Appendix B Sample Meeting Invitation Letters, Postcards ... · PDF file16 Grand Crossing Rail Project ... Appendix B Sample Meeting Invitation Letters, ... to view an audio‐visual

16 Grand Crossing Rail Project ♦ 10 S. Riverside Plaza, Suite 400 ♦ Chicago, IL 60606 www.grandcrossingrail.com ♦ [email protected]

Appendix B Sample Meeting Invitation Letters,

Postcards, Door Hangers, and Advertisement

Sample Invitation Letter to Community Advisory Group Member

COMMUNITY MEETING ANNOUNCEMENT

Grand Crossing Rail Project ♦ 10 S. Riverside Plaza, Suite 400 ♦ Chicago, IL 60606 www.grandcrossingrail.com ♦ [email protected]

April 30, 2012 [Name] [Title] [Organization] [Address] Chicago, IL [Zip] Dear [Salutation]: Will you join us?

You are invited to attend a Community Meeting hosted by the Illinois Department of Transportation regarding the preparation of the Environmental Impact Statement for the Grand Crossing Rail Project. Part of the Chicago Region Environmental and Transportation Efficiency (CREATE) Program, the purpose of the Grand Crossing Rail Project is to improve freight and passenger rail efficiency on Chicago’s South Side and enhance Amtrak’s on‐time performance.

Why are we conducting the meeting?

This Community Meeting is being held to provide an additional opportunity for the community to review and comment on the materials presented at the December 2011 meetings. No new information will be presented.

The purpose of the meeting is to:

• Provide an overview of the project • Review the project’s purpose and need for improvements • Obtain additional public input on the project, including its Purpose and Need Statement

Agenda

A formal session with questions and answers will be held at 6:00 p.m. The formal session will be preceded by an open house from 4:00 p.m. and 6:00 p.m., where you will be able to view an audio‐visual presentation and project exhibits. The project team will also be available to discuss the project and answer questions.

Community Meeting Announcement Page 2 of 2


The meeting will be accessible to persons with disabilities. Anyone needing special assistance should contact Josh Druding at (312) 335‐0100. Persons planning to attend who will need a sign language interpreter or similar accommodations should notify the Illinois Department of Transportation at (866) 273‐3631 (TTY) at least five days prior to the meeting.

When and Where?

Date: Thursday, May 17, 2012 Time: 6:00‐7:30pm, with Open House session from 4:00‐6:00pm Location: New Beginnings Church

6620 S. King Drive, Chicago

In the case of a weather emergency, the Community Meeting will be held at the same time and location in June 2012, with the exact date to be provided in a follow‐up notice.

Where can you find more information?

Additional information about the Grand Crossing Rail Project is available at www.grandcrossingrail.com. Questions and comments regarding the project should be sent to:

Tony Pakeltis, Parsons 10 S. Riverside Plaza, Suite 400 Chicago, IL 60606 [email protected]

Spread the Word!

Your participation is important and will help the project team identify the transportation issues and community values that will be considered as the Grand Crossing Rail Project progresses. Please tell your friends and neighbors about this important meeting and encourage them to attend.

Thank you for your continued interest in the project. We hope to see you at the meeting.

Very truly yours,

Danielle E. Stewart, P.E. Acting CREATE Section Chief Illinois Department of Transportation www.createprogram.org

Sample Invitation Letter to Elected Official Whose District is Directly Impacted


April 30, 2012

[Name] [Title] [Organization] [Address] Chicago, IL [Zip] Dear [Salutation]: On May 17, 2012, the Illinois Department of Transportation (IDOT) will be hosting a Community Meeting regarding the preparation of the Environmental Impact Statement for the Chicago Region Environmental and Transportation Efficiency (CREATE) Program Grand Crossing Rail Project. As you know from our previous conversations, the purpose of the Grand Crossing Rail Project is to improve freight and passenger rail efficiency on Chicago’s South Side and enhance Amtrak’s on‐time performance.

Details of the meeting are provided on the enclosed postcard, which will be distributed at community facilities throughout the study area. Postcards also will be mailed to all property owners in the study area immediately adjacent to railroad right‐of‐way. The meetings will be advertised in print in the Chicago Sun‐Times, The Defender, and The Chicago Crusader, and submitted to websites such as the Englewood Portal, EveryBlock Chicago, Resident Association of Greater Englewood (RAGE), New Life Covenant, Teamwork Englewood, Antioch MB Church, and Imagine Englewood If for electronic posting.

