Building Relationships With Public Agencies and Officials

Developing a rail-trail takes the efforts of a wide variety of individuals and organizations. Advocates for conversion of a railroad corridor into a multi-use trail can and should develop and nurture relationships with local and state agencies and municipalities.

Building a Case Statement

It is critical to build a solid case for the development of a trail. Going before a town council or county commissioner and simply stating that the trail would be a “nice thing to have” will not help move your project forward. Public officials and local leaders must be provided with positive answers to questions such as: When developed, will the trail provide an economic stimulus to the municipality? Will it make it safer for children to walk to school, and can people use the trail to run errands?

Also be prepared to address more detailed questions: How much it will cost to develop and maintain the trail? Who will own, manage and maintain the trail? How will security be addressed? How do the adjacent property owners feel about the trail? What are the development steps ahead?

Keep in mind that for many municipal leaders, money will be the primary concern. Build a compelling case that the development of the trail will benefit many aspects of the community, add to the quality of life and even provide an economic boon to the area.

Use and other RTC resources to support your case and develop presentation materials for meetings with local leaders and the community at large.

Organize Meetings

Once you have built your case, start reaching out to local officials and agencies. A good strategy is to make one-on-one contacts with local municipal leaders whom you or others in your organization know personally. This could be an informal get-together to introduce your project and the benefits it will provide to your community. These meetings will also help you refine your presentation by uncovering questions or concerns that you may not have considered.

Now you are prepared to make a more formal presentation on your project to a larger audience. This may be at the town council meeting or with the mayor and key members of his or her staff; participants in this meeting will vary based on the municipal government organization in your state and the agencies involved. If additional questions or concerns are raised at this meeting, develop responses and report back as soon as possible. Move on to meet with the governing body of each municipality along the entire corridor.

When you are confident that you have a solid base of support from the local municipalities, make your pitch to larger governmental subdivisions. This may be a town, township or county. You may want to ask local boards and commissions to adopt a resolution of support for the trail project; use RTC’s sample resolution of support as a guide.

Memoranda of Understanding

When trail projects travel through multiple jurisdictions, public officials will be concerned with dividing management and maintenance responsibilities and coming to a formal agreement with any other local or state department or agency involved. For more information on memoranda of understanding, take a look at the Management section of the Toolbox.

Identifying State and Regional Agencies and Officials

In many cases, state agencies will be sources of funding for the design and construction of your trail project. Be sure to identify state agencies and officials that will be instrumental in building your trail before the time comes to apply for funding. In all states, the department of transportation is charged with the management of Transportation Alternatives funds, a significant source of federal funding for trails.

Other agencies that may be involved include parks and recreation, conservation, environmental protection, tourism, economic development and natural resources. Metropolitan planning organizations (MPO) or other types of regional intergovernmental bodies may also be helpful in assessing how a trail fits into your region’s transportation plans. Contact each agency and determine which department is involved in the development of trails. You can find state and local contacts for these key agencies by visiting the website listings below:

• State bicycle/pedestrian coordinators
• State trail administrators
• State Transportation Alternatives managers
• State environmental agencies
• State departments of transportation
• State historic preservation officers
• Local government websites
• Metropolitan planning organizations (MPO)
• MPOs and councils of governments (COG)

Working With Your State Department of Transportation

When building an engagement plan to develop relationships at state DOTs, it is important to consider the history of these agencies. Most DOTs trace their roots back to the 1960s and 1970s, an era dominated by the supremacy of the automobile, when the primary focus was on constructing and maintaining the U.S. highway system. This historical perspective is often evident in the language, policies and engineering standards embraced by most state DOTs. A prime example is the frequent use of the “level of service” (LOS) concept, which gauges drivers’ experiences based solely on speed and traffic volume, while overlooking factors like emissions, adjacent land uses, and the safety of public transit and active transportation users along the road. This road-centric mentality can impact the standards to which DOTs build, including the required widths of trails when utilizing state-administered funding. DOTs are beginning to change to reflect the more holistic approach to transportation, taking into consideration all road users. There’s a long way to go, but many states are making significant progress on this, adopting complete streets policies and active transportation plans (examples of such programs are listed below).

