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Stakeholder InvolvementWho is a Stakeholder?A stakeholder can be an individual, group, organization, corporation, or agency identified to have a “stake” or vested interest in or is directly affected by a project. Stakeholders are essential in providing opinions and insight to District Environmental Staff, the Project Manager (PM), or the Project Management Team that can lead to enhanced engagement and improved viable solutions as well as a true understanding of community concerns and issues.Stakeholders can vary for each project so identifying key “movers and shakers” within a community can be a challenge. Including specific stakeholders may be required by legislation or regulations, such as representatives for minority and low-income populations, older adults, individuals with disabilities, Limited English Proficient (LEP) individuals, or federally recognized Native American Tribes. But, influential leaders are not always elected or appointed officials. Early and sustained involvement of stakeholders can lessen delays, enhance decision-making, and enable individuals knowledgeable about the community to provide meaningful input.Stakeholder IdentificationStakeholders are identified during completion of the Project Initiation Package (PIP) and determining their level of involvement is further defined in a Public Engagement Plan if one is required. District Environmental Staff, the PM or the Project Management Team has the task of:Identifying StakeholdersDefining the role of stakeholdersDetermining the range of stakeholder activities neededIdentifying social, economic, cultural, and environmental needs or concernsIdentifying potential controversyThe goal of working with stakeholders is to understand what a community values and to ensure the resulting project will satisfy community needs. The earlier in the decision‐making process meaningful information can be collected, the more informed decision-makers will be as the project progresses through the project development process. The goal is to ensure the decisions being made are not done within a vacuum, but rather as a collaborative process. Stakeholders may include, but are not limited to (see table below for a more comprehensive list):Elected and appointed officials Local community leadersBusinesses Public and Social Service providersAdvocacy and Special Interest GroupsGovernment agenciesAny individual, group, or business whose property is impacted by the project due to right-of-way acquisitions, etc.Property owner names and addresses must be obtained via the county auditor’s websiteAny individual, group, or business who requests that they be included as a stakeholder at any point during project developmentPOTENTIAL STAKEHOLDERSLocal, State, and Federal OfficialsElectedAppointedAttorney GeneralCouncil MembersCounty CommissionersCounty EngineerCounty SheriffGovernorLaw Director/AttorneyLegislatorsMayorSchool BoardTownship Fiscal OfficerTownship TrusteesAdministrator Cemetery AdministratorCommunity AffairsEngineerFire Chief ManagerParks and RecreationPolice ChiefSafety DirectorService DirectorSolicitorSupervisorUtility DirectorAuthorities, Boards, Commissions, or OrganizationsAirportsHistoric PreservationMetropolitan Planning Organizations (MPOs)ParksPlanningPortsTransitZoningProfessional Associations, Organizations, and SocietiesBusinessDeveloperDoctorsEngineersFinancialHealthcareMedicalNursesOhio Contractors Association HYPERLINK "" Ohio Home Builders AssociationPlannersRealtorRetailerOhio Trucking AssociationPublic Service EntitiesCommunity CentersEmergency Medical Services (EMS)FireOhio Emergency ManagementOhio State Highway PatrolPoliceSchoolsSenior CentersTransportationTransitWaste ManagementNon-Government Organizations/InstitutionsAmerican Association of Retired Persons (AARP)Ohio American Automobile Association (AAA) HYPERLINK "" American Red Cross OhioChurchesCollegesHabitat For Humanity of OhioHistorical SocietiesLibrariesMuseumsReligious Organizations UniversitiesYMCA/YWCASocial Service ProvidersFaith MissionOhio Association of Foodbanks HYPERLINK "" Ohio Homeless Shelters and Supportive HousingMeals on WheelsReligious CharitiesSalvation ArmyUnited WayUrban LeagueVolunteers of AmericaBusiness CommunityChambers of CommerceCommercial Property OwnersConvention and Visitor BureausEconomic Development CouncilsMajor EmployersMajor IndustriesMerchant AssociationsRailroadsRotary ClubsAdvocacy and Special Interest GroupsAudubon SocietyFriends of the Lower Olentangy Watershed (FLOW)Mental Health Agencies/OrganizationsNational Association for the Advancement of Colored People (NAACP) – Ohio ConferenceOhio Farm BureauOhio Environmental CouncilOhio Wetlands FoundationSierra Club Ohio ChapterSoil and Water Conservation DistrictsDisability Rights OhioTourist and Recreational GroupsBicycling OrganizationsCampgrounds/CampersCar Rental AgenciesFestival OrganizersOhio Bicycle Federation GreenwaysSportsTrails Travel AgenciesGovernment/Public AgenciesFederal Highway AdministrationNational Park ServiceOhio Department of Aging Ohio Department of AgricultureOhio Department of Developmental Disabilities Ohio Department of Jobs and Family ServicesOhio Department of Natural Resources (ODNR)Ohio Department of Public SafetyOhio Environmental Protection Agency (OEPA)Ohio Municipal LeagueOhio Public Works CommissionOhio Rail Development Commission Ohio State ParksU.S. Environmental Protection Agency (USEPA)U.S. Fish and Wildlife Service (USFWS)Examples of questions to ask potential stakeholders:What is your interest in the project (property/business owner, commuter, etc.)