitan planning organizations (MPOs) for citizen input into the transportation planning process. CMAQ Congestion Mitigation and Air Quality Improvement Program: A new categorical funding program created under ISTEA which directs funding to projects that contribute to meeting national air quality standards in non-attainment areas for ozone and carbon monoxide. CMS Congestion Management System: A systematic process required under ISTEA to provide information on transportation system performance and identify alternative strategies to alleviate congestion and enhance mobility of persons and goods; process must be developed in Transportation Management Areas (TMAs) and in use by October 1, 1997; the use of CMS in non-tmas is left to the discretion of state and local officials; in Florida, MPOs will take the lead for the CMS in urbanized areas and FDOT will take the lead elsewhere. CMS Concurrency Management System: A systematic process utilized by local governments to ensure that new development does not occur unless adequate infrastructure (such as public facilities) is in place to support growth; requirements for the CMS are found in Rule 9J , Florida Administrative Code (F.A.C.). CTCs Community Transportation Coordinators: People contracted by the Transportation Disadvantaged Commission to provide complete, cost-effective and efficient transportation services to transportation disadvantaged (TD) persons. CUTR Center for Urban Transportation Research: A legislatively created research center, located at the University of South Florida, whose purpose is to conduct and facilitate research 19

21 and serve as an information exchange on issues related to urban transportation problems in Florida. FAA Federal Aviation Administration: Federal entity responsible for overseeing air commerce, air traffic control, noise abatement and other related issues. F.A.C. Florida Administrative Code: Document in which Florida s administrative regulations are found. FDOT Florida Department of Transportation: Agency responsible for transportation at the local, state or federal level. FHWA Federal Highway Administration: Division of the U.S. Department of Transportation responsible for administrating federal highway transportation programs. FIHS Florida Intrastate Highway System: A statewide network of limited and controlled access highways whose primary function is for high speed and high volume traffic movements. F.S. Florida Statutes: Documents in which Florida s laws are found. FSUTMS Florida Standard Urban Transportation Modeling Structure: Computer model used in Florida for transportation planning to simulate existing and future travel patterns; developed by FDOT for long-range urban area transportation modeling. FTA Federal Transit Administration: Formerly UMTA; federal entity responsible for transit planning and programs. FTP Florida Transportation Plan: A statewide, comprehensive transportation plan which establishes long-range goals to be accomplished over a year time frame; developed by Florida Department of Transportation (FDOT); updated on an annual basis. HOV High Occupancy Vehicle: In Florida, vehicles carrying 2 or more people; freeways, expressways and other large volume roads may have lanes designated for HOV use by carpoolers, vanpools, and buses. HSR High Speed Rail: A railway system which can transport people or goods at speeds in excess of 125 miles per hour; currently being considered in Florida between Miami, Orlando and Tampa. IMS Intermodal Management System: Systematic process to improve the coordination in planning and implementation of air, water and land-based transportation facilities and services; required for transportation facilities connected to the National Highway System (NHS) as a part of ISTEA; must be in use by October 1, 1997; for non-nhs transportation facilities, the extent of an IMS is left to the discretion of state and local officials. ISTEA Intermodal Surface Transportation Efficiency Act of 1991: Federal law which restructured transportation planning and funding by requiring consideration of multimodal 20

22 solutions, emphasis on the movement of people and goods as opposed to traditional highway investments, flexibility in the use of transportation funds, a greater role of MPOs, and a greater emphasis on public participation. LOS Level of Service: A qualitative assessment of a road s operating condition; generally described using a scale of A (little congestion) to E/F (severe congestion). LRTP Long Range Transportation Plan: A 20-year forecast plan required of state planning agencies and MPOs; must consider a wide range of social, environmental, energy and economic factors in determining overall regional goals and consider how transportation can best meet these goals. MPOAC Metropolitan Planning Organization Advisory Council: An advisory council (consisting of one member from each MPO) that serves as the principal forum for collective policy discussion in urban areas; created by law to assist the MPOs in carrying out the urbanized area transportation planning process. NHS National Highway System: Specific major roads to be designated by September 30, 1995; the NHS will consist of 155,000 (plus or minus 15%) miles of road and represents one category of roads eligible for federal funds under ISTEA. NTS National Transportation System: Refers to those elements/facilities from aviation, highways (including the NHS), railroads, ports and waterways, pipelines and public transportation which play an important role in meeting national transportation needs; will be used to provide a policy framework to evaluate impacts and effectiveness of federal laws and regulations, to plan federal infrastructure investments, and to evaluate service levels; currently being developed by the U.S. Department of Transportation (DOT). O-D Survey Origin- Destination Survey: A study which identifies where a selected sample of persons or cars came from (origin) and where they are going (destination); used to help understand travel patterns and trip purposes. PD&E Project Development and Environment (PD&E) Study: a process that was developed by the Florida Department of Transportation (FDOT) to document social, economic and environmental impacts associated with a proposed transportation improvement project. The process which is mandated by the National Environmental Policy Act (NEPA) for federallyfunded projects includes an extensive data collection effort to properly assess, design and document the problems and recommendations identified by the analysis. PPP : An integral part of a planning or major decision-making process. It provides opportunities for the public to be involved with the TPO in an exchange of data and ideas. Citizen participation offers an open process in which the rights of the community, to be informed to provide comments to the Government and to receive a response from the Government, are met through a full opportunity to be involved and to express needs and goals. 21

