Public Participation Plan

Adopted December 13, 2006

 

 

NASHVILLE AREA METROPOLITAN PLANNING ORGANIZATION PUBLIC PARTICIPATION PLAN

Preamble

The Nashville Area Metropolitan Planning Organization (MPO) encourages the active participation of the public in the development of all its required products (Long Range Transportation Plan, Transportation Improvement Program and Unified Planning Work Program) and all other products that may from time to time be produced by the MPO.  The MPO also believes that the distribution of information relating to transportation decisions and plans throughout the region needs to be broadcast to as many citizens as can reasonably be reached.  It is the policy of the Metropolitan Planning Organization to solicit and take all public comments into account in the development and adoption of plans and programs.  The processes outlined in this document shall form the basis for providing the opportunity for the public to participate in the process of transportation planning.  In addition, informing the public of the transportation decisions made by the MPO and the adoption of components of the transportation planning program will continue to be an important task of the MPO.

In order to broaden the participation in transportation planning decisions, the Nashville Area Metropolitan Planning Organization will endeavor to use all media outlets to announce opportunities for the public to participate through press releases and offers to discuss the up-coming plans and products.  This is in addition to the Official Notices outlined in Section 2.

Public meetings will be scheduled at times and places that encourage the greatest opportunity for those interested in participating in the planning process and/or expressing their opinions.  As much as possible, the MPO will locate places that present a neutral environment (such as a neighborhood community center, library, town center, or shopping mall) that is conducive to attracting the mix of population and businesses most representative of the community.  For all public meetings, the MPO will seek to increase participation by creating a welcoming and inviting environment.  Strategies that may be used by the MPO at meetings could include, but are not limited to, providing refreshments or co-locating at locations that may offer child care. When providing general information on the functions of a MPO or taking a pro-active role prior to a Long Range Transportation Plan update, the MPO will solicit opportunities to establish booths and/or tables where staff can solicit names and addresses of people who would like to receive advance notification of the future opportunities to participate as well as the purposes of the MPO.

In cases where it is necessary to attract populations that are traditionally underserved or underrepresented it may be deemed necessary to provide incentives (such as light food service or transit passes) to attend and participate, those incentives can and will be provided if deemed necessary and appropriate by the MPO to encourage such participation.  The MPO, in those instances, will seek to have neighborhood or regional businesses donate or provide the incentives at a reduced cost.

In all cases, meetings and notices for meetings will use visualization methods to make the topic relevant to the target audience.  The extensive use of maps, aerial photographs and simple charts allow many people with reading problems to interact and contribute to discussions.  If meetings are to be held in areas where there is a predominance of non-English speaking populations, the MPO will have translations of written documents available or have people available to help translate questions and inputs.

The MPO staff will contact, attend and/or participate in activities sponsored by groups that represent limited English proficiency, low literacy or low income populations such as the Hispanic Chamber of Commerce, the 100 Black Men of Nashville or the Urban League.  This can establish a relationship with these specialized populations prior to any specific issue.

Techniques and Communications to be used by the Nashville Area to reach, encourage and provide opportunities for all residents of the Nashville Area but with special emphasis on those communities that traditionally has been underrepresented in transportation planning decisions.  In addition the Nashville Area MPO will establish a procedure to provide opportunity for interested parties to comment on the LRTP process and contents as well as the quadrennial TIP projects and amendments.

 

1. TECHNIQUES to provide information and gain input about the specific products (LRTP, TIP and UPWP)

 

Mailing Lists
The MPO currently maintains a mailing list of roughly over 240 names and home and/or e-mail addresses.  At present, this database is comprised of citizens, businesses, agencies, and other interest groups.  Through the various outreach efforts it is anticipated that this list could grow to a more substantial number.

Consultation Process for the LRTP and TIP
In addition to the local residents and citizens of the area, many organizations and agencies have a right to review and have the opportunity to comment on the LRTP process and product and the TIP.  These organizations and agencies (above and beyond the EPA, TDEC and other agencies represented on the Inter Agency Coordination Committee who routinely have that opportunity) such as the Cumberland Region Tomorrow, Mid Cumberland Human Resource Agency, Nashville Civic Design Center and others along with the US Corp. of Engineers, Bureau of Land Management and other federal agencies covered under 23 USC Section 204.  The MPO will solicit the proper official and method of notification desired of  all the above named groups in addition to other local government agencies and non-profits that receive federal funding from those US departments other than DOT for transportation related functions (other than emergency assistance).  This list will be kept updated.  Agencies not wishing to be on the list will be required to send an official letter to the MPO requesting to be de-listed and these letters will be kept for documentation.  The ability for the agencies and groups to effectively provide input and comment requires a reasonable time frame to respond.  While a period of a minimum of 15 working days seems reasonable, agencies and organizations needing greater lead time will be accommodated within reason.

Formal Meetings (LRTP Process and TIP Adoption)
The location of Formal Meetings shall be ADA accessible and served by either a fixed –route transit service or that can be accessed by a Dial-a Ride type service.  The facility will not be set up in such a fashion as to indicate superior and inferior positions (Dias seating, teacher-student style) and the facility should be considered safe by the intended audience.  A meeting at larger facilities allows many people to comment at a time but loses the synergy that comes from all people hearing the same thing.  The reason for the meeting (asking for suggestions, presenting progress or commenting on a Draft Document) should determine the size of the facility.

Newspapers (paid)
Notices of all meetings, public hearings, and public comment periods are published in newspapers serving the five-county area.  Notices are published a minimum of seven (7) days prior to scheduled meetings.  In addition to the general circulation media, when public comments are needed for the Long Range Transportation Plan or Transportation Improvement Program, neighborhood newspapers will be used to advertise meetings and other announcements.

Newspapers (Free)
The Nashville Area MPO will seek out the neighborhood or regional newspapers to publish articles about the MPO that are tied to the local community.  An example of that might be a list and map of proposed projects for the LRTP that are important to that neighborhood.  Another example is to list proposed projects for the TIP.  These articles would run during the regular public comment period as required for review by the public prior to adoption of either document.  Finally, the MPO will publish an annual listing of projects that will be moving into the construction phase and may be of interest to a particular neighborhood or community.

