ODOT- Office of Environmental Services. How to plan and implement effective Public Involvement...
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Transcript of ODOT- Office of Environmental Services. How to plan and implement effective Public Involvement...
![Page 1: ODOT- Office of Environmental Services. How to plan and implement effective Public Involvement Meetings.](https://reader034.fdocuments.in/reader034/viewer/2022051415/56649b56550346318e8d4825/html5/thumbnails/1.jpg)
ODOT- Office of Environmental Services
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How to plan and implement effective Public Involvement
Meetings
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One-on-One Small Group Open Meeting/Fair Advisory Committee/ Task Force Charrette Open House Formal Public Hearing Open House/Hearing
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Who? ◦ Individuals, property owners, etc.
Why?◦ Convey project info, updates, resolve conflict,
build consensus, improve relations, id project issues, evaluate alternatives, develop solutions.
Where?◦ Everywhere- location where they are comfortable.‣When? Convenient to them.
How?◦ General to specific agenda, handouts, maps, etc.
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Who? ◦ Special interest groups, agencies, officials, etc.
Why?◦ Convey project info, updates, resolve conflict,
build consensus, improve relations, ID project issues, evaluate alternatives, develop solutions.
Where?◦ Everywhere- neutral locations- where they are
comfortable, schools, churches, libraries, etc.
‣When? o Convenient to them.
How?◦ General to specific agenda, handouts, maps, etc.
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Who? General Public Why?
◦ Convey project info, updates, build consensus, improve relations, ID project issues.
Where?◦ Large open spaces, malls, county fairs,
neighborhood events, school fairs, church socials, etc.
‣When? • Flexible or fixed hours- dependent on others.
How?◦ No agenda. Comment table, handouts, maps, etc.
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‣Who? Special interest groups, agencies, officials, etc. Why?◦ Convey project info, updates, resolve conflict, build
consensus, improve relations, ID project issues, evaluate alternatives, develop solutions.
Where?◦ Everywhere- neutral locations, location where they are
comfortable, schools, churches, libraries, etc.
‣When? o Convenient to them. Flexible or fixed hours.
How?◦ Specific agenda, formal seating, handouts, maps,
facilitator, etc.
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‣Who? Special interest groups, agencies, officials, etc. Why?◦ Brainstorm project ideas/issues, build consensus, improve
relations, id project issues, evaluate alternatives, develop solutions.
Where?◦ Neutral locations, location where they are comfortable,
schools, churches, libraries, etc.
‣When? o Convenient to them. Flexible or fixed hrs.
How?◦ Specific agenda, open seating, exhibits, maps, facilitator,
etc.
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‣Who? o General public
Why?◦ ID project issues, evaluate alternatives, develop
solutions, build consensus. Where?◦ Community centers, schools, churches, libraries, etc.
‣When? o Fixed hour.
How?◦ Semi-formal agenda, open seating, facilitation of
exhibits, maps, break out areas, (used on CE-4 and above projects) etc.
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‣Who? General public Why?◦ Present project, impacts, etc, satisfy legal mandates,
receive comments, public speaks before peers, etc. Where?◦ City Hall, community centers, schools, churches,
libraries, etc.
‣When? Fixed hours. How?◦ Formal agenda, formal recordation of the event,
open seating, facilitator, maps, comment recording areas, etc.
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‣Who? General public Why?
◦ ID project issues, evaluate alternatives, develop solutions, build consensus, satisfy legal mandates, receive comments, public speaks before peers.
Where?◦ Community centers, schools, churches, libraries, etc.
‣When? Fixed hours. How?
◦ Semi-formal agenda, recordation of the event, open seating, facilitator, facilitation of exhibits, maps, break out areas, etc.
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Be Prepared. Enthusiastic Staff!!!!!!!!!!!!!!!!!!!!!!! Ensure the team is on the same page! Choose the site carefully. Ensure the facility is laid out appropriately.
Practice, practice, practice. Appropriate advertising and notification.
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Plan the Agenda Convenient to the Public Clear and Concise Presentations/Exhibits.
Official Record/Meeting Minutes Follow Up!
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Up to 6 Months before the event…◦Determine meeting date, purpose,
audience, team needed and format.◦Identify general location and facility
needs and begin site selection process.◦Review any legal requirements for public
notices and plan your announcement process and approach.
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Up to 3 Months before the event…◦Tour the meeting facility and lock it in.◦Identify meeting materials, exhibits and
begin development.◦Define team roles and hold a planning
meeting with the team.◦Develop advertising strategy and begin
the process of developing notices and ads.◦Prepare mailing list for notifications.◦Make special arrangements (access, court
recorder, etc.).
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Up to 2 Months before the event…◦Confirm facility arrangements and any
special arrangements (court recorder).◦Finalize legal notices and determine
newspaper contacts and advertising deadlines.
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Up to 1 Month before the event…◦Finalize all notices and send out letters, flyers, ads, press releases, etc.
◦Schedule team practice run.◦Finalize meeting agenda and exhibits.
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2 weeks before the event…◦Resubmit newspaper ads for second
publication, if necessary.◦Conduct final review of handouts,
agenda, exhibits, evaluations, etc. and begin final production of these materials.
◦Compile list of supplies needed and begin to assemble.
◦Finalize meeting room layout.◦Arrange for any meeting directional
signing needed.
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1 week before the event…◦Hold final rehearsal and staff briefing.◦Prepare and send out Q&As or other
project materials to entire project team.◦Make sure everyone knows their roles.◦Conduct a final inspection of all exhibits
and handouts.◦Complete assembly of supplies.
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Day of event…◦Dress appropriately?◦Arrive early!◦Hold a quick briefing with staff for any
last changes/arrangements.◦Be flexible, but execute your plan. ◦….then prepare for everything to go
wrong!◦Hold a debriefing with team after the
event.
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Know your audience:◦Have a person at the sign-in to be a look-out
for VIP’s.◦Have a separate “media kit” ready.◦Be equal for all when it comes to speaking
times/open mic. Don’t know “everything”? Don’t worry.◦Follow up quickly on questions you can’t
answer there. “I don’t know” is not a bad answer.
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Determine the type of meeting you need to convey the project’s necessary information.
Remember the elements of effective mtgs:◦Be prepared, good and well prepared staff, good
meeting planning and making sure the public is appropriately invited…
Holding a PI event doesn’t happen over night. Plan ahead and execute your plan.
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