chapter 2-1 - project development · transportation projects are in general agreement regarding the...

Project Development 2.1‐1

SECTION 2 - CHAPTER 1

Project Development

ThissectionoftheTransportationManagementPlan(TMP)providesthebasisforhowtransportationfundingisspent,andprovidesguidanceonwhatprojectsorprogramstheCityshouldbefocusingontoprovidetransportationservicesforthebusinessesandresidentsofNorwalk.WhilethethirdsectionofthissectionoftheTMPmakesseveralspecificrecommendationsaboutcertainintersectionsandroadways,itisalsointendedtobeadocumentthatisreviewedandupdatedregularlyasprojectsarecompleted;newprojectsarebroughtbeforetheCity;andasnewopportunitiesordynamicscreatetheneedtochangehowprojectsarecompleted.ThischapterprovidesanoverviewofhowprojectsshouldbedevelopedandadvancedtotheCityforevaluationandconsideration.Later,processesforevaluatingtheneedforaprojectaswellasitseffectivenessarepresented.

1.1 Project Development

ProjectDevelopmentistheprocessthattakesatransportationimprovementfrominitialconceptthroughfinalconstruction.Thereareseveralgoalsforthisprocess: Toensurecontextsensitivitythoughanopen,consensus‐buildingdialogamong

projectproponents,reviewers,thepublic,andotherparties.

Tofosterthinkingbeyondtheroadwaypavementtoachievetheoptimumaccommodationforallmodes.

Toencourageearlyplanning,publicoutreach,andevaluationsothatprojectneeds,goalsandobjectives,issues,andimpactscanbeidentifiedbeforesignificantresourcesareexpended.

Toachieveconsistentexpectationsandunderstandingbetweenprojectproponentsandthoseentitieswhoevaluate,prioritize,andfundprojects.

Toensureallocationofresourcestoprojectsthataddresslocal,regional,andstatewideprioritiesandneeds.

2.1‐2 Project Development

Aclearandopenprocesscanflushoutissuesearlysothatopportunitiesforprojectdelaysandescalatingcostsareidentifiedanddealtwithearlyintheprocessandsothatthosepartiesinvolvedarenotdiscouraged.Additionally,itcanpreventfrustrationbyavoidingbuildingprojectsinawaythatdoesnotmeetexpectationsinaddressingtheperceivedneeds.Thisprojectdevelopmentframework,andtheprinciplesthatitembraces,will: Helpcarryoutprojectseffectively;

Ensuregoodprojectplanning,design,andimplementation;and,

Setthestageforlong‐termsuccess.

Effectivepartnershipsonprojectsareimportantthroughoutprojectdevelopmentandrequirestrongcommitmentandactionfromallinvolved,whethertheybeelectedofficials,localplanningandpublicworksprofessionals,citizens,orconsultants.Realpartnershipsrequireongoingrelationshipsoftrustandcollaboration.Theprojectdevelopmentprocessisoneofasetoftoolsneededtoachievecontext‐sensitivedesign.Theprocessisstructuredtoencouragepublicoutreachthroughoutplanning,design,environmentalreview,andconstructionsothatthoseaffectedbytransportationprojectsareingeneralagreementregardingtheproject’sneed,theselectedapproachtomeetthisneed,andtherefinementstotheprojectthatresultastheprocessevolves.Thisprojectdevelopmentprocessiscomplementedbytheinclusionoftheproject’scontextasabasicdesigncontrol.Flexibilityfordeterminingspecificdesignelementsthatsatisfytheprojectneed,andareresponsivetothecontextoftheproject,isessentialandmethodstoaccomplishthesegoalshavebeenpresentedthroughoutthisreport.

1.1.1 Project Development Process Overview

Theprojectdevelopmentprocessisinitiatedinresponsetoanidentifiedneedinthetransportationsystem,anditcoversarangeofactivitiesstartingwiththisidentificationtoafinishedsetofcontractplans,andfinallytoconstruction.Theidentifiedtransportationneedmightincludeoneormoreofthefollowing:acongestionproblem,asafetyconcern,facilityconditiondeterioration,aneedforbettermulti‐modalaccommodation,anenvironmentalenhancement,oraneconomicimprovementopportunity.Thedevelopmentofsolutionstoaddresstheseneedsofteninvolvesinputfromtransportationplanners,communityleaders,citizens,environmentalspecialists,landscapearchitects,naturalresourceagencies,localpublicworksofficials,permittingagencies,designengineers,financialmanagers,andagencyexecutives.Solutionsmight

Section 2 - Chapter 1


targetasinglemodeoftransportation,oraddresstherangeofroadusersincludingpedestrians,bicyclists,transitoperators,automobiledrivers,andtruckersmovingfreightandgoods.Itiscriticaltothesuccessofaprojecttoengagetherightteamofpeopleontheprojectfromthebeginning.Thesequenceofdecisionsmadethroughtheprojectdevelopmentprocessprogressivelynarrowstheprojectfocusand,ultimately,leadstoaprojectthataddressestheidentifiedneeds.Thereshouldbeampleopportunitiesforpublicparticipationthroughouttheprocess.Transportationdecision‐makingiscomplexandcanbeinfluencedbylegislativemandates,environmentalregulations,financiallimitations,agencyprogrammaticcommitments,andpartneringopportunities.Decision‐makersandreviewingagencies,whenconsultedearlyandoftenthroughouttheprojectdevelopmentprocess,canensurethatallparticipantsunderstandthepotentialimpactthesefactorscanhaveonprojectimplementation.Aseven‐stepprojectdevelopmentprocessisdefinedtomoveaprojectfromproblemidentificationtocompletion,asillustratedinExhibit2‐1‐1.Itshouldbenotedthatthisprocessisgearedtowardscapitalimprovementprojects,andthereforemaintenanceprojectsaswellastrafficcalmingprojectsmayfollowdifferentprocesses.WithinSection2oftheTMP,Chapter2discussesPoliciesandStrategiesthatthecityshouldundertake;Chapter3discusseshowtheCityshouldapproachTravelDemandManagement;,Chapter4discussestheCity’sapproachtoTrafficCalming,andChapter5presentshowTrafficImpactStudiesshouldbeconducted.


Exhibit 1‐1 Overview of Project Development

STEPI Project/Need/OpportunityIdentification

STEPII Planning/PreliminaryDesign

STEPIII ProgramInitiation,Prioritization,andProgramming

STEPIV Environmental,Design,andROWProcess

STEPV Procurement

STEPVI Construction

STEPVII ProjectAssessment

Thesesevenstepsaredescribedindetailinthesubsequentsectionsofthischapter.

1.2 Step I: Problem/Need/Opportunity Identification

Projectsbeginwiththeidentificationofaproblem,need,oropportunity.Theseprojectsreachacrossallmodesoftransportation(bus,rail,bike,pedestrian,auto,etc.)tomakemodalconnectionsandimprovementsconsistentwithsoundlanduseplanning.AnewprojectproposalcanresultthroughplanninginitiativesfromtheCityofNorwalkortheState,aswellasarisefromcommunity,legislative,orcitizeninput.



Asproblems,needs,oropportunitiesforimprovementsarisetheycanbesimpleandstraightforward,orcomplexinnaturewithoutanobvioussolutionatthestart.Asafirststepintheprojectdevelopmentprocess,theproponentwouldleadaneffortto: Definetheproblem,need,oropportunitybasedonobjectivecriteria;

Establishpreliminaryprojectgoalsandobjectives;and,

Definethescopeofplanningandpublicoutreachneeded.

1.2.1 Goals

Throughpublicoutreach,discussionswithCitystaff,andstakeholderinterviews,asetofgoalswillbeestablished.ThegoalsreflecttheCityofNorwalk’sprioritiesforthemulti‐modaltransportationnetworkandwillenabletheCitytoprioritizetransportationimprovementsbasedonadata‐drivenneedsassessmentforeachpotentialproject.ThegoalsfortheCityshouldbeasfollows:

1.2.1.1 Goal 1: Safety

Goal1aimstoquantifyexistingsafetydeficiencieswiththeobjectiveofimprovingtheCityofNorwalk’stransportationsysteminawaytominimizecrashesandothersafetyrelatedincidents.

1.2.1.2 Goal 2: Vehicular Access and Mobility

Goal3aimstoimprovetheCityofNorwalk’sroadwaysystemtherebyreducingcongestionwithintheCitywiththeobjectivesoffacilitatingcommercialmovementandaccesstoactivitycentersandredevelopmentareas,minimizinguseofresidentialstreetsascut‐throughandtruckroutes,andimprovingoverallmobilityfordrivers.

1.2.1.3 Goal 3: Pedestrian and Bicycle Access and Mobility

Goal3aimstoenhancethepedestrianandbicycleexperienceintheCityofNorwalkwiththeobjectivesofprovidingafriendly,safeandconvenientenvironmenttobetteraccommodateexistingpedestrianandbicyclistsaswellastoencouragemorepeoplewithintheCitytoutilizethesealternatemodes.

1.2.1.4 Goal 4: Degree of Support

Goal4aimstoallowforpublicinputindecisionsconcerningtheCityofNorwalk’stransportationsystemwiththeobjectiveofprovidingatransparentforumthatconsidersawidevarietyofsuggestionsandconcerns.


1.2.2 Transportation Evaluation Criteria

Transportationevaluationcriteria(TEC)aretypicallyusedtoassesswhetherproposedtransportationprojectsshouldbesupportedwithfunding.CriteriafortheCityofNorwalkweredevelopedaftertheoverallgoalsdescribedabovewereestablished.AspartofthedevelopmentoftheTMP,unifiedweightswereassignedtoeachgoalandapointsystem(orlevelofeffectiveness/importance)wasdevelopedforeachcriteriontoreflecttheCity’spriorities.

1.2.2.1 Goal 1: Safety

CrashRatio(RA/RC)‐Safetyisoftenevaluatedbylookingatthehistoryofcrashestoindicatewheresafetyissuesmayexist.Intersectionsorroadwaysthathavethegreatestnumberofcrashespervehiculartrafficvolumemayindicatethatapre‐existingconditionexiststhatisaffectingthesafetyoftheroadway.Locationswiththehighestcrashratesshouldbeprioritizedforimprovements.

NumberofFatalCrashes–Althoughnumberofcrashesisimportanttoassessalocation’ssafetylevel,theseverityofthecrashcanalsoinformofficialsofanunsafelocation.Ifafatalityoccurredataparticularlocation,itwarrantstheneedofathoroughevaluationandprioritizationforimprovements.

