ODOT- Office of Environmental Services

How to address Public Involvement Comments and Ensure Proper

Follow-up

Any Source of Information that:◦ Conveys or ID’s an individual or community’s

needs, concerns, thoughts and/or issues◦ Can be any form - phone, in-person, writing, etc.

Why is it Important?◦ ODOT values the public’s thoughts/comments◦ Required by law◦ It’s the right thing to do! “What if this

project was in your back yard?”

1. Receiving the Comment2. Documentation of the Comment3. Acknowledgment of the Comment4. Review and Analysis5. Coordination6. Incorporation7. Response8. Documentation within NEPA other PI

Receiving the Comment Comments can come in any form:

Email, phone, fax, in person at (PI mtgs, fairs, other public mtgs), etc.

Can be received at ANY TIME.

Documentation of the Comment For every comment, document the

following: Date the comment was received. The comment itself. Who made the comment (name,

address and contact info). For large projects, create a tracking

number and log. (Also very helpful on all projects.)

Acknowledgment of the Comment Simple response (usually within 10

days) stating either: Thank you for the comments. Thank you for the comment and an

acknowledgment that the comment will require analysis/research and an approximate response time.

Addresses customer’s impatience and let them know we are working on their issue!

Comment Review and Analysis• Three major comment types:

◦ Comments that relate specifically to the project and its development.

◦ Comments that relate to the project, but are general in nature.

◦ Comments related to issues outside of the project’s sphere of influence.

Comment Review and Analysis• Specific Comments

◦ Address each comment - not just the comments you like.

◦ Admitting mistakes is all right - show how it was fixed.

◦ From a legal perspective - helps show we were responsive and addressed the issues.

Comment Review and Analysis• General Comments

◦ Acknowledge the comment and their interest in the project.

◦ Provide contact for any future comments they may have.

Comment Review and Analysis• Outside of ODOT’s Control

Comments◦ Acknowledge the comment and

their interest in the project; ◦ Provide reference to a person who

can address their question, or◦ If another section in ODOT can

address it, follow up and respond.

Coordination of the Response◦ Seek the review of others.◦ Ensure the right disciplines within

ODOT review the response.◦ Helps to ensure the response is

on-track AND helps to ensure the team is aware and informed on details of the project.

Incorporation of the Comment into the Project/Process

◦ Ensure follow-up and ensure what you say in the comment response is acted upon by the project.

◦ Where possible, ensure the community’s preference is incorporated into the project.

Responding to Comments◦ All comments deserve to be

responded to.◦ Provide a complete response.

Don’t pick and choose issues/comments.

◦ Include an explanation of any research or studies completed that support a response.

Responding to Comments◦ Always provide contact

information and information on how they can keep involved in the project.

◦ It is always the PM’s responsibility to ensure all comments are addressed!

Documentation within NEPA◦ It didn’t happen if you don’t have a

record!◦ PI comments should be summarized

into themes or interest areas and include documentation on how the issues were addressed or how the project changed as a result.

◦ Information needs to be shared with public in newsletters, NEPA documents, etc.

1. Receiving the Comment2. Documentation of the Comment3. Acknowledgment of the Comment4. Review and Analysis5. Coordination6. Incorporation7. Response8. Documentation within NEPA other PI