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Please refer to PI Requirements, PI Manual, and PI Toolbox on ODOT’s website for templates, guidance documents, and examples.Project ID (PID): ___________________Project Name: _________________________________________________________________________________________________________MEETING DETAILSHANDOUTS/DISPLAYS/EXHIBITSSUPPLIES/OTHER ITEMS?DateAgendaSignsTimeSign-in SheetPens?Presentation Time (if applicable)Project Mapping w/Construction Limits, Alternative(s), & Impacts Clearly DefinedTapeProject History/Purpose & NeedEaselsMEETING FORMATProject DescriptionName Badges?Open HouseRight-of-Way Plan Sheets (Aerial w/parcel lines)Table Cover?Open House with formal presentation/open micDesign PlansComment Box?WorkshopEnvironmental Resources (Noise, Section 106, Section 4(f), etc.)Wayfinding Signs (Outdoor & Indoor)Focus GroupImpacts MatrixP/A System Equipment?Public HearingComment FormExtension CordsOnline/VirtualSign-up for project e-mail updates/newslettersBatteriesNEPA Assignment Poster/BrochuresColoring Pages/CrayonsVENUE SELECTIONConsulting Party Applications (if applicable)Model Cars/Trucks/Farm ImplementsFacility Checklist CompletedOpen Microphone Registration (if applicable) & Guidelines/Ground RulesLaptops/TabletsProject Manager Business CardsVirtual Reality EquipmentExisting & Future Conditions Picture(s)/Artist Rendering(s)Project TimelineDecision-Making Process chart that shows next stepsProject BrochureNOTIFICATION METHODSDOCUMENTSOTHER PI ACTIVITIESPublic Notification LetterTechnical ReportsStakeholder ConsultationStakeholder Notification/InvitationEnvironmental ReportsStakeholder MeetingsNews ReleaseEnvironmental DocumentWorkshopsNewspaper AdvertisementAlternatives Evaluation ReportFocus GroupsNewsletterFeasibility StudyMedia PresentationsMail InsertTraffic StudyResource-Specific PI (Noise, Section 106, etc.)FlierSafety StudyProject WebsiteSocial MediaEmail NotificationPROJECT MANAGEMENT TEAM ROLES/RESPONSIBILITIESSTRATEGY MEETING 9-12 Months Prior to HearingDoneTo-DoNotes and Template/Guidance LocationAssigned ToDue Date?Conduct a strategy meeting and begin to develop the agenda?Assign project management team roles and responsibilities and establish due dates for all items?Determine hearing materials needed??Determine notification methods??Determine all stakeholders to be invited (outside of project team)?Determine extra efforts needed to involve Underserved Populations (if applicable)??Meet with Legislative Services to brief them about the project?3-4 Months Prior to HearingDoneTo-DoNotes and Template/Guidance LocationAssigned ToDue DateSubmit DRAFT of EA for 30-day review?Select and reserve venue using Facility Checklist ANDSubmit request to use ODOT Webex or GoToWebinar Account if adding a virtual componentPI Toolbox-Public Meetings and Hearings-Facility ChecklistANDPI Toolbox-Virtual Public Meetings?Determine hearing date(s) and time(s)?Determine media contacts and deadlines for advertising, legal notice, and notificationsDraft paid advertisementPI Toolbox-Paid AdvertisementFinalize legal notices Develop mailing list(s)PI Toolbox-Stakeholders including:Property owners (auditor property owner address)Tenants (auditor property owner address only if there is a building)Public sector stakeholdersLocal officials (Mayor, council members, city/county engineer, township trustees, fire chief, sheriff, police chief, EMS, schools (transportation manager, superintendent), public transportationLocal hospital/medical center/urgent careInterested organizationsDraft invitation letter and distribute for reviewPI Toolbox-Public Meetings and Hearings-Public Hearing-Notification Draft Hearing Announcement Flyer & Cover LetterPI Toolbox-Public Meetings and Hearings-Public Meeting-Notification Cover letter should explain that we are requesting the flier be shared by being posted in public location and/or discussedFlier should be abbreviated bullet point version of letterDraft List of Flyer Posting LocationsHand deliver, if possible for posting at places of worship, community centers, park boards, businesses, laundromats, restaurants, grocery stores, community bulletin boards, college campus boards, etc.Draft News Release, Website & Social Media PostingsPI Toolbox-Public Notifications-News ReleaseDraft meeting materials and distribute for reviewD2 and higher project materials must be submitted 90 days prior to meeting Draft Comment FormPI Toolbox-Public CommentsInclude room for and/or list of options (colors, railing, patterns, etc.) we want feedback forDraft Sign-in SheetPI Toolbox-Public Meetings and Hearings-Public Meeting-Sign-In SheetDraft HandoutsPI Toolbox-Public Meetings and Hearings-Public Meeting-HandoutsInclude: Who, what, when, where, whyStatement that meeting