METROPOLITAN TRANSPORTATION COMMISSION
PUBLIC PARTICIPATION PLAN
for the SAN FRANCISCO BAY AREA
FINAL
DRAFT: May 4, 2007
REVISED DRAFT: July 20, 2007
FINAL: September 26, 2007
Joseph P. Bort MetroCenter
101 Eighth Street
Oakland, CA 94607
Phone: 510.817.5700
TTY/ TDD: 510.817.5769
Fax: 510.817.5848
Web: www. mtc. ca. gov
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Public Participation Plan
METROPOLITAN TRANSPORTATION COMMISSION
Public Participation Plan
Table of Contents
I. Introduction .................................................................................................. 1
A. Our Commitment to Public Participation ............................................ 2
Guiding Principles........................................................................................................... 2
MTC Environmental Justice Principle on Public Involvement ......................................... 2
Early, Continuing Opportunities to Participate................................................................. 2
Communication Is a Two- Way Street .............................................................................. 3
Access for All ................................................................................................................. 3
B. Federal Requirements ......................................................................... 4
SAFETEA....................................................................................................................... 4
Title VI of the Civil Rights Act of 1964........................................................................... 4
Executive Orders............................................................................................................. 4
Other Requirements......................................................................................................... 5
C. Development of the Public Participation Plans.................................... 6
D. What We Heard from the Public ....................................................... 10
II. Continuing Public Engagement ................................................................... 14
Advisory Panels ............................................................................................................ 14
Working With Neighboring Regions ............................................................................. 16
Commission and Committee Meetings .......................................................................... 17
Database Keeps Interested Residents in the Loop .......................................................... 18
Public Meetings, Workshops and Forums...................................................................... 19
MTC’s Library: Information for the Asking................................................................... 19
Publications................................................................................................................... 20
Web Site: www. mtc. ca. gov .......................................................................................... 21
Media Outlets Help Engage More Residents.................................................................. 22
Staff Dedicated to Assistance and Outreach................................................................... 22
III. Public Participation Techniques ................................................................. 23
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IV. Public Participation Procedures for the Regional Transportation Plan ( RTP)
and the Transportation Improvement Program ( TIP) ................................... 27
A. Regional Transportation Plan ........................................................... 28
B. Transportation Improvement Program .............................................. 31
V. Interagency and Tribal Government Consultation Procedures for the
Regional Transportation Plan ( RTP) and the Transportation Improvement
Program ( TIP)............................................................................................. 36
A. Public Agency Consultation.............................................................. 36
B. Other Protocol for Working with Public Agencies ........................... 39
C. Tribal Government Consultation ....................................................... 42
VI. Evaluation and Update of the Public Participation Plan............................... 43
Appendices
Appendix A: Public Participation Plan Outreach: Summary of Comments and Notes .......... 44
from Presentations, Focus Groups and Web Survey
Appendix B: Tribal Government and Interagency Consultation ........................................... 67
Appendix C: Summary of Comments and Responses to MTC’s May 4, 2007 Draft Public
Participation Plan and MTC’s July 20, 2007 Revised Draft Public
Participation Plan............................................................................................ 75
Separately Bound Appendices
Appendix D: Public Participation Plan Outreach: Detailed Web Survey Results
Appendix E: Correspondence Received and Public Hearing Transcript Related to
MTC’s May 4, 2007 Draft Public Participation Plan
( These appendices are available from the MTC Web site, www. mtc. ca. gov, or by calling MTC’s
Public Information Office at 510.817.5757.)
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Public Participation Plan
I know of no safe depository of the ultimate powers of the society but the
people themselves; and if we think them not enlightened enough to
exercise their control
with a wholesome discretion, the remedy is not to take it from them but
to inform
their discretion.
— Thomas Jefferson
I. Introduction
The Metropolitan Transportation Commission is the transportation planning and financing
agency for the nine- county San Francisco Bay Area. It also serves as the Bay Area Toll
Authority ( BATA), with oversight of the toll revenue from the region’s seven state- owned toll
bridges. And, as the Service Authority for Freeways and Expressways ( SAFE), MTC oversees a
regionwide network of freeway call boxes and roving tow trucks.
The Metropolitan Transportation Commission’s public involvement process aims to give the
public ample opportunities for early and continuing participation in critical transportation
projects, plans and decisions, and to provide full public access to key decisions. Engaging the
public early and often in the decision- making process is critical to the success of any
transportation plan or program, and is required by numerous state and federal laws, as well as by
the Commission’s own internal procedures.
This Public Participation Plan spells out MTC’s process for providing the public and interested
parties with reasonable opportunities to be involved in the regional transportation planning
process.
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A. Our Commitment to Public Participation
Guiding Principles
The Metropolitan Transportation Commission’s public involvement procedures are built on the
following guiding principles:
• Public participation is a dynamic activity that requires teamwork and commitment at all
levels of the MTC organization.
• One size does not fit all — effective public participation strategies must be tailored to fit
the audience and the issue.
• Citizen advisory committees can be used to hear and learn from many voices in the Bay
Area.
• Engaging interested citizens in ‘ regional’ transportation issues is challenging, but
possible.
• Effective public outreach and involvement requires relationship building.
MTC Environmental Justice Principle on Public Involvement
In March 2006, the Commission adopted the following environmental justice principle, proposed
by the Commission’s Minority Citizens Advisory Committee ( MCAC).
Environmental Justice Principle # 1: Create an open and transparent public participation process
that empowers low- income communities and communities of color to participate in decision
making that affects them.
In response, this plan includes specific steps that MTC undertakes to involve low- income
residents and communities of color in MTC’s planning and investment decisions.
Early, Continuing Opportunities to Participate
• Early Engagement Is Best
MTC structures its major planning initiatives and funding decisions to provide for
meaningful opportunities to help shape outcomes.
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• Regional Transportation Plan Is Key Policy Document
Because it is the blueprint for both new policies and investments for the Bay Area, MTC’s
regional transportation plan updates are one of the best places for interested citizens to get
involved.
Communication Is a Two- Way Street
• Response to Written Comments
MTC pays close attention to the views of the public. MTC is committed to responding to
every letter, fax and e- mail sent by members of the public.
 Inform Commissioners and Public of Areas of Agreement and Disagreement
MTC staff summarizes comments heard by various parties so that the Commissioners and the
public have a clear understanding of where there is consensus on a given issue and where
there is not.
 Notify Public of Proposed or Final Actions
MTC staff makes every effort to ensure that meeting minutes reflect public comments and
document how comments are considered in MTC’s decisions. We strive to inform citizen
participants on how public meetings/ participation are helping to shape or have contributed to
MTC’s key decisions and actions. When outcomes don’t correspond to the views expressed,
every effort is made to explain why not.
Access to All
MTC works to provide all Bay Area residents opportunities for meaningful participation,
regardless of disabilities or language barriers. Further, we recognize that one should not need to
be a transportation professional to understand our written and oral communications. In this spirit,
we:
 provide auxiliary aids or interpreters to persons with disabilities or language
translation barriers
 strive to communicate in plain language, and
 use visuals to translate detailed data into information that is more readily
understood.
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B. Federal Requirements
SAFETEA
The Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users —
better known as SAFETEA — signed into law in 2005, underscores the need for public
involvement and requires metropolitan planning agencies such as MTC to “ provide citizens,
affected public agencies, representatives of transportation agency employees, private providers
of transportation and other interested parties with a reasonable opportunity to comment” on
transportation plans and programs.
SAFETEA legislation also requires MTC — when developing the Regional Transportation Plan
and the Transportation Improvement Program ( TIP) — to coordinate transportation plans with
expected growth, economic development, environmental protection and other related planning
activities within our region. Toward this end, this Public Participation Plan outlines key decision
points for consulting with affected local, regional, state and federal agencies and Tribal
governments.
Title VI of the Civil Rights Act of 1964
Title VI of the Civil Rights Act of 1964 requires that transportation planning and programming
be non- discriminatory on the basis of race, color, national origin or disability. The federal statute
was further clarified and supplemented by the Civil Rights Restoration Act of 1987 and a series
of federal statutes enacted in the 1990s relating to the concept of environmental justice. The
fundamental principles of environmental justice include:
o Avoiding, minimizing or mitigating disproportionately high and adverse health or
environmental effects on minority and low- income populations;
o Ensuring full and fair participation by all potentially affected communities in the
transportation decision- making process; and
o Preventing the denial, reduction or significant delay in the receipt of benefits by
minority populations and low- income communities.
Executive Orders
An Executive Order is an order given by the president to federal agencies. As a recipient of
federal revenues, MTC assists federal transportation agencies in complying with these orders.
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 E x ecutive Order 12898: Federal Actions to Address Environmental Justice in Minority
Populations and Low- Income Populations
In February 1994, President William Clinton signed Executive Order 12898, Federal
Actions to Address Environmental Justice for Minority Populations and Low- Income
Populations, which mandates that federal agencies make achieving environmental justice
part of their missions.
 E x ecutive Order 13166: Improving Access to Services for Persons with Limited English
Proficiency
Executive Order 13166 states that people who speak limited English should have
meaningful access to federally conducted and federally funded programs and activities.
It requires that all federal agencies identify any need for services to those with limited
English proficiency and develop and implement a system to provide those services so all
persons can have meaningful access to services.
 E x ecutive Order 12372: I n tergovernmental Review of Federal Programs
Executive Order 12372 calls for intergovernmental review of projects to ensure that
federally funded or assisted projects do not inadvertently interfere with state and local
plans and priorities. The Executive Order does not replace public participation, comment,
or review requirements of other federal laws, such as the National Environmental Policy
Act ( NEPA), but gives the states an additional mechanism to ensure federal agency
responsiveness to state and local concerns.
Other Requirements
A number of other federal and state laws call on MTC to involve and notify the public in its
decisions. MTC complies with all other public notification requirements of the state’s Ralph M.
Brown Act, the California Public Records Act, the California Environmental Quality Act, as well
as the public participation mandates of the federal Americans with Disabilities Act, those
contained in the state’s Katz- Kopp- Baker- Campbell Transportation Blueprint for the Twenty-
First Century ( Government Code Section 65080), and other applicable state and federal laws.
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C. Development of the Public Participation Plan
MTC staff began consulting with a range of interested parties as required by the SAFETEA
legislation prior to drafting its Public Participation Plan. The process is outlined below. The
following section ( I- D) of this document summarizes key themes that emerged. More detailed
information on comments received is included in Appendices A.
Meetings and Presentations
In January 2007, staff summarized for MTC’s three advisory committees MTC’s current public
involvement activities and asked for suggestions on improvements that could be made. Volunteer
advisors were recruited to serve on a subsequent focus group on this topic. Presentations were
also made to the Bay Area Partnership’s Technical Advisory Committee ( staff from transportation
and environmental protection agencies in the region) and MTC’s Welfare to Work Working
Group ( social service agency representatives and transportation providers). In addition, staff met
with clergy in the East Bay and South Bay on ways to engage the faith- based community.
Focus Groups
MTC held focus groups from January through April 2007 to solicit comments and feedback on
