DRAFT Public Participation Plan

For the Boston Region Metropolitan Planning Organization

Project Manager

Pam Wolfe

Project Principal

Elizabeth M. Moore

Graphics

Jane Gillis

Cover Design

Jane Gillis

The preparation of this document was supported

by the Federal Highway Administration through

MassDOT 3C PL contract #78890 and the Federal Transit Administration through MassDOT 5303 contract #78922.

Central Transportation Planning Staff

Directed by the Boston Region Metropolitan

Planning Organization. The MPO is composed of

state and regional agencies and authorities, and

local governments.

August 2014

Notice of Nondiscrimination Rights and Protections to Beneficiaries

Federal "Title VI/Nondiscrimination" Protections

The Boston Region Metropolitan Planning Organization (MPO) operates its programs, services, and activities in compliance with federal nondiscrimination laws including Title VI of the Civil Rights Act of 1964 (Title VI), the Civil Rights Restoration Act of 1987, and related statutes and regulations. Title VI prohibits discrimination in federally assisted programs and requires that no person in the United States of America shall, on the grounds of race, color, or national origin (including limited English proficiency), be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity receiving federal assistance. Related federal nondiscrimination laws administrated by the Federal Highway Administration, the Federal Transit Administration, or both prohibit discrimination on the basis of age, sex, and disability. These protected categories are contemplated within the Boston Region MPO’s Title VI Programs consistent with federal interpretation and administration. Additionally, the Boston Region MPO provides meaningful access to its programs, services, and activities to individuals with limited English proficiency, in compliance with US Department of Transportation policy and guidance on federal Executive Order 13166.

State Nondiscrimination Protections

The Boston Region MPO also complies with the Massachusetts Public Accommodation Law, M.G.L. c 272 §§ 92a, 98, 98a, prohibiting making any distinction, discrimination, or restriction in admission to or treatment in a place of public accommodation based on race, color, religious creed,  national origin, sex, sexual orientation, disability, or ancestry. Likewise, the Boston Region MPO complies with the Governor's Executive Order 526, section 4 requiring all programs, activities, and services provided, performed, licensed, chartered, funded, regulated, or contracted for by the state shall be conducted without unlawful discrimination based on race, color, age, gender,  ethnicity, sexual orientation, gender  identity or expression, religion, creed,  ancestry, national origin, disability, veteran's status (including Vietnam-era veterans), or background.

Additional Information

To request additional information regarding Title VI and related federal and state nondiscrimination obligations, please contact:

Title VI Specialist -

Boston Region MPO

10 Park Plaza, Suite 2150

Boston, MA 02116

617-973-7100

TTY: 617-973-7089

publicinformation@ctps.org

Complaint Filing

To file a complaint alleging a violation of Title VI or related federal nondiscrimination law, contact the Title VI . Specialist (above) within 180 days of the alleged discriminatory conduct.

To file a complaint alleging a violation of the state's Public Accommodation Law, contact the Massachusetts

Commission Against Discrimination within 300 days of the alleged discriminatory conduct at:

Massachusetts Commission Against Discrimination (MCAD)

One Ashburton Place, 6th Floor

Boston, MA 02109

617-994-6000

TTY: 617-994-6196

Translation

         SUMMARY

This draft public participation plan documents the Boston Region Metropolitan Planning Organization’s (MPO) Public Participation Program, which comprises the various outreach activities that the MPO engages in to ensure that all members of the public—including populations that are described as traditionally underserved by the transportation system and/or have lacked access to the decision-making process—are given the opportunity to participate in the metropolitan transportation planning process that shapes the Boston region.  

This plan provides information about the outreach activities in which the MPO engages, and the ways in which various federal civil rights mandates are incorporated into outreach activities to ensure inclusive participation. The plan includes in-depth descriptions of the various ways the public may be involved, the transportation planning and programming processes, and MPO meetings and activities. Also covered is the annual public engagement schedule for the MPO's three certification documents: Long-Range Transportation Plan, Transportation Improvement Program, and Unified Planning Work Program.

This draft plan is an update to the MPO's previous public participation plan, Be Informed, Be Involved. It was developed using information obtained through a public survey and research on other MPO public outreach activities, and it reflects recent changes in information and communication technologies. Following review and approval of this draft by the MPO, it will be released for a 45-day public review process. Then, public comments will be incorporated and a final Plan will be presented to the MPO for endorsement in October, 2014. 

Sidebar box that reads :

"Find current information about the MPO—and how to stay informed and involved—at www.bostonmpo.org

The MPO also makes information available in accessible formats, other languages, and in hard copy. Please contact MPO staff at 617-973-7100 or ctps@ctps.org, for these accommodations." 

Table of Contents

Notice of Nondiscrimination Rights and Protections to Beneficiaries

SUMMARY

Chapter 1—Introduction

Chapter 2—The Boston Region MPO's, Vision, Function, and Structure

2.1 Purpose of the MPO

2.2 The Boston Region MPO

2.2a The Boston Region MPO’s Central Vision

2.2b Work of the Boston Region MPO

2.2c Composition the Boston Region MPO

Current Membership

MPO Staff: the Central Transportation Planning Staff

MPO Committees

Chapter 3—The MPO’s Approach to Public Participation

3.1 Federal Requirements for Public Participation

3.2 Updating the Public Participation Plan

3.3 MPO Public Participation Vision and Guidelines

3.4 Opportunities for Public Participation

3.4a How to Be Informed

3.4b How to Be Involved

MPO and MPO Committee Meetings

Regional Transportation Advisory Council

MPO-Sponsored Meetings

Other Opportunities for Public Participation

3.4c Notice of MPO Activities

3.4d Access to MPO and MPO-Sponsored Meetings

Transportation and Physical Access

Language Access

3.4e Recent Opportunities for Public Involvement

3.4f Federal Transit Administration (FTA) Public Hearing Requirements

Chapter 4—Public Participation Schedule and the Transportation Planning Process

4.1 Public Participation Schedule for the TIP and UPWP

4.2 The Long-Range Transportation Plan

4.3 Public Participation Schedule for Changes to Certification Documents

4.3a Amendments to Certification Documents

4.3b Administrative Modification of Certification Documents

4.4 Public Participation Schedule for Longer-Time-Horizon Planning
Activities

4.4a Federal Recertification Reviews

4.4b The Transportation Equity Program

4.4c Development of the Public Participation Program and Plan

Appendix A—Federal Public Participation Mandates

A.1 Title 23, Section 450 Code of Federal Regulation (CFR)

A.1a §450.316 Interested Parties, Participation, and Consultation

A.1b §450.318

A.1c §450.322

A.1d §450.324

A.1e §450.334

A.2 Americans with Disabilities Act of 1990 (ADA)

A.3 Title VI of the Civil Rights Act of 1964

A.4 Environmental Justice

A.4a Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations, 1994

A.4b Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, 2000

A.4c FTA Circular 4703.1, Environmental Justice Policy Guidance for Federal Transit Administration Recipients, 2012

Appendix B—MPO Memorandum of Understanding

Appendix C—Research Conducted by MPO Staff

C.1 Research on Public Participation Needs and Practices

C.2 Public Participation Survey

C.2a Survey Questions

C.2b Survey Responses

C.3 Research of Other MPO Public Participation Practices

C.3a Research Approach

C.3b Public-Involvement Methods and Techniques

Gatherings for Discussion

Media Used for Information and Notices

Media Used for Interaction

Miscellaneous

Outreach to Protected Populations

Structure and Content of Public-Participation Plans

Graphics and Styles of Public-Participation Plans

C.4 Recommendations for Updating Public Participation Program and Plan.

C.5 Issues Related to the Current Public Participation Program

C.5a Practices and Techniques for Public Outreach

Current Practices and Techniques

Ideas for Improving Practices and Techniques

C.5b Outreach to Protected Populations

C.5c Improving Outreach to Protected Populations

C.6 Issues Related to the Current Public Participation Plan

C.6a Format and Function of the Plan

Current Drawbacks

Ideas for Improvements

C.7 Summary of Suggestions for Public-Participation Program and Plan Update

Appendix D—MPO-Sponsored Meetings and MPO Meetings Outside of Boston

Appendix E–List of Acronyms and Abbreviations

Table of Figures and Tables

Figure 1 Purpose and Functions of the MPO

Figure 2 Relationship of MPO Certification Documents to other Transportation Planning Documents

Figure 3 Metropolitan Planning Organization Regions

Figure 4 Boston Region MPO Area and MAPC Subregions

Figure 5 Boston Region MPO Membership

Figure 6 Ways to Be Informed and Involved

Figure 7 Annual MPO Planning Cycle for Development of Transportation Improvement Program and Unified Planning Work Program, and
Public Participation

Table C.1 Summary of Suggestions for the Public-Participation Program
and Plan Update

Chapter 1—Introduction

The purpose of this Public Participation Plan (the Plan) is to describe the Boston Region Metropolitan Planning Organization’s (MPO) Public Participation Program (the Program), which comprises the various outreach activities that the MPO engages in to ensure that all members of the public—including populations that have been underserved by the transportation system and/or have lacked access to the decision-making process—are given the opportunity to participate in the metropolitan transportation planning process that shapes the Boston region. The Plan guides the MPO's efforts to offer early, continuous, and meaningful opportunities for the public to help identify social, economic, and environmental impacts of proposed transportation policies, projects, and initiatives.

The Plan incorporates federal and state requirements (listed in Appendix A) for encouraging and ensuring community participation and is modeled on MassDOT’s Public Participation Plan.

Chapter 2—The Boston Region MPO's, Vision, Function, and Structure

Sidebar that reads:

"The MPO decides what transportation projects will receive federal money and conducts planning to support those decisions."

In accordance with federal laws and regulations, Metropolitan Planning Organizations are established in urbanized areas across the nation to implement the federally required continuing, comprehensive, and cooperative (3C) transportation planning process. To be continuing, MPO work is conducted on an ongoing basis; to be comprehensive, the work covers all transportation modes, populations, and areas of the region, and addresses their individual needs; and to be cooperative, the work is performed in close communication and consultation with all of the region’s municipalities and a broad base of agencies, organizations, and interest groups.

2.1    Purpose of the MPO

The purpose of the MPO is to decide how to allocate federal funds for transit, roadway, bicycle, and pedestrian projects in the region it represents. The MPO also is responsible for setting the region’s transportation vision, goals and objectives, and for completing the long- and short-range planning needed to program federal transportation funds.

Nationwide, there are more than 380 MPOs that conduct transportation planning in urbanized areas of more than 50,000 people. Each MPO has five core functions:

• Establish and manage a fair and impartial setting for effective regional decision making in the metropolitan area
• Identify and evaluate alternative transportation-improvement options and other information needed for MPO decision making through planning studies that are described in the MPO’s Unified Planning Work Program (UPWP)
• Prepare and maintain a Long-Range Transportation Plan (LRTP) for the metropolitan area, with (at least) a 20-year horizon, that fosters: mobility and access for people and goods; efficient system performance and preservation; and a good quality of life, among other goals
• Develop a Transportation Improvement Program (TIP), the short-range (four-year) program of capital improvements needed to implement the LRTP and make other investments to achieve the area’s goals
• Involve the general public by offering all interested persons, including affected constituencies, opportunities to participate in all the decision-making functions of the MPO, including those listed above

 Figure 1 illustrates the relationship between the purpose of the MPO and the five functions listed above.

