Benchmarking Partners	A	B	C	D	E	F	G	H	I	J	K	L	M	N	O	P	Q	R	S	T	U	V
Section 1: Developing The Long Range Plan
1. What are the initial steps for developing long range plans?
Confirm & update population and employment figures	X	X				X	X						X				X			X
Confirm & update transportation and land use trends	X	X				X				X			X				X			X
Confirm & update the status of proposed projects	X	X	X	X	X															X
Reaffirm goals & strategies	X	X	X	X	X		X				X									X	X
Get the long range plan adopted/approved		X	X							X
Celebrate after adoption		X
Start on the next long range plan after adoption of current LRTP plan		X
Staff & steering committee work together to identify needs/Needs Assessment		X	X	X	X					X							X		X
Specific work plan developed		X	X	X	X
After plan is developed it is modified by committees		X	X
Prioritize projects			X	X	X		X
Gather inputs to planning			X	X	X	X						X	X			X	X
Schedule planning session				X
Assign project sponsors				X
Develop project charters for each initiative				X
Initial technical evaluation			X	X	X	X											X
Analyze growth projections			X	X		X	X										X
Public Meetings			X		X	X	X			X	X		X		X
Utility Input			X			X
Chambers of Commerce Input			X			X
Funding included in state DOT Work program			X		X		X	X
Develop scope of services			X	X			X					X		X		X		X	X			X
Hire consultant			X	X			X					X		X					X			X
Validate Base Year Model			X		X		X			X			X			X	X			X
Complete Financial Resources			X				X			X										X
Complete Needs Plan Projects and Model			X				X			X							X
Complete Cost Feasible Projects and Model			X				X			X
Complete Final Report			X				X
Complete Summary Report			X				X
Cooperative process with state DOT			X		X			X
Continuous regional plan			X	X				X
Traditional 4-step modeling process					X				X
Kick-off meetings					X		X			X	X
Planning subcommittee guides the process			X	X	X						X		X					X		X
Review adopted plan to identify improvements			X		X								X		X
Current socio-economic database established by small areas (traffic analysis zones)			X		X												X	X
Review of best practices and new techniques			X		X								X					X
Gantt chart outlining milestones and expected timelines and resource expenditures			X		X														X
Promotional brochures created			X																	X
Determine goals & objectives			X	X	X																X
2. How far in advance do you plan for the development of the long range plan?
Year and a half	X													X			X				X
Six – 12 Months		X										X
Four – Six months			X
Less than six months				X
Depends on priorities					X
Two – three years						X	X
Maximum 30 years							X
Twenty years			X					X
On-going			X						X		X		X						X	X
Three – Four years			X							X
Five years													X
Two years															X
Three years																X			X
One Year																		X
One – Two Years																						X
3. How do you determine necessary resources (staff and budget) for developing long range plans?
Estimates made by staff	X	X			X		X		X			X
Estimates reviewed and prioritized by Council	X	X			X
Estimates based on past experience		X	X	X	X			X				X		X	X			X			X
Estimated developed in partnership with other jurisdictions					X
Plan will not begin unless adequate Funding is identified for complete PI and quality technical analysis					X
Spread resources out throughout many years		X			X	X							X							X
Unified Planning Work Program		X			X		X	X			X					X			X
Estimates based on needs for updating and completion of administrative and technical tasks		X			X			X
Based on scope of consultant services and staff time		X							X	X	X	X		X		X
Guesstimate										X
Estimated and compared with available staff resources		X															X
Based on the needs of the plan development		X			X																	X
4. Does your long range plan include goals and/or objectives?
Yes	X	X	X	X	X	X	X	X	X	X	X	X	X	X	X	X	X	X	X	X	X	X
No
Projects prioritized		X	X	X	X								X
Document evaluation tools to evaluate successes at the end of each project		X	X	X	X
