December 2013 Dear Transportation Adviser, On behalf of the Polk Transportation Planning Organization, I want to thank you for your willingness to participate in the TPO’s Adviser Network. We value the unique perspective that your bring to our planning process based on your background and travel experiences. We are respectful of your time and hope you find the Adviser Network a convenient, easy way to stay informed and comment on current transportation issues. Public participation is an integral part of the TPO planning process, and you are vital to the success of our planning efforts. We look forward to your participation as we chart the future of transportation in Polk County. Included in this Welcome Packet is a schedule of the 2014 TPO Board meetings and Adviser Network gatherings. You will also find a copy of the TPO’s public participation plan, to give you an idea of the groundwork we’ve establish to keep the public involved in our planning process. Thanks again for your time and TPO staff looks forward to getting to know you and benefiting from your participation with the Adviser Network. Sincerely,
Roy Tyler, Chairman Polk Transportation Planning Organization
2014 Meeting Schedule Polk TPO Board Meetings All meetings are held at 9 a.m. and live broadcast on PGTV and the PGTV website. February 13 April 10 June 12 August 14 October 9 December 11
@ Neil Combee Administration Building in Bartow @ Lake Eva complex in Haines City @ Neil Combee Administration Building in Bartow @ TBD Facility in Lakeland @ Neil Combee Administration Building in Bartow @ TBD Facility in Winter Haven
Adviser Network Meetings All meetings are at 6 p.m. on the dates listed and last roughly 90 minutes. There are usually light refreshments served. You will receive advance details on these gatherings and helpful documents and links that prepare you for speakers and topics to be discussed. February 4 May 20 September 16 December 9
Topic: Passenger rail initiatives Location: Lake Eva complex in Haines City Topic: Planned Multi-Use Trails Location: TBD Facility in Lakeland Topic: TBD Location: TBD Topic: Florida Department of Transportation Work Program Location: Virtual meeting, live on PGTV and PGTV website
Bylaws of the Polk Transportation Planning Organization Revised: August 9, 2012
Section 1: Name The name of this organization shall be the Polk Transportation Planning Organization (TPO). Section 2: Purpose and Organization A. The Transportation Planning Organization in cooperation with the State of Florida shall be responsible for carrying out the Metropolitan Transportation Planning Process in the Lakeland/Winter Haven Urbanized Areas (Polk County Transportation Study). The TPO shall provide the forum for cooperative decision-making by principal elected officials of general purpose local government. B.
The functions of the TPO shall include, but not be limited to, the following: 1.
To assure eligibility of the Lakeland/Winter Haven Urbanized Areas for receipt of Federal capital and operating assistance.
2.
To promote the coordination of transportation planning and programming in accordance with Title 23 U.S. Code, Section 339.175, Florida Statutes; and Sections 163.3161-163.3211, the Local Government Comprehensive Planning Act and Section 163.01, Florida Statutes.
3.
To adopt transportation work programs.
4.
To develop and adopt a transportation plan as a product of and subject to modification by the continuous, comprehensive and cooperative transportation planning process.
C. The TPO shall have two standing advisory committees: the Citizens Advisory Committee (CAC) and Technical Advisory Committee (TAC). D. The Polk County Board of County Commissioners, under a Staff Services Agreement with the Transportation Planning Organization, shall serve as staff to the Board and its committees. E. To promote the coordination and integration of land use and transportation planning, the TPO shall sponsor a “Land Use and Transportation Forum.� The purpose and structure of this forum is outlined in Section 13.
1
Section 3: TPO Board Membership A. Membership shall include principal elected officials of general purpose local governments and representatives from the Florida Department of Transportation as designated by the Governor of Florida. B. Members shall serve by virtue of office held and at the pleasure of the Governor. C. There shall be nineteen (19) voting members on the TPO Board. These voting members are apportioned as follows: Jurisdiction
Voting Members
Polk County
5
City of Auburndale
1
City of Bartow
1
City of Haines City
1
City of Lakeland
6
City of Lake Wales
1
City of Winter Haven
2
South County Bloc (Shared Voting Membership) Fort Meade Mulberry 1
Frostproof East County Bloc (Shared Voting Membership) Lake Alfred Dundee Eagle Lake Davenport Polk City
1
Lake Hamilton
D. The Florida Department of Transportation shall appoint a representative to serve as a non-voting member on the TPO Board. When not serving as voting 2
members, the representatives from the South County Bloc and East County Bloc shall participate in TPO Board Meetings as non-voting members. See Section 4. E. The governmental body of each governing entity so designated shall appoint the number of members to the TPO Board from eligible officials. A copy of the government entity’s minutes of the meeting when the member(s) was appointed shall accompany written notification of the appointment(s). The Governor shall appoint individual members only when the local entity involved fails to appoint a member as required by law. TPO members shall serve a term of four (4) years. Membership shall be terminated upon the member leaving elective office for any reason or by a majority vote of the appointing governmental body. Vacancies shall be filled by the original appointing body. Members may be appointed for one or more additional four-year terms. F. If a member is absent for three (3) consecutive meetings, the TPO Chairman shall send a letter to said member and the mayor of the government (s)he represents. This letter shall indicate that meeting attendance is imperative for proper representation on the Board and request consideration be given to the appointment of a replacement member. Section 4: Shared Voting Membership – South County Bloc and East County Bloc A. The South County Bloc and East County Bloc will each share one (1) voting membership on the TPO Board as outlined in Section 3C. B. The shared voting membership for the South Bloc and East Bloc shall be rotated annually among the jurisdictions comprising each voting bloc. This rotation shall occur at the first TPO Board Meeting of each calendar year. C. The order of rotation for the South Bloc shall be as follows: Fort Meade, Mulberry and Frostproof. The order of rotation for the East Bloc shall be as follows: Lake Alfred, Dundee, Eagle Lake, Davenport, Polk City, and Lake Hamilton. D. If the voting member (or their alternate) for a voting bloc is absent from a TPO Board Meeting, then another representative from that voting bloc may participate as a voting member. This substitute voting member shall be identified from among the other members of the voting bloc in attendance according to the order of rotation set forth in Section 4C.
