DRAFT FISCAL YEAR 2013 UNIFIED PLANNING WORK PROGRAM

Transcription

1 DRAFT FISCAL YEAR 2013 UNIFIED PLANNING WORK PROGRAM EXECUTIVE SUMMARY PREPARED BY THE GSATS POLICY COMMITTEE, THE SOUTH CAROLINA DEPARTMENT OF TRANSPORTATION, AND THE WACCAMAW REGIONAL COUNCIL OF GOVERNMENTS AND DEVELOPED IN COOPERATION WITH: THE FEDERAL HIGHWAY ADMINISTRATION; HOWEVER, THE CONTENT OF THIS REPORT DOES NOT NECESSARILY REFLECT THE OFFICAL VIEWS OR POLICY OF THE U.S. DEPARTMENT OF TRANSPORTATION

2 Table of Contents INTRODUCTION... 3 ORGANIZATION... 4 UNIFIED PLANNING WORK PROGRAM... 6 I. Administration... 6 II. Land Use and Planning Information... 7 III. Special Area Projects/Studies... 7 IV. Plan Development... 8 V. Program Development and Maintenance... 9 FUNDING & SCHEDULING Table I Proposed Funding Sources Table II Proposed Agency Participation Table III SAFETEA-LU Task Matrix Table IV Milestone Matrix Attachment I MPO & RTA Agreement Attachment II GSATS Public Participation Process Attachment III Current Status Report Attachment IV GSATS Study Area Map Attachment V Coordination Requirements for Procurement of Consulting Services Approval Certification of Planning Process

3 INTRODUCTION The Grand Strand Area Transportation Study (GSATS) Policy Committee was formed on August 2, The formation of GSATS was in preparation of the Grand Strand area being designated an Urbanized Area (UZA) by the 1990 Census. The 1990 Census designated Myrtle Beach, Socastee, Surfside Beach, Garden City, Murrells Inlet and environs as the Myrtle Beach UZA. The GSATS Policy Committee was designated as the Metropolitan Planning Organization (MPO) Policy Committee on May 18, The Waccamaw Regional Council of Governments (WRCOG) and the South Carolina Department of Transportation (SCDOT) have been designated as the Planning Staff of the MPO. The MPO Study Area will be the land eastward of the Waccamaw River from the North Carolina Border to where it intersects with US 701, then follows the US 701 alignment to Georgetown and takes in the Cities of Georgetown and Conway (see enclosed map Attachment IV). This Unified Planning Work Program (UPWP) specifies the planning activities and budget for the GSATS area during fiscal year Planning activities completed during the fiscal year 2012 included daily administration of the MPO, its Committees, and special planning activities included in the 2012 UPWP. The GSATS 2035 Long Range Transportation Plan (LRTP) is complete. The Executive Summary posters and CD were prepared and printed. The approved 2035 LRTP was incorporated into the GSATS website and staff presented the Plan to numerous community groups. Staff also assisted in developing a project prioritization criteria intended to be compliant with South Carolina s Act 114. During 2012 it was also necessary to solicit for projects and develop a prioritized Transportation Improvement Program that included three additional years and more than 20 million dollars. Significant time was also spent managing and developing a special routing and way finding study, which included collecting origin and destination data via Bluetooth. 3

4 ORGANIZATION The GSATS Policy Committee was designated by the local governments and the Governor as the Metropolitan Planning Organization for the Myrtle Beach Urbanized Area. The Policy Committee is governed by its own bylaws and consists of the following voting members: City of Myrtle Beach (2) Mayor and Councilman City of North Myrtle Beach (1) Mayor City of Surfside Beach (1) Mayor City of Conway (1) Mayor City of Georgetown (1) Mayor Town of Atlantic Beach (1) Mayor Town of Briarcliffe Acres (1) Mayor Town of Pawleys Island (1) Mayor Horry County Council (2) Chairman and Councilman Georgetown County Council (1) Chairman Horry County Legislative Delegation (3) (1) Senator and (2) House Members representing GSATS Area Georgetown County Legislative Delegation (2) Senator and House Member representing GSATS Area S.C. Dept. Of Transportation (2) District Commissioner and Secretary (or representative) Waccamaw Regional Transportation Authority/Coast (1) Chairman And the following non-voting members: Horry County Planning Commission (1) Chairman Georgetown County Planning Commission (1) Chairman 4

5 Waccamaw Regional Council of Governments (1) Chairman or Executive Director Federal Highway Administration (1) Division Administrator SC Dept. of Transportation (1) District Engineering Administrator Myrtle Beach International Airport (1) Director South Carolina State Ports Authority (1) Georgetown Director This designation conveys the responsibility of discharging the planning provisions of the Federal Aid Highway Legislation (Title 23 USC) and the Safe Accountable Flexible Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU), in the Grand Strand Area, to the Policy Committee and South Carolina Department of Transportation. The GSATS staff shall consist of Waccamaw Regional Council of Governments staff and SCDOT's Planning Section. The Policy Committee has an advisory committee, the Study Team, whose function is to review, evaluate and recommend ranking of proposed projects and policies to the Policy Committee. The Study Team consists of the following members: Horry County Planning Director Georgetown County Planning Director Transportation Director, WRCOG Planning and Environmental Engineer, FHWA* Statewide Planning Chief, SCDOT Project Engineer, SCDOT District Traffic Engineer, SCDOT Economic Development Manager, SCDOT-DMT Myrtle Beach Planning Director North Myrtle Beach Director of Planning Georgetown Planning Director Conway Director of Planning Surfside Beach Town Administrator General Manager, Coast RTA Atlantic Beach Town Administrator *A By-Law amendment designating the FHWA Study Team member as the Planning Program Manager is anticipated, along with other amendments, in

6 UNIFIED PLANNING WORK PROGRAM The work program describes the specific tasks to be performed in the fiscal year (July 1, June 30, 2013) for the Grand Strand Area Transportation Study. The work tasks and methodologies are outlined for each activity. The activities are listed as follows: Administration, Planning, Special Studies, Plan Development and Program Development and Maintenance. Amendment of the UPWP is described on page 16 of GSATS Public Participation Process as approved in August of The most recent overview of the status of transportation planning activities is included in Attachment III. I. Administration Objective: The objective of this element is to administer the transportation planning program in the Grand Strand Area. Administration of the program includes: coordination of all activities of the Policy Committee and Study Team, development of reports, providing information and liaison activities with local government agencies and the general public. Other administrative activities include the preparation of narrative and expenditure reports, financial accountability/annual audit, correspondence, record keeping, billings, training activity, and other transportation staff related activities in the UPWP. Methodology: The staff will provide assistance to the GSATS Policy Committee and Study Team in developing the GSATS Program, and other programs and projects during the year. The Waccamaw Regional Council of Governments planning staff will maintain records of and convene all GSATS Policy Committee and Study Team meetings. Members of the staff may attend selected training sessions and seminars on urban transportation and transit planning in order to keep abreast of changing regulations and transportation technologies. Financial accountability will be maintained through an annual audit of records and internal controls. An effort will be made to give officials and the general public a greater understanding and appreciation of the transportation planning process in the Grand Strand Area. The Waccamaw Regional Council of Governments (WRCOG) staff will coordinate with the South Carolina Department of Health and Environmental Control on air quality concerns related to transportation. Products: (I A) Minutes, meeting summaries, resolutions, agreements, audits and other records of GSATS will be produced and maintained. All required documents will be published. (I B) Copies of written correspondence concerning GSATS or transportation related activities with citizens, local governments, developers, and other agencies will be maintained to provide a record of the year's activities. (I C) All activities as specified in the Public Participation Process will be met along with a continuous evaluation of the process. (I D) The FY 2013 UPWP will be maintained and the FY 2014 UPWP will be developed. (I A, B, C, & D) GSATS will coordinate with SCDOT, NCDOT and local jurisdictions in North Carolina in an effort to form a bi-state agreement. In 2013, it will be necessary to update the study area boundary and modify policy committee and study team membership to include representation from North Carolina. This will require a Policy Committee resolution on adjustment to the study area boundary and any voting structure/bylaw changes. GSATS will seek resolutions of support from any entity joining the MPO. WRCOG staff will transmit necessary documentation of such efforts to SCDOT to coordinate the Governor s designation. 6