material will be posted to the websites (include links) 15 days prior to meeting (provide date)Project location mapADA statementMOT/detour informationFloodplain impacts, if anySection 4(f) impacts, if anyCultural Resources impacts, if anyEcological impacts, if anyInclude graphics/diagrams/images of proposedInclude information regarding options we want the public to considerCan be 8.5x11 double-sided or 11x17 foldedDraft ExhibitsPI Toolbox-Public Meetings and Hearings-Public Meeting-Exhibits1 – Aerial plan view with parcel lines, construction limits, right-of-way, and environmental impacts clearly identified2 – Cross section with lanes, bike path, sidewalks, etc.3 – Rendering with aesthetic options4 – Environmental resources5 – Detour exhibit6 – Others??Draft presentation (if applicable)?PI Toolbox-Public Meetings and Hearings-Public Meeting-Presentation?Determine meeting room layout ?PI Toolbox-Public Meetings and Hearings-Public Meeting-Preparation (Room layout examples: sign-in/registration at entrance, tell the project story, comment table near exit) ?Select/Hire a Facilitator??Select Presenter(s)??Schedule Court Recorder/Stenographer?2 Months Prior to HearingEnd of EA ReviewBegin Legal Sufficiency ReviewFinalize agenda1 Month Prior to HearingDoneTo-DoNotes and Template/Guidance LocationAssigned ToDue DateEnd of Legal Sufficiency ReviewIssue News Release & Social Media Postings?PI Toolbox-Public NotificationsPost Exhibits, Handouts, Comment Form on WebsitePI Toolbox-Public NotificationsMail Invitation LettersPost/Distribute FliersPI Toolbox-Fliers?Publish 1st paid advertisement?Finalize meeting agendaFinalize displays/exhibits2 Weeks Prior to HearingDoneTo-DoNotes and Template/Guidance LocationAssigned ToDue Date?Publish 2nd paid advertisement??Place hard copy of EA in designated public locations?Conduct a dry runPresent information to others and try to anticipate needs of audience/possible scenarios, ensure technology works and everyone can connect and is comfortable?Reserve vehicle(s)?Issue Follow-up News Release, Website & Social Media Postings?PI Toolbox-Public NotificationsPost meeting materials on project website1 Week Prior to HearingDoneTo-DoNotes and Template/Guidance LocationAssigned ToDue Date?Print materials??Gather supplies??Prepare media kit?PI Toolbox-Media Coverage-Media KitPost public hearing reminder on website and social media?Publish follow-up paid advertisement?Day of HearingDoneTo-DoNotes and Template/Guidance LocationAssigned ToDue Date?Dress appropriatelyBusiness casual – same color ODOT or company logo shirt for easy identification?Arrive earlyPlace Wayfinding Signage (Directional Arrows)Bring Handouts, Comment Forms, & NEPA Assignment Poster or BrochuresBring & Distribute Name TagsBring & Place ExhibitsRoom set-up should be complete 1 hour prior to meetingSet-Up Welcome/Registration Table w/pens, box, etc.?Test audio-visual equipmentcomplete 1 hour prior to meeting?Brief project management team (review assignments and talking points, be enthusiastic & knowledgeable, watch for VIPs)?30-60 minutes prior to meeting?Have media kits available?Be flexible but execute the planMake note of follow-up questions you can’t answer (OK to say I need to investigate that and get back to you)Ensure stations are staffed:Welcome/Registration Table StaffingExhibit/Display Station StaffingExhibit/Display Station StaffingExhibit/Display Station StaffingExhibit/Display Station StaffingExhibit/Display Station StaffingExhibit/Display Station StaffingExhibit/Display Station StaffingFacilitatorPresenter(s)/Speaker(s)Q&A Panel Participants (if applicable)Note-TakerComment Table Staffing (if needed)Hearing Follow-UpDoneTo-DoNotes and Template/Guidance LocationAssigned ToDue DateConduct a post-hearing de-brief the day after the hearingReview what worked, what didn’t, what follow up needs to take place, who will do what, etc.Send thank you letters (as necessary) within one week after the hearing?Prepare comment responses and public meeting report and circulate for review?Obtain transcript for publication and distribution?Send/Publish comment responses within 30-60 calendar days after close of comment period?Prepare DRAFT of ROD/FONSIBegin Legal Sufficiency Review of ROD FONSI 60 calendar days after the hearingEnd Legal Sufficiency Review of ROD/FONSI 75 calendar days after the hearingPrepare and issue news release outlining decision?Upload materials to EnviroNet (including response to comments and transcript of hearing)PI Toolbox-File Management Update Public Engagement Plan, if necessaryPI Toolbox-Public Engagement Plan?Prepare and upload Public Hearing Summary to EnviroNet within 60 calendar days after close of comment period?PI Toolbox-Public Notifications ................
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