Public Involvement Process for Project Development Indiana Department

Public Involvement Process for Project Development Indiana Department of Transportation October 2020

INDOT Public Involvement INDOT and Federal Highway Administration Joint Agreement Establish a jointly approved public involvement policy for projects receiving federal-aid as part of funding mechanism Develop criteria to determine which projects require public involvement Projects that meet criteria undergo public involvement; proactive outreach encouraged for projects not meeting criteria Determine what the required public involvement activities will be for projects meeting the criteria Determine the timing of when required public involvement must occur Perform PI activities, document activities performed, certify via signature when public involvement has been completed Public Involvement Activities – required if project meets criteria Level of impact a project may have on a community, the environment, historic properties/structures, residents, businesses Activities include public hearings, publishing legal notices announcing proposed project, mailing notices directly to property owners, making project documents available for review at public repositories Proactive Public InvolvementEnvironmental Planning Project Letting Public Preliminary Activities not necessarily required per law orDesign regulation but benefit the public and allow INDOT to serve its Project Selection Involvement Engineering customers Public Utilities Engineer’s Involvement Coordination Public Public meetings/Open Houses, to local news media, Report website, newsletters, social media, communication Construction Programming Involvement small group meetings Real Estate Acquisition

Phases Necessary to Deliver a Project Planning & Programming (Project Selection) Call for Projects Early Consultation Meetings Process Review & consider project proposals Public Involvement Select projects to accept into production Project Development Preliminary Engineering Environmental Public Involvement Design Real Estate Project Delivery Letting – accept bids from contractors to construct a project Public Involvement Construction Maintenance Operation

Transportation Stakeholders Provide input critical to transportation decision making Local Officials MPOs / RPOs FHWA / FTA ADA advocates & stakeholders Bike and Pedestrian planning organizations Parks and recreational lands (Trails) Local school corporation LEP populations Healthcare industries Historic preservation groups Transit (bus, rail) Traditionally underserved populations Environmental Justice, minority, Title VI Freight logistics Community organizations Economic development Emergency Services Law Enforcement Resource Agencies Elected officials Farming industries

How to Get Plugged In INDOT Website Information regarding agency programs Project specific webpages Subscription opportunities to receive topic specific notification GovDelivery – Tool used to send topic-specific messages to stakeholders Social media engagement http://www.in.gov/indot INDOT District Offices Contact and/or visit the INDOT District Office Six district office locations throughout the state Customer Service Center Toll-Free Telephone Number Email Inquiries made to service center are documented and response times are tracked to ensure a timely response Partners in Transportation Planning Federal Highway Administration (FHWA), Federal Transit Administration (FTA) Metropolitan Planning Organizations ̶ MPOs Rural or Regional Planning Organizations ̶ RPOs

Stakeholder Engagement at INDOT

First Phase Necessary to Deliver a Project Planning & Programming (Project Selection) Call for Projects Early Consultation Meetings Process Review & consider project proposals Public Involvement Select projects to accept into production Engage Non-MPO Local Officials as part of formal process to determine effectiveness of INDOT consultation process Project Development Preliminary Engineering Environmental Public Involvement Design Real Estate Project Delivery Letting – accept bids from contractors to construct the project Public Involvement Construction Maintenance Operations

Planning – Project Selection for State Projects Call for Projects INDOT initiates a formal process where proposals for new projects can be submitted If approved, these projects are accepted into the INDOT production schedule Start of process for new project proposals Early Consultation Meeting Process Meetings in each district to discuss proposed projects submitted as a result of the Call for Projects The District Offices lead the process of establishing stakeholder contacts, arranging meeting logistics and acting as hosts. INDOT and planning partners discuss and consider project proposals; goal is to develop a preliminary list of projects to accept into production schedule. INDOT Central and District Offices discuss project proposals District Open Houses (when a Statewide Transportation Improvement Program Public Open(STIP) Houses to document is produced) discuss transportation needs and present list of accepted projects

Planning – Project Selection for State Projects What is a STIP? The Statewide Transportation Improvement Plan (STIP) is a four-year planning document that lists all projects expected to be funded during those four years, including pavement and bridge facilities, and projects that address safety, congestion, mobility, and emergency response. Must be developed at least once every 4 years What does a STIP include? The STIP includes investment in various modes, including highways, transit, pedestrian trails and paths, and bicycle facilities. Public involvement is required when a STIP is developed Why is a STIP important? Only projects for which construction and operating funds can reasonably be expected to be available are included. If a project is not included in a STIP, it is not eligible for federal funding.

