Planning Commissioners Journal

Persistence Pays Off

Tip 22 of 25
from Elaine Cogan

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In a previous Tip, we spoke of the virtues of being patient. Too much patience, however, can lead to passivity and eventually paralysis. You can be so intimidated by the consequences of the actions you are expected to take that you refuse to make anything but the most routine or mundane decisions.

In this Tip, let us consider the value of being persistent. Experience shows that problems not confronted only multiply and grow. You need not win them all to gain community acceptance and credibility by a willingness to be persistent in seeking answers, even if you take an unpopular stand on a controversial issue.

Persistence also will cause you not to rely entirely on staff reports and recommendations. Just as you should never feel too constrained by your lack of professional education to ask questions or even vote against a staff recommendation, neither should you appear to be looking over your shoulder, trying to anticipate and then vote accordingly to the opinions of the majority of elected officials, or an influential segment of your community. As a planning commissioner, you are expected to be fair, but also be willing to express an informed opinion.

 
But keep in mind that persistence is a trait that should be used sparingly. A commissioner who is persistent to the point of being closed to other points of view and entrenched in his own can quickly become ineffective. “Don’t pay attention to Joe. He never has an open mind on anything.” Thus, the board may politely hear Joe but not listen, because they believe Joe is not really listening to them.

If you tend to be persistent, examine your own motives. Do you know more about  certain topics than your other commissioners because you are a realtor, developer, attorney, planner, or other professional privy naturally privy to types of information the others do not have? Or, are you so reluctant to express your lack of knowledge that stubbornly sticking to a position becomes a shield or defense against people finding out your inadequacies?

In the first case, a willingness to share your knowledge with the board members may convince them of your point of view. In the latter, asking for information from the staff or others will win more points than staking out an unsubstantiated position.

All said, however, there may be times when you have weighed all the information, listened patiently to the public and the other commissioners, and still come to a principled conclusion that is not popular nor supported by the majority of the board. If your colleagues respect you, they will respect your persistence. You may even win them over next time.

This is one of the last few weekly installments of PCJ columnist Elaine Cogan's 25 tips for planning commissioners from her excellent Now That You're on Board publication.

The complete attractively-designed, spiral-bound, Now That You're on Board publication is available for purchase and delivery by mail.

Making the Case for Passion

Tip 21 of 25
from Elaine Cogan

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Much planning is dispassionate. Citizens fill out the proper forms, pay the fees, meet the regulations, and receive approval from the planning staff or board. In our zeal to be objective and fair, it is easy to dismiss passion as an undesirable trait for planners and a suspect emotion for citizens.

 

To the contrary, passion is a powerful and admirable quality if it is not expressed in a hysterical or zealous, take-no-prisoners mode. It can be a positive model when you as a commissioner show a calm but passionate advocacy for the value of planning as a vital contribution to your community's present and future livability -- and when you recognize that citizens can also be rightfully passionate about their neighborhoods, the natural environment, schools, playing fields, or other matters of concern.

Empathizing with the passions of others may help inspire you and your fellow commissioners to deal constructively with controversy and find reasonable compromises.

 

Sometimes passion can cause you to be a loner. You may have patiently listened to all the arguments on a contentious issue, weighed the information, debated openly and fairly with your colleagues, and still reached a conclusion that is not supported by the majority on the planning board. This may not be a comfortable position and would be ineffective if you are too often on the losing side. However, if you can express that passionate disagreement with conviction while not disparaging those who have other points of view, you will engender respect, and may even win over some.

 

An effective planning board member realizes that passion can be one of the many effective tools that advance the cause in your community. 

This is one of the last few weekly installments of PCJ columnist Elaine Cogan's 25 tips for planning commissioners from her excellent Now That You're on Board publication.

The complete attractively-designed, spiral-bound, Now That You're on Board publication is available for purchase and delivery by mail.

Patience Has Its Rewards

Tip 20 of 25
from Elaine Cogan

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Restraint and patience serve you well in many situations that confront the planning board. Here is one example.

You and the other commissioners have endured three hours worth of testimony from citizens. It is late in the evening and the arguments on both sides have become repetitious. You haven’t heard anything “new” in awhile. Some people are emotional or speaking in accented English or less than perfect grammar.

Still, as the meeting or hearing continues, it is important that you show the same patience with the last presenter as you did with the first. Of course, rude or disruptive behavior should never be tolerated, but neither should legitimate citizen expression be curbed. Avoid any clues that may indicate your impatience, such as tapping your pencil on the desk, whispering to your neighbor, interrupting or answering abruptly.