IDOT invites you or a representative to participate in this Community Meeting and would also like to extend to you the opportunity to speak briefly during the formal presentation. We will contact you directly to coordinate the details. If you have any questions in the meantime or would like to discuss the project, please contact Jakita Trotter, CREATE Public Outreach Administrator, at (312) 793‐2790; or Tony Pakeltis, Parsons, at (312) 930‐5268. Additional information is also available on the project website at www.grandcrossingrail.com.

Thank you for your continued support. We hope you can join us.

Very truly yours,


Sample Invitation Letter to Elected Official Whose District is Not Directly Impacted


April 30, 2012 [Name] [Title] [Organization] [Address] Chicago, IL [Zip] Dear [Salutation]: On May 17, 2012, the Illinois Department of Transportation (IDOT) will be hosting a Community Meeting regarding the preparation of the Environmental Impact Statement for the Chicago Region Environmental and Transportation Efficiency (CREATE) Program Grand Crossing Rail Project. As you know from our previous correspondence, the purpose of the Grand Crossing Rail Project is to improve freight and passenger rail efficiency on Chicago’s South Side and enhance Amtrak’s on‐time performance.

Details of the meeting are provided on the enclosed postcard, which will be distributed at community facilities throughout the study area. Postcards also will be mailed to all property owners in the study area immediately adjacent to railroad right‐of‐way. The meetings will be advertised in print in the Chicago Sun‐Times, The Defender, and The Chicago Crusader, and submitted to websites such as the Englewood Portal, EveryBlock Chicago, Resident Association of Greater Englewood (RAGE), New Life Covenant, Teamwork Englewood, Antioch MB Church, and Imagine Englewood If for electronic posting.

IDOT invites you or a representative to attend this Community Meeting. If you have any questions in the meantime or would like to discuss the project, please contact Jakita Trotter, CREATE Public Outreach Administrator, at (312) 793‐2790; or Tony Pakeltis, Parsons, at (312) 930‐5268. Additional information is also available on the project website at www.grandcrossingrail.com.


Very truly yours,


Sample Invitation Letter to City Agency that Owns Property Within the Study Area


April 30, 2012 [Name] [Title] [Organization] [Address] Chicago, IL [Zip] Dear [Salutation]: The Illinois Department of Transportation (IDOT) is preparing an Environmental Impact Statement (EIS) for the Grand Crossing Rail Project. Part of the Chicago Region Environmental and Transportation Efficiency (CREATE) Program, the purpose of the Grand Crossing Rail Project is to improve freight and passenger rail efficiency on Chicago’s South Side and enhance Amtrak’s on‐time performance. As you know from our previous correspondence, property records indicate that the [agency] is the owner of record for one or more properties within or adjacent to the Grand Crossing Rail Project study area.

On May 17, 2012, IDOT will be hosting a Community Meeting regarding the preparation of the EIS for the project. The enclosed postcard provides additional details of the meeting. The purpose of this Community Meeting is to provide an overview of the project, review the project’s purpose and need for improvements, and obtain additional public input on the project, including its Purpose and Need Statement. As the owner of property within the study area, IDOT would like to invite you or a representative of the [agency] to attend.

If you have any questions in the meantime or would like to discuss the project in detail, please contact Tony Pakeltis of our consultant team at [email protected] or (312) 930‐5268. Additional information is also available on the project website at www.grandcrossingrail.com.


Very truly yours,


You are invited to attend a Community Meeting hosted by the Illinois Department of Transportation regarding the preparation of the Environmental Impact Statement for the Grand Crossing Rail Project. The purpose of the Grand Crossing Rail Project is to improve freight and passenger rail efficiency on Chicago’s South Side and enhance Amtrak’s on-time performance.

The purpose of the meetings is to:• Provide an overview of the project

• Review the project’s purpose and need for improvements

• Obtain public input on the project, including its Purpose and Need statement

A formal session with questions and answers will be held from 6:00 p.m. to 7:30 p.m. An open house will be held between 4:00 p.m. and 6:00 p.m. where you can view an audio-visual presentation and project exhibits. The project team will also be available during this time to discuss the project and answer questions.

In the case of a weather emergency, the Community Meeting will be rescheduled for a later date in June 2012.

