Roundtable Process And Lessons Learned


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  • Roundtable Process And Lessons Learned

    1. 1. Changing Development Rules in Your Community The Local Roundtable Process and Lessons Learned Presented by:
    2. 2. Six Steps to Holding a Local Roundtable
    3. 3. What is a Site Planning Roundtable? <ul><li>A group of “stakeholders” representing development, government, civic, environmental, and the business community convened to: </li></ul><ul><ul><li>Conduct a consensus building process that identifies codes and ordinances that </li></ul></ul><ul><ul><li>prohibit or impede BSD </li></ul></ul><ul><ul><li>Devise a set of recommendations for the </li></ul></ul><ul><ul><li>jurisdiction to reform or update codes </li></ul></ul>
    4. 4. So You Want to Start a Local Site Planning Roundtable? <ul><li>Step 1: Select a Community. </li></ul><ul><li>Step 2: Conduct Research. </li></ul><ul><li>Step 3: Introduce Stakeholders to the Process. </li></ul><ul><li>Step 4: Facilitate Consensus. </li></ul><ul><li>Step 5: Conduct Final Roundtable Meeting. </li></ul><ul><li>Step 6: Aftercare. </li></ul>
    5. 5. Step 1. Select a Community Locations where Site Planning Roundtables have been conducted (Spring 2004)
    6. 6. Similar Backgrounds of Local Jurisdictions <ul><li>Current growth rate is significant </li></ul><ul><li>Large undeveloped lands still remaining </li></ul><ul><li>Growth management and costs are current pressing issues </li></ul><ul><li>A willing local agency </li></ul><ul><li>Funding to complete project </li></ul>
    7. 7. Step 2. Do Your Research <ul><li>Understand the Better Site Design principles. </li></ul><ul><li>Complete a C odes and O rdinances W orksheet </li></ul><ul><ul><li>Good starting point to evaluate existing rules </li></ul></ul><ul><ul><li>Compares existing rules to BSD principles </li></ul></ul><ul><ul><li>Identifies areas that need improvement </li></ul></ul><ul><li>Become familiar with the </li></ul><ul><li>codes and ordinances in your </li></ul><ul><li>community </li></ul><ul><li>Identify and contact </li></ul><ul><li>potential stakeholders </li></ul>
    8. 8. Better Site Design Principles <ul><li>Need to be adapted to meet unique conditions in your community </li></ul><ul><li>Not all principles apply to all developments </li></ul><ul><li>Principles are benchmarks but not a cookie cutter </li></ul><ul><li>Do not address infill and redevelopment </li></ul><ul><li>Need to be consistent with environmental and watershed plans </li></ul>
    9. 10. Where to Get Code Information? <ul><li>Local </li></ul><ul><ul><li>Department of Planning and Zoning </li></ul></ul><ul><ul><li>Department of Public Works </li></ul></ul><ul><ul><li>Department of Transportation </li></ul></ul><ul><li>State </li></ul><ul><ul><li>Department of Environmental Protection </li></ul></ul><ul><ul><li>Department of Natural Resources </li></ul></ul><ul><ul><li>Department of Public Safety </li></ul></ul><ul><li>Federal </li></ul><ul><ul><li>OSHA </li></ul></ul><ul><ul><li>Corps of Engineers </li></ul></ul><ul><ul><li>Environmental Protection Agency </li></ul></ul>
    10. 11. Stakeholders – Who Are They? <ul><li>Planning Agency or Commission </li></ul><ul><li>Department of Public Works </li></ul><ul><li>Road or Highway Department </li></ul><ul><li>Developers </li></ul><ul><li>Land Trusts </li></ul><ul><li>Realtors </li></ul><ul><li>Real Estate Lenders </li></ul><ul><li>Civic Associations </li></ul><ul><li>Fire Officials </li></ul><ul><li>Health Department </li></ul><ul><li>Land Use Lawyers </li></ul><ul><li>Engineering Consultants </li></ul><ul><li>Homeowner Associations </li></ul><ul><li>Chamber of Commerce </li></ul><ul><li>Elected Officials </li></ul><ul><li>Urban Forester </li></ul><ul><li>Site Plan Reviewer </li></ul><ul><li>Stormwater Mgt. Authority </li></ul><ul><li>Municipal Authority </li></ul><ul><li>Watershed Advocates </li></ul><ul><li>Residents/Owners </li></ul>
    11. 12. Step 3. Introduce Stakeholders to the Process <ul><li>Hold meeting(s) to: </li></ul><ul><li>Get to know stakeholders </li></ul><ul><li>Introduce the Model Development Principles </li></ul><ul><li>Introduce the Roundtable Process </li></ul><ul><li>Share the results of the COW </li></ul><ul><li>Review Consensus Building Process </li></ul><ul><li>Sign up for 1 of 3 Subcommittees: </li></ul><ul><li>- Residential Streets and Parking Lots </li></ul><ul><li>- Lot Development </li></ul><ul><li>- Conservation of Natural Areas </li></ul>