Press Releases and Public Service Announcements
Registered news media and organizations (such as major neighborhood organizations and minority organizations) expressing interest may be mailed press releases.  Public Service Announcements will be distributed to the appropriate media.

Surveys and Comment Cards
Comment cards will be attached to copies of the Draft Long Range Transportation Plan that are furnished to public libraries in the region.  They will also be at all Open House/Town Meetings to assess priorities and plan goals.  Surveys may be used via the Internet and/or newspapers.

Special Presentations
Upon request, presentations will be offered to any interested groups, associations, or bodies.  Such presentations may be sponsored by a particular organization and are intended to inform the public about the plan development process and to solicit input.  

Libraries
Within the five-county region there are thirty-two (32) libraries that will receive copies of the Draft Long Range Transportation Update for public review and comment.  Twenty (20) include the Nashville-Davidson County library system, and the others are located in the following surrounding counties, as follows: Brentwood, Williamson County, Hendersonville Portland, Westmoreland, White House, Sumner County, LaVergne, Murfreesboro, Eagleville, Lebanon-Wilson County, Smyrna, and Mt. Juliet.

Internet
Public notices of all meetings, public hearings, and public comment periods for the Long Range Transportation Plan Update, the TIP and the annual Unified Planning Work Program will be posted on the Internet via the Nashville Area MPO website (www.nashvillempo.org)   Other MPO jurisdictions with the potential for posting notices on the Internet include Brentwood, Franklin, and Mt. Juliet.  Any MPO member wishing to post notices or add the MPO website as a link will be pursued.  

Radio, TV, and Other Media Forums
Various TV and radio stations throughout Middle Tennessee offer opportunities for organizations to inform their viewers about upcoming meetings and events.  Examples include Channel 5 Plus, which covers local news and Channel 8, a public access channel.  These forums will be used as appropriate and as opportunities arise.  In the cable and satellite markets, specific language channels (Spanish, Arabic, Chinese, Japanese and others) can be useful to announce opportunities for comments and questions for those able to afford these services.

Radio stations with audiences geared to specific market segments have been appearing and the MPO will utilize these radio stations especially for the Long Range Transportation Plan and the TIP whenever possible.

 

2. TECHNIQUES to generally provide information about the Metropolitan Planning Organization, its functions and characteristics and gain input on general topics of mobility.  (General Information not specifically tied to a specific project or program.)  (In addition to the above methodologies and techniques)

Special Presentations
The MPO staff will develop a speakers Bureau that can make presentations to any interested groups, associations, or bodies.  Talking to small groups in their community encourages input.  TDOT and Metro Nashville have indicated they have resources with which to generate initial groups to target.  Their help will be sought.  Particular organizations may request presentations as well.  These are intended to inform the public about the MPO and to stimulate interest and encourage input on general goals.  In addition, these special presentations are to inform the public about the times where specific input on the Long Range Transportation Plan, the Transportation Improvement Program and the annual Unified Planning Work Program can be influenced.  The MPO will contact the Metropolitan Development and Housing Authority to request speaking opportunities to the residents of public housing and will be soliciting similar opportunities in the counties outside Metro Nashville-Davidson County.  Presentations will be kept appropriate to the audience, such as public transit service close to public housing and more frequently provided, and will focus on graphics and other visualization tools such as recent aerial photographs and maps.

Tag-on Meetings
Requesting time on the front end of an agenda for local Planning Commission Meetings where the message about the MPO purpose and the relationship between region-wide planning and the local zoning and sub-division decisions can be an effective method of informing a wider audience, since many people are attending to support or oppose a specific item.  This gives you a short window to educate them before they leave following their items of interest.  School Board meetings would also be an appropriate place for general messages about the functions and products of the MPO.

Internet
Many people use the internet as their main source of data and information.  The physically disabled are especially able to use this source to both receive input and to provide feedback, while not being required to physically attend meetings.  Open line conference calls have been provided in the past to allow home-bound persons to "attend" meetings.  All meeting notices have a paragraph explaining that people needing or desiring special services in order to participate can contact staff within a reasonable time prior to the meeting to request those services.

The MPO web page (www.nashvillempo.org) is an excellent place for people to keep current on the MPO activities.  Public notices of all meetings, public hearings, and public comment periods for the Long Range Transportation Plan, Transportation Improvement Program and Unified Planning Work Program are posted there.  Other MPO jurisdictions with the potential for posting notices on the Internet include Brentwood, Franklin, and Mt. Juliet.  Any member whishing to post notices or add the MPO website as a link will be pursued.

Surveys and Comment Cards
The Metropolitan Transit Authority (MTA) and all other agencies that provide transit services in the region will be solicited to enable the MPO staff or surrogates to distribute flyers about the transportation planning process to transit riders requesting that they provide names and addresses if they have any interest in commenting on their travel needs.  All who respond will be added to the mailing lists and will be contacted when items needing public review and comment are distributed for public comment.  Numerous community and social gathering places throughout the region, such as community centers, places of worship, YMCAs, and Boys and Girls Clubs offer unique opportunities to expand awareness and participation in the planning process.  The MPO when appropriate and feasible will seek out such locations to distribute comment materials and/or make presentations and to receive comments and answer questions relative to the MPO and transportation in the region.

Attendance at Events
While many people will attend a meeting to hear a topic or to provide comments, many more people can be informed of the MPO, its function and its products while attending events that they have an interest in.  Fall High School football games attract many people who would never attend a formal meeting and who would be willing to take a colorful, informative and visually attractive pamphlet.  Similarly county fairs attract rural residents who normally don't travel into the cities except to shop and who can then provide input on rural issues such as safety and security.  MPO staff as appropriate will attend special events and provide information and answer questions.  Examples of such events include Earth Day, Tour de Nash, July 4th Fireworks, Country Music festivals which all offer a different audience.  The MPO will utilize this type of technique, especially prior to LRTP updates.

 

3. TECHNIQUES and STRATEGIES specifically to reach the Underserved/low literacy and limited English proficiency populations and to provide information and gain input about both the specific products (LRTP, TIP and UPWP) and the general products, studies and processes that affect these communities.

