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MPO) Public Participation Plan Amendment Cape Cod Metropolitan Planning Organization (MPO) Public Participation Plan Amendment Open for Public Comment February 23, 2015 through April 10, 2015 Originally Endorsed October 20, 2014 Table of Contents Introduction .......................................................................................................... 4 Cape Cod MPO Structure ............................................................................................................ 5 Massachusetts Department of Transportation ................................................................................ 6 Cape Cod Regional Transit Authority ............................................................................................... 6 Cape Cod Commission ....................................................................................................................... 6 Barnstable County Commissioners ................................................................................................... 7 Mashpee Wampanoag Tribe ............................................................................................................. 7 Town of Barnstable ............................................................................................................................ 7 Sub-Region Representatives .............................................................................................................. 7 Cape Cod Joint Transportation Committee ...................................................................................... 8 Cape Cod MPO Planning Products ............................................................................................. 8 Regional Transportation Plan .......................................................................................................... 8 Unified Planning Work Program ...................................................................................................... 9 Corridor and Area Plans ................................................................................................................... 9 Transportation Improvement Program ......................................................................................... 10 Cape Cod MPO Public Participation Goals ............................................................................... 10 Guiding Principles for Public Participation at the Cape Cod MPO .......................................... 11 Cape Cod MPO Approach to Public Participation .................................................. 13 Public Participation Techniques ............................................................................................... 13 MPO interested parties ..................................................................................................................... 14 The Cape Cod MPO Webpage ........................................................................................................... 14 Meeting Notice Content and Distribution ........................................................................................ 14 Public Meetings, Open Houses, and Workshops .............................................................................. 15 Meeting Facilities and Accessibility ................................................................................................. 16 Tailoring Outreach to Underserved People ..................................................................................... 17 Title VI and ADA Protocols, Policies, and Resources ............................................. 17 Civil Rights Protocols by Type of Public Engagement ............................................................. 18 Meetings for the General Public ................................................................................................ 19 Preliminary/Ongoing Considerations ............................................................................................. 19 Meeting Location and Time ............................................................................................................. 20 Coordinating Public Notice............................................................................................................... 21 Preparation for the Meeting ............................................................................................................ 23 Meeting Set-Up ................................................................................................................................. 25 During the Meeting .......................................................................................................................... 25 Post Meeting ..................................................................................................................................... 26 Open Houses .............................................................................................................................. 27 Title VI Considerations .................................................................................................................... 27 ADA Considerations ......................................................................................................................... 27 Targeted Outreach Gatherings (Small Group Meetings/Committees/Task Forces/Studies) 28 Strategic Planning for Title VI Group and Individual Inclusion ................................................... 28 Reaching out to Potential Title VI Group Members – Anticipating Potential Obstacles to Participation .................................................................................................................................... 29 Responding to a Refusal to Participate from a Potential Title VI Participant.............................. 30 Documenting the Effort to Achieve Diversity and Next Steps ........................................................ 31 One-on-One Interactions .......................................................................................................... 31 Communicating with Individuals with Limited English Proficiency (LEP) ................................... 31 The Cape Cod MPO Accessible Meeting Policy ....................................................... 33 Purpose ...................................................................................................................................... 33 Scope .......................................................................................................................................... 33 Responsibilities .......................................................................................................................... 33 Policy .......................................................................................................................................... 34 General Considerations ................................................................................................................... 34 Choosing a Location ......................................................................................................................... 34 American Sign Language and Foreign Language Interpreters, Assistive Listening Devices, CART and Video Remote Interpreting ............................................................................................ 36 Alternative Formats and Translation of Handouts/Presentation Material ................................. 37 Publicizing the Meeting .................................................................................................................... 38 Additional Considerations ............................................................................................................... 38 Ensuring adequate accessible parking ........................................................................................... 39 Accessible Restrooms ....................................................................................................................... 39 Sign Language Interpreters ............................................................................................................ 39 CART Providers ................................................................................................................................ 40 Foreign Language Interpreters/Translators ................................................................................. 40 Request and cancellation timeframes ............................................................................................. 40 How to reserve assistive listening devices ....................................................................................... 41 List of Appendices ................................................................................................ 42 Introduction This Cape Cod Metropolitan Planning Organization (MPO) Public Participation Plan (PPP) sets up the process by which the MPO solicits public involvement and cooperative decision making as part of the transportation planning process. The MPO strives to share information and collect ideas through public meetings and other strategies in order to improve the planning process and the Cape Cod transportation system. In accordance with state and federal law requirements, and to ensure inclusive and accessible public engagement processes for transportation decision making, the Cape Cod MPO is developing this PPP. This Plan will serve to guide agency public participation efforts, including populations that potentially have been underserved by the transportation
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