Css classes 11 13 - stakeholder involvement 120309

Context Sensitive Solutions in Transportation Planning, Environmental

Analysis and Design

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Classes 11-13

CSS and Constructive Involvement

of Stakeholders and Public


Analysis and DesignWhy Involve the Public?

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…Then what happens?


Analysis and Design

“It is possible to influence a project outcome from the start. It is more difficult when you join the process in the latter stages.”

Reality

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Analysis and DesignCharacterization Example

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Analysis and Design

Necessary steps

Effective Participation

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Analysis and Design

• Gain public acceptance and ownership– Project approval– Project funding– Avoid delays, controversy– Satisfy public, stakeholders– Avoid rework and costs

Why Public Involvement

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Analysis and Design

• Better understand needs and issues• Develop partnerships with stakeholders

and interested parties– Public, stakeholder support– “Ownership”– Possible funding– Auxiliary or support projects

• Coordination• Mutual support, benefit

– Facilitate decision process


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Analysis and Design

• Show desire to cooperate• Do things right

(transparently)• It’s required for most

projects– Any project with

environmental requirement• Federal projects• Federal funding

– Most agency project development processes

• Basic principle of CSS


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Analysis and DesignPublic Input

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Identify Context

Identify Stakeholders

Needs Problems

OpportunitiesIssues

Vision

Values Criteria

Alternatives

Benefits Impacts Evaluation Preferred

Alternative

Public Input

Human and Natural Environment

Technical Analysis and Design

Documentation


Analysis and Design

• Inform the public• Receive suggestions, opportunities• Hear issues, concerns• Receive feedback

– Context Preferred alternative

• Work out challenges• OPEN DISCUSSION

What Happens in PI?

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Project Development

Environmental Process


Analysis and Design

• Continuous information flow…• In all directions…• Easily, comfortably, conveniently…• Comprehensibly…• Addressing timely topics…• Enabling exchange of ideas…• and focused toward incremental

decisions

Goals

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Analysis and Design

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I-30/I-35W Interchange ReconstructionDowntown Ft. Worth

Example


Analysis and Design

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• Existing elevated freeway over Lancaster Avenue

• Project– Reconstruction– Capacity and safety improvements

Project


Analysis and Design

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• Initial plan – west leg

– Widened elevated structure

• Community reaction

– Opposition

– Lawsuit

– Leadership interest to find better solution

Initial Plan


Analysis and Design

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• Objectives/concerns– Replace aging structure

– Increase interchange capacity

– Increase safety• Merges, weaves

• Design speed

• Sight distances

– Improve aesthetics• Freeway

• Barrier

– Historic preservation

– Permit T&P building revitalization

– Redevelopment

Stakeholder Goals


Analysis and Design

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Initial alternatives

• Existing alignment

– Elevated

– At-grade

– Depressed

• New alignments

Visualization of preferred alternative (SDH&PT, FHWA, 1991)

Approach


Analysis and Design

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Relocated West Leg


Analysis and Design

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Improved Ramps


Analysis and Design

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Lancaster Avenue


Analysis and Design

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Former state highway route modified to support business district revitalization, Culver Blvd., Culver City, CA

Example


Analysis and Design

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Former state highway route modified to support business district revitalization, Culver Blvd., Culver City, California

Example


Analysis and Design

• Informing

• Placation

• Consultation

• Partnership

• Delegated power

Levels of PI

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Public Involvement

GoalsAchieving?


Analysis and Design

• Educate public• Build credibility• Decisions reflect community values• Promote community ownership• More interaction between decision-makers and

constituents• Decision-makers understand corridor values

and concerns• Focus on solutions rather than problems• Reduce controversy• Avoid delays

Benefits of Effective PI

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Analysis and Design

1. Set objectives for PI program2. Identify stakeholders and others to be

involved3. Establish basic strategy and approach4. Select/adapt techniques and tools5. Continuously evaluate results6. Adjust approach to improve

effectiveness7. Keep focus on aiding decision-making

Basic Steps

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Analysis and Design

Present

Listen

Exchange

Essential Components

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Analysis and Design

Public• Facility users• Adjacent property

owners• Local, area

residents• Developers

Interest groups• Community groups• Business operators• Advocacy groups

Typical Stakeholders

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Agencies• Elected, appointed

officials• Federal, state, local

agency staff• Transportation• Corridor• Other

• MPO, RPO staff• Environmental

regulatory/resource agencies


Analysis and Design

Who would be stakeholders for a project in College Station along

University Drive between FM 2818 and SH 6?

