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Roundtable Process And Lessons Learned

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Roundtable Process And Lessons Learned Roundtable Process And Lessons Learned Presentation 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
    • community
    • Identify and contact
    • potential stakeholders
  • 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?
    • Local
      • Department of Planning and Zoning
      • Department of Public Works
      • Department of Transportation
    • State
      • Department of Environmental Protection
      • Department of Natural Resources
      • Department of Public Safety
    • Federal
      • OSHA
      • Corps of Engineers
      • Environmental Protection Agency
  • Stakeholders – Who Are They?
    • Planning Agency or Commission
    • Department of Public Works
    • Road or Highway Department
    • Developers
    • Land Trusts
    • Realtors
    • Real Estate Lenders
    • Civic Associations
    • Fire Officials
    • Health Department
    • Land Use Lawyers
    • Engineering Consultants
    • Homeowner Associations
    • Chamber of Commerce
    • Elected Officials
    • Urban Forester
    • Site Plan Reviewer
    • Stormwater Mgt. Authority
    • Municipal Authority
    • Watershed Advocates
    • Residents/Owners
  • 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
    • subcommittees
    • and full
    • Roundtable
    • come to a
    • Consensus
  • Advocates for Change Must Satisfy Community Concerns Will Proposed Changes:
    • Make parking more
    • difficult?
    • Increase development
    • costs?
    • Increase maintenance
    • costs?
    • Decrease pedestrian
    • safety?
    • Reduce property values?
    • Lower response times?
    • Increase liability?
    • 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
    • Document
  • Step 6. Implementation
    • Commissioner Education
    • Local advocates
    • Actual code and ordinance revisions and
    • changes
    • Developers and
    • community
    • education
  • 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...
    • Charrettes
    • Visioning
    • Policy Dialogues
    • Regulatory Negotiations
    • Roundtables
    • Community Collaboratives
  • What Consensus Is Not ...
          • Easy
          • Unanimity
          • Everyone totally satisfied
          • A panacea
          • Majority vote
          • Democratic in the traditional sense
          • Bargaining
          • Giving in
          • 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
  • Conflict Is….
    • *Normal
    • *Neutral
    • *An Opportunity
  • Consensus Is….
          • 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
  • Typical Blunders
    • 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)
      • Invent Options
      • 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
    • Principles Addresses
    • How Development
    • Occurs
    • Better Site Design
    • Principles Do Not
    • Address Where
    • Development Occurs
    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.
  •  
  • Additional Tips
    • 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