Tip 16 of 25
from Elaine Cogan
In the previous Tip, I wrote about leadership and the importance of strong chairs. Their keen facilitation skills are vital to the success of each planning board meeting, and to the planning process itself.
But there is only one chair -- there are many members -- and most of us probably never will be or even aspire to that role. Moreover, even the best chair cannot do it alone. Everyone is important to the success and smooth functioning of the planning board. Members do themselves and their community a disservice if they just sit back, speak only when spoken to, or are otherwise passive.
In many ways, the roles of planning board members are more subtle and not as easily defined as that of the chair. They do not have the title nor, for that matter, the gavel to give them authority. However, if they are willing to be thoughtful and reasoned participants, they will make important contributions to the proceedings. How, then, can planning board members be most effective?
Prepare yourself. Read all the pertinent written material, beforehand, review anything you do not understand with the planning director, and be ready with constructive questions or comments at the meeting.
Arrive on time so you can get your papers and thoughts in order.
Participate actively. Listen carefully to the presentations and comments of others and join in with remarks of substance that advance the discussion.
Help out the chair but don't take over. You need not suffer silently if a weak or indecisive chair impedes discussion or the ability of the board to make decisions. There are several actions you can take that do not usurp the chair's authority but help keep things moving. Remind everyone of the time constraints ("according to our agenda, we have just five more minutes before the next item"), or sum up what has been said, followed by a recommendation or a motion. Finally, at the first opportunity, choose a more capable chair.
Be an expert -- but not a know-it-all. Effective commissioners wisely take time to become more informed than the other members on a select number of subjects. However, even then, do not assume you know everything. Be open, and willing to consider the opinions of others. If you have to disagree with staff, commission members, or the public, be sure you have the correct information.
Watch your body language. Bored by the proceedings? Angry at the chair for cutting you off? Upset with the public for haranguing the commission unfairly? Resorting to facial expressions that show displeasure, drumming your fingers on the table, crossing your arms -- are strong signals you should avoid.
Above all enjoy yourself and show it with humor and goodwill. As a planning commissioner, you are performing a task very important to the well-being of your community. The occasional slings and arrows should be worth your time and effort.
We're pleased to be posting over the next half-year, on a weekly basis every Wednesday, PCJ columnist Elaine Cogan's 25 tips for planning commissioners from her excellent Now That You're on Board publication.
We hope this will provide a convenient opportunity for planning commissioners and other "citizen planners" to benefit from Cogan's years' of experience in working with communities. The complete attractively-designed, spiral-bound, Now That You're on Board publication is also available for purchase and delivery by mail.
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