Question

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Analysis and Design

1. Contact lists• Start with local agencies

– Mailing lists– Previously active interests– Key persons and organizations– Normal contact methods

• Public and special interest groups– Neighborhood, business associations, groups– Service groups– Advocacy, interest groups

• Resource agencies– Environmental regulatory/resource agencies

Obtaining Participation

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Analysis and Design

2. Additional• Announcements

– Public meetings, events, schools, religious services– Service organizations– Posters in public places– Flyers – Local media – TV, radio, newspapers – Websites

• Press releases• Mailings - postal, electronic• Networking

Obtaining Participation

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Analysis and Design

For a project to build a trolley system running the length of Research

Parkway, Kimbrough, and Joe Rout to connect east and west campus, how

would you obtain stakeholders for your public involvement program?

Question

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Analysis and Design

Most frequent stakeholder desires• Lead agencies

– Low cost– Safety– Efficient use of resources– Low maintenance

• Public– Safety– Environmental compatibility– Low cost– Low disruption

Source: North Carolina State University

Stakeholder Desires

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Analysis and Design

• Brainstorming*• Briefings• Charrettes*• Citizens advisory committees

• Delphi exercises*• Dialog facilitation• Drop-in centers• E-mail• Electronic town meeting• Electronic bulletin board• Fact sheets• Fliers • Focus groups

Some PI Techniques

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• Hotlines• Information bureau (phone)

• Key person interviews*• Newsletters• Open houses• Public opinion surveys*• Public meetings• Public hearings• Site visits• Speakers bureaus• Visioning*• Workshops* • Websites*


Analysis and Design

Read about techniques (at least those listed) before next class:

• Public Involvement Toolbox

http://transportation.ky.gov/envanalysis/pi/pitoolbox.html

• Public Involvement Techniques for Transportation Decision-making

http://www.fhwa.dot.gov/REPORTS/PITTD/cover.htm

Reading Assignment

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Analysis and Design• One-on-one discussion on specific topics

– To obtain information– Use early in process or before decision-

making• Expert or community leader• Rapidly identifies

• Quick way to gain broad perspective• Helps to establish working relationship,

trust• Be careful to get interviewees

representing all perspectives

Key Person Interview

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• Histories• Issues• Opportunities• Sensitivities

• Potential obstacles• Resources• Stakeholders• Approaches


Analysis and Design

• Fine way to:– Engage people– Obtain information and ideas– Break down communications barriers

• Exercise in free thinking led by facilitator

• Small groups (up to about 15)• Address specific topics• The more suggestions the better• Must have facilitator participants

trust• Usable at any point in process

Brainstorming

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Analysis and Design

• Assess samples of population to learn stakeholder attitudes on certain questions

• Identify issues, opposition before becoming public controversy

• Personal, phone, mail, e-mail/website• Know how responses will be used to properly

design survey• Requires specific questions that can be

answered directly• Be brief• Requires trained professionals

Surveys

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Analysis and DesignSurvey

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Analysis and Design

• Vision – describes the ideal outcome• Great way to start a constructive PI process• Work cooperatively to establish a direction• Requires broad participant diversity for

success• Vision must be based in reality• Requires

– Stakeholders– Interest groups– Resource experts– Constructive participants– Focus

Visioning

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Analysis and Design

• Use “experts” to develop ideas for a project– Use where extensive thinking is

needed– Any level of detail– Early or to address specific details– Requires a lot of careful preparation– Start with a vision, clear statement of

needs, and desired outcomes• Can create strong partnerships• Can energize a constituency• Requires sufficient experts and

volunteers• Don’t use if you will not use

results

Charrette

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Analysis and Design

• Representative group of stakeholders– Diverse– Working – Should be bellwether of community

• Meets regularly to discuss issues, ideas• Reports to sponsoring agency• Consensus sought but not required• Usually has important role in or

influencing decision-making process• A working group

Citizen Advisory Comm.

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Analysis and DesignCitizens Advisory Comm.

