ODOT- Office of Environmental Services. How to plan and implement effective Public Involvement Meetings.

ODOT- Office of Environmental Services

How to plan and implement effective Public Involvement

Meetings

One-on-One Small Group Open Meeting/Fair Advisory Committee/ Task Force Charrette Open House Formal Public Hearing Open House/Hearing

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.

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.

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.

‣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.

‣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.

‣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.

‣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.

‣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.

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.

Plan the Agenda Convenient to the Public Clear and Concise Presentations/Exhibits.

Official Record/Meeting Minutes Follow Up!

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.

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.).

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.

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.

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.

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.

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.

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.

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.