Virtual Public Involvement: Lessons from the COVID-19 Pandemic (2022)

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B-1 APPENDIX B: ANNOTATED BIBLIOGRAPHY Type Title of Resource Source (Agency/Organization) Brief Description Reference (Website link) Date Published Report NCHRP Research Report 905: Measuring the Effectiveness of Public Involvement in Transportation Planning and Project Development Transportation Research Board, National Academies of Sciences, Engineering, and Medicine. REFERENCE DOCUMENT - NCHRP Research Report 905 provides a framework and toolkit for measuring the effectiveness of a transportation agency’s public involvement activities. It includes survey and scoring tools intended to provide both public and agency perspectives. The framework uses six indicators of effectiveness: influence and impact; timing; targeted engagement; transparency and clarity; inclusion, and accessibility. This is a general reference from the pre-COVID period. While not focusing specifically on VPI, it may be a useful reference for the project. http://nap.edu/25447 2019 Database Online Engagement Tools and Techniques National Charrette Institute This article provides a comprehensive list of different types of online tools for different uses and includes links to specific vendors. https://www.canr.msu.edu/resources/online-engagement-tools-and-techniques January, 2020 Blog Post Online Alternatives to In- Person Public Meetings During an Emergency Sean Maguire - Director/CEO of Planning and Economic Development at Town of Colonie, NY This blog post addresses the use of alternatives to in-person public meetings in response to limitations due to the COVID-19 pandemic. It analyzes the pros, cons, and costs of three online tools and provides recommendations for their different uses. The blog focuses on GoToWebinar, WebEx, and Zoom. https://www.linkedin.com/pulse/online-alternatives-in-person-public-meetings-during-sean-m- /?trackingId=x0y59faxSK6AJyQdHWwVsA%3D%3D March, 2020 Blog Post Public Meetings in the Time of COVID-19 International City/County Management Association (ICMA) This blog post examines the use of online public engagement tools to address limitations due to the COVID-19 pandemic in Kenmore, Washington. It describes how the municipality utilized video conferencing and sharing tools to engage with residents on their fiscal sustainability plan. The blog post highlights the use of these tools to hold a successful task force meeting. https://icma.org/blog-posts/public-meetings-time-covid-19 March, 2020 Database New Online Public Engagement Resources American Planning Association REFERENCE DOCUMENT - Available to APA members, this database provides a curated research Knowledge Base collection of resources specifically focused on taking public engagement online. The most relevant resources in this database have been included in this existing guidance review. https://www.planning.org/apanews/9198750/new-online-public-engagement-resources/ April, 2020 Blog Post Equitable Community Engagement During a Global Pandemic and Beyond Smith Group This blog posts highlights equity considerations for virtual public meetings in light of the COVID-19 public health emergency. It discusses technology needs and meeting guidelines by suggesting the use of tools that meet changing open meetings laws and planning for people-first engagement in order to effectively meet people where they are. Suggested guidelines for equitable meetings include allowing people to see the faces of others in the "room," clearly explaining the rules of engagement, conducting ice breaker activities to orient participants, using simple tools for engagement, providing a clear meeting end, and articulating next steps. https://www.smithgroup.com/perspectives/2020/equitable-community-engagement-during-a-global- pandemic-beyond April, 2020 Manual MassDOT Virtual Public Involvement Manual & Training Materials Massachusetts Department of Transportation/Massachusetts Bay Transportation Authority MassDOT’s VPI guidance manual and project manager training are designed to help staff plan and execute successful virtual public meetings. The manual recommends engagement tools and techniques tailored to various audiences and meeting goals. It describes how to use each agency-approved platform, including recommended technology settings to set the project team up for success. Consideration and emphasis were provided to identifying and overcoming barriers to participation, including audio and visual limitations, low-tech/no-tech considerations, limited reading ability and translation services. https://www.mass.gov/guides/guidelines-for-successful-virtual-public-meetings April, 2020 Article Holding Virtual Municipal Public Meetings During the COVID-19 Emergency Checklist Practical Law This article presents a series of steps for local governments to take to plan and implement legally compliant virtual public meetings during the COVID- 19 public health emergency. It addresses reviewing applicable laws, adopting virtual meeting procedures, reviewing technology options, providing public notice, preparing for the meeting, and conducting virtual public meetings. https://content.next.westlaw.com/Document/Ic1c12d4a728911ea80afece799150095/View/FullText.html April, 2020