Sidebar that reads:

"The MPO plans for all surface transportation modes in the region and seeks to engage people, communities, and organizations in its planning process."

The end products of the MPO’s work are represented in studies, reports, technical memoranda, data on transportation issues in the region, and the three federally required certification documents discussed above: the LRTP, TIP, and UPWP. Because each MPO in the country must produce these three major documents in order to be certified by the federal government as eligible to program federal transportation funds, they are called “certification” documents.

These functions and other responsibilities of MPOs are described in federal laws and associated regulations. Transportation planning requirements and specifically the 3C process described earlier, date to the Federal-aid Highway Act of 1962, and are regularly revised. The most recent federal transportation legislation is Moving Ahead for Progress in the 21^st Century (MAP-21).

2.2    The Boston Region MPO

Although all MPOs operate under the same federal guidance, there is great variability among MPOs, based on the geographic and political characteristics of the state and region in which they are located. Each is free to establish its own membership structure and define many other aspects of how it accomplishes its work. The following sections discuss the framework of Boston Region MPO specifically.

Figure 1

Purpose and Functions of the MPO

2.2a The Boston Region MPO’s Central Vision

The MPO’s central vision, as stated in the MPO’s Long-Range Transportation plan, Paths to a Sustainable Region, both anticipates the future and responds to current needs. This vision has evolved over many years’ engagement in metropolitan transportation planning—a process that includes technical analyses and other studies of transportation needs, as well as soliciting and incorporating the public’s views. Its central vision guides the MPO in all of its work, and paints a picture of the desired, future-state for the region and its transportation network:

The Boston region will continue to be a major economic, educational, and cultural hub of New England. It will maintain its high quality of life based on its lively commercial and business enterprises, the strength of its institutions, and its healthy and pleasant environment, all supported by its well-maintained transportation system. Notably, looking ahead, an ongoing transformation will be taking place in the region’s communities. Increasingly, they will be places in which people can have access to safe, healthy, efficient, and varied transportation options and find jobs and services within easy reach of affordable housing. The transportation options will include the transit, bicycle, and pedestrian modes, among others, and will reduce environmental impacts, improving air and environmental quality. The role of the region’s transportation system in making the envisioned future possible will be a result of attentive maintenance, cost-effective management, and strategic investments in the system by the Boston Region MPO.

2.2b Work of the Boston Region MPO

As discussed above, the Boston Region MPO is responsible for carrying out the federally required 3C planning process and accomplishing core MPO functions, including development of the three certification documents—the LRTP, TIP, and UPWP.

Figure 2 on the following page depicts how these three documents are interrelated and how they connect with other processes and documents developed by the MPO (shown in blue) and to those of state and regional agencies (shown in green), such as the Massachusetts Bay Transportation Authority (MBTA). Other MPO documents and processes include the Congestion Management Process and studies that are programmed in the Unified Planning Work Program (UPWP). Other state and regional planning initiatives include the MBTA’s Program for Mass Transportation (PMT) and Capital Investment Program (CIP); MassDOT’s CIP, State Transportation Improvement Program (STIP), and other planning initiatives; and transportation studies conducted by others. 

In addition to the work described above, the Boston Region MPO coordinates transportation planning with the four other MPOs in the Boston Urbanized Area: the Merrimack Valley, Northern Middlesex, Old Colony, and Southeastern Massachusetts metropolitan planning organizations. This work is accomplished through periodic meetings of the MPOs in the Urbanized Area.Figure 3 shows the areas served by Massachusetts' 13 MPOs. In addition, all MPOs in Massachusetts meet with MassDOT and the federal transportation agencies approximately monthly to coordinate on statewide and MPO transportation planning activities.

Figure 2

Relationship of MPO Certification Documents to other Transportation Planning Documents

Figure 3

Metropolitan Planning Organization Regions

2.2c Composition of the Boston Region MPO

A board of 22 state, regional, and municipal members who work cooperatively to make decisions about regional planning and funding priorities comprises the Boston Region MPO. The MPO region encompasses 101 municipalities and approximately 1,205 square miles, stretching from Boston to Ipswich in the north, Duxbury in the south, and to approximately Interstate 495 in the west. It is home to more than three million people and approximately two million jobs. The diverse communities in the MPO area range from relatively rural communities, such as Dover, to the urban centers of Boston and Cambridge. Transportation planning must take into account demographic, cultural, environmental, and mobility diversity.

A Memorandum of Understanding (MOU, last updated July 7, 2011, see Appendix B) establishes the MPO’s membership, composition, structure, committees, processes for developing its certification documents, voting rules, and more.

Current Membership

• Currently, the MPO's membership includes the following voting members:
• Massachusetts Department of Transportation (MassDOT, three votes)
• Massachusetts Bay Transportation Authority (MBTA)
• MBTA Advisory Board
• Massachusetts Port Authority (Massport)
• Metropolitan Area Planning Council (MAPC)
• Regional Transportation Advisory Council
• The City of Boston (two votes)
• Twelve other municipalities from the region, which are elected for three-year terms
• Four at-large municipalities (two cities and two towns)
• Eight municipalities (no city or town designation), each from one of the eight MAPC subregions
• The agency representatives serve as ex officio members, and the municipal members are elected; each year, a portion of the 12 elected members are chosen by the chief elected officials of all municipalities in the region; the MAPC and the MBTA Advisory Board jointly administer the election

Figure 4 shows the municipalities that belong to each of the eight MAPC subregional groups, and highlights the municipalities that currently hold seats on the MPO.

Figure 4

Boston Region MPO Area and MAPC Subregions

The MPO board also includes two nonvoting members:

• Federal Highway Administration (FHWA)
• Federal Transit Administration (FTA)

The MPO is chaired by the state Secretary of Transportation (or his designee); the vice-chair is currently the Executive Director of MAPC (or his designee).

Figure 5 shows the proportion of MPO seats held by different types of entities such as transportation agencies and municipalities.

MPO Staff: the Central Transportation Planning Staff

Created in 1974, the Central Transportation Planning Staff (CTPS) serves as a comprehensive, multimodal transportation planning staff to the MPO. As such, it is responsible for carrying out the work of the 3C transportation planning process under the direction of the MPO. This includes authoring planning studies and other analyses that are identified in the UPWP, producing the certification documents, and developing and maintaining technical tools, such as a travel demand model set, that help the MPO conduct its work.

MPO Committees

Currently, the MPO has three standing committees that it relies on to fulfill specific functions. The MPO Chair appoints representatives to the committees from among MPO members. Each of the committees reviews issues within its area of responsibility and makes recommendations to the MPO for necessary actions.

• Administration and Finance Committee (A&F)—Reviews the MPO’s operating budget, staffing, and spending
• Congestion Management Process (CMP) Committee—Discusses congestion in the region and makes recommendations of certain improvements to traffic flow that would reduce congestion and improve mobility and air quality
• UPWP Committee—Works with staff on recommendations for developing the UPWP, which includes selecting studies to be funded. The committee also reviews the MPO's quarterly financial reports, as well as progress reports of the various planning studies underway

Figure 5

Boston Region MPO Membership

Chapter 3—The MPO’s Approach to Public Participation

The Boston Region MPO firmly believes that meaningful public participation should be integral to the organization’s transportation planning work. Public participation improves decision making by helping to illuminate many of the social, economic, and environmental benefits and drawbacks of transportation decisions.

As indicated in the introduction to this document, the MPO’s Program comprises activities the MPO undertakes and materials it produces to facilitate consultation on its planning and programming with all interested parties and members of the public. The Plan is the document (with text and graphics) that explains the Program and provides information about how to become involved in the MPO's transportation decision-making process through Program activities.

3.1    Federal Requirements for Public Participation

As discussed above, public participation is one of the five core functions of an MPO. Federal metropolitan transportation planning rules require MPO public participation plans to:

• Define details about how the MPO provides opportunities to be involved in its planning process, including methods used and the goals set
• Establish strategies for outreach to all interested parties, including the general public and particular groups (such as “representatives of the disabled”)
• Undergo periodic reviews and updates, along with involvement of the public, who are provided (at least) a 45-day review and comment period before the updated plan is adopted by the MPO

Other federal legislation, such as the Americans with Disabilities Act (ADA), and Title VI of the Civil Rights Act of 1964, also have public participation requirements that MPOs must implement to ensure access to the planning process for protected populations (please see Appendix A for a list of federal legislation). To meet these requirements, the MPO takes steps to include people with disabilities, minority and low-income populations, and those with limited English proficiency (LEP), as discussed throughout this Plan.  

3.2    Updating the Public Participation Plan

As indicated above, MPOs develop and update their public participation programs and plans in consultation with members of the public and other interested parties. Staff performs updates as needed, to reflect changes in federal guidance, requirements and regional needs, and improvements in the state of the practice.

Sidebar that reads:

"The MPO will continue to seek feedback on its public participation program to help it improve and evolve." 

The Boston Region MPO approved its previous public participation plan, Be Informed, Be Involved in 2007 and revised it in 2010 and 2012. This document (which is an updated version of Be Informed, Be Involved) reflects changing public participation requirements and practices. Prior to beginning this update, staff sought input from the public through meetings and a survey to gain insight into ways the public likes to be ‘informed and involved.’ Staff also researched other MPOs to study the innovative and effective practices they currently use. Please see Appendix 3 for a full discussion of the survey and research on other MPO practices.

Using the results of the outreach and research discussed above, as well as general awareness of changing communication techniques and technologies, in-house problem solving, and federal guidance, staff identified areas where updates to the MPO’s Program would be beneficial and recommended a number of specific actions and practices that will be adopted, and which are discussed throughout this updated Plan.

To ensure that the Program continues to evolve and reflect the most current and effective methods, MPO staff will adopt a regular, frequent and more rigorous process for gathering data and evaluating the MPO’s outreach practices, both quantitatively and qualitatively. Quantitative techniques include tracking the level of attendance at events, number of comments received, and use of the website. Qualitative measures include soliciting feedback from members of the public through surveys (both online and at meetings) about their satisfaction with process and outcome, and sense of fair treatment.  

3.3    MPO Public Participation Vision and Guidelines

The MPO’s vision for public participation in the region is to hear, value, and consider—throughout its planning and programming work—the views of and feedback from the full spectrum of the public, and use this input in its decision making. 

In order to accomplish its vision, the MPO has established a number of public participation guidelines, which have been updated to reflect the insights gained through its recent research. The MPO makes every effort to:

• Provide a predictable, easy-to-understand process
• Offer information that is clear, concise, current, and easily available

 

• Make great use of visualization techniques to enhance understanding

 

• Cast a wide and inclusive net to invite participation of interested parties and the general public: bolster outreach to minority, low-income, elderly, and youth communities, the LEP population, and persons with disabilities

 

• Respond to participants’ interests, views, and need for information

 

• Arrange convenient, timely, and meaningful opportunities for involvement

 

• Respect the views offered by members of the public; utilize these opinions, and other information offered, in programming and planning

 

• Promote respect among all participants

 

• Create a framework that encourages constructive contributions by members of the public to the work and decisions made by the MPO

 

• Allow flexibility in the Program

 

• Remain open to adopting new avenues of communication

 

• Explore strategies for connecting with people who do not use or don’t have ready access to computers

 

• Maximize effectiveness by coordinating with partner agencies and their outreach activities

 

• Embrace, as feasible, new technologies with which to engage the public in an interactive way

3.4    Opportunities for Public Participation

The MPO’s activities and programs—presentations, discussions; various venues for meetings and forums; information on the MPO website; flyers; emails, other notification media, etc.—are designed to meet the preferences and needs of the public.