7 Staffing: The staffs of the SCDOT and the Waccamaw Regional Council of Governments will be used. Functional Agency Responsibility: SCDOT and WRCOG. II. Land Use and Planning Information Objective: Maintain land use and road network data for GSATS Model area. Special emphasis will be given to areas of high growth and individual zones that have had significant growth since the last Long Range Transportation Plan. Consideration will be given to identify TAZs that have a greater mode shift than is average for the region. Previous Work: Staff has been trained on the updated TransCad software and is competently using the 2035 model. Model revisions to incorporate expansion areas and projects with statewide significance were completed. Land Use projections through 2035 were produced along with a significantly improved network. Bicycle/pedestrian and transit road networks were also created. Preliminary evaluation of TransModeler for use in full scale micro simulation of the GSATS network is complete, several corridors have been tested, and staff anticipates using this software for the next major update. Methodology: Data collected will be maintained in Arc GIS or TransCad formats. The Urban Area boundary will be evaluated and compared to the land use inventory collected for the travel demand model. Staff will continue to work with the SCDOT and the City of Myrtle Beach to obtain signal timing so that it may be included in the next travel demand model update or small area studies. Staff will develop a working group of local GIS staff to prepare best practices for collecting 2015 land use data set. Product: (II A, B, & C) Appeals to the US Census Bureau for modifications to the 2010 Urban Area; and GIS land use collection methodology for use in the GSATS 2040 Long Range Transportation Plan. Staffing: The staffs of SCDOT and Waccamaw Regional Council of Governments. Functional Agency Responsibility: WRCOG. III. Special Area Projects/Studies Objective: To provide assistance to local governments on specific transportation problems within the region. To continue to advocate access management standards and work with members of the Study Team who are interested in adopting stricter controls. To continue to work with The Coast RTA, as per the MPO/Transit Operator Agreement (see Attachment I), including the updating of the Transit Development Plan for the region, special transit studies as associated with large trip generators, and the development of a Feasibility Study - Transit Multimodal Center. To continue to work on the Southern Evacuation Life Line (S.E.L.L) project 7

8 and other small area transportation studies that are developed. Work with member jurisdictions to implement identification signs for the East Coast Greenway. Previous Work: Membership in the Association of Metropolitan Planning Organizations and annual maintenance fees for modeling software. Work on the Southern Evacuation Life Line project (S.E.L.L.). Work on the US 17 Bypass Committee, the Conway Thoroughfare Plan, the North Myrtle Beach and Horry County Corridor Study, and the Georgetown County Transportation Plan; City of Georgetown Wayfinding Study. As well as assisting local governments and their consultants with development of project reports for Coastal Carolina University, Harrelson Boulevard, and Marina Drive. Working with Coast RTA and their consultant on an updated Transit Development Plan. Updated GSATS web page as well as continuing GSATS branding efforts. Methodology: (III A, B, D, E & F) Staff will provide assistance to local governments on transportation projects upon request. These studies may be for a local or regional project. Staff will work with the all parties and manage studies when requested. Products: (III C & F) Reports will be submitted as necessary or as required. A final document will be presented to the Policy Committee for their consideration for inclusion in the GSATS Long Range Transportation Plan if warranted. Staffing: Waccamaw Regional Council of Governments, Coast RTA, and SCDOT. Functional Agency Responsibility: SCDOT, SCDOT-DMT and WRCOG IV. Plan Development This section is devoted to the GSATS 25 Year Transportation Plan. Objective: Implement a plan and prepare for LRTP Updates. Other plan development activities include, conducting public hearings, and handling all correspondence and developments with regard to the Long Range Transportation Plan. Previous Work: The completion of the GSATS Long Range Plan Update. Recommended projects from the Conway Thoroughfare Plan, the North Myrtle Beach and Horry County Corridor Study, and the Georgetown County Transportation Plan were included in the Long Range Transportation Plan by amendment. Methodology: (IV B) Evaluate public input received and consider changes to the current Plan. (IV A, C & D) GSATS will continue to review the reprioritized list of projects, considering Title VI Requirements contained in the federal regulations. (IV E) GSATS will also host and participate in quarterly meetings of the Waccamaw Air Quality Coalition, in cooperation with the United States Environmental Protection Agency and South Carolina s Department of Health and Environmental Control. 8

9 Product: (IV A, B, C, D & E) Population and land use estimates using 2010 Census data to amend the travel demand model. Possible simple amendments to the LRTP based on modification of to the Study Area Boundary. A Congestion Management Plan, or significant drafts, is anticipated in Staffing: The staffs of SCDOT, a qualified consultant, and the Waccamaw Regional Council of Governments may be used. Functional Agency Responsibility: SCDOT and WRCOG. V. Program Development and Maintenance This section describes the Transportation Improvement Program (TIP), Transportation Enhancement Program (TEP), and Public Transportation Planning. Objective: Update the FY TIP and TEP including Public Transportation Planning and incorporate the Advanced Project Progress Reports (APPR) into the process. Previous Work: The current GSATS TIP was developed for fiscal years based on local and State needs within the Study Area. The Program is anticipated to be adopted by the GSATS Policy Committee in Fiscal Year 2012 and endorsed by the local governments. Amendments to the TIP for cost overruns and additional monies provided by the American Recovery and Reinvestment Act were approved in Fiscal Year 2010 along with a TEP. A public input policy (See attachment 2) and a Public Participation Plan (PPP) have been established to solicit citizen participation. This policy will be revisited to determine if additional public involvement can be generated. The TIP will be available for public input in accordance with the GSATS PPP. This input will be considered, as per the policy, before any TIP is finalized. A list of prioritized intersections has been included in an amended TIP. A turning movement data collection tool has been procured and deployed at intersection improvement locations on the second Intersection Improvement list. Methodology: The TIP will be amended to reflect new information contained in the Long Range Transportation Plan. Specific TIP solutions and strategies will be evaluated and included in the plan and programmed as needs and resources indicate. Emphasis has been placed on maximizing the existing transportation network, by widening routes where needed and improving the function of existing intersections. Staff is also working on the Bus Shelter/Bus Stop line item in the TIP. The GSATS staff and Study Team will review all items, recommend projects, and recommend a program to the Policy Committee. An additional emphasis will be placed on intersection improvements as an attempt to address safety as well as congestion. Enhancement projects have been programmed determined by an eighty percent set aside for East Coast Greenway related projects and the remaining twenty percent rotated between participating units of government, with a cap at $40,000 per project (federal share) for all 9

10 jurisdictions with the exception Conway because they are not eligible for East Coast Greenway funds. Staff will work to ensure viable projects are developed and completed. Product: (V A, B, C, & D) The necessary work papers and work maps that contribute to the development or revision of the program will be produced. Projects will continue to be developed and Participation Agreements executed. The FY TIP and TEP will be amended, if needed, to reflect the recommendations of the Study Team and Policy Committee. Functional Agency Responsibility: SCDOT and WRCOG. FUNDING & SCHEDULING The funding, by activity and source, for the transportation program of the Grand Strand Area Transportation Study (MPO) may be found in Table II. Individual tasks and their estimated time of completion and tracking schedules can be found in Table III. Milestones and benchmarks for activities with firm timelines are included in Table IV. Other tasks and routine activities are expected and will be continuous; however, because specific deadlines may not be reasonably anticipated they are not included in Table IV. 10