The definition of under-represented and under-served populations, for this document shall include, at least, the following populations:
            Lower Income
            Minorities, including majority minorities
            Homeless or institutionally housed
            Limited English Proficiency
            Limited Literacy
            Transit Dependent
            Transportation Disadvantaged
            Single–parent Families
            The Elderly
            The Young
           
Strategies: Prior to the implementation of a successful strategy, finding where the communities are likely to be is the fundamental requirement.  The use of the US Census is the only region-wide source for those communities that are likely to be low-literacy.  The Census also will serve as the basis for locating the low-English-proficiency communities.  Locating these communities will be supplemented by discussion with agencies that serve the Hispanic and other large immigrant populations (Kurdish in the Nashville area) as to where these populations have concentrated since the latest US Census.  Lower income populations and other minority communities can also be identified through the Census.  In addition, the TDOT Office of Civil Rights maintains updated lists of potentially underserved and underrepresented communities throughout the State of Tennessee.  The MPO will work closely with this Office to utilize their resources.

The Nashville Adult Literacy Council provides classes for and maintains information on those who have both low literacy and low English proficiency.  This is a source of information that the MPO will utilize to provide assistance in bringing those populations into the transportation planning process.

Consultation with the Metropolitan Development and Housing Department can provide supplemental information both on the location and the best method for interaction with lower-income populations.  Outside of the Metro Nashville area, the use of the countywide health and human services providers can be of tremendous help.  In addition the school districts have information on "free lunch" students and requests for the zip-codes of those students also can locate certain underserved populations.  Getting information on rural residents within the Nashville MPO region can be sought at the Mid-Cumberland Human Service Agency.

Nashville is the home to some of the most famous historically black colleges (Fisk University and Meherry Medical College) as well Tennessee State University.  The MPO will be working with these and other prominent African–American organizations to determine the best approach to gain the input of this underserved community.

Transportation disadvantaged individuals can sometimes be located through the cooperation of transit agencies and specific disabilities agencies (Braille Foundation / Helen Keller Society, Kidney Foundation, hearing impaired agencies, etc).  All facilities that will be considered for meetings will be investigated to assure that they are ADA compliant.

Once the communities have been identified, the information that must be presented to these populations must be tailored to meet their needs.  Most individuals (those traditionally underserved or not) respond better to visual clues than to the spoken or written word.  When interacting with the traditionally underserved communities, the assumption must always be that the use of identifiable clues (Photo's, aerials, charts using colors and simple, straight-forward points) provided in a location that is convenient is the best way of attracting and getting input from these populations.  Those locations are ones close to their home, work or other places they frequent.  The locations should be familiar, such as some of the larger churches that have Ministries to the poor and/or homeless and elementary schools.  Big-box store type shopping facilities and large transit centers often have rooms for presentations and some libraries are also appropriate.

The assumption that all or even the majority of the traditionally underserved do not have access to TV, radio and many times internet access either at home, work or other gathering places would be incorrect.  These methods of communicating with individuals and populations work when the messages are appropriate to the target audience.  Working with Spanish language radio stations to announce meetings or to seek input is a practical solution to reach the Hispanic community.  Meetings held specifically to attract an Hispanic or Kurdish population (the two largest minority populations who are limited-English literate) needs to be led by staff or the host organization in the language that is their native tongue.  The same consideration should be made for other non or limited English speaking populations although the meeting may be held using English with an interpreter available for questions and answers.

In addition to the locations chosen to interact with these communities, the time of day and the day of the week that the interaction is planned need to meet the community needs, not just the staff or consultant.  Meetings early in the morning (5:00 AM) may work best for rural communities that need to be at work by sunrise and other communities may require scheduling meetings after second shift (11:00 PM).  Sometimes the most appropriate time may be during the weekend.  Understanding the best time and place to either give information and/or receive input must be developed in consultation with those agencies, organizations and individuals that are familiar with the populations that we need to reach.

Summary: The strategies in the Preamble and Sections 1, 2 and 3 to identify and communicate with the general public and traditionally underserved populations may be utilized by the MPO to notify these populations of the meetings, publications and other activities of the Nashville Area MPO.  Identifying these communities, providing information to them and collecting feedback from them is an important component of the MPO Public Participation Process.  Opportunities for general public input are not limited to those contained in these sections.  Given the significance of the Long Range Transportation Plan, the Transportation Improvement Program and the Unified Planning Work Program, other public participation techniques may be employed to increase awareness and to provide ample opportunities for public participation.

 

 

SECTION 1 OPEN PUBLIC MEETING AC

1. All sessions of every meeting of the Executive Board, Subcommittees of the Executive Board and the Technical Coordinating Committee shall be open to the public pursuant to the Tennessee Open Public Meetings Act, T.C.A. Section 8-44-101, et seq. 
2. After notifying the general public, including traditionally underserved populations, the public shall be afforded the opportunity to comment on current agenda items at the end of every meeting of the Executive Board.  The chair of the Executive Board shall determine the time to be allotted to each speaker.  For those who choose not to speak or are limited by disability, language or other barrier to speaking, or for those who are not able to attend an Executive Board meeting, comments may be submitted to the MPO staff for consideration during the Executive Board meeting.  These comments may be translated into English if necessary by the translation services contract held by the Metropolitan Government of Nashville and Davidson County.  Comments received prior to the meeting should be submitted by letter, email, fax or other written format to be provided to the MPO Executive Board.

SECTION 2 OFFICIAL NOTICES

1. All notices of meetings, public hearings, and public comment periods for regional plans and programs shall be published in the Daily News Journal (Murfreesboro), Tennessean (Nashville region) the News-Examiner (Gallatin), the Lebanon Democrat, the Tennessee Tribune (African-American Community) and El Crucero (Hispanic Community).  All notices for subregional plans and programs funded by the Metropolitan Planning Organization (MPO) shall be made in the newspaper of greatest circulation in the study area.
2. The MPO Coordinator shall mail all notices of meetings, public hearings, and public comment periods for regional plans and programs to all other registered news media (See Appendix B).  In addition, in an effort to reach out to individuals that are traditionally under represented in the planning process, the MPO will also send notices to organizations listed in Appendix C, which represents an initial listing of organizations, associations, and agencies throughout the region which serve the needs of such individuals.  The MPO through its planning process and planning activities will work to expand this list over time to ensure greater awareness of the MPO and MPO planning activities. 
3. The MPO Coordinator shall publicize meetings of the Metropolitan Planning Organization Executive Board and Technical Coordinating Committee throughout the region in areas identified in subsections A and B above.  The annual schedule shall be published in all the registered media after the Executive Board and Technical Coordinating Committee has approved it at their November meetings.
4. Unless otherwise provided in this plan, all notices shall be published and press releases mailed a minimum of seven (7) days prior to the meeting.  If a special meeting is called, the notice shall be published a minimum of three (3) days prior to the meeting.
5. The official notice and press releases shall note the day, time, and location of the meeting, and as required by other sections of this plan, the topic(s) of the meeting.  Contact information will be provided so that any person with questions about the notice or questions or concerns about attending the meeting or commenting on the meeting can be addressed.

