Roundtable Process And Lessons Learned

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Information about Roundtable Process And Lessons Learned

Published on March 17, 2008

Author: watershedprotection

Source: slideshare.net

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

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.

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

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

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

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

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

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

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

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?

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)

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

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

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.

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

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

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

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

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

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

*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

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

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

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

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.

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

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

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.

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

Better Site Design

Principles Addresses

How Development

Occurs

Better Site Design

Principles Do Not

Address Where

Development Occurs

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

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.

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

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

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