Seek to partner with the Advisory Council to sponsor forums on MPO/ RTAC defined topics and questions

The Advisory Council is a primary arm of public involvement for the MPO; to generate useful public input to the MPO for its decision making

Plan special Advisory Council/ MPO forums in collaboration with MPO; seek involvement of a broad set of Advisory Council and MPO-related participants

At least one a year

Collaborate with MAPC on specially targeted public outreach events

Invite MAPC to partner with the MPO in one or two major outreach events per year; to reach a broader set of participants; improve effectiveness of MPO outreach; incorporate new techniques

Work with MAPC (and possibly other partners) to plan one or two forums or special topic discussions

One or two  events per year

Conduct more evaluations of public-participation program effectiveness

Important to know how well the Program is performing and where improvements are needed

Implement a more rigorous program of data collection and a regular schedule for evaluations

Data collection, ongoing; evaluations, annually

Post more News Flashes; cover more topics

Use the website and News Flashes as the initial media for MPO news and convert them to other media for broad distribution; to interest and inform the public

Prepare News Flashes related to major actions at MPO, Advisory Council and AACT meetings; invite participation; feature MPO-funded products

Ongoing

Send more press releases on MPO activities

Use the MPO’s News Flashes as the basis for short press releases; to increase opportunities for media coverage and public participation

Expand News Flash text into press release format and distribute through MPOmedia

Ongoing

Encourage forwarding of email notices and News Flash postings

Sensitize recipients to importance of forwarding MPO notices and updates; to expand distribution of MPO notices to involve new parties

Incorporate text into all MPOinfo messages that encourages recipients to forward notices

Ongoing

Track publication of MPO news

Explore which organizations are publishing MPO news; to gauge effectiveness and know where there are gaps in outreach

Research cost of tracking publication of MPO news; if feasible, plan and implement a program

Ongoing

Seek help from MassDOT media office

MassDOT is in frequent contact with the media and may have useful ideas for MPO communications; to improve publication of MPO news

Meet with MassDOT media office

Early each fiscal year, coinciding with MPO public outreach for new documents

Work with public libraries to encourage them to make MPO information available

The MPO no longer mails printed materials unless specifically requested; to elicit public library support in printing and posting notices and TRANSreport

Conduct outreach to regional consortiums of public libraries, explaining the work of the MPO and the role libraries could play in the public-information and participation process

One-time initial outreach to libraries; Ongoing communication

Use an RSS feed

Research using an RSS feed to alert parties of new News Flash postings; attract more interest; share more information

Staff will research using RSS feed

Initial research, and if promising, a trial period before implementation

Facilitate and accept public comment before MPO meetings

Solicit comment (possibly through links on the calendar page for each MPO meeting) in advance of meetings; to use the website to collect input and bring it directly into MPO meetings

Collect comments prior to MPO meeting and submit to Chair for reading into the record during public-comment time

With every MPO meeting (bi-monthly, usually)

Create more surveys on the MPO website

Use surveys more frequently to gather public input; to increase website use as a tool for public input

Identify survey topics based on upcoming MPO planning and decision making  

Approximately four per year

Update website for improved LEP accessibility

Post MPO vital documents and accessibility statement more prominently; to facilitate LEP and other Title-VI-related persons’ access to MPO information and processes

Review and implement

One update

Use more graphics

Improve communication through graphical representation of processes and information; to communicate more clearly and facilitate translation

Convert narratives in Plan to graphics

For initial Program and Plan updates and as future practice

Increase use of MPO’s “Invite Us Over” speaker program

Promote work of the MPO and offer Staff’s participation at an organization’s meeting; to provide a participant-convenient venue and format and reach new and members of the public

Consider creating a spot on the MPO’s website listing topics and personnel to be contacted to schedule a presentation/ discussion at a regularly scheduled meeting of an organization

Ongoing

Have the website function as an online alternative to the printed public participation plan and an easy point of access to other MPO content on the website

Break the information in the Plan into basic components and use the Public Involvement webpage as a portal to access each; to give the public more direct access to information, to better keep the Plan current and dynamic, and use contemporary methods 

Prepare topic modules for revised Public Involvement webpage

Reorganization and to post material will be one-time project; updating will be ongoing

Prepare topic modules as meeting handouts and easily updated informational materials

Create individual topic pieces for each of the major Program components; these will be easy to update and use individually, as needed

Prepare topic materials

Creating materials will be a one-time project; updating will be ongoing

Present most key information in graphical form

Graphical depictions of MPO processes and other information will be created to post on the website and use at MPO-sponsored meetings; to support clarity and simplicity of information, facilitate communication with LEP populations

Prepare graphics and tables to explain MPO processes and other information; these can be translated for LEP populations

Design will be one-time project; updating will be ongoing

Translate the vital MPO documents

Regulations require vital documents be identified and translated into the languages indicated by the Four Factor Analysis

Translate vital documents into the languages of policy for posting on the website; use the Four Factor Analysis to determine other languages, based on the location for MPO or MPO-sponsored meetings

Initial translation of vital documents will be one-time project; annual update of documents and translations will be conducted each September; translation of meeting notices and document summaries will be done as needed

Conduct a triennial Four-Factor Analysis and apply results to MPO ongoing meeting and outreach planning

See above

Develop a protocol for using the Four Factor Analysis for ongoing operations

Reviews for translations will be conducted in planning for each meeting

Consult with local leaders on language needs and cultural issues for each MPO-sponsored meeting outside of the State Transportation Building

Conversations with local leader(s) in vicinity of a planned meeting can provide insights on particular needs that would facilitate public participation; to encourage and facilitate participation by all members of the public

Ask a local leader when planning a meeting outside of the STB

Ongoing, for each meeting outside of STB

Use audio recording devices to collect oral comments

People with low or no vision or low literacy may be encouraged to make comments if they could be submitted orally; to facilitate public participation

Provide this capability at each MPO and MPO-sponsored meeting

Ongoing, for each meeting

Post translations of meeting and other notifications on website

Posting translated versions of notices would eliminate a step for an LEP person seeking opportunities to participate; to facilitate participation by LEP persons

Standardly post translations of meeting notifications (in the three primary languages other than English) on the website

Ongoing, for each meeting outside of STB

Make large-format versions of key meeting materials available

Support accessibility of information provided at public meetings; to facilitate participation

Implement a standard practice of bringing three copies of large-format documents to meetings

Ongoing