Public Involvement Rickie Clark Manager Office of Public
Public Involvement Rickie Clark Manager, Office of Public Involvement Monday, April 25, 2016
Office of Public Involvement – Organizational Structure n Communications Division n Customer Service n n Graphics and Content Employee Communications External Communications – INDOT website n n n CO and District Service Centers Work closely with Indiana Office of Technology Media Relations Public Involvement
Pre – NEPA Public Involvement District Technical Services Asset Management Statewide scoring & ranking of submitted projects Early coordination with local officials to learn of needs Identification of needs The Local Public Agency Program (LPA) coordinates Call for Projects activities for projects receiving federal aid and state funding in local communities Formal public involvement occurs when a STIP document is produced, during STIP amendment activity, during Non. MPO local officials consultation process and when key planning documents are available for review and comment Planning Activity Central & District MPOs conduct public involvement activities within their areas of jurisdiction Project proposal acceptance Projects activated and entered into INDOT production schedule
Project Selection
Project Selection, Development & Delivery District Offices & Planning Teams Scoping NEPA Early Coordination Environmental Phase Planning Activity Central & District Early coordination with local officials and planning stakeholders to learn of transportation needs Asset Management Statewide scoring & ranking of submitted projects Public Involvement Phase Projects scheduled & activated in SPMS Early consultation meetings are held to discuss transportation Project approval and needs. INDOT Districts acceptance initiate/coordinate meetings with Identification of needs local officials and planning Call for stakeholders. Projects 60% design complete Formal involvement occurs when a STIP is produced, for STIP amendments, during Non-MPO local officials consultation process and when key planning documents are produced and public input solicited MPOs conduct activities in their areas of jurisdiction Complete environmental & Design Additional public involvement activities (if a hearing was held) Real Estate / utilities clear letting Construction INDOT Customer Service Center engagement
Where Does Formal (NEPA) Public Involvement Fit into INDOT Project Delivery? Project Letting Planning Programming Project Selection Environmental Design Preliminary Engineering Engineer’s Report Public Involvement Real Estate Utilities Coordination Construction
Required Public Involvement Process n n n Formal public involvement CANNOT begin until an environmental document is released for public involvement by Environmental Services An environmental document CANNOT be approved until public involvement requirements have been satisfied A public involvement plan should be developed for every project, generally at the start of Early Coordination
Keep the Public Informed & Engaged n n n Public Involvement Plan n Assess level of project impact to local community n Discuss/determine appropriate level of public involvement n Identification of key stakeholders n Project messaging n Public Involvement Goals Maximize opportunities to engage public n Notice of Survey n Early Coordination Outreach Elements n Website n Media Releases n Social Media n Key stakeholder, small group meetings, Elected Officials meetings n Public Meetings, Open Houses, Hearings
Project Development Process Notice of survey is an opportunity to engage potential stakeholders Preliminary design phase Public engagement during construction is always Right-of-way encouraged acquisition phase Project Letting Environmental phase begins Notice of Survey Purpose & need Develop alternatives Environmental document is released for public involvement Construction Early Coordination Early coordination is generally the start of the environmental phase and occurs prior to formal (required) public involvement activities Finalize Environmental document & design Hold or offer public hearing(s) generally 6 to 12 Formal months. Public or more Involvement prior to project construction May conduct additional Additional public involvement if public involvement hearing held activities prior to start of r/w acquisition
Public Involvement Criteria & Tips Summary of public involvement criteria & required items to remember n Proposal requires a half acre or more of permanent n Key Items to remember n right-of –way n n n Proposal substantially changes layout or functions of connecting roadways Proposal has substantial social adverse impact on n n abutting property n n Proposal has significant social, economic, environmental or other effect n n Proposal determined by the Federal Highway n Administration to warrant a public hearing n n Proposal is a Federal-aid highway project involving the bypassing of, or going through any city, town, community or proposal is for an Interstate System NOTE: CE projects involving historic bridges, any EA and EIS level project n n Actions/proposed project typically requires 2 notices be published Planned Improvement/Hearings Offering – minimum 15 day comment period from date of 1 st legal notice Notices published generally a week apart Comments/hearing requests submitted must be documented and subsequently addressed If a hearing is held, a transcript must be prepared including a transcription of verbal comments presented during public comment session at hearing Documents & materials must be made available to public for viewing Publisher’s affidavits Mailings and/or electronic notification is strongly encouraged Check Office of Public Involvement web page for updated notice templates n http: //www. in. gov/indot/2366. htm
