Stakeholder Communication and Public Involvement Plan

Stakeholder Communication and Public Involvement Plan Arkansas Statewide Bicycle and Pedestrian Transportation Plan Plan purpose: The Arkansas State Bicycle and Pedestrian Plan will establish a framework for planning, development, and implementation of safe and usable facilities for bicycle and pedestrian transportation during the transportation planning process and shall be in accordance with the U.S. Department of Transportation s 2010 Policy Statement on Bicycle and Pedestrian Accommodation Regulations and Recommendations. Plan outcomes will include new and updated policies and programs to support walking and bicycling, updated design guidance, funding recommendations, and an implementation program. The work program (Scope of Work) for development of this plan includes a wide range of stakeholder and public engagement activities. The goal of these activities is 1) to ensure that the plan addresses the most salient public needs in the area of bicycle and pedestrian transportation and safety, 2) to build widespread support for the plan which is essential for effective implementation, and 3) to create a strong foundation for the building of partnerships a) among state agencies, b) among state agencies and regional and local governments including public transit agencies, and c) among all levels of government and Arkansas s bicycling and walking advocacy and user groups. 1. Advisory Groups To coordinate and oversee stakeholder and public engagement activities two plan advisory groups have been formed: a) the Governor s Bicycle Advisory Group (GBAG) and the Bicycle Pedestrian Technical Advisory Committee (TAC). See Appendix A for a list of agencies, organizations, and individual representatives participating in these two groups. Governor s Bicycle Advisory Group (GBAG) The GBAG will meet three times over the course of the planning effort. Its roles and responsibilities include the following: a) assisting with gathering of state-level data that relates to plan goals and objectives Stakeholder Communications and Public Involvement Plan Page 1

b) identifying key areas of study related to state policies that affect bicycling and walking c) establishing a vision statement and goals d) liaison with the Governor s Office e) providing guidance regarding the plan s policy recommendations, especially for state agencies f) providing guidance regarding establishment of performance measures to be used to monitor plan implementation and impact Meeting 1: October 29, 2013 Agenda: (Project Kick-off and a and b above) Meeting 2: Early December, 2013 Agenda: (c and d above) Meeting 3: January 2015 Agenda: (e and f above) TDG Team will prepare presentations and meeting minutes/summaries. Technical Advisory Committee (TAC) The TAC will meet three times over the course of the planning effort. Its roles and responsibilities include the following: a) providing guidance and logistical support for the public outreach and engagement activities b) assisting with data gathering, especially from regional and local transportation agencies c) building public support for the plan d) reviewing the vision statement and goals e) identifying key areas of study related to state and local policies and practices that affect bicycling and walking f) reviewing findings of public process and consultant analysis g) reviewing draft components of the plan document h) providing technical guidance related to the development of policy recommendations Meeting 1: Early January, 2014 Agenda: (Project Kick-off and a -- e above) Meeting 2: September 2014 Agenda: (f -- h above) Meeting 3: January 2015 Agenda: (g and h above) The TDG Team will prepare presentations. AHTD Staff will prepare meeting invitations and minutes/summaries. Stakeholder Communications and Public Involvement Plan Page 2

Project Website, Interactive Online Map and Survey It is expected that the TDG Team will provide a website for the project that will include the following: a) a general website for the plan b) a web-based survey to capture public attitudes and opinions on walking and biking in Arkansas c) an interactive online map wikimap that enables members of the public who cannot attend public meetings to identify geo-specific comments, such as: preferred recreational or commuter routes roads that need bikeway improvement roads that need pedestrian accommodations areas that need improvement for the purpose of providing pedestrian access to transit difficult spot locations such as intersections, interchanges, mid-block crossing needs, places with poor sight distance, etc. General Website & Survey The website will keep stakeholders and the public apprised of project events, dates, and locations for public workshops and meetings and will also provide access to reports and maps generated by the planning process made available for public review. It is anticipated that the project website created could adapted to be used by AHTD after the project is over as a Bike/Pedestrian Program website. In the project budget, it is assumed that TDG will host the website and with AHTD approval, make updates to the site directly. If however, it is hosted by AHTD additional time may be needed to ensure timely and accurate updating. Specifically the website will feature the following items: a home page with high quality visual appearance, featuring photographs of a diversity of bicyclists and pedestrians throughout Arkansas a link to a public survey that is easy to use, and gleans critical information about Arkansans habits, attitudes and opinions about bicycling and walking issues a Wikimap that allows the public to provide geographically located comments about bicycling and walking improvement needs Stakeholder Communications and Public Involvement Plan Page 3