B-2 Article, Webinar series Virtual engagement: A springboard for inclusive community planning National Charrette Institute and Form-Based Codes Institute This three-part webinar series includes sessions "Charettes go virtual: Missoula, Montana hosts an online charrette to advance a community vision," "Tools & Techniques for Virtual Community Engagement," and "Equitable Inclusion in Virtual Community Engagement." These webinars show examples of how virtual engagement can reach some citizens who do not typically engage in more traditional community engagement platforms, and how these tools can ensure that citizens are not left behind in the planning process. The last session, described in more detail in section 2.0 of this memorandum, includes a discussion among top equity experts to understand the equity considerations that must be taken into account when conducting virtual community engagement. https://formbasedcodes.org/slides/virtual-engagement-springboard-inclusive-community-planning/ May, 2020 Article Digital Public Engagement During COVID-19: Promoting Access in a Virtual World Kimley Horn Short article that lists a few advantages and constraints of digital public involvement to consider when planning engagement approach. Advantages include broadening audience both in terms of diversity and geographically, making information easier to access, and encouraging input by providing anonymous participation which can increase confidence and motivation to share feedback. Constraints include the challenges of the digital divide, the lack of face-to-face interaction which can limit reach to stakeholders who do not typically participate in the planning process, and lack of trust with community members who may feel their voices are being ignored or not being received. https://www.kimley-horn.com/promoting-access-public-engagement-covid-19/ May, 2020 Webinar Virtual Public Engagement in the Time of COVID-19 AMPO Webinar focusing on virtual engagement strategies and examples as presented by the AMPO Public Involvement Leadership Team: Anthea Thomas, Broward MPO; Melissa Roberts, Atlanta Regional Commission; Amanda Wilson, North Central Texas Council of Governments; and Helen Wiles, Dover/Kent MPO https://ampo.org/working-groups/public-involvement-working-group/#1578420711084-1f3ce9ee-5044 May, 2020 Report Accessibility in a Virtual Environment Heldrich Center for Workforce Development, Rutgers Highlighted Guidance Document - This toolkit identifies a number of tools that public workforce programs are using to work with customers and provides additional resources to address the needs of people with disabilities as that access virtual services through these platforms. https://www.heldrich.rutgers.edu/sites/default/files/2020-10/Suddenly_Virtual_Accessibility_Toolkit.pdf June, 2020 Webinar How is Public Engagement Changing? PublicInput.com Highlighted Guidance Document - This one-hour webinar covers the results of a nationwide listening effort that asked MPOs and DOTs how they are reaching and engaging the public as states re-open and covers key takeaways about moving forward into the ‘next normal.’ It covers topics on ensuring equity and due process with virtual meetings, the effectiveness of common outreach tactics, and takes a look at the future of public meetings and virtual tactics. https://blog.publicinput.com/webinar-how-is-public-engagement-changing June, 2020 Article 7 Emerging Tips for Equitable Digital Engagement APA Planning Magazine Highlighted Guidance Document - This brief online article looks at some of the ways planners and local leaders are keeping engagement efforts inclusive, even while social distancing. https://www.planning.org/planning/2020/jun/tools-engagement/ June, 2020 Webinar Every Day Counts Initiative - Virtual Public Involvement (VPI) FHWA - Office of Planning, Environment, and Realty Highlighted Guidance Resource – This FHWA initiative promoted the use of VPI tools nationally, through an extensive series of case study videos, fact sheets, peer exchanges, and webinars. Featured tools include mobile applications, project visualizations, do-it-yourself videos, crowdsourcing tools, virtual town halls, mapping tools, all-in-one tools, and digital tools to enhance in-person events. During the pandemic, FHWA presented several webinars and videotaped conversations on engaging traditionally underserved communities using VPI. https://www.fhwa.dot.gov/planning/public_involvement/vpi/ July, 2020

