Welcome to the Public Outreach Planner

Public Outreach Planner - Public Works and Utility Projects

Public involvement strategies and activities for the design and construction of city infrastructure and roadway improvements, snow removal, water supply, utility projects and distribution and management of the City's sanitary sewer and storm water systems.

1. Select Appropriate Track

2. Answer Questions and get POP Score

3. Save POP worksheet

4. See POP Project Descriptions

5. Review POP Reference Guide and Outreach Tools

6. Fill out and save POP Reference Guide and Workbook

When filling out this worksheet, consider all City departments who may be involved in this project/effort. Filling out this worksheet collaboratively, in person, with all departments that might be involved will help in developing a more accurate POP score.

Project Name/Number:__ __ __ __ __ __ __ __ _______________________________________________________

What is the anticipated project duration, or if there are multiple project phases, the duration of this phase?

? The calendar length of potential impacts is a strong indicator of communication need. History has taught project teams that the public can endure almost anything for a brief period of time, if the appropriate opportunities for involvement and notification are provided. When a project or project phase is stretched over years rather than months, a more rigorous public involvement and outreach campaign is typically warranted.

How would you define the general public interest?

? Understanding the impacted stakeholder can be just as valuable as understanding your project. Projects with a high potential for interest and impact with stakeholders that are historically disinterested and unengaged could minimize the necessary level of public involvement, whereas a project with perceived low potential for interest and impact in an engaged and informed stakeholder, could require a higher level of public involvement than original anticipated.

Historically, how has the public reacted to similar projects or impacts?

? Over time, project teams come to know and recognize geographic areas or special groups of people who have a history of particular reactions to similar projects or impacts. This historical perspective is vital to consider in planning for public involvement and outreach. Reviewing project histories and conversing with past project managers or team members is useful in finding out which areas or groups have strong opinions about the agency in general or about specific issues relevant to your project.

What is the potential for stakeholder and/or special interest group interest and/or conflict surrounding this project, project phase, or effort?

? Many factors are indicators for potential stakeholder conflict: access management, utility impacts, right-of-way, severe lane restrictions or full closures, impacts to business districts, etc. All of these provide ingredients for conflict with stakeholders, including heightened attention on social media. Taking these less technical - but no less important - considerations into account can guide project teams in planning appropriate public involvement and outreach.

How much outside agency (federal, state, local) and other local government involvement do you anticipate?

? The level of interest and coordination necessary with outside government, including their elected officials, and special interest groups should be considered. Care should also be taken to consider non- and quasi-governmental agencies (such as school districts), environmental and other special interest groups, and neighborhood and other citizen/community groups, as well as the potential for heightened project attention on social media. Close coordination with existing groups will provide a strong foundation upon which other outreach activities can be built, be it coordination with one neighborhood and one city or multiple agencies and organizations.

How much media (social and traditional) attention do you anticipate?

? Considering the history of the issues surrounding your project and similar issues in your community, determining the level of interest it produced in newspapers (traditional and online), radio, television and social media sites can be a good indicator of the public's overall interest. Also, researching the level of media attention a project or similar issue from a different community garnered can be a good indicator of what the reaction to your project might be.

What level of impact do you anticipate to minority or low-income populations?

? From a public involvement perspective, outreach to minority and low-income populations often require efforts and resources beyond what might be considered traditional means. For example, low-income populations may not subscribe to the newspaper or have internet, therefore additional outreach in the form of mailers and door-to-door visits may be necessary to effectively involve this public. For many minority populations, English is not a primary language, therefore bi-lingual materials/translators may be necessary. Care also needs to be given to cultural customs and norms. By law, federally funded projects must identify and address disproportionately high and adverse human health and environmental effects on minority or low-income populations. Project teams need to consider the local community surrounding a project and determine if either of these populations live in the project area.

What is the potential impact to historical neighborhoods and or community structures/features during the project and after its completion?

? Project teams need to consider the public's relationship with the project area and all the potentially significant bridges, buildings, streets and landmarks within it. Also, the complexity of easement and right-of-way impacts must be considered. It is also important to consider the projects long-term effects to nearby properties. Consider questions with your project team such as: Will adjacent properties be adversely impacted by drainage and runoff? Will a long-time structure/landmark be changed? Will visual/aesthetic changes associated with the project cause community concern?

How many residential or business properties are in the project area?

? Considering the sheer number of directly affected stakeholders and the likely impacts to them is a sound measure for analyzing outreach need. Impacted properties are often in the construction zone, but they may also be outside of it where traffic is backing up or on a detour route. Also consider the time of the year work is occurring. In farming areas, for example, the impact to properties may be greater during harvest. Care should be taken, however, not to assume too much based solely on the number of affected properties. While a larger number provides a good case for a larger effort, often intense impacts directly to a small number of stakeholders can be just as demanding in terms of public outreach and involvement.

10.

What is the likely level of impact to facility users (motorists, pedestrians, non-motorized)?

? While somewhat subjective, this question allows project teams to consider such factors as ADT, facility type, Level of Service (LOS), and anticipated traffic/construction impacts in determining user impact. Each of these factors will vary from project to project and from area to area. As such, an overall anticipated impact to the traveling public should be weighed. Also consider the time of the year work is occurring. In farming areas, for example, the impact to truck traffic may be greater during harvest.

Very Low: No impact or minor speed reduction.
Low: Partial road closure with minimal delay or speed reduction.
Moderate: Partial road closure with moderate delays or significant speed reduction.
High: Partial road closure with shared lane and significant wait time.
Very High: Complete road closure with significant detour

11.

What is the complexity of easement and right-of-way acquisitions?

? The acquisition or temporary usage during construction of private property is likely one of the most tangible impacts a project can have, affecting life decisions for many stakeholders. As such, the complexity of easement and right-of-way impacts must be considered. In some cases, impact to right-of-way may not always involve acquisition. Consider questions with your project team such as: Will adjacent properties be adversely impacted by drainage and runoff? Should the City plan any companion projects, for example a downtown beautification in the city right-of-way? Is there a need to acquire additional property outside of the project for future projects or expansions?

12.

Which of the following best represents the level of participation you are planning?

? The IAP2 Spectrum of Public involvement was designed to assist with the selection of the level of participation that defines the public's role in any public participation process. This can be a good tool in assessing how much public involvement you may conduct. Click here to view the IAP2 Spectrum of Public Participation

Additional Scoring Consideration:

Does this project have night work in a residential area? Adds 0.5 to the score.

POP SCORE

POP LEVEL

CLEAR FORM

Print this worksheet to PDF once completed. Consider adding the date to your file name and saving in your project folder.

Knowing your recommended POP level, please proceed to the following pages to help you answer these questions:

Is this the appropriate POP level?

The POP Level Typical Descriptions page describes typical impacts at each POP level to better help you determine the appropriate level of public outreach.

How do I actually reach out to the public?

The Tools and Techniques page will help you determine what tools and techniques would be appropriate and effective for your POP level.

POP Reference Guide and Tracking workbook

Click here to download the POP Reference Guide and Tracking workbook. This document contains all information needed to design your public outreach plan as well as the opportunity to track activities and trends.