233F03010
HOW: to Review-and
Use Public Input, and
Provide Feedback
-------
, Step 6: Review and
t1 Use Public Input, and
Provide Feedback
Goal:
To consistently earn and retain the public's trust and
credibility for EPA's actions and consultation processes by:
- Evaluating and assimilating public views and preferences
into final decisions, where appropriate arid possible, and
- Telling the public about the decisions and how public input
affected those decisions
The U.S. Environmental Protection Agency (EPA) issued its ,
new Public Involvement Policy in June 2003. The Policy's
overall goal is for excellent public involvement to become an'
integral part of EPA's culture, thus supporting more effective
Agency actions. '
The Policy provides guidance to EPA managers and staff on
how you can better involve the public in.the Agency's deci-
sion-making processes. The Policy outlines seVen steps to
effective involvement. This brochure (one ir\S series) offers
suggestions to help EPA staff members "get started" review-
ing and using public input and providing feedback to;th,e pub-
lic about their involvement in ERA activities and processes.
Why Review and Use Input and Provide Feedback to
the Public?
Reviewing and using comments from the public and provid-
ing them feedback supports the process,and those,who con-
tributed their ideas. ' - . , <
"People will only be willing to continue participating in Agency
decisions if they believe that their ideas are Seriously being
considered and can have an effect on the outcome" _- -"
CaroleAndress
Pollution Prevention Alliance - Environmental Defense
Public Comments pn the 2000 Draft Public
Inyotvement Policy '
-------
"Encouraging involvement depends on recognizing and valuing
contributions. Explanations of impact are THE best way to
show a contributor the importance of speaking otitJt builds '
consensus, too."
Jeff Carter - ' *
Eastern Municipal Water District, Riverside County, CA,'
Dialogue on Public Involvement in EPA Decisions *
Telling people what EPA did with their comments helps to
build a resilient relationship betweerf EPA and stakeholders;
When your responses show that EPAJakes public-ideas-
seriously and that participating really can influence. '
environmental decisions, you help to build trust. Tfiis
occurs only when people get honest, clear feedback.about
their comments. - ,..'"'
When you provide feedback on comments of minority Or,'
traditionally under-/epresented groups, you can increase the
likelihood that they wNl participate again. Participation by.-
traditionally under-represented groups canalsb shed neve
light on the Agency's goals and outcomes.
When increasing numbers of well-informed stakeholders" *
participate, the Agency has the advantage of a-Wider range,
of ideas on new ways to carry out our mission.
What to Consider When. Providing Feedback to the
Public '
The public needs to know that you appreciated and used "
their comments, how you used them, and, if you did not use
them, why. Your responses should discuss what changed
because of public comments or should explain why the
Agency did hot accept ideas proposed in the comments by
the public. All of this should be done in plain language that
your audience can understand.
Unless you tell them clearly and as quickly as possible,, they
may never know and, in frustration, fail to comment,the next
"time, , ' *
It is best to provide the Agency's, specific responses to each
comment or group of comments; Otherwise, discuss specific
responses to significant issues raised in the comments.
If there are opportunities to share ^responses to public
comments in public forums, give respectful, direct feedback
in plain English.
-------
Plan Your Work
How to Organize, Review, and Use Public Comments
Because you listened to the public during the outreach pre-
ceding the request for comments, you may have, ideas about
the kinds of comments you will receive.
- Set up a few preliminary comment categories to help you
organize the comments.
- Do not wait untiHhe comment period closes to begin read-
ing the comments. ' '
- Read comments as they come in.
- Sort comments by key words and group the ideas. (This
will help you to understand what people care about most. It
will also help you to organize the comments so you can
develop responses more efficiently.)*
"-- Think about how to make use of the ideas contained in the
comments to reach a fairer and more durable decision or
' take & more environmentally sound action. , - ^
- If possible, set up an automatic e-mail response or arrange
for post cards to acknowledge receipt of the comments.
Whether yod.gre preparing a document, reporting in a meet-
ing, or posting your responses to public comments on a Web
site, you will need to ensure that everyone has the same
° information'base. You can prepare all this information while
1 you are wajting fors people to submit comments. Here's what
to include or make, accessible:
=- Describe briefly the action that EPA initially proposed and
how EPA determined the action was needed.
