Final Georgia Department of Transportation public involvement plan

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Final GEORGIA DEPARTMENT OF TRANSPORTATION
PUBLIC INVOLVEMENT PLAN November, 2000
Overview
The Georgia Department of Transportation (GDOT) is the state agency responsible for the administration and operation of an efficient, modern system of public roads, highways and other modes of transportation including public transit, rail, aviation, ports and bicycle and pedestrian facilities. As such, GDOT must ensure the effective and efficient planning, design, construction and maintenance of transportation systems statewide. GDOT, in partnership with federal, state, Metropolitan Planning Organizations (MPOs), and local governments, is responsible for the statewide transportation planning process. This includes the development of the long-range Statewide Transportation Plan (SWTP) and the short-range programming element, the State Transportation Improvement Program (STIP). The long-range plan (SWTP), must cover at least a 20-year period and identify facilities that will function as an integrated statewide system. The long-range plan includes short and long term actions that develop and maintain an integrated, and accessible intermodal transportation system that efficiently moves people and goods. The STIP is a short-term programming document covering at least three years that must be updated at least every two years. The STIP includes the list of priority projects to be carried out in each of the three years. Projects included in the STIP must be consistent with the long range SWTP.
GDOT has made a conscious effort to create programs that form partnerships with the citizens of Georgia and provide greater opportunities for their involvement. In 1993, GDOT invited representatives from development, finance and contractor/consultant businesses, highway, airport, rail, ports and transit organizations; local and state governments; and environmental, conservation and public interest groups to form the Transportation 2000 Commission. This broad coalition brought together the diverse experience, interests and concerns necessary to achieve true consensus for future transportation directions. The Commission sought advice, ideas and opinions from Georgia's citizens through 15 regional public forums held throughout the state. Transportation 2000 stimulated greater civic involvement in the state's long range planning and facilitated the kind of dialogue with the public to build a stronger sense of community for the future. Over a period of three months, more than a thousand interested citizens participated in creating a shared vision for the state's transportation program. The active involvement of Georgia's citizens in decision-making processes at all levels is a continuing requirement to bring this vision to reality. Because the needs and expectations are different for Georgia's 159 counties, 533 municipalities and hundreds of local government authorities, GDOT's Public Involvement Plan provides the framework for reaching Georgia's businesses and all communities of the state's diverse population.

Purpose
Public involvement is the foundation of every successful public agency's mission and is necessary for competing interests to reach consensus on how to address multiple social needs. Solutions to difficult and important questions are rarely easy to achieve. There is no magic formula to meeting the needs and expectations of the public we serve, nor is there one way to encourage their participation. Instead, the process of soliciting, listening and responding to citizen and customer input about a public agency's plans for action can be a complicated, challenging and often intimidating process for all involved. However, when done well, it can be a rewarding and meaningful experience that leads to better decisions on issues of important public policy.
This plan is intended to:
enhance decision-making; ensure that all Georgians are not only invited, but encouraged to participate in transportation decision-making; and continue to move the GDOT ever closer to its vision of "maintaining and improving mobility by providing a safe, seamless, intermodal, environmentally sensitive transportation system" (GDOT Strategic Plan, September 1997).
Seeking meaningful public involvement is important to sharing concerns of communities and to the final outcome of a program, project, plan or study. The Department is committed to proactively providing opportunities for public comment. It is very important to encourage participation of traditionally under-served Georgians in identifying and addressing transportation issues. The goal is to foster improved two-way communication and trust between GDOT and its customers, and to develop better products and services that not only address problems but also promote a better quality of life in Georgia.
The public involvement process is successful only if it provides an opportunity to better serve the public and carry out the Department's public service responsibilities. The benefit to the transportation program is a clear understanding of the cultural values, opinions and needs of a diverse citizenry; how those values and needs influence transportation planning and how different communities use the transportation system.
Background
Largely fueled by strong regional economies, Georgia is one of the fastest growing states in the country with much of the growth focused in the metropolitan Atlanta region. Statewide, Georgia's population has grown over 27% in the last ten years. Approximately 3.1 million people now reside in the Atlanta region, more than double the population of three decades ago. Closely related to the growth in population is the growth in population diversity.
In addition to Georgia's economic and population growth, people are expecting greater accountability from public officials, and are subsequently demanding higher levels of efficiency and quality from the

