PUBLIC INVOLVEMENT PROCEDURES
FOR
TRANSPORTATION PLANNING
2003
SHASTA COUNTY REGIONAL
TRANSPORTATION PLANNING AGENCY
PUBLIC INVOLVEMENT
PROCEDURES
FOR
TRANSPORTATION PLANNING
SHASTA COUNTY REGIONAL
TRANSPORTATION PLANNING AGENCY
April 2003
Prepared By:
The Shasta County
Regional Transportation Planning Agency
1855 Placer Street
Redding,
California 96001
In Cooperation
with:
City of Redding
City of Anderson
City of Shasta Lake
Shasta County
Redding Area Bus
Authority
Caltrans District 2
Shasta Senior
Nutrition Programs (Shasta County CTSA)
The preparation of
this document was financed in part by a grant
from the U.S. Department of Transportation,
Federal Highway Administration and Federal Transit Administration
TABLE OF CONTENTS
1. INTRODUCTION
AND PURPOSE
2. LEGAL REQUIREMENTS
3. OBJECTIVES,
STRATEGIES AND POLICIES
3.1 Open Meeting
Policy
3.2 Public Workshop
Policy
3.3 Public Involvement Policy
4. ADVISORY COMMITTEES
4.1 Current Status
of Advisory Committees
4.2 Committee Selection/Composition
4.3 Function of
the Committees
5. CURRENT PUBLIC
INVOLVEMENT ACTIONS
5.1 Public Involvement
Techniques
5.2 Plans/Documents 11
5.3 Advertising 12
6. REVIEW OF PUBLIC
INVOLVEMENT PROCEDURES
7. PUBLIC INVOLVEMENT
ACTIVITIES FOR THE
TRADITIONALLY UNDERSERVED
8. PUBLIC INVOLVEMENT
MEASURES OF EFFECTIVENESS
9. APPENDIX "A"
9.1 Brown Act 15
9.2 Transportation
Equity Act of 1998 (TEA-21)
9.3 California Transportation
Development Act
9.4 Americans with
Disabilities Act
9.5 California Environmental
Quality Act
9.6 National Environmental
Policy Act
10. APPENDIX "B" SITE MAP
11. APPENDIX "C" PUBLIC INVOLVEMENT GUIDELINES RELATED
TO SPECIFIC PROJECTS AND ACTIONS
12. APPENDIX "D"
EXAMPLES OF APPROACH TO OBJECTIVES
1. INTRODUCTION AND PURPOSES
This document is an update of the 1998 Public
Involvement Procedures, which outlined the Shasta County Regional
Transportation Planning Agency's (RTPA) policy of promoting public
participation and interagency consultation in the comprehensive transportation
planning process. It contains the policies, strategies and procedures Shasta County
RTPA will use to encourage public involvement in the development and approval
of various transportation plans, programs, and environmental reviews.
Meaningful and effective public participation is
essential to the successful implementation of any public planning program or
project. Without the involvement of the local citizenry, it is difficult to
design a program that effectively meets the greater needs of the public. In addition, public involvement is necessary
to gauge the effectiveness of an agency’s planning activities. The Shasta County Metropolitan Planning
Organization (MPO) actively seeks to incorporate the involvement of the public
in its planning efforts pursuant to its Public Involvement Procedures that is
designed to accomplish the following objectives:
1)
Provision of
opportunities for county residents and citizen-based organizations to discuss
their views and to provide input on the subject areas addressed in plans,
projects or policies of the MPO; and
2)
Inform and educate
citizens and other interested parties about the MPO’s ongoing planning
initiatives;
3)
Compliance with the
public involvement requirements of the Transportation Equity Act for the 21st
Century (TEA-21) [Section 450.316(b)(1)CFR].
The purpose of this document is to provide a clear
directive for the public involvement activities undertaken by the Shasta County
MPO as they pertain to the agency’s primary responsibilities. This includes the development and
implementation of the following:
·
The Regional
Transportation Plan (RTP);
·
The State and Federal
Transportation Improvement Program (STIP & FTIP);
·
Transit Studies;
·
Other activities
associated with MPO projects.
The MPO currently engages in a number of strategies
that facilitate public participation. A
description of these activities is provided in the Procedure along with
discussions about existing and proposed public involvement strategies. A section is also include that outlines a
methodology for evaluating the effectiveness of the plan.
2. LEGAL
REQUIREMENTS
The legal requirements that govern the MPO public
outreach activities are defined in Appendix A.
3.
OBJECTIVES, STRATEGIES AND POLICIES
The Shasta County
MPO shall provide for public involvement consistent with the following
objectives and strategies in the development of its short and long-range
transportation plans, programs and projects.