3
Section 5: Alternate Membership A. A TPO Board member government may appoint, by action taken at an official meeting of the governmental entity, an alternate for one or more of its appointed TPO Board members. B. The alternate member must be an elected official and serve the same governmental entity or area that the regular member serves. C. An alternate voting member's term shall be for no longer than the term of the voting member he or she represents. D. Alternate members may vote in place of absent voting members serving the same governmental entity at any TPO meeting that an alternate member attends in place of a regular member. E. The member government entity shall notify the TPO Chairman in writing that the appointed individual may act as an alternate member if the regular member cannot attend a meeting. A copy of the government entity’s minutes of the meeting when the alternate member was appointed shall accompany this written notification. F. The TPO Board shall acknowledge the appointment of each alternate member by reading the notification of appointment into the minutes of the first TPO Board meeting following notification by the governmental entity. Section 6: Officers and Duties This section shall apply to the TPO Board and its standing committees, the Citizens Advisory Committee (CAC) and Technical Advisory Committee (TAC). A. A Chairman and Vice Chairman shall be elected from the voting members at the first scheduled meeting of each calendar year and shall hold office no more than two consecutive years. B. Any voting member may nominate or be nominated as an officer. officers shall be elected by a majority vote at a meeting where a quorum is present.
All
C. The Chairman shall preside at all meetings. The Chairman shall be responsible for pertinent correspondence and information releases. The Chairman shall assure that agendas are transmitted at least seven (7) calendar days prior to any regularly scheduled meeting. D. The Vice Chairman shall, during the Chairman’s absence or inability to serve, have and exercise all the duties and power of the Chairman. The Vice Chairman shall also perform such other duties as may be assigned by the Chairman. 4
E. If both the Chairman and the Vice Chairman are absent from a meeting, a temporary Chairman shall be selected by a majority vote of the members present. The temporary Chairman shall serve only until either the arrival of an officer or the end of the meeting. F. Any vacancy in the office of Chairman or Vice Chairman shall be filled by a majority vote of the members. Any Officer so elected shall fill the remainder of the unexpired term of the vacant office. Section 7: Meetings This section shall apply to the TPO Board and its standing committees, the Citizens Advisory Committee (CAC) and Technical Advisory Committee (TAC). A. The TPO Board and the respective committees shall meet at least quarterly at a date, time and place acceptable to a majority of the voting members. At the last scheduled meeting of a calendar year, the Board shall adopt a regular meeting schedule for the next calendar year. This schedule shall apply to both the Board and its standing committees. B. Other meetings may be scheduled by a majority vote of members present at any meeting. Notice of such meetings shall be given to members at least seven (7) days in advance. C. Special meetings may be called by the Chairman with a minimum of three calendar days’ notice indicating the reason for the meeting and notifying all members of the TPO Board or respective committee. D. A quorum of the TPO Board shall consist of nine (9) voting members and shall be required for the conduct of all official business other than scheduling of meetings. E. A quorum of the TAC and CAC shall consist of no less than (10) nine (9) voting members and shall be required for the conduct of all official business other than scheduling of meetings. F. All meetings and hearings will be open to the public. It is the policy of the TPO Board to encourage public involvement throughout the decision-making process. To this end, the Board shall maintain an adopted Public Involvement Process. This Process shall govern public participation at meetings and hearings. G. Voting shall be by voice, but a member shall have his/her vote recorded in the minutes upon request. A roll call vote shall be held upon request. All other questions or procedures shall be governed by Robert’s Rules of Order, Newly Revised. 5
Section 8.1: Citizens’ Advisory Committee (CAC) The Polk TPO updated its Public Participation Plan in June 2012 to include enhanced coordination with Polk Transit. Pursuant to the updated plan, Polk Transit’s Citizens Transit Advisory Committee will be merged into the TPO Citizens’ Advisory Committee to promote an integrated community dialogue on multi-modal transportation. The following section shall apply until a transition to a Transportation Advisory Network has been completed (see Section 8.2). A. Purpose and Authority The authority of the CAC shall be set forth by the TPO pursuant to Section 339.175, F.S. The purpose of the CAC is to allow for public participation during the TPO planning process. B.