products and services provided by government agencies. The public's desire to be involved in decisions that affect their lives is increasing along with the demand for government to be responsive to public needs and expectations. GDOT's commitment to public involvement, coupled with federal legislation, has greatly enhanced the role of public involvement in decision-making.
Federal Legislation Requiring Public Involvement
FHWA and FTA regulations implementing the National Environmental Policy Act (NEPA) of 1969 (as amended) outline requirements for public input in the project development process. These standards include publishing legal notices and providing the opportunity for public hearings to obtain input regarding transportation projects.
The federal Americans with Disabilities Act (ADA) encourages the involvement of people with disabilities in the development and improvement of transportation and paratransit plans and services.
The Intermodal Surface Transportation Efficiency Act of 1991 (ISTEA) and its 1998 successor, Transportation Equity Act for the 21st Century (TEA-21), emphasize public participation in the transportation planning and programming processes. The Transportation Equity Act for the 21st Century requires states and metropolitan planning organizations (MPOs) to involve constituents. Federal legislation also requires public involvement in developing and amending metropolitan (and rural) long-range transportation plans, Transportation Improvement Programs (TIPs), the long range Statewide Transportation Plan, the State Transportation Improvement Program (STIP), and project development.
At all levels, transportation planning products are developed through continuing, cooperative and comprehensive transportation planning process(es) involving planning partners. Each product developed at the state level is described on the following pages, including a description of their public involvement activities. Other tools available for public involvement programs are included in the section outlining public involvement techniques.
Georgia DOT's Office of Communications' Role
The Office of Communications has primary responsibility for mainstreaming the public involvement process. They are focused on developing an approach to public involvement that maintains clear and consistent procedures throughout the department. The Office of Communications' main role is to be the coordinating point for the Department's public outreach programs.
The Office of Communications complements and supplements the efforts of individual offices by assisting them with public involvement. Communications also coordinates with the organization's Divisions to assure that the public outreach process is meeting the requirements of the program at different phases of development.
Currently offices in the Preconstruction Division and the Planning and Programming Division make use

of public involvement for development and implementation of their projects. But, a uniform public involvement process has not been developed. Such a process could leverage resources and provide standards and measures for public outreach
The role of the Office of Communications as the coordinating point enhances the effectiveness and productivity of the public involvement efforts. This builds on the Office of Communications role as a facilitator of public information for the DOT. For example, presently each office has several databases that are used to provide information to stakeholders and to the public. The Office of Communications will be the central depository for the database.
Structure
Statewide Transportation Plan (SWTP)
Public Involvement Plan
TEA-21 requires public involvement in the development of the Statewide Transportation Plan (SWTP). Public involvement must be a part of statewide long-range visioning and transportation policy making. The Department wrote a Public Involvement Plan specifically for the update of the SWTP targeted to reach all sectors of the public, including the traditionally under-served, and to offer opportunities to participate in shaping the state's future transportation.
The public involvement plan for the SWTP ensures stakeholder involvement by using a number of approaches:
Outreach to organizations and to individual stakeholders through direct mailing and formal public and stakeholders advisory committee meetings.
Outreach efforts through Technical Advisory and Policy Steering Committees established for the SWTP update and that involves MPOs (Metropolitan Planning Organizations), legislators and many other professional transportation entities.
Outreach to the general public working through media outlets, radio, television, newspapers, internet, flyers and signage to raise awareness of issues, to schedule meetings, and to provide opportunities and outlets for review and comment. Distribution to media outlets primarily serving low income and minority groups is emphasized.
Outreach Techniques
1. SWTP Stakeholder Advisory Committee
A committee of transportation stakeholders is established at the beginning of the update process for the Statewide Transportation Plan. A concerted effort is made to include stakeholders reflecting the diverse transportation concerns of Georgia's population, especially groups or individuals representing

traditionally under-served. Non-traditional, under-served transportation stakeholders are defined as people of color, low-income constituencies, community and neighborhood groups, and civic and cultural groups. The definition generally includes groups and constituencies without previous history of involvement in transportation planning and programming activities, as well as those who perceive that they are not effectively involved in the transportation decision-making process. The committee includes over 250 organizations.

2. Statewide Transportation Planning Forum
The Stakeholder Advisory Committee and GDOT staff participated in a Statewide Transportation Forum for the 2025 update to obtain information on other states' transportation planning processes. Planning officials from the following states participated.

STATE WHY SELECTED Maryland Minnesota
North Carolina -
Pennsylvania Washington
Florida-

Smart growth strategies;
Single large metropolitan area with several second tier MPOs; strong state planning role and good government reputation;
Rapid growth; currently initiating statewide planning effort; many passenger rail studies; statewide taxation and revenue sharing plans; strong top-down planning; and
Quality initiatives and top-down planning approach;
Legislatively mandated new institutional structures; single large metro area; and need to cope with revenue reductions recently enacted by referendum.
Rapid growth, decentralized bottom-up planning approach, use of technology and statewide modeling system, and application of environmental justice.

