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Community Engagement in Comprehensive Planning

Community Engagement in Comprehensive Planning. Jim Summerbell, AICP Planning Consultant, Jacobs President, Georgia Planning Association. Community Planning Institute Madison, GA May 10, 2019. Topics. Do you have any questions about these topics before we get started?.

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Community Engagement in Comprehensive Planning

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  1. Community Engagement in Comprehensive Planning Jim Summerbell, AICPPlanning Consultant, Jacobs President, Georgia Planning Association Community Planning Institute Madison, GA May 10, 2019

  2. Topics Do you have any questions about these topics before we get started? • Minimum requirements • Required procedures • Basic engagement techniques • Conducting the program • Record keeping • Best Practices

  3. Requirements Minimum Standards for Local Comprehensive Planning, Community Involvement (Rules of DCA, Chapter 110-12-1-.02) • Identify Stakeholders • Identify of Participation Techniques • Conduct Participation Program • Document Community Involvement Activities “Each element of the plan must be prepared with considerable opportunity for involvement and input from stakeholders and the general public, in order to ensure the plan reflects the full range of community needs and values.”

  4. Procedures Minimum Standards for Local Comprehensive Planning, Procedures (Rules of DCA, Chapter 110-12-1-.04) • Initial Public Hearing • Minimum techniques for Developing the Plan • Steering Committee • Needs and opportunities list generated by SWOT or similar analysis • Transmittal Hearing • Adoption – Typical a Hearing,but not required • Publicizing the Plan

  5. Typical Engagement Timeline • Identify stakeholders and steering committee candidates • Form steering committee • Identify participation techniques • Launch website or announce on existing site • Hold initial public hearing • Hold first Steering Committee Meeting • Review goals, preferred techniques, and schedule • Engage the public and receive input • Draft the plan with Steering Committee input • Transmittal Hearing • Regional and state review • Adoption • Publicize the plan

  6. Stakeholders What is your community’s composition? Who typically shows up to meetings? Where can you find representatives of those that don’t normally show up? • Compile a list • Seek guidance • Governing Body • Regional Commission • Steering Committee must include: • Governing authority • Local economic development practitioners • Local government staff • Have the committee meet regularly

  7. Identification of Needs and Opportunities

  8. Records • What to keep • Photos • Agendas • Minutes • Sign-in Sheets • Email Lists • Advertisements • Social Media Posts • Make a record ASAP after the event • Post summaries on website • Prepare summary for the Comprehensive Plan Report

  9. Best Practices Do you have any questions about these topics before we get started? • Goals • Management • Techniques • Adaptation

  10. Goals • Build support for the plan • Business community • Residents • Elected officials • Staff • Transparency • Gather meaningful input • Reflect the community’s unique attributes • Find a champion for implementation

  11. Management • How much time do you have? • Public engagement drives the schedule and cost • How much are you willing to spend? • In-house or consultant? • How experimental are you? • Use traditional methods or something original? Management Triangle

  12. Participation Techniques • Four types of techniques: • Informative - outgoing information • Public Input - incoming information • Interactive - collaborative with individuals • Partnership – collaborative with groups • Collaboration and cost are directly related • Can not control input • Be prepared for the consequences • Deciding when to use a particular technique, ask: • What issues you are trying to address? • What audience you want to target? • What outcomes are you hoping for?

  13. What has worked in your community?

  14. Informative Techniques • Kiosk/Lobby Displays • Public Information Meetings • Printed Materials • Website – Information Only • Cable TV • Direct Mail, including Utility Bills • Email Blasts

  15. Public Input Techniques • Surveys • Input Wall • Open Houses • Dynamic Website • Social Media • Tactical Urbanism

  16. Interactive Techniques • Facilitated Meetings • On-the-spot engagement • Online (virtual) Meetings • Workshops/Charrettes • Student programs

  17. Public meetings • Steps in the process • Preparation • Review • Logistics • Presentation • Follow up • Record keeping • Keys to Success • Be Prepared • Be Professional • Be Flexible

  18. Adaptation Any good stories of meetings gone wrong? • What can wrong? • Weather • Miss the meeting or are late • Equipment malfunction • Schedule conflict • Locked out of venue • No one shows up • Too many show up • Hostile crowd • Wrong information

  19. Preparation • Know where the sacred cows are • Be brief and organized • Know your audience

  20. Facilitation • Some people will try to bait you into an argument • Don’t go on the attack • Talking points • I can speak to... • My particular expertise is in ... • Let me put that in context ... • You make a good point, however ... • Let me get back to you in ... • In fact ... • The way planners view this is. .. • Our research and analysis show ... • The real danger lies with ... • What is not being talked about is ... • What is important to understand is ... • I appreciate that perspective, but my experience has been ... • Let's put the issue in a broader context ... • I can't respond to a hypothetical, but what I can tell you is that ... • There may be consequences that need further examination. For instance …

  21. Audience Response Systems • Allows real time voting with interface through PowerPoint • Costs depend on number of users • Most economical type is smart phone dependent • Easy record keeping

  22. Online (Virtual) Meetings • Beneficial for those who would not typically have the time, means, or inclination to attend a regular meeting • Provides an opportunity to submit comments anonymously • Website based posting of real time or recorded information • Allows for as much or as little participation as a person may desire • Must be closely monitored Example on MODOT.ORG

  23. On-spot-engagement • Going to where the people are • Local public events • Farmer’s market • Festivals • School events • Be prepared to deal with the weather • Have giveaways, snacks, and water

  24. Partnership Techniques • Stakeholder Interviews • Technical Advisory Committee • Speakers Bureau/Focus Groups • Stakeholder Meetings • Intergovernmental Partnership Meetings • Joint meetings with other Planning Efforts

  25. Questions? Jim Summerbell, AICP Planning Consultant, Jacobs 10 Tenth Street, NW Suite 1400 Atlanta, GA 30309 (404) 978-7579 Jim.Summerbell@jacobs.com

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