Voting Membership 1.
The CAC shall be comprised of a broad range of participants with interests in different modes of transportation and representing various sectors of Polk County including local commerce, private, non-profit, or community organizations. Efforts will be made to ensure that minorities, the elderly and handicapped are adequately represented. The TPO’s planning area includes the entire county, so the CAC shall have members from the urbanized and non-urbanized areas of Polk County. The proposed Transportation Advisory Network is a less formal, more extensive structure for soliciting public participation. As part of the transition to this new structure, the CAC will not have an apportioned or limited voting membership. Staff will continue to work with the TPO’s member governments to ensure adequate representation for their respective jurisdictions with the goal of maximizing participation on the CAC. The current CAC voting membership as of August 9, 2012and members appointed subsequent to this date shall serve until June 30, 2014. After this point in time all CAC members will transition to the Transportation Advisory Network to continue participating in the TPO’s public involvement process (see Section 8.2).
2. CAC members shall not be elected officials or employees of any local government represented on the TPO. C.
Committee Appointments
6
Applicants for the CAC shall complete an application form which provides information on their place of residence, occupation, background and interests. CAC applicants will be approved for membership by the TPO Board based upon an endorsement from the applicable local government based on their place of residence – either the applicable city commission or the Polk County Board of County Commissioners if they reside in unincorporated Polk County. CAC members shall assume the responsibilities of their membership at the time of their appointment by the TPO Board. D.
Member Participation Each member of the CAC is expected to demonstrate interest in the Committee's activities through active participation in scheduled meetings. A member having three or more consecutive absences or five or more absences during a twelve month period shall require reconfirmation by the TPO or membership will be withdrawn. At a minimum, committee member attendance will be reviewed twice annually.
E.
Leave of Absence CAC members may ask for a leave of absence from the committee when temporary circumstances prevent their participation. Leaves of absence will be granted at the discretion of the CAC Chairman, and they shall consist of a three (3) month period. No more than two (2) consecutive leaves of absence may be granted to a member.
F.
Subcommittees The CAC shall have a standing Pedestrian/Bicycle Subcommittee. The CAC shall, from time to time, create ad hoc subcommittees as are necessary to carry on the work of the Committee. The CAC shall dissolve an ad hoc subcommittee when its work has been completed. The Chairman shall be an ex-officio member of all subcommittees.
Section 8.2: Transition to Transportation Advisory Network (TAN) This section shall supersede and replace Section 8.1 once the transition period from the CAC is complete. The Transportation Advisory Network will serve as an alternate mechanism for citizen involvement with the objective of increasing public involvement especially by members of minority and low-income households. To be formed through community outreach efforts, the Advisory Network will provide a less formal, more extensive structure for 7
soliciting public participation and comment. A.
Recruitment
The TPO will solicit members for the Transportation Advisory Network through the publication of newspaper advertisements and other print material, as well as advertisements on the TPO and Polk Transit websites. Member jurisdictions of the Polk TPO and Polk Transit will be asked to encourage residents with an interest in transportation to join the Advisory Network. Direct mailings will be sent to community, professional and neighborhood associations and regular speaking engagements to civic groups will provide another opportunity to solicit participation. Each year, the TPO will establish a target for attendance and participation at neighborhood or community meetings especially for groups traditionally underrepresented in transportation decision-making. Staff will attend these meetings to learn more about community needs, to provide information about the TPO, and to solicit membership on the Transportation Advisory Network. There will not be a set limit or maximum level of membership on the Advisory Network. Members will be permitted to continue their participation on the network as long as their availability and interest dictate. B. Member Participation Members will have the option of receiving material on transportation plans, projects and services in either an electronic or accessible print format. Social media, e.g., Facebook and Twitter, will be used to disseminate information and collect public comments with links to the TPO and Polk Transit websites as appropriate. Staff will maintain both traditional and electronic e-mail address lists for direct mailings to the Advisory Network. Regular meetings of the Transportation Advisory Network will be scheduled to coincide with the development of major work products for the TPO and Polk Transit to include the Unified Planning Work Program, Long Range Transportation Plan, priority transportation projects and the Transportation Improvement Program, Transit Development Plan and Program of Projects. The meetings will be held in central, accessible locations, and members will have the option to participate either in-person or through an interactive webcast of the meeting. The meetings will be re-broadcast on Polk Government Television (PGTV) and available for on-demand viewing online through the TPO and Polk Transit websites. Staff will solicit comments and recommendations from the members in attendance at the Transportation Advisory Network meetings. Participants viewing the meetings online (during or after the live meeting) will be given an opportunity to provide comments as well. C. Documentation Comments and recommendations formulated through the Transportation Advisory Network will be compiled and reported to the TPO Technical Advisory Committee, TPO 8
Board and Polk Transit Board of Directors for their use and consideration. These public comments as well as information on the disposition of these comments will be included in quarterly progress reports to grantor agencies. Section 9: Technical Advisory Committee A.
