Puerto Rico 2040 Long Range Multimodal Transportation...

Puerto Rico 2040 Long Range Mult imodal


Transportat ion Plans

Technical Working PaperPublic Involvement Plan (Task 2)

FINAL

January 2012


Transportat ion Plans

Technical Working Paper Public Involvement Plan (Task 2)

FINAL DRAFT January 2012

Prepared by:

Caribe, LLP

PUBLIC INVOLVEMENT PLAN (PIP)

Table of Contents 1.0 Introduction................................................................................................... ...... 1

1.1 Overview......................................... ............................................................ 2 1.2 Public Involvement Plan (PIP) Requirements......................................... .... 2

1.2.1 Federal Requirements …......................................... ....................... 2 1.2.2 MPO Public Involvement Plan......................................................... 2

1.3 Goals and Objectives of the Public Involvement Plan............................... .. 6 1.4 Overview of the Transportation Plan Development Process ....................... 7

2.0 Public Involvement Program Components......................................................... . 9 2.1 Public Involvement Plan (Task 2.1)........................................................ ..... 9

2.1.1 Planned Activities and Schedule..................................................... 9 2.1.2 Contact Lists......................................................................... ......... 10

2.2 . Public Meetings (Task 2.5)..................................................................... .... 10 2.3 Additional Meetings and Briefings (Task 2.6)........................................ ..... 11 2.4 Stakeholder Advisory Group (Task 2.2)............................................. ........ 11

2.4.1 Composition......................................................................... .......... 11 2.4.2 Meeting Schedule and Locations............................................ ....... 11 2.4.3 Initial Questionnaire................................................................ 12

2.5 Public Involvement Materials (Task 2.3)................................................ .... 12 2.5.1 Study Web Site............................................................................. . 12 2.5.2 Project Fact Sheets...................................................................... .. 12 2.5.3 Newsletter Articles........................................................................ . 12 2.5.4 Study Hotline........................................................................... ....... 12 2.5.5 Introductory Video...................................................................... .... 13 2.5.6 Study Brochure........................................................................... ... 13 2.5.7 Project Identity ........................................................................... ... 13 2.5.8 Communication Through Visualization……............................. ...... 13

2.6 Traditionally Underserved Populations (Task 2.4)................................ ..... 13 2.7 Media Outreach (Task 2.8)..................................................................... ... 15

2.7.1 Coordination with Office of Communications and Press............ .... 15 2.7.2 Media Contact List……................................................................ .. 15 2.7.3 Meeting/Workshop and Project Publicity.................................... ... 16

2.8 Public Involvement Documentation (Task 2.7) ............................. ............ 16 2.8.1 Updating of PIP............................................................................ .. 16 2.8.2 PIP Documentation……………………………….......................... ... 16 2.8.3 PIP Review……………….………………….....……………............ .. 17

3.0 MPO, Client, and Agency Coordination............................................................ . 18 3.1 MPO Committees.................................................................................... ... 18 3.1.1 Policy Committees......................................................................... 18 3.1.2 Technical Group............................................................................. 18 3.1.3 Public Participation Committees..................................................... 18 3.2 DTOP/PRHTA Coordination……............................................................. .. 18 3.3 Coordination with Other Agencies........................................................... ... 19 3.4 Internal Project Website........................................................................... .. 19 3.5 Schedule of Activities............................................................................... .. 19 3.6 Documentation ........................................................................................ .. 19

Task 2.1

Public Involvement Plan

1.0 Introduction

1.1 Overview

Public involvement and outreach is critical to the success of any planning study, and should involve the

interaction of the general public as

transportation services.

The Puerto Rico Department of Transportation and Public Works (DTPW), through the Puerto Rico

Highways and Transportation Authority (PRHTA), in coordination

Organization (MPO), is conducting th

year 2040 for each of the seven transportation planning regions.

transportation plans in Puerto Rico,

requirements for public involvement in the transportation plan development process, and general

guidance developed by the MPO in it

regional planning operation, and administration of funds through Federal Transit Admin

programs.

This document describes the specific Public Involvement Plan to be implemented during the development

of the 2040 long range transportation plans.

plans is tailored to conform the Federal requirements and

MPO’s PIP, and its specific program to be followed in implementing the public involvem

methods.

The PIP is to be itself a proactive process and is

broad cross-section of the public representing

reach a broad representation of the agencies, stakeholders, and citizens. This will facilitate dissemination

of information and ideas in a two-way communication process, and will provide and open and ongoing

channel for communication and dialogue throughout the course of the study.

It is recognized that the success of the LRTP depend

the MPO structure for the seven transportation planning regions

involvement program that focuses on soliciting commu

community impacts and opinions throughout the public involvement process.

The active participation of citizens and

role, and will help guide the long term transportation investments in

the purpose of achieving the best possible mobility connections. It is believed that the positive value of

implementing a strong public involvement effort will result i

2040 LRTP.

This plan documents the public participation process and

engaging the citizens and stakeholders

demographic groups, especially targeting those citizens who are not as easily reached through traditional

outreach methods, and who may be more

All public involvement activities undertaken through thi

ongoing basis through the study process

completion.

Technical Working Paper

Puerto Rico Highways and

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1


interaction of the general public as well as with other groups associated with the planning and delivery of


and Transportation Authority (PRHTA), in coordination with the Metropolitan Planning

, is conducting the development of Long Range Transportation Plans (LRTPs) to

year 2040 for each of the seven transportation planning regions. For the preparation of long range

o Rico, as discussed later in this plan, there are both specific Federal


guidance developed by the MPO in its current Public Involvement Plan (PIP) for the exec

, and administration of funds through Federal Transit Admin


ion plans. It is noted that this PIP for the long range transportation

plans is tailored to conform the Federal requirements and complements the current

s specific program to be followed in implementing the public involvem

The PIP is to be itself a proactive process and is to promote meaningful and ongoing participation from a

representing the diverse points of views on the issues

of the agencies, stakeholders, and citizens. This will facilitate dissemination

way communication process, and will provide and open and ongoing

channel for communication and dialogue throughout the course of the study.

success of the LRTP depends upon a successful public outreach effort.

MPO structure for the seven transportation planning regions is committed to conduct a public

involvement program that focuses on soliciting community interaction and incorporates

community impacts and opinions throughout the public involvement process.

active participation of citizens and interest groups helps to characterize the vision for transportation’s

guide the long term transportation investments in each planning region of Puerto Rico


implementing a strong public involvement effort will result in public awareness of and support for the

documents the public participation process and the strategies and tools to be deployed in

engaging the citizens and stakeholders. It also identifies other outreach efforts to reach the range

especially targeting those citizens who are not as easily reached through traditional

outreach methods, and who may be more reliant on public policy regarding transportation

All public involvement activities undertaken through this plan will be evaluated and refined on an

ongoing basis through the study process, and will be fully documented as the process proceeds through


uerto Rico Highways and

sportation Authority


well as with other groups associated with the planning and delivery of


with the Metropolitan Planning

development of Long Range Transportation Plans (LRTPs) to

For the preparation of long range

s discussed later in this plan, there are both specific Federal


for the execution of the

, and administration of funds through Federal Transit Administration


It is noted that this PIP for the long range transportation

current guidance of the

s specific program to be followed in implementing the public involvement

meaningful and ongoing participation from a

points of views on the issues. It is designed to

of the agencies, stakeholders, and citizens. This will facilitate dissemination

way communication process, and will provide and open and ongoing

upon a successful public outreach effort. As such,

is committed to conduct a public

nity interaction and incorporates an evaluation of

for transportation’s

each planning region of Puerto Rico,


ness of and support for the

to be deployed in

reach the range of

especially targeting those citizens who are not as easily reached through traditional

reliant on public policy regarding transportation.

s plan will be evaluated and refined on an

, and will be fully documented as the process proceeds through

Task 2.1


1.2 Public Involvement Plan (PIP) Requirements 1.2.1 Federal Requirements Effectiveness

Adopted in August 2005, Section

Equity Act: A Legacy for Users (SAFETEA

and statewide planning processes, and specific requirements for publi

Per SAFETEA-LU requirements, the public participation plan “shall be developed in consultation with all

interested parties and shall provide that all interested parties have reasonable

the contents of the transportation

include the following elements:

• Public meetings and workshops must be accessible.

• Generous use of visualization techniques to present plan information including maps, charts,

graphs, and other methods.