?What praises/concerns do you have about the project?How do these issues affect you personally and/or the organization you represent?What environmental issues should ODOT know about (historic sites, plant or animal species, social and economic issues, etc.)?How would you like to be involved?CommitteeAttend meetingsRead updatesWhat methods of public involvement and outreach have worked well in this community in the past? What has not worked so well?Who else should we be talking with about this project?How would you like to receive information about the project?MailPhoneEmailOtherWhat is your contact information?Consult with District Environmental Staff and the sponsoring agency (if not ODOT) familiar with the demographics of the surrounding community. They can provide insight into potential issues, help identify stakeholders likely to be affected, help identify key individuals in the community, and identify needs and desires important to the community. The earlier all interested parties can be identified, the better. To assure a comprehensive list of stakeholders is created, use the following questions as a guide during the identification process:Whose support is needed and why?Which community and/or civic leaders can influence public opinion?Whose involvement, or lack of involvement, could impact the project’s success?What groups or organizations may have an interest in the project?As the stakeholder list is developed, the level of consultation needed will become clear:Path 1 and Path 2 projects May involve e-mail correspondence, phone conversations or one-on-one meetings with local stakeholders, as appropriate Typical stakeholders may include City Council Members, City Manager, or MayorPath 3, Path 4, and Path 5 projects Require consultation with stakeholders as alternatives are developed or as changes to the project scope occur that may require the study area to be expandedStakeholders must be identified early but may not participate or be needed until later phases of the PDPTypical stakeholders may include Local Officials, Interest Groups, or OrganizationsDepending on the PDP Path, District Environmental Staff, the PM, or the Project Management Team may need to periodically review the list of stakeholders and update accordinglyAdditional stakeholders may be added at any time during project developmentStakeholder ConsultationStakeholders are an integral part of the PI process whose views and concerns need to be understood and captured to avoid or minimize false assumptions, misunderstandings, project delays, cost overruns and controversy. Transportation projects are more likely to be accepted and supported overall when stakeholders are given an active role in shaping the decisions made.Stakeholders are essential throughout every phase of a project’s decision-making process. It is vital that a variety of individuals and groups help define a project’s purpose, needs, and goals. What each stakeholder sees as a solution may be different and they may offer a unique perspective in identifying the problem and the changes and improvements needed. Perhaps one of the most critical times for effective public involvement in a project is during the right-of-way phase, when property owners must be communicated with early to best convey their rights and the laws that guide the Department’s right-of-way processes. If the project will involve right-of-way acquisitions, ODOT’s Office of Real Estate will conduct meetings with property owners at the initiation of the Final Engineering/Right-of-Way Phase of the PDP. The primary purpose of the meeting is to familiarize property owners with the proposed project, how the specific project impacts their property, and to help property owners gain an understanding of the right-of-way acquisition process by ODOT Real Estate staff who are directly involved with the specific project. The meeting may be conducted in conjunction with a general project open house or formal public meeting or may be held separately; or, a one-on-one meeting with the property owner may be conducted. ODOT’s Booklets “When ODOT Needs Your Property” and/or “ODOT’s Relocation Assistance Non-Residential Brochure” are usually distributed by ODOT Real Estate staff at these meetings. The booklets explain why property may be needed, explain the protections property owners have, provide answers to some frequently asked questions, and provide contact information for the ODOT District Offices. The Office of Real Estate subject-matter experts will take the lead on these meetings and the meetings will only be considered PI activity if conducted as part of a project’s open house or formal public meeting. Well-respected and credible community leaders may exist within the stakeholders assembled that have decision-making capacity or the ability to exert their influence to bring a project