SECTION 3 PUBLIC HEARINGS

1. All Metropolitan Planning Organization (MPO) transportation work programs, plans, studies and programming documents funded in whole or in part with federal funds shall provide the opportunity for public review and comment during the term of the study and prior to adoption by the local jurisdiction or the Metropolitan Planning Organization.  Regional studies or documents shall have two public hearings before the Metropolitan Planning Organization Executive Board prior to adoption (see Sections 5, 6, and 7.)  Notice of all public hearings shall be published at least seven (7) days prior to the public hearing date unless otherwise noted (see Section 4C).  Notification will follow the procedure outlined above in Section 2, Subsections A & B.
2. Studies and plans having less than regional significance shall have opportunities for public input before adoption.  The level of public input shall be determined by the Metropolitan Planning Organization jurisdiction for which the study/plan is being undertaken.  Notice of all public hearings shall be published at least seven (7) days prior to the public hearing unless mandated otherwise by local or state legislation.  Notification will follow the procedure outlined above in Section 2, Subsections A & B.
3. Final payment shall not be made to any consulting firm or jurisdiction until such time as the public is afforded the opportunity for input into the study and is made aware of its conclusions.
4. The local government may conduct a public hearing on a transportation issue.  If the government conducts a public hearing on a matter that is generally local in nature, a public hearing is not required by the Metropolitan Planning Organization.  The local jurisdiction must provide the Metropolitan Planning Organization with the written record of the hearing and evidence of advertisement

SECTION 4 ANNUAL PUBLIC MEETING

1. The Executive Board shall hold an annual public meeting for the purpose of receiving public comments pertaining to all its plans, programs, and projects to be placed in the Transportation Improvement Program.
2. The date for this meeting shall be established in a meeting schedule adopted by the Executive Board at its November meeting.
3. This meeting shall be advertised a minimum of thirty (30) days prior to the meeting date in newspapers listed in Section 2 and also on the Metropolitan Planning Organization (MPO) website (http://www.nashvillempo.org).  Notification will follow the procedure outlined above in Section 2, Subsections A & B.

SECTION 5 UNIFIED PLANNING WORK PROGRAM (UPWP)

1. After the Technical Coordinating Committee (TCC) recommends the Unified Planning Work Program (UPWP) for public review and comment, a notice to that effect shall be placed in the notice newspapers listed in Section 2, subsections A & B.
2. The notice shall state that copies of the draft work program, as endorsed by the Technical Coordinating Committee, are available in public libraries throughout the region for public review and comment.  The notice shall specify the dates, times, and location of forthcoming public hearings.  Press releases shall also be furnished to all other news organizations registered with the MPO Coordinator.  Special efforts shall be made to provide information on the Unified Planning Work Program to media and organizations serving the low-income, minority and other traditionally-underserved populations in the region.
3. The notice and press release shall be published/mailed a minimum of seven (7) days prior to the next scheduled Executive Board meeting at which time a public hearing shall be held.  Comments received at this public hearing shall be provided to the Executive Board prior to the second public hearing.  Copies of the draft shall also be distributed to the libraries (see Appendix A) a minimum of seven (7) days prior to this meeting.
4. A second public hearing shall be held by the Executive Board prior to voting on the Unified Planning Work Program.
5. At each public hearing the MPO Coordinator shall report to the Board all comments received in writing prior to the meetings.  These comments may be in the form of a letter, email, fax or comment box submitted on the MPO website.
6. The public shall be afforded the opportunity for comment at each public hearing.  The Executive Board may establish reasonable time limits for each presentation, considering the time constraints of the meeting and complexity of the issue.  Any person desiring to attend the meeting and make a comment and who needs special consideration such as a sign-language interpreter, can contact the MPO beforehand at the number listed on the published notice to work with the MPO to make provisions for special considerations.
7. In the event the Board determines there are significant unresolved comments on the Unified Planning Work Program it maydefer the work program until a subsequent meeting.  The Metropolitan Planning Organization (MPO) staff will then prepare a written response to the comments to be incorporated into the document, or suggest amendments to the draft document.  Should these amendments be significant, another review period shall be afforded to the public.
8. The Executive Board must close the final public hearing prior to a vote on the Unified Planning Work Program.
9. Amendments to the Unified Planning Work Program (those that involve the addition or deletion of funds alter the scope of work tasks or add/delete a work task) must follow the same process and procedure outlined above with the exception that only one (1) public hearing shall be conducted.  The public hearing shall be held by the Executive Board prior to voting on the Unified Planning Work Program.  Notice of the public hearing shall follow the process outlined above in Section 2, subsections A and B. Adjustments are those modifications that do not involve a change in scope and/or adjustment funding amounts by no more than 15%, do not require a public input process. 
10. All tasks and studies in the work program shall be designed to afford the public reasonable opportunity for input as the study progresses.  The project’s scope of work shall outline the public input process used for the task.  For planning efforts such as sub-area or corridor studies, bikeway and pedestrian plans, and corridor studies, a minimum of two (2) public meetings shall be held.

