ODOT’s Public Involvement and Aesthetic Design Process

ODOT’sPublic Involvement and

Aesthetic Design Process

PublicInvolvement

Directed by NEPA USDOT agencies required to develop and

implement a Public Involvement (PI) process Communities have a vested interest in shaping

transportation decisions Stakeholders and the public are part of the

decision-making process Address potential impacts to quality of life and

day-to-day activities

Managing the Environmental & Project Development Process Presented by the Ohio Department of Transportation

Why? Who Cares?

By encouraging participation and input By providing direction By promoting inclusion and diversity Through learning and collaboration By building trust By creating transparency

Managing the Environmental & Project Development ProcessPresented by the Ohio Department of Transportation

Instills Value…

Understand community needs, values, and desires

Provides early and continuous engagement with stakeholders and the public

Provides sufficient opportunities for public comments at key decision points

Considers EJ and Title VI needs


Benefits of PI

Federal-aid projects require significant amounts of ROW

The layout or function of connecting roadways or the facility being improved is substantially changed

Substantial adverse impacts occur to abutting properties

Significant social, economic, or environmental impacts occur in which FHWA determines a Public Hearing is in the best interest of the public


Generally, PI is Conducted When…

LegalRequirements

…opportunity for public involvement shall satisfy the requirements of the National Environmental Policy Act of 1969, and may consist of activities including public meetings or hearings , small group meetings with local officials, individual meetings, news releases, public notices, workshops, newsletters…


NEPA

Adequate notice for public review and comment at key decision points

Public input be considered and responded to Engaging traditionally underserved populations

Environmental Justice (EJ) populations Older adults, individuals with disabilities, etc.

States to periodically review PI process to ensure full and open access is provided to everyone


Regulations Require…

23 CFR 450.212 Provide complete and timely information Adequately explain transportation issues and the

environmental process Provide full access to key decisions Access to technical and policy information used in

the development and planning of a project Opportunities for early and continuing

involvement

CEQ Regulations


23 CFR 771.105 Public involvement and a systematic

interdisciplinary approach are essential parts of the development process for proposed actions

No person, based on handicap, age, race, color, sex or national origin, shall be excluded from participating in, denied benefits, or be subject to discrimination under any Administration program or procedural activity

FHWA Regulations


23 CFR 771.111 Early coordination…aids in determining the type

of environmental document an action requires, the scope of the document, the level of analysis needed, and related environmental requirements

This involves the exchange of information from inception of a proposal for action to perpetration of the environmental document

FHWA Regulations


Ohio Revised Code (ORC) 5511.01 Before establishing any additional highways as

part of the state highway system or making any significant changes in existing highways comprising the system, the Director of Transportation shall notify the general community of the project and offer an opportunity for appropriate public involvement…

Ohio Law


ODOT’sPI Process

Approval by FHWA required Procedures must provide for:

Appropriate coordination of PI activities Early and continuous opportunities for the

public to be involved during project development

Appropriate identification of social, economic and environmental impacts

Including impacts associated with the relocation of individuals, groups or institutions


ODOT’s PI Process

Integrated with PDP Dependent on project type Minimum PI requirements

Reflects ODOT’s and FHWA’s PI focus OES published a manual and provides training

Next training class is May 19, 2015 Developing an advanced PI class

ODOT’s PI Process


Communication Early and often Proactive engagement Obtain alternate viewpoints Balance public and project interests Reduce and/or resolve controversy

Focus Areas


Path 1, Path 2, and Non-Complex Path 3 Path 1 and Path 2 do not require a PI Plan

As appropriate for Non-Complex Path 3 PI meetings typically not required Internal ODOT consultation may be neededEnvironmental, Real Estate, etc. Stakeholder consultation and PI activities based

on project type and complexity Maintenance of traffic concerns Minor local controversy

PI and ODOT’s PDP


Complex Path 3, and Path 4 and Path 5 PI Plan requiredAdjusted as project progressesPI activities correspond to decision-making points Stakeholder consultation

Separate meetings Focus groups, workshops Public Meetings and/or Public Hearings

PI and ODOT’s PDP


PI continues after approval of the environmental document Provide status updates Manages controversy Specific PISection 106, Noise, etc.