• Public information must be made available in electronically accessible formats, such as the World

Wide Web (internet). , Public, and Agency Involvement

All public involvement techniques anticipated under this public involvement

with these regulations. There are

Executive Order 12898 defines environmental justice as the fair treatment and meaningful involvement of

all people – regardless of race, ethnicity, income, or education level

1.2.2 MPO Public Involvement Plan

MPO Transportation Planning Regions

The Puerto Rico MPO framework is organized in seven transportation planning regions in Puerto Ri

which are each defined as MPO regions,

population distribution in the island.

There are two large population Transportation Management Areas (TMAs)

and five other smaller population transportation planning regions comprising nine other Urbanized Areas.

Each urbanized area comprises several municipalities. The transportation planning regions are

summarized as follows:



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Public Involvement Plan (PIP) Requirements

Requirements

in August 2005, Section 6001 of the Safe, Accountable, Flexible, Efficient Transportation

Users (SAFETEA-LU (23 USC 139) provides guidance on both metropolitan

and specific requirements for public participation.

LU requirements, the public participation plan “shall be developed in consultation with all

interested parties and shall provide that all interested parties have reasonable opportunities to comment on

plan.” In addition, the new public participation requirements

Public meetings and workshops must be accessible.

Generous use of visualization techniques to present plan information including maps, charts,

raphs, and other methods.

Public information must be made available in electronically accessible formats, such as the World

niques anticipated under this public involvement plan are designed to comply

ere are also Federal regulations concerning environmental justice. U.S.


of race, ethnicity, income, or education level – in transportation decision

ublic Involvement Plan

MPO Transportation Planning Regions

The Puerto Rico MPO framework is organized in seven transportation planning regions in Puerto Ri

which are each defined as MPO regions, according to the 2000 Census definition of urbanized areas and

population distribution in the island.

There are two large population Transportation Management Areas (TMAs) – San Juan and Aguadilla

smaller population transportation planning regions comprising nine other Urbanized Areas.





6001 of the Safe, Accountable, Flexible, Efficient Transportation

provides guidance on both metropolitan

LU requirements, the public participation plan “shall be developed in consultation with all

opportunities to comment on

plan.” In addition, the new public participation requirements also

Generous use of visualization techniques to present plan information including maps, charts,

Public information must be made available in electronically accessible formats, such as the World

plan are designed to comply

Federal regulations concerning environmental justice. U.S.


in transportation decision-making.

The Puerto Rico MPO framework is organized in seven transportation planning regions in Puerto Rico

Census definition of urbanized areas and

San Juan and Aguadilla –

smaller population transportation planning regions comprising nine other Urbanized Areas.


Task 2.1


• San Juan Transportation Management Area (TMA)

• Aguadilla Transportation Management Area (TMA)

• Northeast Region

o Fajardo Urbanized Area

• North Region

o Arecibo Urbanized Area

o Florida- Barceloneta Urbanized Area

• Southeast Region

o Guayama Urbanized Area

• South Region

o Ponce Urbanized Area

o Juana Díaz Urbanized

o Yauco Urbanized Area

• Southwest Region

o Mayaguez Urbanized Area

o San Germán-Cabo Rojo Urbanized Area

The following map shows the location of each of the seven transportation planning regions in Puerto

Rico.



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San Juan Transportation Management Area (TMA)

Aguadilla Transportation Management Area (TMA)

Fajardo Urbanized Area

Arecibo Urbanized Area

Barceloneta Urbanized Area

Guayama Urbanized Area

Ponce Urbanized Area

Juana Díaz Urbanized Area

Yauco Urbanized Area

Mayaguez Urbanized Area

Cabo Rojo Urbanized Area






Task 2.1


MPO Organization

The MPO organization structure incorporates

oversight, and public involvement into its framework of committees.

committee structure will be utilized and leveraged to conduct the specific public i

described in this document for the 2040 LRTPs, and that the MPO committee structure will also be

involved in the plan development process by providing direction, oversight, and policy decision making.

This aspect of project coordination

following chart shows the organizational structure of the Puerto Rico MPO.

The key elements of this structure are summarized below:

• To assure a forum for cooperative decision

structured several committees (Policy, Technical and Citizen Participation) to ensure that

transportation planning is conducted in a coordinated, comprehensive, continuous and

cooperative manner. There are additional commi

• Policy Committees: The MPO carries out its regional transportation planning responsibilities

through three Policy Committees: one for the San Juan Urbanized Area (SJUA) another for the

Aguadilla Urbanized Area (A

(UZA). Members are involved in the planning process from its inception to the final approval of

the routine planning documents prepared by the MPO annually. The members of the MPO

include representatives from federal, state and municipal governments involved in transportation

issues as well as operators of mass transportation systems and state



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tructure incorporates the three components of policy decisions, technical

oversight, and public involvement into its framework of committees. It is the intention that this

committee structure will be utilized and leveraged to conduct the specific public involvement program



This aspect of project coordination is discussed in more detail in Section 3 of this document. The

anizational structure of the Puerto Rico MPO.

The key elements of this structure are summarized below:

To assure a forum for cooperative decision-making in the planning process, the MPO has



There are additional committees and groups supporting this framework.

The MPO carries out its regional transportation planning responsibilities


Aguadilla Urbanized Area (AUA) and one for Urbanized Areas Under 200,000 Population



ives from federal, state and municipal governments involved in transportation

issues as well as operators of mass transportation systems and state-level planning agencies.




three components of policy decisions, technical

It is the intention that this

nvolvement program



is discussed in more detail in Section 3 of this document. The

the planning process, the MPO has



ttees and groups supporting this framework.

The MPO carries out its regional transportation planning responsibilities


UA) and one for Urbanized Areas Under 200,000 Population



ives from federal, state and municipal governments involved in transportation

level planning agencies.

Task 2.1


• Technical Committee (TC)

and municipalities including public and private transportation providers. Its members are

professionals in the area of transportation, transit, land use and public works.

• Technical Group (TG) – This is an ad hoc subcommittee of the MPO’s Technical

comprised of DTPW, PRHTA, municipal and other agency liaison representatives, private entities

and consultants. Their primary purpose is to establish a participatory forum during development

or revision of regional transportation studies and pla

• Public Participation Committee (PPC)

representatives from state and federal agencies, local civic, professional and community groups

and the general public. They are organized by the PRHTA at the regi

provide an early forum to the community about studies and Metropolitan and Statewide

Transportation Plans under consideration or development and to receive their comments and input

in the process. This is a critical mechanism f

planning process.

• Public Involvement Committee (PIC)

facilitate the participation of representatives of private agencies, community organizations and the

general public. It also assures that the interests and social, economic and environmental concerns

of the community are being considered in the planning process. Committee members consist of

representatives from the DTPW’S Office of Communications, the Off

Secretary for Planning Federal Coordination Offices and the Strategic Planning Area who

coordinate public participation activities and assure that they are being carried out effectively

according to the Public Involvement (PI) Plan.

• Central Planning and Coordination Work Group (CPCWG)

of the Central Planning and Coordination Work Group comprised of technical staff from the

DTPW's Office of the Assistant Secretary for Planning (including the Federal Coor

Offices and Strategic Planning Office); and the PRHTA's Planning Area (including the

Environmental Studies Office). Its purpose is to provide technical support to the MPO’s

committees and subcommittees and to prepare the planning products, includi

UPWP and TPs according to directives established by the MPO. It is also one of the mechanisms

used by the DTPW to carry out outreach efforts to the community.

• Non-Metropolitan Area Representation

representatives from non-metropolitan areas through outreach efforts and coordination activities

with affected local officials with responsibility over transportation and the general public.

PRHTA staff annually carries out a series of regional orientation meetings to explain the planning

and project programming process, provide information about the availability of funds and the

petition preparation and evaluation processes. This forum is also utilized to rec

community on transportation

MPO Public Involvement Plan Guidance

The MPO has developed a Public Involvement Plan document which presents

public participation and involvemen

and Public Works (DTPW) in coordination with

Puerto Rico Highway and Transportation Authority (PRHTA), for transportation planning.

This document also seeks to provide guidance to planners, project managers, consultants and MPO

members on designing and implementing public involvement programs to achieve early and continuing

public input and involvement so that the best possible transpor

safety and enhance the quality of life of Puerto Rico’s citizens.



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5

Technical Committee (TC) - The TC is comprised of technical representatives of MPO


professionals in the area of transportation, transit, land use and public works.

This is an ad hoc subcommittee of the MPO’s Technical



or revision of regional transportation studies and plans.