-"Explain briefly the type of publiclnvolvement activity that
EPA conducted., ,.'"'.'
v include1 a statementof the action thatBFA tdbk."
- Identify those who participated and-their affiliation (IridMdu-
,ally"or,as,grpups). «. ",
- Describe the matters oa which EPA consulted the public.
- Explain the Agency's reason for the decision, ° - ' " '
-------
Work your Plan
How to Provide Feedback to the Public
Some statutes and regulations have minimum requirements
forTesponding to puMc comments. Check w,th coHeagues
or Regional/General Counsel to make sure you comply.
- Acknowledge receipt of each comment, if possible.
- Summanze the pubUc's v.ews, important comments, criti-
cisms, and suggestions.
- Analyze the grouped comments, and prepare draft respons-
es.
- 'Explain how you used the public comments. Include> the
Sect of the comments on EPA's action or decision, for
. exampte selecting a different option, chang.no language,
, changing procedure, etc.
- Edit the responses a few days after you write them; aim for
plain English.
- Ensure, appropriate internal review.
- Post your responses to public comments on E-Docket and
in EPA's paper docket "(reading room).
- Publish responses on a Web site and publicize the IJRL
' ' and hi to get the responses in widely read publ.cat.ons.
Mail or e-mail copies of your response or .nformation to
" Sose^commented and those who request to see how
you used-public comments,
. Document feedback on your responses to create a record
of lessons learned .for your next project.
public can become frustrated when ** ^«*?£
v - . .._ ^evVe participated in a specrfic project, .study, or
comments to adqbument Therefore, gmng-back
, the future."
- Enwonmental D.vts.on
public Comments on the 2000 Draft Public
Involvement Policy '
-------
- If you need to reach out to people who did not comment,
try to, - ° '
- Hold press briefings and prepare news releases about the
responses. - \ '-
- Cornmunicate with the public in ways that ensure they will
receive the information.
-.Gel information to minority or traditionally under- represent-
- ect groups by using weekly newspapers, public access
cable TV, or talk radio.,
-For people whose first language is'not English, provide
information in their native language" using the-media outlets
that community trusts. '
Additional Resources: y/ - / , ^
' U.S. EPA Office of Emergency and Remedial Response,
RCRA Public" Participation Manual (Chapter 3), 1 996
3.pdf
U.S. EPA Office of Emergency-and Remedial Response,
Public Involvement in Environmental Permits, pages 3-12 to
3-14, 2000 EPA-500-R-QO-007, http:7fwww.eDa.aQv/permits/
publicauide.Ddf
-------
"Other EPA Public Involvement Brochures..'
fntrodacing, EPA's PublicJn.valvem$ni Poliey ; "
How to"Plan and Budget tirftybtiC'invtivement'- - - ,
How to Identify Peoptelo'Involve ':V*," ' * - ! .-
Hoiv to frowcfe Technical and Financial Assistance for Public
Involvement ^""' -v '", ._ * - ^ '.
Woiv to Z3o Outreach for Public Involvejpent r-""t*"
How to Consult with and'involve the Public.' ..
How to Evaluate Publje, Involvement ''".' ' - - '-
How to Jmprbve Public Meetings and Hearings l\
How to Improve Working with Tribes - > - p
How to Involve Envimnmental Justice Cotmuniffes -
Howto,Overcome Barriers to Pubiic'tovolvenjeot
-------
More Information about the Policy
Copies of the Policy and the Framework for implementing it are
available at ht^^/www.epa.gov/pyblicinvolvement/pblicv2003/
policy20Q3.pdf and http://www.epa.aov/publicinvojyementfj)olicy2603/
framework.pdf
The Web site for the "Internet Dialogue on Public Involvement in
EPA Decisions" is http://www.netwQr&democracy.org/epa-pip
EPA's Response to Comments on the Draft 2000 Public
Involvement Policy i&£xajlable at httD://www.eDa.apy/public
involvement/policv2003/i'eSDonse.Ddf .-"
- "Involvement'J>|ings the. pieces together" artvrark is, thef creation
'of Eriea Ann Turner,, who,oontributed the^workttirough^an ?
?igraepie,nt between the Art last'rtute of vyagKington'and
United States Environmental Protection Agency
National Center for Environmental Innovation
Public Involvement Staff
1200 Pennsylvania Avenue, NW 1807T
Washington, DC 20460
------- |