SECTION 6 - TRANSPORTATION IMPROVEMENT PROGRAM (TIP)

1. At the Annual Public Meeting the Executive Board shall afford the public the opportunity to suggest transportation projects eligible for inclusion in the Transportation Improvement Program (TIP).
2. The MPO Coordinator and the Technical Coordinating Committee (TCC) shall review the input from the Executive Board public meeting, input from the state,and input from the local Metropolitan Planning Organization (MPO) jurisdictions in the creation of the Transportation Improvement Program and the accompanying Air Quality Conformity Determination.
3. The Technical Coordinating Committee shall review and endorse the Draft Transportation Improvement Program for consideration by the Executive Board.  The Executive Board shall then review, amend if necessary and concur with the Draft Transportation Improvement Program for public review and comment.
4. After concurrence by the ExecutiveBoard of the Draft Transportation Improvement Program, the MPO Coordinator shall publish the Draft Transportation Improvement Program and place copies in public libraries in the region.  These copies must be distributed to the libraries a minimum of twenty-one (21) days prior to final consideration and adoption by the Executive Board.  The libraries are listed in Appendix A of this document.
5. A notice stating that the Executive Board has endorsed a Draft Transportation Improvement Program for public review and comment shall be placed in the notice newspapers listed in Section 2.  The notice shall specify the dates, times and location of forthcoming public hearings.  Similar press releases shall be furnished to all news organizations registered with the MPO Coordinator.  Special efforts shall be made to provide information on the Transportation Improvement Program to media and organizations serving the low-income, minority populations and other traditionally-underserved populations in the region.  This notice and press release shall be published/mailed a minimum of twenty-one (21) days prior to the meeting at which the Transportation Improvement Program will be considered by the Executive Board.
6. A public hearing shall be held by the Technical Coordinating Committee following the Executive Board’s endorsement of the Draft Transportation Improvement Program.  Comments received at this public hearing shall be provided to the Executive Board prior to the final public hearing.
7. A final public hearing shall be held by the Executive Board prior to voting on the Transportation Improvement Program.
8. At the public meetings the MPO Coordinator shall report to the Board all comments received in writing prior to the meetings.  These comments may be in the form of a letter, email, fax or comment sheet submitted on the MPO website.
9. The public shall be afforded the opportunity for comment at the public meetings.  The Executive Board may establish reasonable time limits for each presentation, considering the time constraints of the meeting and complexity of the issue.  Any person desiring to attend the meeting and make a comment and who needs special consideration such as a sign-language interpreter, can contact  the MPO beforehand at the number listed on the published notice to work with the MPO to make provisions for special considerations.
10. In the event the Board determines there are significant unresolved comments on the Transportation Improvement Program it may defer the program until a subsequent meeting.  The Metropolitan Planning Organization staff will then prepare a written response to the comments to be incorporated into the document, or suggest amendments to the draft document.  Should these amendments be significant, another (21) twenty-one day review period shall be afforded to the public.
11. The Executive Board must close the final public hearing prior to a Board vote on the Transportation Improvement Program.
12. Major amendments to the Transportation Improvement Program (those that involve the addition or deletion of projects) must follow the same process and procedure as provided in Paragraphs C-I above.  Minor amendments, those that involve a change in funding source, amount or timing, do not require a public input process and shall be administered through the MPO’s approved Transportation Improvement Program Adjustment Process and Procedures (see Appendix D).
13. A Consultation Process for gathering input from and broadcasting information to federal and state agencies and non-profit organizations that receive federal funding for non-emergency transportation services from sources other than the US DOT will be established enabling all potentially affected agencies and organizations to determine their interest in participating in many or none of the steps necessary to produce the Transportation Improvement Program (see Preamble, Techniques).

SECTION 7 - LONG-RANGE TRANSPORTATION PLAN (LRTP)

1. At the Annual Public Meeting the Executive Board shall review the planning assumptions and development process for the Long-Range Transportation Plan (LRTP) and obtain comments from the public on the validity of the Long-Range Transportation Plan.  Any person desiring to attend the meeting and make a comment and who needs special consideration such as a sign-language interpreter, can contact the MPO beforehand at the number listed on the published notice to work with the MPO to make provisions for special considerations.  Comments may also be provided to the MPO staff prior to the Annual Public Meeting.  These comments may be in the form of a letter, email, fax or comment box submitted on the MPO website.
2. Public review and comment opportunities shall be provided when the plan is originally adopted, for amendments to the plan, and during the quadrennial review process.
3. The Technical Coordinating Committee (TCC) shall guide the preparation of the Long-Range Transportation Plan for the Nashville Area Metropolitan Planning Organization (MPO).
4. The Technical Coordinating Committee shall review and endorse the Draft Long-Range Transportation Plan for consideration by the Executive Board.  The Executive Board shall then review, amend if necessary, and concur with the Draft Long-Range Transportation Plan for public review and comment.
5. After concurrence by the Executive Board of the Draft Long-Range Transportation Plan, the MPO Coordinator shall publish the Draft Long-Range Transportation Plan and place copies in public libraries in the region (see Appendix A).  These copies must be distributed to the libraries a minimum of thirty (30)days prior to final consideration by the Executive Board.
6. A notice stating that the Executive Board has endorsed a Draft Long-Range Transportation Plan for pubic review and comment shall be placed in the notice newspapers listed in Section 2, subsections A and B.  This notice shall invite the public to review and comment on the Long-Range Transportation Plan.  The notice shall specify the date, time, and location of the public hearingsand public input meetings.  The public hearings shall be held before the Executive Board, and one public meeting will be held in each of the Metropolitan Planning Organization counties.  Similar press releases shall be furnished to all news organizations registered with theMPO Coordinator.  Special efforts shall be made to provide information on the Long-Range Transportation Plan to media and organizations which serve the low-income, minority populations and other traditionally-underserved populations in the region.  This notice and press release shall be published/mailed a minimum of thirty (30)days prior to the meeting date where the Long-Range Transportation Plan will be considered by the Executive Board.
7. Public meetings to explain the plan and obtain comments and public input will be held during the 30-day review period.  These meetings will be conducted by the MPO Coordinator.  One meeting will be held in each county of the Nashville Area Metropolitan Planning Organization.  These meetings will be advertised as provided in paragraph F above.
8. The Executive Board shall hold two public hearings during the public review period.  The first hearing should occur during the review process.  Comments received at the first public hearing shall be provided to the Executive Board prior to the second public hearing.  The second and final public hearing should occur at the end of the 30-day review period.  At the public hearings before the Executive Board, the MPO Coordinator shall report all comments received at the meetings held in each county and from all other sources prior to the meeting.
9. The public shall be afforded the opportunity for comment at the public hearings and public meetings.  The Executive Board may establish reasonable time limits for each presentation, considering the time constraints of the meeting and complexity of the issue.  Any person desiring to attend the meeting and make a comment and who needs special consideration such as a sign-language interpreter, can contact the MPO beforehand at the number listed on the published notice to work with the MPO to make provisions for special considerations.
10. In the event the Board determines there are significant unresolved comments on the Long-Range Transportation Plan it maydefer the adoption of the plan until a subsequent meeting.  The Metropolitan Planning Organization staff will then prepare a written response to the comments to be incorporated into the document, or suggest amendments to the draft document.  Should these amendments be significant, an additional 45-day review period shall be afforded to the public.
11. The Executive Board must close the finalpublic hearing prior to a Board vote on the Long-Range Transportation Plan.
12. Amendments to the Long-Range Transportation Plan must follow the same process and procedure with the exception that the public meetings are not required in each county (Paragraph G. above).  Like the TIP, the MPO has adopted Long-Range Transportation Plan Adjustment Procedures which allows for very specific changes to the Long-Range Transportation Plan.  Appendix E provides the process and procedures for such adjustments.
13. Opportunities for general public input are not limited to those contained in this section.  Given the significance of the Long Range Transportation Plan, other public participation techniques will be employed to increase awareness and to provide ample opportunities for public participation (see Preamble 1, 2, & 3 Techniques).
14. A Consultation Process for gathering input from and broadcasting information to federal and state agencies and non-profit organizations that receive federal funding for non-emergency transportation services from sources other than the US DOT will be established enabling all potentially affected agencies and organizations to determine their interest in participating in many or none of the steps necessary to produce a Long Range Transportation Plan.  (See Preamble, 1.Techniques).