Public Participation Committee (PPC) – This is an ad hoc committee of the MPO comprising


and the general public. They are organized by the PRHTA at the regional and municipal levels to



in the process. This is a critical mechanism for effective participation in the transportation

Public Involvement Committee (PIC) - This is a PRHTA committee organized to promote and




representatives from the DTPW’S Office of Communications, the Office of the Assistant



according to the Public Involvement (PI) Plan.

ntral Planning and Coordination Work Group (CPCWG) - The MPO relies on the expertise


DTPW's Office of the Assistant Secretary for Planning (including the Federal Coor



committees and subcommittees and to prepare the planning products, includi


used by the DTPW to carry out outreach efforts to the community.

Metropolitan Area Representation – Participation in the planning process is provided to

metropolitan areas through outreach efforts and coordination activities


lly carries out a series of regional orientation meetings to explain the planning


petition preparation and evaluation processes. This forum is also utilized to receive input from the

community on transportation-related problems and concerns.

Public Involvement Plan Guidance

The MPO has developed a Public Involvement Plan document which presents general guidance for

public participation and involvement process to be used by the Puerto Rico Department of Transportation

in coordination with the MPO, designated by the Governor in 1973, and the


his document also seeks to provide guidance to planners, project managers, consultants and MPO


public input and involvement so that the best possible transportation decisions are made which promote

safety and enhance the quality of life of Puerto Rico’s citizens.




The TC is comprised of technical representatives of MPO agencies


This is an ad hoc subcommittee of the MPO’s Technical Committee



This is an ad hoc committee of the MPO comprising


onal and municipal levels to



or effective participation in the transportation

This is a PRHTA committee organized to promote and




ice of the Assistant



The MPO relies on the expertise


DTPW's Office of the Assistant Secretary for Planning (including the Federal Coordination



committees and subcommittees and to prepare the planning products, including the TIP, STIP,


ipation in the planning process is provided to

metropolitan areas through outreach efforts and coordination activities


lly carries out a series of regional orientation meetings to explain the planning


eive input from the

general guidance for the

t process to be used by the Puerto Rico Department of Transportation

the MPO, designated by the Governor in 1973, and the


his document also seeks to provide guidance to planners, project managers, consultants and MPO


tation decisions are made which promote

Task 2.1


The MPO PIP summarizes the federal requirements for public involvement,

in the process, including the MPO Policy Commi

composition and roles. The plan then

SAFETEA-LU legislation, and discussed previously.

Public involvement is not limited to special

utilizing Federal funds. It is also an essential part of the planning process used by the PRHTA

operational arm of the MPO, in the development of its

techniques used to disseminate information about projects, identify issues and concerns and involve the

public at an early stage. These techniques are geared to the scope of work being undertaken. Typically,

depending on the magnitude and type of project,

following activities:

• Educational Activities

• Early and Continued Public

• Outreach Activities

The MPO PIP also discusses the approach for public involvement as part of metropolitan tran

plans, to include these elements:

• Public Participation Group (PPG) to provide input and feedback on

• MPO Technical Committee

• Coordination with municipalities

represented on the MPO Policy Committees.

• Three meetings are required fo

o To describe the transportation planning process,

o To present study findings and alternatives under consideration,

o Third, to present the draft plan which has incorporated prior comments and

recommendations from the public and stakeholders

• Public meetings are conducted with a comment period and a record of feedback,

• Plans are reviewed for air quality compliance and other

• The final plan is coordinated with the FTA and FHWA, as well as with the Puerto Rico Planning

Board.

1.3 Goals and Objectives of the P This Public Involvement Plan (PIP)

and the public as participants and to enable them to provide meaningful input to the process and outcomes

of the LRTP process. The plan strives to establish new forums for information exchange while also

taking advantage of existing groups and organizations. Outreach efforts will educate, inform and involve

the public as to the purpose and progress of the study by highlighting transportation needs and issues,

technical considerations, and potential impacts. Outreach tec

participation in the public process and to generate meaningful feedback. The PIP provides tools for both

disseminating study-related information and gathering public input that reflects community concerns and

interests.

The goals of the public involvement



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he MPO PIP summarizes the federal requirements for public involvement, and describes the participants

including the MPO Policy Committee, and several other committees and groups, and their

composition and roles. The plan then reiterates the strategies for public involvement as enumerated in

, and discussed previously.

Public involvement is not limited to special events or high profile projects or just to those projects

utilizing Federal funds. It is also an essential part of the planning process used by the PRHTA

in the development of its transportation program. There are numerous



depending on the magnitude and type of project, public input is accomplished through some or all of the

ublic Participation

The MPO PIP also discusses the approach for public involvement as part of metropolitan tran

Public Participation Group (PPG) to provide input and feedback on transportation topics.

MPO Technical Committee reviewing development of the plans

Coordination with municipalities through mayors and their delegates. The mayors are also

represented on the MPO Policy Committees.

Three meetings are required for each metropolitan plan:

To describe the transportation planning process,

o present study findings and alternatives under consideration, and

sent the draft plan which has incorporated prior comments and

recommendations from the public and stakeholders.

are conducted with a comment period and a record of feedback,

ir quality compliance and other potential environmental aspects, and

The final plan is coordinated with the FTA and FHWA, as well as with the Puerto Rico Planning

Objectives of the Public Involvement Plan

This Public Involvement Plan (PIP) for preparation of the 2040 LRTPs is designed to involve agencies


. The plan strives to establish new forums for information exchange while also

of existing groups and organizations. Outreach efforts will educate, inform and involve


technical considerations, and potential impacts. Outreach techniques are designed to encourage


related information and gathering public input that reflects community concerns and

he goals of the public involvement plan for this project are:




describes the participants

ttee, and several other committees and groups, and their

the strategies for public involvement as enumerated in

events or high profile projects or just to those projects

utilizing Federal funds. It is also an essential part of the planning process used by the PRHTA, as

program. There are numerous



public input is accomplished through some or all of the

The MPO PIP also discusses the approach for public involvement as part of metropolitan transportation

transportation topics.

gates. The mayors are also

sent the draft plan which has incorporated prior comments and

are conducted with a comment period and a record of feedback,

environmental aspects, and

The final plan is coordinated with the FTA and FHWA, as well as with the Puerto Rico Planning

is designed to involve agencies


. The plan strives to establish new forums for information exchange while also

of existing groups and organizations. Outreach efforts will educate, inform and involve


hniques are designed to encourage


related information and gathering public input that reflects community concerns and

Task 2.1


• To consult with the public and stakeholders to

transportation needs. This process is an opportunity for the community to voice concerns and

opinions about current and future tra

• To inform and involve the public throughout the process.

listen to, and learn from the public throughout the study

development process relies

The objectives of the PIP include the following.

• Develop an early, proactive, and ongoing public participation

public, stakeholders, and other governmental agencies at the commonwealth, regional and local

levels.

• Build a marketing campaign to heighten the public’s awareness

publicize the role of DTPW and the MPO

• Create communications channels with the general public

obtain input from those who are

The approach of this PIP to accomplishing these goals an

• Conform to Federal requirements

• Leverage existing the MPO

• Augment MPO PIP with additional outreach and

• Provide regional accessibility for engagement of the general public across the island

• Address environmental justice aspects of public involvement.

1.4 Overview of the Transportation Plan Development

The chart below illustrates key steps in the long range transportation plan process, showing the timing of

the three planned phases of public involvement meetings to coordinate the plan development process.

Concurrently, there will be meetings with MPO committees peri



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the public and stakeholders to gather their ideas for solutions to

This process is an opportunity for the community to voice concerns and

rrent and future transportation policies, programs and plans across Puerto Rico.

To inform and involve the public throughout the process. This plan is structured to inform,

learn from the public throughout the study process. The success o

relies on the input of the public, based on awareness of the issues and needs

The objectives of the PIP include the following.

Develop an early, proactive, and ongoing public participation process that includes the genera

stakeholders, and other governmental agencies at the commonwealth, regional and local

Build a marketing campaign to heighten the public’s awareness about transportation

role of DTPW and the MPO in the development of a long range transportation

communications channels with the general public to encourage public participation and

obtain input from those who are most reliant on the LRTP results.

The approach of this PIP to accomplishing these goals and objectives includes these components:

equirements and MPO PIP guidance for public involvement

MPO committee structure and MPO public involvement outreach activities

Augment MPO PIP with additional outreach and communication strategies.

Provide regional accessibility for engagement of the general public across the island

Address environmental justice aspects of public involvement.