    12. 13. Site Planning Roundtable Flow Chart
    13. 14. Step 4. Facilitate Consensus <ul><li>Smaller groups lead to more productive </li></ul><ul><li>and meaningful meetings </li></ul><ul><li>May take several meetings before </li></ul><ul><li>subcommittees </li></ul><ul><li>and full </li></ul><ul><li>Roundtable </li></ul><ul><li>come to a </li></ul><ul><li>Consensus </li></ul>
    14. 15. Advocates for Change Must Satisfy Community Concerns Will Proposed Changes: <ul><li>Make parking more </li></ul><ul><li>difficult? </li></ul><ul><li>Increase development </li></ul><ul><li>costs? </li></ul><ul><li>Increase maintenance </li></ul><ul><li>costs? </li></ul><ul><li>Decrease pedestrian </li></ul><ul><li>safety? </li></ul><ul><li>Reduce property values? </li></ul><ul><li>Lower response times? </li></ul><ul><li>Increase liability? </li></ul><ul><li>Degrade quality of life? </li></ul>
    15. 16. Consensus Only Works With Good Attendance! <ul><li>Consensus only works if attendance at Roundtable meetings is consistent </li></ul><ul><li>Participants should commit to attending 90% of the meetings (e.g., miss no more than one meeting) </li></ul>
    16. 17. Step 5. Final Roundtable Meeting <ul><li>Wrap & Review Recommendations </li></ul><ul><li>Tie Up Any Loose Ends </li></ul><ul><li>Motion to Accept Final Recommendations </li></ul><ul><li>Production of Consensus Agreement </li></ul><ul><li>Document </li></ul>
    17. 18. Step 6. Implementation <ul><li>Commissioner Education </li></ul><ul><li>Local advocates </li></ul><ul><li>Actual code and ordinance revisions and </li></ul><ul><li>changes </li></ul><ul><li>Developers and </li></ul><ul><li>community </li></ul><ul><li>education </li></ul>
    18. 19. Roundtable Lessons Learned
    19. 20. Lesson 1: The Political Climate Should be Right <ul><li>Most community stakeholders and local politicians should be ready and willing for assessment, discussion and change. </li></ul><ul><li>While growth may be a contentious issue, most constituents have a common desire to find solutions. </li></ul>
    20. 21. Having the Force on your side can’t hurt either…
    21. 22. Lesson 2: Determine What Consensus Is <ul><li>Remind people of the consensus goals </li></ul><ul><li>Remember that goals do not necessarily have to compete with each other </li></ul>
    22. 23. Consensus is an Art, not a Science... <ul><li>Charrettes </li></ul><ul><li>Visioning </li></ul><ul><li>Policy Dialogues </li></ul><ul><li>Regulatory Negotiations </li></ul><ul><li>Roundtables </li></ul><ul><li>Community Collaboratives </li></ul>
    23. 24. What Consensus Is Not ... <ul><ul><ul><ul><li>Easy </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Unanimity </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Everyone totally satisfied </li></ul></ul></ul></ul><ul><ul><ul><ul><li>A panacea </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Majority vote </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Democratic in the traditional sense </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Bargaining </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Giving in </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Finding the least common denominator </li></ul></ul></ul></ul>
    24. 25. Advantages of Consensus ... <ul><ul><ul><ul><li>Considers all participating views </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Fosters greater commitment to implementation of decision </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Generates creative ideas </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Implementation is often faster due to wider support </li></ul></ul></ul></ul>
    25. 26. Disadvantages of Consensus... <ul><ul><ul><ul><li>Significant time and energy commitment </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Slow decision making process </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Those that are “quiet” or not as skilled verbally may be at a disadvantage </li></ul></ul></ul></ul>