Project Selection Activity Timeline for State Projects Aug - Dec Jan - May CALL FOR PROJECTS DISTRICT AREA/LPA/MPO EARLY CONSULTATION MEETING PROCESS INDOT coordinates and/or meets with local officials, key stakeholders and planning partners INDOT meets with planning partners, local officials and key stakeholders to discuss project proposals submitted in response to Call for Projects March - May DISTRICT OPEN HOUSES during STIP years only INDOT meets with the public, local officials and key stakeholders to solicit input on transportation needs and/or to present and accept comment on STIP when applicable June - August ACCEPT PROJECT PROPOSALS WHEN STIP IS DEVELOPED During STIP years, the STIP must be finalized and submitted to FHWA for approval. During Non-STIP years, project proposals can be accepted but must be included in the next STIP or be amended into current STIP STIP AMENDMENT PROCESS Engage community stakeholders to raise awareness of Call Process Engage community stakeholders to raise awareness of Consultation Process Engage local officials, key stakeholders through topical correspondence to raise awareness of STIP process (during STIP years) and to solicit input on transportation needs, various planning documents and INDOT programs Project proposals not accepted may be resubmitted during next Call For Projects

INDOT District Open Houses What A meeting/open house held in each district to solicit public input on a variety of items including: Transportation needs both short- and long-term The Statewide Transportation Improvement Program (STIP) The effectiveness of the Annual Program Development Process (APDP) Various INDOT planning and program documents Other topics related to project selection Why INDOT values receiving input from transportation stakeholders; these meetings help us achieve this goal How Often Required to be held when a STIP document is produced; may also be held during non-STIP years at INDOT’s discretion Get Involved Visit agency website to learn of related

INDOT Regional Offices When it comes to transportation planning, where you live is important. INDOT District Offices work with communities to identify needs, opportunities and solutions to transportation challenges. INDOT LaPorte District INDOT Greenfield District 315 E. Boyd Blvd. 32 South Broadway LaPorte, IN 46350 Greenfield, IN 46140 https://www.in.gov/indot/2705.htm INDOT Fort Wayne District 5333 Hatfield Road Fort Wayne, IN 46808 https://www.in.gov/indot/2703.htm https://www.in.gov/indot/2704.htm INDOT Seymour District 185 Agrico Lane Seymour, IN 47274 https://www.in.gov/indot/2706.htm Transportation Services Call Center Provides citizen and business customers with a single point-of-contact to request transportation services, obtain information, or provide feedback through multiple channels of communications. 855-463-6848 INDOT4U.com [email protected] INDOT Crawfordsville District 41 West 300 North Crawfordsville, IN 47933 https://www.in.gov/indot/2701.htm INDOT Vincennes District 3650 South U.S. Highway 41 Vincennes, IN 47591 https://www.in.gov/indot/2707.htm

Transportation Planning Where You Live When it comes to transportation planning, where you live matters. Projects that involve local/city streets or county roads are the responsibility of local city or county governments. INDOT administers funding to local municipalities for transportation improvement projects. are federally Metropolitan Planning Organizations (MPOs) – MPOs required transportation planning bodies that represent the local, state and federal government or agencies. In urbanized areas of 50,000 or more, transportation planning is done in cooperation with the MPO. Visit www.indianampo.com for more information. MPOs conduct public involvement activities within their areas of jurisdiction. RPOs serve Rural or Regional Planning Organizations (RPOs) – the transportation needs for small urban and rural areas. RPOs support INDOT planning staff with public outreach, technical assistance, and data collection. an MPO area. help Program. Non-MPO Areas - These include small towns and cities not included in In non-metropolitan areas, INDOT district offices conduct transportation planning and develop lists of projects to be included in the Statewide Transportation Improvement