Transportation Plan Development Process

ow illustrates key steps in the long range transportation plan process, showing the timing of


Concurrently, there will be meetings with MPO committees periodically, leading to MPO plan approval.




gather their ideas for solutions to

This process is an opportunity for the community to voice concerns and

nsportation policies, programs and plans across Puerto Rico.

is structured to inform,

process. The success of the LRTP

, based on awareness of the issues and needs.

process that includes the general

stakeholders, and other governmental agencies at the commonwealth, regional and local

portation issues, and

t of a long range transportation plan.

public participation and

d objectives includes these components:

and MPO PIP guidance for public involvement.

committee structure and MPO public involvement outreach activities.

Provide regional accessibility for engagement of the general public across the island.

Process

ow illustrates key steps in the long range transportation plan process, showing the timing of


odically, leading to MPO plan approval.

Task 2.1


The graphic below illustrates the relation between the technical analysis tasks across the top and the

public participation activities which inform the technical process at three significant points.



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Task 2.1


2.0 Public Involvement Program Components 2.1 Public Involvement Plan (Task 2.1)

The prior discussion addressed an overview of the LRTP process and the plan documents to be

developed, and summarized the applicable Federal requirements and MPO guidance

involvement. The following discussion centers on the

(complementary to the current MPO’s PIP) to conduct the process of public participation in the

development of the LRTP. These components

• Planned PIP events and coordination activities

• PIP communications channels

• PIP materials

• Documentation of the PIP process undertaken

2.1.1 Planned Activities and Schedule

The following list summarizes the main activities and products that will be part of the P

LRTPs:

• Public Meetings/Workshops

more in the larger population areas. There will be a sequence of three meeting cycles during the

project, as follows:

o First Round: To

overview, process and schedule, and transportation

o Second Round: To be held once transportation network problems are identified and

options are proposed. Focus on

address needs.

o Third Round: To be held

choices – priorities, mode preferences, and funding capacity.

• Additional Meetings/Briefings:

• Stakeholder Advisory Group

environmental groups, businesses, civic organ

• Public Involvement Materials and Mechanisms

o Fact Sheets

o Newsletter Articles

o Contact List

o Press Releases

o Media Outreach Activities

o Project Website

o Transportation Hotline

o Introductory Video

o Study Brochure

These PIP elements are described in the later sections of this document.

their timing (subject to adjustment as the process continues) is provided in

following table illustrates the various events and coordination activities, and the production of various

supporting information and materials.



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Public Involvement Program Components

Public Involvement Plan (Task 2.1)

an overview of the LRTP process and the plan documents to be

developed, and summarized the applicable Federal requirements and MPO guidance

The following discussion centers on the major components of this PIP


development of the LRTP. These components are:

d PIP events and coordination activities

PIP communications channels

Documentation of the PIP process undertaken

and Schedule

The following list summarizes the main activities and products that will be part of the P

/Workshops: Meetings will be conducted across the seven planning regions, with


be held as the LRTP network analysis has advanced. Focus on LRTP

overview, process and schedule, and transportation issues and directions

Second Round: To be held once transportation network problems are identified and

options are proposed. Focus on transportation options, seeking public input on ways to

To be held near the end of the draft LRTP stage. Focus on transportation

, mode preferences, and funding capacity.

Additional Meetings/Briefings: Sessions with key officials, agency representatives, and others.

Stakeholder Advisory Group: This group will be comprised of representatives from interest and

environmental groups, businesses, civic organizations and the general public.

erials and Mechanisms

Newsletter Articles

Media Outreach Activities

Transportation Hotline

These PIP elements are described in the later sections of this document. The sequence of activities and

their timing (subject to adjustment as the process continues) is provided in the table below

table illustrates the various events and coordination activities, and the production of various

terials.




an overview of the LRTP process and the plan documents to be

developed, and summarized the applicable Federal requirements and MPO guidance for public

major components of this PIP as a program


The following list summarizes the main activities and products that will be part of the PIP process for the

eetings will be conducted across the seven planning regions, with


be held as the LRTP network analysis has advanced. Focus on LRTP

and directions.

Second Round: To be held once transportation network problems are identified and

, seeking public input on ways to

he draft LRTP stage. Focus on transportation

ions with key officials, agency representatives, and others.

comprised of representatives from interest and

The sequence of activities and

the table below. The

table illustrates the various events and coordination activities, and the production of various

Task 2.1


2.1.2 Contact Lists The LRTP team will obtain existing contact lists maintained by the Office of Communications and Press,

and will complement them with contacts supplied by visitors to the project webpage, and other sources.

This list will include governmental agencies,

representatives, non-profit and social service organizations, schools, groups representing or interacting

with traditionally underserved populations, and other stakehold

This list will assist in readily contacting people with announcements of upcoming events, meeting

invitations, and other important project information, and will demonstrate that the

reach, involve and communicate with many people impacted by the project. During the course of the

project, the list will be updated with contact information provided by sign

information open houses, comment forms, phone calls, emails an

Given the scale of the project, the intent for this contact list is for electronic email communications in

advance of planned workshops and meetings, and for interim announcements regarding project activities

and progress.

2.2 Public Meetings (Task 2.5) These public meetings form the core of the PIP outreach efforts, though they are complemented by many

other elements. Meetings will be conducted across the seven planning regions, with more in the larger

population areas.

The LRTP team will organize, public

public workshops to be conducted at strategic and accessible locations throughout the study area during

each round. Each meeting will be planned and execu

guidelines. Meetings are proposed in an interactive format to allow citizens the opportunity to identify

and discuss issues with study staff. At each meeting, a formal presentation with Q&A session will be

conducted.

Then, attendees will be divided into groups to discuss a particular issue or issues related to the study.

Sample topics may include: existing conditions, opportunities and constraints, mobility issues, funding

issues, economic development, etc. The to

desired information to be obtained. Comments from each group will be recorded by a study team member

on large flip charts. Participants will be asked to prioritize the importance of the collective

using a “place the dot by your top 3

used by the study team to guide the next phase of study development. A feedback mechanism such as a

comment form and/or questionnaire will al



Transpo

10

obtain existing contact lists maintained by the Office of Communications and Press,


include governmental agencies, elected officials, civic and business associations, MPO

profit and social service organizations, schools, groups representing or interacting

with traditionally underserved populations, and other stakeholders involved in transportation initiatives.

in readily contacting people with announcements of upcoming events, meeting

invitations, and other important project information, and will demonstrate that the project

ch, involve and communicate with many people impacted by the project. During the course of the

project, the list will be updated with contact information provided by sign-in sheets from public

information open houses, comment forms, phone calls, emails and other correspondence.

project, the intent for this contact list is for electronic email communications in


Public Meetings (Task 2.5)

These public meetings form the core of the PIP outreach efforts, though they are complemented by many

ill be conducted across the seven planning regions, with more in the larger

ll organize, publicize, facilitate, and document the three rounds of open


each round. Each meeting will be planned and executed in accordance with the DTPW and PRHTA





issues, economic development, etc. The topics will be chosen based on the point in the study and the


on large flip charts. Participants will be asked to prioritize the importance of the collective

using a “place the dot by your top 3-5 most important issues” type of approach. This information will be


comment form and/or questionnaire will also be utilized to solicit specific feedback and ideas. A court




obtain existing contact lists maintained by the Office of Communications and Press,


c and business associations, MPO

profit and social service organizations, schools, groups representing or interacting

volved in transportation initiatives.

in readily contacting people with announcements of upcoming events, meeting

project is attempting to

ch, involve and communicate with many people impacted by the project. During the course of the

in sheets from public

d other correspondence.

project, the intent for this contact list is for electronic email communications in


These public meetings form the core of the PIP outreach efforts, though they are complemented by many

ill be conducted across the seven planning regions, with more in the larger

three rounds of open-house style


ted in accordance with the DTPW and PRHTA





pics will be chosen based on the point in the study and the


on large flip charts. Participants will be asked to prioritize the importance of the collective comments

5 most important issues” type of approach. This information will be


so be utilized to solicit specific feedback and ideas. A court

Task 2.1


reporter will also be available to record the comments offered by meeting participants who are unable to

read or write due to educational level, age, or disability.

The first round of public information open

review existing deficiencies, review the

comments on the types of strategies that should be investigated.

The second round of public information will present the alternatives investigated and the evaluation

results. A summary of the feedback collected during the prior rounds of public meetings will be available

for review. Materials will also illustrate how public feedback

The final round of public information open

the final scenarios. A summary of the feedback collected during the prior rounds of public meetings will

be available for review. Materials will also illustrate how public feedback was integrated into the planning

process.