SLOSSSListInclusion–AlocationincludedintheSLOSSSlistindicatesitpresentssafetydeficiencies.TheSLOSSSlistismaintainedbyConnDOTforlocationsunderStatejurisdiction.LocationsundertheCityofNorwalkjurisdictionmayalsobeevaluated,however,byusingthesamemethodology.IfalocationhasaCrashRatiogreaterthan1andanumberofcrashesgreaterthan15,thenthislocationshouldbetreatedasifitwasincludedintheSLOSSSlist.

Pedestrian/BicycleCrashes–Pedestriansandbicyclistsaremorevulnerablethanpeopleprotectedbyvehicles.Thus,locationswiththesetypeofcrasheswillbeprioritizedforimprovements.

VehicularSpeeds–Oneoffactorsthatcontributetowardsunsafeconditionsisspeeding.Locationswherespeedsareconsistentlyabovethespeedlimitcreateapotentiallyunsafeenvironmentfordrivers,pedestriansandbicyclists.

1.2.2.2 Goal 2: Pedestrian and Bicycle Access and Mobility

ConditionofPedestrianFacilities–Adequate,convenientandwell‐maintainedfacilitiesareessentialtoprovideasafeandcomfortablepedestrianenvironment.Locationswithinadequateorlackingpedestrianfacilitieswillbeprioritizedforimprovements.

ExistingPedestrianVolumes–Pedestrianvolumesisagoodindicationoftheneedforpedestrianfacilitiesataparticularlocation.Locationswithhighpedestrianvolumeswillbeprioritizedforimprovements.Ifappropriate,locationsthat



currentlyhavelowpedestrianvolumes,butwouldlikelyseeanincreaseiffacilitieswereprovided,mayconsiderusingprojectedfuturevolumes.

ConditionofBicycleFacilities–Adequate,convenientandwell‐maintainedfacilitiesareessentialtoprovideasafeandcomfortablebicyclingenvironment.Locationswithinadequateorlackingbicyclefacilitieswillbeprioritizedforimprovements.

ExistingBicycleVolumes–Bicyclevolumesisagoodindicationoftheneedforbicyclefacilitiesataparticularlocation.Locationswithhighcyclistvolumeswillbeprioritizedforimprovements.Ifappropriate,projectedfuturevolumesmaybeusedasinsomesituationslowbicyclevolumesaretheresultofthelackinginbicyclefacilities.

DesignatedPedestrian/BicycleCorridor–TheCityofNorwalkhasrecentlycompletedthePedestrian&BikewayTransportationPlan1whichpresentsadetailedplanforcurrentconditionsofbike/pedestrianfacilities,prioritycorridors,schematicdesigns,andarecommendedimprovementPlanfortheCity.Theseprioritycorridorswereidentifiedaslocationsdeemedmostappropriateforusebypedestriansand/orcyclistsbytheCityandshouldbeconsideredwhendevelopingProjectNeedstatements.Thesefacilitieswillbeprioritizedforimprovements.Additionally,thereareanumberofotherstudiesandprojectsthatareon‐goinginandaroundtheCitythatshouldalsobeconsidered.AcompleteandupdatedlistingoftheseprojectsandplanscanbefoundontheCityofNorwalk’swebsite,andinclude:

o Norwalk’sConnectivityPlan

o CentralNorwalkTransportation&PedestrianMasterPlan

o CirculatorStudy

o OysterShellParkPlan

o TheConnecticutStatewideBicycleandPedestrianPlan

o SWRPABicycle&PedestrianStudies(includingtheMerrittParkwayTrailStudy,theNorwalkRiverValleyTrail,andtheConnecticutCoastalAccessGuide).

PrimaryAccesstoTransitService–Efficientuseoftransitservicesrequirethatadequate,convenientandsafeaccesstostationsandstopsbeprovided.Thus,pedestrianfacilitiesinparticular,butalsobicyclefacilities,thatconnectpeopletotransitwillbeprioritizedforimprovements.

PrimaryAccesstoActivityCenter–Facilitiesthatprovideaccesstoanactivitycentersuchasschools,libraries,churches,parksorrecreationareas,neighborhoodcentersandhospitals,amongothers,willbeprioritizedforimprovements.

1 Norwalk Pedestrian & Bikeway Transportation Plan, Fitzgerald & Halliday, Inc. (FHI), 2011


1.2.2.3 Goal 3: Vehicular Access and Mobility

ExistingTrafficVolume–Onecomponentofimprovingaccessandmobilityistotargetprojectsthatimprovetravelforthegreatestnumberofpeople.Trafficvolumesprovideanindicationofwhichfacilitiesreceivethegreatestusebasedonexistingtravelpatterns.Therefore,roadlinkswithhighertrafficvolumesindicateagreaterexistingtraveldemandandshouldreceivepriorityoverlinkswithlowertrafficvolumes.

HeavyTruckTraffic–Economicdevelopmentisakeycomponentofaccessandmobility.Thoseroadwaysorintersectionsthatcarryheavytrucktrafficareassumedtobecriticaltoeconomicdevelopmentandwillbeprioritizedoverfacilitiesthatdonotcarryheavytrucktraffic.Conversely,whentrucktraffictravelsalongresidentialstreets,itcreatesanundesirableenvironment.Inthiscase,residentialroadwaysorintersectionthatcarryheavytrucktrafficareassumedtopresentaneighborhoodissueandshouldreceivepriorityoverotherresidentialfacilitiesthatdonotsufferfromheavytrucktraffic.

Operations–Congestionisoneofthemaindeterrentsinallowingforgoodvehicularaccessandmobility.Unaccountablehoursofproductivityarelosttocongestioneveryday.Assuch,heavilycongestedlocationswillbeprioritizedforimprovements.Ifappropriate,theseimprovementsmayoccuratanearbyfacility(suchasaparallelroute)incaseofcut‐throughsituationsorinadequateuseofafacilitybasedonitsfunctionalclassification.

PavementCondition–Thequalityofthepavementconditionisamajorfactorinprovidinghigh‐qualityaccessandmobility.Therefore,roadwayswithlowerpavementconditionratingswillreceivehigherprioritythanlinkswithhigherratings.

PrimaryAccesstoCommercialAreas–TheCityofNorwalk’stransportationnetworknotonlyprovidesaccessforresidents,italsoplaysacriticalroleineconomicdevelopmentwithintheCity.Therefore,facilitiesthatareproximatetoPriorityDevelopmentzonesand/ortargetedcommercialareasmayserveasimportantaccessroutesforeconomicdevelopmentactivitiesandshouldreceivepriorityoverroadwaylinksthatarefurtherfromtheseareas.ConsultationwiththeCity’sRedevelopmentand/orPlanningandZoningStaffshouldbemadetodetermineiftheareafallswithinornearoneoftheCitieseconomicdevelopmentareas.

TransitCorridor–Transithastheabilityoftransportingamuchlargernumberofusersthananyothermodeoftransportation.Assuch,emphasisonfacilitiesthatservepublictransportationcanpotentiallybenefitmobilitytothegreatestextent.Transitcorridors,consequently,willbeprioritizedforimprovements.



1.2.2.4 Goal 4: Degree of Support

DegreeofPublicSupport–AsemphasizedthroughoutthisChapter,publicinvolvementduringallstepsofthisprocessiscrucial.AprojectthatiswellreceivedbymostinterestedpartieshasahigherchanceofsuccessandislikelytobemorebeneficialtotheCity.Thus,projectswithahigherlevelofsupportwillbeprioritizedforimprovements.

PotentialFundingSources‐AvarietyoffundingalternativesexistsfortransportationimprovementsasidefromCitymoneys.Projectswithalternatefundingsources,eitherpartialorfull,havesomeadvantageoverthosethatwouldrequirefullCityfunding.

1.2.3 Project Need Form

ThisstepintheprojectdevelopmentprocessleadstocompletionofaProjectNeedForm(PNF).ThePNFprovidessufficientmaterialtoallowCitystafftounderstandthetransportationneed(s),andresultsinoneofthefollowingthreeoutcomes: Verificationoftheproblem,need,oropportunitytoenableittomoveforwardfor

considerationofdesignefforts;

Determinationoftheleveloffurtherprojectplanningwarranted;or,

Dismissalofaprojectfromfurtherconsideration.

AcopyoftheProjectNeedFormisprovidedinAppendixofthisreport.ElectronicversionsofthisformandinstructionsforcompletioncanbefoundontheCityofNorwalk’swebsite(www.norwalkct.org).Atthebeginningofthisprocess,theproponentshouldmeetwithappropriateCitystaff.Thisproactive,informalreviewandconsultationcanhelpensuretheprojectwilldevelopwithfewerproblemsinfuturephases.TheProjectNeedFormisimportanttodefinethecondition,deficiency,orsituationthatindicatestheneedforaction—theprojectneed.Thestatementshouldbesupportedbyfacts,statistics,orevenbyplansorphotographstotheextentthatinformationisavailable.Itiscriticalthattheproponentunderstandthatproject“need”isnotaproject“description”(suchas“replaceabridge”or“reconstructaroad”).Thatapproach“decides”theprojectoutcometooearlyintheprocess.AgoalofthePNFistostate,ingeneralterms,thedeficienciesorneedsrelatedtothetransportationfacility(suchas“thebridgeisstructurallydeficient”or“thepavementisinpoorcondition”).TheProjectNeedFormshoulddocumenttheproblemsandexplainwhycorrectiveactionisneeded.Exampleofaneedcouldbe:


Theintersectionishazardous.Thehigh‐crashrateattheintersectionillustratesthisproblem.

Thereissignificantcongestionattheintersection.Duringpeakperiods,trafficfromthesidestreethasdifficultyexitingontothemainstreetandlongqueuesdevelop.

Thereisnoformalaccommodationforbicyclesorpedestriansbetweentheelementaryschoolandthelargeresidentialneighborhoodtothenorthwhereasignificantportionofthestudentbodylive.

Thepurposeofaprojectisdrivenbytheseneeds.Asexamples,thepurposemightbetoimprovesafety,toenhancemobility,toenhancecommercialdevelopment,toimprovestructuralcapacity,toenhancepedestrianandbicyclemovement,etc.,orsomecombinationofthese.TheTransportationEvaluationCriteriadiscussedabovearepartoftheProjectNeedForm,andwillallowtheCitytoobjectivelydevelopapreliminaryprojectprioritylist.