Be forbearing with applicants. You see all kinds on the planning board: from savvy developers who appear to know the zoning code better than you do, to inexperienced newcomers who are understandably baffled by all the rules and regulations. Put aside your biases and preconceptions. All applicants deserve your respect and patience as you consider their requests and decide how your community can be best served.

Be patient with  the other commissioners. You may know more than some about a particular subject and be inclined to rush to judgment after a cursory review of the situation, expecting them to take your advice without question. It is  important to listen carefully to each planning commissioner, as ill informed as you may think they are. Even if you hear nothing you did not know and your opinion does not change, everyone is entitled to participate in the process. Similarly, they may be more willing to be patient with you when you have to ask questions or carry on a discussion.

Show patience with your staff, especially in public. Ask questions for clarification, but not in an accusatory or demeaning manner. If you are dissatisfied with the contents of a report or its conclusions, wait until a less public opportunity. You can always ask to hold over a hearing if you need more information, but save your disagreements for private time when you are not embarrassing the people who work for you.

Have patience with the planning process. Yes, the procedures you have to follow may at times seem arduous and even unnecessary. Though in many cases they are there to protect your community from frivolous or precipitous action, they should not be sacrosanct and impervious to change. If the planning or approval processes can be improved to the benefit of the community, find ways to influence positive change. In the meantime, live with them, and each other, patiently.

This is one of the last few weekly installments of PCJ columnist Elaine Cogan's 25 tips for planning commissioners from her excellent Now That You're on Board publication.

The complete attractively-designed, spiral-bound, Now That You're on Board publication is available for purchase and delivery by mail.

Minor Irritants Can Become Major Problems

Tip 19 of 25
from Elaine Cogan

view all Tips posted to date

Members of planning boards and commissions should be chosen for their particular talents or backgrounds rather than their compatibility or congeniality. Still, it is important that you all work together, even though you may disagree on issues of substance. It may take concerted efforts to ensure that minor irritants do not become major problems and impede the smooth functioning of the  planning board.

Members themselves may, sometimes unwittingly, trigger the problems by:
-- regularly arriving late.
-- holding side conversations during the meeting.
-- talking to each other and/or the public in rude or patronizing tones.
-- expounding on every issue with a long-winded tirade.
-- demanding excessive amounts of information before rendering an opinion.
-- purporting to speak for the board when no official vote or stand has been taken.

 
Through this and similar behavior, individuals show disrespect for the other commissioners, the public, and for the planning process itself. Possibly, they may not understand the norms of behavior expected of them. More likely, by being chronically late arrivers -- or chatting or disrupting the meeting -- they   send the message that their business is more important than the board’s.

Always start your meetings on time and all but the worst offenders will soon mend their ways when they realize they miss important information or discussion if they arrive late.

Those who speak out of turn, are rude or condescending, or incorrectly speak on behalf of the commission, send the message that they need the limelight, no matter how much trouble it may cause. Be willing to interrupt them politely but firmly so that the public realizes they do not represent the rest of you.

It is important that each new set of commission officers make it clear to the media and to the public  that the chair (or sometimes vice chair) is the designated spokesperson. Even that individual should not speak for the commission until you have taken official action.

How do you deal with commissioners who have tedious opinions on every subject or who ask for additional information incessantly?

If the chair is not taking charge firmly, members have to take the initiative. After a reasonable time enduring this monologue or endless questioning, look at your watch and say you think you have heard enough to move on, asking for the agreement of the others. Paraphrase what has been said already, or ask the recorder to read the  record. Then, be willing to suggest that the board to take action, if only to defer the matter to a later time. The individual who caused the problem may complain or even abstain, but if you have the majority on your side, you can move on.

While it is important to have rules of conduct, they should not be so onerous nor rigid that they stifle discussion or so lax that they permit unbridled misbehavior. Be reasonable and fair, but willing to discipline members who consistently impede the work you are expected to accomplish. Sometimes, the chair or another volunteer must take the responsibility to talk frankly with the troublemaker “off line.”

Commission business is jeopardized when board members consistently put themselves and their whims above those of the public or their fellow commissioners. Difficult situations can be assuaged if the board has generally agreed on standards of conduct beforehand, and if members are willing to stand firm and united when they are abused.

This is one of the last few weekly installments of PCJ columnist Elaine Cogan's 25 tips for planning commissioners from her excellent Now That You're on Board publication.