The purpose of the TEA-21 provisions (see Appendix A,
9.2) is to encourage greater public participation in the planning process. The intent is not to merely have the public
review documents, but to encourage participation in plan and program
development. Access should be provided
throughout the process in order to allow the public input to be incorporated
into the various plans, programs and studies at an earlier point in the process.
Strategy 1.1: Produce plans and
programs in a user-friendly format that is easily understood by the general
population.
Strategy 1.2: Produce an MPO
newsletter every three months providing information concerning current and
future MPO activities. Information will
also be provided to citizens on how they can become more involved in the MPO
planning process. During updates to the RTIP, STIP and RTP, the newsletter will
discuss various issues involved with these tasks in detail and solicit public
input, as appropriate.
Strategy 1.3: When appropriate, the
MPO shall produce a newsletter specifically oriented for major plans and
programs it initiates such as the Regional Transportation Plan. For plans and projects of a less
encompassing scope, the MPO will include discussion on these items in the MPO
newsletter and/or other inserts.
Strategy 1.4: Maintain the MPO web
site to provide useful information concerning current and future MPO planning
activities.
Strategy 1.5: Solicit public
speaking engagements during the development of major planning initiatives such
as the RTP, RTIP and STIP through the various public involvement strategies
discussed herein.
Strategy 1.6: Work with the local
media to attract attention to and provide notice of MPO planning activities.
Strategy 1.7: Provide information to
the regions youth about modes of transportation, including transit, bicycles,
walking, etc.
Strategy 2.1: Utilize citizen-based task forces or committees to address issues relative to the Regional Transportation Plan.
Strategy 2.2: Review plans and
programs to determine the appropriate public involvement strategies needed to
encourage effective citizen participation and input.
Strategy 2.3: Select appropriate
community outreach locations to accommodate different segments of the affected
population including elderly, handicapped, minority and low-income persons.
Strategy 2.4: When selecting
potential locations for community outreach activities, prioritize those that
are served by means of alternative transportation, particularly mass transit.
Strategy 2.5: Provide details on how
to obtain transit information such as routes, schedules, etc., serving the
community outreach location in materials announcing the meetings.
Strategy 2.6: Utilize the technical
committees to gather technical expertise and citizen input regarding the
development of plans, projects and programs.
Strategy 2.7: Ensure that
representation on the Social Services Transportation Advisory Committee (SSTAC)
is reflective of the different segments of the county’s population.
Strategy 2.8: Conduct opinion
surveys to help identify the needs and interests of the affected population(s)
regarding transportation planning issues.
These surveys shall not only reflect the views of those affected, they
will also serve as a benchmark to validate the input received from participants
in other outreach efforts.
Strategy 2.9: Provide copies of
draft planning documents to affected local jurisdictions for their review and
comment.
Strategy 2.10: Place copies of MPO
documents in selected locations throughout the county for citizens to review
such as municipal government centers and public libraries.
Strategy 2.11: Utilize the MPO
Internet site to increase public awareness of the MPO and its activities and to
provide another means of accessing MPO planning documents. (See Appendix B for current site map of work
products).
Strategy 3.1: Maintain a mailing
list of interested citizens for distribution of public involvement materials
such as newsletters and the MPO Annual Report.
Strategy 3.2: Provide opportunities
for individuals and organizations to be added to the MPO mailing list through
the various public involvement activities described in this Public Involvement
Plan.
Strategy 3.3: Identify key
individuals representing groups or organizations most directly affected by an
MPO-sponsored project or program and initiate correspondence with them as
deemed appropriate.
Strategy 4.1: Utilize input from
county’s transportation disadvantaged community, including transportation
providers and citizens, to identify transportation problems associated with the
elderly, economically disadvantaged, and/or mentally or physically disabled.
Strategy 4.2: Hold community forums
to solicit public input and to reach a better understanding of problems and
challenges confronting the disadvantaged population of Shasta County.
Strategy 4.3: Meeting announcements
shall be placed in selected publications targeting traditionally under-served
population segments.
Strategy 4.4: Enhance access to the
MPO planning process by selecting some meeting sites for public workshops or
community forums that are more easily accessible to traditionally under-served
communities.
Strategy 5.1: Participate in local
commission/council meetings to present and discuss information, issues and programs
relating to the MPO and its responsibilities.
Strategy 5.2: Develop and maintain
orientation manuals for new board members serving the MPO and its citizen-based
advisory committees.
See Section 8 for
measures of effectiveness of these objectives.
3.1 OPEN
MEETING POLICY
During the transportation planning process, the Shasta
County RTPA and its advisory bodies are required to hold open meetings in
accordance with the Brown Act (see Appendix A, 9.1).
3.2 PUBLIC
WORKSHOP POLICY
On certain high-profile projects or where controversy
is anticipated, the Shasta County RTPA will hold Public Workshops.
