Roundtable Process And Lessons LearnedPresentation Transcript
Changing Development Rules in Your Community The Local Roundtable Process and Lessons Learned Presented by:
Six Steps to Holding a Local Roundtable
What is a Site Planning Roundtable?
A group of “stakeholders” representing development, government, civic, environmental, and the business community convened to:
Conduct a consensus building process that identifies codes and ordinances that
prohibit or impede BSD
Devise a set of recommendations for the
jurisdiction to reform or update codes
So You Want to Start a Local Site Planning Roundtable?
Step 1: Select a Community.
Step 2: Conduct Research.
Step 3: Introduce Stakeholders to the Process.
Step 4: Facilitate Consensus.
Step 5: Conduct Final Roundtable Meeting.
Step 6: Aftercare.
Step 1. Select a Community Locations where Site Planning Roundtables have been conducted (Spring 2004)
Similar Backgrounds of Local Jurisdictions
Current growth rate is significant
Large undeveloped lands still remaining
Growth management and costs are current pressing issues
A willing local agency
Funding to complete project
Step 2. Do Your Research
Understand the Better Site Design principles.
Complete a C odes and O rdinances W orksheet
Good starting point to evaluate existing rules
Compares existing rules to BSD principles
Identifies areas that need improvement
Become familiar with the
codes and ordinances in your
Identify and contact
Better Site Design Principles
Need to be adapted to meet unique conditions in your community
Not all principles apply to all developments
Principles are benchmarks but not a cookie cutter
Do not address infill and redevelopment
Need to be consistent with environmental and watershed plans
Where to Get Code Information?
Department of Planning and Zoning
Department of Public Works
Department of Transportation
Department of Environmental Protection
Department of Natural Resources
Department of Public Safety
Corps of Engineers
Environmental Protection Agency
Stakeholders – Who Are They?
Planning Agency or Commission
Department of Public Works
Road or Highway Department
Real Estate Lenders
Land Use Lawyers
Chamber of Commerce
Site Plan Reviewer
Stormwater Mgt. Authority
Step 3. Introduce Stakeholders to the Process
Hold meeting(s) to:
Get to know stakeholders
Introduce the Model Development Principles
Introduce the Roundtable Process
Share the results of the COW
Review Consensus Building Process
Sign up for 1 of 3 Subcommittees:
- Residential Streets and Parking Lots
- Lot Development
- Conservation of Natural Areas
Site Planning Roundtable Flow Chart
Step 4. Facilitate Consensus
Smaller groups lead to more productive
and meaningful meetings
May take several meetings before
come to a
Advocates for Change Must Satisfy Community Concerns Will Proposed Changes:
Make parking more
Reduce property values?
Lower response times?
Degrade quality of life?
Consensus Only Works With Good Attendance!
Consensus only works if attendance at Roundtable meetings is consistent
Participants should commit to attending 90% of the meetings (e.g., miss no more than one meeting)
Step 5. Final Roundtable Meeting
Wrap & Review Recommendations
Tie Up Any Loose Ends
Motion to Accept Final Recommendations
Production of Consensus Agreement
Step 6. Implementation
Actual code and ordinance revisions and
Roundtable Lessons Learned
Lesson 1: The Political Climate Should be Right
Most community stakeholders and local politicians should be ready and willing for assessment, discussion and change.
While growth may be a contentious issue, most constituents have a common desire to find solutions.
Having the Force on your side can’t hurt either…
Lesson 2: Determine What Consensus Is
Remind people of the consensus goals
Remember that goals do not necessarily have to compete with each other
Consensus is an Art, not a Science...
What Consensus Is Not ...
Everyone totally satisfied
Democratic in the traditional sense
Finding the least common denominator
Advantages of Consensus ...
Considers all participating views
Fosters greater commitment to implementation of decision
Generates creative ideas
Implementation is often faster due to wider support
Disadvantages of Consensus...
Significant time and energy commitment
Slow decision making process
Those that are “quiet” or not as skilled verbally may be at a disadvantage
The goal of consensus is a decision that is acceptable to all group members
Does not mean that everyone must be completely satisfied with the final outcome- in fact total satisfaction is rare
The decision must be acceptable enough, however, that all will agree to support the group in choosing it
Five Strategies for Negotiation + Potential conflict avoided - One or more concerns not addressed Accommodating (Win/ Lose) + All parties may get everything they want + Parties don’t have to give up anything - Time consuming Collaboration (Win/ Win) + Potential conflict avoided - One or more concerns not addressed Avoiding (Win/ Lose) + One party may get everything they want - Another party will lose Competition (Win/ Lose) + All parties win something - All parties have to give up something Compromise (Win Some/ Lose Some) Advantages/ Disadvantages Negotiation Strategy
Emotional content minimized or not recognized
History is minimized or not recognized
Premature focus on one or two ideas; OR
Proposals gathered as quickly as possible and then try to choose
Keys to Principled Negotiation
Focus on Interests, Not Positions
Separate the People From the Problem (Be Soft on People, Hard on Problem)
Establish/ Use (Objective) Criteria
Lesson 3: Tackle Hard Issues in the Beginning
Issues should be brought to light & not swept under the rug.
Know the impediments and possible ways to address them.
Subcommittees are good mechanism to distill technical details
Lesson 4: Give People Many Chances To Input/ Output
Convene most of the meetings to allow stakeholders to talk to each other about the principles.
Provide materials in advance of meetings to allow for review and preparation.
Lesson 5: Neutral Party Should Facilitate the Process
Work toward collaborative goals
A good understanding of the Better Site Design principles is necessary
Lesson 6: Use Local Examples
Make a good case for why this is important to occur locally
Local examples really bring the message home
Lesson 7: Understand the Limitations of the Process
The principles do not address larger zoning issues.
This is a first step to changing local codes.
Keep meetings short and focused.
Better Site Design
Better Site Design
Principles Do Not
Rural Low Density Residential Open Space/Cluster Residential Mixed Use Medium Density Residential Commercial High Density Residential Zoning Map Site Plan
Lesson 8: Be Aware of Management Issues
Continuity between meetings
Be prepared to spend lots of time following up
Might suggest that people identify substitutes
Provide incentives to promote attendance
Difficulty in negotiating revisions
Get as much decided as possible in meetings
Be flexible, but process cannot be dragged out indefinitely
Lesson 9: Publicize the Effort
One-to-one communication (phone calls, letters, e-mails, etc.)
Publish results in local newspaper
Presentation to planning commissioners
Local advocates willing to carry message forward to others
Pursue financial and human resources to make actual changes
Center maintains records of local COWS and roundtables-documentation that it has been done and it works.
Involve the Planning Director and Local Homebuilders Assoc. rep from the beginning
Clearly define role of facilitator and subcommittee spokesperson
At EVERY meeting remind people what consensus is and that ultimately, they will be signing off on the recommendations