11 TABLE I PROPOSED FUNDING SOURCES FY 2013 FHWA LOCAL WORK TASK CONSOLIDATED SHARE TOTAL Administration 20% 81,364 20, ,706 Land Use & Planning 10% 40,682 10,171 50, Special Area Studies 15% 61,023 15,256 76,279 Plan Development 30% 122,047 30, ,558 Program Development & Maintenance 25% 101,706 25, ,132 TOTAL 100% 406, , ,528 4/6/2012

12 TABLE II PROPOSED AGENCY PARTICIPATION FY 2013 QUALIFIED WORK TASK WRCOG SCDOT CONSULTANT TOTAL Administration 101, ,706 Land Use & Planning 50, , Special Area Studies 76, ,279 Plan Development 102, , ,558 Program Development & Maintenance 127, ,132 TOTAL 458, , ,528 4/6/2012

13 13 ID Category 2013 UPWP TABLE III SAFETEA-LU TASK MATRIX Economic Vitality Safety Security PLANNING FACTORS Accessibility and Mobility Environment, Energy Conserv, Econom Devel Integration and Connectivity System Management and Operation System Preservation Estimated Completion Date I Program Administration I A General Administration X X X X X X X X Continuous PL Quarterly Report I B Governmental Relations X X X X X X X X Continuous PL Quarterly Report I C Public Particiaption Process X X X X X X X X Continuous PL Quarterly Report I D UPWP Maintenance and Development X X X X X X X X Apr-13 PL Quarterly Report II Planning - Model Maintenance II A Land Use Data X X X X X X X X Continuous PL Quarterly Report II B Signal Retiming Program X X X X X X X X Jun-14 Technical Memo II C Geographic Information Systems X X X X X X X X Continuous PL Quarterly Report III Special Area Studies/Projects III A Technical Training and Travel X X X X X X X X Continuous PL Quarterly Report III B Transit Planning Assistance X X X X X X X X Continuous PL Quarterly Report III C Regional Wayfinding Study X X X X X X X X Mar-13 Technical Memo III D Human Service Coordination X X X X X X X Continuous PL Quarterly Report III E Miscellaneous/Technical Assistance X X X X X X X X Continuous PL Quarterly Report III F Other Activities X X X X X X X X Continuous PL Quarterly Report IV Plan Development IV A Long Range Plan Amendments X X X X X X X X Continuous PL Quarterly Report IV B Public Participation Process X X X X X X X X Continuous PL Quarterly Report IV C Title VI Requirements X X X X X X X Continuous PL Quarterly Report IV D East Coast Greenway X X X X X X X Continuous PL Quarterly Report IV E Air Quality X X X X X X Continuous PL Quarterly Report V Program Development/Maint. V A Maintain FY TIP X X X X X X X X Continuous PL Quarterly Report V B Intersection Improvements X X X X X X X X Continuous PL Quarterly Report V C Enhancement Program X X X X X X X X Continuous PL Quarterly Report V D NCDOT Merger Process X X X X X X X X Continuous PL Quarterly Report Tracking of tasks contained within the UPWP will occur in several different ways. When a task includes an outside consultant the reporting will be done by progress reports or technical memos, as a provision of the contract. All other tasks will be tracked by quarterly planning reports, with the exception of when a task has been completed. Tracking Schedule*

14 14+ ID 2013 UPWP TABLE IV Schedule of Milestone and Benchmarks* Category Summer Fall Quarter Winter Spring Estimated Completion Date I Program Administration I A Meeting Notices and Summaries X X X X Continuous PL Quarterly Report I A Financial Records and Quarterly Report X X X X Continuous PL Quarterly Report I B Maintain project specific electronic and paper files X X X X Continuous PL Quarterly Report I C Update website X X X X Continuous PL Quarterly Report I D Draft 2014 UPWP X X Apr-13 Technical Memo I A,B,C&D MOU and Bylaw Update X X X Mar-13 Technical Memo II Planning - Model Maintenance II A & C Develop Model for 2015 Land Use Data Collection X X X Apr-14 Technical Memo II B & C Monitor Signal Retiming Program X X X Jun-14 PL Quarterly Report III Special Area Studies/Projects III B & E Procure consultant services as nessecary X X X X Oct-12 Technical Memo III C Facilitate Regional Wayfinding Study X X X Mar-13 Technical Memo IV Plan Development IV A Prepare Population and Growth Projections with 2010 Census results X X X Feb-13 Technical Memo IV A,B,C&D Maintain and Publish Google Map LRTP X X X X Continuous PL Quarterly Report IV A,B,C,D&E Evaluate Public Participation Process X X X X Continuous PL Quarterly Report IV A,B,C,D&E Boundary Update X X Mar-13 Technical Memo IV A,B,C,D&E Congestion Management Plan X X X Dec-14 Technical Memo IV E Host Regional Air Quality Coalition Meeting X X X X Continuous PL Quarterly Report V Program Development/Maint. V A&D Maintain and Publish Google Map TIP and TEP X X X X Continuous PL Quarterly Report V A,B,C&D Monitor project Participation Agreements X X X X Continuous PL Quarterly Report V C Review and submit 2013 Transportation Enhancement Appplications X X Oct-12 PL Quarterly Report *This is a sample of milestones and benchmarks that may or may not be attained. Other tasks and routine activities (for which specific deadlines may not be reasonably anticipated) are expected and will be continuous. This list is in no way meant to be comprehensive. Milestones and benchmarks will be tracked in Quarterly Reports and Technical Memos. Tracking Schedule

15 MPO AGREEMENT WACCAMAW REGIONAL TRANSPORTATION AUTHORITY GRAND STRAND AREA TRANSPORTATION STUDY

16 April 2011 MEMORANDUM OF UNDERSTANDING BETWEEN WACCAMAW REGIONAL TRANSPORTATION AUTHORITY AND THE GRAND STRAND AREA TRANSPORTATION STUDY IMPLEMENTING THE SAFE, ACCOUNTABLE, FLEXIBLE and EFFICIENT TRANSPORTATION ACT A LEGACY FOR USERS (SAFETEA LU) This MEMORANDUM OF UNDERSTANDING between WACCAMAW REGIONAL TRANSPORTATION AUTHORITY, hereinafter called WRTA, and the GRAND STRAND AREA TRANSPORTATION STUDY, hereinafter called GSATS, is created pursuant to 23 CFR (b) which states that there be an agreement between GSATS, as the designated Metropolitan Planning Organization (MPO), and WRTA as the operator of publicly owned transit services which specifies cooperation procedures for carrying out transportation planning and programming. WITNESSETH, WHEREAS, GSATS and WRTA are mutually interested in the conduct of the planning process and in the development, exchange and analysis of information related to the performance of the existing and future multimodal transportation system; and WHEREAS, GSATS and WRTA are mutually interested in the implementation of a multimodal transportation system. GSATS and WRTA agree to consultation and coordination in development of the following plans and programs: Long Range Transportation Plan, Transportation Improvement Program, multi-modal corridor studies, Transit Environmental Impact Statements/Preliminary Engineering; and, a short-term Transit Investment Plan and other corridor studies; and WHEREAS, the Metropolitan Transportation Planning program is in the mutual interest of GSATS; and WHEREAS, GSATS and WRTA have existing responsibilities for complying with Federal, State, and Local regulations related to transportation and the provision of public transit. NOW THEREFORE,