3.3 PUBLIC
INVOLVEMENT POLICY
Shasta County RTPA shall notify interested or affected
members of the community who may be impacted by the plan or program through
legal notices, meeting announcements, public service announcements, press
releases, RTPA Newsletter, special mailers, e-mail, updates on the RTPA
Homepage, publications and agendas of committees, meetings and other
opportunities to participate, as appropriate. Community members or
organizations may include but are not limited to:
|
Elected officials |
Business and
Industry |
|
Academic and Scientific communities |
Environmental organizations |
|
Native American Tribes of Shasta County Service organizations |
U.S. Dept. of Interior Bureau of Indian Affairs Youth services groups |
|
Operators of major modes of transportation Recreation
groups |
Health and handicapped organizations Airport authorities |
|
Minority groups Appropriate private transportation providers |
Senior citizen groups Local public and private transit operators |
|
Local, state and Federal agencies |
Traffic, ridesharing, and enforcement agencies |
4. ADVISORY
COMMITTEES
In addition to
citizen’s involvement and staff analysis to identify community needs, the MPO
receives input and recommendations from two standing committees, focused
working groups and workshops. These
committees and groups provide recommendations on various projects, plans and
policies. This process allows the Board
to make informed decisions.
4.1 CURRENT
STATUS OF ADVISORY COMMITTEES
SSTAC, TAC,
and WORKING GROUP - SSTAC and TAC
will meet as often as required. A
Working Group will be convened during the development phase of major
transportation projects. The Working
Group would actively participate throughout the project and would produce a
plan or recommended action. TAC would
review the Working Group=s product and make a final recommendation. TAC also ensures a review of all meeting
agendas.
4.2 COMMITTEE
SELECTION/COMPOSITION
TAC - The Technical Advisory Committee (TAC) is made up of
two members each from the staffs of Shasta County and the Cities of Redding,
Shasta Lake, and Anderson, with one member each from Redding Area Bus
Authority, Redding Airports, Shasta County Air Quality Management District and
Caltrans -- as required by RTPA rules.
SSTAC - The
RTPA shall appoint the nine Social Services Transportation Advisory Council
members who are required to represent various groups of under-served transit
users as mandated. The members will serve staggered three-year terms as
outlined in the Public Utilities Code 99238. (See Appendix A, 9.3)
SSTAC will vote for a chairperson and
vice-chairperson. Voting for chairpersons should take place each year at the
first SSTAC meeting following the AUnmet
Needs@ hearings, but before the end of the year.
WORKING GROUP
- Staff members of the cities and county plus impacted property owners, Fish
and Game, U.S. Fish and Wildlife Services, law enforcement, FHWA, FTA, fisheries,
property owners, Native Americans, SSTAC members, stakeholders and interested
citizens would all be invited to participate in various Working Groups
depending on the project. The composition of the Working Group for a particular
project will be reviewed and approved by the RTPA Board.
As different projects may require different
participants, there may be several separate Working Groups operating at once.
WORKSHOP -
On projects that generate public interest, Workshops will be held. The public
and stakeholders of that specific project will be notified. The Workshop format
will involve more interaction between participants. The role of the staff will
be to monitor the meeting, convey information, and answer questions. Private
citizens who attend the Workshops will be added to the mailing list for future
meetings.
4.3 FUNCTION
OF THE COMMITTEES
The Committees and groups will function as the primary
public involvement advisory tools to the Regional Transportation Planning
Agency. SSTAC will offer recommendations during the AUnmet Transit Needs that Are Reasonable to Meet@ findings.
When a recommendation is required, TAC, the Working
Group and Workshops will take the following action:
!
TAC - TAC
will consider the recommendation of the Working Group while coming up with
their own recommendation. TAC=s
recommendation will be taken before the RTPA Board. This committee reviews and evaluates all programs and
projects for consideration by the Board, and provides its recommendations to
the Board.
!
WORKING GROUP
- The recommendation will be taken to TAC as needed.
!
WORKSHOP -
The information and comments that arise from the Workshop will be presented to
the Working Group as needed.
RTPA staff will provide technical expertise, mail
information, oversee and take minutes at the meetings, and interact with the
committee members. As an advisory committee to the RTPA, the Committees must be
available to meet at the discretion of the RTPA and/or as required by law as
outlined below:
a) TAC and the
Working Group (or Working Groups) and Workshops will meet as often as may be
necessary to participate in the review process for the transportation plans,
programs and studies listed. Special meetings of the Committees may be convened
and the public notified (as outlined below) as needed in order to review
environmental reports and other documents that appear periodically but in no
predictable time frame. TAC meets at least once before every RTPA meeting to
review agenda items and offer input prior to action by the RTPA Board. They provide staff technical expertise and
recommendations.
b) SSTAC is
statutorily required to meet as necessary, and no less than annually, to
provide recommendations to the RTPA on AUnmet
Transit Needs that Are Reasonable to Meet”.
