Developing aPublic Involvement Plan

Why Develop a PI Plan?PI Plan Format

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

Why Developa PI Plan?

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

"Failing to prepare is preparing to fail.” - Benjamin Franklin

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

When is a PI Plan Needed? Dependent on project type and complexity Path 1, Path 2, and Non-Complex Path 3

Do not require a PI Plan PI activities conducted as appropriate

Complex Path 3, and Path 4 and Path 5 PI Plan is required Specific actions and deliverables

Public Involvement Training Class – Presented by the Office of Environmental Services 4

PI Plan 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 be part of 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

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A Planning Tool Developed prior to or as part of the “kick-

off” meeting during the Planning Phase Task-oriented and focuses on PI needs

Illustrates strategy on how to adequately engage stakeholders and the public

Not “just another document” needed to meet requirements…

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Developing a PI Plan There is no cookie-cutter approach

Each project is different Identify relevant project issues or goals

Is there existing public support or opposition?

Does controversy exist or is anticipated? What information will stakeholders and

the public want and need? What role will stakeholders and the public

have in decision making? ‐

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Developing a PI Plan Identify Stakeholders

Who are interested parties? Whose support is needed?

Who are the “movers” and “shakers”?

Identify appropriate means and methods to establish initial communication/outreach Include underserved populations What is the purpose of outreach? Is 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 opportunities for stakeholders and

the public to participate Include methods and techniques to

encourage involvement and input Identify at what stages 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

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

Project Overview Brief Project Description Purpose and Need Statement Strategy Meetings

Designed for Project Management Team For Complex Path 3 and higher projects Goals and objectives developed 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

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Stakeholders Identify all interested parties

Via invitation Via request to be a stakeholder

Define strategy to inform stakeholders and how information, ideas and opinions will be solicited and obtained

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Underserved Populations Define outreach strategy

Detail how they will be identified, informed, and become involved

Define methods and means to solicit information, ideas, and opinions

Public Involvement Training Class – Presented by the Office of Environmental Services 14

PI Outreach and Activities Identify activities and define efforts to be

undertaken during each phase of the PDP Media outreach Distribution of flyers, brochures, fact

sheets, and/or newsletters Dedicated project website Social Media Presentations, meetings, interviews,

and/or surveys Role of Project Management Team members

as it relates to PI activitiesPublic Involvement Training Class – Presented by the Office of Environmental Services 15

Project Timeline/Schedule Detail when specific PI activities will take

place in conjunction with project schedule and phases of the PDP

Determine the timing required to achieve the desired results

Determine what project level information is required for each PI activity

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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

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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

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Implementation Consider time needed to prepare the PI Plan

and to strategize methods and approaches Consider budgetary needs and resource

allocation and availability The PI Plan may need to be modified as the

project progresses Coordinated with OES for approval Made available for review by stakeholders

and the public Can be posted to the project website

19Public Involvement Training Class – Presented by the Office of Environmental Services