SECTION 8 AIR QUALITY CONFORMITY DETERMINATION

1. If conformity determination is concurrent with the development of the Long Range Transportation Plan, the public participation process shall follow that of the Long Range Transportation Plan (as stated in Section 7 above).
   1. If conformity determination is warranted at any other time, the public participation process shall follow that of the Transportation Improvement Program, paragraphs C-K, with the exception that the public review period shall be thirty (30) days (see Section 6, paragraphs D, E).

   SECTION 9 PUBLIC PARTICIPATION PLAN

   1. The Public Participation Plan shall be assessed periodically based on changes in local, state, or federal legislation, in response to periodic evaluations of the effectiveness of public participation techniques that are used by the Metropolitan Planning Organization (MPO).
   2. Following the adoption of an update to the Long Range Transportation Plan, an assessment shall be made of the types of public participation tecniques that were used, especially public input meetings and public hearings. This evaluation may be in the form of a survey.
   3. The Public Participation Plan shall be assessed and updated regularly, following the schedule of the Long Range Transportation Plan update.  The evaluation tools will come from the matrix shown on pages 22 through 23.  In order to determine the effectiveness of the tools used, during the latest LRTP update, the MPO will use both survey techniques and statistical analysis to evaluate the public involvement tools.  This will be done to increase and refine those tools that were effective and to revise and/or replace those that were found to be ineffective.  Additionally, if substantial changes occur regarding local, state, or federal legislation, the Public Participation Plan shall be evaluated for compliance with the new legislation.
   4. When an update to the Public Participation Plan is made, the public participation process shall follow that of the Transportation Improvement Program (see Section 6, paragraphs C-K) with the exception that the public review period shall be forty-five (45) days (see Section 6, paragraphs D, E) and relevant state and federal agencies shall be informed and provided with an opportunity to comment (see Section 6, paragraph E).

   SECTION 10 AVAILABILITY OF PLANS AND DOCUMENTS

   1. Copies of all Metropolitan Planning Organization (MPO) plans and program documents shall be available at a single location in each Metropolitan Planning Organization county.  This includes the Unified Planning Work Program, Transportation Improvement Program, Long-Range Transportation Plan and all studies funded wholly or in part by funds under Metropolitan Planning Organization control (studies funded either under the Unified Planning Work Program or Transportation Improvement Program).  The Metropolitan Planning Organization staff shall obtain copies of the State Transportation Improvement Program and State Transportation Plan and distribute them to these central locations.  Contact information for the MPO will be provided on each document.  Any person with sight, reading or language barriers can contact the MPO who will make provisions to overcome these barriers.  The assistance of the library staff may be helpful.
   2. A main library (either city or county) in each county shall be the designated location for access to all Metropolitan Planning Organization transportation planning and programming documents.  If arrangements cannot be made with a centrally located library, the county planning commission office shall maintain copies of these documents for public access.
   3. All studies funded by the Metropolitan Planning Organization, either by Metropolitan Planning Organization technical staff or by third party consultants shall provide the MPO Coordinator with sufficient copies of the study or final report to provide a copy to each designated library in the Metropolitan Planning Organization region.

