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?

"Failing to prepare is preparing to fail” Benjamin Franklin

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 required Specific actions and deliverables

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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

Defines 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 No cookie-cutter approach

Each project is different

Identify relevant project issues or goals Existing public support or opposition? Existing or anticipated controversy? 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?

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Developing a PI Plan Identify opportunities for stakeholders and the

public to participate 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

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PI Plan Format

Project Overview Brief Project Description Purpose and Need Statement—Summary Strategy Meetings

Project Management Team tool 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

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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 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

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Underserved Populations Define outreach strategy

How they will be identified, informed, and involved

Define methods to solicit information, ideas, and opinions

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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 as it relates to PI activities

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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?

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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 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

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