MTC’s public participation practices. Sessions were organized as follows:
 Representatives from MTC’s three advisory committees ( February 13, 2007)
 Peer Panel with public information officers from a range of local, state, regional and
federal transportation and environmental protection agencies ( February 14, 2007)
 Participants in the LIFETIME program, a support group for low- income single parents
attending college ( March 9, 2007)
 Leaders of bicycle and pedestrian groups ( March 21, 2007)
 Amalgamated Transit Union Representatives ( April 12, 2007)
 Private Transportation Providers ( April 17, 2007)
Web Survey
In addition to the various meetings and focus groups, MTC did a Web survey asking more
questions about ways to improve public participation. The survey consisted of 18 questions and
was available on the Web for 33 days. MTC e- mailed its entire contact database regarding the
survey, and asked other groups – such as AC Transit, the Transportation and Land Use Coalition
( TALC), the California Alliance for Jobs and Urban Habitat – to also notify their constituencies
and partners. There were a total of 1,574 completed surveys and 216 partially completed surveys.
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Tribal Government Consultation
There are six federally recognized Native American tribal governments in the San Francisco Bay
Area. As part of the development of the Public Participation Plan, MTC invited these six
governments, as well as 10 other federally recognized tribes outside the region, to meet with
MTC, the Association of Bay Area Governments ( ABAG) and the state Department of
Transportation ( Caltrans) to discuss opportunities for ongoing consultation on regional
transportation and land use matters. The Tribal summit also initiated early government– to-government
consultation on the development of the Transportation 2035 Plan for the Bay Area
as well as on ABAG’s smart growth initiative, Focusing Our Vision.
The June 5, 2007 meeting was facilitated by the National Indian Justice Center, an Indian- owned
and operated non- profit corporation known to the tribal governments. Attendees included policy
board members and executive staff from MTC and ABAG, as well as executive management
staff from Caltrans and the Napa County and Solano County congestion management agencies.
The meeting was held in Sonoma County, where most of the tribal governments in the Bay
Region are located. Representatives from three tribal governments participated: Federal Indians
of Graton Rancheria, Scotts Valley Band of Pomo Indians, and Ione Band of Miwok Indians.
The agencies heard several key messages from tribal representatives:
 The needs of tribal members to access jobs, education, and health care are common
across different tribes.
 Most tribes are just beginning to develop their governmental operations.
 Many tribes have limited or no staff resources dedicated to transportation issues. As
tribes acquire land, this may change
 Agency staff should be better educated to tribal traditions and culture, such as the
importance of cultural resources to tribal heritage and identity.
 Regional agency staff should keep informed of tribal elections to ensure key contacts
remain valid.
 Regional agency staff should tap into regular meetings that some tribes have with
Caltrans, in which projects and plans are reviewed for the year, and to take advantage of
tribal council meetings.
 One- to- one consultation is important, in addition to multiple group forums, such as the
June 5, 2007 Tribal summit.
MTC circulated a list of questions for the trial attendees to respond to in their own time on their
preferences for the modes of consultation, and staff followed up with those Bay Area tribes not
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able to attend the Tribal summit to gauge their interest and preference for individualized
consultation on the Regional Transportation Plan and Focusing Our Vision.
The June 5 Tribal summit was a springboard to ongoing and meaningful dialogue with the Bay
Area tribal governments on transportation and land use concerns. MTC will encourage individual
meetings with each tribal government to discuss issues and concerns specific to each tribe.
Interagency Review
Because MTC is but one of many players involved in transportation, and recognizing that
transportation has direct impacts on the environment, it is essential that regional transportation
planning and funding decisions are informed by affected governments at all levels. To facilitate a
discussion on how best to engage numerous local, state and federal agencies in its plans and
programs, MTC mailed a letter to some 150 affected agencies offering to consult directly on the
Draft Public Participation Plan, and 53 responses were received. The letter offered the option of
a meeting or a phone call to discuss with MTC the Public Participation Plan and how best to
engage on the development of the Regional Transportation Plan and the Transportation
Improvement Program.
In response to requests for a meeting, MTC staff organized a workshop to discuss specifics on
the Draft Public Participation Plan, the Regional Transportation Plan ( RTP) and the
Transportation Improvement Program ( TIP). Nearly 35 agencies that requested either a meeting
or telephone interview were notified about the workshop. Two agency staff members attended
the June 14, 2007 event, and the attendees expressed their overall satisfaction with MTC's
current planning and agency consultation processes. Key questions posed at the workshop
included how does the Transportation 2035 Plan’s project submittal process work and what are
the key decision points in the plan’s development. It was acknowledged that the TIP process is
primarily an administrative one since projects must first be identified in the RTP prior to
inclusion in the TIP. Further, in soliciting and engaging the partners and the public in the RTP,
the participants suggested the use of existing meetings like congestion management agency or
city council meetings. City council meetings would be particularly good venues because council
members are well versed on transportation issues and the meetings have set hours and locations,
and draw large community participation..
MTC staff also completed 19 telephone interviews to all agency respondents who requested
them. While many agency staff members stated they were satisfied with current processes, a few
made recommendations for improvement. Providing all relevant information to agencies by
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email, having more meetings in or convenient to outlying counties/ cities, and ensuring that a
highlight of what is new about the regional plan to create relevance in people's minds were
among the most popular.
Detailed notes on the meeting and telephone interviews are included in Appendix B.
MTC staff also sent an email to 15 agency representatives who requested consultation on MTC’s
planning and financing processes. The email requested input on MTC's current communication
channels used during the RTP/ TIP planning process. While all five respondents were satisfied
with MTC's existing communication channels, specific suggestions were made for potential
meeting venues, and in support for use of automated meeting notices for all pertinent meetings.
Prior to release of the Draft Public Participation Plan, staff also appeared before the Partnership
Technical Advisory Committee and the Welfare- to- Work Working Group ( which includes social
service agencies and transportation providers) to discuss development of the draft Public
Participation Plan. Finally, MTC hosted a “ peer panel” focus group of public information
officers from a range of local, state, regional and federal transportation and environmental
protection agencies ( mentioned above) to discuss best practices on engaging the public and their
agencies in MTC’s key decisions.
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D. What We Heard From the Public
Throughout the development of the public participation plan, we asked six key questions to
prompt a discussion on best ways to engage the public in MTC’s decision- making process.
While we received a variety of responses to these questions, several common themes emerged.
Following are the key comments heard, along with a response. More detailed summaries of
comments are provided in Appendices C and D.
Comment —
 Early Input is Powerful — starting early gives participants the opportunity to help
shape the decision. Later input has far less impact.
Response —
o MTC’s Regional Transportation Plan public and agency participation begins
many months ( typically 18 months) in advance of final adoption to maximize
opportunities for early, continuing input into the development of the plan.
o MTC advisory committees and the Bay Area Partnership are routinely consulted
prior to scheduled MTC standing committee votes on key planning and funding
issues ( for example, Coordinated Public Transit/ Human Services Plan, corridor
studies, etc.).
o As required by state law, the Joint Policy Committee -- representing Bay Area
regional agencies -- also is consulted in advance on key elements of the RTP.
Comment —
 Focus on Outcomes — direct participation toward asking questions that MTC really
wants answered; show how comments shaped decisions and if not, explain why not.
Response —
o For major plans and programs pending before MTC, public participation
programs are developed to encourage comments on areas that will inform critical
decisions.
o Staff routinely summarizes areas of agreement and disagreement with pending
proposals as expressed by the public for the Commission prior to votes, and then
summarizes Commission actions for participants, making every effort to explain
the impact of and the factors that contributed to the decision.
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Comment —
 Make it Relevant — people are more apt to engage when they feel they have a stake
in an issue. The challenge is to conduct public outreach and involvement programs
in a way that brings an issue home for people.
 Say it Simply — avoid technical jargon, acronyms and communicate in clear,
compelling language.
Response —
o MTC strives develop its public participation programs tailored to the specific
needs of the community in which it seeks input, presenting issues and materials in
a manner that is interesting, informative and relevant.
Comment —
 Redundancy is Good — notifying people of opportunities to participate multiple
ways and multiple times is a valuable way to keep them engaged.
Response —
o MTC uses multiple media and methods to encourage participation, including
posting information on its Web site, mailed notices, e- mail, partnerships with
other public agencies or community groups to help spread the word, releases to
the news media — including ethnic media and smaller community papers.
Comment —
 Remove Barriers — Hold meetings at times and locations convenient to your target
audience; transit access is important; if appropriate, provide food, translations,
child care or other amenities
 Go Where the People Are — conduct more outreach around the region at popular
public gathering places, such as swap meets, farmers markets, colleges, transit hubs,
community fairs and the like.
Response —
o MTC sites public forums near transit whenever feasible, or partners with transit
operators to provide shuttle service as, appropriate. Locations are selected to
maximize participation from targeted audiences; language translation services,
childcare, and refreshments are provided as appropriate to encourage
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participation.
o As appropriate, MTC seeks to contract with community- based organizations in
low- income communities and communities of color to encourage participation.
Comment —
 Move Beyond Traditional Meetings – E- participation ( interactive surveys, e- town
hall meetings and the like) can be an effective way to hear from many voices.
 Web Access is Not Universal — while use of the Worldwide Web is growing, there
are many with only intermittent or no access to the Internet. Therefore, it is critical
to continue with traditional methods for involving the public.
Response —
o Because many people lack access to computers and the Internet, MTC commits to
using traditional mail and “ paper” for keeping interested residents engaged. We
will, however, continue to make material on MTC’s Web site more interactive,
including providing surveys and video clips, and provide the means for public
comment opportunities via the Web and email.
Comments on the Draft Public Participation Plan
On May 4, 2007, MTC released for a 45- day public comment period its Draft Public Participation
Plan for the San Francisco Bay Area. Staff returned to all three MTC advisory committees ( the
Advisory Council, the Elderly and Disabled Advisory Committee and the Minority Citizens
Advisory Committee) to solicit comments on the draft plan. A public hearing was conducted on
June 8 during MTC’s Legislation Committee meeting; comments were due by June 20, 2007. In
all, 72 comments were made on the Draft Plan, which are summarized and responded to in
Appendix C. All written correspondence received can be found in Appendix E.
Following is a summary of the major themes that emerged from the comments:
• Clarify how the public will review proposed changes to the Draft Public Participation Plan
prior to final adoption by MTC
• Clarify procedures for amending the Regional Transportation Plan and TIP
• Provide more specific information on how MTC will consult with state and federal
agencies to meet SAFETEA requirements
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• Include more specific information on how MTC will involve low- income households and
communities of color
• Indicate how the public will be informed of the impact of public comments on
Commission actions
• Address how MTC will ensure that congestion management agencies involve the public in
local planning or project selection activities.
MTC revised the Draft Public Participation Plan in response to comments and on July 20, 2007,
issued a Revised Draft Public Participation Plan, with proposed revisions set off in underscore
type and strike- through text. To provide an additional opportunity to comment on the proposed
revisions, MTC extended the opportunity for public comment for an additional 45- day review
period through September 4, 2007. The second public comment period generated additional
comments ( 13), which are summarized in Appendix C, and include a response from staff.
The Final Public Participation Plan was adopted on September 26, 2007, by the full Commission.
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II. Continuing Public Engagement
MTC is committed to an active public involvement process that provides comprehensive
information, timely public notice and full public access to key decisions.
MTC provides the public with myriad opportunities for continuing involvement in the work of
the agency, through the following methods:
Advisory Panels
MTC has established three citizen advisory committees to foster ongoing public awareness of
and involvement in transportation decision- making, especially by those groups who have been
traditionally underserved by transportation systems. The advisory committees are consulted
during the development of MTC policies and strategies, and their recommendations on various