B-3 Report Assessing Virtual Engagement Best Practices for Vulnerable Populations North Jersey Transportation Planning Authority Highlighted Document - The Rutgers Public Outreach and Engagement Team conducted a series of 19 interviews with staff at social service agencies and community organizations in the spring of 2020 to better understand how virtual and other remote methods helped them continue to engage with vulnerable groups during the pandemic. Interviews targeted organizations that serve individuals with disabilities, older adults, individuals with low incomes, at-risk youth, those who experienced domestic violence, veterans, and immigrants, and those with limited English proficiency. Findings were summarized for each group. The research will help the NJTPA plan future engagement efforts. https://www.njtpa.org/NJTPA/media/Documents/Get-Involved/Public-Involvement/Public-Engagement- Toolkit/Resources/Final-Report-COVID-19-Engagement-Interviews-7-21-21.pdf September, 2020 White Paper Inclusive & Accessible Virtual Engagement: Lessons from the Field Greater Portland Council of Governments Highlighted Guidance Document - This report provides an overview of best practices for using virtual engagement in a way that is accessible, inclusive, and equitable. It shares tips and resources for GPCOG members and other stakeholders on how to virtually engage the public using various online tools and platforms. The best practices include defining engagement goals and objectives, knowing the communities being served and what engagement barriers they face, meeting people where they are, designing inclusive virtual engagement plans, working with partner organizations in the field and training staff, meeting moderators, and facilitators. The report also covers best practices for addressing community-specific virtual engagement needs including older adult populations, low vision or blind populations, those who are deaf or hard of hearing, immigrant and refugee populations, youth populations, and low-income populations. A list of digital tool types is also included, as well as consideration for tool selection processes, non-digital tool examples, and spotlights on national leaders in the field of equitable virtual engagement. https://www.gpcog.org/DocumentCenter/View/1375/GPCOG_Virtual-Engagement-White- Paper_Final_91620 September, 2020 Webinar Community Engagement During COVID-19: Planning Ahead for 2021 MetroQuest Highlighted Guidance Document - Roundtable discussion on successful alternatives to in-person public meetings during the pandemic. Panelists described what approaches have worked best since the pandemic began, what they consider the essential tools, skills and resources needed to succeed, and general advice for other organizations. https://metroquest.com/webinars/community-engagement-trends-during-covid-19/ December, 2020 Webinar Digital Environmental Engagement: Continuing the Conversation Webinar California Natural Resources Agency Highlighted Guidance Document - The California Natural Resources Agency and the California Environmental Protection Agency developed a resource catalog of online sessions on community engagement and equity. This resource catalog comes from the “Online Environmental Engagement: Building Our Skills Together” conference. From June 2nd to 4th, 2020, 49 panelists and approximately 1,500 registrants from California and across the nation gathered together online to discuss their successes, challenges, and practical tips for online environmental engagement. https://youtu.be/pa0T8z9dIho https://www.youtube.com/watch?v=-lc2tR_bLEU&t=23s https://resources.ca.gov/Outreach/Digital-Environmental-Engagement-Resource-Catalogue January, 2021 Webinar Equitable and Inclusive Engagement: Creating an Accessible Virtual Meeting Space Public Agenda In this webinar Nicole Cabral, Associate Director for New York Engagement Programs at Public Agenda, and Paul Khouri, a Multicultural Disability Rights Advocate, share their thinking about how to make virtual meeting spaces more accessible while using video conferencing services and other technological applications. The webinar covered types of disabilities and how to address people with disabilities, disability etiquette, learning styles, and how to design virtual engagement for those with disabilities. https://www.youtube.com/watch?v=8z9hM_BkKrc January, 2021 Webinar Virtual Engagement Toolkit Arch Street Communications and Karp Strategies This toolkit is separated into 7 product types, and includes best guidance for how, when and if to use each tool. The webinar presents examples of tools that are included in the toolkit and covers the topics of supporting equitable engagement, connecting with hard-to-reach communities, promoting involvement, and sustaining engagement, all through virtual tools. https://www.asc-remote.com/virtual-toolkit February, 2021

