Communication, Public Engagement

Communication and public engagement is a priority for City Engineering when it comes to reconstruction projects. The City wants you to know about the project, the impact it'll have on you, and any potential disruptions. Not only does the City want to communicate clearing with its residents, City Engineering wants to hear from you during the process. With each reconstruction project, there are a number of opportunities for the public to engage, give feedback and ask questions about the proposed project. There are also a number of communications our project managers and engineers have with the public on every project. Two main ways to stay informed on a project impacting you includes:

Public Information Meetings

The City holds Public Information Meetings before each project.  The meeting typically includes project staff from the City explaining the project needs, purpose and answering questions.  Plans are presented at this time and opportunity for the public to provide input is provided.  Project staff will answer questions at that time and also provide contact info for answering questions later.

Project Webpages

Each project includes a website for the public to gain information.  The project location, schedule and scope are included.  Plans will be posted for the public to view.  Presentations given at Public Information Meetings will be provided in pdf format for the public to view. 

If you ever have a question or input on a project, please reach out to the project manager for your upcoming reconstruction. You may also reach out to the City of Madison Engineering Division Public Information Officer Hannah Mohelnitzky for more information or if you need to get in touch with staff.

Public Notification

Each project follows a typical communication process. From letters, postcards, social media events, public information meetings and follow up, the public has a number of opportunities to give feedback and engage with City staff.

Reconstruction Project Communication Process

1. (optional) Pre-Survey Introduction Letter: This is mailed to owners, occupants and businesses, typically June of the year prior to the start  of construction. This is the first time the public may hear from the City during the process.
2. Postcard Mailing/Public Information Meeting Invite: Project manager mails a postcard invite to owners, occupants and businesses to invite them to a public information meeting to give input on the preliminary design for the project. 
3. Public Information Meeting: City Staff host a public information meeting to share details of the project, disruptions, possible assessments and answer questions and listen to feedback from the community. These meetings are either in-person or virtual. All information is posted on the project page website.
4. (optional) Postcard Mailing/Additional Public Information Meeting Invite: Project manager would mail a postcard invite to owners, occupants and businesses to invite them to an additional public information meeting. Some projects may have additional public information meetings to get more feedback from the community on specific parts of the project.
5. Notice of Assessment, Fact Sheet, Hearing Board of Public Works Letter Mailing: Project manager mails a letter to impacted people, which includes a preliminary fact sheet about the project and an invite to the Board of Public Works meeting to give additional feedback or speak during the "public hearing" portion of the meeting for the specific project. This letter includes a specific date, time, place of the Board of Public Works meeting that will be taking up the specific project.
6. Board of Public Works Meeting: The public is welcome to attend the Board of Public Works meeting to give input about the project. At this meeting, the Board of Public Works approves or disapproves the design.
7. Notice of Assessment, Hearing Common Council Letter Mailing: Project manager mails a letter to impacted people sharing information about the assessment details. In the letter also includes an invite to the Common Council meeting to give feedback or speak during the "public hearing" portion of the meeting for the specific project. This letter includes a specific date, time, place of the Common Council meeting that will take up the specific project.
8. Start Work Letter Mailing: This letter includes a final fact sheet with details of the project, potential road closures, water shut offs, driveway disruptions, potential tree disruptions and more. View an example of a fact sheet. This letter is typically send a couple weeks before the project starts.