Developing a Public Involvement Plan Why Develop a PI Plan? Format Public Involvement Training Class Presented by the Office of Environmental Services Why Develop a PI Plan? 1
"Failing to prepare is preparing to fail Benjamin Franklin Objectives Enable proactive and strategic PI planning Provide direction on how to adequately engage and inform stakeholders and the public Identify opportunities for stakeholders and the public to participate in decision-making Ensure PI is conducted in a manner that: Meets regulatory requirements Keeps project on schedule Is commensurate with a project s type and complexity Public Involvement Training Class Presented by the Office of Environmental Services 4 2
When is a PI Plan Needed? Dependent on project type and complexity Path 1 and 2 Not required PI activities conducted as appropriate Path 3 and Path 4/5 PI Plan required Specific actions and deliverables Public Involvement Training Class Presented by the Office of Environmental Services 5 Developing a PI Plan No cookie-cutter approach Each project is different Identify relevant project issues or goals Existing public support or opposition and anticipated controversy? What information will stakeholders and the public want and need? What role will stakeholders and the public have in decision making? Public Involvement Training Class Presented by the Office of Environmental Services 6 3
Developing a PI Plan Identify Stakeholders Who are the interested parties? Whose support is needed? Movers and Shakers Identify appropriate means and methods to establish initial communication/outreach What s the purpose? Underserved populations Public Involvement Training Class Presented by the Office of Environmental Services 7 Developing a PI Plan Identify participation opportunities for stakeholders and the public Methods and techniques to sustain involvement and encourage input What stage of the PDP will input be needed? Articulate when and how input is factored into decision-making Identify appropriate PI activities Public Involvement Training Class Presented by the Office of Environmental Services 8 4
Format Project Overview Brief Project Description Purpose and Need Summary Strategy Meetings Project Management Team Complex Path 3, Path 4, and Path 5 Define PI Strategy Updates and status reports given PI Management Tasks Goals and Objectives Applicable Legal Requirements Public Involvement Training Class Presented by the Office of Environmental Services 10 5
Project Management Team Project Sponsor ODOT and Consultant PM (if applicable) Supporting District and Consultant Staff Public Information Officer (PIO) Support Staff Essential ODOT Central Office Staff Essential public officials, civic leaders, agency officials, etc. Public Involvement Training Class Presented by the Office of Environmental Services 11 Stakeholders Identify interested parties Define strategy: How to inform stakeholders How information, ideas and opinions will be solicited and obtained Public Involvement Training Class Presented by the Office of Environmental Services 12 6
Underserved Populations Define outreach strategy Identify methods to solicit information, ideas, and opinions How to appropriately identify How to adequately inform How do encourage proactive involvement Public Involvement Training Class Presented by the Office of Environmental Services 13 Outreach and Activities Identify activities and define efforts to be undertaken during each phase of the PDP Media outreach Distribution of materials Fliers, brochures, fact sheets, and/or newsletters Dedicated project website Social media Presentations, meetings, interviews, and/or surveys Role of Project Management Team members Public Involvement Training Class Presented by the Office of Environmental Services 14 7
Project Timeline/Schedule Identify when specific PI activities will take place in conjunction with project schedule and each phase of the PDP Timing required to achieve the desired results What project level information is required for each PI activity? Public Involvement Training Class Presented by the Office of Environmental Services 15 Decision-Making Process Identify at what phase of the PDP decisions will be made or needed Define how decisions will be made Define role and opportunities for stakeholders and the public Decision-maker, advisory, contributor Public Involvement Training Class Presented by the Office of Environmental Services 16 8
Meeting Locations Stakeholder Meetings Public Meetings or Public Hearings Identify accessible locations that are Title VI compliance ADA On or near transit corridors Public Involvement Training Class Presented by the Office of Environmental Services 17 Implementation Consider time needed to prepare and to strategize methods and approaches Consider budgetary needs and resource allocation and availability Modify PI Plan as a project progresses As needed Coordinated with OES for approval Make available to stakeholders and the public Can be posted to the project website Public Involvement Training Class Presented by the Office of Environmental Services 18 9
Exercise #2 Develop a PI Plan for your project Incorporate items discussed in this module 10