issues are reported directly to the Commission. Advisory committees may pursue their own
policy/ program discussions and forward independent ideas to the Commission for consideration.
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They address commissioners directly at MTC committee and Commission meetings. MTC
Resolution No. 3516 spells out the role and responsibilities of the Commission’s three citizen
advisory committees, including ways to encourage more dialogue between Commissioners and
advisors.
All advisory committee meetings are open to the public. In fact, tracking the agenda and
discussions of MTC’s advisory committees is one of the best ways for interested residents to
engage early in the major policy and fiscal issues confronting MTC. Agendas are posted on the
Web and citizens can request to be placed upon the mailing list to receive them. MTC advisory
groups include:
 MTC Advisory Council – serves as a citizen advisory group to the Commission. The
Advisory Council — composed of 24 members from a number of interest categories —
ensures commissioners receive a diverse spectrum of input. The Advisory Council, whose
members are appointed to two- year terms, includes the following interest categories:
academia, architecture, business, community, construction, engineering, environmental,
labor, public safety, the news media as well as user categories: freight, automobile, transit
and non- motorized transportation. Additionally, two members are drawn from other existing
MTC advisory groups: the Elderly and Disabled Advisory Committee and the Minority
Citizens Advisory Council.
 Elderly and Disabled Advisory Committee – set up to advise MTC regarding issues of
concern to older adults and to persons with disabilities, including access to transportation
services and implementation of the Americans with Disabilities Act. The 20- member panel
includes one elderly and one disabled advisor from each of the nine counties, selected by the
Commissioner( s) representing each county. Commissioners representing the Association of
Bay Area Governments and the San Francisco Bay Conservation and Development
Commission each select an additional advisor, either elderly or disabled, from the region at
large.
 Minority Citizens Advisory Committee – created to ensure that the views and needs of
minority and low- income communities are adequately reflected in MTC policies. The
Commission appoints, for two- year terms, 26 members from the nine Bay Area counties to
represent the region’s major ethnic minority groups: African American, Asian American,
Hispanic and Native American. In addition, two members represent the views of low- income
communities.
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 Bay Area Partnership – the Bay Area Partnership collaboratively assists the Commission in
fashioning consensus among its federal, state, regional, and local transportation agency
partners regarding the policies, plans, and programs to be adopted and implemented by the
Commission. MTC Resolution 3509 specifies the membership and role of the Partnership
Board in advising MTC. Membership includes the chief staff from all public agencies
representing:
o transit operators
o transportation facilities
o congestion management agencies
o public works agencies
o airports and seaports
o regional, state and federal transportation, environmental, and land use agencies
The Partnership Board has one primary subcommittee — the Partnership Technical Advisory
Committee — that delves into the more technical aspects of policy issues prior to their
presentation and discussion among Partnership Board members. Agendas and meeting
materials for the Partnership Technical Advisory Committee ( PTAC) are available from
MTC’s Web site or by calling MTC’s public information office.
In addition to the panels listed above, MTC facilitates policy and technical discussions through
numerous ad hoc working groups, and serves on other multi- agency advisory committees.
Get Involved: Serve on Advisory Committee
A major recruitment is done every two years to fill each advisory
committee seat. However, vacancies occur periodically between
recruitments. Check MTC’s Web site for current opportunities
( www. mtc. ca. gov/ get_ involved/) or call MTC’s Public Information Office
at 510.817.5757.
Working With Neighboring Regions
MTC and its counterpart agencies in adjacent regions often coordinate with each other to identify
transportation programs and projects of mutual interest for key travel corridors traversing both
regions. While no formal agreements are in place, MTC works closely with the neighboring
regions on a number of planning initiatives with the Sacramento, San Joaquin, Stanislaus, Santa
Cruz and Monterey regions, among others. When updating long- range plans and Transportation
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Improvement Programs, the regions do keep each other informed and solicit input on planning
and programming activities. For air quality planning purposes, MTC has an agreement with the
Sacramento Area Council of Governments to detail agency responsibilities relating to
transportation conformity and to coordinate the funding of certain projects receiving federal air
quality funding in eastern Solano County, which is within the Bay Area but falls partly in the
Yolo- Sacramento air basin.
Commission and Committee Meetings
MTC encourages interested residents to attend MTC Commission and standing committee meetings
to express their views. Items on the Commission agenda usually come in the form of
recommendations from MTC’s standing committees. Much of the detailed work of MTC is done at
the committee level, and the Commission encourages the public to participate at this stage, either in
person or by tracking developments via the Web. Current MTC standing committees are shown
below:
MTC Standing Committee Structure & Responsibilities
Legislation
Committee
Administration
Committee
Planning
Committee
Programming &
Allocations
Committee
Operations
Committee
Bay Area Toll
Authority
Oversight
Committee
Annual MTC
Legislative
Program
Positions on
Legislation &
Regulations
Public
Participation
Citizen
Advisory
Committees
Oversight of
Agency Budget
and Agency
Work Program
Financial
Reports/ Audits
Contracts
Commission
Procedures
Personnel
Policies
Regional
Transportation
Plan and
Other Regional
Plans ( airports,
seaports)
State and
Federal Air
Quality Plans
Planning
Corridor
Studies
Transportation
and Land Use
Initiatives
Fund Estimate
Fund
Applications
Fund
Allocations to
Specific
Projects
State
Transportation
Improvement
Program ( STIP)
Federal
Transportation
Improvement
Program ( TIP)
Oversight of
Transportation
System
Management
and Operational
Activities
( Service
Authority for
Freeways and
Expressways
/ SAFE)
motorist aid
programs, 511)
Contracts
Related to
System
Management
and Operations
Oversees Work
of Bay Area Toll
Authority
Fiscal Watchdog
for Revenue
Generated by
Region’s Seven
State- Owned
Bridges
Oversees Multi-
Billion Dollar
Program to
Update and
Expand the
Bridges
Get Involved: Accessible Meetings
All Commission public meetings, workshops, forums, etc. are held in locations
accessible to persons with disabilities. Monthly meetings of the Commission, and those
of MTC standing committees and advisory committees, usually take place at MTC’s
offices:
Metropolitan Transportation Commission Page 18
Public Participation Plan
offices:
Joseph P. Bort MetroCenter
Lawrence D. Dahms Auditorium
101 Eighth Street ( across from the Lake Merritt BART Station)
Oakland, CA 94607
Assistive listening devices or other auxiliary aids are available upon request. Sign-language
interpreters, readers for persons with visual impairments, or language
translators will be provided if requested through MTC Public Information
( 510.817.5757) at least three working days ( 72 hours) prior to the meeting ( five or
more days’ notice is preferred).
Access to MTC Meetings
Web Access to MTC Meetings
[ www. mtc. ca. gov]
Meeting
Materials
WHAT …
is available on the
Web?
WHEN …
is it posted on the
Web?
HOW LONG…
is it available on
the Web?
If You Have Limited or No
Web Access
Meeting
Agendas
_ Commission
meetings
_ Standing
committees
_ Advisory
committees
One week prior to
meeting **
6 months Mailed to interested public or
available at meeting*
Meeting
Packets
Same as above Same as above 6 months Same as above
Audiocast of
Meetings
_ Commission
meetings _ Standing
committees
_ Partnership Board
meetings
Listen to meeting
live
6 months Meeting minutes will be
mailed to interested public;
copies of electronic
recordings are available*
Monthly
Tentative
Meeting
Schedule
Schedule of all
Commission and
advisory meetings
Posted and updated
continuously
Posted and updated
continuously
Mailed to interested public or
available at MTC*
* Contact the MTC Library or the Public Information Office to request meeting materials.
** Final agendas are posted 72 business hours in advance of the meeting time in the MTC Library.
Database Keeps Interested Residents in the Loop
MTC maintains a master database of interested residents, public agency staff and stakeholders.
The database, which includes mailing information, e- mail addresses and other contact
information, is organized around issues or events. This allows MTC to send targeted mailings to
keep the public updated on the specific issues they are interested in, including information on
how public meetings/ participation have contributed to its key decisions and actions.
Metropolitan Transportation Commission Page 19
Public Participation Plan
Get Involved: Sign Up for MTC’s Database
Signing up to receive mailings or periodic email concerning major MTC
initiatives is a good way stay informed. Any member of the public may
request to be added to MTC’s contact database by calling MTC’s Public
Information Office at 510.817.5757 or
e- mailing i n fo@ mtc. ca. gov .
Public Meetings, Workshops and Forums
Public meetings on specific issues are held as needed. If statutorily required, formal public
hearings are conducted, and notice of these public hearings is placed in the legal section of
numerous newspapers in the MTC region, including newspapers circulated in minority
communities of the Bay 􀀀 Area. Documents containing the proposals to be considered at MTC
public hearings are mailed to major libraries throughout the MTC region prior to public hearings,
and are made available to interested citizens upon request. In addition, these documents are
placed on file in the MTC Library. The MTC Public Information Office can provide citizens with
the names and addresses of libraries that received the public hearing documents.
MTC also conducts workshops, community forums, conferences and other events to keep the
public informed and involved in various high- profile transportation projects and plans, and to
elicit feedback from the public and MTC’s partners. MTC holds meetings throughout the nine-county
San 􀀀 Francisco Bay Area to solicit comments on major plans and programs, such as the
long- range Regional Transportation Plan. Meetings are located and scheduled to maximize
public participation ( including evening meetings).
For major initiatives and events, MTC typically provides notice through posting information on
MTC’s Web site, and, if appropriate, through mailed notices, e- mail notices, and news releases.
Get Involved: Alternative Language Translations
If language is a barrier to your participation in meetings, MTC can arrange
for an interpreter or translate meeting materials. Sign- language interpreters
and readers for persons with visual impairments are also available. Please
call MTC Public Information ( 510.817.5757) at least three working days ( 72
hours) prior to the meeting ( five or more days’ notice is preferred).
MTC’s Library: Information for the Asking
Metropolitan Transportation Commission Page 20
Public Participation Plan
The MTC Library, located in the Joseph P. Bort MetroCenter ( the building that houses MTC
offices) at 101 Eighth Street in Oakland, is open to the public from 8: 30 a. m. to 5 p. m. week
days. This special library has an extensive collection of reports, books, and magazines, covering
transportation planning, demographics, economic analysis, public policy issues and regional
planning in the San Francisco Bay Area. It is designed to meet the information needs of
government agencies, researchers, students, the media and anyone else who is interested in
transportation, regional planning and related fields. Special features include:
• Extensive reference assistance by telephone, e- mail, fax and in- person
• Two public access Internet terminals
• Newspaper and magazine reading areas
• Coin- operated copier
• Open stacks
The commitment to using technology to extend public outreach continues with MTC Library
staff posting on MTC’s Web site the headlines of transportation and related stories from Bay
Area daily newspapers as well as key statewide and national journals and other such
publications. Readers can view the headlines each morning on MTC’s Web site or subscribe to
the service via e- mail or by RSS feed ( a method of electronic notification of Web updates).
Get Involved: The Facts at Your Fingertips
MTC’s publications listed on MTC’s Web site can be ordered by phone
( 510.817.5836), e- mail ( library@ mtc. ca. gov) or by completing an online
form. The entire Library collection can be searched using the online
catalog. A wide range of MTC publications are available for downloading.
Publications
The Public Information Office publishes a variety of materials to inform the public about MTC’s
work, issues relating to Bay Area transportation and guides for transit users. The publications
include:
• MTC’s monthly newsletter, Transactions, offering news about MTC’s activities, along with
general transportation news for the nine- county San Francisco Bay Area. Between 13,000
and 15,000 copies are circulated free of charge to interested citizens, the news media, public
officials, legislators, transit staff, national transportation groups, environmental groups,
business groups and libraries.
Metropolitan Transportation Commission Page 21
Public Participation Plan
• Citizens Guide to MTC, serving as a primer on MTC’s roles and responsibilities for the
region’s interested citizens and local policy- makers, and providing basic information on the
Bay Area’s transportation network.
• Moving Costs: A Transportation Funding Guide, answering basic questions about
transportation finance, and providing information for citizens who want to be involved in
transportation funding decisions.
• MTC’s Annual Report, providing information about MTC allocations and expenditures.
MTC also publishes guides for transit riders and other materials to help Bay Area residents learn
more about transportation. These publications include working papers, technical memoranda,
reports based on data from the U. S. Census and other sources that describe regional travel
characteristics and travel forecasts. They are available to the public through the MTC Library,
located at MTC offices. Most can be found on MTC’s Web site. A charge may be levied to
recover the cost of producing and ( if applicable) mailing the publication.
Get Involved: Accessible Documents
MTC provides accurate, high- quality and culturally sensitive translations
to more actively involve bilingual, multilingual and disabled communities
in its public comment process when appropriate. A request for language
interpreters at a meeting must be requested at least three working days ( 72