When necessary, the department will continue to draw on the expertise of other states and regions in the updating of the SWTP.

3. Regional Public Forums
Two sets of Regional Public Forums are part of the outreach program. The Forums are held in locations that are equally dispersed throughout the state in urban/metropolitan and small town/rural communities. These meetings are organized with the assistance of the GDOT District Offices, the Regional Development Centers (RDCs) and the Metropolitan Planning Organizations (MPOs) and are held in locations that provide access to the broadest sector of citizens and, where possible, are accessible by transit.
The first round of forums provide an opportunity for citizens to be briefed on the SWTP process. Participants are presented an overview of data profiling the existing transportation system and the outcomes of the previous Statewide Transportation Plan. To encourage optimum participation, meetings are held at times convenient to as many members of the public as possible; publicized through the media, formal invitations, flyers, posters, brochures and the Internet and use an interactive, informal format for discussions. Postage paid comment cards are provided. Printed media is translated into Spanish to reach Georgia's growing Hispanic population. The section on public involvement techniques offers a review of other strategies that are utilized.
The second round of Regional Public Forums provide a review the results of the transportation system analysis and the proposed recommendations. These meetings are intended to discuss the draft recommendations prior to the development of final recommendations.
4. Transportation Focus Group
Transportation Focus Groups are scheduled to discuss special transportation related issues with targeted stakeholders. They provide more insight into the perceptions and transportation needs of specific communities on issues such as environmental justice, freight movement, transportation in rural areas, measurements of transportation system performance, among others.
5. Coordination with Existing Processes
Data has been compiled on existing public involvement processes in MPOs, regional planning districts, RDCs, special purpose districts and, other state agencies. Wherever possible, outreach activities are coordinated with other processes. At a minimum, these organizations are asked to disseminate information about SWTP meetings.
6. General Media Outreach
In order to ensure the widest possible public participation, project activities, findings and conclusions, and meeting schedules are disseminated through the general media across the state, including television, radio, newspapers, and the Internet. Dissemination methods include formal notices, newsworthy events, public service announcements, mailings, and advertisements. Media involvement includes minority

outlets. Specific techniques for media outreach include, but are not limited to:
editorial Board meetings which serve as a background briefing for reporters and editors; these meetings help to give in-depth background to editors and reporters and also provide a forum for reporter's comments and questions; however, they must be used sparingly and only on issues that are of great interest and have great impact on the community at large; press releases are sent to all related media two weeks prior to event with a more in-depth explanation of the issues involved and the time, date and location of meeting; follow-up calls to reporters with "transportation beats", ensuring that they received the release and that all their questions are answered; try to gauge the reporter's interest level in the story and have an expert on the issue ready to speak to the reporter if necessary; targeted press releases and follow-up calls to minority papers within the community; media Advisories are sent as a reminder at least two days before the meeting; calls to radio stations for spots/mentions on daily drive time talk shows, etc; ensure that there is an "expert" available to talk about the issue; and articles written for the Department's and other state agency's internal publications.
7. Targeted Mailing List
In addition to a broad-based involvement strategy, a targeted mailing list of key individual and organized stakeholders and public agencies throughout the state has been developed. This 4,000 + mailing list of the "Family of Partners" includes groups and individuals interested in transportation issues. The "Partners" are asked to review or disseminate information, as well as provide and/or seek comments from their constituencies. As additional partners are identified, they are added to this mailing list.
8. Newsletters
On Target, the quarterly newsletter issued by the GDOT Office of Planning provides current information to stakeholders on planning activities. Special inserts give in-depth information on work products and events related to the SWTP. The newsletter is distributed to the GDOT "Family of Partners."
As part of the outreach effort, the Department offers articles to other newsletters distributed by regional planning agencies, civic, business, trade, and environmental groups.
9. Public Information Materials
Public information materials are a key component of the public involvement process. These materials are geared to the general public and provide summary information on the SWTP update process in layman's terms. Materials are sent to people on the "Family of Partners" mailing list and made available at public meetings. These include brochures, fact sheets, slides, summary reports, video tapes, display boards, newspaper inserts, Public Service Announcements, GDOT Web Site and video vignettes on specific issues.