into reality or even bring it to a stop. These community leaders may have access to multiple resource networks, experience with transportation issues, and an understanding of community needs and desires. If not immediately known, community leaders can be identified by other stakeholders, by reviewing records of public meetings, or through the recommendations of others in the community.To ensure that a successful and smooth decision-making process will result, the following items are incorporated into project planning and development and the PI Plan, if one is required or desired for your project.Define Stakeholder RolesEffective decision-making relies on a clearly defined process that is communicated to all stakeholders at the outset. Without defined roles, project expectations and goals may fall short. Stakeholders need to know what decisions will be made and by whom and how their input will be incorporated. Defining a stakeholder’s role sets appropriate boundaries to obtain meaningful input and create a sustainable cooperative environment.Depending on a project’s type and complexity, stakeholders can have a role in one of two groups:Study and Recommendation Use results of technical studies to provide ideas and opinions on how to integrate a project into a community with minimal impactsFacilitated by the Project Management TeamAdvisory Represent a community or a specific segment of the communityProactive in the decision-making processSeen as a liaison with the Project Management Team and the communityFacilitated by the Project Management TeamDefine Ground RulesThis can be as simple as creating standard operating procedures for stakeholder meetings, such as how meetings will be conducted, formatted, or who will coordinate or facilitate such meetings. It is important to assign a note-taker to take meeting notes at all stakeholder meetings to capture all the information presented and discussed as well as questions and concerns of the stakeholders.Establish Communication ProtocolsCreating protocols will be essential to providing a framework that defines when communication will happen and the scope or extent of what is communicated. It is important to define at which phases of the PDP stakeholders will be able to receive information, give feedback and/or be informed of major decisions made. Protocols can also be developed for methods for informing stakeholders and conducting stakeholder meetings.The Role of the Public as a StakeholderThe public is an individual citizen or group of citizens living in communities affected by a project and includes commuters and other users of existing transportation networks. Understanding the relationship between transportation decisions and the impact to a community will help reduce conflict and resolve existing and future issues. Incorporating public views into the decision-making process will enable individuals knowledgeable about the community to provide meaningful input, develop a diverse community network and allow others affected by the project to express their views. Every segment of the population is essential to project planning and development. Unique and innovative methods may be needed to reach out to diverse populations. The opportunity for meaningful participation must be provided and regulatory statutes must be met. Outreach methods will be discussed in more detail later in this manual but must include the general public within or around the project area, such as:Users of mass transitHomeowners and TenantsTraveling PublicTraditionally Underserved PopulationsMinority populationsLow-income populations Older adultsIndividuals with disabilitiesLimited English Proficiency (LEP) populationsUsing creative techniques that increase participation and interaction and that help to develop community partnerships is essential. Meetings with stakeholders, traditionally underserved populations, and the general public may be held separately but all are equally important, and each unique perspective must be considered.Stakeholders should be identified as part of the Project Initiation Package. Input from stakeholders and the public must be strategic and should correspond with key decision-points throughout the life of the project. For Path 3, Path 4, and Path 5 projects, a Public Engagement Plan should define when stakeholders and the public become involved and how to appropriately engage them (See Chapter 3). Stakeholders and the public near a project may be extremely interested in all aspects, may desire more information, and may want to be engaged throughout the life of the project. The Public Engagement Plan can include and utilize a variety of PI approaches and activities that will meet the needs of stakeholders and the public. Opportunities for full and fair participation in the decision-making process must be provided. Each segment of the population must be identified early and integrated into the decision-making process to establish consensus and to ensure that the transportation decisions being made will satisfy community needs. Stakeholder Notification Stakeholders are a vital component of the PI and decision-making process that assist in defining community goals and needs. Based on the nature of Path 1 and Path 2 