Work scope goals identified		X			X		X
Timelines identified		X			X
Objectives for decision making identified					X	X	X						X
Technical & outreach strategies developed		X			X				X				X
Committee input		X			X		X		X			X	X		X				X	X
Committee Approval of goals & objectives		X			X		X					X	X	X						X
Electronic Survey									X
Regional Leadership Forum		X							X
Public Meetings		X			X				X			X	X	X
Established through a joint public/private partnership										X
Based, in part, by the Federal Certification Process										X										X		X
Committee Input		X			X						X		X			X			X		X
Other Agencies		X			X							X	X
State Administrative Code					X								X							X		X
Use last plans’ goals and objectives		X												X		X					X
Survey to prioritize goals		X												X							X
Based on local comprehensive plan		X											X		X
New Federal Requirements	X	X			X											X				X		X
Workshops & meetings		X			X													X
The Public		X			X														X
5. Resources most commonly used?
Executive Director		X	X	X	X							X	X				X	X
Project Manager		X	X	X	X				X	X		X										X
Planning Staff		X	X		X		X	X		X					X		X	X	X			X
Development & Community Relations Manager			X		X
Organization Chairman			X	X
Council/Committee	X	X	X	X	X											X		X		X		X
Teams		X		X	X											X					X
Consultant(s)		X		X	X		X	X	X	X	X	X	X	X	X	X	X	X	X	X	X	X
In-house staff	X	X			X	X	X		X	X	X	X	X	X		X	X	X	X	X	X
Assistance received from state DOT	X	X				X
Planning Advisor								X
Staff from other county and city departments	X	X			X			X
Director of Communications (& staff)		X							X
Manager of Systems Planning									X
Bicycle/Pedestrian Coordinator		X							X										X		X
Special Subcommittee		X									X
The Public		X			X								X			X			X
Transportation Modeler		X			X								X				X				X
Director of Transportation Planning		X			X													X
Databases/GIS		X											X						X		X
Public Involvement		X			X								X								X
6. Does your organization have specific rules that “have to be followed” in developing long range planning documents?
Yes		X	X		X	X	X	X	X		X	X	X				X		X
No	X			X						X				X	X	X		X		X	X	X
State and Federal Guidelines					X		X	X			X	X	X				X		X
Evaluation guidelines, showing actual outcome objectives			X
Member governments must agree on the metropolitan area’s socioeconomic data projections		X			X	X
Regional applications		X						X
7. How does your organization ensure that the community understands the long range plan?
Extensive outreach efforts/Education	X	X			X	X	X		X					X	X		X		X	X
Events	X	X											X
Publications/Booklets distributed	X	X			X							X	X		X					X	X
Release draft plans to the public	X	X			X																X
Newsletter	X	X		X	X	X	X				X					X	X		X
Press Releases	X	X			X
Website	X	X			X		X		X				X			X		X	X	X
Comments/Response Mechanisms	X	X			X		X						X
Involve key stakeholders representing a variety of interests from the beginning		X	X	X	X
Share information with community leaders		X	X		X								X
Share information with the general public		X	X		X	X	X						X	X		X
Team Charters		X		X
Share copies of the LRTP		X			X	X	X						X
Workshops		X			X		X			X			X			X		X
Local Television/Media		X			X		X		X	X			X					X
Use of Committees		X			X			X	X				X				X
Presentations		X			X		X		X	X			X
Public Hearings		X			X				X					X					X			X
Open forums		X			X						X			X
Games													X
Integrate the LRTP with local comp plan development		X											X
8. How do you tailor PI activities to fit the community?
Utilizes existing groups & forums to maximize participation	X	X			X			X					X
Hold meetings in the community schools		X			X
Meetings in libraries		X			X								X
Meetings in rented halls		X			X								X
Meetings in churches		X			X								X
Meetings in shopping malls		X			X								X
Meetings in multiple locations		X			X					X			X		X	X			X
Meet at varied times		X			X					X		X	X		X	X			X
Personal interaction		X			X	X							X
Establish community teams		X	X		X								X
Speakers bureau		X			X	X			X				X
Leader guidance on how best to reach community (also CAC)		X	X	X	X								X
Workgroups for each project			X		X
PR person follows lead of workgroups		X	X
Every program/project has its own PI plan		X			X
Meeting through established businesses/ organizations		X			X					X			X
Business surveys					X
Knowing the audience and encouraging participation		X					X		X
Explaining the process early and often		X			X		X							X
Holding public hearings		X			X				X
Tools that fit specific audience		X			X				X				X	X						X	X
Hold meeting in familiar surroundings		X			X						X	X	X
Replicating techniques that work and discarding techniques that don’t		X			X								X