hours) prior to the meeting ( five or more days’ notice is preferred).
Web Site: www. mtc. ca. gov
MTC’s Web site — www. mtc. ca. gov — is targeted to audiences ranging from transit riders
seeking bus schedules to transportation professionals, elected officials and news media seeking
information on particular programs, projects and public meetings.
Updated daily, the site provides information about MTC’s projects and programs, the agency’s
structure and governing body and upcoming public meetings and workshops. It contains the
names, e- mail addresses and phone numbers for staff and Commission members, all of MTC’s
current planning documents, publications located in the MTC Library, data from the 2000 census
as well as detailed facts about the region’s travel patterns.
Metropolitan Transportation Commission Page 22
Public Participation Plan
Get Involved: Track MTC Via Web
Log onto MTC’s Web site — w w w. mtc. ca. go v — for meeting agendas
and packets. Live and archived audiocasts of meetings make it possible for
interested parties to “ tune in” at their convenience to all Commission and
standing committee meetings.
Media Outlets Help Engage More Residents
MTC regularly issues news releases about Commission programs and actions of interest to the
public. These include announcements of public workshops and hearings, recruitment for
positions on MTC’s advisory committees, and employment opportunities through MTC’s high
school and college internship programs. News releases are sent to regional, state and national
media — including minority print and broadcast outlets — and many are translated into Spanish,
Chinese and other languages. In addition to news releases, MTC staff and Commissioners also
host press events and news conferences ( often in conjunction with other transportation agencies),
visit newspaper editorial boards, and conduct briefings with Bay Area reporters and editors to
discuss key initiatives such as the Regional Transportation Plan and MTC’s transportation and
land- use policy. These briefings provide an opportunity for both print and broadcast journalists
to learn about MTC programs that may not immediately produce traditional hard news stories,
thus providing background context for subsequent articles or radio/ TV pieces.
Staff Dedicated to Assistance and Outreach
In addition to the components of MTC’s public outreach program detailed above, MTC’s
commitment to public participation includes staff dedicated to involving the public in MTC’s
work. Public Information staff provides the following materials and services:
• Public Information staff can make available to the public any item on the MTC Web site
( including meeting notices, agendas, and materials that accompany agenda items for meetings of
the Commission and its committees and advisory panels) if a person does not have Internet
access.
• Public Information staff work s with interested organizations to arrange for MTC staff and
commissioners to make presentations to community groups.
• MTC staff participate s in regionwide community and special events, especially events in
targeted ethnic and under- represented communities.
• Public Information staff will respond by telephone ( 510.817.5757), U. S. mail ( 101 Eighth
Street, Oakland, CA 94607) or e- mail ( info@ mtc. ca. gov) from the public and the media
about MTC.
Metropolitan Transportation Commission Page 23
Public Participation Plan
Metropolitan Transportation Commission Page 24
Public Participation Plan
III. Public Participation Techniques
MTC selects from an array of options to develop and execute specific public participation
programs to inform its major decisions, such as for corridor studies, new funding policies or
updates to the Regional Transportation Plan.
For example, public involvement elements for the Regional Transportation Plan might include
working with community- based organizations to cosponsor meetings, targeted news releases, a
regional summit, a telephone and Web survey, workshops with interactive exercises and
facilitated discussions, and a companion Web site that serves as a ready reference point to track
key milestones in the overall development of the plan.
A menu of participation techniques follows, and includes some tried- and- true approaches as well
as new suggestions we heard from the public while developing this plan.
Public Meetings/ Workshops
• Get on meeting agendas of existing agencies
• Co- host workshops with community groups, business associations, etc.
• Contract with community- based organizations in low- income and minority communities
for targeted outreach
• Sponsor a forum or summit with partner agencies, with the media or other community organizations
Techniques for Public Meetings/ Workshops
• Open Houses
• Facilitated discussions
• Question- and- Answer sessions with planners and policy board members
• Break- out sessions for smaller group discussions on multiple topics
• Interactive exercises
• Customized presentations
• Vary time of day for workshops ( day/ evening)
• Conduct meeting entirely in alternative language ( Spanish, Chinese, for example)
Visualization Techniques
• Maps
• Charts, illustrations, photographs
• Table- top displays and models
• Web content and interactive games
• Electronic voting
• PowerPoint slide shows
Polls/ Surveys
• Statistically valid telephone polls
• Electronic surveys via Web
• Intercept interviews where people congregate, such as at transit hubs
• Printed surveys distributed at meetings, transit hubs, on- board transit vehicles, etc.
Metropolitan Transportation Commission Page 25
Public Participation Plan
Focus Groups
• Participants recruited randomly from telephone polls
• Participants recruited by interest area
Printed Materials
• User- friendly documents ( including use of executive summaries)
• Post cards
• Maps, charts, photographs, and other visual means of displaying information
Targeted Mailings/ Flyers
• Work with community- based organizations to hand deliver flyers
• Mail to targeted database lists
• Distribute “ Take- one” flyers to key community organizations
• Place notices on board transit vehicles and transit hubs
Utilize local media
• News Releases
• Invite reporters to news briefings
• Meet with editorial staff
• Opinion pieces/ commentaries
• Purchase display ads
• Negotiate inserts into local printed media
• Visit minority media outlets to encourage use of MTC news releases
• Place speakers on Radio/ TV talk shows
• Public Service Announcements on radio and TV
• Develop content for public access/ cable television programming
• Civic journalism partnerships
Electronic Access to Information
• Web site with updated content
• Audio- cast of past public meetings/ workshops
• Electronic duplication of open house/ workshop materials
• Interactive Web with surveys, comment line
• Access to maps, charts
• Provide information in advance of public meeting
Notify Public via
• Blast e- mails
• Notice widely disseminated through new partnerships with community- based and interest
organizations
• Newsletters
• Printed materials
• Electronic access to information
• Local Media
• Notices placed on board transit vehicles and at transit hubs
Metropolitan Transportation Commission Page 26
Public Participation Plan
Newsletters
• MTC’s newsletter Transactions
• Commissioner newsletters
• Submit articles for publication in community/ corporate newsletters
Techniques for Involving Low Income Communities and Communities of Color
• Involve MTC’s Minority Citizens Advisory Committee
• Grants to community- based organizations to tailor meetings, customize presentation
materials, provide incentives and remove barriers to participation
• “ Take One” flyers on transit vehicles and transit hubs
• Outreach in the community ( flea markets, churches, health centers, etc.)
• Personal interviews or use of audio recording devices to obtain oral comments
• Translate materials; have translators available at meetings as requested
• Include information on meeting notices on how to request translation assistance
• Robust use of “ visualization” techniques, including maps and graphics to illustrate trends,
choices being debated, etc.
• Use of community and minority media outlets to announce participation opportunities
Techniques for Reporting on Impact of Public Comments
• Summarize key themes of public comments in staff reports to MTC standing committees
• Direct mail and email to participants from meetings, surveys, etc. to report final outcomes
• Newsletter articles
• Updated and interactive Web content
Techniques for Involving Limited- English Proficient Populations
• Personal interviews or use of audio recording devices to obtain oral comments
• Translated documents and Web content on key initiatives
• On- call translators for meetings
• Translated news releases and outreach to alternative language media
• Include information on meeting notices on how to request translation assistance
• Robust use of “ visualization” techniques, including maps and graphics to illustrate trends,
choices being debated, etc.
• Train staff to be alert to and anticipate the need of low- literacy participants in meetings,
workshops, and the like
Other Outreach
• Information/ comment tables or booths at community events and public gathering spaces
• Comment Cards/ Take- One Cards on- board transit vehicles
Metropolitan Transportation Commission Page 27
Public Participation Plan
IV. Public Participation Procedures for the Regional Transportation Plan ( RTP)
and the Transportation Improvement Program ( TIP)
There are two key transportation initiatives of MTC’s that are specially called out in federal law
as needing early and continuing opportunities for public participation — development of the
Regional Transportation Plan and the Transportation Improvement Program.
Public Participation Opportunities in the RTP and TIP
Because of its comprehensive, long- term vision, the RTP provides the earliest and the best
opportunity for interested residents and public agencies to influence MTC’s policy and
investment priorities for Bay Area transportation. It is at this earlier RTP stage where investment
priorities and major planning- level project design concepts are established, and broad, regional
impacts of transportation on the environment are addressed. Thus, there is comparatively less
value for public to participation in the TIP, which is a programming document that identifies
funding for only those programs and projects that are already included in the RTP.
One easy way to engage on transportation policies and investment is to request to be added to
MTC’s RTP database ( see below for instructions).
Get Involved: Sign Up for MTC’s RTP Database
One of the ways to have the most impact on MTC’s policy and investment
decision is to participate in an update of the regional transportation plan
( RTP). Contact MTC’s Public Information Office at 510.817.5757, or
info@ mtc. ca. gov and ask to be included in MTC’s RTP database.
Metropolitan Transportation Commission Page 28
Public Participation Plan
A. Regional Transportation Plan
The long- range Regional Transportation Plan ( RTP) prioritizes and guides all Bay Area
transportation development over 25 years. The RTP is the comprehensive blueprint for
transportation investment ( transit, highway, local roads, bicycle and pedestrian projects), and
establishes the financial foundation for how the region invests in its surface transportation
system by identifying how much money is available to address critical transportation needs and
setting the policy on how is projected revenues are to be spent. The RTP is updated at least once
every four years to reflect reaffirmed or new planning priorities and changing projections of
growth and travel demand based on a reasonable forecast of future revenues available to the
region.
MTC prepares two technical companion documents for RTP updates: a program- level
Environmental Impact Report per California Environmental Quality Act ( CEQA) guidelines, and
transportation air quality conformity analyses ( to ensure clean air mandates are met) per federal
Clean Air Act requirements. Certain revisions to the RTP may warrant a revision or update to
these technical documents. The process for preparing and conducting interagency consultation on
the conformity analysis is described in MTC Resolution No. 3757.
Updating and Revising t he Regional Transportation Plan
A complete update of an existing regional transportation plan is required at least once every four
years. The RTP also may be revised in between major updates under certain circumstances, as
described below in the table and narrative:
 RTP Update
This is a complete update of the most current long- range regional transportation plan,
which is prepared pursuant to state and federal requirements.
RTP updates include extensive public consultation and participation involving hundreds
of Bay Area residents, public agency officials and stakeholder groups over many months.
MTC’s three advisory committees play key roles in providing feedback on the policy and
investment strategies contained in the plan. The Bay Area Partnership — a group of top
executive staff from key public agencies at all levels who work in the transportation or
environmental protection arenas — also actively participate in the development of an
RTP update.
Metropolitan Transportation Commission Page 29
Public Participation Plan
Specific multi- phased public outreach and involvement programs with performance
benchmarks are developed for every RTP update, drawing from the public participation
techniques listed in Section III of MTC’s Public Participation Plan. As appropriate, MTC
will request that county congestion management agencies involve the public in their
process for nominating projects for inclusion in the RTP, and show how public comments
helped inform their recommendation.
 RTP Amendment
An amendment is a major revision to a long- range RTP, including adding or deleting a
project, major changes in project/ project phase costs, initiation dates, and/ or design
concept and scope ( e. g., changing project locations or the number of through traffic
lanes). Changes to projects that are included in the RTP only for illustrative purposes
( such as in the financially unconstrained “ vision” element) do not require an amendment.
An amendment requires public review and comment, demonstration that the project can
be completed based on expected funding, and/ or a finding that the change is consistent
with federal transportation conformity mandates. Amendments that require an update to
the air quality conformity analysis will be subject to the conformity and interagency
consultation procedures described in MTC Resolution No. 3757.
 RTP Administrative Modification
This is a minor revision to the RTP for minor changes to project/ project phase costs,
funding sources, and/ or initiation dates. An administrative modification does not require
public review and comment, demonstration that the project can be completed based on
expected funding, nor a finding that the change is consistent with federal transportation
conformity requirements. As with an RTP amendment, changes to projects that are
included in the RTP’s financially unconstrained “ vision” element may be changed
without going through this process.
Metropolitan Transportation Commission Page 30
Public Participation Plan
Updating and Revising the Regional Transportation Plan ( RTP)
Public Participation for RTP Update [ Procedures may not occur in order shown]

