Stakeholders

Engaging Stakeholders

Public Involvement Training Class – Presented by the Office of Environmental Services

Definition Has a “stake” or vested interest in a project

Can vary from project to project May be directly impacted

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Why Are They Needed? An asset to ODOT

Help identify/define issues and concerns Typically consulted prior to introducing the

project to the general public

Essential to consensus building Help define community goals and desires

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When Are They Identified? At the onset of project planning and development

Project Initiation Package (PIP) Determine role and level of involvement If a PI Plan is not required, consultation with

stakeholders may occur, as appropriate

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Questions to Consider Whose involvement is needed and why? What groups or organizations may have an

interest in the project? Who can influence public opinion?

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EngagingStakeholders

Consultation is Key Early and sustained involvement can lessen

delays and enhance decision-making Develops a diverse community network Can help reduce or resolve controversy Ensure project expectations are met

Enables individuals knowledgeable about the community to provide meaningful input Help define Purpose & Need Help define community vision, goals, and needs

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PI Plan Define roles

Depending on a project’s type and complexity, stakeholders may be part of a: Study and Recommendation Team Advisory Team Decision-Making Team

Define stakeholder meeting rules Standard operating procedures for conducting

and facilitating meetings Develop communication protocols

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Paths 1 and 2Non-Complex Path 3

As appropriate May occur if concerns arise surrounding road

closures and detours May involve e-mail correspondence, conference

call, or one-on-one meetings

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Complex Path 3Paths 4/5

Higher level of involvement may be needed based on context and intensity

Involved during each phase of the PDP as alternatives are developed

May not participate or may not be needed until later phases of the PDP

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Underserved Populations

Environmental JusticeTitle VI

Strategic Engagement

Legal Requirements Executive Order 12898

Identity and address disproportionately high and adverse effects upon minority and low-income populations

FHWA Order 6640.23A Defines disproportionately high and adverse

Civil Rights Act of 1964 American with Disabilities Act (ADA) Executive Order 13166

Limited English Proficiency

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Diversity Counts“Be inclusive…when you bring more heads together,

you get more answers.”Cindy Kent - Sun Sentinel

Engage traditionally underserved populations Minorities Low-income Older adults Individuals with disabilities Non English speaking residents‐ Ethnic groups

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Equal Treatment Identify early in the process

Lack of involvement commonly leads to exclusion and not being informed

Every segment of the population is essential to project planning and development Enhances decision-making

Unique and innovative methods may be needed to reach out to diverse populations

Full and fair participation in the decision-making process must be given

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Strategic Engagement

Purpose Encourage and provide opportunities to

participate in the decision-making process Enable alternate viewpoints, opinions,

perspectives, and ideas to be heard Address community needs

Provide adequate access to project information Comply with existing laws and regulations

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Be Proactive Convey information and solicit input Be a partner in the community Integrate cultural, social, and economic needs

Identify issues not previously known

Identify potential controversies and issues Identify opportunities to mitigate impacts Develop viable transportation solutions that

address community needs

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Recognize Status Quo Traditional PI participants are often:

Middle to Upper Class residents Mainstream community leaders Prominent business leaders Well-educated Dual income families Homeowners

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Customary Methods Conduct public meetings on weeknights between

6:00 pm and 8:00 pm Conduct public meetings at locations convenient

for non-transit users Public notifications in mainstream media Utilize internet and social media tools as the

primary means of communication

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Failure to Connect Customary methods can be ineffective due to:

Reliance on schedule-oriented transit or other modes of transportation

Language barriers Lack reading or writing proficiency Lack internet access Lack access to news or print media Prefer morning or afternoon meetings Work late night shifts

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Connect with Everyone!

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Gain Stakeholder Input Certain stakeholders may have knowledge about

or are connected with and/or represent underserved populations Local officials and civic leaders Social Service providers Churches and religious organizations Senior Centers Assisted Living Communities Transportation Carriers

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Specialized Meetings Advisory Committee Advisory Group Steering Committee Local community meetings Workshops Focus Groups Task Force

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Low LevelProject Outreach

Path 1, Path 2, and Non-Complex Path 3 Property Owner Notification Letters Post notifications and information at

Libraries Parks Community Centers Social service providers Churches Schools

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Low LevelProject Outreach

Community newspapers and publications Translate materials into non-English languages

As appropriate Neighborhood canvassing

Community leaders present Face-to-face meetings

Community leaders present

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High LevelProject Outreach

Interact with stakeholders Translate materials into non-English languages Place notifications and advertisements in

neighborhood and non-English publications Conduct meetings and hearings during

convenient hours at accessible locations Provide interpreters

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Exercise #1 Assign a PM Determine PDP Path Identify potential stakeholders Identify potential underserved populations

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