129.3 “Virtual” Public Involvement (VPI)
A “virtual” public event is one that is held online, in which members of the public attend the meeting and participate remotely. A virtual public event may be held in the following two situations: (1) as a supplement to an in-person public meeting or hearing, or (2) as a substitute for an in-person public meeting for emergency situation and beyond, as defined at EPG 129.12 Glossary of Terms. The following process is designed to provide guidance when a public meeting is required. This process can be adapted to fit the needs of the project.
Public hearings or opportunities for public hearings are required for EISs and for projects that require substantial amounts of new right of way as (defined under EPG 129.5.3.3 Design Public Meeting).
Notice of a virtual public event must comply with the requirements in EPG 129.6.1 Advertisement for Public Hearings or EPG 129.5.1 Advertisement for Public Meeting or the Opportunity for a Public Meeting and EPG 129.6.2 Procedures for Conducting Public Hearings or EPG 129.5.2 Procedures for Public Meetings depending on the requirement. This shall include the requirement to develop and implement strategies to address Environmental Justice populations and Limited English Populations (LEP) where such populations are identified in the project area. Consultation with FHWA may be appropriate. Notice of a virtual public event must also include the following:
- clear instructions about how to attend and participate in the virtual portion of the public hearing (providing a specific webpage);
- an explanation of how the virtual public event will be conducted; and
- a statement that members of the public may, as an alternative to logging-on to the virtual portion of the public hearing, call or email district or project staff to ask questions about the project, access project materials, and submit public comments via email or letter.
- Participants in a virtual public event may be asked to enter their name and email address when commenting on a project or when asking to be added to a project contact list.
- A virtual public event must present the web address for a website where project materials will be posted for public viewing during and after the virtual public event.
- A virtual public event can include a presentation in accordance with EPG 129.6.2 Procedures for Conducting Public Hearings. The presentation will include both audio and visual components. The presentation must indicate that participants may submit comments via email or letter or some other method. The presentation may be pre-recorded and uploaded for viewing at the scheduled public hearing time, and thereafter.
- A best practice is to set up an email address specific to that project to receive comments.
- Closed captioning should be used in all virtual meetings.
- The presentation must explain to participants in the virtual public event that they may call project staff during regular office hours or email project staff to ask questions about the project at any time in the project development process.
- Following the presentation, the virtual public event can include a comment period for members of the public to call a telephone number to verbally provide testimony.
- Strategies for communicating with LEP populations during the virtual events must be developed, including providing interpreters, if needed or requested, if that is the only public involvement being carried out.
- A transcript of the presentation given in the virtual public event must be prepared if the event is substituted or a component of a hearing.
- To the extent it is technologically feasible, the virtual public event should be recorded and posted on-line until at least the end of the allotted comment period. See the paragraph immediately following for further guidance on recording and posting.
- Following a virtual public event, the post-event activities set forth in EPG 129.6.2 Procedures for Conducting Public Hearings and EPG 129.6.4 Presentation for Location and Design Approval to the Commission and Commission Actions Needed will apply.
If a virtual event is recorded, the recording is then an open record under the Sunshine Law and must be retained according to the records retention schedule. Privacy concerns can be alleviated by announcing verbally, during the beginning of the virtual event, that the event is being recorded and will later be available at a predetermined location or by request. Additionally, a disclaimer at the beginning of the video should state that the opinions expressed during the event do not necessarily reflect the opinion of MoDOT or Commission (or consultant) and do not necessarily constitute MoDOT or Commission policy.
Selecting VPI Tools
Consider the needs of residents, commuters, and stakeholders when selecting VPI tools. Use familiar channels to inform the public about opportunities to comment and how to receive and view information. If possible, collect or request contact information and follow up comments or questions. Develop a PIP to help identify these tools.
| VPI Tool | Description | Selection Criteria | Asynchronous or Synchronous* |
Cost |
|---|---|---|---|---|
| Project Website | The project website should be the hub for public involvement. The website must be hosted on modot.org. Tools can be added to the project website, clearly communicating the pathways for public engagement. COCR staff can assist creation of the site, proper tags must be used and include route, county, district. | Update and inform large groups and individuals. Repository of all project information. | Asynchronous | No cost |
| Webinars and Virtual Meetings | Virtual meetings can be coordinated and streamed live with Microsoft Teams Live event. Attendees can join by computer, telephone, or app. The meeting recording can be added to the project website, MoDOT YouTube channel and shared on social media. Closed captioning should be used. Consultant partners can help organize logistics, videos and other materials. | Update and inform large groups and individuals. | Synchronous | No Cost |
| Fillable Comment Form | This is a Word or PDF document with several options for submission. It can be emailed or printed and mailed. It can contain open-ended survey questions. SurveyMonkey or a Microsoft Form can also be used. Can also place on a web page. | Offers a structure for comments and questions. Can be used to develop a project contact list while obtaining input. Can be used as basis for Q&A document or website. | Asynchronous | No cost |
| Narrated PowerPoint | This is a great tool for sharing project updates. The PowerPoint can be saved as a video and added to the project website; availability of the video can be communicated through social media and shared in a press release. | Project and construction updates. | Asynchronous | No cost |
| YouTube | MoDOT has a YouTube channel where a meeting can be livestreamed or posted on the web for later viewing. | Comments can be turned on or off; if turned on, then must respond either live during the event or later if posted on the web. | Asynchronous | No cost |
| Online Surveys for Title VI | Surveys are useful for collecting Title VI data and can be incorporated into virtual meetings. | Must be used at all virtual public meetings. Share a link in the announcements section of public meetings. | Asynchronous | No cost |
| MetroQuest Surveys | MetroQuest or similar tools are excellent for public engagement. | Use with statewide or large projects. Great for reaching commuters and younger age groups on purpose and need and alternatives selection. | Asynchronous | High cost |
| Telephone Townhall | Telephone townhalls work well when internet access is limited; or when trying to engage people who do not use the internet. Cost for these services vary. | Alternative to Microsoft Teams. Public can register in advance and only need a telephone to participate. Meeting materials and transcripts are available. | Synchronous | Moderate cost |
| Social Media | Use in coordination with other strategies. Use existing district accounts. Only designated CR staff can post and respond. | Share meeting notices in advance and day-of on social media channels. Useful for quick and immediate information sharing. | Asynchronous | No cost for posting. Social media ads can be purchased. |
| Public Access Cable TV | Meeting recordings and/or Narrated PowerPoints can be broadcast. | Great companion strategy used in coordination with other tools. Internet connection is not needed. | Asynchronous | No cost to moderate cost |
| Drive-In Meetings | Identify a location with strong Wi-Fi and designate it as a place for people to park and log into a virtual meeting. This strategy can be used to distribute information and for in-person meetings if sound and presentation equipment is available. | Excellent alternative to virtual meetings in areas with limited internet access. | Synchronous | Moderate cost |
| Phone Numbers | Always use 1-888-ASK-MODOT, advise CR where to direct calls. | Alternative for those that prefer to provide verbal feedback rather than technical options. | Synchronous | No cost |
| Email Addresses | A MoDOT project email can be created and directed to multiple emails (PM, CR, consultant). Designate who responds, PM or CR. | Great alternative for individuals that want more anonymity. Can be used to develop a project contact list while obtaining input. | Synchronous | No cost |
| * Note: Synchronous VPI allows for a dialogue between individuals on either side of the virtual connection whereas asynchronous VPI is passive communication where an individual connects and is limited either to reading or seeing information and/or posting a comment, versus asking a question or making a comment and having it responded to in real time. Asynchronous does not allow direct dialogue. See FHWA's Virtual Public Involvement website. | ||||