Purpose and Authority The authority of this Committee shall be set forth by the TPO pursuant to Section 339.175, F.S. The Technical Advisory Committee (TAC) provides technical review, supervision and assistance to the TPO on transportation planning matters for Polk County. Additional responsibilities may be defined from time to time by the TPO.
B.
Voting Membership The TAC membership shall include representatives from local, state and federal public agencies with an interest in transportation issues. Members shall serve by virtue of office held. The voting membership shall be comprised of the following representatives or their designee: Director Growth Management Department Polk County Board of County Commissioners Director Transportation Department Polk County Board of County Commissioners Manager Planning Division City of Lakeland Director Public Works Department City of Lakeland Director Planning and Development Department City of Winter Haven Director Public Works Department City of Winter Haven 9
Director Polk County Transit Services Polk County Board of County Commissioners Director Lakeland Area Mass Transit District Facilities Planning Specialist Polk County Public Schools Executive Director Central Florida Regional Planning Council City Manager City of Auburndale City Manager City of Bartow City Manager City of Haines City City Manager City of Lake Alfred City Manager City of Lake Wales City Manager City of Fort Meade City Manager City of Mulberry City Manager City of Frostproof City Manager City of Dundee City Manager City of Eagle Lake City Manager City of Davenport 10
City Manager City of Polk City City Manager City of Lake Hamilton C.
Alternate Membership If a specified voting member (listed by title in Section 8.B.) does not wish to represent their agency at meetings of the TAC, (s)he may designate an individual, defined herein as the "designee," who shall be considered and recognized as the voting member thereafter. Designees must be specified as voting members using a form approved by the TAC. Voting members may authorize one or more individuals, defined herein as "alternate voting members," to be considered and recognized as voting members on a periodic basis, in their absence. Advisory members may actively participate in all committee discussions but may not vote and may not serve as officers.
D.
Non-Voting Membership The non-voting membership shall include representatives from the agencies listed below: Florida Department of Transportation District One Bureau of Air Monitoring and Mobile Sources Division of Air Resources Management Florida Department of Environmental Protection District 1 of the Florida Division Federal Highway Administration United States Department of Transportation
E.
Terms
Florida Energy Office Bureau of Community Assistance Division of Housing & Community Development Florida Department of Community Affairs
The term of office for voting members shall coincide with their tenure in one of the member positions specified in Section 8.B.
11
F. Attendance If a voting member (or designee) is absent for three (3) consecutive meetings, and is not represented by an alternate at these meetings, the TAC Chairman shall send a letter to said member and the manager of the government (s)he represents. This letter shall indicate that meeting attendance is imperative for proper representation on the committee and request consideration be given to the appointment of a designee (or replacement designee) or member alternate(s). G.
Subcommittees The TAC shall, from time to time, create ad hoc subcommittees as are necessary to carry on the work of the Committee. The TAC shall dissolve an ad hoc subcommittee when its work has been completed. The Chairman shall be an ex-officio member of all subcommittees.
Section 10: Transportation Disadvantaged Program The TPO shall be the Official Planning Agency for the Polk County Transportation Disadvantaged Coordinating Board, pursuant to Rule 41-2, Florida Administrative Code. The TPO Board shall elect a voting member to serve as Chairman of the Coordinating Board concurrently with its annual elections of officers. Section 11: TPO Director A. The TPO Director is responsible to the TPO Board and will oversee and coordinate all aspects of the Transportation Planning and Programming Process. B. The TPO Director will act as a liaison between the TPO, TAC, and CAC. C. The TPO Director shall assist the Chairman for the TPO, TAC, and CAC in preparation and dissemination of agendas, notices, correspondence and reports. D. The TPO Director shall be authorized to take such actions as may be required, consistent with applicable statutes, ordinances and agreements, to enable the TPO to achieve its purposes. Section 12: Amendments These Bylaws may be amended by a majority vote of the voting members, provided a copy of the proposed amendment shall have been sent to every member at least seven (7) calendar days before it is to be voted on.
Section 13: Land Use and Transportation Forum 12
The purpose of the Land Use and Transportation Forum is set forth as follows: – to provide a medium for an open discussion and exchange of ideas on land use and transportation issues; – to promote consistency between land use and transportation plans and policies; – to foster the development of integrated land use and transportation policies; and – to provide a means of education on related issues. The Land Use and Transportation Forum will be convened on a periodic basis by the TPO Director in consultation with participants. All meetings will be open to the public and noticed as such. The TPO staff shall maintain a mailing list to be used in the notice of these meetings. This list shall include area land use and transportation planners, past attendees, and the media.