At the same time, state DOTs wield substantial influence as vital sources of transportation funding, making them key stakeholders and powerbrokers in trail projects. Each state DOT manages substantial federal and state transportation budgets, directing funds toward various projects, including a growing number of trail and active transportation initiatives. States enjoy considerable flexibility in allocating federal money, with Congress granting them nearly complete autonomy in deciding which projects receive this funding. The primary federal funding source for active transportation projects is the Transportation Alternatives (TA) program. In addition to this pivotal program, State DOTs commonly manage supplementary funding sources for trails and active transportation, drawing from a combination of federal and state entities.  

Recognizing their role in both right-of-way management and active-transportation project funding and implementation, it is essential to cultivate a positive relationship with your state DOT, as well as staff members engaged in trails and active transportation, who can be crucial to building support for your plan or project. 

How to Engage Your State DOT on Your Trail Project 

As U.S. transportation policy continues to evolve, state DOTs are undergoing a significant transformation, increasingly recognizing the importance of active transportation projects. With a surge in the adoption of multimodal policies, the development of active transportation plans, and a shift in funding allocations toward safe, equitable, and sustainable modes, the paradigm is shifting. It is crucial for trail planners and advocates to remain informed about these changes and actively engage with state DOTs to ensure the trail community’s perspective is consistently voiced. The following tips offer specific guidance for effective engagement and collaboration with your state DOT: 

• Gain a comprehensive understanding of your state DOT’s organizational structure, focusing on regional offices and their active transportation teams. This knowledge will help you pinpoint where your influence can have the most impact on agency decisions and identify key staff members who shape those decisions. 

• Develop relationships with key decision-makers within the DOT, such as transportation planners or bike-ped coordinators, as they are well-positioned to provide valuable insights into navigating the agency’s political landscape and administrative processes, as well as specifics like grant application timelines and policy changes. 

• Actively seek technical assistance, training and support related to your trail project from state DOT staff. By doing so, you’ll not only gain a better understanding of the requirements for project success but also establish a direct line of communication with DOT staff, fostering a productive relationship for when future project challenges and opportunities arise. 

• Identify external groups influencing DOT decision-making, such as legislative oversight committees or transportation commissions. Actively participate in their meetings to better understand the dynamics of discussion and decision-making, recognizing that state DOTs often draw direction from these committees and commissions in project selection, funding and implementation.  

• Participate in state DOT advisory committees to actively influence funding and planning processes. Volunteer to contribute your insights, positioning yourself as an engaged participant in the decision-making process. If possible, become a member of one of these committees to maximize your influence on the process. 

• Recruit your state legislator(s) to advocate for your project, understanding that they can guide DOT decision-making by earmarking funds or supporting legislation that considers specific factors, such as a statewide complete streets mandate or the use of gas taxes for active transportation. 

• Familiarize yourself with the State Long Range Transportation Plan (SLRTP) and Statewide Transportation Improvement Program (STIP). The SLRTP outlines the state’s transportation needs, goals and actions over the next 20 or more years, while the STIP prioritizes projects the state plans to fund over the next four years based on the long-range plan. This knowledge will empower you to align your initiatives with the state’s overarching transportation vision. 

• Take the time to understand how the DOT administers their programs and familiarize yourself with the project categories, selection criteria and funding cycles. States receive a certain amount of money from the federal government for distinct funding programs such as TA and CMAQ. But they have the flexibility, with some restrictions, to choose how they administer those programs to carry out their goals, e.g. the different types of projects they fund, how they decide which projects get funded, and when they provide funding. They may also choose to transfer a portion of funds from one federal program to another. In Florida, the DOT uses Carbon Reduction Program dollars to fund extra TA projects that would have otherwise gone unfunded. Along with providing the required 20% non-federal match using tollway credits on behalf of applicants, this increases the pot of money going to TA projects statewide. It is crucial to understand how these programs are organized in your DOT to make the most of opportunities that exist to advance your projects.  