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Analysis and Design

• Great opportunity for diverse group to– Generate ideas– Share information– Address issues– Build consensus

• Requires– Strong facilitator– Clear purpose and tasks– Breakout groups of about 15 or less– Participant respect for others’ perspectives– Effective planning

Workshop

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Analysis and DesignMeeting Comments

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Analysis and Design

• Used to help – Weight importance or priority– Supports

• Evaluations of alternatives• Prioritizing implementation

• Generates consensus through convergence from detailed work process

• Iterative process of weighting compared importance

• Requires– Expert facilitator– Detailed plan– Diverse constructive participants

Delphi Exercise

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Analysis and Design

• Use to disseminate or obtain information– Detailed project information– Upcoming events– Frequent updates– Input on specific topics

• Requires creative team of– Writers– Web designers– Subject experts

• Does not obtain random sample of feedback

Website

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Analysis and Design

• Very influential resource • Can use to

– Disseminate information– Generate interest

• Best strategy– Be proactive

• Provide press releases• Provide interviews on media’s own

schedule– Provide responses to all requests

• Answer all questions honestly• Be helpful

Working with Media

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Analysis and DesignBrochure

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Analysis and Design

• Select technique that fits– Need– Type of information to be exchanged– Desired end results– The point in the project development

process where to be used• No technique meets all needs• PI program must meet all segments

– Stakeholders– Public

For Success

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Analysis and Design

• Elderly• Handicapped• Ethnic groups• Economically disadvantaged• Lesser educated

• Need specific directed efforts to engage them– Through their community leaders– In their own environment

Hard-to-reach Public

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Analysis and Design

(an entire class in conflict resolution)

• Opposition, controversy often occur• Talk to opposing, concerned people,

groups– Informally– Identify concerns– Determine actual reasons for concerns– Solicit suggestions for solutions– Commit to considering suggestions– Respond with solidly supported answers

• Involve constructive people in process

Overcoming Opposition

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Analysis and Design

Ingredients for success• Listen• Be honest and complete• Show respect everyone• Believe in PI• Speak their language• View from their

perspective• Find the influencers• Build ownership in PI

process

Effective PI

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Analysis and Design

Underlying qualities of effective PI• Equity – access to decision-making

• Information – early, clear, continuous

• Methods – diverse to involve and engage public

• Responsive – consider input in making decisions

Measuring Effectiveness

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Analysis and Design

• Establish clear PI objectives• Use quantifiable measures to assess

success• A few examples

– Meeting attendance– Number of people providing comments– Geographic dispersion of involvement

opportunities– Percentage of interest groups represented– Percentage of study area non-English

languages for which information is produced

Measuring Effectiveness

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Analysis and Design

• Public concerns not reflected in project design

• Lack of understanding of benefits• Public and media scrutiny and mistrust• Controversy• Hesitant decision-makers• Delays• Litigation• Rework• Added costs

Ineffective PI Results

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Analysis and Design

1. You are an engineer or planner for the state DOT. You are to develop a grade separation at the intersection of Wellborn and George Bush. You widely advertise a public information meeting. The meeting is attended by a small group of people, but they include the mayor, city engineer, city manager, president of the chamber of commerce, and all city council members. Every elected official from this community attended. The unanimous response by those at the meeting is that the project is good for the community.

• Is the public involvement process effective so far for this project? Please explain in ½ - 1 page (single spaced). Due by start of class one week from today.

Exercise

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Analysis and Design

2. You are an engineer or planner for a consulting firm. You are to develop a street extension (collector) that will connect the east College Station Emerald Forest and Windwood neighborhoods by extending Appomattox Drive south about 6,000 feet from Switch Station Road to North Forest Parkway. You widely advertise that preliminary ideas will be presented at the next city council meeting. The meeting is packed and after much questioning of you by the council, the council response to your ideas are favorable. The meeting was broadcast on the city’s cable channel, and the news article and an editorial in the next day’s Eagle sound like your idea was not opposed.

• What public input (if any) do you still need to seek? Please explain why in ½ - 1 page (single spaced). Due by start of class one week from today.

Exercise

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Analysis and Design

Read• Public Involvement Toolbox


Resource• Public Involvement Techniques for

Transportation Decision-making


Reading Assignment

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Analysis and Design

1. Read about PI techniques2. Before leaving, sign up to report on one

PI technique3. For Class 13, write and present 1-2

pages on how you would use that technique in a PI program for the Wellborn-Bush grade separation Specify stakeholder types to be involved. Describe your plan.

For Class 13

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Technology

Css classes 11 13 - stakeholder involvement 120309