The complete attractively-designed, spiral-bound, Now That You're on Board publication is available for purchase and delivery by mail.

Voting Is Not Always Necessary

Tip 18 of 25
from Elaine Cogan

view all Tips posted to date

How often does the planning board engage in an informal but productive discussion when a member interrupts by making a motion?

Most likely, someone will offer a second, and you soon can be down a formal path, following rules of order you may not have needed at all. A motion made prematurely or in the middle of a free and open conversation can stifle the very debate you need. Know when to cut off discussion, when to call for a vote and when  you can reach a decision by consensus, or general agreement. The goal should be to give everyone the fullest opportunity to contribute to the smooth running and decision-making process of your planning board.

 
First, it is important to acknowledge that most, if not all, decisions on legal matters require a recorded vote. Many other issues, however, are best resolved by reaching consensus. Voting yea or nay can polarize board members by creating a winner/loser environment. While striving for consensus may be a longer and time-consuming process, it also encourages the group to come to general agreement without forcing individuals to take sides.

The consensus-builder is often not the chair. The role can be played by anyone who has the patience, aptitude, and interest. She relies on her ability to listen carefully to what people say or mean when they may appear to be rambling, and also on interpreting non-verbal behavior or  body language.

If you aspire to be the consensus-builder, you probably have to listen more than you participate in the  discussion, all the while watching participants’ actions. Be alert for a momentary lull in the discussion, when it seems that all the points have been raised and the conversation is becoming repetitive. Head off a formal motion by using summary language such as “Now that it appears we have discussed all the options, it seems we generally agree on …” or “It is pretty clear that we want to …” or “We seem to have consensus on … .” Most times, members will nod in agreement and be relieved that someone is so perceptive. Thus, you can move on to another topic with impunity. If you have misread the situation, board members will most certainly tell you and the conversation can continue.

A consensus does not necessarily imply agreement. It can be reached when you are at an impasse  and have exhausted the points to talk about. In this situation, the consensus builder can say, “It seems we will have to agree to disagree at this time; why don’t we move on?”

Though most people find a consensus format very comfortable and preferable to constant voting, it may be unfamiliar and uncomfortable to some board members. Obviously, it can be used only if there is consensus to do so. Voting is a clear and direct method of reaching a decision. The consensus model is more intuitive and collaborative. Each has a proper place in the decision-making process of a well-functioning planning board.

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.

Control the Meeting by Controlling the Agenda

Tip 17 of 25
from Elaine Cogan

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Is this a description of your typical planning commission meeting? You start ten or more minutes late; go through the items prepared by staff in no priority order, often getting to the most important ones several hours later; leave the public comment to the end when everyone is tired and grumpy; and adjourn much later than anyone wants, with important business held over to next time when you follow the same bad habits. There are many ways to rein in runaway meetings. A good place to start is with the agenda.

Consider the items in order of their importance, not in the tiresome and non-productive usual sequence of  “minutes, old business, new business.” It makes sense to tackle business that requires your full attention when you are all at your freshest, and that is usually at the beginning of the meeting.

Allow ample and early time for issues that most concern the public. Too often, planners still put them last or next to last on the agenda even though they are well aware that one or more matters are certain to attract a  large, opinionated  crowd. It should be no surprise  when  people get restless and  angry if they have to sit through several hours of deliberations that do not concern them. Put the contentious or controversial issues on the agenda early, and give them the time they deserve. Do not be offended if most of the crowd leaves as soon as you turn to other matters.

 
Place together routine items that require little or no discussion and consider them in a group. Some bodies call this the “consent agenda” and require one motion and one vote to approve them all. But be careful that they are, indeed, routine items and not anything controversial you can be accused of “sneaking through.”

Do everything possible to help the public follow along what may appear to be technical or difficult procedures. Print sufficient agendas for all to  pick up as they arrive. Also, make sure there are sufficient copies of any graphics or explanatory material. Provide another handout with a  simple explanation of the board's processes. ... What general rules of procedure do you follow? What is the purpose of a first reading? Second? On what issues do you require simple majorities and/or unanimous votes? What is your appeals process? What are the names of all the planning commissioners? Contact information about key staff?

All planning boards and commissions have some form of agenda. Examine yours closely to see if it is the best you can have as a way of contributing to orderly and productive meetings.

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.