2.3 Additional Meetings and Briefings (Task 2.6)

Under this element, the LRTP team

representatives as needed. These contacts

the content and design of the briefing materials and prepare the materials.

2.4 Citizens Advisory Committee

Development Committee

The objective of these committees is to evaluate public meetings and studies results in order to discuss

and define infrastructure needs, alternatives, and strategies. These committees will represent under

represent populations, technical experts from academia and professional organizations, as well as regional

economic development organizations.

is identified in the Puerto Rico MPO Public Involvement Process docum

committee and groups shown at page 4)

2.4.1 Membership

This group will be comprised of representatives from

elderly, handicapped, low-income communities including non

organizations representing engineers, planners, architectures and economist

will help with study guidance through the identification of opportunities and constraints, as well as in th

identification of additional community leaders to help disseminate and gather information to reflect

community concerns, needs, and desires. It is anticipated that the advisory group

representing the traditionally underserved.

2.4.2 Meeting Schedule and Locations

As one large group, the citizens advisory group will meet

The meeting locations can vary throughout the study

setting to discuss the study progress.



Transpo

11


read or write due to educational level, age, or disability.

formation open-house workshops will provide participants the opportunity to

review existing deficiencies, review the range of improvement strategies to be studied, and provide

comments on the types of strategies that should be investigated.

nd of public information will present the alternatives investigated and the evaluation


for review. Materials will also illustrate how public feedback was integrated into the planning process.

The final round of public information open-house workshops will present the results of the evaluation of


available for review. Materials will also illustrate how public feedback was integrated into the planning

Additional Meetings and Briefings (Task 2.6)

, the LRTP team will prepare for and attend briefings with elected offi

These contacts will be coordinated with DTPW and PRHTA

the content and design of the briefing materials and prepare the materials.

Citizens Advisory Committee and Regional Economic Committees (Task 2.2)



technical experts from academia and professional organizations, as well as regional

economic development organizations. This is in essence the Public Participation Group component which

is identified in the Puerto Rico MPO Public Involvement Process document (referred as adhoc citizen

committee and groups shown at page 4).

comprised of representatives from existing organizations and entities representing

income communities including non-urbanized, as well as freight, professional

organizations representing engineers, planners, architectures and economist. The citizens

will help with study guidance through the identification of opportunities and constraints, as well as in th


community concerns, needs, and desires. It is anticipated that the advisory group could include

representing the traditionally underserved.

Meeting Schedule and Locations

advisory group will meet several times during the course of the study.

throughout the study area (as practical) to provide a more convenient

uss the study progress.





house workshops will provide participants the opportunity to

range of improvement strategies to be studied, and provide

nd of public information will present the alternatives investigated and the evaluation


was integrated into the planning process.

house workshops will present the results of the evaluation of


available for review. Materials will also illustrate how public feedback was integrated into the planning

with elected officials and other

with DTPW and PRHTA staff to determine

and Regional Economic



technical experts from academia and professional organizations, as well as regional

This is in essence the Public Participation Group component which

(referred as adhoc citizen

existing organizations and entities representing

rbanized, as well as freight, professional

citizens advisory group

will help with study guidance through the identification of opportunities and constraints, as well as in the


could include groups

times during the course of the study.

area (as practical) to provide a more convenient

Task 2.1


2.4.3 Initial Questionnaire A questionnaire will be developed and distributed to the

forms will be returned at least one week prior to the meeting and the results will be recorded,

summarized, and presented as a basis for discussion at the first advisory group meeting. The information

gathered through the questionnaire exercise will also provide valuable input into the finalization of the

PIP. Those members that do not complete the quest

opportunity to complete the questionnaire at, or for a period of time after, the meeting. Issues to be

addressed in the questionnaire will include: opportunities and constraints, public outreach techniques,

stakeholder involvement techniques, media outlets, opportunities for their assistance in information

dissemination and gathering, and other topics identified by the study team.

2.5 Public Involvement Materials (Task 2.3) 2.5.1 Study Web Site A project web page for the 2040 Puerto Rico LRTP program will be developed as a component of the

DTPW/PRHTA homepages. The website will allow users to interact with the

staff as well as access data, complete surveys, and provide input. All o

will be available for downloaded in easy to use formats

as the study progresses and include fact sheets, newsletter articles, and public meeting announcements. At

the conclusion of the study, the contents of the website will be turned over to DTPW and PRHTA.

2.5.2 Project Fact Sheets

Fact sheets outlining key study goals and progress throughout the project will be prepared and

periodically updated. The project fact sh

at an appropriate level of detail for the general public. The fact sheet will be distributed to individuals

interested in the study, available at public meetings related to other ongoing proje

the study Web page.

2.5.3 Newsletter Articles

A list of relevant organizations that distribute regular newsletters in Puerto Rico

maintained. Periodic newsletter articles (up to eight throughout the study per

distributed to organizations for inclusion in their existing publications. The articles will be distributed at

key milestones during the study to provide updated information about the study’s progress.

be posted on the project website as well.

2.5.4 Hotline

The Transportation Hotline will enable the public to communicate their ideas and respond to surveys

using the phone service. A toll-free number

line will be utilized. There should be a

input into the LRTP update process

available in Spanish and English. The

in the LRTP development process.



Transpo

12

Initial Questionnaire

questionnaire will be developed and distributed to the citizens and economic develop


arized, and presented as a basis for discussion at the first advisory group meeting. The information


PIP. Those members that do not complete the questionnaire prior to the first meeting will have the




dissemination and gathering, and other topics identified by the study team.

Public Involvement Materials (Task 2.3)

for the 2040 Puerto Rico LRTP program will be developed as a component of the

The website will allow users to interact with the project team and PRHTA

staff as well as access data, complete surveys, and provide input. All of the public informational materials

will be available for downloaded in easy to use formats. The website content will be updated periodically


onclusion of the study, the contents of the website will be turned over to DTPW and PRHTA.

Project Fact Sheets

outlining key study goals and progress throughout the project will be prepared and

periodically updated. The project fact sheet will convey the project purpose and incorporate information


interested in the study, available at public meetings related to other ongoing projects, and be available on

list of relevant organizations that distribute regular newsletters in Puerto Rico will

. Periodic newsletter articles (up to eight throughout the study period) will be prepared and


key milestones during the study to provide updated information about the study’s progress.

the project website as well.


free number will be established or the existing DTPW telephone service

will be utilized. There should be a friendly electronic answering service for callers to

input into the LRTP update process or ask questions about the process. The answering service should be

available in Spanish and English. The public input will be documented, summarized, and analyze




citizens and economic development group. The


arized, and presented as a basis for discussion at the first advisory group meeting. The information


ionnaire prior to the first meeting will have the




for the 2040 Puerto Rico LRTP program will be developed as a component of the

project team and PRHTA

f the public informational materials

The website content will be updated periodically


onclusion of the study, the contents of the website will be turned over to DTPW and PRHTA.

outlining key study goals and progress throughout the project will be prepared and

eet will convey the project purpose and incorporate information


cts, and be available on

will be prepared and

iod) will be prepared and


key milestones during the study to provide updated information about the study’s progress. Articles will


will be established or the existing DTPW telephone service

for callers to record their

. The answering service should be

, and analyzed for use

Task 2.1


2.5.5 Introductory Video This introductory video will introduce the

understand manner. The video may

Hernández Gregorat, MEM, PE, a highlight of existing transportation deficiencies, future growth, the

importance of the transportation network in economic development, and other factors that support t

investment in the future transportation infrastructure. The introductory video, approximately 5 minutes in

length, will be developed with a script and theme

PRHTA.

2.5.6 Study Brochure An informational brochure will be produced at the conclusion of the project, so DTPW and PRHTA can

continue to illustrate the project efforts and accomplishments.

2.5.7 Project Identity

In an effort to help ensure a clear, well

public, a project logo and theme identity will be developed. This core theme will guide project

communications and will be used on all written materials and displayed prominently at public activities

2.5.8 Communication Through One of the Federal public involvement requirements

requirement and to convey the components of the LRTP to the public, the project team will

of maps, graphics and images. Examples of th

different transit vehicle types or specific transportation improvements. The project team will utilize GIS

to create maps of demographic and socioeconomic conditions, display

transportation conditions and improvements,

part of the transportation model. The project team will make

provided to the public in newsletters and documents is acc

points and help to convey the message.

2.6 Traditionally Underserved Populations (Task 2.4) To assist in encouraging the participation of minority and low

process, the LRTP team will work closely with municipal officials and MPO members in the study area.