Extensive public
participation plan
developed and
executed over many
months to provide
early and continuing
opportunities to
comment.
Public Outreach and
Involvement Program
reviewed with
advisory committees

Numerous targeted
workshops with MTC
advisory committees,
stakeholder groups
and the Bay Area
Partnership
MTC database is used
to notify public of
opportunities to
participate

Opportunities to
participate via
the Web
Key draft
documents
posted to the
Web for public
review and
comment and
available for
viewing at the
MTC Library

Inter-governmental
consultation, as
appropriate
Review as
appropriate based
on Air Quality
Conformity
Protocol ( MTC
Resolution No.
3757)

Draft plan is
released for 30-
day public
review.
At least one
formal public
hearing before
MTC’s Planning
Committee
MTC responds
to significant
comments
Extend public
review period
by 5- days if
final RTP
differs
significantly
from draft RTP
and raises new
material issues

Adoption by the
MTC
Commission
at a public
meeting
Public Participation for RTP Amendment [ Procedures may not occur in order shown]

Proposed
amendment released
for a 30- day public
review.

Posted on MTC’s
Web site for public
review and available
for viewing at the
MTC Library

Reviewed at a
public meeting of
MTC’s Planning
Committee

Approved at a
public meeting
by the MTC
Commission
Public Participation for RTP Administrative Modification
[ Procedures may not occur in order shown]

No public review

Approved by MTC
Executive Director

Modifications
posted on MTC
Web site
Metropolitan Transportation Commission Page 31
Public Participation Plan
B. Transportation Improvement Program
The Transportation Improvement Program ( TIP) implements the policy and investment priorities
expressed by the public and adopted by MTC in the Regional Transportation Plan ( RTP). In this
way, public comments made as part of the RTP are reflected in the TIP as well. The TIP covers a
four- or five- year timeframe, and all projects included in the TIP must be consistent with the
RTP, which covers 25 years. The TIP is a comprehensive listing of Bay Area surface
transportation projects — including transit, highway, local roadway, bicycle and pedestrian
investments — that:
• receive federal funds, or are
• subject to a federally required action, or are
• regionally significant, for federal air quality conformity purposes.
The TIP includes a financial plan that demonstrates there are sufficient revenues to ensure that the
funds committed ( or “ programmed”) to the projects are available to implement the projects or
project phases. Adoption of the TIP also requires a finding of conformity with federal
transportation- air quality conformity mandates.
Individual project listings may be viewed through MTC’s Web- based Fund Management System
at www. mtc. ca. gov/ funding/ fms_ intro. htm. As part of MTC’s commitment to public involvement,
many projects in the TIP are mapped to present the online reader with a visual location of the
project. Individuals without access to the Internet may view a printed copy of the project listings
at the MTC Library at 101 Eighth Street, in Oakland.
Updating and Revising the TIP
Federal regulations require that the TIP be updated at least once every four years. From time to
time, circumstances dictate that revisions be made to the TIP between updates. MTC will
consider such revisions when the circumstances prompting the change are compelling, and the
change will not adversely affect transportation- air quality conformity or negatively impact the
financial constraint findings of the TIP.
In addition to a TIP update, revisions to the TIP may occur as TIP Amendments, TIP
Administrative Modifications and TIP Technical Corrections. Further explanation about TIP
updates, and how the types of amendments are processed are shown in the table and narrative
that follows.
Metropolitan Transportation Commission Page 32
Public Participation Plan
MTC maintains a free, subscription- based e- mail distribution list of individuals, transportation
officials and staff interested in being informed of TIP- related changes and actions. Pertinent
information may be distributed to recipients as needed to alert the individuals of notices and
information regarding the development and approval of a new TIP and updates, such as the
notice of a TIP update, notice and approval of the TIP amendments, and other information as
deemed appropriate. Known as TIP- INFO Notification, this is a tool to help facilitate public
review and comment and coordination with transportation and other public agencies.
Due to occasional unforeseen technical difficulties, and the fact that delivery of e- mail cannot be
guaranteed, TIP- INFO is not considered a specific requirement for the public involvement
process, but rather an optional enhanced service to provide added convenience for those
interested in the TIP. Anyone may sign up for the service at MTC’s Web site.
• TIP Update
This is a complete update of the existing TIP, to reflect new or revised transportation
investment strategies and priorities. An update of the TIP is required at least once every
four years. Because all projects included in the TIP are consistent with the RTP, MTC’s
extensive public outreach for development of the RTP is reflected in the TIP as well. The
TIP implements, in the short- term, the financially constrained element of the RTP and is
responsive to comments received during the development of the RTP. TIP updates will
be subject to the conformity and interagency consultation procedures described in MTC
Resolution No. 3757.
 TIP Amendment
This is a revision that involves a major change to the TIP, such as the addition or deletion
of a project; a major change in project cost or project/ project phase initiation date; or a
major change in design concept or design scope ( e. g., changing project termini or the
number of through traffic lanes). An amendment is a revision that requires public review
and comment, re- demonstration of fiscal constraint, or an air quality conformity
determination. Amendments requiring a transportation- air quality conformity analysis
will be subject to the conformity and interagency consultation procedures described in
MTC Resolution No. 3757.
 TIP Administrative Modification
Metropolitan Transportation Commission Page 33
Public Participation Plan
An administrative modification includes minor changes to a project’s costs or to the cost
of a project phase; minor changes to funding sources of previously included projects; and
minor changes to the initiation date of a project or project phase. An administrative
modification does not require public review and comment, re- demonstration of fiscal
constraint, or conformity determination.
 TIP Technical Correction
Technical corrections may be made by MTC staff as necessary. Technical corrections are
not subject to an administrative modification or an amendment, and may include revisions
such as: changes to information and projects that are included only for illustrative
purposes; changes to information outside of the TIP period; changes to information not
required to be included in the TIP per federal regulations; or changes to correct simple
errors and data entry errors. These technical corrections cannot impact the cost, scope, or
schedule within the TIP period, nor will they be subject to a public review and comment
process, re- demonstration of fiscal constraint, or a conformity determination.
Updating and Revising the Transportation Improvement Program ( TIP)
TIP Update
[ Procedures may not occur in order shown]

Notify public
via TIP- INFO
Notification
( e- mail)
Notify public,
including RTP
participants,
via U. S. mail;
use appropriate
lists within
MTC’s
database

Review by
Bay 􀀀 Area
Partnership

Intergovernmental
consultation, as appropriate
30- day public review and
comment period
Draft TIP in MTC Library and
mailed to major libraries
throughout the Bay Area
Posted on MTC Web site

Inform media, as
appropriate
MTC’s response to
significant
comments
compiled into an
appendix in the
final TIP
Extend public
review period by
5- days if final TIP
differs
significantly from
draft TIP and
raises new material
issues

Review by an
MTC standing
committee,
typically the
Programming
& Allocations
Committee
( a public
meeting);
referral to
Commission

Adoption by
Commission at a
public meeting
Approval by
Caltrans
Approval by
Federal Highway
and Federal
Transit
administrations
( FHWA/ FTA)
Metropolitan Transportation Commission Page 34
Public Participation Plan
Table continued on next page
TIP Amendment
[ Procedures may not occur in order shown]

Notify public
via TIP- INFO
Notification
( e- mail)

Review by
Bay Area
Partnership
Posted in
MTC Library
Posted on
MTC Web
site

Amendments deleting or adding a project or changing an existing
project that is subject to a new air quality conformity analysis:
 30- day public review and comment period, with review by an
MTC standing committee at a public meeting; and
 Approval by the full Commission at a public meeting.
Amendment deleting or adding a project that is not subject to an air
quality conformity analysis ( such as a roadway rehabilitation):
 Review by an MTC standing committee at a public meeting; and
 Approval by the full Commission at a public meeting.
Amendment changing an existing project that is not subject to an air
quality conformity analysis or changing an existing groped project
listing ( such as the highway bridge program), or making a financial
change to a project previously listed in the TIP, or bringing a
previously listed project back into the TIP for financial purposes:
 Review and approval by an MTC standing committee or the full
Commission at a public meeting.

Approval by
Caltrans
Approval by
FHWA/ FTA
TIP Administrative Modification
[ Procedures may not occur in order shown]

No public
review

Approval by
MTC Executive
Director or
designee, per
Commission
delegation
Approval by
Caltrans

After
approval,
review by
Bay Area
Partnership

After approval:
• post in MTC
Library
• post on MTC
Web site
• notify public
via TIP- INFO
Notification
TIP Technical Correction
[ Procedures may not occur in order shown]