1.2.3.1 Identify Project Constituents and Public Outreach Plan

Whendefiningtheprojectneed,theproponentshouldalsothinkaboutpublicsupportoftheproject.Toachievethis,theProjectNeedFormincludesadegreepublicsupportsection.Todemonstratethedegreeofsupport,theProponentshouldincludewiththeProjectNeedForm: Identificationlikelyinterestedpartiesandstakeholders;

Documentationofpublicoutreachandfeedbacktodate(ifany);and

Outlineofapublicparticipationprocessformovingforward.

Itisimportantthattheproponentbefairandobjectiveinselectingwhomightbeinterestedinaparticularproject.Simplyidentifying“supporters”and“likeminded”individuals,whileexcludingpotential“detractors”and“alternativeminded”individuals,doesnotservetoadvancetheprojectcooperatively.Ifunsure,theproponentshouldworkwiththeCitystafftoidentifyandseekassistanceinreachingouttoallpossiblyaffectedparties.

1.2.3.2 Project Need Form Review

OncetheProjectNeedFormisprepared,itissubmittedtotheCitystaffforinitialreview.TheintentoftheProjectNeedFormreviewprocessistoallowtheproponenttoproposeaprojectatitsmostbasicleveltotheCity.Throughthisprocess,Citystaffcanprovideguidanceforprojectscopingandplanningconsiderations,inadditiontosuggestionsforlikelystepsneededforprojectapprovals.Thisguidancecanbeveryvaluable,especiallyifgivenbeforetheproponentinvestssignificanttimeandresourcesintheprojectdesign.



Throughthisreview,theproponentmaybeaskedtoanswerquestionsthatarisefromthePNFreview,toprovidefurtherdocumentationonthealternativesconsidered,and/ortocomplete(additional)publicoutreach.AftertheProjectNeedFormhasbeenreviewedandevaluatedbytheCity,theprojectwouldbeinsertedonthepreliminaryprioritylistbasedonthepointsscoredonthePNFpertheTransportationEvaluationCriteriadiscussedpreviously.Iftheprojectplaceshighenoughonthelist,itwouldthenbecomeeligibletomoveintoPlanning/PreliminaryDesign(StepII).Someprojectsthatarestraightforward,oraresupportedbypriorplanningstudies,areexpectedtomovedirectlytoProjectInitiation(StepIII).

Step I Outcomes

ThefollowingarepotentialoutcomesfromStepIofthedevelopmentprocess: AgreementbytheprojectproponentandtheCityontheproblemandproject

definition(extentandmagnitude)toenableittomoveforwardintoplanning/design(nofurtherdocumentationrequired);

Determinationthatthereisaproblem,need,oropportunitytoaddressbutfurtherprojectplanningiswarrantedtobetterdefinetheprojectneed(resubmissionofPNF);

Adviceonalternativestoconsiderintheplanning/preliminarydesignprocess;

Placementoftheprojectinthepreliminaryprioritylist;or

Arecommendationthattheprojectneedisnotgreatenoughtoadvancetoimplementation/designeffortsand(initscurrentform)shouldbedismissedfromfurtherconsideration.

1.3 Step II: Planning/Preliminary Design

Inthisphase,theproponentadvancestheprojectdesignataminimumtotheextentthatissues,impacts,andpotentialapprovalsrequiredcanbeidentified.TheProjectNeedFormanditsreviewwillhelptooutlinethescopeofissuestobeconsideredinthisphase.Thelevelofplanninganddesignneedwillvarywidelybasedonthecomplexityoftheproject(fromstreamlinedtomoreinvolvedandcomplex).Amoreinvolvedalternativesanalysisisintegratedaspartofthisprocessforallnewfacilities.Itisalsorequiredforimprovementorexpansionprojectswherethefeasibilityofachievingthedesiredenhancementswithacceptableimpactsandreasonableinvestmentisunclearattheoutset.DuringthereviewoftheProjectNeedForm,thenecessarylevelofeffortandresponsibilitiesforplanningwillbedetermined.TypicalplanningrequirementsfordifferentprojecttypesareillustratedinExhibit1‐2.


Forastraightforwardproject(examplesmightincludeasidewalkproject,roadwayresurfacing,oratrafficsignalequipmentupgrade),theproponentcanseekapprovaltoproceeddirectlytoProjectInitiationfromtheProjectNeedForm.Inthiscase,theproponentdefinestheactionsproposedtoaddresstheprojectneed(s),describesthealternativesconsidered(ifnecessary),anddocumentsanyanticipatedimpactsaspartoftheProjectNeedForm.(Thismayalsobethebestapproachwheredetailedplanningfortheprojecthasalreadyoccurredandisdocumented).Formorecomplexprojects(asexamples,ifthereareseveralalternativestoconsider,iftherearecontextualconstraintswhichaddcomplexitytothesolution,orifthereiskeenpublicinterest),theproponentshouldadvancetheproposedprojectfurthertoprovidetheCitywithsufficientinformationforthenextstepintheprocess,ProjectInitiation.



Exhibit 1‐2 Likely Planning Approaches for Different Types of Projects

Likely Planning Approach

Project Need

Form

Project Planning Focused on a Clear and Feasible Solution and

Minor Variants

Full Alternatives

Analysis System Preservation Roadways, Sidewalks, and Multiuse Paths Resurfacing Reconstruction/Reconfiguration within Existing Pavement

Bridges Rehabilitation Replacement System Improvement or Expansion New Roadway or Multiuse Path Widened Roadway, Sidewalk or Addition or Multiuse Path Widening

Intersection, Roundabout, or Traffic Signal Modification

New Interchange or Interchange Reconfiguration Median, Roadside Safety, or Signage Improvements Traffic Calming, Streetscape, Lighting, or Transit Enhancements

New or Widened Bridge New or Expanded TDM/Park-and-Ride Lot New or Expanded Traffic Management System Required Suggested for projects categories indicated and required for more complex projects with each category

1.3.1 Project Planning Report/Preliminary Design

ProjectsthatrequirefurtherplanningwillresultinthepreparationofaProjectPlanningReport.Manytraditionalplanningstudiessuchascorridorstudies,functionaldesignreports,andlocationstudiescanserveasaprojectplanningreportifdoneinafashionthatisconsistentwiththeprinciplesofthisTransportationDesignGuideandcompletedwithpublicparticipation.AgeneralizedoutlineforthebasicprojectplanningprocessisprovidedinExhibit1‐3.Itisexpectedthatthisoutlinewillbetailoredforeachproject.Theprocessdescribedisnotintendedtobeoverlyprescriptiveorburdensome.Rather,theprojectproponentisencouragedtotailoractivitiesappropriatetotheextent,complexity,andtypeofprojecttoensurethatallprojectbenefits,impacts,andcostsareobjectivelyestimated.Aspartofthisprocess,theproponentshouldalsoconductapublicparticipationprogram,provideinformationregardingtheproject’sconsistencywithstateandregionalpolicies,


anddecide,basedonalltheinformationgatheredintheplanningprocessaswellaspublicinput,whethertocontinuetheprojectdevelopmentprocessandsubmitaProjectInitiationForm(PIF)underStepIII.Regularcheck‐inmeetingswiththeCityarehelpfulthoughthisprocess.Thedetailedstepsintheplanningprocess,asoutlinedinExhibit1‐3,arefurtherdescribedinthefollowingpages.Exhibit 1‐3 Overview of Project Planning Tasks

Part A: Define Existing Context, Confirm Project Need(s) Establish Goals and Objectives

Inventory and Data Collection/Site Walk Definition of the Community Context Definition of Transportation and Land Use Functions Project Goals and Objectives

Part B: Initial Public Outreach

Early Local Issues Meeting Environmental Agencies Coordination Individual Outreach Meetings

Part C: Project Definition

Development of Alternatives (if necessary) Establishment of Basic Design Controls Define Future Conditions (if necessary) Screening of Alternatives Project benefits Project Impacts Consistency with appropriate policies and plans Cost

Part D: Project Review and Refinement

Project Presentation Meeting Resource Agencies Coordination Alternative Refinement Concept Engineering Plans Evaluation Matrices

Part E: Final Recommendations

Project Definition Description of the proposed project and project alternatives considered

Project Benefits and Impacts Project Consistency with City Policies and Plans Public Participation Process Documentation of planning public participation process

Final Recommendations



1.3.1.1 Part A: Define Existing Context, Confirm Project Need(s), Establish Goals and Objectives

Thefirststepistoconfirmprojectneedthroughaninventoryofexistingconditions.Oncetheprojectneedisconfirmed,theproponentshouldclearlyarticulatethegoalsandobjectivesfortheproject.Thelevelofalternativesanalysisanddetailnecessaryisdirectlyrelatedtothecomplexorstraightforwardnatureoftheproject.

Inventory and Data Collection/Site Walk

Asitevisitshouldbethefirststepinprojectplanning/preliminarydesignasitprovidesanopportunitytoviewtheprojectareainmoredetail.Ifappropriate,localprojectconstituentsandtechnicalspecialistsfamiliarwiththefeaturesorconcernsrelatedtotheprojectshouldbeinvitedtoprovideadditionalperspectives.Informationshouldbecompiledorcollectedtoprovidetherangeofdataappropriatefortheproject.Keyitemstoinvestigateduringasitevisitaredescribedbelow: Contextresources(environmental,cultural,historic,andman‐madeconstraints)are

mappedfortheprojectarea.

Traveldemands(forallmodes)andcrashdataarenecessarytoidentifyanycapacityand/orsafetyproblems,orpotentialsafetyproblems.SomeorallofthesedatamayalreadyhavebeencollectedtocompletetheProjectNeedsForm.

Pavementandstructuresufficiencyandinventoryinformationishelpfulindeterminingtheextentoftreatmentnecessaryforthesefeatures.Apavementmanagementsystemevaluationandratingisrecommended,alongwithphotodocumentationofthesite.Onceagain,someorallofthesedatamayalreadyhavebeencollectedtocompletetheProjectNeedsForm.

Anaccessaudittosurveyaccessibilityelementssuchas:curbramplocations,slopes,andobstacles;locationofcrosswalks;audiblesignals;transportationsignage;sidewalkwidth,slope,andobstacles;connectivity;anddriveway/sidewalkintersections.

Hydraulicanalysistohelptodeterminehydraulicadequacyofthestructureortheeffectonthefloodplainwherebridgesorstructuresareinvolved.