9. When and how do you use PI input in your long range plans?
Ask for comments at every event	X	X			X						X	X	X
Comment cards/Surveys used	X	X	X	X	X				X				X						X
Draft Plan includes public comments	X				X			X			X	X
All written public comments, and our response is included in the document	X				X
Continuously		X	X		X	X			X		X	X	X					X	X	X
Semi-annual customer report cards				X
Focus groups		X		X			X						X
Web comments		X		X	X					X									X
Customer interviews				X	X
Personal feedback from customers		X		X	X	X
Senior leadership feedback from customers				X
Public workshops at each stage of plan development		X			X		X			X				X	X	X	X			X
Alternatives based on workshop consensus							X						X
Committee input		X			X				X				X								X
Development of goals & objectives		X								X				X		X				X
Speakers available for any group		X								X			X
Community leaders		X			X								X
Events		X			X				X				X			X
Newsletters		X			X		X		X										X
Displays		X																	X
10. How does your organization seek to identify needs of low income and minority populations in examining the distribution of the benefits and impacts of transportation investments across these groups?
Identify areas based on set criteria	X			X	X																	X
Analyze TIP and Plan	X	X			X								X
PI strategies for projects proposed within these groups	X	X			X	X				X			X					X	X		X
Census data with Traffic Zone Geographies		X
Collect and track school enrollment information and subsidized school lunch program data					X
Community organizations		X			X	X	X		X				X					X			X
Church groups					X	X							X
Minority publications		X			X
Chambers of Commerce		X			X
Use of GIS Software		X			X	X			X				X
Community outreach (Community Impact Assessment)		X			X		X		X	X							X
Outreach efforts to social service agencies					X		X			X
Use of Census Data		X			X				X			X	X
All modes of transportation included within the LRTP		X			X				X				X		X
Benefits and impacts to neighborhoods		X							X								X				X
11. How do you coordinate with citizens and community-based agencies/groups in defining “communities?
Plan gives priority to communities	X	X													X
Survey to identify communities		X														X					X
Community Leader guidance		X	X		X										X	X					X
Collect and track school enrollment information and subsidized school lunch program data					X
Community organizations		X			X	X	X		X			X	X	X	X	X					X
Church groups					X	X							X
Minority publications/media		X			X								X
Chambers of Commerce		X			X				X				X
Coordinates efforts with state DOT (CIA)		X			X				X	X
Geographic		X			X								X	X	X	X					X
Demographic					X				X				X			X					X
Organizational					X								X			X					X
Database		X			X				X				X					X
Section 2: Obtaining PI
1. How does your organization identify the appropriate audience for PI initiatives?
Outreach efforts	X	X	X		X	X	X						X	X	X
Local knowledge of the community	X	X			X	X	X		X					X							X
Nature of the study or issue/project under consideration	X	X			X	X						X				X	X	X		X	X	X
Town meetings		X	X
Local papers		X	X		X		X						X
Local TV		X	X										X
Local Radio		X	X			X							X
Study data base created and maintained		X			X								X					X
Information on website		X			X
24- hour hotline					X
Meetings		X			X	X							X
Surveys		X			X											X
Committee suggests audiences					X		X						X
Geographic scope					X					X
Include everyone		X							X		X		X		X	X			X
2. Explain how your organization recognizes the diversity of interests? How does your organization include maximum diversity in PI initiatives?
Maximize exposure of activities to the general public	X	X			X		X			X	X			X	X						X
