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Home My WebLink About2014 04 01 AIS PC Franklin Boulevard Public Outreach PlanAGENDA ITEM SUMMARY Meeting Date: 4/1/2014 Meeting Type: Work Session Staff Contact/Dept.: David Reesor DPW Staff Phone No: 541-726-4585 Estimated Time: 20 Minutes SPRINGFIELD PLANNING COMMISSION Council Goals: Maintain and Improve Infrastructure and Facilities ITEM TITLE: SPRINGFIELD FRANKLIN BOULEVARD PUBLIC OUTREACH PLAN ACTION REQUESTED: The Committee for Citizen Involvement (CCI) is requested to review, comment and approve the Franklin Blvd Public Outreach Plan. ISSUE STATEMENT: Staff seek Planning Commission input, acting as the Committee for Citizen Involvement (CCI), on the Franklin Public Outreach Plan. The objective of the public outreach process outlined in the attached Plan is to keep people informed as the project moves forward, particularly those directly affected. The CCI is asked to review, comment and approve the Franklin Blvd. Public Outreach Plan. ATTACHMENTS: 1. Franklin Public Outreach Plan DISCUSSION: Upgrading Franklin Blvd. to full urban standards in Glenwood has been a City priority for many years. Franklin Blvd. Phase 1 construction funding is now in the Draft 2015-2018 Statewide Transportation Improvement Program and staff, with significant consultant assistance, is carefully navigating the NEPA (National Environmental Policy Act) process that must precede right of way acquisition and construction. Recent work has focused on developing the required environmental baseline reports covering things like endangered species, historic and cultural resources and environmental justice, and then using that information and Council’s desire to minimize impacts to properties to develop project design. This has been an iterative process, and has achieved a measure of success in systematically reducing the project’s NEPA and business impacts. Input from the general public, businesses, property owners and other stakeholders has been an important part of getting to this point in the Project. In October 2014, City and consultant staff met face to face with potentially impacted business and property owners within the Project Area to gather employment information and to establish personal communication between the City and these interested parties. Most recently, City and consultant staff have met face to face again with potentially impacted business and property owners immediately adjacent to Franklin Blvd. to discuss the proposed project “envelope” for the reconstruction of Franklin. This was first reviewed by the City Council during the February 24th, 2014 work session. Springfield’s Goal 1 Citizen Involvement program requires input from the CCI on forming this type of Project Outreach Plan. Staff request the Planning Commission, acting as the CCI, to review, comment and approve the Franklin Blvd. Public Outreach Plan. Additional design phase public outreach tasks will likely be added to this Plan and will be brought back before the CCI for review and approval prior to implementation. Staff will be available for questions during the work session. 1 Draft Public Outreach & Communication Plan (2-10-14) INTRODUCTION In Glenwood, Franklin Boulevard is an aging highway with very little to no provision for safe biking or walking. The roadway is a gateway to both Springfield and Eugene, serves as a central link between the two downtowns, and provides the main access to the Glenwood Riverfront District. The purpose of the Project is to change Franklin Boulevard between I-‐5 and McVay Highway into a modern, urban, multi-‐way boulevard that safely meets the needs of pedestrians, bikes, buses, and motor vehicles, and helps the Glenwood Riverfront District redevelop. Glenwood’s residents, businesses and surrounding communities have been thinking and talking for more than a decade about improving Franklin Blvd. Thoughtful and outreaching conversations, research, committees, and public meetings bring us to today, where Springfield is guiding a revised Franklin Blvd “footprint” through approvals required for accountability and funding. Community members donated many hours of time over the years serving on the Glenwood Citizen Advisory Committee, the Glenwood Redevelopment Advisory Committee, and LTD’s Glenwood Advisory Group. Others offered testimony at council decision points. The objective of this public outreach process is to keep the people informed as the project moves forward, particularly those directly affected. The following values will guide the public involvement: Meaningful: information must be accurate, timely and easily accessible Inclusive: it is incumbent on the project to reach out to everyone, including those who don’t use computers or have barriers to meeting attendance Transparent: decisions are public and materials are available on the website Realistic: clear about the project constraints, objectives, and parameters Decisions and Roles The project design will move through the National Environmental Policy Act (NEPA) approval process on its path to receiving funding. As part of the process, the Oregon Department of Transportation (ODOT) and the Federal Highway Administration (FHWA) will review, as will the Lane Transit District (LTD) and the Federal Transit Administration (FTA). The project will be monitored and approved by the Springfield City Council. Attachment 1, Page 1 of 5 2 Project Timeline and Map KEY ELEMENTS OF PUBLIC OUTREACH PLAN • Consistent reliable information and city contact person • Mailings to property/business owners • In person meetings with corridor property/business owners • Small issue-‐focused meetings, such as bicycle/pedestrian • Up to two Open Houses held on corridor to share design • Outreach targeted to low-‐income, disabled and elderly people ! Attachment 1, Page 2 of 5 3 • E-‐Updates to Interested Parties