13
Public Participation Plan Approved June 7, 2012
Network
Outreach
Process
Monitor
Introduction Purpose The Polk Transportation Planning Organization (TPO) serves as the metropolitan planning organization for the Lakeland and Winter Haven Urbanized Areas. The TPO’s Public Participation Plan (Plan) has been prepared to ensure an open, effective transportation planning process that provides opportunities for early and continuing stakeholder involvement at all stages of the process. It complies with the proactive public involvement requirements of Title 23 Code of Federal Regulations (CFR) Part 450.316, Title 23 USC Section 134(i)(5) and other applicable federal and state regulations and guidelines on transportation planning and program access. Goal Implement a proactive public participation process that provides complete information, timely public notice, and public access to key decisions with early and continuing public involvement in the development of transportation plans, programs, projects and services. Coordination with Polk Transit The Polk TPO has a continuing agreement with the Polk Transit Authority (Polk Transit) and area transit operators to coordinate efforts in the planning and programming of transportation projects. Polk Transit participates in the transportation planning process in accordance with applicable federal and state requirements, and it will rely on this Plan to satisfy the public participation requirements for the development of its Program of Projects – proposed transit capital and operating projects. The TPO planning process will afford Polk Transit an opportunity to: •
identify the community need for public transportation services including the needs of individuals with disabilities, older adults, and people with low incomes;
•
prepare strategies for meeting these local needs; and
•
prioritize public transportation services for funding and implementation.
Elected officials serving on the Board of Directors for Polk Transit are well represented on the TPO Board. There is cross representation between Polk Transit and the TPO. The membership of the TPO Technical Advisory Committee includes staff from Polk Transit and local transit providers, as well as city managers whose jurisdictions receive public transportation services. The TPO and Polk Transit currently each have a standing citizens’ advisory committee to provide regular citizen comment and recommendations on proposed transportation projects and services. To promote an integrated community dialogue on multi-modal transportation, Polk Transit’s Citizen Transit Advisory Committee will be merged into the TPO Citizens’ Advisory APPROVED
2
JUNE 7, 2012
Committee under this Plan. This will occur as part of a larger transition to a Transportation Advisory Network.
Creation of Transportation Advisory Network Pursuant to federal and state regulations, the TPO is required to appoint a citizens’ advisory committee that reflects a broad cross-section of the local residents with adequate representation of minorities, the elderly and persons with disabilities. With concurrence from the Florida Department of Transportation, Federal Highway Administration and the Federal Transit Administration, the TPO may adopt an alternate program or mechanism that ensures adequate citizen involvement in the transportation planning process. This Plan proposes the creation of a new Transportation Advisory Network as an alternate mechanism for citizen involvement with the objective of increasing public involvement especially by members of minority and low-income households. The Transportation Advisory Network, which will be formed through community outreach efforts, will be a less formal, more extensive structure for soliciting public participation and comment. The purpose of this new Advisory Network will be to maximize public participation in the transportation planning process. A basic outline of recruitment and operating procedures for the Transportation Advisory Network is as follows: Recruitment The TPO will solicit members for the Transportation Advisory Network through the publication of newspaper advertisements and other print material, as well as advertisements on the TPO and Polk Transit websites. Member jurisdictions of the Polk TPO and Polk Transit will be asked to encourage residents with an interest in transportation to join the Advisory Network. Direct mailings will be sent to community, professional and neighborhood associations and regular speaking engagements to civic groups will provide another opportunity to solicit participation. Each year, the TPO will establish a target for attendance and participation at neighborhood or community meetings especially for groups traditionally underrepresented in transportation decision-making. Staff will attend these meetings to learn more about community needs, to provide information about the TPO, and to solicit membership on the Transportation Advisory Network. There will not be a set limit or maximum level of membership on the Advisory Network. Members will be permitted to continue their participation on the network as long as their availability and interest dictate.
APPROVED
3
JUNE 7, 2012
Member Participation Members will have the option of receiving material on transportation plans, projects and services in either an electronic or accessible print format. Social media, e.g., Facebook and Twitter, will be used to disseminate information and collect public comments with links to the TPO and Polk Transit websites as appropriate. Staff will maintain both traditional and electronic e-mail address lists for direct mailings to the Advisory Network. Regular meetings of the Transportation Advisory Network will be scheduled to coincide with the development of major work products for the TPO and Polk Transit to include the Unified Planning Work Program, Long Range Transportation Plan, priority transportation projects and the Transportation Improvement Program, Transit Development Plan and Program of Projects. The meetings will be held in central, accessible locations, and members will have the option to participate either in-person or through an interactive webcast of the meeting. The meetings will be re-broadcast on Polk Government Television (PGTV) and available for on-demand viewing online through the TPO and Polk Transit websites. Staff will solicit comments and recommendations from the members in attendance at the Transportation Advisory Network meetings. Participants viewing the meetings online (during or after the live meeting) will be given an opportunity to provide comments as well. Documentation Comments and recommendations formulated through the Transportation Advisory Network will be compiled and reported to the TPO Technical Advisory Committee, TPO Board and Polk Transit Board of Directors for their use and consideration. These public comments as well as information on the disposition of these comments will be included in quarterly progress reports to grantor agencies. The transition to a Transportation Advisory Network will occur over approximately a two-year period. The Advisory Network will be formed while maintaining the TPO Citizens’ Advisory Committee and the success of this new approach to public involvement will be evaluated as part of the TPO’s annual certification reviews in early 2013 and 2014. If deemed successful, then the Transportation Advisory Network will replace the Citizens’ Advisory Committee in spring 2014. During the transition period, Citizens’ Advisory Committee meetings will be broadcast by PGTV as an interactive webcast and committee comments will compiled as part of regular reports (in addition to just reporting formal committee recommendations). The membership term for current and future Citizens’ Advisory Committee members will be set to APPROVED
4
JUNE 7, 2012
expire in spring 2014 and current committee members will be encouraged to become founding members of the Transportation Advisory Network. Four Main Elements The Public Participation Plan and the TPO’s public involvement efforts include four main elements as follows: Process – policies and procedures to ensure public access to the transportation planning and decision-making process; Outreach – strategies to expand the scope of public involvement and ensure that all groups including those traditionally underserved are represented in the TPO planning process; Network – provide opportunities for continued public involvement in the preparation, review, and adoption of transportation plans, programs, projects and services; and Monitor – procedures for the systematic and continuing review and evaluation of public involvement activities.
