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Memorandum

To: Board of Commissioners

CC:

From: Suhail Kanwar, Public Works Director

Date: August 3, 2019

Subject: Public Outreach Policy for Road Projects

Public outreach is a critical part of success of any public project. This policy memorandum is

written to create an effective public outreach process. Members of the public need to be
involved at all stages of the project using the following steps:

Scope Development: During the project scope development process by the Engineering
staff, the public needs to be invited for their input right at the inception of the project. Initial

project scope needs to be presented to the council in a public meeting and then published in an
official paper. After receiving feedback from the public and elected officials, the scope is
adjusted accordingly and moved to the preliminary design process.

Project Website: An interactive project website should be developed with a link to the

official website. This is to allow the public to review the development of the project scope,
design, and timelines in order to give their direct feedback. The Project Website would include,
project scope, contact person information, and estimated timelines and exhibits to show
various details of the project. Also, user friendly tools for the public to give their input should
be included on such websites.

Outreach to Impacted Property Owners: All directly impacted property owners should
be contacted through registered mail and followed up with a phone call to invite them to one
on one meetings to hear their input. This process needs to be recorded in detail.

Public Hearing at 90% Completion Stage: A well published public hearing after the 90%
completion stage should be held at a public Arena. All elected officials and impacted property
owners should be invited through a formal invitation and members of the rest of the public
should be invited by a published public hearing notice. Well-designed exhibits and other visual
aid displays for public view should be available during all such public hearings.

Public Hearing Before The Bid Advertisement: Public input should be sought at the
time of requesting commission permission to start advertisement of the bid package. The