Sidebar that reads:

"The MPO website, www.bostonmpo.org, is a rich source of transportation information."

3.4a How to Be Informed

Primary among the MPO's outreach strategies is its website, which provides comprehensive information about all of the MPO’s work and planning activities, including:

• Studies, statistical reports, technical memoranda, and other documents related to metropolitan transportation planning process

 

• Information about structure and composition of the MPO

 

• MPO meeting agendas and minutes

 

• Contact information for project managers of the MPO’s major programs

 

• News Flashes that highlight MPO activities, programs, and results of MPO studies and reports—to capitalize on News Flashes’ prominent location on the website (the home page) the MPO recently has increased their frequency and scope of topics covered

 

• TRANSreport, the MPO’s bi-monthly, web-based newsletter, which covers timely MPO activities and transportation issues around the region—this is distributed via email to approximately 2,500 recipients, including public libraries, which can print it to make available to all visitors

 

• A comment section on the website, where people can express their views to the MPO and receive a response from staff

 

• Online surveys to collect public input periodically on important issues—going forward, staff will regularly evaluate potential for additional surveys

To improve access to, and the appeal of, information on the website, staff will explore the possibility of using an RSS feed to notify interested parties of updated content on the MPO website. To the same end, staff also will use more graphics, such as text boxes in narratives for public information and flow charts, and other visualization techniques, in addition to and to augment written information. MPO staff has developed an internal CTPS Nondiscrimination Handbook that details the practices that staff follow to make the MPO website, and all documents posted on it, accessible.

To ensure web access for people with low or no vision, who use screen readers, all documents are posted in both PDF and HTML. In addition, the MPO makes every effort to make data presented in tables fully navigable by a screen reader and provides alternative text to describe those tables, figures, and images that cannot be read by a screen reader.

To make information more accessible for people with limited English proficiency, the website features a translation function for languages other than English, including Chinese (simplified and traditional), French, Italian, Portuguese, Russian, and Spanish. In addition, vital documents are professionally translated into the three most frequently spoken languages other than English in the MPO region (Spanish, Chinese, and Portuguese), and these translated versions are posted on the website. Staff will reevaluate annually whether additional MPO documents should be identified as “vital documents,” to be translated into the languages of policy. Documents currently defined as vital include:

• MPO Notice to Title VI Beneficiaries
• MPO compliant procedures and form
• Summaries of key materials: a description of the MPO transportation-planning process and the certification documents, LRTP, TIP, and UPWP
• Meeting notices: generally prepared for out-of-Boston MPO meetings, and all MPO-sponsored meetings, workshops, forums, and other similar input-sessions

Sidebar that reads:

"All documents on the MPO website are available in PDF and HTML for those with low or no vision. Materials also may be translated into other languages."

Audio recordings of MPO meetings are posted on the website so that those who cannot attend meetings can listen to the discussions at any time. These recordings also provide easy access to meeting content for individuals with low or no vision or with low literacy.

Other Communication Methods

The MPO utilizes various other tools to keep the public informed, including an extensive email list with almost 3,000 contacts, MPOinfo, through which it sends information to interested individuals and entities. The MPO also has email lists for Transportation Equity, Access Advisory Committee to the MBTA (AACT), the Advisory Council, and interested parties. In general, notices sent via the email lists focus on major MPO milestones, such as certification document amendments or announcements of public comment periods. The MPO staff also has begun sending News Flashes to email list recipients and distributing more press releases, and will explore the use of Twitter as another way to share information. The MPO also intends to explore local access cable television as another medium of communication.

For those who are not connected to email or the internet, staff work with public libraries, requesting that they post and/or distribute MPO information.

3.4b How to Be Involved

The MPO hosts a number of meeting and event types at which the public can learn about current MPO activities. Among these are the meetings of the MPO itself, meetings of MPO committees, and various public participation opportunities. One purpose of these meetings is to present and discuss information, solicit feedback, or gather input from the public on specific topics or plans, in order to inform transportation planning and programming decisions for the region. The other primary purpose is to provide an open and constructive context in which those decisions are made by MPO members.

MPO and MPO Committee Meetings

The MPO typically meets on the first and third Thursday of each month at 10:00 AM. Most meetings are at the State Transportation Building, 10 Park Plaza, in Boston; however, once a quarter, the MPO convenes its meeting off site in one of the MPO municipalities.

MPO meetings follow the general process below, which includes opportunities for public comment:

• The Chair (the Secretary of Transportation or his designee) leads the meetings, recognizing speakers, and managing the flow of discussion

 

• Agendas include a public-comment time, in which any member of the public will be recognized to speak and present information

 

• At the discretion of the chair, members of the public also may be recognized to speak during discussions of other agenda items

 

The three MPO standing committees, UPWP, CMP, and A&F meet as needed. As with MPO meetings, these committee meetings usually are at the State Transportation Building, either before or after an MPO meeting. However, when necessary, committee meetings may be held off site in conjunction with an MPO meeting. Committee meetings are also open to the public.

 

To extend the public’s ability to provide input to the MPO, staff will research, and if feasible and useful, create a mechanism for submitting public comments on MPO agenda items in advance of meetings.

 

MPO staff take comments and respond to questions from individuals who contact them via telephone or email. Individuals with low or no vision or with low literacy will be informed on the website and at meetings that they may submit comments via a recording or staff transcription of their spoken remarks either before, during or after MPO or MPO-sponsored meetings.

Sidebar that reads:

"Everyone is welcome to attend MPO and MPO committee meetings. They are held in Boston and other municipalities around the region."

 

Regional Transportation Advisory Council

The Regional Transportation Advisory Council (Advisory Council) is an independent transportation public advisory committee that is an active and voting member of the MPO. The primary function of the Advisory Council is to advise the MPO on transportation policy and planning. Advisory Council meetings provide an ongoing avenue for public participation that invites informed involvement. The Advisory Council’s members are municipalities, professional organizations, transportation advocacy groups, and state and regional agencies. The chair of the Advisory Council is elected by its members.

 

Sidebar that reads:

"The Regional Transportation Advisory Council is an independent body that brings public viewpoints and advice to the MPO."

The Advisory Council provides advice to the MPO on a broad range of issues and may discuss topics that do not always exactly track those of the MPO meetings. Advisory Council meetings are designed to foster broad-based and robust discussions on transportation issues and topics related to planning and programming. Meetings are held each month, generally on the second Wednesday, at 3:00 PM in the State Transportation Building, 10 Park Plaza, Boston.

 

Advisory Council meetings adhere to the same general process as MPO meetings. Although the agendas do not routinely include a specific item for public comment, at the discretion of the Chair, members of the public who are not Advisory Council members are allowed to speak and ask questions.

 

To improve the public participation opportunities offered by the Advisory Council, MPO staff will work with the Advisory Council to hold jointly-sponsored programs and forums on timely transportation topics; solicit the Advisory Council’s views and ideas on specific, MPO-defined topics; and support the Advisory Council’s membership outreach to low-income, minority, and LEP populations, persons with disabilities, and other traditionally underrepresented populations.

 

MPO-Sponsored Meetings

As part of its Program, the MPO sponsors a variety of public-engagement opportunities, convened and managed by MPO staff. The purpose of these meetings is to provide information about MPO work underway and gather information and views from members of the public. Therefore, they are designed for as much interaction as possible among all in attendance. When appropriate, the transportation agencies will be part of MPO-sponsored meetings.

 

The MPO often holds public meetings in areas with high concentrations of minority, low-income, and/or LEP populations to facilitate their inclusion. In addition, staff consult with personnel in host municipalities to learn about particular cultural or language issues that should be recognized and respected when planning and operating the meeting (for example, dates of community celebrations or observations and/or cultural preferences or restrictions).

 

Workshops:

MPO staff schedule workshop-type meetings in public venues in municipalities all throughout the MPO region. These workshops are set to coincide with the public review of the draft certification documents, typically in May or June every year. Other MPO documents and programs also may be discussed.

 

Often the workshops include brief presentations followed by question-and-answer sessions. Subsequently, there are opportunities for one-on-one interaction between members of the public and MPO staff. Workshop formats may follow an exhibit-style format, with tables, staffed by program managers, set up for each major topic on the agenda. Participants are invited to move from topic to topic as their interest guides. Materials may be in any number of communications vehicles: print, large print, web based, PowerPoint slides, table-top display boards, maps, etc. 

 

General Information Sessions

The MPO staff regularly conducts informational meetings at its offices in the State Transportation Building in Boston, which is a central location for the region. The Program’s practice is to hold these quarterly.

 

Session topics include current MPO activities, such as development of the certification documents and updates on other MPO ongoing programs, but also may include detailed presentations and discussions about the results of MPO studies and reports. The format generally consists of presentations by program and project managers, followed by questions and answers. Staff is available after the presentations for individual follow-up discussion with meeting participants.

 Sidebar that reads:

"The MPO hosts various events throughout the year. Information about these is posted on the MPO website and distributed via email."

TIP and UPWP Information Sessions

MPO staff conduct some public meetings (still open to all) whose topics are geared to persons who prepare their municipality’s or other entity’s official inputs to the TIP and UPWP development processes. Staff make presentations on the current year’s certification document process and discuss any changes from previous years, followed by questions and answers. After the presentations, staff are available for a roll-up-the-sleeves style working session with individual participants.

 

Forums

MPO staff collaborate with other entities to convene regional forums on important topics. Forums are focused on issues of interest to particular constituencies and generally feature a panel of expert speakers with time for questions and answers; sometimes followed by breakout sessions in which small groups of participants may have more intimate discussions. The purpose is to foster communication and cooperation among disparate entities that deal with the issue under discussion, and to look for new solutions to existing problems. These meetings usually are held at the State Transportation Building.

 

Special Topic Discussions

The MPO occasionally brings together agencies and other entities to seek their input on specialized aspects of important topics in the metropolitan transportation planning process. Past special topic discussions dealt with transportation-equity and environmental issues.

 

Other Opportunities for Public Participation

In addition to the meeting opportunities discussed above, the MPO provides a number of other ways for the public to be involved in the planning process:

 

Surveys

From time to time, the MPO conducts surveys to learn the views of members of the public on targeted topics. Respondents submit their ideas via survey tools on the MPO website. Staff present the survey results to the MPO. 

 

Public Information Email

Members of the public can submit questions, comments, and ideas to the MPO and its staff via this email address. Staff reply to these queries and use information provided, as applicable. This email address is listed on meeting flyers and other MPO outreach materials.

 

Website Comments

The MPO website houses a general comment section that viewers can reach from any page on the site. Using this function, members of the public are invited to submit a comment on any topic. Comments are directed to the appropriate staff-level program manager, who will respond to the comments and use this input, as appropriate. Comments submitted during a formal comment period for a document under review, and their associated staff responses, are summarized and reported to the MPO.