APPROVED
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JUNE 7, 2012
Process
► Public Participation Plan – The plan shall be reviewed periodically by the TPO to ensure the public involvement process provides full and open access to all residents. ► Title VI of the Civil Rights Act of 1964 – The TPO conducts its planning process in accordance with Title Vi of the Civil Rights Act of 1964. This planning process will include public participation strategies that afford open access to the decision-making process regardless of race, color, religion, sex, age, national origin, disability or family status. ► Americans with Disabilities Act – To ensure compliance with the Americans with
Disabilities Act (ADA), public meeting notices and comment opportunities will include TTY (text telephone) information and provide multiple input methods. ► Limited English Proficiency Plan – As a supplement to this Plan, the TPO will develop and adopt a Limited English Proficiency Plan to ensure that individuals with limited English proficiency have meaningful access to the transportation planning process.
► Contact Database – The TPO staff will maintain a master database of all contacts, both business and public, on a continuous basis. The database will contain the information necessary to maintain contact and distribute information through traditional mail, the telephone or the internet/e-mail. ► Meeting Notices and Material – Meeting notices, agendas and minutes for the TPO Board and advisory committees will be mailed to citizens upon request (in addition to regular mailings to Board and committee members). To minimize costs and conserve resources, notices will be mailed on postcards or distributed electronically when appropriate. Meeting material will be available for download at www.polktpo.com. ► Media Coverage – The TPO will make information available through news releases to area newspapers, radio and television stations. Polk Government Television (PGTV) will be used to inform and educate the public. TPO Board meetings will be aired live or taped for delayed broadcast to cable subscribers countywide. Board meetings will also be broadcast live via the Internet on Polk County’s website (www.polk-county.net) where the meetings will also be available for viewing on-demand.
APPROVED
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JUNE 7, 2012
► Social Media – The TPO will employ the use of social media, e.g., Facebook and Twitter, to provide notice of upcoming meetings, distribute material, and to solicit and report on public comments. Social media will be integrated into the TPO website. ► Public Comment – Public comments are an essential component of the transportation
planning process. Written or verbal comments will be encouraged and accepted at the TPO offices and prior to or at public workshops and public hearings. As applicable, staff will encourage public comment on draft plans or projects via the TPO website and social media. All comments received will be tabulated, summarized as necessary, and distributed to the TPO advisory committees and Board for their consideration in the development and adoption of transportation plans, programs, projects and services. The TPO Board and advisory committees will provide opportunities for public comment as part of their regular meeting agenda. ► Program of Projects – Public notice for the Transportation Improvement Program (TIP)
will include an explicit statement that this notice of public involvement activities and the time established for the public review of and comments on the TIP will satisfy the Program of Projects requirements. ► Review of Planning Documents - The Polk TPO reviews and updates a number of planning documents on an annual basis including the Unified Planning Work Program, Priority Transportation Projects, Transportation Improvement Program and Transit Development Plan. The Long Range Transportation Plan is updated every five years with interim amendments as needed. These documents will be available for public review on a continuous basis – in both draft and adopted form. ► Website – The TPO will maintain a website at www.polktpo.com that meets industry standards for user accessibility. The website will include information on TPO activities, meeting notices and material, material for download to include draft and adopted plans, interactive maps and numerous opportunities for public comment. The website will include project-specific pages or links to stand-alone project-specific web sites. ► Adoption Procedures – The following procedures shall apply to the adoption of the Long
Range Transportation Plan, Transportation Improvement Program, Transportation Disadvantaged Service Plan, Transit Development Plan and Public Participation Plan: o
APPROVED
A public comment period of 45 calendar days shall be provided prior to the adoption of the listed plans. A reasonable comment period shall be established for any amendments – the length of which will be determined by the nature and scope of the amendment.
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JUNE 7, 2012
o Notice of the 45-day comment period shall be legally advertised in a newspaper of general circulation covering Polk County prior to the commencement of the 45-day comment period. o Notice will be given that the draft plan or program will be made available online, and by hard copy at local government planning offices and the TPO offices for a 45-day period. o Comments can be submitted during this time period by e-mail or regular mail. o At least one public hearing will be conducted prior to the adoption or amendment of the Long Range Transportation Plan or Transportation Improvement Program. These public hearings may be held as part of a regularly scheduled TPO Board meeting and will be conducted in accordance with federal Title VI regulations (CFR 49, Part 21). o Public hearings dates shall be published in a newspaper of general circulation in Polk County. Press releases announcing scheduled public hearings shall be provided to community newspapers and other media. These press releases shall be transmitted not less than ten days prior to the scheduled hearing date. o Written notification of a public hearing shall be made available to a list of interested parties not less than ten days prior to each hearing. Any printed or graphic materials that are available shall be provided by the TPO or other appropriate agency upon request. o All public comments received prior to the hearing date shall be provided to the TPO members at or before the public hearing. o When substantive written and oral comments are received on the draft LongRange Transportation Plan or Transportation Improvement Program (including the financial plan), as a result of the public participation process, a summary, analysis, and report on the disposition of comments shall be prepared and made available upon request.