Right‐of‐wayinformationhelpstoidentifypropertyownersandpropertylines.

Utilityinformationisusefulindetermininganyspecialneedsrequiredforutilityrelocation(s).

Adetailedsurveyoftheprojectareahelpstoidentifythelocationofvariousfeaturesandresourcespotentiallyaffectedbytheproposedimprovement(althoughitisnotnecessaryatthispointintheprojectdevelopmentprocess).


Definition of Community Context

Itisimportantfortheprojectproponenttounderstandtheplanningcontext,landuses,andcharacteroftheprojectlocationandsurroundingcommunity.Localknowledgeorasitevisitisimportantinunderstandingsurroundinglandusesandcommunitycharacter.AUSGStopographicbasemap,GISmappinginformation,andorthographicphotoscanbeusedtoidentifyanddocumentvariousaspectsofthearea.Theseguidescanshowsurroundinglandusesandlandcover(openfields,forestandforesttypeifknown,agriculturalland,town,village,city,orcommercialcorridors);visuallydistinctareassuchasbuildings,landforms,valleys,hilltops,notches,waterbodies,rivers,streams,andwatercourses;prominentviewsandvistasalongtheroad;publicfacilitiesorplaces;recreationalfacilities;trees;andtherelationshiptointersectingroadsandactivitycenters.SomeofthisinformationmayalsobeavailablefromthepreviouslycompletedPNF.

Definition of Transportation and Land Use Functions

Itisimportantfortheprojectproponenttounderstandthemulti‐modalaspectsoftheprojectlocation.Duringthesitevisit,theprojectproponentmustbecognizantofbicycleandpedestrianmovements,orthepotentialforthesemovements,andpublictransportationavailability.Theproponentshouldalsobeawareoftheproximityofconnectionpointsforothermodesoffreightandpassengertransportation.Anytransportationsolutionmustconformwithlocalandregionalplans.Pertinentsectionsofthelocalandregionallanduseandtransportationplansshouldbereviewedaspartofthisprocess.Thisincludestransportationandlanduse,localandregionalpoliciesastheyrelatetotheprojectlocation,theroadwayinvolved,andtheneighborhood.Designatedgrowthareas,historicdistricts,designatedscenicroadsandareas,uniquenaturalareas,andareasdesignatedforfutureaccessmanagementbyofficialcitymapsshouldbeacknowledgedinthevicinityoftheprojectlocation.Itisimportantthatfutureplannedlandusesbeunderstoodandthecity’sgoalsforgrowth,protectionofnaturalandhistoricresources,andfuturetransportationfacilitiesbeacknowledged.

Project Goals and Objectives

Frominformationobtainedduringdatacollectionandtheinputreceivedfrominterestedparties,theprojectproponentwilldefinegoalsandobjectivesfortheprojectconsistentwiththeplansandpoliciesoftheCity.Theneedsfortheprojectmustconclusivelyshowthattheprojectisjustified.Thelanguageshouldbeclearandunderstandabletothelayperson.

1.3.1.2 Part B: Initial Public Outreach

Publicoutreachandinputinaprojectshouldbeginearlyinprojectplanningandbeforethereisarecommendedcourseofaction.Thisprocessstartswithanearlyinformationalmeetingandcontinuesatstrategicmilestonesduringtheplanningprocess.Effortshouldbemadetoreachabroadspectrumofinterestedpartiesatthisearlyprojectstage.



PlanningforlargerormorecomplexprojectsmightalsobewellservedbytheestablishmentofanadvisoryTaskForceorSteeringCommitteeattheoutset.Thelevelofpublicoutreachatthisstageshouldbecommensurabletothecomplexityoftheproject.GeneralpublicoutreachguidelinesandtoolsaredescribedinSection2‐1.9ofthischapter.

Local Issues Meeting

A“LocalIssuesMeeting”shouldbeheldearlyintheplanningprocess,aimedprimarilyatgatheringlocalcomments.Thismeetingisnotaforumtopresentproposalsordevelopsolutions.(Forlargerprojects,morethanoneLocalIssuesMeetingmayberequired.)Thismeetingshouldalsoservetofosteraworkingrelationshipwithlocalcommunitymembers.Thisisaccomplishedbylisteningtoissuesandideasandmakingeveryattempttoincorporatesoundandcosteffectivesuggestionsintotheanalysisofalternatives.CommentsfromtheLocalIssuesMeetingneedtobedocumentedandmadeavailabletoallwhowerepresent,ortothosewhorequestthem.TheminutesoftheLocalIssuesMeetingshouldbeincludedintheprojectreportandkeptatanaccessiblecentrallocationattheCityoffices.FollowingtheLocalIssuesMeeting,theprojectproponentmustevaluatethecommentsreceivedandensurethatappropriatedetailsareintegratedintotheproject.Oncetheissueshavebeenidentified,oneoftheprojectproponent’sbiggestchallengesistobalancetheseissueswithalloftheotherprojectissuesandworktoincorporatecommunityconcernsinprojectdecision‐makinganddesign,asappropriate.Itisimportanttogivedueconsiderationtoallcommentsexpressedthroughthepublicprocess.

Environmental Agencies Coordination

RegulatoryagenciesthathavearoleinprotectingtheCity’sresourcesandaresponsibilitytoissuepermitsfortransportationprojectsthataffecttheseresources,incoordinationwithregional,and/orstateresourcestaff(ifapplicable),mayprovideavailableresearchinformationfortheLocalIssuesMeeting.Dependingonthecomplexityoftheprojectandresourcespresentintheprojectarea,theseagenciesshouldbeinvitedtothemeetingandgivenanopportunitytopresentissuesorconcerns,eitherinwritingbeforethemeetingorinpersonatthemeeting.Theagency’spreliminarycommentsregardingwhetherresourcesarepresentintheproblemareaandtheirextentandpotentialsignificanceisvaluableinsightatthisstageofprojectdevelopment.Theresourceagenciesshouldbegivenasmuchadvancenoticeofthemeetingaspossible.Ideally,environmentalissuesareidentifiedthroughthisprocessandpublicresponsetotheissuesissought,asappropriate,atthemeeting.However,theformalinter‐agencydiscussionandresolutionofregulatoryissuesoccursduringlaterstepsintheProjectDevelopmentProcess.

Helpful information on public outreach is provided in Section 1.9 of this chapter.


Individual Outreach Meetings

Theremaybekeyindividuals,localofficials,agencies,oradvocacygroupsthatmaynotbeattheLocalIssuesMeetingbutwhomaybeworthseekingoutforvaluableinput.Theseindividualsorgroupsareoftenidentifiedatthelocalmeetingbyalocalofficialorresidentsaying“youshouldreallyspeaktosoandso…”Theprojectteamshouldallowtimetoconductinformaloutreachmeetingstoroundoutitsunderstandingofprojectissues,opportunities,andconstraints.Anysignificantissuesthatdevelopoutoftheindividualmeetingsshouldberecountedtothecommunityastheprocessevolves.

1.3.1.3 Part C: Project Definition

Afterinitialpublicoutreach,thenextstepsaretorefineprojectgoalsandobjectives,reviewalternatives,anddefinetheproject.Thesestepsshouldreflectcommentsreceivedduringthepublicandagencyoutreachdescribedabove.

Development of Alternatives

Severalreasonablebuildalternativesmightneedtobeinvestigatedandconsidered.AlternativesshouldbedevelopedusingthedesignguidanceprovidedinthisTransportationManagementGuide.Insomecases,onlycursoryreviewofalternativesmayberequired.Ifoneormorebuildscenariosaredeveloped,theyshouldincludethefollowinginformation: Alternativetypicalroadwaysectionsaddressingtheneedsofallusers.

Multi‐modalaccommodationandoperationalassumptionsregardingallocationofright‐of‐way,trafficcontrols,andenhancements.

Accessibilityissues,especiallyslopeorcross‐slopeconcernsthatmaybedifficulttoresolve.

Compatibilitywithadjacentlandusesanditsassociatedactivity.

Conceptualroadwayorprojectalignment(existingandproposed),approximatelimitsofimpact,andapproximateboundariesofresources.Ascaleof100feetperinchisusefulfortheseconcepts.Forsmallerproblemareassuchasurbanlocations,intersections,andbridges,asmallerscale(40or50feettotheinch)shouldbeused.(Profilesheetswouldonlybedevelopedfortheareaswithproposedgradechanges.)

Criticalcross‐sections,definedaspointswherestructuresandresourcesareavoidedorimpactedbythetypicalsection.Structuresaredefinedasbuildings,bridges,walls,andculverts(48inchesorlarger).

Costestimates



Theprojectproponentmusttakecaretoexaminemulti‐modalneedsandpossibilitiesforimprovementsduringthealternativedevelopmentprocess.Thesepossibilitiesaretobeaddressedandthefeasibilityandpotentialofeachoptiondiscussed.TransportationSystemsManagement,TravelDemandManagement,TrafficCalming,andIntelligentTransportationSystemsmayalsobereasonablealternativestoevaluate.

Establishment of Basic Design Controls

Basicdesigncontrolsserveasthefoundationforestablishingthephysicalform,safetyandfunctionalityofthefacility.Somedesigncontrolsareinherentcharacteristicsofthefacility(forexample,itscontextandtheexistingtransportationdemandsplaceduponit).Otherbasicdesigncontrolsareselectedordeterminedbythedesigner,workingwiththeproponent,toaddressaproject’spurposeandneed(forexample,thelevelofserviceprovidedtopedestrians,bicyclists,anddrivers).Selectingappropriatevaluesorcharacteristicsforthesebasicdesigncontrolsisessentialtoachieveasafe,effective,contextsensitivedesign.Section1,Chapter2oftheTMPillustratesthebasicdesigncontrolsandtheirinfluenceonthephysicalcharacteristicsofaroadway: RoadwayContext,includingAreaType,RoadwayType,andAccessControl(Section

1,Chapter2.2)

RoadwayUsers(Section1,Chapter2.3)

TransportationDemand(Section1,Chapter2.4)

MeasuresofEffectiveness(Section1,Chapter2.5)

Speed(Section1,Chapter2.6)

SightDistance(Section1,Chapter2.7)

Thesebasicdesigncontrols,onceestablished,arecarriedforwardthroughprojectdesign.