List • Timely response to all submitted comments & questions • Project posters at high visibility locations • Select speaking engagements at civic organizations • Updates to Glenwood Redevelopment Advisory Committee • New Franklin Boulevard website with comment function • Media (print, radio, TV) TARGETED COMMUNICATIONS STRATEGIES Glenwood Residents, Business and Property Owners The project seeks to communicate directly and regularly with all affected business owners, property owners, and Glenwood residents about the Franklin Boulevard design and impacts. The project will develop an understanding of the best ways to communicate with the above groups through construction to lessen inconvenience and prevent unnecessary hardships. This may be particularly relevant to business operations and to disabled and senior Glenwood residents. These direct efforts build on the relationships and knowledge gained from conducting the Employer Questionnaire in October 2013. Actions: Mail to all business and property owners on the corridor to inform about progress and opportunities. (Major new information) The project team will meet individually with any businesses directly impacted by the design to discuss options, clearly outline process for settlement, leave descriptive materials for consideration, and give contact information for ongoing conversation. (Spring/Summer 2014) In addition to specialized outreach outlined above, these invested community members will also receive information via an e-‐update, phone calls, the project website, and the local media. (Ongoing) Franklin Boulevard Users Franklin Boulevard is an important highway with average daily traffic (ADT) of 15,000, including freight haulers. The EmX system serves this stretch of road, and thousands use this major inter-‐city arterial to connect locally and regionally. The project must widely share design and timeline information to keep Springfield and Eugene area residents, commuters and freight haulers well informed. After the project moves through approvals and nears construction, Springfield will partner with local organizations that specialize in construction and congestion mitigation to develop an effective plan that keeps the public informed and disruption to a minimum. Actions: Host up to two widely publicized Open Houses located on the corridor for any interested party to see the proposed design and discuss with staff. (June 2014 and again when finalized, if any significant design changes) Attachment 1, Page 3 of 5 4 Use media news releases to major and local media, including Springfield Times and Glenwood Gazette. (Major milestones) Place informative posters at high-‐volume venues, such as City Hall, Springfield Library, Planned Parenthood, Dari Mart, Bring Recycling, and Lane County Refuse Center. Include contact information and how to sign up for project information. (Ongoing) Continually develop Interested Parties List. Send e-‐updates at Project Milestones including appropriate contacts in area agencies. (Ongoing) Update Project Website. (Ongoing) Title VI Populations The Glenwood area is home to a significant percent of low-‐income, disabled and elderly residents who require non-‐technology based communication. The project will reach out through non-‐conventional methods, including networking with agencies that provide services to these populations. Actions: Co-‐host “Coffee & Conversation” at Glenwood neighborhood homes (Spring/summer/fall 2014) Provide updates to the Glenwood Water District Board (Major milestones) Phone calls (Ongoing as needed) Information placed in Glenwood Gazette. (Major milestones) Investigate sharing information through Ride Source, LCOG’s Senior & Disabled Services, Meals on Wheels, and caregivers (March-‐ongoing) Use leaflets or mailings for critical information (Major milestones) Investigate dedicated phone line with recorded information message March-‐ongoing) Springfield Civic Leaders Every community has leaders who connect with a variety of constituencies. Regularly updating those who serve on relevant Springfield committees, local service organizations and community non-‐profits is a good way to use social networks as conduits for accurate information. Actions: Network with organizations to place information in their newsletters and links to project website. (Major milestones) Update citizen committees through email and providing information to appropriate Springfield staff to share at committee meetings. (Major milestones) Attachment 1, Page 4 of 5 5 Arrange speaking engagements at civic committee and club meetings with the dual goal of sharing information and signing people up to receive future updates. (Up to 8 venues Spring/Summer/Fall) Update Project Website. (Ongoing) Issue Focused Groups Franklin Boulevard will continue to serve multiple transportation needs. The project will organize discussions with specific types of users about the aspects of design most relevant to them to help achieve the most functional outcome. Actions: Organize, recruit, and facilitate small meetings for freight haulers, bicycle and pedestrian users, and transit riders, including elderly and disabled people. (Spring/summer 2014) COMMUNICATIONS MATERIALS Project description Project orientation map (shows corridor in bigger picture) Franklin Blvd design Project estimated timeline through construction City of Springfield contact name and number Poster with all above elements in multiple sizes for different uses. Frequently Asked Questions (updated as needed) Mailing to Property Owners with design, and directions for how to respond, if desired. Mailing to Business Owners with design, and directions for how to respond, if desired. Website Business Assistance package of materials Roundabout education: General facts about benefits Potential dedicated phone line with recorded message Attachment 1, Page 5 of 5