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33 Appendix A Survey Questionnaire Questionnaire Project purpose: This TCRP synthesis project will document the state of the practice in involving Citizen Advisory Commit- tees (CAC) and other community-based advisory committees to support transit planning and operations. The transportation sector frequently employs advisory committees as a form of public outreach and involvement. In addition to documenting the responses to this questionnaire for the synthesis report, we will be using the information gathered to identify agencies that are using advisory committees in unique or innovative ways for case studies. Please indicate at the end of the survey if you would be willing to participate in a telephone interview if your agency is selected for a more detailed case study. The final report, to be published by the Transportation Research Board, will describe the state of the practice of involving advisory committees in transit planning and operations. The report will focus on the function, operations, management and participation in committees rather than on the substantive outcomes. This report will be useful to agencies developing public involvement programs. Questionnaire instructions: If you have not engaged an advisory committee in the past three years, please answer the first three questions. If you have engaged an advisory committee in the past three years, please complete the remainder of the survey. Participation in the survey by agencies choosing to work with and not work with advisory committees is important to ensure that the broadest range of experiences are captured in this synthesis. Please answer the questionnaire relative to one advisory committee. An agency may complete multiple questionnaires describ- ing experiences with different types of advisory committees. This survey should take about 30 minutes to complete. Thank you for your participation. All responses will be confidential. Please contact Kristin Hull at 503-736-4160 or Kristin.hull@ch2m.com with questions. You can complete this form electroni- cally and e-mail it to Kristin.hull@ch2m.com or print it and mail it to Kristin Hull, CH2M HILL, 2020 SW 4th Ave., Portland, OR 97201. 1. Tell us about yourself Name ______________________________________ Title _______________________________________ Agency _ ___________________________________ Phone ______________________________________ E-mail _____________________________________ Address ____________________________________

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34 2. Has your agency included a Citizen/Community Advisory Committee, Stakeholder Working Group or other advisory committee primarily comprised of community members in a public involvement program to support transit planning or operations in the past three years? Yes No For those who have not involved advisory committees If your agency has included an advisory committee in a public involvement program to support project planning or operations in the past three years, please answer these questions. 3. Why does your agency choose not to involve advisory committees (choose all that apply)? We are not planning capital improvements or making operational changes that require public involvement Advisory committees are ineffective Advisory committees are expensive or time consuming to implement Advisory committee members expect to have decision-making authority Community members are not interested in serving on advisory committees Other public involvement methods are more effective Agency has had negative experiences with advisory committees in the past Other ___________________________________ Please share any other information about why your agency does not involve advisory committees. For those who have involved advisory committees If you have involved an advisory committee in transit planning and operations, please answer the remaining questions. As committee structure and role can vary, please complete a separate questionnaire for each committee. Overview 4. What kinds of transit projects or programs have your agency involved advisory committees in during the past three years (choose all that apply)? General agency operations Major capital project (e.g., new light rail line, park-and-ride development) Planning for service changes Standing committee on a specific operational issue (e.g., ADA service, budget oversight, etc.) Other_ __________________________________ 5. What type of committee are you reporting on with this questionnaire (note: you may complete additional question- naires to report on other committee types)? Standing committee on general agency operations Major capital project (e.g., new light rail line, park-and-ride development) Planning for service changes Standing committee on a specific operational issue (e.g., ADA service, budget oversight, etc.) Other_ __________________________________

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35 6. If the committee is a standing committee, how long are members' appointments? Less than 1 year 12 years 34 years Longer than 4 years Indeterminate Not a standing committee 7. In general, how effective has your agency found advisory committees to be? Very effective Somewhat effective Neutral Somewhat ineffective Very ineffective Committee Membership 8. How were members selected (choose all that apply)? Open, advertised application process Agency invited specific community organizations to appoint members Agency invited local jurisdictions or other partners to appoint members Agency invited specific individuals to participate Other ___________________________________ 9. Who did committee members represent? Own viewpoints (at-large members) A geographic area Neighborhood association Community, business or civic organization Interest not representing a formal organization (e.g., commuters, freight) Other ___________________________________ 10. Did committee members represent more than one viewpoint or organization? Yes No Not applicable If yes, how did the committee member acknowledge his/her various roles?