Community leadership		X	X		X									X							X
Personal contact		X	X		X		X						X	X							X
Behind the doors meeting with church or civic groups			X										X
Diversity in team formulation		X		X										X		X
Study data base created and maintained		X			X								X
Information on website		X			X
24- hour hotline					X
Meetings		X			X					X											X
Surveys		X			X								X
In-house research							X						X	X				X			X
Committees are diverse		X					X						X			X	X
CIA							X				X		X
GIS					X				X				X
Use of all media		X			X					X			X
Affected individuals		X			X							X				X	X				X
Variety of techniques		X			X								X				X		X		X
All modes of transportation are addressed		X			X		X						X		X
Database		X			X													X
Door to door flyer distribution					X													X
Formatting information in various languages					X															X
Question 3 Intentionally Deleted
4. How does your organization communicate with other/similar interests during the PI process?
Task Forces		X
Work closely with Governor’s Office			X
No, try to reach all of the general public						X					X
Offer orientations to diverse communities		X					X						X
Advertise meetings		X					X						X		X
Disability Councils		X					X						X
Increased outreach activities		X			X		X					X	X	X		X
Involvement with Councils/Committees		X			X			X	X							X		X		X
Mailings		X			X				X				X		X
Press		X			X				X				X
Meetings in the community		X			X				X			X	X	X		X
Working with the PR staff at other transportation and government agencies		X			X				X				X						X
Telephone		X											X
Games													X
Surveys		X			X								X			X
Radio call-in shows		X			X								X
Internet		X			X								X
Work with state DOT		X			X									X					X
Work with Transit Authority		X			X									X					X
5. How does your organization maintain contact with, and gather input from traditionally underserved communities?
Environmental Justice Program	X	X					X		X		X		X
Substantial database with information on key contacts		X	X		X	X	X						X								X
Partnership meetings			X		X					X
Town meetings		X	X										X
Surveys		X	X		X								X								X
Interview members of the community		X			X		X						X								X
Interact with elected members of the community		X			X		X						X
Committee reflects demographics of jurisdiction							X						X			X
Community Outreach		X			X		X	X				X	X	X		X			X		X
Collecting characteristic information		X					X	X					X			X
Committee/Council/Board		X							X				X					X
Direct mail		X			X				X						X			X
Special invitations to meetings		X			X				X
Enhanced media relations		X			X		X						X			X
6. What innovative funding techniques has your organization deployed in the development of the long range plan?
Seek CMAQ and STP funds to supplement the existing planning funds.		X			X
Public sector contributions		X	X		X
Local Business and Foundation contributions			X
National Environmental Foundation contributions			X
Prioritize initiatives				X
Surveys		X	X		X
Interview members of the community		X			X
Interact with elected members of the community		X			X
Regional Coordination/Collaboration		X			X			X												X
Use of in-house staff in lieu of consultants		X			X							X	X
Local option gasoline taxes		X					X									X
Developer contributions		X														X
Piggy- back with other agency or modal planning programs to do visioning, surveys, etc.													X
7. What have been your organization’s most successful outreach activities?
Newsletter – Mailings	X				X	X	X		X		X					X	X					X
Website	X	X			X	X	X		X								X	X			X
Public Workshop or Focus Groups	X	X			X		X	X							X	X		X			X	X
Small group facilitated workshops		X			X								X		X
Surveys		X			X			X					X								X
Major public awareness campaigns		X	X		X																X
Media campaign		X	X					X	X												X
Town meetings		X	X
Sponsoring community events				X									X
Conducting tours		X		X	X
Listening posts/Relationships with local groups & individuals		X		X	X		X	X				X
Personalized invitations		X				X			X		X
Annual reports		X				X
“Planner on Call”						X
Accessibility to the Press		X				X
Charrettes					X		X
Television program		X					X										X				X
Group Presentations		X					X														X
Network created		X					X					X
Face-to-face outreach activities		X			X					X					X
Games													X
LRTP Community Impact Assessment													X
Enthusiastic board and committee members		X														X
Newspaper Articles and inserts		X			X												X			X
Public kiosk at regional mall					X													X
Live call in for televised meetings																		X
Public meetings within communities		X			X				X										X	X
Radio interviews		X			X														X
Video		X																			X
8. How do you evaluate the effectiveness of your outreach techniques?
Feedback from Committee	X	X			X												X
Annual Surveys	X
Complaints		X
Stakeholder interviews					X
Surveys	X				X			X	X	X					X
Mailing list verification						X
Website Evaluation					X	X			X										X
Public Meeting Evaluations		X			X	X
Assessments		X					X				X
PI Grid									X
Newsletter									X
Number of participants										X	X								X			X
Staff Review		X					X				X
Evaluate each project												X										X
Working closely with state DOT		X																X
Peer Analysis		X																X
Quantitative data (numbers)					X														X		X
Yearly evaluation			X	X										X			X	X
3 - Year evaluation					X																X
5 – Year Evaluation												X	X
Continuous Evaluation		X											X			X
9. Are your public meetings normally ADA accessible?
Yes	X	X	X		X	X	X		X	X		X	X	X	X	X	X	X	X		X	X
No
Events held in public buildings/facilities	X	X	X		X		X		X
Met with Visually Impaired Persons to improve literature													X
Paid for handicapped advisory committee members to be transported to meetings													X