PI and ODOT’s PDP


Those potentially affected by a project Directly or indirectly/positively or negatively

Have a “stake” in the success or failure of a project Individuals Non-profit organizations Elected officials Businesses Federal and state agencies Project sponsors

Stakeholders


Assets to the Project Management Team Consulted early Ongoing involvement depends on a project’s

type and complexity, as well as the need for input

Assemble stakeholder groups at the beginning Define roles and responsibilities Define ground rules Develop communication protocols


Stakeholders

Outlines decision-making process Defines strategic PI objectives Identifies issues to consider Identifies stakeholders Identifies means and methods of disseminating

information Identifies appropriate outreach efforts/activities Identifies decision makers Identifies staff, budget, and other resources


Public Involvement Plan

Identify decision-makers Define when decision points will occur Define how decisions will be made Determine how stakeholders and the public will

be consulted for each decision needed Determine how recommendations and comments

will be conveyed to decision-makers


Managing the PI Process

Communicate the decision-making process Understand which decisions will be made Who has decision-making authority Four levels of decision-making


Effective Decision-Making

Inform & Advise

Decide

Decision-Making Flow ChartSouthwestern Warren County Transportation

Study

Advisory CommitteeAdvisory

Committee

Key Influencers- Leader

Interviews

Key Influencers- Leader

Interviews

Other Stakeholders

Other Stakeholders

General PublicGeneral Public

CommissionersCounty Engineer

MPOODOTFHWA

CommissionersCounty Engineer

MPOODOTFHWA

Study TeamStudy Team

Study & Recommend

Defining Roles in the Decision-making Process Manages Expectations


Public Notificationvs.

Public Involvement

One-way communication Basic Easily understood

Travel advisories Project updates Updates on planned projects


Public Notification

Two-way communication Provides feedback Interactive Concerns, ideas, opinions are heard and

addressed


Public Involvement

Provide a viable message Encourage participation Provide appropriate materials and information Means of distribution that reaches EVERYONE,

including the traditionally underserved Social Media Project Website News Outlets Newsletters Fliers/Mailers


Communication Strategies

Most common PI activity Encompasses other PI activities

Opportunity to listen, learn, share Encourages personal interaction Removes barriers Allows for dissenting views/opinions to be heard Issues can be discussed

Conducted in the Planning Phase of the PDP May be needed in later phases


Public Meetings

Can be an opportunity for the public to speak and be heard by their peers (a.k.a. open microphone) Part of public hearing for EA/EIS projects Strongly recommended for Path 4 and Path 5 Advertise if open microphone will be provided All comments addressed at or following the

meeting Keep detailed minutes Develop ground rules

Open House Public Meetings


EffectiveStrategies

No single correct action, set of actions, or activities or techniques will always guarantee

successful PI Communicate early and often Be flexible

Every project is unique – be ready to adapt Carefully identify potential stakeholders Develop trust and credibility

Plan For Success!


SEND THE RIGHT MESSAGE



DO NOT INVITE CONTROVERSY

Convey information in an easily understood manner

Provide reasonable access to technical information used in project development

Provide adequate notice of PI activities and for all public review and comment opportunities

Consider and provide adequate responses to public comments received during planning and development

PI Standards


Aesthetic Design Solutions

Involves a collaborative, interdisciplinary approach in which stakeholders, citizens and agencies are part of the planning and design team

Definition


Considers Purpose & Need of a transportation project, and then addresses equally: Safety Mobility Preservation Aesthetics Cultural Resources Community values

Context Sensitive Approach


Address the transportation need Safe, financially feasible, implementable

Provides assets that are accepted by stakeholders and adds value to the community

Compatible with the natural and built environments Implemented with minimal impacts and is

aesthetically appropriate

Principles


A process used on specific projects A change from ODOT’s PDP A “fancy” way to conduct PI

Aesthetic Design is NOT…


Culture Change A customer focused initiative Work processes and procedures Policies (funding, approaches) Emphasis on Project Management Technical skill set improvements Information and asset management

Organizational Needs forSuccessful Implementation


Positional Basedvs.

Interest Based

Effective Decision-Making


Starts with the solution Parties propose solutions to one another until

they hit upon one that is somewhat acceptable to both of them

Positional Based


Starts with developing and preserving the relationship

Parties educate each other about their needs and then jointly problem solve

“The Orange”

Interest Based


INTERESTSProcedural Psychologic

al

Substantive

Triangle of Satisfaction


To jointly set goals, we must establish trust and credibility


To establish trust and credibility,we must manage expectations


To manage expectations, we must have aneffective decision-making process


No flexibility Given as directives No participation May have a basis in law or regulation

Level One Decisions


Stop signs are red

Interstates are fully controlled access

Drive on the right hand side of the road

Level One Examples


Minimal flexibility

Directive

May have a basis in adopted policy or standard

Level Two Decisions


12-foot lanes Right on red Minimum interchange spacing

Level Two Examples


There is flexibility

Collaborative effort

May have a basis in guidance or best practice

Level Three Decisions


Project definition and scope Range of alternatives Preferred alternative Maintenance of traffic Construction scheduling

Level Three Examples


Ultimate in flexibility

Collaborative effort

Joint ownership

Level Four Decisions


Color of noise walls

PI

Others?