As noted in the MPO PIP, municipal governments, as part of their Territorial Plans, generally have

identified low income and disadvantaged areas and their input into the pla

assuring not only in identifying but in seeking the active participation of these groups. The

will also utilize socio-economic data produced by the 2000 Census.

Special efforts will be made to reach out to communiti

populations with low educational attainment and income levels. These populations are recognized as key

stakeholders for the transportation plans

underrepresented in the decision-

neighborhoods (determined by 2000 census tract block group statistics)



Transpo

13

This introductory video will introduce the updates of the LRTP plans to the public in an easy to

may include an interview with Secretary of Transportation, Mr. Rubén A.


importance of the transportation network in economic development, and other factors that support t


with a script and theme to be reviewed and approved by the DTPW and

ure will be produced at the conclusion of the project, so DTPW and PRHTA can

continue to illustrate the project efforts and accomplishments.

In an effort to help ensure a clear, well-placed position for the Puerto Rico LRTPs in th

ublic, a project logo and theme identity will be developed. This core theme will guide project

communications and will be used on all written materials and displayed prominently at public activities

Through Visualization

One of the Federal public involvement requirements is to utilize visualization techniques. To meet this

components of the LRTP to the public, the project team will

of maps, graphics and images. Examples of the types of images to be used include photographs of

transit vehicle types or specific transportation improvements. The project team will utilize GIS

maps of demographic and socioeconomic conditions, display existing and proposed

rtation conditions and improvements, and to identify the future land use scenarios considered

part of the transportation model. The project team will make every effort to ensure that information

newsletters and documents is accompanied by graphics that

and help to convey the message.

Traditionally Underserved Populations (Task 2.4)

To assist in encouraging the participation of minority and low-income populations in the planning

will work closely with municipal officials and MPO members in the study area.

unicipal governments, as part of their Territorial Plans, generally have

identified low income and disadvantaged areas and their input into the planning process will be key to

assuring not only in identifying but in seeking the active participation of these groups. The

economic data produced by the 2000 Census.

Special efforts will be made to reach out to communities with racial and ethnic minorities, as well as


transportation plans. Historically, minority and low-income populations have been

-making process. Thus, minority, disadvantaged,

(determined by 2000 census tract block group statistics) will be identifi




to the public in an easy to

interview with Secretary of Transportation, Mr. Rubén A.


importance of the transportation network in economic development, and other factors that support the


be reviewed and approved by the DTPW and

ure will be produced at the conclusion of the project, so DTPW and PRHTA can

placed position for the Puerto Rico LRTPs in the minds of the

ublic, a project logo and theme identity will be developed. This core theme will guide project

communications and will be used on all written materials and displayed prominently at public activities.

techniques. To meet this

components of the LRTP to the public, the project team will use a variety

types of images to be used include photographs of

transit vehicle types or specific transportation improvements. The project team will utilize GIS

existing and proposed

and to identify the future land use scenarios considered as

every effort to ensure that information

ompanied by graphics that highlight the key

income populations in the planning

will work closely with municipal officials and MPO members in the study area.

unicipal governments, as part of their Territorial Plans, generally have

nning process will be key to

assuring not only in identifying but in seeking the active participation of these groups. The LRTP team

es with racial and ethnic minorities, as well as


income populations have been

disadvantaged, and low-income

will be identified. Where

Task 2.1


necessary, a targeted outreach plan may be developed to improve c

of stakeholders with concentrated environmental justice population groups

While the distribution options discussed above may be appropriate for those that are upper

income, Spanish-speaking, and literate, it

Low-income populations generally cannot afford to own a computer and have Internet access, and/or a

subscription to a newspaper. The majority of the Puerto Rico municipios (over 80 percent),

percent of their households with incomes less than the poverty level for the previous 12 months based

upon the U.S. Census, 2005–2007 American Community Survey. In most instances, the low

populations are also low-literate. As

educational attainment level below the 5th grade. These statistics are summarized in

follows.

Puerto Rico Educational Attainment and Poverty Statistics

Population 25 Years of Age or

Older

4th Grade or Less

8th Grade or Less

< 12th Grade (No high school

diploma)

Households with income below

poverty level, previous 12 months

Source: 2005–2007 American Community Survey, U.S. Census

These populations are often most affected by transportation improvements and the study team would like

to learn the needs and desires of these populations and the best way to reach

Several techniques that have been successfully utilized to reach the traditionally underserved are listed

below. These or other similar techniques will be

allowing for the development of a tailored outreach campaign. These populations

techniques such as:

• Coordination with civic, charity, and social service organizatio

populations;

• Enlisting middle and high school students to take ho

necessary. This technique could involve obtaining feedback on concerns about transportation,

convenient places and times to meet, and the availability of transportation to attend meetings;

• Radio call-in shows or cable access programs in which local leaders discuss transportation issues

and ask for public input, or simply the advertisement of the study and ways to get involved;

• Reading services for the blind to ensure that blind citizens are engaged in the process

• Word-of-mouth by meeting with local civic and service organization leaders;

• Information read from the pulpit to reach the populations that depend on faith

organizations to disseminate information; and



Transpo

14

necessary, a targeted outreach plan may be developed to improve communication with and involvement

entrated environmental justice population groups.

While the distribution options discussed above may be appropriate for those that are upper

speaking, and literate, it is doubtful that they would serve the traditionally underserved.

income populations generally cannot afford to own a computer and have Internet access, and/or a

subscription to a newspaper. The majority of the Puerto Rico municipios (over 80 percent),


2007 American Community Survey. In most instances, the low

literate. As seen in the table below, over 10 percent of the population has an

educational attainment level below the 5th grade. These statistics are summarized in

Puerto Rico Educational Attainment and Poverty Statistics

Population 25 Years of Age or lslandwide

Average

Range by Municipio

Maximum

10.5% 18.5%

22.8% 38.3%

33.6% 49.1%

poverty level, previous 12 months 44.3% 63.2%

2007 American Community Survey, U.S. Census


to learn the needs and desires of these populations and the best way to reach them for further input.


below. These or other similar techniques will be implemented through the PIP as the study

ment of a tailored outreach campaign. These populations can be engaged through

Coordination with civic, charity, and social service organizations interacting with target

Enlisting middle and high school students to take home information and read to their parents

. This technique could involve obtaining feedback on concerns about transportation,


cable access programs in which local leaders discuss transportation issues


Reading services for the blind to ensure that blind citizens are engaged in the process

mouth by meeting with local civic and service organization leaders;

Information read from the pulpit to reach the populations that depend on faith

organizations to disseminate information; and




ommunication with and involvement

While the distribution options discussed above may be appropriate for those that are upper- or middle-

is doubtful that they would serve the traditionally underserved.

income populations generally cannot afford to own a computer and have Internet access, and/or a

subscription to a newspaper. The majority of the Puerto Rico municipios (over 80 percent), have over 40


2007 American Community Survey. In most instances, the low-income

e table below, over 10 percent of the population has an

educational attainment level below the 5th grade. These statistics are summarized in the table which

Range by Municipio

Minimum

6.5%

14.7%

23.4%

27.3%


them for further input.


he PIP as the study progresses,

be engaged through

ns interacting with target

me information and read to their parents, if

. This technique could involve obtaining feedback on concerns about transportation,


cable access programs in which local leaders discuss transportation issues


Reading services for the blind to ensure that blind citizens are engaged in the process;

Information read from the pulpit to reach the populations that depend on faith-based

Task 2.1


• Surveys conducted at free public fairs, local r

pedestrian activity allowing a large number of people to be reached at once.

• Coordination with municipal

their citizens.

In addition to special outreach efforts, the more traditional outreach methods will have features intended

to better accommodate the target communities and population groups, described as follows:

• Public meetings and workshops

will be able to communicate with attendees in both Spanish and English.

the form of emails to organizations who inter

information about scheduled meetings and wor

community meetings are planned in locations convenient to and easily accessible by these groups.

• Press releases–Public notices for the workshops and meetings are published only

wider circulation, press releases will be sent to a variety of minority and community newspapers

through coordination with the Office of Communications and Press.

• Website–The project website will include

will be used to the extent practical for communication of information.

will be in English only, project fact sheets and newsletter articles can be provided in bo

and English. In addition, the website will include a link to request additional i

the project in Spanish.

• Hotline–The project telephone

individuals.