   PUBLIC INVOLVEMENT TOOL EVALUATION MATRIX
   Public Participation Tool	Evaluation Criteria	Performance Goal(s)	Methods to Meet Goal(s)
   Public Particiapation Plan	No Formal Criteria. Should be updated to reflect regional goals	N/A	Update every four (4) years after the LRTP is adopted. Evaluate successes and needed improvement
   MPO Web Site	Number of hits	100 hits per quarter. 150 hits during adoption of TIP and 250 during LRTP update	Use other techniques to increase awareness of the Web Site
   MPO Master Database	Number of returned items Updated to include all attendees at public meetings and committee meetings	Maximum of 2% returned Database updated within 2 weeks of last meeting	Consider hiring outside firm to cull list
   Legal Advertisments	N/A	N/A	N/A
   Display Ads	Calls, letters, other correspondence. Attendance at meeting	Minimum of 20% of attendees at meeting indicate they saw Ad	Evaluate Ad and or Ad placement
   Project Specific Newsletter or Pamphlets	Calls, letters, other correspondence. Attendance at meeting	Minimum of 20% of attendees at meeting indicate they read newsletter or pamphlet	Increase/Decrease distribution to reflect effectivness of latest round
   Press Releases	Calls, letters, other correspondence. Attendance at meeting	No standard evaluation measure	Review the times the items has been mentioned. Request information from media as to how to improve
   Project Specific Web Site(s)	Calls, letters, other correspondence. Attendance at meeting. Number of hits	Minimum of 25 hits per month with increases of 10% after each round of public meetings round	Use other techniques to increase awareness of the Web Site(s)
   Small Group Meetings	Request evaluation after meeting regarding relevance to the group	Meet the expectation of group	MPO Staff or consultant personnel should be capable of fulfilling requests for meetings, especially during the periods leading up to the adoption of the LRTP and TIP.
   MPO Logo (Branding)	At all meetings, question audience on recognition of logo	25% Recognition	Use other techniques to increase awareness of the logo. Consider changes
   Public Hearings	Number of Attendees	Range of attendees geography and impactedness	Schedule at more convienient times and/or places
   Comment Forms	Responses from attendees	67% of attendees fill out. 55% at meeting	Ask attendees who are leaving why they did not fill out. Use answers to better design future comment forms
   Surveys	Number of responses	20% response rate from mailed surveys. 40% of surveys distributed at meetings	Review surveys to determine time needed to fill out. Determine importance of all questions and reduce to absolutely necessary
   Government Media Outlets(TV Radio, press)	Number of Attendees at meeting who learned from this tool	Ten (10) percent of attendees answer positively	Provide information to Government media in time for

    

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   Appendix A:  Public Library List

   Wherever available, we have provided a link to each branch library's hours and location.

   NASHVILLE-DAVIDSON COUNTY

   Bellevue Bordeaux Donelson East Edgehill Goodlettsville Green Hills Hadley Park Hermitage Inglewood

   Looby Madison Nashville Public Library (Main) North Old Hickory Pruitt Richland Park Southeast Thompson Lane Watkins Park

   ROBERTSON COUNTY

   Springfield Public Library

   RUTHERFORD COUNTY

   Eagleville Bicentennial LaVergne Public Library

   Linebaugh (Murfreesboro) Smyrna Public Library

   SUMNER COUNTY

   Edward Ward Carmack – Sumner County The Martin Curtis – Hendersonville Elmer Hinton Memorial – Portland

   Westmoreland Public Library White House Inn Library

   WILLIAMSON COUNTY

   Brentwood Library Williamson County Public Library Liepers Fork Public Library Nolensville Public Library

   Fairview Public Library Bethesda Public Library (Thompson Station) Spring Hill Public Library

   WILSON COUNTY

   Harvey Freeman (Mt. Juliet)

   Lebanon-Wilson County Watertown Library

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   Appendix B: Registered News Media

   NEWSPAPERS WHERE ALL OFFICIAL NOTICES WILL APPEAR

   • The Daily News Journal (Murfreesboro)
     
   • The News Examiner (Gallatin)
     
   • The Tennessean (Nashville-Davidson County)
     
   • The Lebanon Democrat
     
   • Tennessee Tribune
     
   • El Crucero

   OTHER NEWS MEDIA THAT WILL SUPPLEMENT ABOVE, WHERE APPROPRIATE

   • Nashville City Paper
     
   • Robertson A.M.
     
   • The Hendersonville Star News
     
   • Franklin Review Appeal
     
   • Rutherford A.M.
     
   • Williamson A.M.
     
   • La Campana
     
   • La Noticia

   RADIO

   • WKRN (Nashville)
     
   • WNLV
     
   • WHEW
     
   • WKDA

   TELEVISION

   • WSMV (Nashville)
     
   • Government Access Channel (Channel 3)
     
   • Channel 8

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   Appendix C: Underserved Community Contacts

   Public Housing Authorities Franklin Housing Authority 100 Spring Street Franklin, TN 37065 (615) 794-1247 Lebanon Housing Authority 49 Lake Drive Lebanon, TN 37088 (615) 444-1872 Portland Housing Authority 107 Potts Avenue Portland, TN 37148 (615) 325-4559 Murfreesboro Housing Authority 415 North Maple Street Murfreesboro, TN 37130 (615) 893-9414	Metro Development & Housing Agency 701 S 6th Street Nashville, TN 37206 (615) 252-8400 Gallatin Housing Authority 401 N Boyers Avenue Gallatin, TN 37066 (615) 452-1661 Springfield Housing Authority 808 Rose Hill Circle Springfield, TN 37172 (615) 384-4591 Tennessee Housing Development Agency 1160 Gallatin Rd., Suite 102 Madison, TN 37115 (615) 253-3888
   Senior Centers Robertson County Senior Citizens Center 601 South Locust Street Springfield, TN 37172-2824 (615) 384-6367 Donelson Station Senior Center 108 Donelson Pike Nashville, TN 37214-2902 (615) 883-8375 J. B. Knowles Center 174 Rains Avenue Nashville, TN 37203-5319 (615) 743-3400 Saint Clair Street Senior Center 325 Saint Clair Street Murfreesboro, TN 37130-2848 (615) 848-2550 Ruth P. Carter Center for Senior Adults 200 East Franklin Street Gallatin, TN 37066-2951 (615) 451-1531 Senior Citizens of Hendersonville 223 Campus Drive PO Box 2414 Hendersonville, TN 37077-2414 (615) 822-8758 College Grove Senior Citizens Center 8607 Henry Horton Highway PO Box 223 College Grove, TN 37046-0223 (615) 368-7093 Lebanon Senior Citizens Center 670 Coles Ferry Pike PO Box 712 Lebanon, TN 37088-0712 (615) 449-4600	Mount Juliet/West Wilson County Senior Citizens Center City Hall Building 2034 North Mount Juliet Road Mount Juliet, TN 37122-3357 (615) 758-9114 Martha O’Bryan Center 711 South 7th Street Nashville, TN 37206-3895 (615) 254-1791 Madison Station Senior Center 301 Madison Street Madison, TN 37115-3666 (615) 860-7180 Senior Renaissance Center Cohn Adult Learning Center 4805 Park Avenue Nashville, TN 37209-3436 ( 615) 269-4565 White House Citizens in Action 105 College Street PO Box 69 White House, TN 37188-0069 (615) 672-5974 Bethesda Senior Citizens Center 4905 Bethesda Road Thompsons Station, TN 37179-9231 (615) 791-5679 J. L. Clay Senior Citizens Center 420 Bridge Street Franklin, TN 37064-2612 (615) 794-7853 Hadley Park Resource Center 1029 28th Avenue North Nashville, TN 37208-2809 (615) 320-5833
   Other Organizations & Agencies Boys & Girls Clubs of Middle Tennessee PO Box 110268 Nashville TN 37222 Boys & Girls Club of Rutherford County 820 Jones Blvd. Murfreesboro, TN 37129 (615) 890-2582 United Way of Williamson County PO Box 186 Franklin, TN 37065-0186 (615) 771-2312 United Way of Sumner County 103 Hazel Path Court, Suite 5 Hendersonville, TN 37075 (615) 826-2977 United Way of Wilson County PO Box 3541 Lebanon, TN 37088-3541 (615) 443-1871 United Way of Rutherford County P O Box 330056 Murfreesboro, TN 37133-0056 (615) 893-7303 United Way of Metropolitan Nashville PO Box 280420 Nashville, TN 37228-0420 (615) 255-8501	United Way of Robertson County 101 5th Avenue West Suite 25 Woodard Hall Building Springfield, TN 37172 (615) 384-8160 Urban League of Middle Tennessee 1219 Ninth Ave. North Nashville, TN 37208 (615) 254-0525 Nashville Program Center 235 Cumberland Bend Drive, Suite 200 Nashville, TN 37228-1803 (615) 736-7000, x6132 Mid-Cumberland Human Resource Agency 1101 Kermit Drive, Suite 300 Nashville, TN 37217 (615) 331-6033 Nashville’s Table 1416 Lebanon Road Nashville, TN 37210 (615) 224-4564 Greater Nashville Area Agency on Aging & Disability 501 Union Street, 6th Floor Nashville, TN 37219-1705 (615) 862-8828