17 GSATS AGREES TO: 1. Adopt and maintain the Long Range Transportation Plan and the Transportation Improvement Program as required for the receipt of federal transportation funds including coordination of GSATS and WRTA public involvement processes. 2. Provide for the coordinated, cooperative and continuing transportation planning and programming process. 3. Conduct multi-modal corridor plans in areas needing major transportation investments as called for in the LRTP. Coordinate with WRTA as they conduct studies of transit system related projects needing a major transportation investment. 4. Coordinate with SCDOT on early, ongoing, and responsive public involvement activities, as required by SAFETEA - LU, in the transportation planning and programming process. WRTA AGREES TO: 1. Coordinate and consult with GSATS on development of transit plans and programs as they relate to performance of the regional transportation system. These include but are not limited to the following: short term Transit Investment Plan, ADA Paratransit Service Plan, transit management systems planning, WRTA annual service plan, access to jobs and reverse commute programs, other transit services planning, pedestrian access to transit planning and park-and-ride facility planning. WRTA shall also provide technical assistance in preparing transit elements of the Regional Transportation Plan. This includes development of proposed transit networks for regional travel forecasting models. 2. Coordinate and consult with GSATS in conducting studies for transit system projects requiring a major transportation investment and development of related transit Environmental Impact Statements/Preliminary Engineering. 3. Coordinate with GSATS in the collection and analysis of transit related data. 4. Serve as a member of the GSATS Policy Committee. 5. Coordinate public involvement activities with GSATS, as required by SAFETEA - LU, in the transportation planning and programming process. IT IS MUTUALLY AGREED: The undersigned agencies in accordance with Part 450 Subsection (Metropolitan Planning Organization Agreements) of Title 23 U.S.C. do hereby mutually agree to consultation and coordination in carrying out transportation planning and

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19 Attachment II PUBLIC PARTICIPATION PROCESS for August 2007 GSATS Public Participation Plan 19

20 Attachment II TABLE OF CONTENTS LIST OF ACRONYMS..3 INTRODUCTION 4 I. BACKGROUND..4 II. III. GOVERNMENTAL REQUIREMENTS...6 PUBLIC PARTICIPATION PROCESS 7 A. General Guidelines..7 B. Public Participation Plan Vision, Goals & Objectives..8 IV. CURRENT PUBLIC PARTICIPATION TECHNIQUES..10 V. PUBLIC PARTICIPATION POLICIES AND GUIDELINES 17 VI. VII. FUTURE PUBLIC PARTICIPATION TECHNIQUES 18 EVALUATION METHODS, PERFORMANCE GOALS, AND IMPROVEMENT STRATEGIES.20 GSATS Public Participation Plan 20

21 Attachment II LIST OF ACRONYMS WRCOG..Waccamaw Regional Council of Governments GSATS..Grand Strand Area Transportation Study....4 LRTP Long Range Transportation Plan...4 MPO Metropolitan Transportation Organization....4 SAFETEA-LU.. Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users...5 SCDOT South Carolina Department of Transportation...5 TEA-21 Transportation Equity Act for the 21st Century....5 TIP.Transportation Improvement Program UPWP.Unified Planning Work Program PPP Public Participation Process.7 ALOP Annual List of Obligated Projects.9 GSATS Public Participation Plan 21

22 Attachment II INTRODUCTION The Grand Strand Area Transportation Study (GSATS) Metropolitan Planning Organization s (MPO) policy is to support and encourage public participation and to adhere to the principles of Environmental Justice in the metropolitan planning process. The MPO s public participation policy is designed to ensure opportunities for the public to expre ss its views on transportation issues and to become active participants in the decision-making process. I. BACKGROUND The Waccamaw Regional Council of Governments (WRCOG) is a public agency created by the Counties of Horry, Georgetown, and Williamsburg, and the cities of Andrews, Atlantic Beach, Aynor, Briarcliffe Acres, Conway, Georgetown, Greeleyville, Hemingway, Kingstree, Lane, Loris, Myrtle Beach, North Myrtle Beach, Pawleys Island, Stuckey, and Surfside Beach, as enabled by state planning law. The agency was organized in 1969 and has been providing planning, management and technical assistance to its member governments and local transit service providers since its inception. WRCOG has been charged with the responsibility for staffing the area-wide transportation planning organization since its inception. It serves as the lead in the Grand Strand s designated Metropolitan Planning Organization (MPO) for transportation program/project purposes GSATS. GSATS primary decision making body is the Policy Committee; which is comprised of citizens, business leaders, and local elected officials representing the GSATS member governments. Currently there are twenty members representing Myrtle Beach, North Myrtle Beach, Surfside, Conway, Georgetown, Atlantic Be ach, Briarcliffe Acres, Pawleys Island, Horry County, Georgetown County, the Horry County Legislative Delegation, the Georgetown County Legislative Delegation, the South Carolina Department of Transportation, and the Waccamaw Regional Transportation Authority. This Board meets regularly to establish transportation policies and evaluate transportation needs for the region. In addition to its own technical staff, the MPO has a standing advisory committee referred to as the Technical committee or Study Team. The Technical Committee is made up of State, County and City planning and engineering staff, which provide technical expertise in the development of transportation plans and programs for the MPO area. Each Committee may also appoint ad hoc committees (working groups) to oversee MPO planning projects or studies. The MPO staff consists of a Director, two professional Planners, an Associate Engineer, and an Administrative Secretary. On a regular basis the committees, along with the MPO staff, provide recommendations to the Policy Committee regarding short and long range planning, implementation of projects and related issues. The GSATS Policy Committee and each of its advisory committees operate under bylaws approved by the GSATS Policy Committee. GSATS Public Participation Plan 22

23 Attachment II The GSATS Study Area Boundary is approved by the Policy Committee upon recommendation from the Study Team. The area is defined by a map that is included as an amendment to the Bylaws and was last approved on June 13, The area is bordered by the North Carolina State line to the North; the Atlantic Ocean to the East; the southern limit of the City of Georgetown to the South; the SC 701 Corridor, the City of Conway, and the Intracoastal Waterway to the West. The principal responsibilities of the MPO include the development of a Long Range Transportation Plan (LRTP), a Transportation Improvement Program (TIP), a Unified Planning Work Program (UPWP), and related planning studies and projects deemed necessary to address transportation issues in the GSATS area. Local transportation needs are re -evaluated annually. Based on this evaluation, project priorities are established and made part of the GSATS TIP. This information is forwarded to the South Carolina Department of Transportation (SCDOT) for inclusion into the Statewide Transportation Improvement Program (STIP). By Federal law, all multi-modal transportation improvement projects must be included in and consistent (to the maximum extent feasible) with the MPO s LRTP in order to be eligible for Federal funding. Therefore, the MPO LRTP is the primary plan that guides all federally funded transportation improvements in the GSATS area. GSATS Public Participation Plan 23