 

MAPC Subregion Meetings and Coordinated Activities

 

Sidebar that reads:

"The MPO strives to make its meetings accessible to everyone, and is attentive to transportation, physical, and language access needs."

The Metropolitan Area Planning Council has divided the municipalities in its area (which coincides exactly with the Boston Region MPO area) into eight subregions. The subregions convene their member municipalities regularly to discuss topics related to land use, urban and community planning, issues of general interest to local and regional planners, and transportation. MAPC and MPO staff attend meetings as needed to discuss pertinent MPO activities, schedules, and issues and to gather the subregions’ and their municipalities’ views and priorities. 

 

In order to provide additional opportunities for public engagement, MPO staff will look for ways to collaborate with MAPC on specially targeted public outreach activities.

 

MPO “Invite Us Over”

MPO staff asks transportation advocacy groups, professional organizations, transportation-equity organizations, and other such groups to invite staff to attend their regularly scheduled meetings to discuss transportation issues that are important to them. MPO staff make presentations, answer questions, and gather comments at these meetings. Staff will work to increase the number of “Invite-Us-Over” speaker events in order to bolster the MPO’s visibility and heighten the effectiveness of such events as an outreach strategy.

 

Figure 6 summarizes the various ways that members of the public can receive MPO information and be involved in MPO activities and decision making.

 

3.4c Notice of MPO Activities

The MPO provides notification of meetings through the calendar on its website. MPO, MPO Committee, and Regional Transportation Advisory Council meeting agendas and materials are posted on the MPO’s website a week in advance of the meeting, except in cases of emergency or other constrained circumstances.

 

MPO-sponsored meetings and sessions also are posted on the website calendar, and usually include a flyer announcing the day, time, and location of the gathering and the topics to be discussed. These flyers are translated into the three most commonly spoken languages other than English in the MPO region: Spanish, Portuguese, and Chinese. Links to related documents may be included under the meeting’s entry.

 

Figure 6

Ways to Be Informed and Involved



 

 

Meeting notifications also are provided in the TRANSreport calendar section. Flyers (as described above) are sent via the MPOinfo, Transportation Equity, and AACT email lists, as well as to Advisory Council members and contact lists of other interested parties.

3.4d Access to MPO and MPO-Sponsored Meetings

The MPO works to make all meetings accessible to all members of the public, regardless of their transportation alternatives, mobility limitations, or language skills. The CTPS Nondiscrimination Handbook described earlier also contains protocols to ensure physical access to meeting venues.

 

Transportation and Physical Access

All MPO-sponsored meetings are held in locations that are accessible to people with disabilities and are near public transportation.

 

To ensure accessibility for persons with disabilities, locations for meetings held outside the State Transportation Building are selected through a process that includes an on-site review of the meeting facilities. As part of this review, staff use an accessibility checklist with a list of physical characteristics that are necessary to accommodate individuals with a variety of mobility limitations.

Language Access

When selecting meeting venues, staff consult the MPO's Language Assistance Plan (LAP), which was developed as part of the Title VI program. The LAP identifies location of LEP populations; provides information regarding languages into which materials may need to be translated, based on the meeting location; and describes the language services that will be provided.

 

3.4e Recent Opportunities for Public Involvement

In keeping with FTA Title VI requirements, the MPO has prepared a summary of all public-involvement meetings since the last triennial Title VI Program submission. This summary, found in Appendix 4, includes MPO-sponsored public meetings and forums that were held specifically for the purpose of public participation, and MPO meetings that were held outside of Boston.

 

Not listed are the regularly scheduled Boston meetings of the MPO, the three MPO standing committees, the Advisory Council, and AACT (which is funded and staffed by the MPO). All of these meetings are open to the public and provide opportunities for public input, as discussed above. 





3.4f    Federal Transit Administration (FTA) Public Hearing Requirements

 

The MBTA, Cape Ann Transportation Authority, and MetroWest Regional Transit Authority, which are FTA Section 5307(c) applicants, have consulted with the MPO and concur that the public involvement process adopted by the MPO for the development of the TIP satisfies the public hearing requirements that pertain to the development of the Program of Projects for regular Section 5307, Urbanized Area Formula Program, grant applications, including the provision for public notice and the time established for public review and comment.

 

 

Chapter 4—Public Participation Schedule and the Transportation Planning Process

 

Work for the metropolitan transportation planning process is underway all year. This includes developing the certification documents and the other programs and studies conducted as part of the process. Development of the certification documents follows established cycles as depicted in Figure 7. Public outreach to support this work follows the same cycles. The MPO makes the public aware of the details of each year’s public participation timeframes at the beginning of the federal fiscal year to assure predictability for those who wish to participate in the transportation planning process. Public participation opportunities for other MPO programs, such as Transportation Equity, and some studies occur throughout the year, as needed.

 

 

4.1    Public Participation Schedule for the TIP and UPWP

At the beginning of each federal fiscal year, the MPO develops and posts its schedule of certification activities, laying out its plans for developing the certification documents due in that year and for conducting the other planning work scheduled to be accomplished.

 

Sidebar that reads:

"The MPO follows an annual schedule for development of the TIP and UPWP."

The development of the TIP and UPWP typically move forward in tandem on the following schedule:

 

October:

MPO staff reviews and updates evaluation criteria for TIP projects and the emphasis areas used to help evaluate new UPWP studies. The development program for the documents—the approach to data collection, analyses to be conducted, and steps and activities to inform and involve the public—also is formulated.

November–January:

•  MPO staff discusses the upcoming document development activities and schedules and any changes to the selection criteria with members of the public through various activities:
• Briefing the Regional Transportation Advisory Council
• Attending Metropolitan Area Planning Council subregional meetings
• Conducting information sessions on the TIP, UPWP, and other topics

 

February:

• MPO staff receives information on new TIP projects and develops ideas for possible studies to be included in the UPWP universe of study proposals
• Staff begins the process evaluating the TIP projects against selection criteria and UPWP study proposals against emphasis areas
• The MPO’s UPWP Committee begins to discuss UPWP study proposals

 

March:

• Staff completes evaluations of TIP projects and UPWP study proposals
• Feedback from project proponents is collected and incorporated
• MassDOT specifies the amount of federal funding that will be available for projects in the TIP for the next four federal fiscal years and for studies in the UPWP in the next year:
• Staff prepares a first-tier list of highway projects as a resource for preferred projects for programming considerations
• Staff prepares a recommendation about how to allocate the TIP target highway program (the money available to the MPO for funding projects)
• Staff develops a UPWP budget and recommendation for new studies
• Staff generally conducts two information sessions in March to discuss the TIP and UPWP proposals and schedule for development of the final documents

April:

• Staff presents its recommendations for programming UPWP funds to the UPWP Committee
• Staff presents its recommendations for programming TIP funds to the MPO

April through Mid-May:

• The UPWP Committee reviews the staff recommendation and the budget and makes its own recommendation to the MPO
• The MPO discusses the staff recommendations and comments on both the TIP and the UPWP and releases draft documents for a 30-day public review and comment period

Mid-May to Mid-June:

• The public review for the draft documents is conducted; the MPO holds several workshops and information sessions to discuss the draft TIP and UPWP documents with members of the public; and gathers feedback and input
• All comments are reviewed and considered by the MPO and necessary changes are made to the documents.

 

End of June:

The MPO endorses a final version of both documents; after they are finalized, documents are submitted to the federal agencies for their review and approval

 

October 1:

The approved documents go into effect at the beginning of the federal fiscal year

 

Figure 7 displays the MPO's annual process for producing the TIP and the UPWP, and the related public participation opportunities.

 

4.2    The Long-Range Transportation Plan

The Long-Range Transportation Plan is updated every four years, although some LRTP work is underway all year, every year. A specific public participation plan is developed for each LRTP update. The most significant public participation takes place during the fourth year, leading up to endorsement of the LRTP update. Although the public participation schedule is different for the LRTP, it follows the same general sequence and set of outreach tools used for the TIP and UPWP, and if possible public participation activities for the LRTP are coordinated with TIP and UPWP outreach.

 

4.3    Public Participation Schedule for Changes to Certification Documents

The certification documents are dynamic—they can be modified or amended to reflect changes made throughout the course of a typical federal fiscal year, for example: revisions to project scopes; changes in cost; new project schedules; new projects added or programmed projects removed. These changes are made through the processes of administrative modification or amendment.

 

For the TIP, consistent with federal guidelines, if a project is valued at $5 million or less, the threshold for defining a change to the project as an amendment is a change of $500,000 or more. The threshold for projects valued at greater than $5 million is 10 percent or more of the project value. Changes below these thresholds may be considered administrative modifications. Any changes to the LRTP generally are considered amendments. Changes to the UPWP are infrequent; however, the addition or deletion of an MPO-funded study or program may trigger an amendment.

 

 

Figure 7

Annual MPO Planning Cycle for Development of Transportation Improvement Program and Unified Planning Work Program, and Public Participation



 

 Sidebar that reads:

"The MPO invites public input when considering amendments to the TIP, UPWP, LRTP, and Public Participation Plan."

Amendments to any of the three certification documents—LRTP, TIP, and UPWP—follow the same public process, as described below.

 

4.3a Amendments to Certification Documents

When the MPO considers amending one of its certification documents it votes to do so at an MPO meeting. The proposed draft amendment then is posted on the MPO’s website and a 30-day public comment period begins.

 

The Advisory Council and affected municipalities and constituencies are notified of pending amendments to inform them about the proposed changes, when and where decisions will be made, and how they can provide comments. The MPO informs members of the public by posting notices of pending amendments on the MPO website and distributes the notices through its email lists. The MPO also informs TIP Contacts and proponents of affected projects.

 

In extraordinary circumstances, such as an unforeseen regulatory requirement or funding deadline, the MPO may vote to shorten the 30-day public comment period by as much as 15 days. In emergency circumstances, such as the need to take immediate action to protect public safety or take advantage of an extraordinary funding opportunity, the comment period may be waived.

 

A public comment period will be extended an additional 15 days if a proposed amendment is significantly altered during the initial public comment period. An additional comment period of 30 days will be scheduled if a significant alteration occurs after the close of the initial public comment period.

 

Public comments are collected by MPO staff, and relayed to the MPO in both a summary form and in full text, as submitted. MPO members consider these comments as they decide what action to take regarding the proposed amendment.

 

4.3b Administrative Modification of Certification Documents

Changes to a certification documents that do not rise to the level of an amendment may be addressed through an administrative modification. The MPO may decide to make an administrative modification without issuing a public comment period, though one may be scheduled, at the MPO’s discretion. If one is scheduled, public notification follows the same process that is used for amendments. 

 

4.4    Public Participation Schedule for Longer-Time-Horizon Planning Activities

There are many activities at the MPO that have longer or less predictable time horizons. The public participation schedules for these events are, therefore, tailored to the specific event and its timing.

Sidebar that reads:

"The MPO works to gather input from low-income and minority residents and the elderly, youth, and those with limited English proficiency."