No public review

Corrections by staff

No approval required
Annual Listing of Obligated Projects
By federal requirement, MTC publishes at the end of each calendar year an annual listing of
obligated projects, which is a record of project delivery for the previous year. The listing also is
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Public Participation Plan
intended to increase the awareness of government spending on transportation projects to the public.
Copies of this annual listing may be obtained from MTC’s Web site:
http:// www. mtc. ca. gov/ funding/ delivery/ or by calling MTC’s Library at 510.817.5836.
Congestion Management Process
Under Federal SAFETEA regulations, MTC is required to prepare a congestion management
process ( CMP) for the Bay Area that includes strategies for managing travel demand, traffic
operational improvements, public transportation improvements, and the like. MTC’s Planning
Committee at a public meeting adopts a CMP approximately every two years, with the results of this
technical evaluation used to inform MTC decisions on program and investment priorities, including
the Regional Transportation Plan. Those interested in this exercise may obtain copies of the relevant
memoranda via MTC’s Web site, or by requesting to be added to the Planning Committee’s mailing
list.
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V. Interagency and Tribal Government Consultation Procedures for the Regional
Transportation Plan ( RTP) and the Transportation Improvement Program ( TIP)
A. Public Agency Consultation
The Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users –
better know as SAFETEA – expanded and specified a public participation process, directing
metropolitan transportation agencies like MTC to consult with officials responsible for other
types of planning activities that are affected by transportation in the area, be that conservation
and historic preservation or local planned growth and land use management.
The most effective time to involve the public and governmental agencies in the planning and
programming process is as early as possible. As such, the development of the regional
transportation plan, with its 25- year timeframe, is the earliest and the key decision point for the
interagency consultation process. It is at this stage where funding priorities and major projects’
planning- level design concepts and scopes are introduced, prioritized and considered for
implementation. Furthermore, MTC’s funding programs and any projects flowing from them are
derived directly from the policies and the transportation investments contained in the RTP.
Because the RTP governs the selection and programming of projects in the TIP, MTC considers
the agency consultation process as a continuum starting with the regional transportation plan.
The RTP is the key decision point for policy decisions regarding project and program priorities
that address mobility, congestion, air quality, and other planning factors; the TIP is a short- term
programming document detailing the funding for only those investments identified and adopted
in the RTP.
MTC will use the following approaches to coordinate and consult with affected agencies in the
development of the RTP and the TIP. Throughout the process, consultation will be based on the
agency’s needs and interests. At a minimum, all agencies will be provided an opportunity to
comment on the RTP and TIP updates.
• Regional Transportation Plan ( RTP)
MTC’s compliance with the California Environmental Quality Act ( CEQA) serves as the
framework to consult, as appropriate, in the development of the RTP with federal, state
and local resource agencies responsible for land use management, natural resources,
environmental protections, conservation, and historic preservation. This consultation will
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Public Participation Plan
include other agencies and officials responsible for other planning activities in the MTC
region that are affected by transportation, to the maximum extent practicable.
As required by CEQA, the Notice of Preparation ( NOP) stating that MTC as the lead
agency will prepare a program- level Environmental Impact Report ( EIR) for the RTP is
the first step in the environmental process. The NOP gives federal, state and local
agencies and the public an early opportunity to identify areas of concern to be addressed
in the EIR and to submit them in writing to MTC. Further, MTC also will hold agency
and public scoping meeting( s) to explain the environmental process and solicit early input
on areas of concern. During the development of the Draft EIR, MTC will consult with
affected agencies on resource maps and inventories for use in the EIR analysis.
MTC will consider the issues raised during the NOP period and scoping meetings( s)
during its preparation of the EIR. Subsequently, as soon as MTC completes the Draft
EIR, MTC will file a Notice of Completion ( NOC) with the State Clearinghouse and
release the Draft EIR for a 45- day public review period. MTC will seek written
comments from agencies and the public on the environmental effects and mitigation
measures identified in the Draft EIR. During the comment period, MTC may consult
directly with any agency or person with respect to any environmental impact or
mitigation measure. MTC will respond to written comments received prior to the close of
comment period and make technical corrections to the Draft EIR where necessary. The
Commission will be requested to certify the Final EIR, and MTC will file a Notice of
Determination ( NOD) within five days of Commission certification.
Note that while the RTP is not subject to the federal National Environmental Policy Act
( NEPA), MTC will consult with federal agencies as appropriate during the preparation of
the CEQA environmental document. Additionally, the involvement of federal agencies in
the RTP can link the transportation planning process with the federal NEPA process. As
the projects in the RTP and TIP continue down the pipeline toward construction or
implementation, most must comply with NEPA to address individual project impacts.
 Transportation Improvement Program ( TIP)
As discussed above, crucial decisions whether or not to support or fund a transportation
program or project in the region first occurs at the RTP level. In contrast, the TIP defines
project budgets, schedules and phasing for those programs and projects that are already
part of the RTP. By the time the TIP is developed, the Commission has already made
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Public Participation Plan
planning decisions and project selection decisions. Therefore, for many agencies there is
comparatively less value in consulting with MTC during the development of a TIP, in
particular for agencies that are not project sponsors or are not concerned with air quality
conformity. Additionally, the TIP does not provide any additional information regarding
environmental impacts, beyond that found in the program- level environmental analysis
prepared for the RTP.
As such, starting at the RTP development stage, MTC staff will concurrently consult with
all agencies regarding the TIP. Subsequent to the RTP, additional consultations at the TIP
stage will be based on an agency’s needs and interests. At a minimum, all agencies will
be provided with an opportunity to comment on the TIP. Project sponsors — including
the California Department of Transportation ( Caltrans), local jurisdictions, transit
operators, and county congestion management agencies ( CMAs) — review and consult
with MTC on each of their respective projects in the TIP. Furthermore, through the Bay
Area Partnership, these agencies ( and any other interested agency) are involved every
step of the way in the establishment of MTC programs, selection of projects and their
inclusion in the TIP.
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Public Participation Plan
B. Other Protocol for Working With Public Agencies
 The Bay Area Partnership Review and Coordination
MTC established the Bay Area Partnership in 2002 to collaboratively assist the
Commission in fashioning consensus among its federal, state, regional, and local
transportation agency partners regarding the policies, plans, and programs to be adopted
and implemented by the Commission. Membership includes a chief staff officer from all
public agencies representing the following transportation interests:
 Transit operations
 Transportation facilities
 Congestion management agencies
 Public works agencies
 Airports and seaports
 Regional, state and federal transportation, environmental, and land use
agencies
The Partnership Board discusses critical transportation policies issues, while the
Partnership Technical Advisory Committee ( PTAC) delves into the on- going and more
technical aspects of these policy issues. These meetings are open to the public. The
Partnership Board meetings are audiocast live and later archived on MTC’s Web site. The
primary means for promoting exchange of information and ideas with partner agencies on
the Bay Area’s Regional Transportation Plan ( RTP) and Transportation Improvement
Program ( TIP) updates and amendments is through the Partnership. The status of any
RTP/ TIP amendments and administrative modifications and are reviewed via the PTAC
and/ or its working group meetings. For RTP/ TIP updates, PTAC will be kept informed
and consulted throughout the process through meeting items and presentations as
appropriate.
 Air Quality Conformity and Interagency Consultation
A dialogue between agencies over transportation- air quality conformity considerations
must take place in certain instances prior to MTC adoption of its RTP or TIP. These
consultations are conducted through the Air Quality Conformity Task Force — which
includes representatives of the U. S. Environmental Protection Agency, the Federal
Highway Administration ( FHWA), Federal Transit Administration ( FTA), the California
Air Resources Board ( CARB), Caltrans, the Bay Area Air Quality Management District,
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Public Participation Plan
and other state and local transportation agencies. These agencies review updates and, in
certain instances, amendments to the RTP and TIP to ensure they conform to federal
transportation conformity regulations via an transportation- air quality conformity
analysis.
In accordance with Transportation- Air Quality Conformity and Interagency Consultation
Protocol procedures ( MTC Resolution No. 3757), MTC must implement the interagency
consultation process for the nine- county San Francisco Bay Area before making a
transportation conformity determination on the RTP or TIP. In developing an update to
the RTP/ TIP, MTC will bring important issues to the Partnership for discussion and
feedback. All materials that are relevant to interagency consultation, such as the RTP/ TIP
schedule, important RTP/ TIP- related issues, and draft RTP/ TIP, will also be transmitted
to the Conformity Task Force for discussion and feedback. Similar consultation will
occur for RTP/ TIP amendments requiring an air quality conformity analysis.
 Intergovernmental Review via Regional and State Information Clearinghouses
The intent of intergovernmental review, per Executive Order 12372, is to ensure that
federally funded or assisted projects do not inadvertently interfere with state and local
plans and priorities. Applicants in the Bay Area with programs/ projects for inter-governmental
review are required to submit documentation to Association of Bay Area
Government’s ( ABAG) Area- wide Clearinghouse and the State Clearinghouse in
Sacramento, which are responsible for coordinating state and local review of applications
for federal grants or loans under state- selected programs. In this capacity, it is also the
function of the Clearinghouses to coordinate state and local review of federal financial
assistance applications, federally required state plans, direct federal development
activities, and federal environmental documents. The purpose of the clearinghouses is to
afford state and local participation in federal activities occurring within California. The
Executive Order does not replace public participation, comment, or review requirements
of other federal laws, such as the National Environmental Policy Act ( NEPA), but gives
the states an additional mechanism to ensure federal agency responsiveness to state and
local concerns.
ABAG’s clearinghouse notifies, via the bi- weekly e- mail Intergovernmental Review
Newsletter, entities and individuals at all governmental levels, as well as certain public
interest groups that might be affected the proposed project or program. The state and
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Public Participation Plan
area- wide clearinghouses are a valuable tool to help ensure that state and local agency
comments are included along with any applications submitted by an applicant to the
federal agencies. MTC uses this service to notice TIP updates and those TIP amendments
that require an air quality determination. This service is not used for TIP amendments
that do not require an air quality conformity determination, for TIP administrative
modifications and for TIP technical corrections. The clearinghouses also receive and
distribute environmental documents prepared pursuant to the California Environmental
Quality Act ( CEQA) and coordinate the state- level environmental review process. The
RTP is subject to CEQA and therefore is reviewed through the clearinghouses as well.
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Public Participation Plan
C. Tribal Government Consultation
There are six federally recognized Native American tribes in the San Francisco Bay Area. MTC
invites the tribes to conduct government- to- government consultation during development of the
regional transportation plan and the companion Transportation Improvement Program as well as
throughout the regional transportation planning process. MTC lays the groundwork for
consultation early in the process of developing the regional transportation plan, and generally
includes a “ Tribal summit” for all six Tribal governments. MTC expresses to each tribe a
willingness to conduct individual meetings at the tribe’s convenience.
MTC board members and executive staff participate in consultation with the Tribal governments.
MTC will conduct consultation and associated activities in locations convenient for the Tribal
governments. Past meetings have been held in Sonoma County, where most of the Tribal
governments are located.
The Tribal summit often will include MTC’s partner agencies, the Association of Bay Area
Governments, the state Department of Transportation and the appropriate congestion
management agencies. The Tribal summit also may include facilitation by an individual or
organization known to the Tribal governments.
The Tribal summit will include discussion about how the Tribal governments will participate in
development of the long- range plan, as well as the companion TIP. The Tribal summit also serves
to introduce the Tribal governments to MTC’s partner agencies.
As a next step after the tribal summit, MTC encourages individual meetings with each tribal
government throughout development of the regional transportation plan to discuss issues and
concerns specific to each tribe. MTC offers to conduct consultation at a time and location convenient
for the tribe, which may include attendance at meetings of the tribal council or committees. The
governments also receive material from MTC throughout the RTP planning effort.
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Public Participation Plan
VI. Evaluation and Update of the Public Participation Plan
MTC’s Public Participation Plan is not a static document, but an on- going strategy that will be
periodically reviewed and updated based on our experiences and the changing circumstances of
the Commission and the transportation community it serves.
As part of every public outreach and involvement program developed for the regional
transportation plan and other major planning studies that feed into the plan, MTC will set
performance measures for the effectiveness of the participation program and report on the
results. These performance reports will serve to inform and improve future outreach and