23 SAFETEA-LU Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU): This new law establishes extensive new resources and opportunities to advance highway safety throughout the country in a comprehensive, strategic manner. The Office of Safety is very encouraged by the opportunity this legislation offers for saving lives and reducing injuries on our Nation s highways. SHS State Highway System: A network of approximately 12,000 miles of highways in Florida owned and maintained by the state or state-created authorities; includes interstates, Florida s Turnpike, arterial highways and other toll facilities. SIS Florida s Strategic Intermodal System (SIS): The SIS is a statewide network of highpriority transportation facilities, including the state s largest and most significant commercial service airports, spaceport, deepwater seaports, freight rail terminals, passenger rail and intercity bus terminals, rail corridors, waterways and highways. STP Surface Transportation Program: A new federal block grant-type program created by ISTEA; may be used by states and localities for any roads (including the National Highway System) that are not functionally classified as local or rural minor collectors; roads eligible under this program are collectively known as federal-aid roads. TAC Technical Advisory Committee: A standing committee of most metropolitan planning organizations (MPOs); function is to provide advice on plans or actions of the MPO from planners, engineers and other staff members (not general citizens). TAZ Traffic Analysis Zone: The smallest geographical area routinely used for computer travel simulation. The number of dwellings, population, employment, etc., per TAZ are estimated for existing and future years, for subsequent use in trip generation. TCEA Transportation Concurrency Exception Area: A specific geographic area where transportation concurrency requirements do not apply; area must be designated in a local comprehensive plan; requirements found in Rule 9J (6), F.A.C. TCMA Transportation Concurrency Management Area: A compact geographical area in which an area wide level of service (LOS) standard is applied for the purpose of meeting the concurrency requirements of Chapter 163, F.S.; area is designated in a local comprehensive plan; requirements are found in Rule 9J5.0055(5), F.A.C. TD Transportation Disadvantaged: People who are unable to transport themselves or to purchase transportation due to disability, income status or age. TDM Transportation Demand Management: Strategies to reduce peak period congestion which focus on managing travel demand; includes shifting solo drives to carpools or transit, staggered work hours, telecommuting and other similar concepts. TDP Transit Development Program: A short term (5 years) plan that identifies the intended development of transit, including equipment purchase, system management and operation. 22

24 TE Transportation Enhancements: Specific projects which can be funded with Surface Transportation Program (STP) funds; activities include pedestrian/bicycle facilities, acquisition of scenic easements and scenic historic sites, scenic or historic highway programs, scenic beautification, historic preservation, rehabilitation/operation of historic transportation structures, railway corridor preservation, control/removal of outdoor advertising, archeological planning/research and mitigation of highway runoff water pollution. TIP Transportation Improvement Program: A priority list of transportation projects developed by a metropolitan planning organization that is to be carried out within the three year period following its adoption; must include documentation of federal and state funding sources for each project and be consistent with adopted local comprehensive plans. TMA Transportation Management Area: A special designation given to all urbanized areas with a population over 200,000 (or other area when requested by the Governor and MPO); these areas must comply with special transportation planning requirements regarding congestion management systems, project selection and certification; requirements identified in 23 CFR TPO Transportation Planning Organization: The (TPO) is the lead transportation planning agency for Polk County. It develops transportation plans and programs for Polk County as mandated by federal and state legislation, which are designed to meet our community s short and long term travel needs. Transportation projects, e.g., road widening projects or bus service expansions, are planned and programmed (federal and state funding) by the TPO is cooperation with the Florida Department of Transportation (FDOT), transportation operators and local governments. Staff support is provided by the Growth Management Department of the Polk County Board of County Commissioners. UIA Urban Infill Area: A specific area delineated in a local comprehensive plan which can be eligible for designation as a transportation concurrency exception area (TCEA); requirements identified in Rule 9J (6), F.A.C. UPWP Unified Planning Work Program: Developed by Metropolitan Planning Organizations (MPOs); identifies all transportation and transportation air quality activities anticipated within the next one to two years, including schedule for completing, who is doing it, and products to be produced. VT Vehicle Trip: The one-way movement of a vehicle between two points. WB Westbound: used to describe the direction traffic is traveling along a road; used in conjunction with EB (eastbound), NB (northbound), and SB (southbound). Z Data Traffic Zone Analysis Data: data commonly used in the FSUTMS process to figure out how many trips are generated in a given traffic analysis zone (TAZ). Z Data Traffic Zone Analysis Data: Data commonly used in the FSUTMS process to figure out how many trips are generated in a given traffic analysis zone (TAZ). 23