 

4.4a Federal Recertification Reviews

Federal recertification reviews also are conducted every four years. At this time, the federal transportation agencies evaluate the programs and activities of the MPO to determine whether they are in keeping with the required 3C process. If so, the federal agencies certify that the MPO is operating as it should. A recertification review is conducted, typically over the course of a work week, in a series of public sessions. Members of the public are invited to attend and participate. They also are invited to submit written comments before and during the review sessions. The federal agencies may contact certain parties to hear their views on MPO programming and operations, including public participation. The material prepared for the recertification review and the report of the federal agencies is posted on the MPO’s website. The most recent recertification review was conducted in July 2010.

 

4.4b The Transportation Equity Program

The MPO’s Transportation Equity program is ongoing all year long. This program is the MPO’s method of consulting with low-income and minority residents, and with groups representing their interests, and those of the elderly, youth, and persons with limited English proficiency in order to identify the transportation needs of these populations and promote their involvement in the planning process.

 

The program focuses on outreach to organizations serving environmental-justice areas in the region and their umbrella organizations. These organizations and other community contacts are involved in, and knowledgeable about, the transportation issues and needs of their areas. Contacts include social-service organizations, community-development corporations, regional employment boards, civic groups, business and labor organizations, transportation advocates, environmental groups, and environmental-justice and civil-rights groups.

 

The MPO also has begun communicating with the Statewide Mobility Management Program and its Regional Coordinating Council. The MPO’s process for working with these organizations consists of conducting surveys, holding forums to facilitate inter-organizational communication and problem solving, holding regional and local meetings, and sharing information.

 

Transportation equity is also a frequent topic at MPO workshops and information sessions. In addition to soliciting public feedback at these events, staff conducts surveys to seek input from persons living in environmental-justice neighborhoods and from the transportation-equity contacts.

 

4.4c Development of the Public Participation Program and Plan

The MPO reviews the Program’s progress and effectiveness on an ongoing basis, and updates both the Program and Plan accordingly. Updates are performed as needed to reflect changes in federal guidance, requirements and regional needs, and improvements in the state of the practice, and occur in consultation with members of the public and other interested parties.

 

Outreach for this update of the Plan was conducted in the spring of 2013 in tandem with MPO outreach of the draft TIP and UPWP; and discussions were held at two public workshops and two “Be Informed, Be Involved Sessions.” In addition, the MPO conducted surveys through its email lists, contact lists, TRANSreport, and website. As discussed elsewhere in this document, information from the public outreach helped guide the recommendations for change that are reflected in this draft Plan.

 

After the MPO reviews this draft Plan, staff will incorporate MPO comments and request approval to begin a 45-day public-review period. Subsequently, the draft Plan will be posted on the MPO website and presented to the Advisory Council. Staff will then conduct public meetings and a web-based survey to gather additional public input. At the end of the public-comment period, staff will incorporate feedback received and finalize the updated Program and Plan for MPO endorsement.

RSS (Rich Site Summary) is a format for delivering regularly changing web content.

 

Appendix A—Federal Public Participation Mandates

 

A.1    Title 23, Section 450 Code of Federal Regulation (CFR)

A.1a §450.316 Interested Parties, Participation, and Consultation

The federal regulations concerning public participation in metropolitan transportation planning decision making are specified in Title 23, Section 450.316, of the Code of Federal Regulations (CFR). These regulations require that public-involvement processes be proactive and provide complete information, timely public notice, full public access to key decisions, and opportunities for early and continuing involvement; they leave the choice of methods for facilitating participation to the discretion of each MPO. The regulations specify that public participation processes must provide:

 

• Adequate notice of involvement opportunities and time for review and comment at key decision points

 

• Early and continuing opportunities for public involvement

 

• Timely information on transportation issues and decision-making processes

 

• Visualization techniques to describe the proposed plans and studies

 

• Reasonable access to technical and policy information

 

• Electronically accessible public information on the Web

 

• Public meetings at convenient and accessible locations and convenient times

 

• Procedures for demonstrating explicit consideration of and responses to public input

 

• A process for soliciting and considering the needs of traditionally underserved populations

 

• Periodic review and evaluation of the participation process

 

• A public-review period of 45 calendar days, which includes written comment on public participation procedures in the development of the Long-Range Transportation Plan (LRTP) and the Transportation Improvement Program (TIP) before new procedures and any major revisions to existing procedures are adopted

 

• Coordination with the statewide transportation-planning public-involvement and consultation processes

 

A.1b §450.318

This section specifies the public participation requirements for MPO planning studies and project development.

 

A.1c §450.322

This section specifies the public participation requirements for the development and content of the MPO's LRTP.

 

A.1d §450.324

This section specifies the public participation requirements for the development and content of the MPO's TIP.

 

A.1e §450.334

This section specifies that MPOs certify at least every four years that the metropolitan transportation planning process is being carried out in accordance with all applicable requirements including:

 

• 23 USC 134, 49 USC 5303 regarding metropolitan transportation planning

 

• Nonattainment and maintenance areas, sections 174 and 176 (c) and (d) of the Clean Air Act, as amended (42 USC. 7504, 7506 (c) and (d)) and 40 CFR part 93

 

• Title VI of the Civil Rights Act of 1964, as amended (42 USC. 2000d-1) and 49 CFR part 21

 

• 49 USC. 5332, prohibiting discrimination on the basis of race, color, creed, national origin, sex, or age in employment or business opportunity

 

• Section 1101(b) of the SAFETEA-LU (Pub. L. 109-59) and 49 CFR part 26 regarding the involvement of disadvantaged business enterprises in USDOT funded projects

 

• 23 CFR part 230, regarding the implementation of an equal employment opportunity program on Federal and Federal-aid highway construction contracts

 

• Americans with Disabilities Act of 1990 (42 USC. 12101 et seq.) and 49 CFR parts 27, 37, and 38

 

• Older Americans Act, as amended (42 USC. 6101), prohibiting discrimination on the basis of age in programs or activities receiving Federal financial assistance

 

• Section 324 of title 23 USC. regarding the prohibition of discrimination based on gender

 

• Section 504 of the Rehabilitation Act of 1973 (29 USC. 794) and 49 CFR part 27 regarding discrimination against individuals with disabilities

 

A.2    Americans with Disabilities Act of 1990 (ADA)

The Americans with Disabilities Act of 1990 states that “no qualified individual with a disability shall, by reason of such disability, be excluded from participation in or be denied the benefits of services, programs, or activities of a public entity, or be subjected to discrimination by any such entity.” Therefore, ADA requires that locations for public participation activities, as well as the information presented, must be accessible to persons with disabilities.

 

A.3    Title VI of the Civil Rights Act of 1964

Title VI of the Civil Rights Act of 1964, together with related statutes and regulations, provides that “no person in the United States shall, on the ground of race, color, or national origin be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance.” The entire institution, whether educational, private or governmental, must comply with Title VI and related federal civil rights laws, not just the program or activity receiving federal funds.

 

FTA C 4702.1B (2012), Title VI Requirements and Guidelines for Federal Transit Administration Recipients, provides guidance on promoting inclusive public participation. This circular recommends seeking out and considering the viewpoints of minority, low-income, and LEP populations when conducting public outreach and involvement activities. It identifies the following effective practices for fulfilling the inclusive public participation requirement:

 

• Schedule meetings at times and locations, that are convenient and accessible for minority and LEP communities
• Employ different meeting sizes or formats
• Coordinate with community- and faith-based organizations, educational institutions, and other organizations to implement public-engagement strategies to reach out specifically to members of the affected minority and/or LEP communities
• Consider radio, television, or newspaper ads on stations and in publications that serve LEP populations (could also include audio programming on podcasts)
• Provide opportunities for public participation through means other than written communication, such as personal interviews, or audio and video recording devices

 

A.4    Environmental Justice

Executive orders and regulations regarding environmental justice (EJ) also include public participation mandates for recipients of federal funds and their subrecipients.

 

A.4a Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations, 1994

This executive order states that “each Federal agency shall make achieving environmental justice part of its mission by identifying and addressing, as appropriate, disproportionately high and adverse human health or environmental effects of its programs, policies, and activities on minority populations and low-income populations.” Traditionally underserved groups such as low-income and minority populations must be identified and given increased opportunity for involvement in order to ensure effective participation.  

 

A.4b Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, 2000

This executive order requires that recipients of federal financial aid ensure that their programs and activities that are normally provided in English are accessible to persons with limited English proficiency.

 

A.4c FTA Circular 4703.1, Environmental Justice Policy Guidance for Federal Transit Administration Recipients, 2012

The purpose of this circular is to provide recipients and subrecipients of FTA financial assistance with guidance in order to incorporate EJ principles into their plans, projects, and activities. The circular identifies full and fair participation by all potentially affected communities in the transportation decision-making process as one of the guiding principles of EJ. The circular provides strategies and techniques for public engagement that are intended to help recipients and subrecipients identify the needs and priorities of EJ populations to inform the planning process and help balance the benefits and burdens of transportation decisions.

 

Appendix B—MPO Memorandum of Understanding

 

 

The MPO's Memorandum of Understanding can be accessed via the website at: http://www.ctps.org/Drupal/data/html/about/mpo/Boston_Region_MPO_MOU_2011.html  

 

Appendix C—Research Conducted by MPO Staff

 

This appendix contains information about public-participation research conducted by MPO staff, and ideas for potential changes to the MPO's Public Participation Program (the Program) and Public Participation Plan (the Plan), which stemmed from that research. Also included is a discussion of the MPO's current public-participation practices, along with the full set of possible changes that were considered for the update to the Plan.

 

C.1    Research on Public Participation Needs and Practices

MPO staff recently completed two types of research to gain a more in-depth understanding of the public’s needs regarding its involvement in the transportation-planning process, and to uncover interesting ideas that the MPO could consider incorporating into its Plan in the future.

 

C.2    Public Participation Survey

Staff designed a survey to gather information from the public about the effectiveness of the MPO’s current outreach program, and collect ideas about how it might be improved. The survey comprised both multiple-choice and open-ended questions.

           

C.2a Survey Questions

Below are the questions that were included in the survey:

 

What are your preferred methods for receiving MPO news? (Check all that apply.)

• MPO website  
• Email from MPO Info
• TRANSreport E-Newsletter
• Newspaper legal notice   
• Public meeting
• Other (please specify)

  

What are your preferred methods of providing input to the MPO? (Check all that apply.)

• Public meeting    
• Website    
• Email    
• Printed comment card    
• Letter to MPO Chair  
• Other (please specify)

 

If you have provided comments to the MPO in the past, do you feel that your voice has been heard?

• Not Applicable  
• Yes    
• No    
• Sometimes

 

Why do you feel that way?

 

What aspects of the MPO would you like more information about? (Check all that apply.)

• MPO membership  
• MPO visions and policies    
• Project/study selection process    
• How to be involved    
• Funding sources    
• Civil rights provisions    
• Other (please specify)

 

What can the MPO do to raise awareness and improve its outreach program?

 

How did you learn about this survey?

• MPO website   
• Email from MPOinfo
• TRANSreport E-Newsletter   
• Public meeting 
• Other (please specify)

 

The survey was available online and in print format; it was distributed via MPOinfo, the MPO’s email list, and in print at Metropolitan Area Planning Council (MAPC) subregion meetings and MPO outreach events during May and June 2013. MPO staff organized and analyzed the 74 surveys received.