announcements about upcoming public and stakeholder meetings links to bicycle and pedestrian advocacy groups and clubs in the State links to available bicycle maps, trail maps, etc. created by AHTD or other State, regional and local agencies links to Arkansas state bicycle and pedestrian laws a link to the Arkansas state bicycle suitability map a Reports tab that provides downloadable reports (including the Draft and Final Bicycle and Pedestrian Transportation Plan) and other project materials, once they are ready for public consumption a way to provide general comments about the bicycling and walking in the state and the planning process a way to sign up for regular electronic updates/announcements about the plan as it progresses The website is scheduled to launch in January, 2014. Survey Period: It is expected that the survey will be conducted from February 1 through approximately May 31, 2014, or a week beyond the last of the four regional public workshops. Four website updates will be made over the course of the project. AHTD may use its social media tools--facebook, Twitter, & RSS feeds--to announce new information available on the website. After the survey closes, a summary report will be prepared by TDG and shared with the AHTD project management team, GBAG, TAC, and members of the public through a posting on the website. Wiki-map An interactive online map wiki-map will be created to enable members of the public who cannot attend public meetings to identify geographically-specific comments, such as: preferred recreational or commuter routes roads that need bikeway improvement roads that need pedestrian accommodations pedestrian access to transit needs Stakeholder Communications and Public Involvement Plan Page 4

difficult spot locations such as intersections, mid-block crossing needs, places with poor sight distance, etc. After the TDG Team has had an opportunity to review available GIS data related to bicycling and walking a draft set of mapped elements will be prepared by TDG for review by AHTD. In consultation with AHTD project management team and TAC members AHTD may wish to consult, the TDG Team will develop a draft wiki-map for AHTD review. The map will include instructions for users and be accessed through a page on the project website. Outreach and Involvement of Local Stakeholders and the Public The TDG Team will conduct four regional outreach efforts. Each will be conducted over the course of a 2-3 day period. During each multi-day outreach effort, three types of activities will be scheduled: 1. pre-scheduled meetings with small groups of public officials with similar roles and duties with respect to bicycling and walking 2. field observation of local bicycling and walking conditions for TDG Team Members and local transportation officials (A single 3-4 hour field visit per region) 3. a public workshop/open house will take place in an evening time slot (approximately 2.5 hours) Logistics To provide sufficient opportunity to engage with local transportation professionals, the TDG Team will provide sufficient staff resources to conduct multiple meetings at any one time during the day. To prepare for these meetings the TDG Team will prepare regional base maps and analysis maps as described in Task 4 in the Scope of Work, as well as necessary background materials and meeting agendas. Working with relevant TAC members, the TDG Team will coordinate the planning, locations, and scheduling of these meetings and selection of locations for field visits. The TDG Team will work with AHTD and local TAC members to develop invitation lists and meeting agendas. Two regional outreach efforts (NW Arkansas and Central Arkansas) will be staffed by a total of TDG Team members--two TDG and two Crafton Tull staff. Two regional efforts covering the northeastern and southwestern parts of the state will be staffed by Crafton Tull (2-3 persons). See map on next page. Stakeholder Communications and Public Involvement Plan Page 5

Assumptions: It is expected that the AHTD will prepare and distribute flyers and public announcements for the public meetings, as well as disseminate this information by email and other methods to alert the various audiences of meeting times and places. Objectives for MPO & Local Government Outreach The TDG Team will meet with staff from the eight MPOs and local governments to discuss bicycle and pedestrian issues. Engagement activities will be arranged with separate stakeholder groups and subgroups, as follows: a) MPO planning staff, municipal transportation and land use planners, regional commissioners and planners, and local safe routes to school partners b) county and municipal road and traffic engineers c) elected officials and MPO board members (if desired) d) leaders of local organizations interested in bicycling and pedestrian issues and activities Engagement activities conducted with these groups will address the following planning issues: Map work: Stakeholder Communications and Public Involvement Plan Page 6

discuss the bicycle and pedestrian issues that are important in their region/community, including any public feedback they have received on these issues discuss the potential for MPO TIP projects, intersection improvement projects and overlay projects in their MPO to provide bicycle and pedestrian accommodations discuss which recreational bike routes located in the region are of regional or statewide significance Capacity Assessment Assess their level of knowledge regarding pedestrian and bike policies and design and discuss their needs for support from District and central offices Policy and Program Assessment Gather specific input about the following: What types of bicycle and pedestrian facilities and treatments are needed and appropriate for State highways in Arkansas? How should state highways be designed and managed to better and more safely accommodate bicyclists and pedestrians? What policies, procedures, funding strategies and design guidelines the state should adopt? What safety education, encouragement, marketing and enforcement programs should be undertaken on a regional or statewide basis? A summary of findings from this task will be provided to the AHTD Project Manager along with a map of a) MPO TIP, intersection and overlay projects with potential for bicycle and pedestrian accommodations and b) bike & trail routes of regional or statewide significance. Field Observations Three to four hours will be reserved for one bicycle ride or other site visit as selected by local planners. Members of the TDG Team will accompany local transportation planners to these sites. District AHTD staff are encouraged to participate. Key citizens can be invited to join these rides as appropriate, but they will not be organized as open public events, or advertised to the general public. Stakeholder Communications and Public Involvement Plan Page 7