25 Appendix A Polk TPO Public Involvement Evaluation Handbook INTRODUCTION The Federal Highway Administration and the Florida Department of Transportation require TPO to continuously evaluate the effectiveness of public involvement activities. By continuously evaluating public involvement activities, it is possible to discontinue activities that are ineffective and to improve or add new public involvement activities to TPO program. The purpose of this handbook is to provide guidelines for the evaluation of public involvement techniques. The PIP includes the public involvement goals, policies and objectives of TPO. Also included in the PIP are descriptions of various public involvement techniques that can be used by TPO. This handbook outlines the steps to be taken to evaluate the public involvement techniques identified in the PIP, identifies measures to quantify success rates and outlines strategies to improve TPO s public involvement process. This handbook is intended to be a living document, with additions and changes based on each evaluation that is performed. This handbook should be reviewed at least every three years to ensure that appropriate changes are being implemented by TPO. MEASURES OF EFFECTIVENESS The Federal Highway Administration (FHWA) and the Florida Department of Transportation (FDOT) require TPO to continuously evaluate the effectiveness of public participation activities. By continuously evaluating these activities, it is possible to identify ineffective programs and subsequently discontinue those efforts. In addition, it is possible to identify successful or low cost strategies that should be utilized in the future. TPO recognizes the importance of these measures as a way to ensure that the public participation process is working well and providing meaningful results. The following measures of effectiveness provide a standard framework with which to measure the public participation techniques utilized by the Polk County TPO. IMPROVEMENT STRATEGIES AND EFFECTIVE EVALUATION The Polk TPO should continually strive for improved public involvement. Improvements should be made to increase public awareness and to improve the quantity and quality of information provided to the public. The decisions made by TPO affect the entire population, both residents and visitors, of Polk. Therefore, seeking public input on those decisions is vital to the success of TPO as the agency responsible for transportation planning in Polk. Within one month after the completion

26 of an activity or at milestones during activity, evaluation of public involvement should occur. For on-going activities, evaluation should occur at least quarterly. Each time a public involvement evaluation is performed, a list of improvement strategies should be identified for implementation. If improvement is needed for an on-going public involvement task, such as TPO web site, a reasonable completion date should be established. If improvement is needed for one-time activities, such as corridor studies, the improvement should be implemented where appropriate on future activities. STATISTICAL ANALYSIS Statistics can be used to determine the return on the investment of producing public involvement tools. For example, the number of persons attending an activity can be compared to the number of persons that were notified of the activity. This type of evaluation can be an indicator of whether or not the tools used for public involvement are actually reaching the intended audience, or which tools had a greater response rate. Statistical analysis is used to evaluate survey responses and the results of the analysis are compared to the evaluation measures to determine the rate of success of public involvement tools. SURVEYS Description: Surveys typically consist of short, specific questions regarding public involvement tools that are on-going or that were used on a specific project. Surveys can be conducted in person, by phone, mail or . Face-to-face and telephone surveys provide quick responses and can be used when a respondent s answer may lead to a follow-up question. For example, respondents may be asked if advertisements are an effective notification tool. If the response is no, the surveyor can ask the respondent why advertisements are not effective and also what other tools they would prefer. In person and telephone surveys can target specific areas or groups or can be random samplings. Mail surveys may be used to provide written record of respondents answers. Mail-back surveys can be distributed at meetings, inside other publications, or by mailing directly to potential respondents. Respondents can be a targeted group, such as members of special interest groups or residents of specific areas, or they can be randomly generated. Return postage for mail surveys typically can be pre-paid by TPO, or can be the responsibility of the respondent. surveys, like mail surveys, provide a written record of responses. Unlike mail-back surveys, there is little to no reproduction or distribution cost to TPO to send out the surveys, and little to no cost to respondents to return a response. To use surveys, it is necessary to have addresses for the targeted respondents, and random distribution is not really an option. 1

27 EVALUATION METHODS AND PERFORMANCE GOALS In order to determine the effectiveness of public involvement tools, they must be evaluated and compared to established performance goals. The typical methods for evaluating the effectiveness of public involvement tools are surveys and quantitative statistical analysis. This section briefly describes evaluation methods used by TPO. For each public involvement tool, performance goals and methods for meeting those goals are identified Table 1. 2

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