projects, communication with identified stakeholders (i.e. mayor, township trustees, county commissioners, etc.) will be conducted on an as-needed basis. This may involve e-mail correspondence, an official letter, or phone conversations. Initiating contacting with or responding to stakeholders will establish any concerns they may have about the project and help minimize delays. If communication with stakeholders is needed for Path 1 or Path 2 projects, the following elements should be incorporated into the letter: Follow ODOT Brand & Identity GuidelinesConversational and inviting in toneLarge fontEasy to read6th grade reading levelAvoid use of jargon, technical terms, and acronymsUse as regular communication throughout the life of a projectThe following information should be provided in the letter:Project Name and PIDBrief project descriptionInclude why the project is neededProject location mapField investigations/surveys to be conductedAnticipated impacts (Share what you know and provide as much detail as possible. If not known, simply state they are not known at this time, but this is what’s anticipated.) Right-of-way impactsCommercial or Residential impacts?How much (acres, parcels, etc.) of each type will be impacted?Environmental resource impactsWhich specific resources will be impacted?How much of the resource will be impacted?In what manner will the resource be impacted?Etc.Note: Simplifying for the public by saying something like “Up to 1 acre of wetlands will be impacted,” rather than saying “0.004 acres of wetlands will be impacted” is acceptable.Proposed detours and maintenance of traffic plans (if not known state they are not known at this time)Contact information (e.g., Preferably the District Environmental Coordinator or Project Manager, rather than a Consultant), including:NamePhone numberE-mail addressMailing addressIf accessing property for studies, the following standard statement is also required: Sections 5517.01 and 163.03 of the Ohio Revised Code authorize such entries but also require that reimbursement be made for any actual damage resulting from such work.While communication with stakeholders may or may not be necessary for Path 1 or Path 2 projects, it is definitely needed for Path 3, Path 4, and Path 5 projects and the above items can form the initial contact. However, the context and intensity of involvement with each path will be higher based on the project’s needs and complexity. In these cases, notifications will most likely be an invitation to be a participant in the decision-making process as the project progresses through the PDP. Notifications for these projects will also be used to inform stakeholders of next steps to be taken or when a decision will be or has been made.When communicating with stakeholders for Path 3, Path 4, or Path 5 projects, the following elements should be incorporated into the letter: Follow ODOT Brand & Identity GuidelinesConversational and inviting in toneLarge fontEasy to read6th grade reading levelAvoid use of jargon, technical terms, and acronymsUse as regular communication throughout the life of a projectThe following notification format is recommended when inviting stakeholders to participate on Path 3, and Path 4 and Path 5 projects:Purpose of Communication State the intended purpose for becoming involved as a stakeholderInvite is based on being identified as a stakeholder or via request to be a stakeholderProject IntroductionProject name and PIDBrief overview/project descriptionInclude why the project is neededTransportation needs and anticipated benefits Provide anticipated project timelineInclude detour/roadway closure information, if knownPhysical limitations of the projectMapping which includes enough detail so that the location is easy to identifyEasy to read graphicsChartsRelevant project issuesResults of Project Initiation Package (PIP)Purpose and Need elementsAnticipated impacts (Share what you know and provide as much detail as possible. If not known, simply state they are not known at this time, but this is what’s anticipated.)Right-of-way impactsCommercial or Residential impacts?How much (acres, parcels, etc.) of each type will be impacted?Environmental impacts (e.g. relocations, endangered species, Section 106)Which specific resources will be impacted?How much of the resource will be impacted?In what manner will the resource be impacted?Note: Simplifying for the public by saying something like “Up to 1 acre of wetlands will be impacted,” rather than saying “0.004 acres of wetlands will be impacted” is acceptable.Etc.Legal requirements (e.g., NEPA)Proposed detours and maintenance of traffic plans (if not known state they are not known at this time)Stakeholder meetingsInclude dates, times, meeting locationDecision-making processDescribe stakeholders’ role and be specific about what is expected of themIllustrate how the process will be structured Goals and expectationsStress integration of input from all parties involved Contact Information Include:NamePhone numberE-mail addressMailing addressInclude how to respond (e-mail, letter, website, etc.)Documenting Stakeholder InvolvementAll stakeholder involvement must be documented. ................
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