24 Attachment II II. GOVERNMENTAL REQUIREMENTS With the passage of the Transportation Equity Act for the 21st Century (TEA-21) in 1998, the 15 metropolitan and 23 statewide planning factors from the old regulations were consolidated into seven (7) factors. With the recent passage of the Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA-LU) in 2005, these factors were expanded to eight (8), namely safety and security were divided into separate planning factors. In addition, the planning factor on protecting/enhancing the environment was expanded to include "...promote consistency between transportation improvements and State and local planned growth and economic development patterns". The eight (8) planning factors of SAFETEA-LU are: 1. Support the economic vitality of the metropolitan area, especially by enabling global competitiveness, productivity, and efficiency; 2. Increase the safety of the transportation system for motorized and non-motorized users; 3. Increase the security of the transportati on system for motorized and non-motorized users; 4. Increase the accessibility and mobility of people and for freight; 5. Protect and enhance the environment, promote energy conservation, improve the quality of life, and promote consistency between transportation improvements and State and local planned growth and economic development patterns; 6. Enhance the integration and connectivity of the transportation system, across and between modes, for people and freight; 7. Promote efficient system management and operation, and; 8. Emphasize the preservation of the existing transportation system. Additionally, MPOs are required to develop and adopt a long-range transportation plan and a transportation improvement program. In developing these documents, by federal statute, a reasonable opportunity to comment must be provided. GSATS Public Participation Plan 24

25 Attachment II III. PUBLIC PARTICIPATION PROCESS A. General Guidelines The GSATS Public Participation Process (PPP) is intended to provide direction for public participation activities to be conducted by the GSATS MPO and contains the vision, goals, objectives, and techniques used by GSATS for public participation. As noted earlier, GSATS has been designated by the federal government to serve as the regional MPO for the Grand Strand Transportation Program. Therefore, in its public participation process, GSATS will strive to: 1. Provide timely information about transportation issues and processes to citizens, affected public agencies, representatives of transportation agencies, freight shippers, providers of freight transportation services, private providers of transportation, representatives of users of public transportation, representatives of users of pedestrian walkways and bicycle transportation facilities, representatives of the disabled, and other interested parties and segments of the community affected by transportation plans, programs and projects (including but not limited to local jurisdictional concerns). 2. Provide reasonable public access to technical and policy information used in the development of the LRTP, TIP, UPWP, and other appropriate transportation plans and projects, and conduct open public meetings where matters related to transportation programs are being considered. Such access would also include, if necessary, the conversion of the key planning documents into Spanish (or any other language). 3. Give adequate public notice of public participation activities and allow time for public review and comment at key decision points, including but not limited to, the approval of the LRTP, TIP, UPWP, and other appropriate transportation plans and projects. If the final draft of any transportation plan differs significantly from the one available for public comment by GSATS and raises new material issues, which interested parties could not reasonably have foreseen, there shall be an additional opportunity for public comment. 4. Respond in writing to all applicable public input. When significant written and oral comments are received on the draft transportation plan (including the financial plan) as a result of the public participation process, a summary, analysis, and report on the disposition of comments shall be made part of the final plan. 5. Solicit the needs of those traditionally under-served by existing transportation systems, including but not limited to minorities, elderly, persons with disabilities, persons with limited English proficiency, and low-income households. GSATS Public Participation Plan 25

26 Attachment II 6. Provide a public comment period of 45 calendar days prior to the adoption of the GSATS Public Participation Plan and/or any amendments for the groups listed in Item 1 above. Notice of the 45-day comment period will be advertised in a newspaper of general circulation, minority community newspapers, and various other publications prior to the commencement of the 45-day comment period and on GSATS s website. Notice will also be mailed to the entire GSATS mailing list prior to the commencement of the 45-day comment period. 7. Provide a public comment period of not less than 30 calendar days prior to adoption of the LRTP, TIP, UPWP, Transit Development Plans, any amendments or updates, and other appropriate transportation plans and projects. 8. Coordinate its Public Participation Process with statewide Public Participation Processes wherever possible to enhance public consideration of the issues, plans and programs, and reduce redundancies and costs. 9. Periodically review the Public Participation Process to ensure it provides full and open access to all. Portions of the process which are found not to meet the needs of the constituency will be revised. B. Public Participation Plan Vision, Goals & Policies The vision for the public participation plan is that the public will be provided thorough information on transportation planning services and project development in a convenient and timely manner. To this end, the following goals and policies have been established. Goal 1: To actively engage the public in the transportation planning process according to the policies contained in Federal and State law as well as in this Public Participation Plan. A. GSATS shall maintain an up-to-date database of contacts including at a minimum the following persons: Federal, state, local agencies responsible for planned growth, economic development, environmental protection, airport operations, freight movements, land use management, natural resources, and historic preservation Elected Officials Local Government Staff Transportation Agencies (freight, port, airports, transit, etc.) Representatives of Users of Public Transportation Representatives of Users of Pedestrian and Bicycle Transportation Representatives of the Disabled Local Media Homeowners Associations Civic Groups Special Interest Groups GSATS Public Participation Plan 26

27 Attachment II GSATS Area Public Libraries (for public display) Individuals expre ssing an interest in transportation planning activities. B. GSATS shall, when feasible, electronically send and/or mail meeting announcements (invitations) to GSATS contact list or to targeted groups upcoming activities. C. GSATS shall employ visualization techniques to depict transportation plans. Examples of visualization techniques include: charts, graphs, photo interpretation, maps, use of GIS, artist s renderings, physical models, and/or computer simulation. Goal 2: GSATS shall keep the public informed of on-going transportation related activities on a continuous basis. A. GSATS shall make all publications and work products available to the public via internet, staff office, and employ visualization techniques to describe transportation actions as part of the LRTP. B. Staff shall be available to provide general and project-specific information at a central location during normal business hours and after hours at the request of groups such as homeowners associations with reasonable notice. C. GSATS shall maintain a Transportation section on the WRCOG website. 1. The website shall be updated and maintained to provide the most current information available. 2. The website shall, at a minimum, contain the following information: Current MPO Staff contact information (i.e. name, title, mailing address, phone, fax, and ) Meeting calendars and agendas Brief descriptions of current projects Work products and publications (TIP, LRTP, UPWP, Bylaws, PPP, ALOP) Comment/Question form Links to related agencies (e.g. SCDOT and COAST) Goal 3: GSATS shall encourage the participation of all citizens in the transportation planning process. A. Target audiences shall be identified for each planning study conducted by GSATS, including residents, business and property owners and those traditionally underserved and underrepresented populations, including but limited to, low income and minority households, within the study area. GSATS Public Participation Plan 27

28 Attachment II B. GSATS shall, whenever feasible, hold public meetings at a scheduled time, location, and building facility convenient to potentially affected citizens. C. GSATS will provide an additional opportunity for public comments, if the final LRTP or TIP differs significantly from the version that was initially made available for public comment. Goal 4: GSATS shall strive to continuously improve public participation. A. GSATS shall continuously evaluate public participation techniques, according to the procedures contained in this Public Participation Plan. B. The Public Participation Plan shall be reviewed and adopted, with revisions if necessary, at least every three (3) years. Goal 5: GSATS shall participate in public participation activities for individual transportation improvement projects from the planning phase through construction. A. GSATS shall actively assist SCDOT, local governments and transportation agencies in the development and implementation of public participation techniques for planning and other studies, including Major Investment Studies and Project Development and Environmental studies. GSATS Public Participation Plan 28