B-4 Report Guide to Virtual Engagement Michigan DOT Highlighted Guidance Document - This guide provides an overview of VPI tools to encourage meaningful public participation during a transportation infrastructure or regional planning project. The content includes questions to ask before choosing VPI strategies, practical steps to using tools that increase reach and awareness and/or share information and father feedback, how to collect and use the comments that are received their virtual engagement, examples of which VPI tools and strategies to use for different types of transportation projects, and best practices for running online meetings. As well as providing a comparison matrix of the VPI tools that are available, the guide provides information about conducting VPI accessibly, reaching underserved communities and people with limited English proficiency, and programs with built-in tools to provide accessibility. https://www.michigan.gov/documents/mdot/Guide_to_Virtual_Public_Involvement_726962_7.pdf Spring, 2021 Article 7% of Americans do not use the internet. Who are they? Pew Research Center REFERENCE DOCUMENT - Findings from this article break out the demographics of the 7% of Americans who do not use the internet by age, race, rural vs. urban, and other variables. This document is included as a general reference for the project. https://www.pewresearch.org/fact-tank/2021/04/02/7-of-americans-dont-use-the-internet-who-are-they/ April, 2021 Webinar Opening Doors and Minds: Planning and Running Virtual Open Houses Oregon APA Highlighted Guidance Document - This webinar discussed two styles of virtual open houses, a live “town hall” and an open house webpage. Panelists presented their start-to-finish process to design, prepare, and run virtual open houses, including behind-the-scenes moderation and best practices for managing audience participation. They discussed collaborative options for virtual meetings, tools for presenting information, and tips for success. https://www.eventbrite.com/e/planning-and-running-virtual-open-houses-webinar-recorded-tickets- 156015987017 April, 2021 Training Course 90 Minute Online Training - Virtual Leading: A Master Class IAP2 Course creating a shared understanding of how best to engage participants, lead dynamic, energized creative conversations all the while leaving people feeling inspired, willing, and eager to join online meetings. Topics include knowledge of traditional online meeting norms that lead to sterile, stuffy space; a how-to guide for setting the best tone and environment; three key fundamentals to “reading the online room”; and an assessment of unique online presence and how to identify where to lean in and adapt. https://iap2usa.org/event-4223259 May, 2021 Report Public Engagement Practices During the COVID-19 Pandemic and Other Disruptive Events Minnesota DOT This research report investigates best practices for MnDOT’s consideration as it seeks to engage with the public through virtual meeting platforms and other means during the pandemic. The research included a survey of practice, literature search, and consultations with selected experts to inform efforts to communicate and engage effectively during the current pandemic and prepare for the next disruptive event. Research results described in the report touch on the choice of virtual meeting platforms, changes in agencies’ use of social media during the pandemic, meeting NEPA requirements, and methods for addressing current challenges. https://rosap.ntl.bts.gov/view/dot/57135 June, 2021 Webinar Ensuring Equitable and Engaging Virtual Meetings Delaware Valley Regional Planning Commission Speakers included Shoshana Akins of DVRPC and Jennifer Rodriguez of the Greater Philadelphia Hispanic Chamber of Commerce. Ms. Akins discussed barriers to participation in online meetings, which include internet access, literacy, childcare, low-paying wages, class and race trauma, and lack of trust in government. Some of these can be addressed using multiple methods such as social media, postcards, and email in addition to virtual