 

C.2b Survey Responses

Below is a summary of the survey responses, with the number of replies in parentheses. For the multiple-choice questions (numbers 1 through 4 and 6), there were several choices that respondents selected repeatedly. For the one open-ended question (number 5), we present the most often-stated responses, as well as some other interesting suggestions.

 

• Respondents’ top-three preferred methods of getting MPO news: through MPOinfo (58), TRANSreport (27), and the website (21). The next highest answer was “public meeting” (9).

 

• The top-three preferred methods of providing input to the MPO: email (52), and public meeting (32) or through the website (32). The next highest answer was “letter to MPO chair” (11).

 

• About one-third of respondents who had made prior comments to the MPO felt that their voices were heard. Approximately 60 percent of respondents felt heard “sometimes.” Nearly 10 percent believed that their voices were not heard.

 

• The top-four topics about which respondents would like more information: project/study selection process (46), MPO visions and policies (33), funding sources (24), and how to be involved (21). The next highest answer was “civil rights provisions” (6).

 

• The top-two suggestions for ways the MPO could raise awareness and improve its outreach program: A) getting more media exposure (8), and B) having a presence through social media (8). The next most frequently mentioned methods were MPO website improvements (4) and informational packets/emails (4).

 

• Other interesting and feasible ideas suggested by respondents to this question include:
• Work or partner with other organizations to disseminate information and solicit involvement
• Increase and target outreach to community groups and community leaders
• Share interagency mailing lists
• Make information and notices more timely and interesting
• Conduct more surveys
• Provide short education pieces and executive summaries of the long reports
• Use more graphics to communicate ideas
• Learn from successful public-participation models, such as MAPC
• Provide clear and easy ways to give input from the website’s home page
• Make the website more interactive and easy to navigate

 

• The primary way that respondents learned about the survey was through email from the MPO (42). The second-largest number of respondents (20) checked “other,” indicating that they learned about the survey through various means not specified in the survey question, such as a forwarded email or through news from another organization.

 

These results emphasize the importance of email and the website in public involvement. They also indicate preferences for information in succinct formats and for quick, interactive ways to exchange information (such as surveys).

 

C.3    Research of Other MPO Public Participation Practices

C.3a Research Approach

In July and August 2013, MPO staff conducted research on the public-participation programs and plans of five MPOs that are somewhat comparable to the Boston Region MPO in size and characteristics, including:

• Miami-Dade MPO
• Metropolitan Transportation Commission, which serves the San Francisco Bay area
• Delaware Valley Regional Planning Commission, which serves the Greater Philadelphia region 
• New York Metropolitan Transportation Council
• Puget Sound Regional Council, which serves the Puget Sound region, including the city of Seattle

 

The purpose of the research was to learn what public-participation methods these MPOs use, and to examine the kinds of information they include in their plans and how they present it.

 

C.3b Public-Involvement Methods and Techniques

This research identified some interesting ways that the selected MPOs communicate and consult with agencies, officials, and all other interested parties. Below are listed some of those methods, some of which the Boston Region MPO currently uses or may wish to use in its updated Program. We include notes on these practices, their characteristics, and functions in parentheses.

 

Gatherings for Discussion

• In-person, traditional-style gatherings, such as meetings and workshops (timely topics for discussion with members of the general public; public education and input gathering)

 

• Special forums (topic specific, on timely issues or topics of regional or MPO interest; public education and input gathering)

 

• Citizens’ Advisory Committees, which may be regional or subregional (long-term, consistent and informed involvement on many issues; input gathering)

 

• Working Groups (topic/task-specific, to provide on-going, expert or informed views on particular topics; input gathering)

 

• Special Topic Discussions (topic specific single event with targeted invited participants, to gauge the views of target participants; public education and input gathering)

 

• Speakers’ Bureau (MPO members and staff available to speak at meetings of outside entities; education and input gathering)

 

Media Used for Information and Notices

• Press releases and public notices; coordination with the media (topic specific information; public education and requests for action)

 

• Flyers on transit vehicles (information nuggets; requests for action)

 

• Informational kiosk at transit station (general and topic-specific information; public education) 

 

• Social media: Facebook (information nuggets; requests for action)

 

• YouTube (general and topic-specific information and information nuggets)

 

• Twitter (information nuggets; requests for action)

 

• Rich Site Summary or “RSS” Feeds (information nuggets)

 

• Cable TV coverage of meetings (general information)

 

Media Used for Interaction

• MPO website with special pages to give information, gather comments, take surveys (general and topic-specific information; public education, input gathering, requests for action)

 

• Various instruments for taking surveys and gathering input, such as “MindMixer” (web-based tool designed to engage the public through the use of technology rather than physical meetings)

 

• Agenda item pre-meeting comment tool (allows members of the public to submit written comments on specific agenda items with a web-based tool; input gathering)

 

Miscellaneous

• Collaborating with other agencies’ public-participation staffs
• Reaching out to newspaper editorial boards
• Briefing reporters
• Ongoing use of process-evaluation tools

 

Outreach to Protected Populations

Through its research on other MPOs, staff also found interesting approaches to reaching protected populations that the Boston MPO could incorporate into its own Plan:

• Preparing summaries of important documents that can be easily translated into the major languages spoken in the region
• Translating the Plan into the major languages spoken
• Using audio recording devices to collect oral comments at public meetings
• Translating a glossary of transportation terms
• Posting on the MPO website an already-translated notification of the availability of translation services

 

Structure and Content of Public-Participation Plans

The MPOs studied utilize various types of information in their public-participation plans, including the topics below. 

 

• The CMP, Air Quality processes, Transportation Enhancements, and other MPO programs

 

• Procedures and schedules for providing input into the certification documents

 

• Federal and state regulations and guidance for public-involvement activities

 

• Processes for developing their plan, including meetings and public-comment periods

 

• Lists of public-involvement techniques that would be applied in various situations

 

• Information about how to find MPO-provided data resources

 

• Information about how the MPO coordinates with other agencies

 

• Descriptions of MPO committees and their responsibilities

 

• Links to the MPOs’ Title VI, Environmental Justice, and Language Access plans

 

• Appendices
• Glossaries of transportation terms, including acronyms
• Contact information for MPO staff
• MPO policies on using social media
• Details about outreach activities that coincide with specific MPO activities
• MPO policies about documenting and responding to public comments or requests for public records
• Results of consultations with other agencies

 

MPOs also sometimes prepare companion documents to their public-participation plans. One example is a citizen guide that explains topics of general importance, such as background on the MPO, and information about funding sources and document-development processes. Also, some MPOs prepare annual reports highlighting MPO achievements. 

 

Graphics and Styles of Public-Participation Plans

An MPO’s public-participation plan is itself a tool that can encourage transportation stakeholders to learn about and interact with the MPO; therefore, the plan content should be informative, clear, and visually appealing. MPO staff analyzed public-participation plan designs along with their content, and found that plans were made more communicative through the use of the following graphics and styles:

• Text boxes to highlight important information succinctly
• Tables to organize and present information clearly and with minimal wording
• Figures showing relationships (such as between transportation stakeholders), steps in decision-making processes, and schedules

 

C.4    Recommendations for Updating Public Participation Program and Plan

The MPO’s current Plan, Be Informed, Be Involved, includes: 

 

• General information on the Boston Region MPO Area, including demographics, geography, and the regional transportation system

 

• Background information on the MPO, including a description of its regulatory foundations and membership

 

• An explanation of the metropolitan transportation-planning process and certification documents

 

• Details on the Program, including:
• A discussion of its objectives
• Specified participants
• Ways to be informed and involved
• MPO processes for conducting public outreach
• Specific steps for document development
• Specific steps for amending and modifying documents
• Information about how the MPO evaluates its Program

 

Staff has analyzed all aspects of the current Plan to identify areas that need improvement. Below, we present the identified areas and ideas for updating both the Program and Plan. These ideas have come from the research discussed above, as well as through observations of current practice, and recommendations from the federal agencies and the Massachusetts Department of Transportation (MassDOT).

 

C.5    Issues Related to the Current Public Participation Program

The MPO’s current Program utilizes a mix of outreach practices and techniques, which have proved effective with all of the interested parties the MPO consults with, listens to, and strives to keep informed. Using results of the research discussed above, awareness of changing practices, and in-house problem solving, staff identified areas where changes in the MPO’s Program would be beneficial

 

Accordingly, staff recommended that the MPO consider changes to its Program that would:

 

• Respond to the most contemporary thinking in Title VI accommodations and accessibility for persons with disabilities and limited English proficiency

 

• Make participating easier and more satisfying for the public and more useful for the MPO

 

• Continue activities that broaden the community of participants in the MPO’s planning processes

 

• Provide clear and concise information about the Program and MPO activities; make information readily understood

 

• Make information easily available

 

• Keep information about the MPO current

 

• Keep the Plan up to date

 

• Use more graphics to communicate

 

• Continue to connect with persons who do not use or have ready access to computers

 

• Maximize effectiveness through coordinating with partner agencies and their outreach activities

 

• Continue to actively explore innovative venues for reaching people, providing information, and gathering input

 

C.5a Practices and Techniques for Public Outreach

Current Practices and Techniques

The MPO’s current public-outreach practices include: 

 

• Web-based communication (web pages on 3C documents and programs; TRANSreport; the MPO meeting calendar; comment  button on the MPO main page; comment links from document pages; News Flashes; surveys; interactive data bases, data resources, and applications)

 

• Meeting-based discussions (MPO and committee meetings; the Regional Transportation Advisory Council; general information sessions; TIP and UPWP information sessions; workshops; coordination with MAPC subregions; special forums; special topic discussions; interagency consultations; Invite-Us-Over program)

 

• Email-based notices (MPOinfo; MPOmedia; TRANSreport mailing list; TEcontacts; TIPcontacts; publicinformation@ctps; public libraries)

 

Ideas for Improving Practices and Techniques

Through the update to its Program, the MPO sees opportunities to allow or encourage the public to engage with MPO documents, information, and decision-making processes in an interactive way. Based on the survey results, staff’s research, and considering MPO resources, there are a number of ways the MPO could enhance its Program:

 

• Request the Advisory Council to co-sponsor programs and forums on timely MPO topics: solicit the council’s views and ideas on specific, MPO-defined topics, and support the Advisory Council’s membership outreach to low-income, minority, and LEP populations and persons with disabilities

 

• Develop a more frequent and rigorous process for gathering data to evaluate the effectiveness of the MPO’s Program

 

• Research the possibility and feasibility of creating create a mechanism for the public to submit comments on MPO agenda items in advance of meetings

 

• Make resources and information for people with limited English proficiency more prominent on the website

 

• Conduct more Web-based surveys throughout the year

 

• Develop a “user group” list of individuals/entities/organizations that will forward MPOinfo notices to their email lists and press releases to transportation bloggers

 

• Use more graphics, including text boxes, relationship and flow charts, and other visuals within documents, presentations, and on the website

 

• Build short press releases from the News Flashes to increase the amount of news sent to MPOmedia and MPOinfo

 

• Explore the possibility of using tools to track media usage (publication) of MPO press releases

 

• Coordinate with MassDOT's media office to seek help in increasing the publication rate of MPO press releases

 

• Increase the frequency and scope of the News Flashes:
• Present more information about how the MPO functions
• Focus more on the MPO-funded work underway or recently completed
• Include news about topics to be discussed at upcoming MPO meetings and Regional Transportation Advisory Council meetings
• Provide more information on projects’ and studies’ selection process, MPO goals and objectives, funding, and how to be involved

 

• Ask MAPC to collaborate on specially targeted public outreach activities, and explore possibilities for working in teams

 

• Increase the visibility of MPO’s “Invite-Us-Over” speaker events through which organizations can invite a representative from the MPO to attend and speak at one of their meetings

 

• Reach out to public libraries to improve active cooperation for posting and distributing MPO information

 

• Explore the possibility of an RSS feed to notify interested parties of updated content on the MPO website

 

C.5b Outreach to Protected Populations

Current Outreach to Protected Populations

Since the current Plan was written, the MPO has adopted many outreach practices related to: Title VI, ADA, and other civil rights executive orders, regulations, and guidance that prohibits discrimination and facilitates the full participation of all, particularly populations that are considered to be “traditionally underserved” by former public outreach practices. Although these processes are now a part of the Program, they have not been documented in the Plan.