See page 20 for TDA law that govern the functions of this important
committee.
c) Ten days, or a
minimum of 72 hours, before each meeting, a public notice will be placed in the
legal advertising section of the Redding Record Searchlight daily newspaper.
Agendas will be sent to each member of the Committees and others who have
expressed interest.
5. CURRENT
PUBLIC INVOLVEMENT ACTIONS
5.1 PUBLIC
INVOLVEMENT TECHNIQUES
Public involvement is an on-going activity of the MPO, with several techniques occurring on a continuous basis. Public involvement is also an integral part of one-time activities and regularly repeated activities such as the annual STIP process and Regional Transportation Plan updates.
This section contains descriptions of public
involvement tools currently used by the MPO.
Description: The
site (WWW:
SCRTPA.ORG) was established in 1999 with basic information about the MPO
process, members, meeting times and contact information. Work products; such as staff reports, the
OWP, RTP, RTIP, FTP and TNA have been added to the site. The site has been expanded to include our TRANSPORTER Quarterly Newsletter, the
RTPA Agenda and related attachments.
The site provides many links to other transportation related sites from
the local to state level. The site is continually maintained and updated by the
MPO staff.
Activities: The
site is used to promote regular and special meetings, planning studies,
publications and work products.
See site map at Appendix B for current information.
Description: MPO
staff maintains a master list of all contacts, both business and public, on a
continuous basis. The list includes
committee membership, mailing information, phone and fax numbers, and e-mail
and internet addresses. The list is
used for maintaining up-to-date committee membership lists, special interest
groups and homeowners association contacts, and the newsletter mailing
list. Membership lists generated using
the list are provided to the public, municipalities and other agencies on
request. The list is used to establish
and maintain a list of e-mail contacts for electronic meeting notification and
announcements.
Activities: The
list is used to enhance other public involvement activities.
Description: The
Brown Act (See Appendix A, 9.1) requires advertisement of any public meeting
where a decision could be made or that may be attended by more than one elected
official. The MPO regularly advertises
the MPO, the TAC and the SSTAC meetings.
The ads include the full text of the meeting agenda, including contact
information.
Activities: Regular
meetings, other public meetings, rule changes.
Description: MPO
Staff produces a quarterly newsletter that is distributed to over 400 citizens,
municipalities, media and other agencies.
Citizens are added to the distribution list by their own request. Opportunities to request being added to the
list occur during public meetings hosted by the MPO, on the MPO web site, and
when citizens contact MPO staff. Each
issue of the newsletter includes staff contact information, upcoming meeting
schedules, the MPO web site address, project highlights, and current planning
project status reports.
Activities: The
newsletter is used to promote regular and special meetings, planning studies,
publications and work products.
Description: These
ads are used to promote meetings that are not regularly scheduled, such as
corridor study workshops. They are
published in the local section of the newspaper in order to reach a larger
audience than those that typically read legal ads.
Activities: Project
specific meetings, workshops, open houses or hearings.
Description: Used
to announce upcoming meetings or activities or to provide information to a
targeted area or group of people.
Direct mailings are usually post cards, but can be letters or
fliers. An area may be targeted for a
direct mailing because of potential impacts from a project. Groups are targeted that may have an
interest in a specific issue, for example avid cyclists may be targeted for
greenways and trail projects.
Activities: Project-specific
meetings, workshops, open houses, corridor studies, small-area studies, other
planning studies or major activities.
Description: Formal
press releases are sent to local media (newspaper, TV and radio) to announce
upcoming meetings and activities and to provide information on specific issues
being considered by the MPO or their committees.
Activities: Corridor
or other planning studies, workshops, open houses, public hearings, and other
MPO activities.
Description: These
are public meetings that are generally open and informal, with project team
members interacting with the public on a one-on-one basis. Short presentations may be given at these
meetings. The purpose of
project-specific meetings is to provide project information to the public and
to solicit public comment.
Activities: Corridor
studies, small-area studies, other planning studies, annual TIP and project
priority process, certification review, Regional Transportation Plan updates
and other major MPO activities.
Description: During
projects such as planning studies, meetings are held with small groups that
have an interest in the project. Meetings could be with homeowners or
neighborhood associations, civic groups, special interest groups, or other
groups of affected or interested parties.
Activities: Corridor
studies, small-area studies, other planning studies, and other MPO activities.
Description: These
are public meetings used to solicit public comment on a project or issue being
considered by the MPO. Hearings provide
a formal setting for citizens to provide comments to the MPO or another
decision-making body. They are recorded
and transcribed for the record.