meetings. Ms. Rodriguez focused on practical tips for planning and running virtual meetings, with an emphasis on invitations, staffing, and format. https://dvrpc.zoom.us/rec/play/rSxoYKibeC- OMwBQidCEhBskmTvMItxUylp2dcxy1_A02OSJ05802STHQBlnBNpxxpJENrENbzkA- jPG.79VJ2Jn2eQNFosTr?autoplay=true&startTime=1623246102000 June, 2021 Webinar Section 508 Best Practices: New Approaches to Web Accessibility Requirements under WCAG3 U.S. Access Board REFERENCE DOCUMENT - The Section 508 Standards apply the Web Content Accessibility Guidelines (WCAG) 2.0 to web content and other electronic content. This webinar session features new and differing approaches to web accessibility requirements proposed for the next generation of these guidelines, the draft WCAG 3.0, (or WCAG3). https://www.accessibilityonline.org/cioc-508/archives/110939 July, 2021

B-5 Article Virtual Meetings: Accessibility Checklist & Best Practices American Bar Association Highlighted Guidance Document - This article presents considerations for understanding accessibility needs when planning a virtual event, including those who are deaf or hard of hearing, blind or have low vision, or have intellectual, developmental, or mobility disabilities. It includes links to the accessibility information and features offered by some of the more popular platforms, a checklist to help ensure that events are accessible, and some best practices to implement. https://www.americanbar.org/groups/diversity/disabilityrights/resources/covid-resources/virtual- meetings-checklist/ July, 2021 Summary Report Public Involvement Peer Exchange AASHTO Highlighted Guidance Document – the AASHTO Center for Environmental Excellence conducted a Public Involvement Peer Exchange in 2020 to foster peer learning among selected state Departments of Transportation (DOTs). Three half-day virtual workshops included presentations, open discussions, polls, and breakout groups. Several common themes and issues emerged from the workshops that include best practices in using VPI tools and techniques, as well as opportunities for further development of VPI strategies among DOTs. https://environment.transportation.org/past-event/public-involvement-peer-exchange-september-2020/ September, 2021 Article Lessons From Transportation Planners' Pivot to Virtual Engagement APA Planning Magazine This article covers the impact of virtual public participation, as discussed by transportation policy makers, planners, and public outreach specialists at public agencies in the Northeast. These professionals have observed increased levels of participation with the shift to virtual options. However, they find one-on-one engagement is still needed in order to respond to public reactions and develop trust with the community. Therefore, hybrid approaches that combine in-person and virtual engagement are key, and public engagement should go beyond formal meetings to include other activities that can build public trust and community relationships. https://www.planning.org/planning/2021/fall/lessons-from-transportation-planners'-pivot-to-virtual- engagement/ October, 2021 Webinar What Happens Now? Virtual Public Engagement During and Beyond COVID-19 NJDOT Highlighted Guidance Document - This 1.5-hour webinar convened by the New Jersey DOT (NJDOT) and the Bureau of Research and moderated by Rutgers study team members Trish Sanchez and Andrea Lubin focused on sharing promising VPI practices as experienced during the ongoing COVID- 19 pandemic. Speakers included FHWA’s Rickie Clark, Alison Hastings from the Delaware Valley Regional Planning Commission, and NJDOT’s Vanessa Holman and Megan Fackler. Jamille Robbins from North Carolina DOT spoke specifically on strategies to engage vulnerable populations with VPI. https://www.njdottechtransfer.net October, 2021 Report Centering Disability in Technology Policy American Association of People with Disabilities REFERENCE DOCUMENT - This report delves into some of the ways in which technology can discriminate against those with disabilities – and what advocacy groups, regulators, and funders can do to change this. https://www.aapd.com/wp-content/uploads/2021/12/centering-disability-120821-1326-final.pdf December, 2021 Poster Florida Transportation Plan (FTP) Florida Department of Transportation The partner and public involvement activities used during the update of the 2020 FTP were showcased during a poster session at this year’s TRB Annual Meeting. The poster described how the involvement process evolved and adapted to the many changes required throughout the update process. The poster also highlighted the benefits of the overall approach. http://floridatransportationplan.com/ January, 2022