stakeholders engaging stakeholders public involvement training class – presented by the office of...
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Stakeholders
Engaging Stakeholders
Public Involvement Training Class – Presented by the Office of Environmental Services
Definition Has a “stake” or vested interest in a project
Can vary from project to project May be directly impacted
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Why Are They Needed? An asset to ODOT
Help identify/define issues and concerns Typically consulted prior to introducing the
project to the general public
Essential to consensus building Help define community goals and desires
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When Are They Identified? At the onset of project planning and development
Project Initiation Package (PIP) Determine role and level of involvement If a PI Plan is not required, consultation with
stakeholders may occur, as appropriate
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Questions to Consider Whose involvement is needed and why? What groups or organizations may have an
interest in the project? Who can influence public opinion?
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EngagingStakeholders
Consultation is Key Early and sustained involvement can lessen
delays and enhance decision-making Develops a diverse community network Can help reduce or resolve controversy Ensure project expectations are met
Enables individuals knowledgeable about the community to provide meaningful input Help define Purpose & Need Help define community vision, goals, and needs
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PI Plan Define roles
Depending on a project’s type and complexity, stakeholders may be part of a: Study and Recommendation Team Advisory Team Decision-Making Team
Define stakeholder meeting rules Standard operating procedures for conducting
and facilitating meetings Develop communication protocols
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Paths 1 and 2Non-Complex Path 3
As appropriate May occur if concerns arise surrounding road
closures and detours May involve e-mail correspondence, conference
call, or one-on-one meetings
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Complex Path 3Paths 4/5
Higher level of involvement may be needed based on context and intensity
Involved during each phase of the PDP as alternatives are developed
May not participate or may not be needed until later phases of the PDP
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Underserved Populations
Environmental JusticeTitle VI
Strategic Engagement
Legal Requirements Executive Order 12898
Identity and address disproportionately high and adverse effects upon minority and low-income populations
FHWA Order 6640.23A Defines disproportionately high and adverse
Civil Rights Act of 1964 American with Disabilities Act (ADA) Executive Order 13166
Limited English Proficiency
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Diversity Counts“Be inclusive…when you bring more heads together,
you get more answers.”Cindy Kent - Sun Sentinel
Engage traditionally underserved populations Minorities Low-income Older adults Individuals with disabilities Non English speaking residents‐ Ethnic groups
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Equal Treatment Identify early in the process
Lack of involvement commonly leads to exclusion and not being informed
Every segment of the population is essential to project planning and development Enhances decision-making
Unique and innovative methods may be needed to reach out to diverse populations
Full and fair participation in the decision-making process must be given
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Strategic Engagement
Purpose Encourage and provide opportunities to
participate in the decision-making process Enable alternate viewpoints, opinions,
perspectives, and ideas to be heard Address community needs
Provide adequate access to project information Comply with existing laws and regulations
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Be Proactive Convey information and solicit input Be a partner in the community Integrate cultural, social, and economic needs
Identify issues not previously known
Identify potential controversies and issues Identify opportunities to mitigate impacts Develop viable transportation solutions that
address community needs
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Recognize Status Quo Traditional PI participants are often:
Middle to Upper Class residents Mainstream community leaders Prominent business leaders Well-educated Dual income families Homeowners
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Customary Methods Conduct public meetings on weeknights between
6:00 pm and 8:00 pm Conduct public meetings at locations convenient
for non-transit users Public notifications in mainstream media Utilize internet and social media tools as the
primary means of communication
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Failure to Connect Customary methods can be ineffective due to:
Reliance on schedule-oriented transit or other modes of transportation
Language barriers Lack reading or writing proficiency Lack internet access Lack access to news or print media Prefer morning or afternoon meetings Work late night shifts
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Connect with Everyone!
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Gain Stakeholder Input Certain stakeholders may have knowledge about
or are connected with and/or represent underserved populations Local officials and civic leaders Social Service providers Churches and religious organizations Senior Centers Assisted Living Communities Transportation Carriers
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Specialized Meetings Advisory Committee Advisory Group Steering Committee Local community meetings Workshops Focus Groups Task Force
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Low LevelProject Outreach
Path 1, Path 2, and Non-Complex Path 3 Property Owner Notification Letters Post notifications and information at
Libraries Parks Community Centers Social service providers Churches Schools
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Low LevelProject Outreach
Community newspapers and publications Translate materials into non-English languages
As appropriate Neighborhood canvassing
Community leaders present Face-to-face meetings
Community leaders present
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High LevelProject Outreach
Interact with stakeholders Translate materials into non-English languages Place notifications and advertisements in
neighborhood and non-English publications Conduct meetings and hearings during
convenient hours at accessible locations Provide interpreters
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Exercise #1 Assign a PM Determine PDP Path Identify potential stakeholders Identify potential underserved populations
.
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