• Surveys and feedback–Any comment cards and opinion surveys will be available in both

English and Spanish versions,

The implications of low-income also affect the time and place of meetings. Low

generally have less access to personal transportation and thus may not be able to travel to locati

require them to have personal transportation. They often work second

not available for standard meeting times

transportation may need to be provided if the

been suggested and the appropriate tools to engage these populations will be selected for inclusion in the

PIP through discussions with DTPW and PRHTA, study team members, and stakeholder group guida

2.7 Media Outreach (Task 2.8) 2.7.1 Coordination with Office of Communications and Press News releases in public, special group,

be coordinated with the DTPW/PRHTA Office of Communic

and distribution of materials will be coordinated with DTPW/PRHTA as well.

2.7.2 Media Contact List

A list of media contacts will be provided by the

be used in distribution of project materials.



Transpo

15

Surveys conducted at free public fairs, local retail outlets, or in communities with significant

pedestrian activity allowing a large number of people to be reached at once.

Coordination with municipal-level officials to leverage local-level communications channels with

special outreach efforts, the more traditional outreach methods will have features intended


Public meetings and workshops–For the planned public meetings and workshop

will be able to communicate with attendees in both Spanish and English. Additional outreach, in

emails to organizations who interact with the target populations to help disseminate

scheduled meetings and workshops. Further, efforts will be made so that

planned in locations convenient to and easily accessible by these groups.

ublic notices for the workshops and meetings are published only

press releases will be sent to a variety of minority and community newspapers

through coordination with the Office of Communications and Press.

The project website will include webpage contents in Spanish and English. Graphics

extent practical for communication of information. While many documents

will be in English only, project fact sheets and newsletter articles can be provided in bo

and English. In addition, the website will include a link to request additional i

telephone hotline will be formatted to accommodate Spanish

Any comment cards and opinion surveys will be available in both

English and Spanish versions, whether hardcopies, in emails or on the project website.

income also affect the time and place of meetings. Low-income populations

generally have less access to personal transportation and thus may not be able to travel to locati

require them to have personal transportation. They often work second-shift jobs or have two jobs and are

meeting times. Meetings may need to be held near their communities or

transportation may need to be provided if they are to participate. Numerous tools and techniques have


PIP through discussions with DTPW and PRHTA, study team members, and stakeholder group guida

Media Outreach (Task 2.8)

ation with Office of Communications and Press

, special group, and minority newspapers, magazines, TV, and radio stations will

be coordinated with the DTPW/PRHTA Office of Communications and Press. Release content, printing,

and distribution of materials will be coordinated with DTPW/PRHTA as well.

provided by the Office of Communications and Press. These contacts will

used in distribution of project materials.




etail outlets, or in communities with significant

level communications channels with

special outreach efforts, the more traditional outreach methods will have features intended


the planned public meetings and workshops, bilingual staff

Additional outreach, in

act with the target populations to help disseminate

efforts will be made so that

planned in locations convenient to and easily accessible by these groups.

ublic notices for the workshops and meetings are published only newspapers of

press releases will be sent to a variety of minority and community newspapers,

webpage contents in Spanish and English. Graphics

While many documents

will be in English only, project fact sheets and newsletter articles can be provided in both Spanish

and English. In addition, the website will include a link to request additional information about

be formatted to accommodate Spanish-speaking

Any comment cards and opinion surveys will be available in both

whether hardcopies, in emails or on the project website.

income populations

generally have less access to personal transportation and thus may not be able to travel to locations that

shift jobs or have two jobs and are

. Meetings may need to be held near their communities or

y are to participate. Numerous tools and techniques have


PIP through discussions with DTPW and PRHTA, study team members, and stakeholder group guidance.

and minority newspapers, magazines, TV, and radio stations will

ations and Press. Release content, printing,

These contacts will

Task 2.1


2.7.3 Meeting/Workshop and Project

Media outreach will be an ongoing feature throughout the LRTP development. Publicity, including media

releases, for public meetings and workshops w

content, printing, and distribution of materials

cost-efficient media outlets to reach the public

utilized as appropriate, as follows:

• Schedule interviews with high profile people on public affairs programs,

• Post key meetings on the interactive LRTP project Web site,

• Distribute media advisories,

• Distribute press releases prior to key events,

• Submit photos/press releases of event highlights to community papers,

• Conduct interviews of transportation users or providers and post on Web site, and

• Assisting PRHTA with press releases and

Broadcast email messaging will be used to i

be derived from any stakeholder and contact lists maintained by the Office of Communications and Press,

and from additional emails submitted through the project website.

These media outreach activities will be documented in monthly reports as part of the PIP monthly

progress reports in Task 2.1. These monthly reports will be compiled into a

conclusion of the project to fully document the media outreach process condu

2.8 Public Involvement Documentation (Task 2.7) 2.8.1 Updating of PIP

As the study progresses, any adjustments, updates and refinements to the PIP will be incorporated to keep

the PIP current with its implementation.

2.8.2 PIP Documentation Comprehensive documentation and accurate interpretation and analysis of findings are essential to the

success of the 2040 Puerto Rico LRTP public involvement process and the successful implementation of

the plan. A final PIP document will be prepared which summarizes the public involvement process

undertaken throughout the project. Separate sections of this document will be devoted to the public

involvement activities undertaken for each of the LRTPs for the seven transportation plan

and for the islandwide LRTP. Items to be included are:

• Study Contact List

• Media Contact List

• Public Meeting Minutes

• Public Comments and Responses

• News Articles and Releases

• Meeting Handouts

• Presentation Materials



Transpo

16

and Project Publicity


public meetings and workshops will be coordinated prior to meeting/workshop dates.

, printing, and distribution of materials will be coordinated with DTPW/PRHTA as well

efficient media outlets to reach the public will be used where possible. These media activities will be

Schedule interviews with high profile people on public affairs programs,

Post key meetings on the interactive LRTP project Web site,

Distribute media advisories,

Distribute press releases prior to key events,

tos/press releases of event highlights to community papers,

Conduct interviews of transportation users or providers and post on Web site, and

Assisting PRHTA with press releases and public service announcements.

Broadcast email messaging will be used to invite stakeholders to future public workshops.


and from additional emails submitted through the project website.

activities will be documented in monthly reports as part of the PIP monthly

progress reports in Task 2.1. These monthly reports will be compiled into a PIP record document

conclusion of the project to fully document the media outreach process conducted throughout the project.

Public Involvement Documentation (Task 2.7)


the PIP current with its implementation.

Comprehensive documentation and accurate interpretation and analysis of findings are essential to the


t will be prepared which summarizes the public involvement process


involvement activities undertaken for each of the LRTPs for the seven transportation plan

Items to be included are:

Public Meeting Minutes

Public Comments and Responses

News Articles and Releases

Presentation Materials





prior to meeting/workshop dates. Release

will be coordinated with DTPW/PRHTA as well. Available

media activities will be

Conduct interviews of transportation users or providers and post on Web site, and

nvite stakeholders to future public workshops. Recipients will


activities will be documented in monthly reports as part of the PIP monthly

PIP record document at the

cted throughout the project.


Comprehensive documentation and accurate interpretation and analysis of findings are essential to the


t will be prepared which summarizes the public involvement process


involvement activities undertaken for each of the LRTPs for the seven transportation planning regions,

Task 2.1


2.8.3 PIP Review

Evaluation of the effectiveness of public involvement efforts is a key aspect of developing a public

involvement plan. Spurred by federal interest, transportation

evaluating all public involvement efforts in order to det

effective for specific uses and under what circumstances they are not. Evaluation measures are also

important in documenting the level of public involvement achieved. Key performance measures are

indicated in the table which follows

Technique


Study Contact List

Stakeholder Questionnaire

Project Steering Committee

Public Meetings/Workshops

Newsletter Articles/Fact

Sheets

Project Website

Meeting Notifications

Based on plan performance, communication and outreach techniques will be modified and new

techniques added to ensure plan success. In order to evaluate the effectiveness of our outreach efforts, a

debriefing will be held after each meeting and input will be

regarding the meeting outcomes. A brief synopsis of each meeting will also be developed. An overview

of the success of the public involvement program will be presented in the final public involvement report,

in addition to supporting documentation.



Transpo

17

ation of the effectiveness of public involvement efforts is a key aspect of developing a public

ed by federal interest, transportation planning organizations and

evaluating all public involvement efforts in order to determine which public involvement tools are



table which follows.