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36 11. Did the committee include elected officials or agency staff members in addition to community members (choose all that apply)? Elected officials Agency or jurisdictional staff Only community members Other ___________________________________ If the committee was comprised of a mix of community members and elected officials or agency staff, what benefits and drawbacks do you think this approach had? 12. If elected officials served on the committee, what was their role (choose all that apply)? Participant Observer or non-voting member Chair Not applicable Other ___________________________________ 13. If the committee included agency staff or elected officials, did all committee members participate in decision making? All members participated in decision making Only community members participated in decision making Not applicable Other ___________________________________ 14. Did your agency identify committee members with the purpose of including all likely viewpoints? Yes, we tried to include all likely viewpoints No, we did not consider members' viewpoints in forming the committee Not applicable 15. Did committee reflect the community's or project area's diversity (check all that apply)? Ethnic Geographic Not applicable Other ___________________________________ 16. Did the committee include members who required special accommodations (e.g., translation services)? Yes No How did you accommodate members who required special accommodations? 17. Did the committee include members who had limited experience interacting with government or serving on advisory committees? Yes No If so, how did you educate these members about how to fulfill their role?

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37 18. How many members did the committee include? Less than 10 1015 1620 2125 More than 25 Committee Start-Up and Organization 19. Did the committee agree to ground rules or protocols at the beginning of the process? Yes No 20. What topics did the ground rules and protocols include? Committee member responsibilities Meeting guidelines Internal communication External communication Decision-making process Decision-making quorum Dispute resolution Not applicable Other ___________________________________ 21. Were the protocols generally enforced or followed by group members? Yes No Sometimes Not applicable 22. How many times did the committee meet? Fewer than five times Five to eight times Nine to twelve times More than twelve times On-going, permanent committee Other ___________________________________ 23. Did the committee meet according to a regular schedule or according to project or program milestones? According to milestones Regularly recurring schedule Other ___________________________________

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38 24. If the committee met on a regular schedule, what was the frequency of meetings? Weekly Monthly Quarterly Not applicable Other ___________________________________ 25. How long were meetings? 1 hour 2 hours 3 hours Longer than 3 hours 26. How did you communicate with the committee between meetings (choose all that apply)? Phone E-mail Individual meetings Mail Did not communicate between meetings Other ___________________________________ 27. At the beginning of the project, did the agency plan topics for all or most of the committee meetings (even if they changed as the project progressed)? Yes No Facilitation and Role of Chair 28. Did the committee have a chairperson? Yes No Please answer these questions if your committee included a chairperson: 29. If your committee had a chairperson, how was he or she selected? Selected by agency Selected by committee members Other ___________________________________

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39 30. Please select all of the chairperson's responsibilities: Assistance in agenda setting Meeting management External spokesperson Media spokesperson Other ___________________________________ 31. Who facilitated committee meetings? Elected official Staff member Consultant Not facilitated Other ___________________________________ 32. If the committee was facilitated by a staff member or consultant, did the facilitator have specific expertise in committee facilitation? Yes No Not applicable Unsure 33. How effective was the facilitator? Very effective Somewhat effective Neutral/don't know Somewhat ineffective Very ineffective Not applicable 34. Who developed meeting agendas? Agency/consultant developed agendas Agency/consultant developed agendas in consultation with chairperson Agency/consultant developed agendas in consultation with committee Committee developed agendas Not applicable Other ___________________________________

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40 Committee Purpose and Role 35. Was the committee assigned a specific charge by the agency? (If your committee was given a charge, please consider e-mailing the charge to kristin.hull@ch2m.com.) Yes No 36. If the committee had a charge, who assigned it? Board of directors Other policy-making body Staff Not applicable Other ___________________________________ 37. Was this advisory committee's role specified in your agency's charter, policies or bylaws, or was the committee formed in response to a specific agency or project need on an ad-hoc basis? Role specified Ad-hoc basis Not applicable Other ___________________________________ 38. What functions did the committee fulfill (check all that apply)? Sharing information with community members Gathering information from community members to share with agency Acting as spokesperson (e.g. speaking engagements, media contacts) Providing input Developing recommendations Making decisions Other ___________________________________ 39. How did committee members interact with the media? The media did not contact committee members A committee spokesperson represented the group An agency spokesperson represented the group All committee members were free to speak with the media Other ___________________________________ 40. Was this media protocol agreed upon ahead of time? Yes No Not applicable