involvement programs, including future updates to this Public Participation Plan.
For example, MTC identified specific performance measures to gauge progress toward
accomplishing a set of goals laid out in the Transportation 2030 Public Outreach Plan.
Evaluation forms, available in English and three other languages, were handed out at the end of
each public outreach meeting, including the kick- off summit. These forms asked participants to
evaluate nine aspects of the public involvement program related to the quality of outreach,
meeting handouts, presentation, facilitation, and opportunities for feedback. More than 80
percent of the participants responded positively to all nine aspects of the outreach program.
Additionally, MTC will periodically evaluate various components of the items identified under
Section II, “ Continuing Public Engagement,” which form the core of MTC’s public involvement
activities.
This Public Participation Plan may be subject to minor changes from time to time. Any major
updates will include a review by MTC’s advisory committees, 45- day public comment period
with wide release and notification of the public about the proposed changes, review by the
Commission’s Legislation and Public Affairs Committee ( a public meeting), and approval by the
Commission. We will extend the public comment period by an additional 45 days in instances
where major revisions are proposed in response to comments heard.
Metropolitan Transportation Commission Appendices-- Page 44
Public Participation Plan
MTC Public Participation Plan
Appendix A
Public Participation Plan Outreach:
Summary of Focus Group, Presentation and
Web Survey Comments
Metropolitan Transportation Commission Appendices-- Page 45
Public Participation Plan
Summary of Focus Group, Presentation and Web Survey Comments
Prior to development of the Public Participation Plan, staff sought input from members of
MTC’s three advisory committees, and solicited comments from the Bay Area Partnership’s
Technical Advisory Committee ( staff from transportation and environmental protection agencies
in the region) and MTC’s Welfare to Work Working Group ( social service agency
representatives and transportation providers). In addition, staff met with clergy in the East Bay
and South Bay on ways to engage the faith- based community.
In addition, MTC held focus groups from January through April 2007 to solicit comments and
feedback on MTC’s public participation practices. Sessions were organized as follows:
 Representatives from MTC’s three advisory committees ( Feb. 13, 2007)
 Peer Panel with public information officers from a range of local, state, regional and
federal transportation and environmental protection agencies ( Feb. 14, 2007)
 Participants in the LIFETIME program, a support group for low- income single parents
attending college ( March 9, 2007)
 Leaders of bicycle and pedestrian groups ( March 21, 2007)
 Amalgamated Transit Union Representatives ( April 12, 2007)
 Private Transportation Providers ( April 17, 2007)
MTC also conducted a Web survey asking more questions about ways to improve public
participation. The survey consisted of 18 questions and was available on the Web for 33 days.
MTC e- mailed its entire contact database regarding the survey, and asked other groups – such as
AC Transit, the Transportation and Land Use Coalition ( TALC), the California Alliance for Jobs
and Urban Habitat – to also notify their constituencies and partners. There were a total of 1,574
completed surveys and 216 partially completed surveys.
Common themes emerged from this outreach. As one might expect, these themes were often
delineated by the medium used to obtain the response ( for example, Web survey respondents
were more apt to want to communicate via the Internet or e- mail, etc.). The comments
summarized below provide an overview of responses from focus groups to the specific questions
we asked.
1. What would encourage you to attend a meeting or event to discuss Bay Area transportation
issues?
Metropolitan Transportation Commission Appendices-- Page 46
Public Participation Plan
Web survey respondents informed us that an interesting or relevant meeting topic had the
greatest impact on meeting attendance. Other recommendations made by both focus
group
Summary of Focus Group, Presentation and Web Survey Comments ( continued)
participants and Web survey respondents include consideration of the time and location
of a meeting, the ability of meeting participants to impact MTC’s decision- making
process, and the use of community and media partnerships to promote a meeting.
Participants in a low- income focus group recommended the use of childcare and food as a
way to encourage attendance. Finally, our advisory committee members recommended
that we educate the public about MTC as a way to create relevance and encourage the
public’s attendance at meetings and events.
2. What is the best way to notify you about a meeting?
Both Web survey respondents and focus group participants believed that e- mail was the
best way to notify the public of a meeting. Notification by regular mail, display of posters
or flyers in transit vehicles or stations and use of radio or broadcast public service
announcements were mentioned as other successful ways to notify the public. Meeting
organization and logistics also matter. Because people are so busy, it is advisable to
promote a meeting multiple times using a variety of media. Last, we were reminded that
Internet access isn’t universal and encouraged to provide non- Internet alternatives for
meeting promotion to ensure that everyone is included.
3. Which of the following methods would help you express your views at a meeting?
Responses to this question were consistent with the medium used: Web survey
participants recommended a questionnaire or survey to express views, while focus group
participants recommended facilitated discussion or small groups. Focus group
participants noted that those uncomfortable providing public comment at a meeting might
prefer to provide written comments instead. Our peers felt that the use of charts and
graphs would assist with visualization of meeting material, and improve the quality of the
input.
4. Other than a meeting, what other methods would you most likely use to express your views?
Once again, responses were medium specific: Web survey respondents preferred Web
surveys to express views, while focus group participants preferred in- person methods,
such as staffing a kiosk at a public event or use of a focus group. Both groups also
Metropolitan Transportation Commission Appendices-- Page 47
Public Participation Plan
recommended e- mail and regular mail comments as a method to express views. Last, we
were reminded again that because Internet access isn’t universal, we should ensure that
non- Internet methods are always available.
Summary of Focus Group, Presentation and Web Survey Comments ( continued)
5. How would you like to have detailed material presented to you?
Web survey respondents believed that providing information online for review in
advance is the best way to explain detailed information to the public. The respondents
also felt that the use of charts or other visual aids, brochures, flyers or other printed
material also are successful media for material presentation. The focus group participants
reminded us to refrain from using acronyms during a meeting, and overwhelmingly
recommended the use of understandable text combined with illustrative graphics. MTC
also was strongly encouraged to use multiple media in order to make materials easier to
understand.
6. MTC would like to keep you informed of how your comments have factored into its
decisions. What is the best way to inform you of MTC's actions?
Both Web survey respondents and focus group participants felt that e- mail is the best way
to notify the public about MTC’s actions. Focus group participants encouraged the use of
community groups, via the group’s newsletters and Web sites, and the use of the media,
both print and broadcast, to inform the public. The low- income focus group participants
also encouraged the use of regular mail as an alternative to e- mail.
Metropolitan Transportation Commission Appendices-- Page 48
Public Participation Plan
Public Participation Plan
Notes from Advisor Brainstorming Sessions
January/ February 2007
MTC staff visited each of our three advisory committees in January 2007 in order to brainstorm ideas on
how to best attract the public to participate in MTC’s decision- making process. The notes below reflect
the comments made at each of the three meetings; committee members made all comments unless
otherwise noted.
Minority Citizens Advisory Committee
January 9, 2007
3: 30 – 5 p. m.
Ideas:
• Internet; Web surveys; email blasts
• Determine if there is a connection with our outreach efforts and the transit rider survey now under
way. The demographic data gleaned from the survey may help us focus MTC’s outreach to transit
riders
• Need more alternate language speakers to translate more collateral, provide information
• Offer refreshments at meetings
• Announcements on buses
• Hold separate community meetings by language
• Offer childcare at meeting
• Ads in alternate language newspapers
• Payment for volunteer efforts
• MTC should offer cell phones/ computer access for advisors
• Suggests a focus group for welfare to work participants
• While MTC does a good job gathering information, they need to do a better job with what they do
with the information ( comment made by audience member)
• Explicit consideration of public input should be made ( comment made by audience member)
• Commissioners need to provide reasoned responses, they need to weigh more heavily the input
they receive from the public ( comment made by audience member)
Advisory Council
January 10, 2007
12: 30 – 2: 30 p. m.
Ideas:
• Treasure Island Banner
• As a type of focus group, consider telling a certain group of people to watch a TV program
( cable access) at a certain hour, then follow up with a phone call to ask questions, get comments
on the issue/ topic, etc.
• City/ County meetings broadcast on cable access public television stations are well watched;
consider use of public access stations
• Distribute Web surveys via other agencies/ organizations listserves
• Provide text for use in scrolling text that runs on public access stations. This is a way to drive
people to a Web site to take an online survey, or provide a phone number for people to call and
take a phone survey
• Place ads in regional minority media, such as India West and India Currents newspapers. Also
use of public service announcements on minority radio/ TV stations is a good idea
• Ask certain organizations, e. g., AARP and the Council on Aging, to provide a link t o MTC on
their Web sites. This will help drive constituents to MTC’s Web site
• Consider providing an inducement to people to participate. We could learn from the corporate
marketing world and pay people to participate in a meeting or survey ( time is not a trivial matter
for low income families juggling multiple jobs)
• Provide food at meetings
Metropolitan Transportation Commission Appendices-- Page 49
Public Participation Plan
• Advertise/ get stories in the many “ throw- away” free weekly and daily newspapers; they are well
read. This is a medium that’s regional and local, and free to use
• Many low- income residents are suspicious of government; need to use someone who is trusted by
the communities. San Mateo County’s Half Moon Bay/ Pescadero area is mentioned as a low-income
area, rural, with many transit dependent residents who may need to be contacted by
another more trusted agency on behalf of MTC
• A lot of people, including professionals, don’t know who MTC is, or what MTC does. He
suggests more outreach to professional groups, such as Society of Engineers, East Bay Municipal
Engineers, The American Public Works Association, Northern California Chapter, ITE and Home
Builders Association
• Use transportation professionals to help get information to filter down to regular folks for their
input
• Most transit agency advertising contracts require that a certain percentage of advertising on buses
be reserved for public service messages. Contact CBS Viacom for placement of car cards or ads
on the backs of buses. Also consider posters in the bus shelters. If you are trying to advertise a
particular meeting, advertise in buses used on routes through the neighborhood you are targeting
• There are many non- profits trying to get exposure on radio/ TV via public service announcements,
he suggests that it might be easier to get paid news exposure rather than using PSAs. It is also
difficult to get MTC’s messages down to 8 seconds, which is the length of time that most
segment sponsorships or PSA spots. Getting exposure on a local news program is best exposure
• An impression exists that government officials have already made up their minds on policies
before meeting with the public. MTC has done a better job recently about this but should make
sure that it keeps this in mind in the future
• Suggests that advisors could commit to sending an email to a list that an advisor belongs to; could
work with staff on the wording of such messages
• Timing is a concern – at what point is the public brought in to allow the public to help s h ap e
share what is happening
• For low- income residents, taking time to attend a meeting can mean losing some work hours.
Suggests community organizations be hired to interview low- income populations to get their
input without residents having to attend an MTC meeting
• Suggests we hand out notices at toll plazas
• Not withstanding room for improvement, MTC does a better job with outreach than do the transit
operators or CMAs. Does MTC have any resources or ability to help local transportation agencies
do a better j o b jot with outreach to the public? Should we consider a grant program along these
lines?
• People don’t want to talk to the wind; MTC needs to listen to the public and let the public speak
on what each member of the public has in mind, rather than force comments on pre- determined
MTC decisions/ topics ( comment made by audience member)
Elderly and Disabled Advisory Committee
January 11, 2007
10: 30 a. m. – 12: 30 p. m.
Ideas:
• Marin meetings: We may consider holding our meetings at Whistlestop Wheels in San Rafael
( they have a dining room and serve lunch to groups for a fee)
• Bridge groups, bingo groups, bowling clubs
• Very few people know who/ what MTC is; we should educate the public in order to better attract
the public to meetings
• Make it clear that this ( the Public Participation Plan) is a living document that can be improved
and upgraded as time goes on
• The transit- riding public is much broader than minority or elderly and disabled
• Suggest people be encouraged to phone in comments as another way of letting the public
participate
• Reach out to college- age residents, or younger by contacting/ distributing materials at colleges
Metropolitan Transportation Commission Appendices-- Page 50
Public Participation Plan
• Reach out to a younger audience and ask them how they go about obtaining information.
Consider new media, blogging. Social networking – these methods, technologies, require no
postage
• Attend meetings at senior housing developments, mobile home parks. Distribute flyers at senior
centers
• Advertise in senior or disabled publications, especially in non- profit newsletters.
• Suggests ads in local papers. Mentions Sonoma Seniors newsletter
• Seniors are available to attend meetings because they are retired, but for the general working
public, need to provide childcare
• Need to provide transportation to and from meeting location
• Consider TV commercials or TV PSAs
• Utilize special elderly and disabled programming on cable TV stations ( Jeff Clark/ KQED)
• Utilize public access TV stations. Package Commission meetings or EDAC meetings for replay
on public access TV stations
• Advertise in or get stories in free, throw- away newspapers
• People are motivated to attend a meeting when angry about something or fearful about
something: MTC needs something that generates interest for people to attend a meeting
• Utilize ethnic media ( mentions Richmond Post and Richmond Globe]
• Post announcements in public hospitals or clinics, where people have long waits and are