The meeting will be accessible to persons with disabilities. Anyone needing special assistance should contact Josh Druding at (312) 335-0100. Persons planning to attend who will need a sign language interpreter or similar accommodations should notify the Illinois Department of Transportation at (866) 273-3631(TTY) at least five days prior to the meeting.

Questions and comments regarding this project should be sent to:

Grand Crossing Rail Project | Parsons | 10 South Riverside Plaza, 4th Floor | Chicago, Illinois 60606Attn: Tony Pakeltis | e-mail: [email protected] www.grandcrossingrail.com

Spread the Word! Please share meeting info with your neighbors and community groups. To request postcards for distribution, please contact Josh Druding at 312-335-0100.

Formal session with Q&A: 6:00 p.m. to 7:30 p.m.

Open House: 4:00 p.m. to 6:00 p.m.

Thursday, May 17, 2012New Beginnings Church6620 South King DriveChicago, IL 60637

This Community Meeting will present the same information from the December 2011 public meetings. No new information will be available.

Grand Crossing Rail Project10 S. Riverside Plaza, 4th FloorChicago, IL 60606c/o Parsons Transportation Group

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You are invited to attend a Community Meeting hosted by the Illinois Department of Transportation regarding the preparation of the Environmental Impact Statement for the Grand Crossing Rail Project. The purpose of the Grand Crossing Rail Project is to improve freight and passenger rail effi ciency on Chicago’s South Side and enhance Amtrak’s on-time performance.

The purpose of the meeting is to:• Provide an overview of the project• Review the project’s purpose and need for improvements• Obtain public input on the project, including its Purpose and Need statement



The meeting will be accessible to persons with disabilities. Anyone needing

special assistance should contact Josh Druding at (312) 335-0100. Persons

planning to attend who will need a sign language interpreter or similar

accommodations should notify the Illinois Department of Transportation at

(866) 273-3631(TTY) at least fi ve days prior to the meeting.


Grand Crossing Rail Project Parsons | 10 South Riverside Plaza, 4th Floor | Chicago, Illinois 60606

Attn: Tony Pakeltis | e-mail: [email protected]

Spread the Word! Please share meeting info with your neighbors and

community groups. To request postcards for distribution,

please contact Josh Druding at 312-335-0100.

Thursday, May 17, 2012New Beginnings Church6620 South King Drive

Chicago, IL 60637



This Community Meeting will present the same information from the December 2011 public meetings.

No new information will be available.

















Chicago, IL 60637





















Chicago, IL 60637





















Chicago, IL 60637





Public Outreach Community Meeting

Door Hanger Distribution Plan May 3, 2012

Door hangers will be placed in certain blocks in the study area to notify residents of the upcoming community meeting. The majority of the door hangers will be in the areas of North 1 and North 2 where there is the greatest likelihood for displacements. Some additional blocks will be canvassed near Grand Crossing near the CN Connection. Blocks that may be affected by potential viaduct closures have also been included. The attached maps show the blocks that would be canvassed with door hangers. Most of the door hangers overlap areas that are also being reached by postcard. Teams of two people would be sent out to cover the blocks – one for each side of the street. Roughly 700 buildings would be reached with the blocks highlighted. The canvassing is scheduled to be carried out by a local vendor (Diverse City) on Tuesday, May 8, 2012 – the week prior to the public meeting.

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Doo r Hanger

Grand Crossing Rail Project | Parsons | 10 South Riverside Plaza, 4th Floor | Chicago, Illinois 60606Attn: Tony Pakeltis | e-mail: [email protected]



Thursday, May 17, 2012New Beginnings Church6620 South King DriveChicago, IL 60637

You are invited to attend a Community Meeting hosted by the Illinois Department of Transportation regarding the preparation of the Environmental Impact Statement for the Grand Crossing Rail Project. The purpose of the Grand Crossing Rail Project is to improve freight and passenger rail efficiency on Chicago’s South Side and enhance Amtrak’s on-time performance.

This Community Meeting will present the same information from the December 2011 public meetings. No new information will be available.



The meeting will be accessible to persons with disabilities. Anyone needing special assistance should contact Josh Druding at (312) 335-0100. Persons planning to attend who will need a sign language interpreter or similar accommodations should notify the Illinois Department of Transportation at (866) 273-3631(TTY) at least five days prior to the meeting.



Documents

Appendix B Sample Meeting Invitation Letters, Postcards ... · PDF file16 Grand Crossing Rail Project ... Appendix B Sample Meeting Invitation Letters, ... to view an audio‐visual