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IStep 3: Response/Follow-up <br />If the evaluation will take more than a month, send <br />periodic updates to the citizen. Give an expected <br />timeline. If it needs to go to council, notify the <br />citizen of meeting date. <br />1. Determine an appropriate response based on <br />the data collected. <br />2. If the decision is to make a change, make <br />sure you understand your agency's decisions <br />makers (Council/Board, safety committee, <br />Engineer, etc.) and processes. Be sure to <br />consult with them before making your final <br />decision. <br />3. Document the decision. Documentation is key <br />to consistency to ensure the decision makers <br />follow the same steps and process each <br />time a similar request is made. This should <br />be done for both denials and for installations. <br />This also allows the agency to have records <br />of past decisions made for reference and for <br />new staff that take over the role in the future. <br />I Petitions <br />If the agency that is receiving requests has a <br />petition process, this section can help formulate <br />a response. Some things agencies should <br />understand about a petition process: <br />Additionally from a legal standpoint, detailed <br />documentation is needed for traffic control <br />changes to show a basis of the decision, which <br />helps limit a liability claim against the city or <br />county. <br />4. Once a decision is made the citizen should <br />be notified. If the decision is made not to <br />implement the strategy requested, be sure you <br />take the time to explain why and offer other <br />possible alternatives. Frame the response with <br />an approach like "I can't implement what <br />you requested, but here's what I CAN do...". <br />Focus on what you (the agency) CAN do. <br />Examples: police monitoring/speed boards <br />to help educate drivers of their potentially <br />dangerous driving behaviors, yard signs etc. <br />5. Provide resources (website, brochures, videos, <br />etc.) specific to the topic to educate the citizen <br />on the issue they are concerned about (details <br />in section 4). <br />Things to be aware of when considering a petition <br />process: <br />• More than just the petitioner is impacted by a <br />traffic decision. The full neighborhood should <br />be aware of what is being petitioned for. <br />• An effective process is to have the agency <br />write the petition to ensure all appropriate <br />information regarding potential impacts and <br />costs are being shared with people who are <br />being asked to sign it. <br />• With a petition, residents may expect results. <br />Expectations must be set to be clear that a <br />petition is not a guaranteed decision document. <br />• Be clear on who will pay for improvements <br />(i.e. some requests may be paid for by the <br />residents) <br />Addressing Citizen Requests For Traffic Safety Concerns 9 <br />