APPROVED
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JUNE 7, 2012
Outreach
► Annual Transportation of the Future Poster Contest – The TPO will sponsor an annual educational art contest in memory of Jan Johnson, a former staff person who founded this initiative. Students in grades 3-8 will be asked to describe and draw what transportation in Polk County will look like in the future (horizon year of the long range transportation plan). Award winning students and entries will be recognized at a TPO Board meeting. ► Community Events – The TPO will participate in community organizations and events to raise awareness of the TPO plans and programs and build relationships with stakeholder groups. ► Community Outreach Program – The TPO will identify community groups representing traditionally underserved populations including minorities and low-income households. Staff will establish an annual target for attendance and participation in the regularly scheduled meetings for these community groups. The meetings will afford an opportunity for staff to share information on the TPO planning process and recruit members for the Transportation Advisory Network. ► Community Dialogue – The TPO will use interactive webcasts to preview upcoming meetings and events and answer community questions. These webcasts, to be broadcast on a continuing basis, will broadcast live and archived webcasts will be available for viewing on demand. ► Culturally-Sensitive Outreach Materials – The following principles will be followed in
the preparation of outreach material: o
Use appropriate language (for example, say “people with disabilities” instead of the “disabled”)
o
Consider colors and graphics that appeal to target groups
o
Incorporate photos and art that depict people of diverse cultures, age, abilities and economic status
o Demonstrate respect for cultural sensitivities and prohibitions
APPROVED
9
JUNE 7, 2012
► Informational Videos – The TPO will develop and publish short (2-3 minutes) informational videos on key transportation topics and issues. These videos will be shown prior to Board or public meetings, posted on the TPO website and distributed through the use of social media. They will include some orientation-related videos, e.g., “What is a Long Range Transportation Plan?” ► “Polk Transportation Diaries” – The TPO will produce a video series that chronicles the travel experiences (all modes) of Polk County residents. These short videos will help to put a “face” on transportation issues. ► Video Glossary – The TPO will produce a video glossary of transportation terms as part
of its public education efforts. This glossary, to be distributed electronically, will complement a print version and use visuals to enhance the public’s understanding of transportation terms.
APPROVED
10
JUNE 7, 2012
Network
► Citizens’ Advisory Committee – The Citizens’ Advisory Committee is a standing committee comprised of citizens from around the county. The committee helps form transportation plans and programs and provides recommendations to TPO Board. The Citizens’ Advisory Committee will transition into the Transportation Advisory Network in 2014 as an alternate mechanism for public involvement. As part of this transition the TPO will: o merge the Citizens’ Transit Advisory Committee (committee of Polk Transit) with the TPO Citizens’ Advisory Committee to increase representation of transit users or those who have an interest in public transportation; o the meetings of the Citizens’ Advisory Committee will be scheduled to coincide with the development of major work products for the TPO and Polk Transit; o broadcast the Citizens’ Advisory Committee meetings as part of interactive webcasts; and o encourage current Citizens’ Advisory Committee members to continue to participate in the TPO planning process as part of the Transportation Advisory Network. ► Citizen Transportation Planner Program – The TPO will develop a short course or program to educate citizens on the TPO planning process and the role of transportation planning in building better communities. This short course, to be offered in-person and online, will provide an opportunity for citizens to gain a better understanding of the TPO planning process in order to become more engaged in the process. Graduates, or “Citizen Transportation Planners”, will be recognized by the TPO Board and provide opportunities to be ambassadors or advocates for their local community or neighborhood. ► Transportation Advisory Network – The TPO will establish a Transportation Advisory Network as an alternate mechanism for citizen involvement with the objective of increasing public involvement. The Transportation Advisory Network, to be formed through community outreach efforts, will provide a less formal and more extensive structure for public participation and comment.
APPROVED
11
JUNE 7, 2012
The Advisory Network will include a broad cross-section of local residents with adequate representation of minorities, the elderly and persons with disabilities. It will include representatives from community organizations, professional organizations, neighborhood associations and the private sector. Members will have the option of receiving material on transportation plans, projects and services in either an electronic or accessible print format. Social media, e.g., Facebook and Twitter, will be used disseminate information and collect public comments with links to the TPO and Polk Transit websites as appropriate. Staff will maintain both traditional and electronic e-mail address lists for direct mailings to the Advisory Network. Regular meetings of the Transportation Advisory Network will be scheduled to coincide with the development of major work products for the TPO and Polk Transit. The meetings will be held in central, accessible locations, and members will have the option to participate either in-person or through an interactive webcast of the meeting. The meetings will be re-broadcast on Polk Government Television (PGTV) and available for on-demand viewing online through the TPO and Polk Transit websites. Staff will solicit comments and recommendations from the members in attendance at the Transportation Advisory Network meetings. Participants viewing the meetings online (during or after the live meeting) will be given an opportunity to provide comments as well. Comments and recommendations formulated through the Transportation Advisory Network will be compiled and reported to the TPO Technical Advisory Committee, TPO Board and Polk Transit Board of Directors for their use and consideration. These public comments as well as information on the disposition of these comments will be included in quarterly progress reports to grantor agencies.