29 Attachment II IV. CURRENT PUBLIC PARTICIPATION TECHNIQUES Public participation is an ongoing activity of the MPO. An effective public participation process is characterized by techniques and procedures that enable citizens to become well informed. This section contains descriptions of public participation tools of which GSATS currently uses and proposes to use in the future. These tools are as follows: Charrettes Charrettes are typically intense, possibly multi-day meetings involving municipal officials, planning officials and local residents. A charrette is instrumental in identifying key issues early, promotes joint ownership of the solution and attempts to diffuse traditional confrontation between stakeholders. Project specific meetings, corridor studies, sub-area studies, other planning studies and workshops. Consultation As part of SAFETEA-LU regulations in encouraging more cooperative planning, GSATS will consult, as appropriate, with agencies and officials responsible for other planning activities that are affected by transportation within the GSATS area. To coordinate the planning function to the maximum extent practicable, such consultation will entail comparing LRTPs and TIPs as they are developed with the plans, maps, inventories, and planning documents developed by other agencies. This consultation will include, as appropriate, contact with the following groups: State, local, Indian Tribal, and private agencies responsible for planned growth, economic development, environmental protection, airport operations, freight movements, land use management, natural resources, consideration, and historic preservation. GSATS maintains an open consultation policy, whereby any private citizen or entity responsible for transportation in the GSATS area may contact GSATS and be included in the consultation process. Public hearings/meetings, copies of this plan on the GSATS website (for viewing/downloading purposes), meetings with GSATS Staff. Display Ads These ads are used to promote meetings that are not regularly scheduled, such as corridor study workshops. They are published in the local section of the newspaper in order to reach a larger audience than those that typically read legal ads. Project specific meetings, workshops, open houses or hearings. GSATS Public Participation Plan 29

30 Attachment II Direct Mailings Direct Mailings are used to announce upcoming meetings or activities or to provide information to a targeted area, group of people, or the media. Direct mailings are usually letters, but can be post cards or fliers. An area may be targeted for a direct mailing because of potential impacts from a project. Groups are targeted that may have an interest in a specific issue, for example avid cyclists and pedestrians may be targeted for pathways and trail projects. Project specific meetings, workshops, open houses, corridor studies, small-area studies, other planning studies or major activities. Announcements/Internet Message Boards Meeting announcements and MPO information would be ed to interested persons that have submitted their addresses to GSATS staff. Interactive message boards would be used to facilitate discussion and solicit public comment regarding specific MPO projects or issues. Corridor studies, small-area studies, other planning studies, regular meetings, public hearings, workshops, open houses, and other major MPO activities. Legal Advertisements SCDOT requires a minimum thirty (30) day advertisement of any public meeting where a decision could be made that would make a significant change to an existing plan or program. Ads are published to solicit public comment and/or review of the requested change or plan update. The ads provide a description of the meeting agenda, including contact information. Corridor studies, sub-area studies, other planning studies, project priority process, major TIP amendments, updates of the LRTP and UPWP, and other major MPO activities. MPO Master Database Staff maintains a master database of all contacts, both business and public, on a continuous basis. The database includes committee membership, mailing information, phone numbers, fax numbers, and addresses. The database is used for maintaining up-to-date committee membership lists and lists of individual with a special interest in GSATS activities including the media and public interest groups. Membership mailing lists generated using the database are provided to the public, municipalities and other agencies upon request. The database will be used to establish and maintain a list of contacts for electronic meeting notification and announcements. GSATS Public Participation Plan 30

31 Attachment II The database is used to enhance other public participation activities. MPO Website The MPO website is found within WRCOG s website, under the link Transportation Planning. The site provides basic information about WRCOG, the MPO process, GSATS members, and staff contact information. MPO publications and work products, such as the UPWP, TIP, LRTP, PPP, ALOP, and the Policy Committee s recent minutes, agendas and meeting notices are available for downloading from the site. Also, citizens are able to submit comments and sign up to be added to the distribution lists maintained by WRCOG. The site provides many links to other transportation related sites from the local to the national level. The site is maintained and updated by WRCOG staff. The website address is The site is used to promote regular and special meetings, planning studies, publications and work products. Public Informational Meetings These are public meetings that are generally open and informal, with project team members interacting with the public on a one-on-one basis. Short presentations may be given at these meetings. The purpose of public informational meetings is to provide project information to the public and to solicit public comment. Corridor studies, sub-area studies, other planning studies, project priority process, certification review, LRTP update, and other major MPO activities. Public Notices The MPO regularly advertises the GSATS Policy Committee meetings. Regular monthly meetings, other public meetings. Small Group Meetings During projects such as planning studies, meetings are held with small groups that have an interest in the project. Meetings could be with homeowners or neighborhood associations, civic groups, special interest groups, or other groups of affected or interested parties. Corridor studies, sub-area studies, other planning studies, and other MPO activities. GSATS Public Participation Plan 31

32 Attachment II Title VI & Environmental Justice Review Title VI of the Civil Rights Act of 1964 prohibits discrimination in federally assisted programs and activities on the basis of race, color, and national origin. In 1994, Presidential Executive Order directed every Federal agency to make Environmental Justice part of its mission by identifying and addressing the effects of all programs, policies, and activities on "minority populations and low-income populations." In complying with the aforementioned federal laws and policies, the MPO's Environmental Justice initiatives will strive to involve the potentially affected public through a Public Outreach Program. This program consists of MPO staff activities designed to develop partnerships with, and enhance their participation in the transportation planning process, by groups and individuals of traditionally underserved communities. These communities include minorities, low income, the elderly, and persons with disabilities. Staff activities include, but are not limited to, MPO staff participation in groups and coalitions serving within these communities, targeted communications with local media outlets, conducting meeti ngs at times and locations that are accessible to transit dependant or non-driving individuals when possible, and publication of MPO documents in non-technical, accessible formats when needed. The goal of the MPO s Public Outreach Program is to ensure that all citizens, regardless of race, color, religion, income status, national origin, age, gender, disability, marital status, or political affiliation, have an equal opportunity to participate in the MPO s decision-making process. GSATS will take reasonable steps to ensure that all persons, including those with a disability or language barrier, have meaningful opportunities to participate in the transportation planning and programming process, and will strive to address environmental justice issues at all stages of the planning process. This includes implementing the following strategies to reduce participation barriers for under-served groups and engage them in the decision-making process: Representatives of minority, disability, low-income and limited English proficiency groups will be identified and included in MPO mailings. Key planning documents will be translated and public notices broadcasted for Spanish-speaking populations upon request. Whenever possible, meetings will be held at locations accessible to persons with disability, bus riders, and bicyclist and that are convenient to neighborhoods with a concentration of minority and low-income persons. Where meeting facilitators are used, GSATS will seek to use persons that represent the diversity of the community and/or have expertise in working with under-served groups. Translators/interpreters will be provided for meetings, if requested. Corridor studies, sub-area studies, other planning studies, LRTP update and other major MPO activities. GSATS Public Participation Plan 32

33 Attachment II Visualization GSATS recognizes that an important element to public participation is to provide the public, when possible, visual as well as written descriptions of transportation projects. Through visual imagery, the complex features of proposed transportation plans, policies, and programs can be portrayed at appropriate scales region, local, project architecture, etc. and from different points of view. To this end, GSATS will utilize various visual and architectural design techniques; some of which may include: sketches, drawings, artist renderings, aerial photography, mapping, simulated photos, videos, computer modeled images, interactive geographical information system (GIS), GIS-based scenario planning tools, photo manipulation and computer simulation. Planning Studies, TIP amendments, and other MPO activities. GSATS Public Participation Plan 33