Section 3: Communication Strategies
1. List the type of communication strategies used to obtain PI.
Database	X	X			X	X			X				X									X
Quarterly Calendar of Events	X
Website	X	X	X		X	X	X	X	X	X			X			X	X	X			X	X
E-Mail	X		X		X		X	X										X	X	X
Work closely with Transit Authority	X	X			X		X						X
Electronic Newsletter	X	X			X
Print Newsletter	X	X		X	X		X	X	X		X			X		X			X	X		X
Media Promotions/Media Releases	X	X			X		X	X					X				X	X		X	X	X
Talk Radio	X	X	X		X		X						X	X							X
Press Releases	X	X			X		X		X		X		X			X	X			X	X	X
Public Service Announcements	X	X			X		X				X		X	X							X
Direct Mail	X	X			X	X	X		X	X		X	X		X			X		X		X
Signs along selected corridors		X
Newspaper advertisements/articles		X	X		X		X	X	X	X			X	X	X			X			X	X
Radio Advertisements		X	X				X						X					X			X	X
Television (including Gov Access TV)		X	X				X			X			X		X		X	X			X	X
Educational materials/workshops		X	X	X	X		X				X		X								X	X
Town meetings		X	X				X		X
Public notices		X	X		X		X	X					X	X			X	X				X
Fact Sheets		X			X
Snap Shots		X			X
Workbooks					X
Special Publications					X		X						X							X	X
Surveys		X			X			X	X			X	X
Electronic Polling					X				X
Focus Groups		X		X	X		X		X				X
Videos, CD or audio tapes		X			X		X						X								X
Computer Simulations					X																X
Speakers Bureau	X	X			X				X				X
Charretts					X		X						X
Door-to-Door Canvassing					X
Neighborhood Coffees		X			X
Tabletop Displays					X				X
School Curriculum Program					X
Insertions in community-based newsletters		X			X		X
Live call-in testimony					X		X						X
Collaborate in related community events	X	X	X	X	X		X		X		X		X
Personalized invitations		X				X			X
Annual reports		X				X	X
“Planner on Call”						X
Accessibility to the Press		X			X	X	X						X
Distribution of marketing materials		X			X		X						X
Tours		X					X
Citizen’s Advisory Committee/Subcommittees/Councils		X			X		X		X		X		X			X		X	X	X