    26. 27. Conflict Is…. <ul><li>*Normal </li></ul><ul><li>*Neutral </li></ul><ul><li>*An Opportunity </li></ul>
    27. 28. Consensus Is…. <ul><ul><ul><ul><li>The goal of consensus is a decision that is acceptable to all group members </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Does not mean that everyone must be completely satisfied with the final outcome- in fact total satisfaction is rare </li></ul></ul></ul></ul><ul><ul><ul><ul><li>The decision must be acceptable enough, however, that all will agree to support the group in choosing it </li></ul></ul></ul></ul>
    28. 29. 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
    29. 30. Typical Blunders <ul><li>Emotional content minimized or not recognized </li></ul><ul><li>History is minimized or not recognized </li></ul><ul><li>Premature focus on one or two ideas; OR </li></ul><ul><li>Proposals gathered as quickly as possible and then try to choose </li></ul>
    30. 31. Keys to Principled Negotiation <ul><ul><li>Focus on Interests, Not Positions </li></ul></ul><ul><ul><li>Separate the People From the Problem (Be Soft on People, Hard on Problem) </li></ul></ul><ul><ul><li>Invent Options </li></ul></ul><ul><ul><li>Establish/ Use (Objective) Criteria </li></ul></ul>
    31. 32. Lesson 3: Tackle Hard Issues in the Beginning <ul><li>Issues should be brought to light & not swept under the rug. </li></ul><ul><li>Know the impediments and possible ways to address them. </li></ul><ul><li>Subcommittees are good mechanism to distill technical details </li></ul>
    32. 33. Lesson 4: Give People Many Chances To Input/ Output <ul><li>Convene most of the meetings to allow stakeholders to talk to each other about the principles. </li></ul><ul><li>Provide materials in advance of meetings to allow for review and preparation. </li></ul>
    33. 34. Lesson 5: Neutral Party Should Facilitate the Process <ul><li>Work toward collaborative goals </li></ul><ul><li>A good understanding of the Better Site Design principles is necessary </li></ul>
    34. 35. Lesson 6: Use Local Examples <ul><li>Make a good case for why this is important to occur locally </li></ul><ul><li>Local examples really bring the message home </li></ul>
    35. 36. Lesson 7: Understand the Limitations of the Process <ul><li>The principles do not address larger zoning issues. </li></ul><ul><li>This is a first step to changing local codes. </li></ul><ul><li>Keep meetings short and focused. </li></ul>
    36. 37. <ul><li>Better Site Design </li></ul><ul><li>Principles Addresses </li></ul><ul><li>How Development </li></ul><ul><li>Occurs </li></ul><ul><li>Better Site Design </li></ul><ul><li>Principles Do Not </li></ul><ul><li>Address Where </li></ul><ul><li>Development Occurs </li></ul>Rural Low Density Residential Open Space/Cluster Residential Mixed Use Medium Density Residential Commercial High Density Residential Zoning Map Site Plan
    37. 38. Lesson 8: Be Aware of Management Issues <ul><li>Continuity between meetings </li></ul><ul><ul><li>Be prepared to spend lots of time following up </li></ul></ul><ul><ul><li>Might suggest that people identify substitutes </li></ul></ul><ul><ul><li>Provide incentives to promote attendance </li></ul></ul><ul><li>Difficulty in negotiating revisions </li></ul><ul><ul><li>Get as much decided as possible in meetings </li></ul></ul><ul><ul><li>Be flexible, but process cannot be dragged out indefinitely </li></ul></ul>
    38. 39. Lesson 9: Publicize the Effort <ul><li>One-to-one communication (phone calls, letters, e-mails, etc.) </li></ul><ul><li>Publish results in local newspaper </li></ul><ul><li>Presentation to planning commissioners </li></ul><ul><li>Local advocates willing to carry message forward to others </li></ul><ul><li>Pursue financial and human resources to make actual changes </li></ul><ul><li>Center maintains records of local COWS and roundtables-documentation that it has been done and it works. </li></ul>
    39. 41. Additional Tips <ul><li>Involve the Planning Director and Local Homebuilders Assoc. rep from the beginning </li></ul><ul><li>Clearly define role of facilitator and subcommittee spokesperson </li></ul><ul><li>At EVERY meeting remind people what consensus is and that ultimately, they will be signing off on the recommendations </li></ul>