Offering of Public Hearing Categorical Exclusion (CE) projects meeting criteria requiring formal public involvement, a public hearing can be held OR the public may be offered an opportunity to request a hearing Environmental document released for public involvement Notice of Planned Improvement to solicit input (offering of public hearing) Publish notice twice in local newspaper(s), approximately a week apart, make document available at local repositories Allow a minimum of 15 days from the date of 1 st publishing to receive public comment Public comments documented & addressed Public comment period Public review of environmental document Hearing For lower level documents, the public is notified of planned improvement and also offered the opportunity to request a public hearing be held This activity allows INDOT to formally solicit input by informing the public of a proposed project in the area Reasonable measures are taken to notify project stakeholders including mailing notices, email/electronic notification, media contact & coordination. Publish notice in local paper(s) within project area, publish in non-traditional & minority papers (where applicable) Public comments are reviewed and addressed by project team. The Office of Public Involvement is responsible for ensuring responses to comments are provided to those submitting comments Ensure public comments have been adequately addressed, provide response to stakeholder Following certification, project team Certification is notified and environmental document can be finalized by Environmental Services NEPA document cannot be finalized without completion of public involvement activities
Public Hearing Held Environmental Assessment (EA) and Environmental Impact Statement (EIS) level projects require a public hearing ; CEs can require a hearing or an offering Environmental document released for public involvement For documents where there is public interest and also considerable environmental impact, the public is notified and a public hearing held This activity allows INDOT to formally solicit input by informing the public of a proposed project in the area Notice of Public Hearing Publish notice twice in local newspaper(s), approximately a week apart, make document available at local repositories Allow a minimum of 15 days from the date of 1 st publishing to receive public comment Public review of environmental document Reasonable measures are taken to notify project stakeholders including mailing notices, email/electronic notification, media contact & coordination. Publish notice in local paper(s) within project area, publish in non-traditional & minority papers (where applicable) Hold Public Hearing Public comments are reviewed, Public comment considered and addressed by project team. The Office of period Public Involvement is responsible for preparing an official transcript of public hearing NEPA document cannot be finalized without completion of public involvement activities Public Hearings transcript Hearing Certification Address public comments Approve Environmental Document Additional public involvement after approved document Following certification, project team is notified and environmental document can be finalized by Environmental Services Ensure public comments have been adequately addressed, provide response to stakeholders by making final/approved document available for public viewing. Implement reasonable notification efforts
Post-Public Hearing Activity Allow a minimum of 15 days from the date of 1 st publishing to hold public hearing Public comments documented & addressed Hearing Certification Environmental document released for public involvement Notice of Public Hearing Publish notice twice in local newspaper(s), approximately a week apart, make document available at local repositories Public review of environmental document Additional public involvement to inform project stakeholders that project has advanced to next phase of development Hold Public Hearing Required only when public hearing has been held and for INDOT projects. Public comment period
Additional Information If an Additional Information (AI) document is prepared following the approval of an environmental document, public involvement may be required. The Office of Public Involvement and Environmental Services will make determination Environmental document released for public involvement Notice of Public Hearing Publish notice twice in local newspaper(s), approximately a week apart, make document available at local repositories Public review of environmental document Public comments documented & addressed Allow a minimum of 15 days from the date of 1 st publishing to receive public comment Hearings Certification Hold Public Hearing Public comment period Public involvement to inform stakeholders of project advancement Additional Information may warrant public involvement action
Informal Public Involvement n n n n n Public meetings, hearings, Open Houses Community Advisory Committees Project Websites – INDOT Website Newsletters; electronic notification Social Media; Media coordination Customer Service Center outreach Stakeholders group meetings Brochures, subject specific materials Activities and/or events not required per federal and state regulation
Open House
Public Involvement State Statutes IC 8 -23 -2 -17 IC 9 -21 -3 -2 IC 8 -15. 7 -4 -2 IC 8 -23 -2 -17 Public assembly and format of public hearing/meeting IC 9 -21 -3 -2 Special Hearings for traffic signal installation when a petition is submitted IC 8 -15. 7 -4 -2 Public Hearings for Public/Private Partnership project development Public Involvement determined through state statutes
US 50 North Vernon n Public Involvement Plan n Assess level of project impact to local community n Discuss/determine appropriate level of public involvement n Identification of key stakeholders n Project messaging n Public Involvement Goals Maximize opportunities to engage public n Notice of Survey n Early Coordination Outreach Elements n Website n Media Releases n Social Media n Key stakeholder, small group meetings, Elected Officials meetings n Public Meetings, Open Houses, Hearings
Public Involvement Plans are NOT One Size Fits All
Custom Fit Your Public Involvement Plan
Be Flexible with Your Public Involvement Plan n Typical noise barrier has a panel design
Projects Vary so Your Public Involvement Approach Should Also n State Road 62
Office of Public Involvement n n Rickie Clark, INDOT Office of Public Involvement 317. 232. 6601 rclark@indot. in. gov Mary Wright, INDOT Hearings Examiner 317. 234. 0796 mwright@indot. in. gov www. in. gov/indot/2366. htm INDOT Procedures updated every 2 - 4 years. n Next update summer 2016
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