For more ideas on how to build political will through successful relationships with officials, check out this webinar on “Creating Engagement Moments that Accelerate Trail Networks” from the TrailNation™ Collaborative. 

Examples of State DOTs With Trail-friendly Programs and Funding Sources 

Shared-Use Nonmotorized Trail Program (Florida)

Established in 2015, the Florida Shared-Use Nonmotorized (SUN) Trail Program gets an annual funding allocation from the redistribution of new vehicle tag revenues, which is deposited into the State Transportation Trust Fund. This funding is dedicated to developing a statewide network of interconnected, high priority, paved, nonmotorized multiuse trails that form the SUN Trail network. The network is aligned with the Land Trail Priority Network of the Florida Greenways and Trails System Plan, overseen by the Department of Environmental Protection’s Office of Greenways and Trails and receives funding through the Florida Department of Transportation (FDOT) via a competitive solicitation process.  

Active Transportation Program (Ohio) 

The Ohio DOT’s Active Transportation Program works to address capacity needs, disseminate data and administer funding for walking and biking projects at the local, regional and state level. The Active Transportation (AT) program helps local communities create robust active-transportation plans by providing a step-by-step AT Development Guide, a downloadable AT Plan Template and technical assistance for the planning process. The purpose of all these is to synchronize the local plans with Ohio’s long-term statewide AT plan (Walk.Bike.Ohio) as well as to overcome the capacity and expertise barriers hindering engagement in bicycle and pedestrian planning.  

Oregon Community Paths Program (Oregon) 

The Oregon Community Paths Program, managed by the Oregon Department of Transportation (ODOT) with funding from the Multimodal Active Transportation fund and the federal Transportation Alternatives Program, is committed to assisting communities in establishing and sustaining connections through multiuse paths. Qualified applicants include local, state or federal agencies; Indigenous tribes; transit agencies; and nonprofit organizations overseeing local transportation safety programs. Eligible projects include the development, construction, resurfacing or other capital improvements of multiuse paths, bicycle paths and footpaths. Projects can also cover planning, design and engineering costs, including consultant services. 

Active Transportation Program (California)  

California’s Active Transportation Program (ATP) began in 2013 by consolidating various state and federal active-transportation funding sources into a unified initiative. The ATP aims to achieve multiple objectives, including but not limited to: increasing the share of trips made by walking and biking; enhancing safety and mobility for nonmotorized users; supporting regional agencies in meeting greenhouse gas reduction goals; promoting public health; and implementing a diverse range of projects to benefit various user groups, including disadvantaged communities. Since its establishment, the ATP has allocated funding to over 800 trail and active transportation projects throughout the state, addressing the active transportation needs of both urban and rural areas, and has consistently directed over 85% of funds towards projects benefiting disadvantaged communities statewide.  

Additional Information

Transportation 4 America Community Connectors portal provides an overview of the transportation funding process, explaining actors like state DOTs. Read more: State DOTs: Who They Are and Why They Matter 

Resources

‣ Manual – Secrets of Successful Rail-Trails (see chapter 5, “Working with Government Agencies”)

‣ Contract – Sample Resolution of Support for Trail Projects

TrailNation Collaborative

TrailNation^™ Collaborative is a nationwide peer learning community from Rails-to-Trails Conservancy that brings together advocates, leaders and professionals from across disciplines to establish and accelerate trail networks across America. The collaborative provides proven tools, methods and resources, combined with RTC’s expertise and network of partners across the country, to accelerate the development of connected trail systems. When trails are connected across regions and states, trail networks have a proven transformative impact—they are essential infrastructure that creates thriving, healthier communities.