Public Meetings/Events		X			X		X		X		X		X		X			X
Presentations		X			X		X		X
Flyers/Posters		X			X				X	X		X		X				X
Draft documents at area libraries		X			X								X
Mail out with utility bill notices					X										X
Door to door delivery of project and meeting notices					X													X
2. What information do you provide to the public?
General information	X	X	X	X	X	X	X	X					X	X	X	X		X	X	X		X
Organizational information	X	X			X	X	X				X		X						X
Project specific information	X	X	X		X	X	X		X		X	X	X	X	X	X	X	X	X	X		X
Planning process information	X	X	X		X	X	X	X	X	X			X	X					X			X
Product information (TIP and LRTP)	X	X			X	X	X		X		X		X		X				X	X		X
Meeting Notices		X			X	X	X		X			X	X	X		X	X	X
Reports		X			X	X	X				X		X						X
Project Results		X	X		X	X							X
Maps		X			X		X	X	X				X						X	X
Traffic counts		X					X	X											X
Newsletters		X			X		X	X	X		X			X		X				X
Random Sample Surveys		X											X
3. What is the general timeframe your organization allows for public comment?
Polling – Immediate Response			X
10-14 Days						X
15 + Days		X
30 Days	X				X	X		X		X	X
45 Days					X		X	X		X	X											X
30 – 90 Days			X										X			X			X
Depends upon the deadlines									X
4. Identify your most successful methodologies for obtaining feedback/input from the public.
Comment sheets	X	X			X										X		X					X
Posting comments on website	X	X		X	X		X										X
Incentives for input/comments/survey completion	X	X
Third party public opinion survey	X
Facilitated workshops		X	X		X		X						X
Random survey		X											X
Surveys			X	X	X			X	X					X		X			X
Focus groups		X		X			X
Semi-Annual Customer Report Cards				X
Interviews				X	X
Personalized invitations		X				X
Annual reports						X	X													X
“Planner on Call”						X
Accessibility to the Press		X				X	X
Citizen’s Advisory Committee		X			X		X		X
Public Meetings/Events		X			X				X				X		X	X					X
Presentations		X					X		X
Informal Public Workshop		X									X
Establishing & maintaining a working relationship with local individuals and groups		X			X		X					X	X
Simulation games													X
Live call in of televised meetings																		X		X
5. How does your organization explain the following to the public:
a. Base Year Model Validation (Existing Conditions)													X
Discussed in Committee Meetings	X	X			X			X	X								X	X
Website	X	X															X
Organization publications	X					X							X				X		X
Computer generated traffic assignment plots		X			X	X							X									X
Color coded maps		X			X	X		X					X		X
Educational activities		X				X							X
Technical report available to the public		X			X		X						X
Discussion/Presentation		X			X					X	X	X	X		X				X	X
Cartoon book													X
b. Future Year Model Inputs (Future Conditions)
Discussed in Committee Meetings	X	X			X			X	X				X				X	X
Website	X	X															X
Organization publications	X	X				X						X	X		X		X		X
Color coded maps		X			X	X		X				X	X		X				X
Educational activities		X				X
Technical report available to the public		X			X		X						X
Discussion/Presentation		X			X						X	X		X	X				X	X
GIS		X			X								X
Public Workshop													X
c. Needs Plan Assessment (Deficiencies or Opportunities for Improvement)
Publicize Transportation Problem Statement forms to let public identify system failures or deficiencies	X	X			X
Color coded maps		X				X		X				X	X		X				X
Educational activities		X				X
Public workshops		X			X		X		X		X		X	X	X
Committee meetings		X			X		X	X	X				X				X	X
Technical report available to the public		X			X		X						X
Displays		X											X		X
d. Financial Forecasts (public information only. Budgets/Revenue Estimates)
Part of Plan available to the public	X	X							X				X
Address questions		X	X										X
Technical report available to the public		X			X		X
Spreadsheet with written explanation		X						X					X
Table in the draft LRTP		X			X								X
General Discussion		X											X						X	X
Committee Meetings									X
6. How does your organization involve the public in the development of “alternatives”? After needs are determined, how does your organization involve the public in determining feasible alternatives for the long range plan?
Public involved in developing scenarios	X	X	X		X								X								X
Focused PI and group interaction	X	X			X		X					X	X	X						X	X
Public Awareness Campaign			X
Growth strategy for final approval by the public			X										X
Clean canvass for discussion & feedback		X			X								X
Public input/comment meetings		X			X	X	X	X	X	X			X		X				X	X
Committee meetings		X			X	X	X		X				X				X
Maps & slides		X			X			X					X						X
Computer simulation								X					X
Surveys		X							X			X
Subcommittee Review		X			X						X
Visioning as a component of the local comprehensive plan development		X											X
Group meetings/workshops		X			X								X			X			X	X
Presentations		X			X										X
7. Identify your “Top 5” innovative techniques for obtaining valuable input from the public.
Group workshops		X	X				X	X		X	X		X			X		X				X
Surveys		X	X		X			X	X				X			X				X	X
Community teams		X	X										X							X
Focus groups to test concepts and obtain feedback on documents		X	X							X		X	X
Events at shopping centers and other public venues		X											X							X
Key Stakeholder meetings			X							X
Newspaper Ads			X														X			X		X
Prizes to employees for best presentations				X
Mobile bus outfitted with interactive displays and computer terminals					X
Web surveys					X				X											X
Coffee Talks or Neighborhood Meetings					X
Segment specific “Work Books”					X
Community leader Town Hall & walking tours	X				X
Personalized invitations						X
Annual reports						X
“Planner on Call”						X
Accessibility to the Press						X
Focus group of community business leaders							X						X
Charrettes							X											X		X
Presentations							X		X	X		X
Questionnaires in newspapers							X
Advisory Committees/Councils								X	X	X						X	X
Hearings								X	X			X					X
Newsletter response								X			X						X
Participation with social coalitions										X	X										X
Published Materials											X	X	X				X	X			X
Website use evaluation												X				X
Games													X
Complaint monitoring				X												X
Website/Internet comments/input																		X	X	X
Hand delivered notices																		X
Public information on kiosks																		X	X
Article in local school district student newsletters																					X
E-Mail Distribution Lists (others)																					X
8. How does your organization prevent the public from feeling overwhelmed with information when long range plans are often detailed, technical, and take years to develop?