Metropolitan Planning Organizations Fourteen Metropolitan Planning Organizations (MPOs) Anderson Bloomington Ohio-Kentucky-Indiana (OKI) Columbus Evansville Fort Wayne Indianapolis Kokomo Lafayette Louisville Muncie Northwest Indiana Terre Haute South Bend / Elkhart

State RPOs and Counties Covered Indiana Association of Regional Councils Northwest Indiana Regional Planning Commission (8) Michiana Area Council of Governments (6) Region III- A Economic Development District & Regional Planning Commission (9) Kankakee – Iroquois Regional Planning Commission (4) North Central Indiana Regional Planning Council (14) Northeastern Indiana Regional Coordinating Council (7) Madison County Council of Governments (5) East Central Indiana Regional Planning District (2) West Central Indiana Economic Development District (13) Eastern Indiana Regional Planning Commission (15)

INDOT Regional Offices When it comes to transportation planning, where you live is important. INDOT District Offices work with communities to identify needs, opportunities and solutions to transportation challenges. INDOT LaPorte District District INDOT Greenfield District 315 E. Boyd Blvd. 32 South Broadway LaPorte, IN 46350 Greenfield, IN 46140 https://www.in.gov/indot/2705.htm INDOT Fort Wayne District 5333 Hatfield Road Fort Wayne, IN 46808 https://www.in.gov/indot/2703.htm https://www.in.gov/indot/2704.htm INDOT Seymour District 185 Agrico Lane Seymour, IN 47274 https://www.in.gov/indot/2706.htm Transportation Services Call Center Provides citizen and business customers with a single point-of-contact to request transportation services, obtain information, or provide feedback through multiple channels of communications. 855-463-6848 INDOT4U.com [email protected] INDOT Crawfordsville 41 West 300 North Crawfordsville, IN 47933 https://www.in.gov/indot/2701.htm INDOT Vincennes District 3650 South U.S. Highway 41 Vincennes, IN 47591 https://www.in.gov/indot/2707.htm

Second Phase Necessary to Deliver a Project Planning & Programming (Project Selection) Call for Projects Early Consultation Meetings Process Review & consider project proposals Public Involvement Select projects to accept into production Project Development Preliminary Engineering Environmental Public Involvement Design Real Estate Project Delivery Letting – accept bids from contractors to construct project Public Outreach Construction Maintenance Operations

Project Development – When a Project is Added to INDOT Schedule Develop a Public Involvement Plan Assess level of project impact to local community; discuss/determine appropriate level of public involvement Level of Public Involvement determined by scope of project and environmental impact Three categories of projects in terms of impact Categorical Exclusion – lower level of environmental impact Environmental Assessment – moderate level of environmental impact Environmental Impact Statement – high level of environmental impact Required Public Involvement Per federal law (National Environmental Policy Act) and with oversight from the Federal Highway Administration (FHWA), state departments of transportation are required to have a public involvement program Identify public outreach opportunities, implement activities Real Estate Letting Legal notices, website, media/social media,Environmental public meetings, open houses, hearings,Project small group/local Acquisition Planning Preliminary official’s meetings Design Programming Project Selection Engineering Engineer’s Report Public Involvement Phase Utilities Coordination Construction

INDOT Public Involvement INDOT and Federal Highway Administration Joint Agreement Public Involvement Activities – Required if project meets criteria Level of impact a project may have on a community, the environment, historic properties/structures, residents, businesses Activities include public hearings, publishing legal notices announcing proposed project, mailing notices directly to property owners, making project documents available for review at public repositories Proactive Public Outreach Activities not necessarily required per law or regulation but benefit the public and allow INDOT to serve its customers Public meetings/Open Houses, website, newsletters, social media, communication to local news media, and small group meetings Planning Project Selection Public Involvement Programming Preliminary Engineering Engineer’s Report Environmental Design Public Involvement Real Estate Acquisition Project Letting Public Outreach Utilities Coordination Construction