APPROVED
12
JUNE 7, 2012
Monitor
► Dashboard Measures – The TPO will develop and implement a “dashboard” or quick reference measures to summarize public involvement activities, e.g., website hits and number of community meetings and speaking engagements. As feasible, these dashboard measures will be featured prominently on the TPO website. ► Quarterly Progress Report – The TPO will publish a progress report quarterly to include the dashboard results and summary of public involvement activities and public comments. These reports will be submitted to grantor agencies as part of the TPO’s quarterly grant invoices. ► Annual Report – The TPO will prepare an annual report that includes a summary of public involvement activities and an evaluation of public outreach efforts. This report will form an integral part of the TPO’s annual certification review.
APPROVED
13
JUNE 7, 2012
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[ OP-ED COLUMN ]
Become a Transportation Adviser Polk County was and remains the crossroad of transportation in Florida. We are also at a crossroad as we map the future of transportation in Polk County. By TOM DEARDORFF Published: Monday, January 21, 2013 at 2:38 a.m.
In the early 1900s, Polk County earned the moniker Imperial Polk County because, in part, of the expanse of its highway system. Today, Polk is the ninth-most-populous county in the state, with 3.2 percent of Florida's population. It accounts for almost 4 percent of the state's highway miles. Polk County was and remains the crossroad of transportation in Florida. We are also at a crossroad as we map the future of transportation in Polk County. Our predecessors made a celebrated investment in Polk's road system. What is the right mix of transportation investments for the future? What is needed in the way of roads, transit, rail, bicycle lanes, sidewalks and trails to meet the travel needs of tomorrow? You can help us address these questions. The Polk Transportation Planning Organization is composed of a 19-member board of local elected officials, advisory committees and staff. Its charge is to plan and prioritize the funding of transportation projects and services, and as part of this process, it is vital to hear from citizens to understand their daily travel needs. The automobile continues to be the primary mode of transportation in Polk County, just as Polk continues to have a superior roadway system. Since 2000, daily traffic on our roads has grown at a faster pace than our population — 3 percent annually compared to 2 percent. With the completion of recent projects, we have a highway network that is relatively congestion-free. Will the construction of more and wider roads continue to be the norm in the future? If so, what will be the associated fiscal, community and environmental impacts? The TPO wants to hear your thoughts on traffic congestion and the need for future road projects. We know that the automobile cannot meet all of our mobility needs. More than 35 percent of Polk's population has been identified as potentially "transportation disadvantaged" — people who because of disabilities, age, income or other factors do not have access to a personal vehicle or cannot drive. By the year 2030, more than one in four residents in Polk is expected to be over the age of 65. What will be the transportation needs of an aging population in Polk? We need to hear about how the travel needs of your family may change. Polk is fortunate to have public transportation as a community asset. Since 2000, the number of transit trips has increased from 1.5 million to nearly 2 million annually. Transit has a strong history in Polk County, and it appears the best is yet to come. Polk Transit recently adopted the My Ride program after extensive public involvement with dozens of listening sessions. This 10-year plan provides a roadmap
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for the future of public transportation in Polk County with services tailored to the
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In 2014, construction will begin on Phase II of SunRail. This expansion to Poinciana will bring commuter-rail service to within five miles of the Polk County line. Can commuter rail service be extended into Polk? What can be done to encourage residents and visitors to leave their car at home? Your comments can add to the growing dialogue on public transportation. There are approximately 245 miles of sidewalks, 379 miles of bicycle lanes and 62 miles of multiuse trails in Polk County. These facilities provide additional travel options, and contribute to healthy lifestyles and livable communities. In 2013, Bike Florida will bring more than 1,000 cyclists to Polk County to experience our bicycle routes and natural beauty. What connections are needed to improve access to and build on our current trail system? We want to hear about your experiences traveling by bicycle or on foot. As we stand at the crossroads of the future, there are many transportation-related questions. We don't have all the answers, but we recognize the source of these answers is you, our citizens The Polk Transportation Planning Organization is expanding its public involvement with the formation of a new adviser network. It's an easy way for citizens to stay informed and help chart the future of transportation. Through traditional and digital media (join us on Twitter and Facebook), citizens can comment on proposed projects, participate in surveys and interactive sessions, enjoy fresh, informative videos and get real-time updates from meetings and events. For more information and to become a member, contact the TPO at 863-534-6709 or visit www.polk-county.net/theadvisernetwork. [ Tom Deardorff is executive director for the Polk Transportation Planning Organization. ]
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