10. GDOT Web Site
The GDOT Web site posts information on the SWTP's progress. The SWTP site has a link from the homepage http://www.dot.state.ga.us/gstp/gdotdefault.htm. Visitors also submit comments and questions about the SWTP at this site. In addition the site has publications, meeting calendar, meeting coordination, mailing list additions, and public feedback. Number of visitors to the site is counted and comments provide recommendations for improvements.
11. Speakers Bureau
The GDOT Speakers Bureau provides speakers to civic clubs, schools, and other activities who can address SWTP update activities. The SWTP presentation developed for the Speakers Bureau provides information on the purpose, process and products of the SWTP and seeks continued participation and input from the public.
Groups requesting speakers include civic organizations, homeowners associations and students. A speaker may be requested by contacting the local District office.
12. GDOT Toll-free Number
GDOT established a toll free number 1-888-419-GDOT to provide another mechanism for citizens across the state to comment on the SWTP.
13. District Communications Officers
District Communications Officers are an extension of the General Office's Communications Office. They are more familiar with local issues and provide and immediate contact for local governments, neighborhood groups and the media. They assist with meeting logistics, including identifying locations, setting up for the meetings and many other public outreach activities. They are also critical to ensuring that the process of reporting public outreach activities is in place.
14. Targeted Activities for Traditionally Under-served Communities
Contact with traditionally under-served communities is very important. Some of the approaches to achieve contact include:
focus group meetings inviting members of the African-American, Asian, Hispanic, Disabled and other traditionally under-served communities to give ideas/comments and gain feedback on the Plan;

targeted focus on minority media, ensuring that they are receiving press releases and advisories in a timely manner; inclusion of minority media in the paid Advertising schedule; and development of a database of traditionally under-served groups and minority media groups in specific communities.
State Transportation Improvement Program (STIP)
Public Involvement Plan
Federal legislation requires development of a State Transportation Improvement Program (STIP). The STIP lists projects proposed for the next three years and it is updated and approved on an annual basis.
Public involvement is crucial to developing the STIP. In the eleven metropolitan areas of the state, the Metropolitan Planning Organizations (MPOs) are responsible public involvement in the development of their Transportation Improvement Program (TIP). In the rural areas of the state, the Department is responsible for providing opportunities for public review and comment on the STIP.
Outreach Techniques
The STIP public involvement process uses a number of approaches:
1. Public Meetings
hold annual public meetings in each District to provide an opportunity locally to comment on the STIP; facilitate meetings in the GDOT District offices, or other visitor friendly sites; work with the RDCs to invite interested citizens to these meetings; mail invitations to the Family of Partners--a listing of 4000+ groups and individuals, including the traditionally under-served;
encourage the Family of Partners to disseminate information explaining the processes, contents and requirements for the development of the STIP; invite local officials to meetings as well as other groups with an interest in transportation; ask RDCs to invite local officials, chambers of commerce, transportation providers, and others to meetings; announce meetings in newsletters such as On Target or other state agencies' newsletters; provide interpreters for bilingual, hearing impaired if requested; select user-friendly sites that attract participation, especially citizens from the traditionally under-served communities. ensure that the following information is provided at the STIP meetings:
description of projects; purpose of projects;

impacts of projects on land use, economy, mobility and other factors; coordination with other state, regional and local plans as appropriate; and status of project.
2. Meetings with Local Officials
Annually, GDOT District staff meets with representatives from each county and city in their area to discuss the draft STIP. At these meetings, projects are discussed and the local officials offer comments. Transportation issues are discussed and new requests are forwarded to the appropriate GDOT office for action. At the meeting's conclusion, local government officials sign a "Certification of Cooperation with Elected Officials" documenting the STIP discussion.
3. Media Relations Activities
Press releases and media advisories about the meetings to the local media; Display ads are placed in local newspapers publicly announcing STIP meetings; Articles are written for the Department's and other state agency's internal publications; Special outreach to media in traditionally under-served communities including, but not limited to, neighborhood newspapers; Hispanic, African-American and Asian newspapers and broadcast stations.
4. STIP On-line
The STIP is available on the Department's web page. The web address for the Georgia STIP is:
http://topps/homeoffs/planning.www/internal/stip/district.htm
An e-mail contact is included on this site for further comments. The State Transportation Improvement Program is also available on paper for a fee by calling the Department's Map Sales at (404) 656-5336.
5. Special Outreach to Organizations to Display STIP Document
The public can view the STIP document at the University of Georgia library, at RDCs, MPOs and District offices. The STIP is also available at other public and local government offices for public comment. Other areas where citizens can review the STIP include:
chambers of commerce other university and public libraries state agencies

