Making Introductions

From PCJ Editor Wayne Senville:

Planning commissions are an integral part of local participatory democracy in communities across the country. One of their most important functions is to provide an outlet for residents -- and business owners -- to voice their concerns and provide feedback on land use and development issues.

As we all know, this is not always pretty. People sometimes vent their anger during planning commission meetings. Planning commissioners can be the target for verbal abuse and hostility. And this is despite the fact that the vast majority of local planning commissioners receive no pay (or just a negligible per diem) and are serving on the commission to "contribute" their time and energy to their community. As we've noted before, planning commissioners are too often under-appreciated given the amount of time and dedicated effort they put in.

Those of us who have served on planning commissions know the importance of "keeping our cool" during a heated public meeting. Of course, that advice can be hard to keep in mind in the midst of a meeting. And it can be equally hard to show respect to members of the public who fail to show respect to those on the commission. But during my travels across the U.S. this Summer, I had the opportunity to see several planning commissions in action -- and I was gratified by what I saw.

One of the most important steps a commission can take is to set the right tone for the meeting at its outset.

In O'Fallon, Illinois, a suburb of St. Louis, planning commission chair Gene McCoskey did just that during the commission meeting I attended this past June. Taking just a few minutes, McCoskey (on the right in the inset photo below) provided those attending the planning commission meeting with an orientation to the meeting -- including brief introductions, a review of how the meeting would be run, and what the planning commission's role is. These opening remarks set the tone for a civil and productive meeting.

McCoskey and his fellow commissioners also listened intently during lengthy, often angry, public comments about a development proposal on the evening's agenda. They asked a few questions to clarify points, but basically sat and listened, and then offered the developer and his team the chance to respond. By showing an open mind and being respectful to all, the commission left those attending -- whatever side they were on -- knowing that they were heard.

Just as providing introductory remarks and listening respectfully is important, so is having plenty of copies of the agenda and any staff recommendations on hand. It also makes sense, if at all possible, to have these available online in advance of the meeting.

Yes, it takes a time commitment to do all this. But it can pay dividends not just in facilitating meetings, but in sending a message to residents that local goverment cares about their input, and is not trying to hide anything from view.

Note: In the Fall issue of the Planning Commissioners Journal, Elaine Cogan also wrote about the importance of the first few minutes of a commission meeting. I'm setting out excerpts from her article below. The full article is available to order and download.

Excerpted from "... In the Beginning," by Elaine Cogan, in the Fall 2007 issue of the Planning Commissioners Journal:

"I see we're all here and we're already five minutes late, so let's get started. Ms. Planning Director, what's the first item on the agenda?"

Does this sound familiar? Too many planning commission meetings begin in a similar fashion. The chair gavels everyone to order and launches right into the topic at hand. From there on, it is full speed ahead. While it may seem to be a direct and efficient way to carry out your business, it is a disservice to the planning board, staff, and especially the public. As tedious and repetitive as it may seem to some, it is important to establish a context for each meeting.

Keep in mind that many citizens may be attending a planning commission meeting for the first time and are not sure what to expect. At each meeting, you are doing the public's business and should take the responsibility to set the scene appropriately. Commissioners and staff also benefit from taking a few minutes at the onset to make sure everything is in order.  ...

Introduce all the commission members -- either by the chair or themselves. ... A short introduction -- name/profession or business or affiliation -- given either by the chair or individuals is a welcome gesture.
 
Review the role of the planning commission in the hierarchy of decision making in your community. It is helpful if you have a short summary, written in plain English, that can be handed out at each meeting. Paraphrase your key responsibilities and include a short glossary of the most used terms. 
 
Review the agenda. State the purpose of the meeting, making it clear if you will be just hearing information or taking a vote on one or more matters. 

Review the ground rules for public testimony and enforce them.