Developing a Public Involvement Plan Why Develop a PI Plan? PI Plan Format Public Involvement Training Class – Presented by the Office of Environmental Services

Why Develop a PI Plan?

"Failing to prepare is preparing to fail” Benjamin Franklin

Objectives  Enable proactive and strategic PI planning  Provide direction on how to adequately 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 the project on schedule  Is commensurate with a project’s type and complexity Public Involvement Training Class – Presented by the Office of Environmental Services 4

Planning Tool  Developed prior to or as part of the “kick-off” meeting during the Planning Phase  Task-oriented and focuses on PI needs  Defines strategy on how to adequately engage stakeholders and the public  Not “just another document” needed to meet requirements… Public Involvement Training Class – Presented by the Office of Environmental Services 5

When is a PI Plan Needed?  Dependent on project type and complexity  Path 1, Path 2, and Path 3  Not required  PI activities conducted as appropriate  Complex Path 3, and Path 4 and Path 5  PI Plan required  Specific actions and deliverables Public Involvement Training Class – Presented by the Office of Environmental Services 6

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 7

Developing a PI Plan  Identify Stakeholders  Who are the interested parties and whose support is needed? “Movers” and “Shakers”  Identify appropriate means and methods to establish initial communication/outreach  Consider underserved populations  Define outreach purpose  Identify input needed from those who would not otherwise be involved Public Involvement Training Class – Presented by the Office of Environmental Services 8

Developing a PI Plan  Identify participation opportunities for stakeholders and the public  Methods and techniques to sustain involvement and encourage input  Identify at what stage of the PDP input will 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 9

PI Plan 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 11

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 Public Involvement Training Class – Presented by the Office of Environmental Services 12

Stakeholders  Identify interested parties  Via invitation  Via request to be a stakeholder  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 13

Underserved Populations  Define outreach strategy  How they will be identified, informed, and involved  Define methods to solicit information, ideas, and opinions Public Involvement Training Class – Presented by the Office of Environmental Services 14

Outreach and Activities  Identify activities and define efforts to be undertaken during each phase of the PDP  Media outreach  Distribution of 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 15

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 16

Decision-Making Process  Identify at what phase of the PDP decisions are made  Define how decisions will be made  Define role and opportunities for stakeholders and the public  Clearly state if role is advisory only, contributory, or a mix of both Public Involvement Training Class – Presented by the Office of Environmental Services 17

Meeting Locations  Stakeholder Meetings  Public Meetings or Public Hearings  Identify locations that are accessible and that comply with Title VI requirements  ADA compliant  On or near transit corridors Public Involvement Training Class – Presented by the Office of Environmental Services 18

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 19

Exercise #2  Develop a PI Plan for your project  Incorporate items discussed in this module