Georgia DOT Projects
The Preconstruction Division conducts a number of public involvement activities as part of the project development process. The involvement of local government officials and the general public are sought throughout the project development process.
The Division's goals are to:
develop and implement practices that offer the public an understanding of design activities and input in the decision making processes; enhance public awareness and participation in the project development process.
The Division's public involvement process includes a number of approaches depending on the type of project and the extent of anticipated impacts. The approaches include:
1. Informal Public Meetings
Informal public meetings are held with local public officials, neighborhood groups, civic associations and business associations at the request of local community groups or if the Department determines that informal meetings are needed.
2. Public Information Meetings (PIM)
Information meetings are held within the limits of the project, usually before the environmental documents are completed. These meetings provide an opportunity for local citizens to comment, ask questions and express their views for inclusion into the final environmental documents.
The purpose of informal and public information meetings are to inform the public of a proposed project for their area and to receive comments. Meetings are held at the earliest stages of project development. The number of meetings required is determined by the needs of the affected community.
3. Public Information Meeting for Proposed Detours
Public information meetings are held to discuss projects that involve the closing of State Routes during construction (roadway or bridges), unless the closure is addressed as a part of a public hearing.
The GDOT Project Manager prepares the notice of the information meeting, and the District Office advertises the notice in the local newspaper. Once the public information meeting is held, the Project Manager prepares a detour report. The report includes information and recommendations on:
the need for the detour; a cost comparison for an off-site detour versus an on-site detour;

a summary of the results of the public information meeting; and a notice to be published in the local newspaper informing the public of the proposed detour following approval of the detour report.
The detour report is recommended for approval by the Assistant Preconstruction Engineer and the Preconstruction Director and approved by the Chief Engineer.
4. Opportunity for Public Hearing
The requirements for holding a public hearing may be satisfied by publishing two notices of an opportunity for public hearing in a newspaper with general circulation in the vicinity of the proposed project. A public hearing must be held if written requests are received.
The request for a public hearing must be received no less than 21 days after the publication of the first notice of opportunity for public hearing. The request for a public hearing must be received no less than 14 days after the date of publication of the second notice of opportunity for a public hearing. The notice of opportunity for a public hearing must include the project description and a statement of the availability of the draft environmental document for review, once approved by the Federal Highway Administration (FHWA) at a local Department office, libraries, County Commissioner's office, etc.
The Office of Environment/Location prepares the notice for the opportunity for a public hearing and the availability of the environmental document. The District is responsible for publishing the notice. Where a portion of a project is in more than one district, the district with the greatest length of project will be responsible for the publishing.
5. Public Hearings
Federal law requires that formal meetings be held within the project area after the draft environmental document is signed by FHWA. A public hearing is held prior to making a commitment to the location and design of the project.
Public hearings are scheduled at convenient time and place to ensure that citizens have the best opportunity to attend. Public hearings must be held within the project limits or as close as possible.
The public hearing takes on an atmosphere of an informal public information forum providing and encouraging individual exchange of information between Department staff and the public.
Information is available at the hearing about the need for the project, alternative courses of action, and the impacts to social, economic, and environmental resources of each alternative. Information displays include handouts, display boards, and the draft environmental document.
The hearing must comply with federal requirements by presenting information on:

relocation services and payments; the land acquisition process, and offering the opportunity for discussion.
The Department's right-of-way booklet, which explains these processes, is available at all public hearings. A right-of-way representative is also present at each hearing.
The public is encouraged to comment on the proposed project. A court reporter is available during the hearing to give the public an opportunity to make a statement for the record. Written comments are included as part of the transcript of the meeting. An announcement must be made during the hearing telling the public that written comments are accepted for at least 10 days after the hearing; to whom and where to send these written comments and that these written comments are part of the public hearing's transcript.
State and local elected officials with jurisdiction within the area of the project are invited to the hearing. The District Office coordinates, with the Office of Environment/Location, sending letters of notification to elected officials, utility and railroad owners, and traditionally under-served individuals or groups that have expressed an interest in the project.
Outreach Techniques
A number of techniques are used in public outreach.
1. Pre-meeting Briefing
The Preconstruction Division has developed a check-list for preparing for public information meetings or public hearings. The check-list is used in a pre-meeting briefing with internal staff. The following information should be discussed at that meeting:
Basic information
The Let Date Estimated Cost Description of Project Name of Office Preparing the Concept The Need and Purpose of the Project
Impacts of the project
Approximate Construction Time Impact of R/W Access Management Possible Detours Impacts to Natural and Developed Environment
Public Involvement