PI Criteria – Projects Require Public Involvement If Proposal requires a one-half acre (0.5) or more of permanent right-of-way Land purchased by INDOT for transportation improvement purposes Proposal substantially changes layout or functions of connecting roadways Example: An intersection conversion from a traditional intersection to a roundabout or median U-Turn may warrant public involvement Proposal has substantial adverse impact on abutting property Example: A multi-use trail project within close proximity of a residential area may pose an impact warranting public involvement Proposal has significant social, economic, environmental or other effects Examples: a noise wall project, new interchange, projects impacting low Proposal is determined by the Federal Highway Administration to warrant a public hearing Partnership agreement with INDOT as a majority of transportation improvement projects receive federal funding Proposal is a Federal-aid highway project involving the bypassing of, or going through any city, town, community or proposal is for an interstate system Proposal involves impact to a historic structure and/or a cultural resource INDOT has partnership agreements with FHWA and various resources agencies (including historic preservation) which requires public involvement for projects when a

INDOT Public Involvement For projects meeting PI criteria, requirements can be satisfied by: Minimum 15-day notice offers the public the opportunity to request hearing and/or express concerns regarding a proposed project Publishing a Planned Improvement Notice – Offering the opportunity to request a public hearing Ensuring an environment document has been released for public involvement Publishing legal notice two times in most widely circulated paper(s); minority paper(s) in project area, when applicable Performing stakeholder notification activities as notification should be sent to project stakeholders; mail to property owners within project area If no hearing is held – Concerns and comments must be addressed prior to hearings certification INDOT project management teams work with impacted stakeholders to address concerns; stakeholder coordination is documented as part of public involvement process Ensuring copies of environment document and preliminary design plans are available for public review at local repositories Environmental document released for public involvement Notice of Planned Improvement to solicit input (offering of public hearing) Publish notice twice in local newspaper(s), approximately a week apart, make environmental document available at public repositories Public review of environmental document and design plans Allow a minimum of 15 days from the date of 1st publishing to receive public comments Public comment period Public comments received are documented & addressed Project receives public involvement certification

INDOT Public Involvement For projects meeting PI criteria, requirements can be satisfied by: Minimum 15-day notice offers the public the opportunity to request hearing and/or express concerns regarding a proposed project Holding a public hearing Publishing a Notice of Public Hearing – Announcement of public hearing (date, time, location, purpose) Ensuring an environment document has been released for public involvement Publishing legal notice two times in most widely circulated paper(s); minority paper(s) in project area, when applicable If hearing is held – A hearing transcript is prepared, public involvement requirements certified THEN comments must be addressed as part of final environmental document. Project stakeholders are notified of project decision. Performing stakeholder notification as notification should be sent to project stakeholders (via mail and/or email); mail to property owners within project area Ensuring copies of environment document and preliminary design plans are available for public review at local repositories Environmental document released for public involvement Notice of Public Hearing Publish notice twice in local newspaper(s), approximately a week apart, make document available at local repositories Public review of environmental document Allow a minimum of 15 days from the date of 1st publishing to receive public comment Hold Public Hearing Public comment period Public Hearings transcript Hearing Certification Address public comments Approve Environmental Document Additional public involvement after approved document

Third Phase Necessary to Deliver a Project Planning & Programming (Project Selection) Call for Projects Early Consultation Meetings Process Review & consider project proposals Public Involvement Select projects to accept into production Project Development Preliminary Engineering Environmental Public Involvement Design Real Estate Project Delivery Letting – accept bids from contractors to construct project Public Outreach Construction Maintenance Operations

Public Involvement at INDOT

Public Involvement at INDOT

Public Involvement at INDOT

Public Involvement at INDOT

INDOT Public Involvement INDOT Website: http://www.in.gov/indot Metropolitan Planning Organizations: www.indianampo.com Rural/Regional Planning Organizations: Indiana Association of Regional Councils: http://www.iarc.cc