"All Mn/DOT employees are involved in some way in public involvement. Even if they do not have direct contact with citizens, their actions ultimately have an impact on how our transportation system functions and on how Mn/DOT is perceived by our customers. The following public involvement guidelines, incorporating what we heard from the focus groups on public involvement and other "best practices," were developed to assist all Mn/DOT employees in implementing the objectives of public involvement.

Public Involvement Guidelines

All Mn/DOT employees are involved in some way in public involvement. Even if they do not have direct contact with citizens, their actions ultimately have an impact on how our transportation system functions and on how Mn/DOT is perceived by our customers. The following public involvement guidelines, incorporating what we heard from the focus groups on public involvement and other "best practices," were developed to assist all Mn/DOT employees in implementing the objectives of public involvement:

1. For all Mn/DOT plans and projects, public involvement plans should be developed and tailored to the complexities of the project. The level of detail of the public involvement plan should be commensurate with the project or plan's magnitude and potential impacts.

2. Solicit public involvement as early as possible. Clearly people do not want to have their time wasted by being asked to comment on a project on which they can have little, if any, substantive input. By getting people involved as early as possible in the process and by framing the issues so that people can understand what the issues are and how their communities may be affected, the opportunity forsubstantive input is maximized. Some techniques to accomplish this may include establishing a citizen's advisory committee, doing community surveys, and keyperson interviews. Tools to engage people and inform them about project possibilities include using graphic displays, such as computer simulation and visualization techniques, printed materials, and traveling displays. Usually what is needed to achieve early and continuing participation is a mix of interactive and passive techniques chosen to illuminate the issues.

3. When possible, and appropriate, Mn/DOT employees will plan for smaller,more informal group meetings and discussion. In doing so, we anticipate thatpeople will feel more comfortable asking questions and discussing their opinions regarding transportation plans and projects.

4. Mailing lists, including known neighborhood associations, civic and cultural groups, environmental organizations, citizens advisory committees, and organizations and associations with low-income, minority, elderly, and disabled constituents will be kept up-to-date as appropriate. When possible, personal invitations will be made, aimed at soliciting input from groups and individuals whose voices may not otherwise be heard in the transportation planning and project development process.

5. Mn/DOT employees will make an effort to go where the people are, e.g., shopping malls, churches, grocery stores, and established community events when appropriate to get community input.

6. Communication must be two-way, continuing, and consistent. In two-way communication, Mn/DOT employees are committed to not only hearing what the public has to say, but to being responsive to their input. Being responsive does not equate to being affirmative; we cannot please all people all the time. However, it does mean that we will acknowledge what we have heard from an individual, and communicate our decisions and the basis for making them. Continuing communication means that we will engage people as early, and for as long, as is practical in planning and project development. We will also be consistent about communicating the level of potential impact the public can have on a proposed plan or project.

7. Mn/DOT is committed to being clear about the process of public involvement and how it ties into decision-making. To this end, we are developing informational materials (including this document) which will describe Mn/DOT's planning and programming process. These materials will detail the opportunities for people to affect decisions and demonstrate the points in the process where input will affect the future of Minnesota's transportation system.

8. Innovative tools and media will be used to communicate to our public. These can range from "low-tech" highway signs and billboards, to telephone hotlines, internet sites, and providing e-mail addresses for public comment on proposed plans of action, as well as distributing multi-lingual publications.

9. Varying types of incentives may be necessary given the type of project, or plan, and the people who are invited to the meeting. Incentives can include: child-care, transit or taxi fare, refreshments, or other incentives attractive to the individuals invited. Depending on the type of project (long-term vs. short-term) and the level of input (in-depth discussion vs. public hearing testimony) the need for incentives will vary. Project managers and planners need to bear this in mind when they are planning and budgeting for public involvement programs.