Previous public meeting and the changes since then Advisory Committee or Project Development Team Subsequent public meeting (Hearing, PIM, etc.) Citizens Advocacy Groups
Frequently Asked Questions
From which source did the project originate Factors that could slow this project down Factors that could speed this project up How and when will responses to comments be sent
2. Getting the Word Out
The Department may utilize various methods to inform the public, including the traditionally under-served, of proposed projects in their area:
Public Information Meetings:
Informal meetings with local public officials, neighborhood groups, civic associations, business associations, etc. Public information meetings may also be held. These meetings will be held within the project area, if possible, in a facility convenient to the public and at times convenient for the public to attend. Signs announcing the meeting are placed in the project area. The signs include the project identification, date, time and place of meeting and should be up at least two (2) weeks prior to the meeting. A newspaper notice must be published once at least two (2) weeks prior to the time of the meeting.
Provide project information and identification of major concerns through handout materials, displays, and/or discussions with the public. The public must have the opportunity and the means to comment on the proposed project through comment cards, questionnaires, and/or discussions with Department personnel.
Public Hearing Notices
The Office of Environment/Location prepares the notice of public hearing and notification that the draft environmental document is available. The appropriate District Office publishes the notice. Where a portion of a project is in more than one district, the district with the greatest length of project is responsible for publishing the notice.
The Notice of Public Hearing is published twice in a newspaper with general circulation in the vicinity of the proposed project:

The first notice is published at least 30 days before the date of the hearing ; The second notice is published at least 5 days before the date of the hearing; and DOT will consider using a display ad if it is cost effective.
The notice of public hearing includes:
the project description, time, date, and place of the hearing; a statement that relocation assistance will be explained at the hearing; a statement that information and displays of the proposed project will be available at the hearing and for 10 days after the hearing for public review and comment at the District office; a statement that the hearing transcript will be available for review at the local Department office as soon as the transcript is prepared;
a statement of wetland involvement and request for assistance in locating possible mitigation sites is also included in the notice; a statement that the draft environmental document is available for review at the local Department office, the public hearing, and possibly other convenient locations such as libraries, County Commissioner's office, etc.
For projects with an Environmental Assessment (EA) or Environmental Impact Statement (EIS), the draft document must be approved by the FHWA prior to advertising the public hearing.
A separate Notice of Availability of the draft environmental document is advertised if a public hearing is not required.
When possible, signs should be put in the project area notifying the public that a hearing will be held. The sign should include information about project identification, date, time, and place of the hearing. The construction and placement of the signs is the responsibility of the District Office. Signs should be placed in the project area at least two (2) weeks prior to the hearing.
Advisory Committees
Advisory committees are citizens groups composed of local residents, business people and traditionally under-served groups that express interest in the proposed project. This group is presented with ideas for the project concept in a series of workshops. Participates are allowed to evaluate the ideas and express concerns.
Project Development Teams
Project development teams are citizens groups composed of local residents, business people, and the traditionally under-served groups that express interest in the proposed project. This group participates in developing the project concept in a series of workshops, and participates in the PIM and Public

Hearings.
Other Outreach Activities
advertisements on community bulletin boards; exhibits at local fairs, inside malls and at local events; develop video showing visuals of the end product and the benefits to the community for larger projects that will span years; develop a general video that explains the life cycle of projects including an outline of how a project is developed through MPO, Federal Aid, funding, concept and project design processes; provide succinct fact sheets on the project development process; right-of-way acquisition; environmental assessment and other processes involved in project development; implement and use of the "one call" system, a system that catalogues telephone numbers within a specified area and when programmed to, will call numbers within the area with a message; recorded messages are reminders of upcoming public meetings and their time and locations; mass mailings of flyers notifying residents in affected communities of upcoming projects and the benefit to the community;
Media Relations Outreach
paid advertising spots in local newspapers; targeted press releases and media advisories announcing every significant change or development on the specific project; arrange editorial board meetings with local newspapers to give editors and reporters background and understanding of the project and its benefits to the community, especially for larger projects that will span years and affect a large portion of the community; seek out opportunities to talk about the good of the project on radio programs during drive time; get to know and develop relationships with reporters that work the "transportation beat" and ensure that these reporters have the necessary updated and accurate fact sheets and recent press releases on the project; offer interviews with the experts on the subject; and actively invite reporters to public information meetings and any other meetings with project development teams.
Public Involvement Strategies
In addition to the formal requirements mentioned, the following public involvement strategies are used on a project-by-project basis and are being improved and augmented as part of the Division's ongoing to effort to improve public outreach:

Insist on early and continuing public involvement opportunities throughout the transportation planning and programming process;
Allow public access to technical and policy information used to develop the SWTP, STIP and other transportation programs and projects.
Develop a public information clearinghouse, managed and coordinated by the Office of Communications public meetings;
Public Involvement Techniques
GDOT public involvement efforts for programs and projects will utilize some, if not all, of the following techniques:
Increase involvement from non-traditional stakeholders
Identify traditionally under-served communities Work with media including minority media outlets Meet with community leaders such as church ministers, civic clubs, garden clubs and other potential areas where the public congregates, especially representing the traditionally under-served Identify groups to invite -- transit groups, "Welfare to Work", community based organizations, Empowerment Zones, and others Utilize the attached minority media outlet list (available in Office of Communications) and list of environmental justice related stakeholders (available in Office of Planning)
Ensure more effective citizen involvement
Place documents in public libraries (including the public involvement plan) Use people oriented facilitators Offer feedback without being asked Contract with civic groups for door to door contact Hold neighborhood meetings Create and use toll free number hotline Expand, maintain and utilize the Speakers Bureau to educate the public about transportation issues, programs and projects Create, locate and staff information booths at regional and statewide public events; consider temporary booths at shopping malls, permanent static displays or automated information kiosks Choose friendly and accessible locations for meetings Create and utilize feedback from creative marketing techniques and strategies such as focus groups and direct mail Photograph and further document efforts whenever possible Use surveys to obtain statistically valid input on the preferences and thoughts of citizens Utilize focus groups to garner public views and better understand the transportation implications and concerns

Provide for two-way communication, education and training
Publish and distribute a general citizens guide to transportation planning Host information forums Respond to comments in a timely manner Listen and provide honest feedback Conduct "open houses" at District or area level Educate Family of Partners and other interested groups and individuals on issues affecting transportation Make staff available to attend public meetings Develop an annual education program on TEA-21 and its requirements for public involvement and environmental justice for GDOT personnel; training sessions may be held at the Department Offices and at each District Office Develop a similar education program for Regional Development Centers, Metropolitan Planning Organizations and interest groups Use visuals/exhibits to educate and inform Develop and tailor public involvement plans to the complexities of each project Hold smaller, more informal group meetings and discussion, when possible and when appropriate Clearly define the role that public involvement plays in the decision-making process Take comments into consideration during the planning and program development process and document changes made as a result of comments Periodically review the effectiveness of the public involvement process to ensure that the process provides access to information and to identify improvements; review could be done by the Office of Communications and stakeholders
Enhance notification and communication procedures
Investigate use of "one-call" system to notify/remind citizens of upcoming meetings Publish and distribute newsletters and progress reports Write clearly using minimum of jargon and acronyms Maintain web page Establish and regularly meet advisory groups and task forces Place meeting announcements in publications and locations used by traditionally under-served (i.e. DFACS offices, laundromats, FMCAs, Boys Clubs, neighborhood schools, etc.) Use display boards, fact sheets, news articles, press releases, brochures, fliers, newspaper inserts, video tape broadcasts, public access cable channels, and public service announcements Use interpreters (language and hearing impaired) Post bilingual signage Maintain an up-to-date stakeholders list database (Family of Partners) that is categorized to include the traditionally under-served Provide an easy to understand summary of the project, especially to the traditionally under-served communities Ensure the distribution of timely information about transportation issues and provide opportunities for comments

Solicit public involvement as early as possible in the project schedule Keep up-to-date mailing lists, including known neighborhood associations, civic and cultural groups, environmental organizations, citizens advisory committees, and organizations and associations with low-income, minority, elderly and disabled constituents Publicize notice of public involvement activities and times for public review and comments at key decision points such as prior to taking action on plans and STIP Take information displays to where the people are e.g. shopping malls, churches, grocery stores, and established community events to get community input
Coordinate with both internal and external partners to identify new stakeholders to the transportation planning process.
Advise and involve District Communications Officer and the General Office of Communications Establish a committee of GDOT, FHWA, FAA, FRA, FTA and Corps of Engineers representatives to coordinate with federal government Establish a committee of planners from other state agencies, DHR, Education, DCA, DNR, DITT and DOT When appropriate, the Department may offer various incentives including free MARTA passes or light refreshment; this can be done through partnership with other agencies such as MARTA and ARC
Evaluation of Public Involvement Activities
GDOT recognizes the importance of evaluating its public involvement effort based on the achievements of objectives and feedback from the public. State and Metropolitan Planning Regulations also require a periodic review of the effectiveness of public involvement process. As part of the update of the Statewide Transportation Plan and the State Transportation Improvement Program, GDOT is instituting a formal evaluation step to be completed following each major public involvement activity. Results from individual evaluations are used to refine subsequent involvement activities and the total results are incorporated into future updates of our Public Involvement Plan.
GDOT uses both quantitative and qualitative measures to evaluate the effectiveness of public involvement activities associated with a particular plan, program or project. Appropriate measures for evaluating public involvement activities are currently limited, but GDOT recognizes that simple counts of the number of comments received on a particular issue, and attendance at a particular meeting, are not adequate indicators of the effectiveness of the public's involvement. GDOT will continue to research and work with experts in this area to develop better evaluation techniques and incorporate new measures.
Quantitative Measures
1. Attendance