Define Future Conditions

Projectsthataredevelopedshouldserveausefulfunctionforsometimeintothefuture.Projectsthatinvolvesignificantcapitalinvestmentaregenerallyassumedtohavea20‐yearlifewhileprojectsoflesserinvestmentaregenerallyassumedtohaveafive‐yearorten‐yearlife.Thisassumptionrequirestheplannertoanticipatewhatisgoingtohappentotransportationdemandsinthefuturewithandwithouttheprojecttoassesstheproject’seffectivenessatmeetingneeds.Section1,Chapter3(Subsection3.4),presentsimportantconsiderationsinforecastingtransportationdemandforprojects.

Screening of Alternatives

Ifseveralalternativesarebeingconsidered,theyshouldbefullydescribedwithconciseandillustrativegraphicsorplans.Totheextentthatprojectdesignelements(i.e.,sidewalks,bikelanes,travellanes,bridgetypes,etc.)areknown,theyshouldbedescribed.

Visual depictions of project alternatives are useful to convey the full extent of the project.


Alternativesshouldbedevelopedtocomparablelevelsandtheproject’seffectsshouldbedescribedtothemaximumextentknownatthispointintheprocess.Theanalysisthatiscompiledandsummarizedshouldcharacterize: Benefits

Impacts

Consistencywithcityplansandpolicies

Costs

Thecostofaprojectisasignificantportionofthetransportation‐relateddecisionmakingprocessandshouldbejustifiedbyimprovementsinsafety,publicneedand/orassetmanagement,balancedwithenvironmentalandothercontextualconstraints.Therefore,thecostestimateproceduremustbeunbiasedandcomprehensive(toincludeallengineeringandpermitting,right‐of‐way,utilityrelocationcosts,mitigationcosts,andconstructioncosts).Itmustplaceallreasonablealternativesonthesamelevelforfairnessintheselectionprocess.Analternativewithtoohighofanestimatemightbeeliminated,whileanalternativewithalowestimatecouldbeselectedduetomisrepresentation.Atthisstage,itisalsoappropriatetostartthinkingaboutprojectfunding.Thisincludesanexplorationoffundingsources,theirrequirementsandrestrictions,obligationsforlocalshareofprojectcosts,otherpartneringopportunities,etc.

1.3.1.4 Part D: Project Review and Refinement

Oncealternativeshavebeenconsideredandtheprojectbetterdefined,theproponentneedstoensurecontinuedpublicandagencyinvolvementintheprojectreviewandrefinementprocess,asoutlinedbelow.

Project Presentation Meeting

Theprojectproponentshouldholdapublicmeetingandinvitetheconstituentsaspreviouslydefinedtooverviewthealternativesconsidered,theproposedproject,andtosolicitinput.Iftheprojectasdefinedisunacceptable,theprojectproponentshouldattempttoresolveanyconflicts.Failingthis,theprojectproponentshoulddevelopnewalternatives,andscheduleanewProjectPresentationMeeting.Thisprocessshouldcontinueuntilapreferredalternativeisdetermined.Duringthesemeetings,itishelpfultoprovidehandoutmaterialsthatpresenttheprojectanditsalternativessothattheparticipantshaveareferencetoreview.Avisualdepictionofeachbuildalternativeisbeneficial.Thevisualrepresentationshouldbepreparedsothatalaypersoncanunderstandthealternativebeingpresented.An



exampleofhowaprojectmightbepresentedisprovidedinExhibit1‐5.Theprojectproponentshouldfacilitateadiscussionofhoweachalternativeaddressestheneedsoftheprojectaswellasitsdrawbacks. Exhibit 1‐5 Example of Visual Representation of a Project Alternative

Plan View

Cross-sectional View

Source: King Street Corridor Study, Northampton, MA 2003

MinutesoftheProjectPresentationMeetingneedtobedocumentedandmadeavailable.Theseminutesareimportanttodocumentpubliccommentsthatmaybevaluableinput


tothedesignprocessandtoensurethattherearenomisunderstandingsconcerningoverallpublicconsensusontheprojectasdefined.Theminutesshouldbesenttoallattendees,cityofficials,andotheragenciesthathaveprojectjurisdictionorspecialexpertise,andmadeavailabletothepublicatanaccessiblemunicipallocation.Therecipientsoftheminutesshouldhaveasettimeperiodfromthepostmarkeddatetocontestthemandaddclarifications.

Resource Agencies Coordination

Forprojectswithanticipatedimpactstosensitivenaturalandmanmaderesources,thisisanappropriatetimeintheprocesstoassessfuturerequirementsforprojectdevelopmentwithaffectedregulatoryagencies.Theproponentshouldsolicitcommentsfromresourceagenciesregardingtheirviewsonthevariousalternativesunderconsideration,therequiredenvironmentalpermits,andtheprocessmovingforward.

Alternative Refinement

Inputreceivedfromthepublicortheaffectedenvironmentalresourceagenciesmayrequirerefinementtothepreferredalternative(s).Theserefinementsmayinvolveminorchangestopreviouslydevelopedconceptsorthedevelopmentofaconceptualengineeringplanforthepreferredactioningreaterdetail.(Itisimperativethattheagenciesbeinformedofanyprojectchangesthattakeplaceduringthe“ProjectPlanning”and“ProjectDesign”phasesofthedevelopmentprocess.)Theinformationdevelopedduringthistaskshouldbeasaccurateaspossibleatthisstageofprojectdevelopmentasitmaybethebasisforearlyenvironmentaldocumentationoraspartofanapplicationforprojectfunding.

1.3.1.5 Part E: Final Recommendations

Inthislastcomponent,theproponentdocumentstheprocess,publicoutreach,anddecisionsmade,asdescribedbelow.

Draft Report

Followingpublic,local,andenvironmentalagencyreviewofthealternativesandproposedproject,theplanningreportcanbecompletedandmadereadyforreview.Theplanningreportdocumentstheneedfortheproject,existingandfutureconditions,alternativesconsidered,publicoutreachoutcome,andthesolutionrecommended.Itisimportantthat,ataminimum,thereportsummarizethe: ProjectDefinition:

Descriptionoftheproposedprojectandprojectalternativesconsidered

ProjectBenefitsandImpacts

ProjectConsistencywithCityPoliciesandPlans



PublicOutreachProcess:

Documentationofpublicoutreachduringplanningprocess

FinalRecommendations

Theprojectproponentmay,attheirowndiscretion,distributethedraftreporttotheappropriatelocalofficials,staff,orkeyprojectconstituentsforreview.Theprojectproponentmayalsoelecttohavefinalpublicreviewoftheplanningrecommendationsbyholdinganadditionalpublicmeetingorbynotifyingpastprojectparticipantsoftheavailabilityofthedraftplanningreportatanaccessiblemunicipallocationforreview.

Final Planning Report

Uponreceiptofcommentsandpublicinput(ifsoughtonthedraftreport),theprojectproponentwillfinalizethereport.

1.3.2 Detailed Alternatives Analysis

Amorecomplexsetofneedsmaywarrantamoredetailedplanningandconceptualengineeringreviewofalternatives,theirimpactsandbenefits,andimplementationissues.Thisisparticularlytruewhenitisunclearwhatactionsare“feasible”toaddresstheidentifiedneeds.Inthiscase,theproponentshoulddevelopbaseinformation,documentresources,andcompletetransportationplanninganalysisandconceptualengineeringofthealternativesinmoredepthtoverify“projectfeasibility”andthepreferredaction.Thislevelofalternativesanalysisisappropriateforallnewfacilitiesandforimprovementorexpansionprojectswherethefeasibilityofachievingthedesiredenhancementswithacceptableimpactsandreasonableinvestmentisunclearattheoutset.Thekeyobjectivesofthiseffortaretoassessalternativestodeterminetheirengineeringfeasibility,environmentalimpactsandpermitability,economicviability,andpublicacceptance.

1.3.3 Review of Planning Efforts

Uponcompletionoftheprojectplanning/preliminarydesigneffort,theprojectproponenthasessentiallytwooptionsbasedonitsoutcome:delayordroptheprojectfromconsideration,orsubmititwithaProjectInitiationFormandPriorityWorksheettoadesignatedDPWStaffPlanReviewTeam(orsimilarbodydevelopedforthisprocess)forreview,asdiscussedinthenextsection.Theintentofthisprocessistoallowtheproponenttopresentaprojectforreviewandpreliminaryfundingconsideration.


Throughthisreview,theDPWStaffPlanReviewTeamcanprovideinsightonprojectdesignconsiderationsinadditiontolikelystepsneededforprojectapprovals.Withthisapproach,valuableguidancecanbeprovidedpriortotheproponentinvestingsignificanttimeandresourcesinprojectdesign.Ideally,atthisstage,theprojectwillbewelldocumented,locallyreviewedandendorsed,andproceedtoStepIII:ProjectInitiation,asoutlinedinthefollowingsection.

Step II Outcomes

Thedecisionsthatareexpectedatthispointintheprojectdevelopmentprocessare: Consensusonprojectdefinition(orprojects,wheremultipleprojectsresultfromthe

planningprocess)anddecisiontosubmitaProjectInitiationFormtoenableittomoveforwardintoenvironmentaldocumentationand/ordesign;or

Arecommendationthattheprojectbedismissedfromfurtherconsiderationordelayed.(ThiswouldreflectacasewheretheinterestintheprojectmayhavewanedthroughtheProjectPlanningReportreviewif,inthesponsor’sanalysis,theissuesidentifiedcounterbalancetheexpectedbenefits,thusreducingtheproject’slikelihoodforafavorableoutcomeinthesubsequentreviewandprogrammingphase.)

1.4 Step III: Project Initiation, Prioritization, and Programming

IfaprojectistobeconstructedwithCityfunds,theprojectneedstobeapproved,prioritized,andprogrammedbyCityStaffandtheDPWStaffPlanReviewTeam.Thethirdstepintheprocessformallybeginsthereview,evaluation,prioritization,andprogrammingoftheproject.ThisstepisillustratedinExhibit1‐6.Theprogrammingoftransportationimprovementscanbeacomplexandsometimeslengthyprocessinvolvinglocal,state,andfederalagencyapprovals,dependingonthescopeoftheproject.Publicsupportfortheprojectiscriticalandcansignificantlyaltertheimplementationprocessandschedule.