Program Evaluation

Performance Measures

Successful implementation of strategies and

techniques

Participant feedback

Number of contacts

Number of communiques

nnaire

Number of questionnaires completed

Variety in stakeholders contacted

Benefit of information gathered

Project Steering Committee

Number of meetings

Number of Committee members attending

Inclusion of information/guidance provided

kshops

Number of attendees

Number of comments received

Types of comments received

Participant feedback

Number of newsletters and fact sheets distributed

Reader feedback

Number of avenues used to reach the public

Number of visitors to the site

Number of comments received

Types of comments received

Number of notifications distributed

Timeliness of distribution

Variety in posting locations

Number of avenues used to reach the public

ed on plan performance, communication and outreach techniques will be modified and new


debriefing will be held after each meeting and input will be solicited from appropriate LRTP t



addition to supporting documentation.




ation of the effectiveness of public involvement efforts is a key aspect of developing a public

rganizations and have started

ermine which public involvement tools are



Successful implementation of strategies and

and fact sheets distributed

ed on plan performance, communication and outreach techniques will be modified and new


cited from appropriate LRTP team staff



Task 2.1


3.0 MPO, and Agency Coordination 3.1 MPO Committees

With a project of this scale and importance, project oversight calls for a committee structure to coordinate

the development of the project work and tasks with

under Federal requirements, as well as other participating agencies and stakeholders. The LRTP team will

coordinate with PRHTA in the coordination with the various committees, and will participate in meetings

with these entities as presented later in this section.

3.1.1 Policy Committees

The LRTP team will coordinate with the MPO Policy Committees during the study. These meetings

would be coordinated quarterly and

will be presented to the policy committees for adoption near the end of the study process. As with other

such meetings, the consultant will coordinate its presentation with the meeting agenda and provide any

supporting materials needed. The consultant will obtain minutes of these meetings for the project files.

3.1.2 Technical Group

The Technical Group is a subcommittee of the MPO Technical Committee, and is an ad

purpose is to provide a participatory forum fo

Technical Group comprises DTPW, PRHTA municipal, and other agency representatives, certain private

entities and consultants. The LRTP team will coordinate with the designated MPO

during the study. These meetings would be coordinated quarterly and/or at key milestone points during

the study. As with other such meetings, the consultant will coordinate its presentation with the meeting

agenda and provide any supporting materials needed.

meetings for the project files.

3.1.3 Public Participation Committee The Public Participation Committee is an ad hoc committee of the MPO comprising representatives from

Commonwealth and Federal agencies, local civic, professional, and community groups, and the general

public. These groups are organized by the PRHTA at the regional and municipal levels to provide a

forum on behalf of their communities for regional and islandwide transportation p

for receiving comments and input into the planning process. The LRTP team will coordinate with the

designated MPO PPC during the study. These meetings would be coordinated quarterly and/or at key

milestone points during the study. As

presentation with the meeting agenda and provide any supporting materials needed. The consultant will

obtain meeting minutes of these meetings for the project files.

3.2 DTPW/PRHTA Coordinatio

The Project Steering Committee includes staff from the Strategic Planning Office who are managing the

project, as well as any other invited staff or management.



Transportation Authority

18

MPO, and Agency Coordination


the development of the project work and tasks with DTPW and PRHTA, and in its capacity as the MPO

, as well as other participating agencies and stakeholders. The LRTP team will


with these entities as presented later in this section.

team will coordinate with the MPO Policy Committees during the study. These meetings

and/or at key milestone points during the study. Draft transportation plans


meetings, the consultant will coordinate its presentation with the meeting agenda and provide any

s needed. The consultant will obtain minutes of these meetings for the project files.

The Technical Group is a subcommittee of the MPO Technical Committee, and is an ad

purpose is to provide a participatory forum for the development of regional transportation plans. The


LRTP team will coordinate with the designated MPO

ing the study. These meetings would be coordinated quarterly and/or at key milestone points during

meetings, the consultant will coordinate its presentation with the meeting

agenda and provide any supporting materials needed. The consultant will obtain meeting minutes of these

Public Participation Committee (PPC)

The Public Participation Committee is an ad hoc committee of the MPO comprising representatives from

agencies, local civic, professional, and community groups, and the general


forum on behalf of their communities for regional and islandwide transportation plans, as a mechanism



milestone points during the study. As with other such meetings, the consultant will coordinate its


obtain meeting minutes of these meetings for the project files.

Coordination


project, as well as any other invited staff or management. This body will provide the regular and direct



ransportation Authority


, and in its capacity as the MPO

, as well as other participating agencies and stakeholders. The LRTP team will


team will coordinate with the MPO Policy Committees during the study. These meetings

. Draft transportation plans


meetings, the consultant will coordinate its presentation with the meeting agenda and provide any

s needed. The consultant will obtain minutes of these meetings for the project files.

The Technical Group is a subcommittee of the MPO Technical Committee, and is an ad hoc group whose

r the development of regional transportation plans. The


LRTP team will coordinate with the designated MPO Technical Group

ing the study. These meetings would be coordinated quarterly and/or at key milestone points during

meetings, the consultant will coordinate its presentation with the meeting

The consultant will obtain meeting minutes of these

The Public Participation Committee is an ad hoc committee of the MPO comprising representatives from

agencies, local civic, professional, and community groups, and the general


lans, as a mechanism



with other such meetings, the consultant will coordinate its



This body will provide the regular and direct

Task 2.1


oversight of project production, review of de

milestone points. Bi-weekly progress meetings

necessary materials for each meeting, including an agenda and supporting technical information, in

advance of each scheduled meeting. In addition, presentations of discussion topics, as required and

appropriate, will be developed by the

will be provided along with other interim updates.

Also, a Technical Review Committee has been established drawing from staff within PRHTA for periodic

interaction with the LRTP team at meeting

deliverables. This group will meet periodically based on the

3.3 Coordination with Other Coordination with Federal, Commonwealth, regional and local agencies will be generally on an ad hoc

basis in regard to particular topics such as data collection, analysis assumption

proposed improvement projects. Most of these entities are also represented on various MPO committees

which will afford another avenue for coordination and interface.

ongoing during the duration of the project.

3.4 Internal Project Website

As part of the overall project management tools to be employ

established. The project website’s primary focus is for its utility as a project management tool an

sharing of technical information about the project and project data files

and refined. The general public will not have access to this w

be consultant team members, the DTPW

and other invited parties.

3.5 Schedule of Activities

The sequence of activities and their timing (subject to adjustment as the process continues) is provided in

the table below. This table illustrates the various events and coordination activities, and the production of

various supporting information and materials.

3.6 Documentation

Documentations of coordination and activities described in this section will be documented as not

will be compiled in a manner consistent with the public involvement activities



Transportation Authority

19

oversight of project production, review of deliverables, and input at key technical and production

weekly progress meetings will be conducted. The LRTP team will provide any


e of each scheduled meeting. In addition, presentations of discussion topics, as required and

appropriate, will be developed by the LRTP team as part of meeting materials. Monthly progress reports

will be provided along with other interim updates.

, a Technical Review Committee has been established drawing from staff within PRHTA for periodic

interaction with the LRTP team at meetings, and to provide review comments on submitted technical

deliverables. This group will meet periodically based on the project work flow requirements.

Other Agencies

Coordination with Federal, Commonwealth, regional and local agencies will be generally on an ad hoc

basis in regard to particular topics such as data collection, analysis assumptions, agency policies, and


which will afford another avenue for coordination and interface. These coordination activities will be

n of the project.

Internal Project Website

As part of the overall project management tools to be employed for this project, a project web

site’s primary focus is for its utility as a project management tool an

information about the project and project data files, as these elements are developed

lic will not have access to this website. Those having access to the site will

, the DTPW/PRHTA project management staff, other agency technical staff,

e of Activities


illustrates the various events and coordination activities, and the production of

various supporting information and materials.

Documentations of coordination and activities described in this section will be documented as not

will be compiled in a manner consistent with the public involvement activities as described in Section 2.8.



ransportation Authority

liverables, and input at key technical and production

team will provide any


e of each scheduled meeting. In addition, presentations of discussion topics, as required and

Monthly progress reports

, a Technical Review Committee has been established drawing from staff within PRHTA for periodic

s, and to provide review comments on submitted technical

project work flow requirements.

Coordination with Federal, Commonwealth, regional and local agencies will be generally on an ad hoc

s, agency policies, and


These coordination activities will be

ed for this project, a project website will be

site’s primary focus is for its utility as a project management tool and the

, as these elements are developed

ebsite. Those having access to the site will

/PRHTA project management staff, other agency technical staff,


illustrates the various events and coordination activities, and the production of

Documentations of coordination and activities described in this section will be documented as noted, and

as described in Section 2.8.

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