34 Attachment II V. PUBLIC PARTICIPATION POLICIES AND GUIDELINES A. Public Document Review, Comment, and Approval Policies Program Adoption Public Meetings Comment Accessibility Period Long Range Transportation Plan 4 Meetings at various locations and times 30 Days Internet, WRCOG Office, Public Libraries Transportation Improvement Program 4 Meetings at various locations and times 30 Days Internet, WRCOG Office, Public Libraries Unified Planning Work Program Internet, WRCOG Office Public Participation Plan 45 Days Internet, WRCOG Office, Public Libraries B. Public Document Amendment Review, Comment, and Approval Policies Program Amendment Adoption Public Meetings Comment Accessibility Period Long Range Transportation Plan As requested 30 Days Internet & WRCOG Office Transportation Improvement Program As requested 30 Days Internet & WRCOG Office Unified Planning Work Program Internet & WRCOG Office Public Participation Plan 45 Days Internet & WRCOG Office C. Public Meeting Guidelines Open Meetings Location Time Accessibility Policy Committee Surfside Town Hall -or- Other Regional Facility 10:00 AM Monday or Friday ADA accessible building; translation and other special needs upon request Technical Committee Ad Hoc Working Group Myrtle Beach City Hall -or- Other Regional Facility -or- Via Conference Call Various Regional Facility as decided by the Group -or- Via Conference Call 10:00 AM Various days Monday to Friday Various times and days ADA accessible building; special needs upon request ADA accessible building; translation and other special needs upon request GSATS Public Participation Plan 34

35 Attachment II VI. PUBLIC PARTICIPATION TECHNIQUES FOR FUTURE CONSIDERATION Other techniques used for future consideration include: Annual Newsletter MPO (GSATS) staff produces an annual newsletter that is distributed to citizens, municipalities, media and other agencies. Citizens are added to the distribution list by their own request. Opportunities to request being added to the list occur during public meetings hosted by GSATS on the GSATS web site and when citizens contact GSATS staff. Each issue of the newsletter includes staff contact information, upcoming meeting schedules, the GSATS web site address, project highlights, and current planning project status reports. When appropriate, information regarding significant transportation issues, MPO awards, and other one-time activities are also included. Activiti es: The newsletter is used to report planning studies, publications and work products from the past year. Comment Forms Comment forms are often used to solicit public comment on specific issues being presented at a workshop or other public meeting. Comment forms can be very general in nature, or can ask for very specific feedback. For example, a comment form may ask for comments on specific alignment alternatives being considered during a corridor study, or may ask for a person's general feelings about any aspect of transportation. Comment forms can also be included in publications and on websites to solicit input regarding the subject of the publication and/or the format of the publication or website. Public workshops, open houses, hearings, and other meetings, general MPO activities. Fact Sheets Fact Sheets will be used to provide summary information regarding MPO policy, programs and projects. Fact sheets can be distributed at public meetings, on the GSATS website, and in public places such as libraries and community centers. Individuals and special interest groups can request fact sheets directly from the GSATS staff office. Corridor studies, sub -area studies, other planning studies, project priorities process, updates to the LRTP and TIP and other MPO activities. GSATS Public Participation Plan 35

36 Attachment II Press Releases Formal press releases are sent to local media (newspaper, TV and radio) to announce upcoming special meetings and activities and to provide information on specific issues being considered by the MPO or their committees. Specific corridor or other planning studies, workshops, open houses, public hearings, and other special MPO activities Surveys Surveys are used when very specific input from the public is desired. A survey can be used in place of comment cards to ask very specific questions such as whether a person supports a specific alignment in a corridor study. Surveys are also used to gather technical data during corridor and planning studies. For example, participants may be asked about their daily travel patterns. Corridor studies, sub-area studies and other planning studies. Project-specific Web Sites For individual projects, such as corridor studies, that are typically performed using consulting services, project-specific web sites are often used. These sites are used when project information is too extensive to be included on the GSATS site. Project web sites can contain study area maps, meeting announcements, descriptions of potential alternatives, comment forms, user surveys and project team contact information. Corridor studies, sub -area studies, other planning studies and major MPO projects. Project-specific Newsletters For individual projects, such as corridor studies, that are typically performed using consulting services, newsletters are often used to address specific project issues. These newsletters are mailed to targeted residents, elected officials representing that area, businesses and property owners in the area that are expected to be impacted by a particular study. Information regarding upcoming project meetings, alternatives being proposed in the area, and other project news is reported in these newsletters. Corridor studies, sub -area studies, other planning studies or major MPO activities. Other Newsletters When project-specific newsletters are not used, articles may be prepared for publication in other newsletters produced by municipalities, homeowners associations, church GSATS Public Participation Plan 36

37 Attachment II groups, civic groups, or others that may have an interest in the project. These articles are subject to the publication dates and space restrictions of the individual publishers. Corridor studies, sub -area studies, other planning studies or major activities. MPO Logo A logo representing the MPO is used to identify products and publications of the MPO. A logo helps the public become familiar with the different activities of the MPO by providing a means of recognizing MPO products. A logo should be used on all MPO publications; including those developed by consultants working on MPO sponsored projects. Formal Public Hearings These are public meetings used to solicit public comment on a project or issue being considered for adoption by the MPO. Hearings provide a formal setting for citizens to provide comments to the MPO or another decision-making body. They are recorded and transcribed for the record. LRTP and TIP updates, corridor studies, project development & environmental studies, and other planning studies as needed for other MPO activities. Government Access Television The local cable network provider as part of basic cable service maintains local channels of government and business advertisements. Government Access Television can broadcast rolling message scripts and regular and special meetings; both live and prerecorded, as well as short informative programs about departmental activities or projects of interest to the entire population. Corridor studies, sub-area studies, other planning studies, regular and special MPO activities. Posters and Fliers Posters and fliers are used to announce meetings and events and are distributed to public places such as city halls, libraries and community centers for display. The announcement may contain a brief description of the purpose of a meeting, the time(s) and location(s), and contact information. Posters and fliers may be used to reach a large audience that cannot be reached using direct mailings and/or newsletters. Corridor studies, sub-area studies, other planning studies, regular and special MPO activities. GSATS Public Participation Plan 37

38 Attachment II VII. EVALUATION METHODS, PERFORMANCE GOALS, AND IMPROVEMENT STRATEGIES In order to determine the effectiveness of the public participation tools, they must be evaluated and compared to established performance goals. The typical methods for evaluating the effectiveness of public participation tools are surveys and quantitative statistical analysis. This section briefly describes evaluation methods to be used by GSATS. For each public participation tool, performance goals and methods for meeting those goals have been identified. Surveys: Surveys typically consist of short, specific questions regarding public participation tools that are ongoing or that were used on a specific project. Surveys can be conducted in person, by phone, mail or . Face -to-face and telephone surveys provide quick responses and can be used when a respondent's answer may lead to a follow-up question. For example, respondents may be asked if advertisements are an effective notification tool. If the response is no, the surveyor can ask the respondent why advertisements are not effective and also what other tools they would prefer. In person and telephone surveys can target specific areas or groups or can be random sampling. Mail surveys may be used to provide written record of respondent s answers. Mail-back surveys can be distributed at meetings, inside other publications, or by mailing directly to potential respondents. Respondents can be a targeted group, such as members of special interest groups or residents of specific areas, or they can be randomly generated. Return postage for mail surveys typically can be pre -paid by the MPO, or can be the responsibility of the respondent. surveys, like mail surveys, provide a written record of responses. Unlike mail-back surveys, there is little to no reproduction or distribution cost to the MPO to send out the surveys, and little to no cost to respondents to return a response. To use surveys, it is necessary to have addresses for the targeted respondents, and random distribution is not really an option. Surveys will be used to evaluate citizens responses on the effectiveness of the tools. Statistical Analysis: Statistics can be used to determine the "return on the investment" of producing public participation tools. For example, the number of persons attending an activity can be compared to the number of persons that were notified of the activity. This type of evaluation can be an indicator of whether or not the tools used for public participation are actually reaching the intended audience, or which tools had a greater response rate. Statistical analysis will be used to evaluate survey responses and most tools rates of success will be compared with evaluation measures. GSATS (MPO) continually strives for improved public participation. Improvements should be made to increase public awareness and to improve the quantity and quality of information provided to the public. The decisions made by GSATS affect the entire population, both residents and visitors. Therefore, seeking public input on those decisions is vital to the success of GSATS as the organization responsible for transportation planning. Within one month after the completion of an activity or at milestones during an activity, evaluation of public participation tool should occur. For ongoing activities, evaluation should occur at least quarterly. Each time a public participation evaluation is performed, a list of improvement strategies should be identified for implementation. If improvement is needed for an ongoing public participation task, a reasonable completion date should be established. If improvement is needed for one-time activities, such as corridor studies, the improvement should be implemented where appropriate on future activities. GSATS Public Participation Plan 38