Individual Article Downloads From Our Fall Issue Now Available

Subscribe to the Planning Commissioners Journal, and start with our Fall issue. Order online, or call our office: 802-864-9083. Note: government orders can call and request to be invoiced. OR order a print copy of the issue for $17.75 -- delivered by first-class mail OR download a copy of this issue for $16.75 (or $75.00 for license to print up to 20 copies) OR download individual articles from our Fall issue -- click on article titles below, and then use the download article button
Contents of our Fall 2009 issue
	Zoning for Religious Institutions by Eric Damian Kelly, Esq., FAICP The impact of zoning regulations on religious institutions is a complex and evolving area of law. A primer on key issues citizen and professional planners should be familiar with.
Planning for Public Transportation in Rural Communities by Hannah Twaddell There's a strong need for public transportation in rural communities -- with benefits both for individuals and local economies.
	Stand by Your Plan by Jim Segedy, FAICP, and Lisa Hollingsworth-Segedy, AICP Ten tips to help you better prepare and implement your community's long-range plan.
The Role for Planning in Sustainable Communities by Elaine Cogan Communities throughout the country are see growing interest in sustainable development. Some ideas on how to take sustainability into account.
	Where's Art in Planning? (free download; use link to download article as pdf file) by Ric Stephens It's rare that art is considered relevant to planning -- and that's unfortunate.
Considering the Regional Impacts of Local Actions by C. Gregory Dale, FAICP Do we have an ethical responsibility to take into account the regional impacts of local land use decisions?
	CircleTheUSA Three reports from PCJ Editor Wayne Senville's travels: -- are Cleveland, Ohio, planners' new strategies for the reuse of vacant land realistic? -- how a Detroit, Michigan, suburb is seeking to reshape its future. -- why regional planners in northwest Indiana are focusing on 46 miles of lakeshore.

Recent Back Issues:	Special Focus Issues:
Summer 2009: Libraries at the Heart of Our Communities | Learn to Speak So People Will Listen | Are We There Yet? | Circle the USA Reports | and more	Winter 2006: Bright Ideas: 21 creative planning-related ideas & programs you should know about
Spring 2009: Getting the Density You Want | Growing Safer: Improving Roadways for Everyone | Dialing for Citizens | Learning to Enjoy Your Service on the Commission | and more	Fall 2005: This Land Is Your Land: on "takings" and property rights, and how planners can respond
Winter 2009: Managing Stormwater Runoff: A Green Infrastructure Approach | Taking Low Impact Development from Research to Regulations | The ABC's of Transit-Oriented Development | and more	Fall 2004: Back to School for Planners: on the impacts of school location, and the relationship between planning and school boards
Fall 2008: Pattern Books: A Planning Tool | GIS & Planning | Where Do We Want to Go? | and more	Spring 2004: Sphere of Influence: water and its impacts
Summer 2008: Greenways | Developing at the Edge | An Introduction to Charrettes | and more	Fall 2003: Planning for Historic Preservation: an introduction to historic preservation planning
Spring 2008: Car Sharing | Revisiting Ex Parte Contacts | Chairing the Commission | and more	Winter 2002: Opening the Door: planning for affordable housing
Winter 2008: Downtown Futures: continuing a series of reports from planners across the U.S., focusing on downtown issues	Spring 2000: The Promise of America: an historical look at 10 successes & 10 failures that having affected America's cities

Commission Members Can Also Be Leaders

Tip 16 of 25
from Elaine Cogan

view all Tips posted to date

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.

On Being An Effective Chair*

Tip 15 of 25
from Elaine Cogan

view all Tips posted to date

The critically important role of the chair of a planning board cannot be overemphasized. The planning process suffers if the chair is either weak and unfocused or too strong and intimidating.

These are  some  principles of effective leadership planning commission chairs should follow.

Be conversant with all the issues under discussion, but do not feel the need to be an expert in any. In fact, knowing too many technicalities may get in the way of encouraging and accepting the opinions of laypeople, a key role you should  play.

Always show fairness and do not express your personal opinions, except when it is time to vote. If you must speak out, turn over the gavel to your vice chair. However, exercise that prerogative sparingly. If you do it too often, your ability to be an unbiased presiding officer will be questioned. Fairness also means you give everyone a chance to speak and deal quickly and decisively with those, either commission members or the public, who try to dominate the discussion.

Disdain the trappings of power. The gavel is all you should need to keep order, and it should be used sparingly. Neither request, require, nor countenance special consideration from staff or from anyone else.

Display energy and enthusiasm, even at a hearing that has dragged on into the early morning hours. Of course, an effective chair will not have allowed the meeting to go on that long, but in any event, you must always strive to be alert and positive, fair and courteous.