desperate to read anything!
• Today use of the Web is important; it is available in lots of places ( cafes, libraries)
• One of the best ways to get people to attend a meeting is to advertise that lunch or dinner will be
served
• Going to churches is a good idea – set up meetings at a church hall; have meeting begin right
after the church service is over; invite the general public, as well as church members. It is
important to find a time that is convenient for the public. Target urban churches
• Make a booth that looks like a big call box and people could go in and make their comments
• Submit editorials and letters- to- the- editors to newspapers; surveys show that letters to the editor
as well as the editorial section of newspapers are very well- read sections of the newspapers
• Consider using actors – an actor connected with [ space] travel. Actors could be used to make it
cool to use transit, i. e., find an actor that can take away negative social stigma attached to transit,
especially among youth groups
• Use of an 800 phone number people can use to call in to the Commission, or to call the advisory
committees
• Make sure MTC’s phone number is in every phonebook in the region, not just in Oakland’s
phonebook
• Advisors could take MTC’s PowerPoint presentations and make a presentation on behalf of MTC
at additional places; get more questions, comments
• More education for the advisors would be good and help the members become better advisors.
Advisors need to know terminology, structure of agency, specifics on certain issues
• Host an occasional field trip for advisors, to see a project or a service. Have outside groups make
presentations to advisors. Suggests some funding to help presenters get to MTC advisory
meetings
• Invite MTC executive director to attend EDAC meetings once in a while
• Ask to get a copy of the current public participation plan. Item to be mailed or emailed to all
members
• Suggests that an existing advisor agree to “ adopt” a new member, so that new member has
someone to call for advice, to offer guidance
Partnership Technical Advisory Committee
February 26, 2007
1: 30 – 3: 30 p. m.
Idea:
• Cable TV is a good way to reach the public
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Public Participation Plan
Public Participation Plan
Focus Group Meeting Notes
MTC Advisory Committees
February 13, 2007, 12 noon – 2 p. m.
MTC’s offices
Participants:
Herb Crowle, EDAC Margaret Okuzumi, Advisory Council
Frank Gallo, MCAC Bob Planthold, Advisory Council
Marshall Loring, EDAC Michael Rubiano, MCAC
Dennis Trenten, EDAC
Focus Group Discussion:
Q # 1 W hat would draw you to an event to discuss Bay Area transportation issue s ?
• Topic is key; one that interests me.
• People are motivated to participate if it’s in their interest to do so. The challenge is to describe
the relevance of a meeting in a way that makes people feel it is in their best interest to get
involved.
• Co- sponsorship by a familiar group is another way to draw more participants to a meeting.
• Childcare, food, flexible schedule ( other than during the work day) are very important.
• Transit connections key. Evening meetings are nice, but transit is not always available at
night.
• Don’t forget the social aspects of meeting attendance. People are more likely to attend not
only if a familiar group cosponsors the meeting, but if someone they know is planning to
attend.
• Working people are more able to participate if meetings are scheduled during off hours.
• Translation services are key — including “ simultaneous” translation that allows multiple
participants to communicate with a translator during the meeting via headsets.
• “ Take one” cards or “ Bus drops” are other important ways to get the word out about
meetings.
• MTC should work more on its “ brand,” that way people would be more likely to engage.
• Free transit passes would motivate many to participate.
Q # 2 W hat is the best way to notify you about a meeting ?
• Don’t overlook the news media. A well- placed story on radio or via newspaper is an effective
way to attract people to a meeting. Display ads combined with “ free” news coverage in some
of the small ethnic newspapers are good ways to maximize meeting attendance.
• Small neighborhood newspapers are also widely read in their respective communities, and
should not be overlooked as a way to help get the word out about MTC meetings.
• Display ads are not as effective as general news coverage in terms of attracting people to
meetings.
• E- mail — in the form of multiple notices — along with postcards are helpful to increasing
meeting attendance.
• Working with local groups — such as homeowners’ associations, churches or community-based
organizations — is a good way to reach active people, but it requires relationship
building.
Q # 3 W hich of the following tools would help you express your views at a meetin g ? ( e. g., translated
material, electronic voting, questionnaire, facilitated discussion, voting game)
• All of the above, plus good visuals
• Questionnaires are not best for meetings
• Translation would be key for people who don’t speak English or are hearing impaired
• Facilitated discussions are the best way to hear from many voices; a good facilitator will
enable shy people to express their views
Metropolitan Transportation Commission Appendices-- Page 52
Public Participation Plan
• Questionnaires work well when you are not under time pressure; they are a way for you to
express your opinions in a detailed, specific way
• Voting games are helpful
• You need to customize which tools you will use based on the audience
Q # 4 O ther than a meeting, what venue or forum would you most likely use to express your views ?
( e. g., Web survey, mail survey, focus group, email comment, letter, online discussion, kiosk at a
public gathering place, telephone comment line)
• Focus groups are a good way to get detailed comments
• Web surveys are limited in terms of the audience that is able to participate in them
• Web surveys are a good way to reach people who might not otherwise participate
• Paying someone to survey at specified locations ( bus stops, e. g.) is good way to collect
comments
• Telephone surveys are intrusive and annoying
• Telephone surveys are the best way to get a true picture of the views of the larger population
Q # 5 H ow would you like to have complex material presented to yo u ? ( Information online for review
in advance, video, live presentation, tabletop display, brochure, flyer or other printed material,
map, chart or other visual aid, etc.)
• I like to see the same questions presented many different ways; this enables people to
comment in the way that best suits them
• Seeing material online in advance is good, but it’s often hard to find material on Web sites
• Tabletop displays are great
• I prefer video, as it allows me to see and hear
• It’s important to provide “ take aways” that allow people to review the material later
• Provide more interactive material on CDs in advance of the meetings or for review later — at
the meeting itself, you need “ hard copies” of material.
Q # 6 M T C would like to keep you informed of how your comments have factored into its decisions.
What is the best way to inform you of those actions ? ( e- mail and regular mail, audiocast of MTC
meetings, Transactions newsletter, Web site)
• Use email with a Web site link
• Local newspapers are an excellent way to keep people informed
• I prefer regular mail
• Email and regular mail
• A bimonthly MTC newsletter is too infrequent
• MTC’s Web site is still too cumbersome to navigate
• I like the fact that you are asking this question; this is a very important step to take
• The audiocast/ audio archive feature on MTC’s web site is really handy for people, and it
allows them to easily keep abreast of current developments and get background information
• MTC’s newsletter is a really useful tool to keep updated
• The archival information on MTC’s Web site is very useful
Q # 7 H ow can MTC further assist you as advisors ? ( All- day training/ orientation on transportation
topics, training for committee chairs and vice- chairs, more emphasis on committee work plans,
etc.)
• All- day training would interest only a few, better to keep it to 2- 3 hours at a time
• Better orientation and overview of key issues, more use of timelines with key milestones of
when comments are needed, etc.
• More process charts and flow charts would be helpful
• More information on “ other” advisory groups to MTC would be helpful ( for example, the
Partnership, and other groups, such as the regional bicycle advisory group)
• Better committee rosters, with photos and bio information
• Focusing on work plans, with use of performance benchmarks would be very useful
Metropolitan Transportation Commission Appendices-- Page 53
Public Participation Plan
• Tie advisor work plans to MTC’s recently completed strategic plan; advisors saw the draft,
but never got the final plan.
• Structure meeting agendas to the advisor work plans
• Getting the packet out early enough is critical
• Allow sufficient time on agendas for major items ( 30 or 45 minutes really isn’t enough time).
• Emailed packets would be helpful, though not everyone has a computer
• Introduce important topics at one meeting, then have a discussion at the next
Q # 8 M T C directs much of its public participation resources toward developing the Bay Area’s long-range
transportation plan, which MTC updates every four years . T he polices in the plan also
guide all future funding decisions, so MTC feels that this is the place where the public can have
the most impact . D o you agree with this approach ?
• I like this approach
• This emphasis might not always be effective; for example, the voter- approved bond revenue
did not come out of MTC’s long- range plan
• Local entities are always pursuing their own agenda absent any regional review, so I don’t
know that every jurisdiction truly believes that MTC’s plan is THE way.
• MTC needs to be prepared to get input on items ( such as the infrastructure bond) that happen
outside of the long- range planning process
• This focus might limit MTC’s ability to do more general outreach and involvement
• The regional transportation plan is pretty important, but it is confusing to the public to have
such a long process
• MTC needs to be clear about the staging of such a complicated process
Q # 9 T o implement the long- range transportation plan, MTC also creates a shorter term document
called the Transportation Improvement Program ( TIP) . M T C works closely with local public
agencies on the TIP, and notifies the general public of the opportunity to comment via the MTC
Web site, legal notices in newspapers and public hearing s . D o you agree with this approach ?
• It appears that by the time these projects come along in this process, it’s really too late to
have much of an influence as an individual. So if you can’t impact or change a project, the
public will be frustrated trying to participate at this point.
• The TIP process is an important process for those who have the knowledge base to participate
• You should encourage written comments and written feedback
Metropolitan Transportation Commission Appendices-- Page 54
Public Participation Plan
Public Participation Plan
Peer Panel Review
February 15, 2007, 12 noon – 2 p. m.
MTC’s offices
Attendees :
Juven Alvarez, Caltrans Ted Matley, Federal Transit Administration
Garth Hopkins, Caltrans Joy Gibson, Santa Rosa City Bus
Beth Walukas, Alameda County CMA Mike Furnary, Tri Delta Transit
Arielle Bourgart, Contra Costa Transportation Authority Sarah Layton Wallace, TAM
Yvonne Morrow, WestCAT Rosemary Booth, LAVTA
Kathleen Cha, ABAG Fran Reid, LAVTA
Gail Collins, VTA Jonah Weinstein, SamTrans/ Caltrain
Nichele Ayers, AC Transit Tess Lengyel, ACTIA
Elizabeth Richards, Solano Transportation Authority
Focus Group Discussion:
Q # 1 I n your experience, which item below would most likely draw the public to a meeting or even t ?
• Electronic voting.
• Provide an incentive ( payment) for low- income residents to attend.
• Focus groups.
• Web polls.
• Co- sponsor meetings with community organizations.
• Use existing meetings/ forums.
• Topic needs to be relevant.
• Guerilla marketing/ targeted marketing.
• Door- to- door flyers.
• 60- day advance notice for a meeting.
• Position people in malls, or in very local areas, and survey people.
Q # 2 I n your experience, what is the best way to notify the public about a meeting or even t ?
• Ads can have value if they are large and in a local media outlet; legal notices have little value.
• Targeted strategy.
• Buy ads in ethnic media.
• Use of chambers of commerce.
• Ask the public: use short survey asking questions such as ‘ what is best way to get info to you,
etc.’
• Ask transit operators to help notify their riders: car cards in transit vehicles, seat drops on rail
cars.
• People care about what they can relate to: give your message a human story/ angle; that will
get the attention of a lot more people.
• Editorial meetings.
• Use other agencies’ Web sites to advertise your meeting/ event
• Advertise your Web site address; use post cards to advertise URL.
• Target certain geographic areas ( by sorting cards by zip code) and customize messages.
• Piggyback meeting before/ after another meeting; give people two reasons to go to meeting
location.
• All of the above, multiple times.
Q # 3 I n your experience, which of the following tools would best help the public express their views at
a meeting ?
• Use maps and charts for visualization.
• With a facilitated discussion, display comments/ questions so all can see; this helps to generate
energy within group. With facilitator, he/ she can drill down on comments and get additional
info.
Metropolitan Transportation Commission Appendices-- Page 55
Public Participation Plan
• When you use voting at meeting, you limit options/ choices; voting doesn’t let people indicate
what it is they do want. Make sure you encourage use of comment cards as well.
• Use display booths with experts stationed at them at beginning of meeting.
• Comment cards.
Q # 4 O ther than a meeting, what other venue or forum would your agency most likely use to express its
views to the public ?
• Kiosk in a public space, although actual experience with this is limited.
• Radio ads during morning commute, directing people to Web site.
• Public web site, with accompanying public comment section.
• Technology that builds communities and leverages content, like Neighborhood America.
• 511 prompt to allow people to comment.
• Use scientific polling in planning efforts.
• Comment card, with return postage.
Q # 5 I n your experience, which is the best way to communicate complex material to the publi c ?
• Public participation via the Internet.
• I- pod casts.
• Web audiocasts.
• Make any issue personal, so that it has relevance.
• All of them, the more the better.
Q # 6 I n your experience, which is the best way to inform the public about how their comments have
factored into your agency’s decisions ?
• Use postcard with information on where to see decisions on Web.
• Tell people at a meeting where they will be able to find the final document.
• Targeted response.
• How to show the public you used their comment is challenging; don’t want people to think
agency does not care.
• Use info from a meeting’s sign- in sheets to continue communication/ participation with
people.
• Let them have commentary along the way.
• Tell people from outset what will happen with their comments.
• Be thoughtful in how you frame questions for public comment.
• Not all is open to review.
Q # 7 C a n you describe any potential new practices?
• Advertising through movie previews has been successful and is inexpensive and can be
targeted.
• Contests co- sponsored with community groups, but have to go through agency Web site to
enter contest.
• Get public to your Web site by whatever means, but then the writing and the design of the
Web site has to draw the public to important issues/ sections within your Web site.
• Write story/ article for cable TV ( or do research and make it easier for reporter to write a
story).
• Free PSAs.
• Buy radio time for the year and trade out messages periodically.
• TV sponsorship and TV forum.
• Share press releases: One transit operator adds its own fa