 

C.5c  improving Outreach to Protected Populations

MPO practices are, for the most part, consistent with those recommended by MassDOT, whose public-participation plan was recently approved (and commended) by the Federal Highway Administration; however, there are several additional practices that staff have explored that could enhance the ability of the MPO to reach populations that have traditionally been hard to engage, such as people with limited English proficiency. As a result, staff recommends the MPO add the following practices to its Program:

 

For all MPO and MPO-sponsored meetings:

• Increase the number of languages into which meeting notices—and any other vital materials associated with meetings—are translated from two to three (Spanish, Portuguese and Chinese) as a matter of policy, and post them on the website

 

• Translate materials for specific public outreach efforts into language(s) spoken in the geographic area of the meeting location, as identified through analysis or consultation with local community leader(s)

 

• Consult with local community leader(s) to learn about cultural issues in the vicinity of a meeting venue and respond to these with sensitivity

 

• Make an effort to provide at least two weeks’ notice for MPO-sponsored meetings or events

 

As a matter of general practice:

• Regularly update the MPO's Title VI Four Factor Analysis (an analysis of language needs in the area) and reevaluate whether other languages should be added to those into which vital documents are regularly translated.

 

• Reevaluate annually whether additional MPO documents should be identified as vital documents, for translation into the languages of policy. Vital documents currently include:
• MPO Notice to Title VI Beneficiaries (posted on website, made into a board to be displayed at MPO meetings, and posted visibly near the MPO front desk)
• MPO-compliant procedures and form
• Summaries of key materials: a description of the MPO transportation-planning process and the certification documents, LRTP, TIP, and UPWP
• Meeting notices (generally prepared for out-of-Boston MPO meetings, and all MPO-sponsored meetings, workshops, forums, and other similar input-sessions)

 

• Update annually the internal list of staff who speak languages other than English and who could assist limited English proficient individuals who may be seeking information at the MPO office

 

• Increase the number of large-print versions of key meeting materials (such as the agenda, project summaries, TIP Tables) that staff currently bring to meetings from two to three

 

• Continue to expand the MPO’s Transportation Equity database to reach more minority, low-income, and other traditionally underserved populations and organizations

 

• Post an already-translated notification of the availability of translation services on the MPO website

 

• Use an audio recording device to collect oral comments from persons with low literacy, or no or low vision

 

C.6    Issues Related to the Current Public Participation Plan

The format and structure of the current MPO Plan has become outdated, as communication styles and methods of obtaining information have changed. Today, many people prefer visiting a website and reading on their computers, smart phones, or other mobile devices. If they want some section of the material in hard copy, they print it themselves. Because good graphics communicate information effectively and quickly, they value information presented in graphical form.

 

C.6a Format and Function of the Plan

Current Drawbacks

The MPO’s current Plan, Be Informed, Be Involved, was intended to be read as a printed booklet that would provide the reader with all the information necessary to understand the MPO Program, along with ways to be informed and be involved. Although primarily text based, the current Plan utilizes photographs, maps, and other graphics as visualization tools to help understand the Program and its activities.

 

The Plan is posted in PDF and HTML on the MPO website, and staff prepares a small number of printed copies of this document to take to outreach sessions. 

 

Several aspects of the current Plan are outdated or underperforming; for example, the current Plan is:

• A large booklet: Today’s trend is to rely on Web-based information, and avoid printing or archiving hard-copy documents
• Text-heavy, which can make it hard to find information
• Static and vulnerable to becoming out of date

 

Ideas for Improvements

Most agencies and organizations use their websites as their primary method of communication. At the Boston Region MPO, the website already houses information about almost every aspect of the MPO and serves as an interactive, multi-dimensional communications vehicle with constantly growing and evolving capabilities for gathering, housing, and distributing information. The website is a powerful tool, which the MPO should use to maximum advantage to accomplish public-participation goals.  

 

Staff suggests two main ideas for improving the format and function of the Plan:

 

• First: In addition to a printed document (which will be posted as a PDF), create a web-based format for the Plan. The public participation page on the website would provide a portal through which the public could link to other web pages to get information about the Program in an easy-to-use format.

 

• The public participation web page would include the major public participation topic areas with links to further information about public involvement, as well as to topics found on other parts of the website. Viewers could go to the public participation page to learn how to be ‘informed and involved,’ and from there go directly to the MPO planning document or program that interests them. This approach would fully embed the Program in all MPO activities and products.

 

• Second: Present much more public participation related information in graphical form to facilitate quick and easy access to (at times) complex information and processes.

 

These two concepts would address the current Plan drawbacks listed above and inform the public in a way that:

 

• Reflects contemporary standards and preferences for presenting and accessing information

 

• Provides links anywhere in the MPO website, interactively directing readers to greater detail on topics that interest them

 

• Offers an organizational framework for those seeking information specifically about public participation; and reduces redundancy by linking to Program information already on the website rather than repeating it in a static publication-participation plan

 

• Presents more up-to-date material, as individual web pages may be easily amended

 

• Ensures accessibility for people with no or low vision, because text on the MPO’s web pages is in a format that can be read by screen readers, and all graphics are accompanied by alternative text

 

In addition, staff suggests these visual improvements, which would enhance web-based Plan content:

• Briefer text
• Text boxes for highlighting important information
• Tables for organizing and presenting material with few words
• Greater use of graphics to explain the MPO and its processes

 

Plan information and graphics presented on the web could be transformed into modular marketing materials to replace the current booklet format. In this form, topics could be updated individually to stay current, without reproducing the entire booklet.

 

C.7    Summary of Suggestions for Public-Participation Program and Plan Update

The following table summarizes the suggestions presented above. Items in the table are coded by suggestion type:

• A = Activity
• F = Format and function
• T = Title VI or other civil rights practices

 




 

Table C.1

Summary of Suggestions for the Public-Participation Program and Plan Update

Key: A = Activity; F = Format and function; T = Title VI or other civil rights practices.
Type/ Number	Suggestion	Explanation; Purpose	Implementation	Frequency
A. 1	Seek to partner with the Advisory Council to sponsor forums on MPO/ RTAC defined topics and questions	The Advisory Council is a primary arm of public involvement for the MPO; to generate useful public input to the MPO for its decision making	Plan special Advisory Council/ MPO forums in collaboration with MPO; seek involvement of a broad set of Advisory Council and MPO-related participants	At least one a year
A. 2	Collaborate with MAPC on specially targeted public outreach events	Invite MAPC to partner with the MPO in one or two major outreach events per year; to reach a broader set of participants; improve effectiveness of MPO outreach; incorporate new techniques	Work with MAPC (and possibly other partners) to plan one or two forums or special topic discussions	One or two  events per year
A. 3	Conduct more evaluations of public-participation program effectiveness	Important to know how well the Program is performing and where improvements are needed	Implement a more rigorous program of data collection and a regular schedule for evaluations	Data collection, ongoing; evaluations, annually
A. 4	Post more News Flashes; cover more topics	Use the website and News Flashes as the initial media for MPO news and convert them to other media for broad distribution; to interest and inform the public	Prepare News Flashes related to major actions at MPO, Advisory Council and AACT meetings; invite participation; feature MPO-funded products	Ongoing
A. 5	Send more press releases on MPO activities	Use the MPO’s News Flashes as the basis for short press releases; to increase opportunities for media coverage and public participation	Expand News Flash text into press release format and distribute through MPOmedia	Ongoing
A 6	Encourage forwarding of email notices and News Flash postings	Sensitize recipients to importance of forwarding MPO notices and updates; to expand distribution of MPO notices to involve new parties	Incorporate text into all MPOinfo messages that encourages recipients to forward notices	Ongoing
A. 7	Track publication of MPO news	Explore which organizations are publishing MPO news; to gauge effectiveness and know where there are gaps in outreach	Research cost of tracking publication of MPO news; if feasible, plan and implement a program	Ongoing
A. 8	Seek help from MassDOT media office	MassDOT is in frequent contact with the media and may have useful ideas for MPO communications; to improve publication of MPO news	Meet with MassDOT media office	Early each fiscal year, coinciding with MPO public outreach for new documents
A. 9	Work with public libraries to encourage them to make MPO information available	The MPO no longer mails printed materials unless specifically requested; to elicit public library support in printing and posting notices and TRANSreport	Conduct outreach to regional consortiums of public libraries, explaining the work of the MPO and the role libraries could play in the public-information and participation process	One-time initial outreach to libraries; Ongoing communication
A. 10	Use an RSS feed	Research using an RSS feed to alert parties of new News Flash postings; attract more interest; share more information	Staff will research using RSS feed	Initial research, and if promising, a trial period before implementation
A. 11	Facilitate and accept public comment before MPO meetings	Solicit comment (possibly through links on the calendar page for each MPO meeting) in advance of meetings; to use the website to collect input and bring it directly into MPO meetings	Collect comments prior to MPO meeting and submit to Chair for reading into the record during public-comment time	With every MPO meeting (bi-monthly, usually)
A. 12	Create more surveys on the MPO website	Use surveys more frequently to gather public input; to increase website use as a tool for public input	Identify survey topics based on upcoming MPO planning and decision making	Approximately four per year
A. 13	Update website for improved LEP accessibility	Post MPO vital documents and accessibility statement more prominently; to facilitate LEP and other Title-VI-related persons’ access to MPO information and processes	Review and implement	One update
A. 14	Use more graphics	Improve communication through graphical representation of processes and information; to communicate more clearly and facilitate translation	Convert narratives in Plan to graphics	For initial Program and Plan updates and as future practice
A. 15	Increase use of MPO’s “Invite Us Over” speaker program	Promote work of the MPO and offer Staff’s participation at an organization’s meeting; to provide a participant-convenient venue and format and reach new and members of the public	Consider creating a spot on the MPO’s website listing topics and personnel to be contacted to schedule a presentation/ discussion at a regularly scheduled meeting of an organization	Ongoing
F. 1.	Have the website function as an online alternative to the printed public participation plan and an easy point of access to other MPO content on the website	Break the information in the Plan into basic components and use the Public Involvement webpage as a portal to access each; to give the public more direct access to information, to better keep the Plan current and dynamic, and use contemporary methods	Prepare topic modules for revised Public Involvement webpage	Reorganization and to post material will be one-time project; updating will be ongoing
F. 2.	Prepare topic modules as meeting handouts and easily updated informational materials	Create individual topic pieces for each of the major Program components; these will be easy to update and use individually, as needed	Prepare topic materials	Creating materials will be a one-time project; updating will be ongoing
F. 3	Present most key information in graphical form	Graphical depictions of MPO processes and other information will be created to post on the website and use at MPO-sponsored meetings; to support clarity and simplicity of information, facilitate communication with LEP populations	Prepare graphics and tables to explain MPO processes and other information; these can be translated for LEP populations	Design will be one-time project; updating will be ongoing
T. 1	Translate the vital MPO documents	Regulations require vital documents be identified and translated into the languages indicated by the Four Factor Analysis	Translate vital documents into the languages of policy for posting on the website; use the Four Factor Analysis to determine other languages, based on the location for MPO or MPO-sponsored meetings	Initial translation of vital documents will be one-time project; annual update of documents and translations will be conducted each September; translation of meeting notices and document summaries will be done as needed
T. 2	Conduct a triennial Four-Factor Analysis and apply results to MPO ongoing meeting and outreach planning	See above	Develop a protocol for using the Four Factor Analysis for ongoing operations	Reviews for translations will be conducted in planning for each meeting
T. 3	Consult with local leaders on language needs and cultural issues for each MPO-sponsored meeting outside of the State Transportation Building	Conversations with local leader(s) in vicinity of a planned meeting can provide insights on particular needs that would facilitate public participation; to encourage and facilitate participation by all members of the public	Ask a local leader when planning a meeting outside of the STB	Ongoing, for each meeting outside of STB
T. 4	Use audio recording devices to collect oral comments	People with low or no vision or low literacy may be encouraged to make comments if they could be submitted orally; to facilitate public participation	Provide this capability at each MPO and MPO-sponsored meeting	Ongoing, for each meeting
T. 5	Post translations of meeting and other notifications on website	Posting translated versions of notices would eliminate a step for an LEP person seeking opportunities to participate; to facilitate participation by LEP persons	Standardly post translations of meeting notifications (in the three primary languages other than English) on the website	Ongoing, for each meeting outside of STB
T. 6	Make large-format versions of key meeting materials available	Support accessibility of information provided at public meetings; to facilitate participation	Implement a standard practice of bringing three copies of large-format documents to meetings	Ongoing