1.4.1 Project Initiation Form

TheProjectNeedFormorProjectPlanningReportdetailthefinalrecommendationsfortheprojectresultingfromearlyprojectplanning.ThenextstepintheprojectdevelopmentprocessinvolvessummarizingthefindingsanddirectiondefinedinaProjectInitiationForm(PIF)usedbyCityStaffandtheDPWStaffPlanReviewTeamforprojectreview,evaluation,andpotentiallyprioritizationandprogramming.ThePIFwill



becompletedbytheProponentandreviewedbyCityStaffandincludesthefollowinginformation: ProjectTypeandDescription,includinglocusmap

EvaluationoftheeffectivenessoftheProjectataddressingidentifiedneeds/issuesfromtheProjectNeedForm

AssessmentofthereadinessleveloftheProject,relatingtoprojectplandevelopmentandoutreach

Evaluationofprojectdetails,includingconceptualcostestimate,airqualitybenefitsandimpactstoright‐of‐way,environmentalresources,cultural/historicalresources,andenvironmentaljustice

ProjectNeedFormorProjectPlanningReportasanattachment

TheProjectInitiationFormforuseinthisprocessisprovidedintheAppendixtothischapter.


Exhibit 1‐6 Step III: Project Initiation, Prioritization, and Programming

City Staff Preliminary Review of Project Initiation Form

DPW Staff Plan Review Team review of Project Initiation Form

City Staff Compiles Preliminary Transportation Improvement

Program

Comments to Proponent

DPW Staff Plan Review Team Approves and adds to a Draft of

the City-wide Transportation Improvement Program

Project Does Not Proceed

Public Comments on Draft Transportation Improvement

Program

Development of Project Management Plan

Programming in City Budget

Environmental, Design and ROW Process

DPW Staff Plan Review Team Approves Final Transportation

Improvement Program

Project Initiation Form



1.4.2 Project Review and Evaluation

Atthisstage,theproposedprojectiswellenoughdefinedtobesubjectedtoaformalreview.Thisreviewfacilitatescomparisonoftheproject’sviabilitytootherprojectscompetingforlimitedfunds.ThePIFandprojectplanningdocumentsarereviewedbyCityStaffforcompletenessandtoidentifyissuesforconsiderationbytheDPWStaffReviewTeamduringtheirformalconsiderationoftheproject.TheDPWStaffReviewTeam,iscomprisedofstaffDPW,Planning,Citycounselors,andEngineeringandischairedbytheDPWCommissioner.TheDPWStaffReviewTeammustapprovealltransportationprojectstobeimplementedusingCityfunding.TheDPWStaffReviewTeammeetsmonthly,butonlyeverythreemonthsorsowouldbeaskedtoreviewProjectInitiationFormsandrecommendationspreparedbyCityStafftoverifyneeds,theeffectivenessoftheproposedprojectapproach,andtoprovidedirectiononnextsteps.ApreliminaryevaluationoftheprojectforfundingandprogrammingwithintheprioritiesoftheCityismadeduringthisstep(theprogrammingprocessisdiscussedinsubsequentsectionsofthisStep).Itisanticipatedthatadviceandguidanceforthenextstepsintheprojectdevelopmentprocesswillalsobeofferedatthisstage.Atthispoint,theDPWStaffReviewTeamcouldreachoneofthreeconclusions: Determinethatadditionalplanningisnecessarybeforeadecisioncanbereached

regardingthefutureoftheproject;

Determinethataprojectshouldmoveforwardintoprioritizationandpotentialdesignandprogramming;

Recommendthattheprojectbedismissedfromfurtherconsiderationduetolackofcurrentavailablefundsortheproject’slackofeffectivenessinaddressingidentifiedneeds.

ADPWStaffReviewTeampositiverecommendationdenotesthataprojectshouldbeconsideredeligibleforfunding.However,itdoesnotguaranteethattheprojectactuallyhasdedicatedfunding.

1.4.3 Project Prioritization

AfterapprovalbytheDPWStaffReviewTeam,projectsareforwardedtoCityStaffforreviewandassessmentforfuturetransportationresourceallocations.CityStaffalsoreviewprojectsthatarenotapprovedbytheDPWStaffReviewTeamandprovideadditionalcommentstotheProponentsothatfuturesubmissionscanbestreamlined.CityStaffmaintainalistofprojectsthatreceivedapprovalbytheDPWStaffReviewTeamduringafiscalyear.PriortotheCity’sannualbudgetdevelopmentprocess,projectsareprioritizedbasedonthetotalscoresfromtheProjectInitiationFormto


developaPreliminaryTransportationImprovementProgram.Anyprojectsthatwereonthepreviousfiscalyear’sTransportationImprovementProgramthatwerenotcompletedarere‐prioritizedonthecurrentDraftofTransportationImprovementProgram.

1.4.4 Project Programming

ThePreliminaryTransportationImprovementProgramdevelopedbyCityStaffisreviewedbytheDPWStaffReviewTeamforprojectprogrammingduringitsannualapprovalprocess.TheDPWStaffReviewTeamwillhavereviewedtheprojectspreviouslyandisthereforefamiliarwiththemeritsandissuesassociatedwitheach.TheDPWStaffReviewTeamvotesonapprovingeachprojectforinclusionintheDraftTransportationImprovementProgram,whichispresentedtothepublicforreview.Afterpublicreview,theDPWStaffReviewTeamvotesonapprovingeachprojectforinclusionintheFinalTransportationImprovementProgramwhichwillhavebeenamendedbasedonpublicinput.AtthistimetheDPWStaffReviewTeamestablishesaProjectManagementPlantodefinerolesandresponsibilitiesforthesubsequentfinaldesign,environmental,right‐of‐wayandconstructionstepsintheprocess.ThismayincludetheCitystaffadvancingthedesignthroughthenextsteps,hiringofoutsideconsultantstoadvancedesignefforts,and/orperhapsaskingproponentstofundadvancementofdesignelements.FundingforaprojectcanonlybeallocatedoncetheFinalTransportationImprovementProgramisapprovedandtheprojectisreadytomoveforward.

1.5 Step IV: Environmental, Design and ROW Process

StepIVbeginstheprocessofenvironmentalreview,projectdesign,andright‐of‐way(ROW)acquisition(ifnecessary)sothattheprojectcanbeconstructed.Thisprocessinvolvesfourdistinct,buttightlyintegrated,elements: PublicOutreach

EnvironmentalDocumentationandPermitting

ProjectDesign

Right‐of‐wayconfirmation/acquisition

Publicoutreachactivitiesandrequirementsareintegratedwithineachofthetechnicaltasks.Thiscontinualinvolvementwillhelptoensuretheproject’sultimatesuccess.Althoughthetechnicalrequirementsforenvironmental,design,andROWeffortsarepresentedsequentiallyinthisPlan,theseactivitiesareconductedconcurrentlyandina



coordinatedprocesstoensurethattheultimateprojectisacceptable,constructible,permittable,andaddressesthecustomer’sneeds.Alltheseactivitiesarekeyedtothedesignprocessschedule.

1.5.1 Public Outreach Plan and Requirements for the Environmental, Design, and Right‐of‐Way Process

Continuedpublicoutreachinthedesignandenvironmentalprocessisessentialtomaintainpublicsupportfortheprojectandtoseekmeaningfulinputonthedesignelements.Thispublicoutreachisoftenintheformofrequiredpublichearings,butcanalsoincludelessformaldialogueswiththoseinterestedinandaffectedbyaproposedproject.Atthispointintime,apublichearing,oropportunityforapublichearing,isrequiredforallhighwayprojectsaspartofaprocessthatalsoencouragesavarietyofcitizeninvolvementtechniquessuchasinformalpublicmeetings,briefings,workshops,orcharrettes.Publichearingsarerecognizedformalmeetingsheldatparticulartimesduringtheprojectdevelopmentanddesignphases.APublicHearingisrequiredforanyprojectthat: Requiresadditionalright‐of‐way;

Substantiallychangesthelayoutorfunctionsofconnectingroadwaysorofthefacilitybeingimproved;

Hasasubstantialadverseimpactonabuttingproperty;or

Hasasignificantenvironmental,socialoreconomic,orothereffect.

Anadditionalpublichearingwillbeprovidedwhentherehasbeen: Asignificantchangeintheproposedproject(ordesigndetails);

Identificationofsignificantenvironmental,social,oreconomiceffectsnotconsideredatearlierPublicHearings;

Substantialunanticipateddevelopmentintheprojectarea;and,

Anunusuallylongtimelapse(forexample,morethantwoyears)sincethelastpublichearing.

TherearemanyopportunitiesforpublicmeetingsorhearingsontheprojectthroughouttheprojectdevelopmentprocessasdescribedinSection2‐1.9ofthischapter.Allmeetingsshouldbeheldinaccessiblelocationswithmaterialsrelevanttothemeetingmadeavailableinalternativeformatsuponrequest.


1.5.2 Environmental Documentation and Permitting

Earlyinvolvementbytheprojectproponenttounderstandanddevelopaplanofactiontoaddresstheanticipatedenvironmentalconsequencesoftheprojectisessential.Thiseffortcanalsoshapeamoreenvironmentallyresponsiveandsustainabledesign.Thissectiondescribessomestandardprocedureswhichhelptoidentifyinitialprojectdesignparameters,initiateearlycoordinationwiththecommunitytoidentifyissuesspecifictotheproject,anddefineessentialinformationtoincorporateintothePreliminaryDesigntoinitiateearlyenvironmentalreviews.

1.5.2.1 Early Coordination

Earlycoordinationwithappropriateagenciesbytheprojectproponentshouldbeconducted.Someexamplesinclude: Localenvironmentalboardsandcommissionstoreviewtheprojectareaand

identifyanyspecificissuesorconcerns.

Localhistoricalcommission(s)byrequestingtheirreviewandcommentontheproposedscopeofworkand/oralocusplanshowingprojectlimits

CTDOT

Allcorrespondencefromtheearlycoordinationtasksshouldbedocumented,copiedtokeyprojectparticipants,andmadepartoftheproject’spermanentrecord.

1.5.2.2 Determine Other Applicable Federal, State and Local Environmental Laws and Requirements

Theproponent,ortheirdesignateddesigner,willberesponsibleforidentifyingandcomplyingwithallotherapplicablefederal,stateandlocalenvironmentallawsandrequirements.PreparingandprocessingthisenvironmentaldocumentationshouldoccurconcurrentwiththedevelopmentofthePreliminaryDesignplans.Theprojectproponentshoulddevelopachecklistoftheanticipatedenvironmentaldocumentationandpermitsandscheduleacoordinationmeetingwiththeappropriatepartiestoreviewtheseassumptionsandtheirrequirementsifnecessary.Projectdelayscanbeminimizedbyearlyandon‐goingcoordinationwithFederal,state,andlocalagencieswithjurisdictionbylaworspecialexpertise.

