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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