# in attendance # attending previously at this location (if applicable)
2. Requests to add to mailing list 3. Calls to toll free number 4. Web site hits 5. Comments received categorized by gender, age and race 6. Evaluation of advertising participation and responses -- legal notice, press release, flyers,
newsletters, invitations 7. Listing of articles and the various publications where they appeared
In addition to these measures, GDOT will also map the geographical distribution of involvement by zip code following each major public involvement activity. This will assist in determining areas where involvement should be enhanced.
Qualitative Measures
1. Survey participants on their preferences concerning:
overall thoughts of the activity timing of public involvement how and how often contact is made their opinion on whether or not their involvement was meaningful meeting convenience: time, place, transit accessible meeting format and effectiveness of communication tools what improvements could be made
2. Survey selected staff concerning:
Impressions of questions/comments impressions on location and timing impressions on attendance impressions on tone of the meeting
Did the format meet expectations?
Were questions/comments relevant/focused? Was outreach tailored to specific community needs? Were participants able to overcome their self-interest and work toward an overall solution?
3. Demonstrate integration of concerns and document where public involvement impacts the plan or project.
4. Document all feedback and identify issues for future meetings.

Streamlining Feedback
Each office will be responsible for reporting to the Office of Communications regarding their ongoing outreach activities and progress in achieving established targets. This reporting process will be critical in the monitoring and evaluation of the outreach program by the Office of Communications. Only through this cooperative process can GDOT maximize the benefits of the program to the Department and the public.
Why is the Reporting Function Important?
Reporting and keeping up with outreach activity is important because it provides GDOT with the information necessary to:
Document, in an organized fashion, the Department's efforts to provide full and broad-based access by the public to the decision-making process. Assess individual efforts and identify areas for improvement. Pinpoint areas for improvement in the overall program and implement changes where necessary. Highlight the strengths of the overall program and use these strengths for the betterment of the program.
Standardization of Reporting
Successfully implementing GDOT's Public Involvement Plan will require standardized reporting procedures that allow for evaluating all staff efforts and tracking outreach follow-up needs. These reporting procedures will be structured around activity reports submitted to the Office of Communications. The activity report includes:
1. Activity log--An activity log must be filled out by all Ambassadors, District Communications Officers (DCO) and all other speakers on behalf of the Department. The Speech Unit of the Office of Communications will be responsible for filling out the activity log on behalf of the Commissioner, Deputy Commissioner and other upper management staff when speeches are requested and written for these parties.
The log is completed by the district representative after the event and forwarded to the DCO. The DCO then forwards the forms to the Office of Communications weekly with the required supporting documents. The purpose of the log is to document the occurrence of each activity and collect quantitative and qualitative information about the event.
1. Comment logs--The report includes a separate comment summary log for tracking verbal comments, questions and requests for information. This is important because all comments, not just those submitted in written form, must be accounted for and responded to. This form does not apply to written comments, which will be tracked through comment forms typically used at meetings.

2. Comment Cards--Comment cards will be offered at all public information events, including speeches, exhibit events, etc. giving the general public the opportunity to comment on different issues within the department and to have the opportunity to receive an answer to their questions or comments.
Each District Communications Officer must coordinate with other district staff to ensure that the weekly report, activity logs, comment logs and all supporting documents are submitted on a weekly basis to the Office of Communications. This single point of contact will minimize duplication of effort and streamline the reporting process.
Monitoring and Evaluation
To maximize the value of the public outreach program to GDOT and the public, a feedback system, involving ongoing monitoring and evaluation, will be instituted by GDOT's Office of Communications in coordination with other offices responsible for specific outreach activities. The Office of Communications will work with District offices and other offices in coordinating feedback and evaluation of outreach activities as the process continues.
For more information please contact:
Janide Sidifall Georgia Department of Transportation Office of Planning No. 2 Capitol Square, S.W. Atlanta, Georgia 30334 (404) 657-6694 janide.sidifall@dot.state.ga.us
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Last updated on 11/27/00 11:53 AM