Keep things simple	X	X			X								X	X							X
Don’t use too many technical terms	X	X			X				X						X				X
Don’t use acronyms	X	X			X														X
Don’t involve the same people in multiple projects at the same time			X																X
Partnership meetings held at critical times			X						X
Committee meetings held once per month		X	X
Communicate from the beginning		X			X				X									X				X
Don’t inundate public with undue information		X			X	X						X		X
Present information in an interesting and comprehensible format	X	X			X				X	X		X	X			X
Provide information on the process		X				X	X											X
Make it personal		X				X				X			X						X
Brief power point presentations		X					X								X			X
Provide visual information (maps)		X					X		X				X					X	X
Section 4: Planning & Implementing Effective Public Meetings
1. What is the percent of people that attend your public meetings (based on the number of people invited?
Council Meetings 2-3 people	X
Events – 100 people	X												X
Planning specific events – 2-30 people	X						X	X			X										X
Local transportation or community projects – 5-100 people	X
<1-5%		X			X	X
20-25%			X															X		X		X
Neighborhood Meetings 15-25					X																X
25 - 50 people									X												X	X
25-200 people					X
2. How does your organization define a “public meeting.”
Committee/Council Meetings	X	X			X		X							X
Events	X	X					X
Planning specific events	X						X				X
Must be Posted		X					X					X									X
Public officials may take action		X					X
Key stakeholders representing broad interests		X	X
All outreach meetings	X	X			X	X	X		X				X									X
Any gathering							X	X					X			X	X	X
Any meeting in which public comment is solicited		X					X								X				X	X	X
3. How do you plan for a public meeting?
Choose location	X	X			X	X	X	X			X				X	X			X	X		X
Announce meeting date, prior to public announcement	X	X	X		X	X		X	X			X		X		X		X		X		X
Create flyers	X	X			X							X
Create/Send invitations	X	X	X		X	X			X									X
Create web announcements	X	X			X			X	X									X
Prepare boards	X	X			X	X	X		X		X
Prepare presentations	X	X			X	X	X		X	X	X			X				X
Prepare comment sheets	X	X			X				X					X	X	X				X
Order food and incentives	X	X			X
Contact media for promotion and follow-up	X	X	X		X				X					X
Email reminders to potential attendees	X	X			X
Send thank you notes	X	X				X
Summarize comment sheets	X	X	X		X	X
Incorporate comments/suggestions into process	X	X	X		X						X
Update database to obtain best possible mailing list		X	X		X		X
Follow-up calls to assure participation			X
Place ads in local newspapers		X	X		X		X											X	X
Bring people together in groups of 10			X
Community leaders are involved early in the meeting planning process		X	X		X
Evaluate meeting	X	X	X		X	X	X			X	X					X			X			X
Comments recorded orally with tape recorder					X		X
Agenda/packets/meeting materials distributed		X			X		X	X				X	X		X			X
Posters in the community		X							X
Announcement in newsletter		X					X		X
Tailored to venue and audience													X
4. How does your organization utilize public comments?
Summarized and given to committee	X	X			X	X	X						X		X
Forward comments to appropriate agencies	X	X			X	X	X						X		X
Letter of response	X	X			X	X						X	X
Used in technical analysis of each project		X	X		X						X		X	X
Modeled and analyzed to develop final plans for each project		X	X							X	X		X				X
Comments are compiled into a compendium report		X			X	X							X
Documented in technical reports		X					X						X
Follow-up strategy with action items		X						X					X							X
Assist in selecting projects for the LRTP		X			X				X				X
Meeting improvement											X
Those not incorporated into the LRTP are taken before Council/Board/Committee		X											X
