GREAT FALLS PLANNING BOARD PUBLIC PARTICIPATION PLAN June, 1982 December, 2005 August, 1993 February, 2008 May, 1996 December, 2011 TABLE OF CONTENTS SECTION PAGE INTRODUCTION 1 POLICY 1 GOALS AND OBJECTIVES 1 PROCESS 2 1) Identify Participants 3 2) Disseminate Information 3 3) Receive Public Input 5 4) Respond to Public Input 6 5) Document Process 7 6) Fund Process 7 7) Review Process 7 8) Relationship of Public Participation Plan to Great Falls Transit District 7 7 APPENDIX A – Public Participation List APPENDIX B – “Public Involvement Techniques for Transportation Decision-Making” (Available in hard-copy in the Planning & Community Development Office, or on the World Wide Web at http://www.fhwa.dot.gov/reports/pittd/contents.htm) INTRODUCTION/HISTORY In 1981, the Great Falls City-County Planning Board (Metropolitan Planning Organization) reviewed its citizen’s participation process to assess its overall effectiveness. The reassessment was in response to guidelines developed by the U. S. Department of Transportation and the U. S. Environmental Protection Agency for citizen participation in the transportation planning process. It was concluded that a better defined and more effective citizen’s participation process was needed. As such, the Planning Board prepared a participation program which addressed and identified weaknesses and outlined the procedures to be followed in carrying out the process. With the passage of the Federal Intermodal Surface Transportation Efficiency Act of 1991, an additional assessment of the Planning Board's public involvement process was conducted and resulted in the process revision dated May, 1996. On April 26, 2005, the Cascade County Board of Commissioners passed a resolution to dissolve the Great Falls City-County Planning Board and associated jurisdictional area, effective July 1, 2005. As a result of the dissolution, a 2005 update of the public involvement process reflected the change to the newly created Great Falls City Planning Advisory Board (referred to in this document as the “Great Falls Planning Board” or simply “Planning Board”) that was designated as the Great Falls Metropolitan Planning Organization (MPO). A review performed in late 2007 identified minor deficiencies in the involvement process outlined in this document. For example, the Plan made no reference to the use of the World Wide Web or electronic mail (e-mail), which had become common public outreach techniques used by the Board and Staff. The latest version of this document also includes minor revisions necessary for full compliance with the Safe, Accountable, Flexible, Efficient Transportation Equity Act – A Legacy for Users (SAFETEA-LU). A minor update was performed in 2011 to provide reference to the Great Falls Transit District’s reliance on this Plan. POLICY It is the policy of the Great Falls Planning Board to provide a proactive public involvement process that provides complete information, timely public notice, full public access to key decisions and opportunities for early and continuing public participation in the development of urban area plans and programs. GOALS AND OBJECTIVES The public involvement process will be guided by the following goal: To provide multiple opportunities for public input into the urban planning and decision making process through a flexible, responsive, inclusive, tailored and cost effective public involvement process. page 1 Objectives to meet this goal include: 1) Define and document the public involvement process. Complete documentation ensures consistency. 2) Seek out and consider the needs of those traditionally underserved, such as low-income and minority households. The planning process is open to all members of the community. 3) Integrate the public involvement process with the overall urban planning process. Participation by the public should not be viewed as something separate, but as a fundamental element of the overall planning effort. 4) Provide staff and financial resources to implement the public involvement process. To operate an effective program, adequate staff and financial commitments are required. 5) Periodically review the public participation process for its effectiveness. Occasional review is necessary to maintain quality. PROCESS The process attempts to follow a series of steps to solicit input for any given program, plan or activity. The sequence in which steps are followed may vary or be adjusted depending on the uniqueness of the issue. As such, a specifically tailored procedure may be developed for each, as needed. Similarly, the composition of the affected or interested target audience, stakeholders or groups may vary depending on the type of activity for which response is being solicited. The sequence and composition will be determined by the Planning Board and Staff and may be dictated by the nature and type of planning activity. Additionally, the Planning Board and Staff, at their discretion and as dictated by State Statutes, Federal/State/local regulations, etc., will determine which planning activities require public review and response, as well as the purpose for review and the procedures to be followed. The process involves the following steps, activities and commitments, which are discussed in detail below: 1) Identify Participants 2) Disseminate Information 3) Receive Public Input 4) Respond to Public Input 5) Document Process 6) Fund Process 7) Review Process page 2 1) Identify Participants The first step is to identify the target audiences, stakeholders, groups or individuals that may be interested in and/or be affected by the planning programs, projects or activities to be considered by the Planning Board. These groups or individuals are identified by referencing telephone books, city directories, and assessor’s rolls; or by contacting other public/private agencies; or through staff knowledge and awareness. Once identified, a list containing the names and addresses of target groups and individuals are made. These lists are generally organized by areas of interest and are updated occasionally to reflect all potential sources of public involvement, and include organizations that represent individuals traditionally underserved by existing transportation systems. An overall list of target audiences, stakeholders, groups, etc., has been developed. A copy is included in Appendix A. For zone changes and other more specific planning proposals, those individuals directly affected, such as neighboring property owners, are identified and contacted. Additionally, when regulation amendments are proposed, those professionals who generally work in related fields, such as architects, engineers, land developers, realtors, and lawyers, are notified. After potential participants are identified, the groups and/or individuals are contacted either directly by letter, e-mail or telephone or indirectly through public notices or staff presentations. The method of notification or contact is governed by State Statutes, local policies or the specifics of the issue. 2) Disseminate Information Once potential participants within the community have been identified and encouraged to participate, the Planning Board will use a number of methods to disseminate information. Notice shall be timely, and access to the information will be reasonable. Information may be disseminated through either formal or informal methods. Formal dissemination includes public notices, public hearings and annual reports: Public Notices: Notices of public hearings will be published well in advance of the hearing. Generally, notices will be published in the legal advertisement section of the local newspaper at least once prior to the public hearing. The frequency of publication will vary, depending on State Statutes. Notices will also be mailed to area property owners and other potential participants. Notices will include information on the subject to be discussed and the location and time of the public hearing. A statement that additional information is available at the Planning & Community Development Office will be included, as well as the following statement regarding accessibility and civil rights: For those individuals requiring an alternate format or requiring accommodations for disabilities, please call 455-8433 or TDD 454-0495. Persons will not be excluded from participation on the grounds of race, color, religion, national origin, gender, age, income, or handicap. Members of page 3 groups whose civil rights are protected by the Constitution of the United States are encouraged to participate. Occasionally such notices will be provided through a display advertisement, if warranted. Internet Notices and Posting of Draft Documents: Notices of upcoming public hearings, opportunities for public involvement and comment will be posted on the City of Great Falls website, Great Falls Planning Board webpage, Montana Department of Transportation website, or special website created for a specific project or planning effort. This may include direct access to electronic versions of draft documents, graphics, conceptual visualizations, etc., as well as contact information. Information as to availability and locations of paper copies of review documents will be included, and also instructions for feedback and comment. Agendas for upcoming public hearings and regular meetings of the Planning Board will be regularly posted on the Planning Board’s main webpage. Public Hearings: Public hearings are required prior to implementing major public programs and projects or prior to legislative action on public