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41 41. Did the committee accept comment from public observers at meetings (choose all that apply)? Verbal comment Written comment Public comment was not accepted Other ___________________________________ 42. How much of a typical committee meeting consisted of the following activities? Less than 10% 1025% 2650% 5175% 67100% Presentations from staff or consultants Question and answer periods or discussion Presentations from committee members Public comment Other __________________________ Other __________________________ Committee Decision Making 43. What was the committee's highest level of authority? Community liaison Individual input/sounding board Advice/recommendations Decisions 44. What kinds of decisions or milestones were committee members asked to provide input about (choose all that apply)? Issues related to project scope, schedule or budget Issues related to public involvement or outreach Evaluation framework or criteria Technical issues (e.g., design, alignment, alternatives) Policy issues Not applicable Other ___________________________________ 45. To whom did the committee primarily provide input? Agency board of directors, councilor or other policy makers Multi-agency policy committee or steering committee Executive-level management Program or project managers The committee did not provide input Other ___________________________________

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42 46. How were minority viewpoints captured (choose all that apply)? In meeting notes In a minority report In verbal reports Not captured Not applicable Other ___________________________________ 47. How was committee input communicated (choose all that apply)? Written reports by staff Verbal reports by staff Verbal reports by committee member Written report by committee member Meeting minutes Individual written letters or statements from committee members The committee did not provide input Other ___________________________________ 48. If the committee's input was not reflected in final decisions, how was this explained and communicated to committee members? Not applicable Not explained or communicated Explained by e-mail or in writing Explained in committee meeting Not applicable Other ___________________________________ 49. How did the group make decisions or recommendations? Consensus or modified consensus Majority voting Did not make group decisions or recommendations Other ___________________________________

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43 Please answer the following questions if the committee made decisions or recommendations by consensus. 50. How was consensus defined by the committee? 100% agreement and support 100% willing to accept the outcome as best for the group as a whole 50% support Some other level of support between 50% and 100% Consensus was not defined Not applicable Other ___________________________________ 51. If committee members could not reach consensus, how did the group move forward (choose all that apply)? Tabled discussion until more information was available Continued discussions in the hope of reaching a compromise Asked minority opinion holders what changes would be required to gain their support Voted and noted majority and minority viewpoints Designated a sub-committee to develop more options for the committee's consideration Designated a sub-committee to resolve issue Not applicable Other ___________________________________ Feedback and Measures of Effectiveness 52. Were committee members asked about the committee's effectiveness and their satisfaction with participation during the process (choose all that apply)? Yes--through a written questionnaire Yes--through individual interviews or phone calls Yes--during a meeting No 53. Were committee members asked about the committee's effectiveness and their satisfaction with participation at the end of the process (choose all that apply)? Yes--through a written questionnaire Yes--through individual interviews or phone calls Yes--during a meeting No 54. Were individual meetings evaluated (choose all that apply)? Yes--through a written questionnaire Yes--through individual interviews or phone calls Yes--during a meeting No

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44 55. Were committee meetings or other practices changed based on feedback? Yes No Not applicable Please explain. 56. Did the agency evaluate the effectiveness of the CAC in reaching agency goals? Yes No If yes, how was the evaluation done? Staff Support and Budget 57. How many staff or consultants generally attended committee meetings? 1 24 57 More than 7 58. How many hours did staff or consultants generally spend preparing for, conducting and following up from each meeting? 05 hours 510 hours 1015 hours More than 15 hours 59. How were meetings documented or recorded? Meeting minutes or summaries prepared by staff person or consultant Meeting minutes or summaries prepared by a committee member Meeting minutes or summaries were not prepared Other Information 60. Which aspects of the advisory committee process worked well? 61. Which aspects of the advisory committee process would you change? 62. Would you be willing to participate in a one-hour telephone interview if your agency is selected to be featured in a case study for this synthesis report? Yes No