1.5.2.3 Preliminary Submission Environmental Review

TheCitywillevaluatethedatacollectedduringthePreliminaryDesignprocessandtheplanssubmitted.Theywilldeterminewhethertheprojectcanbedesignedtodesireddesigncriteria,orifdesignchangesormitigationplanswillberequiredtoresolveenvironmentalissuesandcommunityconcerns.IftheproposedprojectisunderStatejurisdiction,thentheproponentwillfollowtheOSTAguidelinesandprocess.Similarly,

Before initiating design, the designer should take time to review all prior planning documents and public input received on the project.



iftheproposedprojectisunderFHWAjurisdiction,thentheproponentwillfollowtheirprocess.

1.5.2.4 Define and Initiate Permit Process

Environmentalclearancesandpermitsshouldbesecuredasearlyoninthedesignprocessasispracticable.WhenusedinthisPlan,theterm"PermitProcess"referstoanyprocessorregulatoryprogramthatinvolvesobtainingapermitorsomeothertypeofsign‐offfromafederal,state,orlocalagency.IdentificationofapplicablepermitsiscompletedpriortothePreliminaryDesignSubmission.Initialcoordination,datagatheringcontinuesthroughoutthedesignprocess.Formalsubmissionofapplicationstoregulatoryagenciesshouldbedoneassoonastherequiredinformationisavailable,butnolaterthantheFinalDesignSubmission.Theprojectproponentisresponsibleforobtainingallrequiredpermits,butmayreceivesupportfromotherparties.

1.5.2.5 Complete Permit Processes

DuringtheperiodfromPreliminarybutnolaterthanFinalDesign,thedesignershouldcompleteandsubmitallnecessaryformsorapplicationstotheappropriateagenciesfortherequiredpermits.

1.5.3 Project Design

Therearegenerallythreemajorphasesofdesign,including: PreliminaryDesign

FinalDesign

Plans,Specifications,andEstimate(PS&E)

Astheprojectmovesintodesign,theprojectdefinedintheProjectPlanningphaseisdevelopedinmoredetailanddesigndocumentsfortheprojectareproduced.Itisimperativethatthedesignerisknowledgeableaboutthecontextoftheproject,abouttheissuesraisedduringplanning,andaboutthedesiresofthecommunity,theCity,andtheregulatoryagenciesconcerningprojectimplementationpriortoinitiatingthedesign.ThedesignprocessshouldcomplywithCityrequirementsand/orStateandFederalrequirementsifapplicable.

1.5.4 Right‐of‐Way

Layoutplans,descriptions,andordersoftakingarerequiredtoestablishhighwayrightofwayforallprojectswhichinvolvelandacquisitions.Allproposedlayoutsmustbeaccuratelycomputed.


Theprocessforacquiringrightofwayoreasementsneedstobeprogressedasthedesignprogresses.

1.5.4.1 Preliminary Right‐of‐Way Plans (Preliminary Design)

Whenlandacquisitionoreasementsareinvolved,thedesignershouldidentifyexistingandproposedlayout(locations)lines,easements,propertylines,cornermarkings,namesofpropertyowners,accesspoints,andthedimensionsandareasofestimatedtakingsandeasementsaspartofthePreliminaryDesign.

1.5.4.2 Preliminary Right‐of‐Way Plans (Final Design)

ThedesignerwillconfirmtheacquisitionsinthePreliminaryROWsubmittalareadequatefortheFinalDesign,orproviderevisedROWPlans.ROWacquisitioninformationshouldbepostedonthepreliminaryROWplanbythedesignerwhenthedesignerobtainstheinformation.

1.5.4.3 Final Right‐of‐Way Plans (PS&E Design)

AftertheLayoutorTakingdocumentsarerecorded,thepreliminaryROWplanwillbecomethefinalROWplan.

Finalize Layout Plans and Order of Taking

AssoonasfeasibleaftertheFinalDesignprojectapproval,LayoutPlansandtheOrderofTakingarefinalizedbythedesigner.

1.5.5 Completion of Environmental Permitting/Design/Right‐of‐Way Process

Theconditionsunderwhichtheprojectdesignandenvironmentalpermittingarecompleteandapprovediswhenalldocumentsnecessarytopublishthebiddocumentsarecomplete.Inadditiontoensuringcompletenessofthedesignandright‐of‐wayprocess,theproponentneedstoensurethatallnecessaryenvironmentalpermitsandclearancesarecomplete.

Step IV Outcomes

Adesignedandpermittedprojectreadyforconstruction.

1.6 Step V: Procurement

Onceadesigniscomplete,theprojectisorganizedwithinaconstructioncontract,andanopeninvitationtobiddersispublishedfollowingapplicableCity,State,andFederalprocurementprocedures.



1.7 Step VI: Construction

Afteraconstructioncontractisawarded,theproponentandthecontractorwillneedtodevelopaconstructionmanagementplan.Thepermittingagencies,localauthorities,andaffectedmembersofthegeneralpublicneedtobeinformedoftheplan.Theseentitiesshouldalsobenotifiedaschangesinconstructionareasandactivitiesoccurthroughouttheproject.

1.7.1 Public Participation During Construction

Beforeconstructionactivitiesbegin,theproponentandconstructionmanagermustdeterminetheappropriatetypeofpublicnotificationandparticipationneeded.Differentprojectsresultindifferenttypesofdisruptiontotransportationandothernearbyactivities.Forsimpleprojects,includingresurfacing,aminimaldegreeofpublicparticipationmaybeneeded.Forthesetypesofprojects,theproponentshould,ataminimum,notifyabuttersoftheimpendingconstructionactivity.Forcomplexprojects,theproponentmayneedtoscheduleaconstructionmanagementplanmeetingwithabuttersandotherprojectparticipants(localboards,interestgroups,businessassociations,etc.).Atthismeeting,theproponentcandescribethetypesofconstructionactivityneeded,constructionphasing,anddurations.Issuesandconcernsassociatedwiththeconstructionperiodcanbeidentifiedandadjustmentsmadetotheconstructionmanagementprogramtominimizecommunityimpactsasaresult.

1.7.2 Construction Management and Monitoring

Carefulmanagementandmonitoringofconstructionactivitiesisnecessaryformostprojectstoensurethatqualitystandardsaremaintained,environmentalcommitmentshonored,andcommunityexpectationsaremet.

1.8 Step VII: Project Assessment

ProjectAssessmentcanbeusedasatooltofurtherimprovetheprojectdevelopmentanddeliveryprocesses.Althoughcompletionofthisprocesswilldependupontheproponent,threeimportantpiecesofinformationcanbegatheredthroughthisbrief,informalprocess.Theseinclude: Constituentinputintoprojectdevelopmentprocess:

Weretheproponent’sexpectationsforguidance,review,andfeedbackmet?

Wastheprojecttimelinereasonable?

Wasthepublicoutreachprogramfortheprojectappropriateandeffective?


Werecommunityconcernsabouttheprojectaddressedandcommunitycommentsincorporatedintotheplanninganddesignprocesses?

Wereappropriatedesigncontrolsselectedfordeterminingthedesignoutcome?

Wastheprojectconstructioneffectivelymanagedsothatcommunityimpactswereminimized?

Constituentreviewoftheprojectdesignelements

Wastheprojectneedaddressed?

Istheresultingprojectconsistentwithitscontext?

Whatspecificdesignelementsarejudgedtobesuccessfulandrecommendedforfutureprojects?

Whatspecificdesignelementsarejudgedtobeunsuccessfulandshouldbereconsidered,andwhy?

Follow‐upofPunchListitems

Arethereprojectelementsthatstillneedtobecompleted?

Hastheprojectresultedinanysituationsrequiringfollow‐uporadjustmenttomeettheoriginalornewly‐createdprojectneeds?

1.8.1 Public Outreach

Publicoutreachisanticipatedthroughouttheprojectdevelopmentprocesstoensurethattheprojectcontinuestomeetitsintendedpurpose,benefitsfrominputandfeedbackfrominterestedcitizens,localandregionalgroups,andelectedofficials,andmaintainsstrongsupport.Publicoutreachisintegratedintoeverystepoftheprojectdevelopmentprocessdefinedinthischapter.Thisactiveparticipationwillensurearoleforthepublictohelpshapetheprojectthatemergesfromtheprocess.Itisparticularlyimportanttoprovideopportunitiesforpublicoutreachearlyinprojectplanning.

1.8.1.1 Identify Project Constituents

Earlyintheprojectdevelopmentprocess,theproponentshouldconsiderthepublicsupportfortheprojectandtheconstituencythatitserves.Projectconstituentsaregroupsandindividualsthatareinvolvedin,haveaninterestin,orareaffectedbyaproposedproject.Theycaneitherbeformalparticipantsintheprocess,orcanberepresentedbyotherparticipantsintheprocess.Differenttypesofprojectsinvolvedifferentconstituents,anddifferentlevelsofplanningandreview.Projectconstituentsincludesomeorallofthefollowingentities: FederalHighwayAdministration(FHWA)

ConnecticutDepartmentofTransportation(CTDOT)



MetropolitanPlanningOrganizations

RegionalPlanningAgencies(e.g.SouthwesternRegionalPlanningAgency–SWRPA)

RegionalTransitAuthorities(e.g.NorwalkTransitDistrict,MetroNorthRail)

TransportationProviders(e.gMerritt7Shuttle)

StateandFederalRegulatoryAgencies

NationalParkService

U.S.CoastGuard

OtherStateAuthorities

ElectedOfficials,PublicWorksDepartments,LocalBoards,andCommissions,includingConservationCommission

Facilityusers(commuters,residents,visitorsbyallmodes)

Neighborsandcitizengroups

RegionalIndependentLivingCenter(s)

Advocacyandinterestgroups(suchaslocalpedestrianorbicyclingcommittees,truckingassociations,preservationgroups,etc.)