   Appendix D: TRANSPORTATION IMPROVEMENT PLAN (TIP) ADJUSTMENT PROCESS

   Administrative Adjustments can be used to document minor changes to the TIP but must be consistent with the requirements in 23 CFR 450 regarding fiscal constraint and, where applicable, air quality conformity. The following are examples of changes that can be accomplished through the administrative adjustment process:

   • Adding a prior phase to a programmed project.
   • Moving programmed funds between programmed projects.
   • Moving a project from year to year within a TIP period provided that, in air quality non-attainment and maintenance areas, the move does not cross an Air Quality Horizon year.
   • Changing a project description/scope if: a) the change does not necessitate revising the NEPA documentation or will not alter the NEPA determination or b) in air quality non-attainment and maintenance areas, the change does not require a new Air Quality conformity finding.

   Appendix E: LONG RANGE TRANSPORTATION PLAN ADJUSTMENTS

   Long Range Transportation Plan Adjustment Process

   On June 21, 2006 the MPO Executive Board approved the following Long Range Transportation Plan Adjustment Process & Procedures. Adjustments to the LRTP may be needed for many factors such as:

   1. Correcting the status of a project from a LRTP Horizon Year project (either a Place Holder or not) to an E+C project or;
   2. Indicating a Place Holder project has completed an approved Tier II Analysis and has developed the same solution as envisioned by the Place Holder or;
   3. Indicating a Place Holder project meets the Tier II exemption of criteria outlined in the amended CMS plan
   4. Other clerical or technical errors that do not affect the fiscal constraint or Air Quality Conformity determination Each of the above or other cases will have to follow an approved process and procedure, with appropriate documentation for the adjustment, as demonstrated below.

   PROCESS, PROCEDURE and DOCUMENTATION

   A. Correcting the status of a project from a LRTP project (either a Place Holder or not) to an E+C project

   Existing plus Committed projects are defined as projects that have been in an adopted TIP, in which the Construction Phase was funded. E+C projects are tested separately from Horizon Year projects although for air quality conformity determination they are counted in the base case. Projects that have incorrectly been included as a Horizon Year project and are then removed and placed in the E+C category may change the conformity status of the LRTP, if their removal would change travel paths and add or remove VMT.

   In order for an adjustment (rather than an AMENDMENT) in this classification the project would need to have the following documentation:

   1. Page showing the previously adopted TIP, with the Construction phase indicated.
   2. Page showing the project in the new TIP
   3. Documentation of agreement by the Inter Agency Coordination group that the project is NOT likely to have any impact on the Conformity Determination of the LRTP.

   The staff of the MPO will inform the TCC and Executive Board of any adjustment made under this classification. No public involvement will be necessary in these cases.

   B. Indicating a Place Holder has gone through an approved Tier II Analysis and has developed the same solution as envisioned by the Place Holder

   Having a 'Place Holder' project in the LRTP is a method of including potential solutions that have not gone through the full Tier I and Tier II Analysis procedure of the Congestion Management System Plan. After an approved Tier I and II Analysis Report has been completed with the Tier II recommended project being the same as that listed as a Place Holder in the LRTP, it will be an administrative adjustment to remove the Tier II Needed designation (sometimes referred to as the X in the box).This will allow the project to be moved into a TIP, when funding is available. Projects that are recommended from the Tier II Analysis that differed from the 'Place Holder' in the LRTP will require a full amendment to be included in the LRTP.

   Staff will provide the TCC and Executive Board with the Summary and Recommendation from the Tier II Analysis Report for those projects that will only need an adjustment. A letter signed by the Chair of the Executive Board indicating the change in status for the project will be provided to the project sponsor to be included when requesting federal or state funding

   C. Indicating a Place Holder project meets the Tier II exemption of criteria outlined in the amended CMS plan

   During the period between adoption of the LRTP and the adoption of a new LRTP, amendments to the CMS Plan and LRTP may be necessary. Where those amendments would change the status a project in the adopted LRTP, the projects so affected would take the status assigned by the amended document as soon as the amended documents are approved by the Executive Board. Notification of any changes in status of projects will be provided to TDOT and FHWA/FTA expeditiously. This Adjustment Process may be amended, as needed, by the Executive Board upon recommendation from the Technical Coordinating Committee at any regularly scheduled meeting.