39 Summary Table for Evaluation of Public Participation Tools Public Participation Tool Evaluation Criteria Performance Goals Method to Meet Goals MPO Web Site Number of Hits Minimum of 50 hits per quarter, 5% increase per quarter Advertise website on all correspondence, shorter domain name, more attractive design, regular updates, go to source for GSATS information MPO Master Database Number of Retuned Items Maximum 5% return rate Ongoing corrections and updates Legal Advertisement No measurement / required by SC Statute Annual Newsletter Number of Returns; Reader Comments Display Ad Calls, letters, etc.; Number of Readers Direct Mailings Calls, letters, etc.; Number of Returns Press Release Calls, letters, etc.; Number of Returns Small Group Meetings Calls, letters, etc.; Number in Attendance /Message Boards Calls, letters, etc.; Number of Returns Public Hearings Calls, letters, etc.; Number in Attendance Comment Forms Surveys Calls, letters, etc.; Number of Responses Calls, letters, etc.; Number of Re sponses None 5% increase in readership per quarter Minimum of 10% of meeting s survey respondents seeing the ad Minimum of 30% of meeting s survey respondents received mailing Two media outlets (radio, TV, or print) reporting Two meeting requests each year Minimum of 30% of meeting s survey respondents received mailing None Easily accessible publication, simple format, readable, visual exciting, diverse content Adjust location, size, and/or layout to increase visibility Adjust mailing (using Municipal or County records) to meet the needs of the correspondence Contact specific outlets, reporters, and PIOs with release and follow up after publication Timely and specific topics, easy to request, variable formats, engaging, to-the-point Advertise availability on all correspondence, private addresses, quick attractive format 3% of affected population Convenient and accessible times, formats, and location; advertise via multiple participation tools 15% of meeting attendance -or- 2% of website visitors -or- 15% of mail recipients rate of return Simple format, limited collection at regularly scheduled meetings, high visibility, encourage participation multiple times 15% rate of return Simple format, limited collection at regularly scheduled meetings, high visibility, encourage participation multiple times

40 PL FUNDS NARRATIVE MYRTLE BEACH URBANIZED AREA SECOND QUARTER FY 2012 ADMINISTRATION Staff met with interest groups and representatives of the local media as needed. Staff also attended to the day to day operation of the MPO. The webpage has been totally redesigned. It combines information for the previous site and the LRTP project web page hosted by Wilbur Smith. Staff attended and gave a presentation at the MPO and COG Conference in Beaufort on November 14 and 15. Study Team and Policy Committee meetings were also held. LAND USE PLAN GSATS staff continues to evaluate options for future land use collection and have: Acquired a trial version of CommunityViz software and worked on tutorials; Obtained sample InfoUSA data; Attended TIMP webinars on Forecasting Land Use Activities (8): Creating and Visualizing Land Use Forecasting Scenarios and (7): Modeling Real Estate Supply; and Completed the ESRI course Introduction to Geoprocessing Scripts Using Python. SPECIAL AREA STUDIES Staff was involved in several new and ongoing studies within the GSATS area. The following is a list of those activities: Hosted the webinar Planning Urban Roadway Systems: An ITE Proposed Recommended Practice Web Briefing. A total of 14 attended, including members of the Study Team and local planning and zoning boards. Worked with Regional Routing and Way finding Plan Advisory Committee (Horry County, MYR, GSATS, WRCOG, Myrtle Beach, North Myrtle Beach, Coast RTA, SCDOT, FHWA), surveyed and photographed all overhead and pole mounted destination signage, meet with the Committee to discuss the findings, considered the usefulness and logistics of conducting a Bluetooth Origin Destination Study to support routing recommendations, and began preparing a Business District geography that nests within the GSATS TAZs for use in the study; The Regional Routing and Way finding Plan Advisory Committee selected Stantec to assist with environmental graphic design, traffic engineering, and transportation planning. A scope and contract was successfully negotiated and is being reviewed by SCDOT s procurement and contract management staff. GSATS also prepared and in-house cost estimate; Attended the joint Horry County, Myrtle Beach, Legislative Delegation meeting with the Chairmen of the Infrastructure Bank and SCDOT Commission. Assisted Wilbur Smith Associates with data collection for a North East Strategic Alliance study related to motor carrier traffic. GSATS 1/4/2012 Page 1 of 2

41 Reviewed the Burgess Community Area Plan in Horry County; Worked with the Georgetown County on multiple issues relating to access to new or existing developments, emergency management, and port improvements; Attended and participated in the Waccamaw Rural Study Team meeting and Air Quality Coalition meeting; Worked with the City of Georgetown on their Comprehensive Plan, which identifies transportation projects and offers land use recommendations; Worked on the Safe Routes to School Committees at Conway Elementary, Georgetown Middle School, and Waccamaw Elementary; and Assisted the Town of Surfside Beach. PLAN DEVELOPMENT The GSATS 2035 Long Range Transportation Plan is complete. The Executive Summary posters and CD were prepared and printed. The approved 2035 LRTP was incorporated into the GSATS website. The bicycle and pedestrian technical memos were provided to SCDOT s Bicycle and Pedestrian Coordinator. GSATS provided the Ranking Criteria to SCDOT s Planning section for ratification by the Commission. A draft ranking scenario was prepared that considered existing AADT as fifteen percent of the criteria. SCDOT Planning and GSATS agreed that existing volume would be included at the time projects were evaluated for inclusion on the TIP along with Pavement Quality Index, costs, and total reduction in Vehicle Miles of Travel. Staff members continued to develop a micro simulation network in Trans Modeler and evaluated the data requirements necessary to fully implement the software for the LRTP or interim year special studies. Signal timing tables along US 501 and SC 707 were obtained from the District Traffic Engineer and evaluated in the software. PROGRAM DEVELOPMENT AND MAINTENANCE Current FY TIP projects Third Avenue South in Myrtle Beach and several of the GSATS intersection projects required amendments. GSATS continued participating in and organizing scoping and progress meetings for transportation projects including: Kings Highway (3rd South to US 501), US 17 Median Consolidation, bus shelters, intersection improvements, enhancements, and Safe Routes to School. Projects on the FY Transportation Enhancement Program required coordination with SCDOT s headquarters, SCDOT local offices, and member governments and their constituents. Staff attended FHWA webinars on the NEPA process and climate change. TRANSIT 5303 Staff continued to work on the coordinated service plan for the Waccamaw region. Staff met with interested community members and representatives of the Neighbor to Neighbor initiative. Staff worked with Coast Regional Transportation Authority on the Transit Development Plan and shelter installation. Staff also assisted Coast with identifying amendments to the STIP. GSATS 1/4/2012 Page 2 of 2

42 Horry County Georgetown County GSATS study area 2000 Census Urban Areas Miles DISCLAIMER: This map is a graphic representation of data obtained from various sources. All efforts have been made to warrant the accuracy of this map. However, WRCOG disclaims all responsibility and liability for the use of this map.