Privateareabusinesses

Localemergencyresponders

Utilities(includingrailroads)

Regionalwatershedorrivermanagementcouncils

Ataminimum,theproponentshouldcontacttheappropriatelocalplanningandpublicworksstaff,planningcommissionchair,conservationcommissionchair,selectboardchair,andmajorlocalpropertyownersinthevicinityoftheprojectareatohelpdetermineinitialconcernsandissues.TheproponentshouldconferwithCityofficialstodeterminewhichpropertyownersmayhavelegitimateissuesthatshouldbeaddressedbytheproject.Thiseffortwillhelpidentifyimportantlocalgroupssuchasneighborhoodassociations,businessassociations,historicalsocieties,recreationandopenspacecommittees,transportationproviders,andotherswhoshouldbeinformedoftheproject.ItisbettertobeasinclusiveaspossibleearlyintheProjectDevelopmentProcesstoallowthepublictoparticipateandbeaffordedanopportunitytocontributetothedecision‐makingprocessfortheproject.(Itshouldalsobemadecleartoallthoseattendinghowcommentswillbetreatedandhowanyexpectedfollow‐upwillbehandled).Identifyingthelikelypartiesthatmayhaveinterestintheprojectatthebeginningoftheprojectdevelopmentprocesshelpstheprojectproponenttailorthepublicoutreachprogramappropriately.Theprojectproponentshoulddefineapublicparticipationplan


attheoutsetofeachstepoftheprojectdevelopmentprocess.ToolsavailableforthisoutreacharedescribedinSection1.9.3.

1.8.1.2 Public Outreach Approach

Thelevelofinterestandroleofthepublicvarieswidelybyprojecttypeandcomplexity.Differenttypesofprojectsarelikelytoelicitdifferentlevelsofcommunity,resourceagency,andlocalboardinterest.Theseprojecttypesaregroupedintosystempreservationprojects,andsystemimprovementorexpansionprojectswithguidanceprovidedontheappropriatelevelofpublicoutreach,asexplainedfurtherinthefollowingparagraphs.Theprojectproponentshouldcarefullyconsiderthebest‐suitedapproachtopublicoutreach,dependinguponthecomplexityoftheproject.Somegeneralapproachestoincreaseawarenessofaprojectandsolicitinputaredescribedbelow: NotificationofAbutters—Projectproponentsforallprojects,otherthanroutine

maintenance,should,ataminimum,notifyabuttersoftheconstructionprogramanticipatedanditspotentialimpactstopropertyand/oroperations.Thiscanbeinformallydonethroughneighborhoodflyersorposters,throughnewspapernotices,ormoreformallydonebycertifiedmail.

NotificationofUtilities—Projectproponentsshouldnotifyutilitiesoftheconstructionprogramanticipatedanditspotentialimpactstotheirservicesoroperations.Itisimportanttonotifyutilitiesevenforroutineresurfacingandrehabilitationprojectstocoordinateanyplannedutilitywork.Thisisespeciallytrueforanoverlay,sincepavementlifeisshortenedconsiderablyfollowingautilitycut.

CommunityNotification—Asprojectsbecomemorecomplex,disruptive,andoflongerduration,notificationshouldbemadetothecommunityasawholeusingthepublicoutreachtoolsdiscussedinthenextsection.Thiscommunitynotificationhelpstoincreaseknowledgeoftheprojectanditspotentialconstruction‐relatedimpacts.Beyondsimplenotification,theproponentshouldactivelyinvolveabutters,specificlocalinterestgroups,andutilitiestogetagoodcross‐sectionofpeopletoparticipate.

EarlyInvolvementofLocalBoardsandCommissions—Theproponentshouldconsiderinvolvinglocalboardsandcommissionsattheoutsetoftheproject.Thisinvolvementcanhelptheproponentidentifyissuestheprojectislikelytofaceandcanhelptheproponentgaugethetypeofadditionaloutreachactivitiesthatmaybemostappropriateiftheprojectproceeds.Outreachtolocalboardsandcommissionscanalsobehelpfulforcomplexmaintenanceandresurfacingprojects.ItissafertonotifyallCitydepartments/boardsofaproject’sscopebeforemuchdesignworkisstartedtominimizelaterconcernsorneedsforprojectchanges.

EarlyLocalIssuesMeeting—Anearlylocalissuesmeetingisimportantforprojectswheretransportationfacilitiesarebeingsubstantiallymodified,expanded,



orreplaced.Itisrecommendedthatthismeetingbewidelyadvertised,asdiscussedbelow.Thismeetingprovidesaforumforprojectconstituentstomaketheirconcernsknownbeforeacourseofactionisdetermined.Forstraightforwardprojects,thisearlylocalmeeting,coupledwithlateropportunitiesforpublichearingsduringdesignandpermitting,maybesufficient.Formorecomplexprojects,severalearlylocalissuesmeetingsmaybenecessary.

PublicForumsorHearingsatSeveralStagesofPlanningandDesign—Asprojectcomplexitycontinuestoincrease,thepublicparticipationshouldincludeseveralopportunitiesforpublicinvolvementduringtheplanninganddesignphasesinadditiontotheearlylocalissuesmeetingdescribedabove.Targetedmailingscanbeusedtogenerateinterestandensurethatconcernedpartiesarecontacted.Keymilestoneswherepublicinvolvementisespeciallyimportantincludealternativesanalysisduringtheplanningprocess,atkeydesignmilestones,oriftheprojectelementschangesubstantiallyduetoincreasingrefinementofthedesign.Detailedmeetingminutesarerecommendedforeachsession.

ActiveCommunicationaboutProjectProgress—Inadditiontointeractivepublicforums,activecommunicationaboutprojectprogressishelpfulformaintainingconsensusandkeepingprojectconstituentsinformedabouttheprojectstatus.Severaladditionaltoolsforcommunicatingprojectprogressarehighlightedinthefollowingsection.

FormationofanAdvisoryTaskForce—Anadvisorytaskforceofprojectconstituentscanbeparticularlyhelpfulformaintaininginvolvementfromaconsistentgroupofindividuals,representingacross‐sectionofinterestsintheproject.Thisformalizedtypeofpublicoutreachisgenerallyreservedformorecomplexprojectswithawiderangeofalternatives,benefitsandpotentialimpacts.Inalmostallcases,formationofanadvisorytaskforcedoesnotreplacetheneedfortheotherpublicoutreachapproachesdescribedabove.Typically,taskforcesareadvisorybodiesthatofferinputtotheprocessandsuggestrecommendations.

1.8.1.3 Public Outreach Tools

Therearemanyaspectsofpublicoutreachassociatedwithtransportationprojectsincluding: Informingconstituentsofapotentialproject;

Activeparticipationofprojectconstituentsinplanninganddesign;

Formalizedpublicmeetingsandhearings;and

Communicationabouttheprogressofaproject

Withineachoftheseaspects,therearevariousoutreachtoolsavailablewhichservedifferentpurposesandtargetdifferentaudiences.Thesetoolsareapplicablethroughouttheprojectdevelopmentprocess.


Thefirststageinpublicoutreachistomakepeopleawareofapotentialproject.Legalnoticesaloneareineffectiveatinformingthecommunityaboutupcomingprojectmeetings.Theprojectproponentshouldconsideradditionalwaystocommunicatetheopportunitytoparticipateinthetransportationprojectdevelopmentprocess,suchas: Localnewspaperarticlesoreditorialletters

Noticestolocalboards,committees,andlocaladvocacygroups

Postersatcivicbuildingsorchurches,orinneighborhoods

Localcabletelevisioncommunityeventcalendars

Acommunitywebsitepostingorcommunity‐widemailing

Pressreleasestomediaoutlets

Acommunity‐widemeetingnoticeornewslettermailing(oremail)

Flyerstoprojectabutters

Notethattherearesomepublichearings,oropportunitiesforpublichearings,thatarerequiredtobeheldforlegalreasons.Forexample,theFHWArequiresPublicHearingsforFederal‐Aidhighwayprojectsaspartofaprocessthatalsoencouragesavarietyofcitizeninvolvementtechniquessuchasinformalpublicmeetings,briefings,andworkshops.Publichearingsarelegallyrecognizedformalmeetingsheldatparticularstagesoftheprojectdevelopmentprocess.Someenvironmentalorresourceagencypermitsorclearanceprocessesalsorequirepublichearings.Allpublicmeetingsandhearingsshouldbeheldinfacilitiesthatarefullyaccessibleforpeoplewithdisabilities,andnoticesaboutthesemeetingsshouldusetheInternationalSymbolofAccessibilitytoindicatethatthelocationisaccessible.Handoutmaterialsavailableinalternativeformats—Braille,largeprint,and/oraudiocassette—aswellasotheraccommodations(signlanguageinterpreters,CARTreporters,etc.)shouldbeindicatedinthemeetingnoticesalongwithspecificallyhowtorequesttheseaccommodations.Formalenvironmentalanddesignhearingsaresometimesineffectiveinelicitingcommunityconcernsandaddressingindividualissues.Otherwaystocommunicatewiththoseinterestedinoraffectedbyprojectsinclude: PublicMeetings—informalgatheringsofdesigners,officials,andlocalcitizensto

shareanddiscussproposedactions.Thesemeetingsprovideanopportunityforinformal,lessstructuredconversationsaboutaproject,thedesignelements,anditspotentialbenefitsandimpacts.

OpenHouses—mechanismsforinterestedpartiestogathermoredetailedinformationonaproject.Openhousesfacilitatethediscussionofparticulardetails



ofinteresttoindividualsmoreeffectivelythantraditionalhearingsorpublicmeetings.

WorkshopsorCharrettes—smallergroupsthatfacilitateproblemsolvingarounddesignissuesforwhichseveraloptionsareavailableandthebestsolutionisunclear.

OtherCommunicationToolsthatareeffectiveinprovidinginformationtothepublicandsolicitingtheirinputinclude:

Newsletters—provideaforumformeetingnotificationandperiodicupdatesonprojectstatusanddecisions.Newsletterscaneitherbetraditionallymailedorelectronicallytransmitted.

Websites—allowfrequentupdatesofprojectstatus,enablinginterestedpartiestoreviewmaterialsontheirownschedule,andfacilitatecorrespondenceofquestionsandresponses.

ProjectInformationBoards—illustrateprojectdetailsandprovidecontactinformationattheprojectsitefacilitatinginvolvementinotherformsofoutreach.

Successfulpublicmeetingsrequiregoodadvancecommunicationsandcoordinationwithcommunityleaders,electedofficials,theRegionalPlanningAgencies,andCTDOTbeforehandinordertosettheagendaandestablishtheframeworkforappropriatefollow‐upandcontinuedcommunication.Theproponentshouldworkcloselywithlocalandregionalofficialsonmeetinglogistics,includinglocation,time,andformat.

chapter 2-1 - project development · transportation projects are in general agreement regarding the...

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