Level Four Examples


Aesthetic Design Initiative created to improve the aesthetic appearance of transportation projects

Improve the “look” of the transportation system Work with community members and local

stakeholders to learn about their concerns Plan projects stakeholder concerns in mind

Design Aesthetics


The basic unit of design is the corridor Highways seen as corridors (setting) more so than by

their individual parts (bridges, landscape) Successful design is when all the parts fit and are

compatible with their surrounding Success relies on inter-disciplinary teams with broad

range of expertise ODOT’s Aesthetics Guidelines suggest techniques to

assist the design team

Design Aesthetics


Evaluate needs from a contextual perspective Define corridor type Establish an inter-disciplinary project team Community engagement

Corridor Vision

Developing a Corridor VisionThe Aesthetic Design Process


Is facility visible to the traveler? Is facility a significant part of the visual scene? Who has significant views of the facility? What local or regional standards apply? Is the project part of something bigger? Will creating a vision for the corridor support current

and future projects?

Project Needs


Gateway

Urban High Density

Urban Low Density

Corridor Types


Suburban

Rural

Scenic

Corridor Types


Unified design for a corridor requires a vision Integrates visual and functional goals of the project Inspires and unifies design decisions

Corridor Vision


Goal is to include all affected and interested parties Aesthetic Design can be part of a PI Plan ODOT’s PI Manual provides guidance on how to

incorporate PI into the PDP

Community Involvement


Pattern and color Texture and relief Landscape Retaining walls Noise walls Bridges Lighting Signing


Aesthetic Design Elements

Rural Corridors Colors follow ODOT Standards Urban color choices can be influenced by

the surroundings Patterns and textures add visual interest

that provide surface variations and shading reducing the scale of an object Random and natural work best against

natural backgrounds Geometric and figurative work best

against man-made backgrounds

Color, Pattern, Texture, Relief


Improves appearance ODOT Landscape Guidelines, L&D

Manual Volume, Vol. 1 Plant materials can satisfy both

aesthetic and maintenance criteria Roadside Use of Native Plants

(FHWA ep-99-014) The Native Plants of Ohio (OSU Ext.

Office’s Bulletin 865, 1998)

Landscape


TechniquesContinuous, even or curvilinear finished top line along entire length – finished coping or sill treatment is preferredPattern, color, texture- relieve monotony and minimize irregularitiesLandscaping – helps blend walls into the environment

Both Pattern/Color/Texture and landscaping may be different on

the highway and community sides

Retaining and Noise Walls


Layout can have a profound effect on overall appearance

Number of spans, location of abutments, and span lengths are decisions made early in the design process

Important to consider scale, proportion and balance as seen from predominant vantage points

Designer can adapt structure (within limitations) to accommodate aesthetic and other contextual considerations

Bridges – Structural Layout


Certain structural elements can be varied to achieve different visual effects Columns Piers Parapet Walls

Bridges – Structural Elements


Consideration should be given to selecting from a range of design materials and methods to achieve a more desirable product Steel Girders vs. Concrete Beams Continuous Girders vs. Simple spans Concrete Slab Bridges Haunched Girders

Bridges – Methods and Materials


Consistency is important Differences in fixtures, arms and poles will be obvious

and distracting Color poles/luminaries to be consistent with design

concept for corridor or blend into the environment Decrease visual clutter for a coordinated appearance

Eliminate pole arms Minimize variety and number

Lighting - Placement and Type


Design lighting complements the structures Not as an afterthought

Material, color and finish of poles and hardware should complement the structure

Set poles in relation to major structural features Avoid exposed conduit

Lighting - Bridges


Provide information in a way that minimizes clutter and improves information delivery

Considerations similar to lighting Consistency Clutter reduction Complement roadway and

structural elements

Signage Placement


Reconstruction of cloverleaf system interchange for improved

safety and capacityAesthetic Features 70 mph ramp design speed fit

available ROW Vertical alignment fit terrain

and saved $$$ Architectural treatments

celebrate Dayton’s heritageLessons Learned Establish CSD Criteria

IR-70/IR-75 Montgomery County, Ohio


Every Project Has a Context


Utilize and manage diverse technical resources Integrate environmental and engineering tasks Proactive PI Consider multiple alternatives Maintain open line of communications Comprehensive decision-making process Document all decisions

Key Elements


Planning & Design PI Manual Aesthetics Guidelines Environmental Commitments Access Management Manual Location & Design Manual

Construction Environmental Commitments Innovative Contracting


Tools for Success

Documents

ODOT’s Public Involvement and Aesthetic Design Process