 

AACT Access Advisory Committee to the MBTA. LEP limited English [language] proficiency. MAPC Metropolitan Area Planning Council. MassDOT Massachusetts Department of Transportation. MPO Metropolitan Planning Organization. P3 Public-Participation Program and Plan. RSS Rich Site Summary [feeds]. RTAC Regional Transportation Advisory Council. STB State Transportation Building.

 

 




Appendix D—MPO-Sponsored Meetings and MPO Meetings Outside of Boston

 

Date	Location	EJ and/or LEP Community	Type of Meeting	Topics Discussed
8-Feb-11	Peabody	No	TIP-Building Workshop	TIP development
10-Feb-11	Saugus	No	Regional Transportation Needs Assessment Workshop	MPO's draft needs assessment, Transportation needs
15-Feb-11	Needham	No	Regional Transportation Needs Assessment Workshop	MPO's draft needs assessment, Transportation needs
15-Feb-11	Framingham	Yes	TIP-Building Workshop	TIP development
16-Feb-11	Boston (2/ Park Plaza)	Yes	TIP-Building Workshop	TIP development
16-Feb-11	Boston (2/ Park Plaza)	Yes	Regional Transportation Needs Assessment Workshop	MPO's draft needs assessment, Transportation needs
22-Feb-11	Hingham	No	TIP-Building Workshop	TIP development
23-Feb-11	Boston	Yes	Transportation Equity Special Topic Discussion	Transportation needs of low income and minority residents in the region
21-Apr-11	Boston	Yes	MPO Structure Workshop	MPO's MOU, MPO membership
27-Apr-11	Lynn	Yes	MPO Structure Workshop	MPO's MOU, MPO membership
2-May-11	Framingham	Yes	MPO Structure Workshop	MPO's MOU, MPO membership
15-Jun-11	Boston (2/ Park Plaza)	Yes	MPO Structure Workshop	MPO's MOU, MPO membership
21-Jun-11	Waltham	Yes	MPO Structure Workshop	MPO's MOU, MPO membership
22-Jun-11	Braintree	No	MPO Structure Workshop	MPO's MOU, MPO membership
26-Jul-11	Boston	Yes	Environmental Special Topic Discussion on LRTP	Consultation among MPO and state and federal environmental agencies on LRTP
3-Aug-11	Boston (2/ Park Plaza)	Yes	MPO Open House	Draft LRTP, Draft FFYs 2012-15 TIP, Draft FFY 2012 UPWP, Livability Program
24-Aug-11	Boston	Yes	General Workshop	Draft LRTP, Draft FFYs 2012-15 TIP
31-Aug-11	Bedford	No	General Workshop	Draft LRTP, Draft FFYs 2012-15 TIP
7-Sep-11	Norwood	No	General Workshop	Draft LRTP, Draft FFYs 2012-15 TIP
12-Oct-11	Boston	Yes	Candidates Forum	Meet candidates for MPO municipal members election
12-Jan-12	Winchester	No	TIP-Building Workshop	TIP development
18-Jan-12	Canton	No	TIP-Building Workshop	TIP development
25-Jan-12	Boston (2/ Park Plaza)	Yes	MPO Open House	Introduction to MPO, TIP development, UPWP development
1-Mar-12	Beverly	No	Regular MPO Meeting (Outside Boston)	MPO topics typical of regular meetings
15-May-12	Melrose	No	General Workshop	Draft FFYs 2013-16 TIP and FFY 2013 UPWP
22-May-12	Randolph	Yes	General Workshop	Draft FFYs 2013-16 TIP and FFY 2013 UPWP
23-May-12	Boston (2/ Park Plaza)	Yes	General Workshop	Draft FFYs 2013-16 TIP and FFY 2013 UPWP
6-Jun-12	Woburn	No	General Workshop	Draft Amendment to LRTP
7-Jun-12	Lexington	No	Regular MPO Meeting (outside Boston)	MPO topics typical of regular meetings
12-Jun-12	Boston (2/ Park Plaza)	Yes	General Workshop	Draft Amendment to LRTP
20-Sep-12	Newton	No	Regular MPO Meeting (Outside Boston)	MPO topics typical of regular meetings
6-Dec-12	Norwood	No	Regular MPO Meeting (Outside Boston)	MPO topics typical of regular meetings
11-Dec-12	Quincy	Yes	TIP and UPWP Building Workshop	TIP and UPWP development
13-Dec-12	Everett	Yes	TIP and UPWP Building Workshop	TIP and UPWP development
16-Jan-13	Boston (2/ Park Plaza)	Yes	Be Informed, Be Involved	Planning Schedule, Needs around Region, UPWP and TIP Development
7-Mar-13	Braintree	No	Regular MPO Meeting (outside Boston)	MPO topics typical of regular meetings
29-May-13	Lynn	Yes	General Workshop	Draft FFYs 2014-17 TIP and FFY 2014 UPWP, Transportation needs of EJ residents, Public Participation Plan
30-May-13	Framingham	Yes	General Workshop	Draft FFYs 2014-17 TIP and FFY 2014 UPWP, Transportation needs of EJ residents, Public Participation Plan
5-Jun-13	Boston (2/ Park Plaza)	Yes	General Workshop	Draft FFYs 2014-17 TIP and FFY 2014 UPWP, Transportation needs of EJ residents, Public Participation Plan
6-Jun-13	Woburn	No	Regular MPO Meeting (outside Boston)	MPO topics typical of regular meetings
16-Jul-13	Norwood	No	General Workshop	Proposed Canton Interchange Project, Amendment Two of LRTP
17-Oct-13	Framingham	Yes	Regular MPO Meeting (outside Boston)	MPO topics typical of regular meetings
3-Dec-13	Dedham	No	TIP and UPWP Development, Be Informed/Be Involved	TIP and UPWP development, Transportation needs
5-Dec-13	Franklin	No	Regular MPO Meeting (outside Boston)	MPO topics typical of regular meetings
11-Dec-13	Chelsea	Yes	TIP and UPWP Development, Be Informed/Be Involved	TIP and UPWP development, Transportation needs
7-Jan-14	Boston (2/ Park Plaza)	Yes	Be Informed, Be Involved	TIP and UPWP development, Transportation priorities
14-Jan-14	Boston	Yes	Human Services and Equity in Transportation Forum	Human Services and Equity in Transportation
6-Mar-14	Melrose	No	Regular MPO Meeting (outside Boston)	MPO topics typical of regular meetings
5-Jun-14	Salem	Yes	Regular MPO Meeting (outside Boston)	MPO topics typical of regular meetings
12-Jun-14	Reading	No	TIP and UPWP Workshop	Draft FFYs 2015-2018 TIP and FFY 2015 UPWP, Transportation needs
17-Jun-14	Boston (2/ Park Plaza)	Yes	TIP and UPWP Workshop	Draft FFYs 2015-2018 TIP and FFY 2015 UPWP, Transportation needs
18-Jun-14	Randolph	Yes	TIP and UPWP Workshop	Draft FFYs 2015-2018 TIP and FFY 2015 UPWP, Transportation needs

 

Appendix E—List of Acronyms and Abbreviations

 

• 3C process = continuing, comprehensive, and cooperative transportation planning process
• A&F = Administration and Finance
• AACT = Access Advisory Committee to the MBTA
• ADA = Americans with Disabilities Act
• Advisory Council = Regional Transportation Advisory Council
• CFR = Code of Federal Regulations
• CIP = Capital Investment Program
• CMAQ = Congestion Mitigation and Air Quality Improvement Program
• CMP = Congestion Management Process
• CTPS = Central Transportation Planning Staff
• EJ = Environmental Justice
• FHWA = Federal Highway Administration
• FTA = Federal Transit Administration
• HTML = Hypertext Markup Language 
• ICC = Inner Core Committee
• LAP = Language Assistance Plan
• LEP = Limited English Proficiency
• LRTP = Long-Range Transportation Plan
• MAGIC = Minuteman Advisory Group on Interlocal Coordination
• MAP-21 = Moving Ahead for Progress in the 21^st Century Act
• MAPC = Metropolitan Area Planning Council
• MARPA = Massachusetts Association of Regional Planning Agencies
• MassDOT = Massachusetts Department of Transportation
• MBTA = Massachusetts Bay Transportation Authority
• MetroWest = MetroWest Regional Collaborative
• MOU = Memorandum of Understanding
• MPO = Metropolitan Planning Organization
• NSPC = North Suburban Planning Council
• NSTF = North Shore Task Force
• PDF = Portable Document Format
• PMT = The MBTA’s Program for Mass Transportation
• RSS = Rich Site Summary
• SAFETEA-LU = The Safe, Accountable, Flexible, Efficient Transportation Equity Act: A
• Legacy for Users
• SSC = South Shore Coalition
• STIP = State Transportation Improvement Program
• SWAP = Southwest Advisory Planning Committee
• TE = Transportation Equity
• TIP = Transportation Improvement Program
• TRIC = Three Rivers Interlocal Council
• UPWP = Unified Planning Work Program
• USC = United States Code
• USDOT = United States Department of Transportation