Used to develop goals and objectives					X								X			X
Read aloud at MPO meetings																		X
Documented as public record		X																X	X
Maintaining a database		X			X				X												X
5. What methodologies do you use to solicit public comment?
General advertisement	X	X			X	X	X			X							X	X
Town meetings		X	X		X								X
Community Design Workshops			X		X						X		X
Surveys	X	X	X		X		X	X	X				X			X					X
Fax response forms			X
Personal contact with key leaders		X	X		X	X							X	X
Public notice mailed		X			X	X	X							X			X	X
Flyers	X	X			X		X						X	X
Email Notices	X	X			X		X			X											X
Newsletters	X	X			X		X	X	X					X			X		X	X	X
Personalized invitations		X				X	X
Annual reports		X				X	X
Accessibility to the Press		X				X	X						X
Website		X			X		X	X	X				X			X	X	X	X
Direct Mail		X								X			X					X	X	X
Meeting Agenda item		X			X		X					X	X
Focus Groups		X					X		X				X			X
Radio Talk Shows		X			X		X						X						X
Committee/Board Meetings		X			X		X		X				X
Informal workshops		X			X		X								X
Presentations		X			X		X		X						X					X
Telephone poll		X																			X
6. What specific methodologies are utilized to obtain maximum public comments from a large variety of sources?
Advertising	X	X	X			X	X			X			X					X	X
Work groups to identify all potential resources		X	X				X			X
Work with other organizations on similar issues		X	X		X		X						X
Surveys	X	X	X		X		X					X	X
Polling		X	X		X
Fliers	X	X				X	X					X
Email Notices	X	X			X	X	X
Newsletters	X	X			X	X	X
Personalizing of materials to intended audience		X				X	X
Website		X			X		X	X	X			X						X		X
Direct Mail		X								X		X						X
Games													X
Media Relations		X							X				X			X			X
Interactive public meetings on television																				X
Public Meetings									X
7. How are public comments:
a. Collected?
Comment sheets	X	X	X		X				X				X		X	X		X			X	X
Written comments via mail, email, fax, or at public hearings		X			X	X	X			X		X	X	X	X	X			X	X	X	X
Oral comments at hearings or phone calls		X	X		X	X	X		X	X	X	X	X		X	X				X	X	X
Survey	X	X	X										X			X					X
Polling		X	X																		X
Regular Mail		X			X		X			X			X								X
Questionnaires in newspapers					X		X	X
Website		X			X		X	X	X			X				X
Video		X																X
b. Documented?
Summarized and given to the Committee/Board	X	X			X	X	X	X					X		X
Provided at request of Board members		X
Summaries in tabular/matrix form		X		X									X
Summarized in monthly progress reports to the state DOT							X
Documented in technical reports		X					X						X
Typed									X
Documented and part of the permanent record		X			X					X	X		X	X	X	X		X		X
Computer program and filed		X										X							X		X
c. Analyzed?
Acknowledged		X												X					X
Analyzed by third party		X	X													X
Information sorted by type of comment					X															X
Summaries prepared		X			X	X															X
Documented in Technical Reports		X					X						X
Graphed		X						X					X
Provided to Advisory Committees & Board		X		X	X				X				X							X	X
Assessed for themes		X									X		X
Staff review with response		X		X								X
Using SPSS													X
Analyzed in-house		X		X												X			X			X
Research																		X
Videos rebroadcast for the public																		X
d. Acknowledged?
Letter or postcard response	X	X					X			X	X	X	X	X	X	X			X			X
Comments requesting further information are responded to		X			X		X	X	X
Individualized thank you letters		X				X									X				X
Email requests are followed-up with an email response		X			X		X					X
Verbal responses at meetings		X							X							X		X
Technical Reports		X											X			X
Board/Council/Committee meetings		X											X			X		X
Media		X											X
Offer to provide additional informational		X																	X
e. Distributed and/or tracked?
Comments posted on website		X			X													X
Comment summaries posted on website		X			X
Speakers bureau			X		X
Training session			X
Multimedia campaigns		X	X
Comments shared with policy makers		X		X	X	X	X			X					X
Confirm mailing lists		X				X
Ranked by technical evaluation criteria that is based on goals and objectives		X					X						X
Distributed at meetings		X			X			X										X
Tracked by consultant		X							X
Distributed to Committees/Board/Council		X			X				X	X					X			X
Overview given to Committee/Council		X			X						X
Technical Reports		X											X			X
Maintained in database		X		X	X								X								X
To Project Team		X			X																	X
f. Incorporated into the Long Range Plan?
Depends on the analysis		X											X
Depends on committee decision		X				X		X		X
MPO makes final decision		X					X
Help make LRTP decisions		X			X				X	X	X		X					X			X
Comments included in LRTP		X									X	X			X	X
Through goals and objectives		X														X
g. Shared throughout the organization?
Monthly committee meetings		X	X		X			X
Bi-Annual partnership meetings			X
Executive committee meetings			X		X
Newsletter	X	X	X		X
In-house staff meetings or email		X			X	X	X		X						X	X
Memo							X		X
Report		X							X				X			X