The TDG Team will develop brief reports (1-2 pages) for each location with location map (or other identification), photographs, brief descriptions of existing conditions, and potential for bicycle and pedestrian improvements. Public Outreach & Workshops The TDG Team will facilitate and document four public workshops distributed regionally throughout the State. The purpose of the regional public workshop is to gather information from those who bicycle and walk, as well as other transportation system users. They will be conducted in an open house style. The TDG Team will provide stations where participants will have the opportunity not only to provide their comments, opinions and ideas, but also to learn about new projects and programs for pedestrians and bicyclists in Arkansas and other parts of the U.S. Maps will be provided for participants to mark up. The online survey will be available for participants to complete. A presentation will be provided discussing the current status of bicycle and pedestrian accommodation in Arkansas and the US. Key topics about which public comment is sought, include the following: a) Where are bicycle and pedestrian improvements needed? b) What types of bicycle and pedestrian improvements are needed, or favored? c) What bike routes are preferred for recreational or transportation use? d) What destinations are desirable for cyclists? For pedestrians? e) What can AHTD do to make Arkansas transportation system better for bicycling and walking? f) What can other state agencies do to improve and promote bicycling and walking? g) What priorities should the state adopt for walking and bicycling, i.e. trail development, on-road bike safety, pedestrian safety, promoting bicycle tourism, providing better access to transit services on state roadways? h) What types of information do bicyclists and pedestrians need from the state: suitability maps, safety information or encouragement information, etc.? Deliverables will include: a PowerPoint presentation Stakeholder Communications and Public Involvement Plan Page 8

up to three statewide maps displaying various data, based upon what is available from the state (e.g. bicycle crash density, pedestrian crash density, bicycle suitability, bicycle travel demand, bicycle tourism routes) multiple copies of one regional map displaying base information and providing a place to mark bicycling and walking needs and issues. If available, this map may include regional trails, STIP/MPO TIP projects, and bicycle and pedestrian crashes meeting materials (e.g. sign in sheets, surveys, meeting handouts, etc.) AHTD Responsibilities: AHTD will be responsible for identifying and reserving meeting facilities. Stakeholder Communications and Public Involvement Plan Page 9

Sample Schedule for Stakeholder Outreach Effort in Central Arkansas or NW Arkansas (Assumes 4 Consultant Staff) Day 1: AM Consultant Teams A and B Meet with MPO staff Discuss the following Topics: --Status of bicycle and pedestrian planning in the MPO --Status of bicycle and pedestrian GIS data (crashes, existing facilities, planned facilities) --Identification of bicycle and pedestrian policy issues --Map work to identify top state routes and key areas where bike pedestrian issues exist PM Consultant Team A--Meet with Municipal planners and engineers of Community #1 --Status of bicycle and pedestrian planning in the municipality --Status of bicycle and pedestrian GIS data (crashes, existing facilities, planned facilities) --Identification of bicycle and pedestrian policy issues --Identify upcoming projects with a bicycle or pedestrian nexus --Map work to identify top state routes and key areas where bike/pedestrian issues exist PM Consultant Team B--Meet with Municipal planners and engineers of Community #2 --Status of bicycle and pedestrian planning in the municipality --Status of bicycle and pedestrian GIS data (crashes, existing facilities, planned facilities) --Identification of bicycle and pedestrian policy issues --Identify upcoming projects with a bicycle or pedestrian nexus --Map work to identify top state routes and key areas where bike/pedestrian issues exist Day 2: AM Team A--Meet with representatives of regional planning organization or small towns Discuss the following Topics: --Identify key bicycle and pedestrian issues --Map work to identify top state routes and key areas where bike pedestrian issues exist AM Team B--Meet with representatives of regional planning organizations or small towns Discuss the following Topics: --Identify key bicycle and pedestrian issues --Map work to identify top state routes and key areas where bike pedestrian issues exist PM Conduct Field Visits with local host team Team A, bike ride to a bicycle issue location, and Team B to a pedestrian issue location. Evening Conduct Public Meeting (Teams A and B) Day 3: AM Team A--Meet with representatives from the University to discuss bicycle and pedestrian issues on campus. AM Team B--Meet with staff of two local elected officials to discuss bicycle and pedestrian safety issues. PM Team De-briefing, travel to next region. Stakeholder Communications and Public Involvement Plan Page 10

Final Public Meetings After the draft plan has been approved by AHTD, the Technical Advisory Committee, and the GBAG, the TDG Team will provide support through the final public comment period. The TDG Team will prepare a slide presentation for presentation at two public meetings to be held in different parts of the state. The AHTD will select a location for these meetings and meeting venue, and provide publicity. The TDG Team will conduct these meetings and help the AHTD develop strategies for gathering public comments at the meetings and during a formal public comment period. The draft plan will be made available to the public on the website, and comments on the draft plan will be solicited. AHTD staff will compile all comments received from the public and stakeholders and provide direction to the TDG Team regarding edits and comments to be integrated into the Final Plan. Deliverables will include: a presentation of the draft plan to the TAC and GBAG two public meetings to present the Draft Plan strategies for gathering public comment at the meetings and a comment submittal protocol for the website Stakeholder Communications and Public Involvement Plan Page 11