Use praise unsparingly. A good leader does not need praise; a good leader dispenses it when merited, but always sincerely. There should be much to laud: staff work on a particularly difficult or onerous issue; public testimony that is fair and non-belligerent on a contentious subject; courteous and intelligent discussion among the commissioners.

Stimulate and synthesize the group process without overwhelming it. You should always, figuratively at least, be looking to the right and the left and keeping your antennae out for verbal and nonverbal signals from the commission, staff, and the public. You do the best job as chair if you move the group to consensus more often than to a win/lose posture.

Most of all, a good planning commission chair enjoys the role and looks forward to tomorrow as another opportunity to exert enlightened and informed leadership.

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* About the designation “chair” rather than  chairman, chairwoman, or chairperson. All are in common use, and all are correct. However, the neutral term “chair” is more in keeping with similar terms for other leadership positions such as administrator, president, and chief executive officer.

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Editor's Note: for more on the role of the chair -- from the long-time Chair of the Johnson County, Kansas, Planning Commission -- see Carol Whitlock's "Chairing the Planning Commission" (available to order & download).

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.

Dealing With Difficult People Requires Finesse

Tip 14 of 25
Elaine Cogan

View all Tips posted to date

Planning issues can bring out the best and the worst in citizens. Your decisions affect the everyday lives of many people -- the quality of their neighborhoods and the value of their homes and businesses. At some point in your commission career, you will chair or sponsor a public meeting where people are polarized, opinionated, and possibly rude and abusive. It may not be easy in these difficult circumstances, but it is essential that you keep your temper under control and your opinions to yourself.

Here are descriptions of some of the most common disrupters and suggestions about how to deal with them.

Arguers. Never  answer an accusation with an angry retort nor ask a question that encourages them to continue their tirade. Remember that it takes two to argue; a reasoned and fair-handed response may not convince them but they probably will give up trying.

Attackers. Attackers are probably making you or the agency the scapegoat for a more generalized anger against the “system” or other matters you cannot control. They usually speak hurriedly and in loud voices. Put them off guard and slow down the momentum by speaking deliberately and with assurance. If the attacker is a public official who seems to enjoy verbally abusing staff or volunteer commissioners, try to stay out of his way until he calms down. He will.

Gossip-spreaders. They speak in authoritative voices and will not be deterred by correct information. A simple, “Why, where did you hear that?” or “Does anyone know where we can get more information?” will often shame them, until the next time.

Hair-splitters. Sometimes their “picky” points are important to consider and perhaps a clue that you have neglected something. Do not take it up during the meeting. Refer the hair-splitters to a staff expert or someone who can do research and help resolve the issue with the correct facts.

Old-timers. They may be garrulous but they also are the keepers of valuable community memory. Appoint them to a subcommittee where their recollections can be put to good use.

Single-issuers.  Every community has them. No matter the topic at hand, they are ready at every occasion to bring up the same issue. You may be talking about housing densities and they rant and rave about the sewers. You may be discussing park development and still they rail about sewers, and so on. After awhile, you will recognize them and probably can repeat what they have to say before they do. Listen and nod politely but do not ask them any questions or encourage them in any way … unless, of course, by some chance, you are talking about their favorite subject.

Yakkers. Strictly set and enforce time limits on all individual comments and use a bell or other audible means to keep yakkers in line. You may have to cut them off by calling on the next speaker, but it is important that everyone follow the same rules. The essence of democracy is to give equal time to many people with  disparate points of view.

Deal with each situation with goodwill, fairness, and a sense of humor. Call a recess if warring factions are out of control. Most importantly, realize that the tone and tenor of the meeting is often influenced by your own behavior.

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.

Positive Media Relations Need Special Effort

Tip 13 of 25
Elaine Cogan

view all Tips posted to date

As a public official, never consider the media friends who will do favors that are not in their self-interest. They have no obligation to provide free coverage for your agency. Most media are businesses whose owners expect to make a profit. Even the public or nonprofit media pick and choose the subjects they believe interest their audiences. With these caveats, the media serve as important conduits to your constituencies, and you can work together by recognizing their similarities as well as important differences.

Print -- your daily or weekly newspaper -- can cover stories in more depth than the other media. Know their  deadlines and give them as much notice as possible. If the reporter cannot stay for an entire meeting, arrange to phone her or the editor as soon as the meeting is over and/or the decision is made. You might ask them to delay the report of the meeting so that the complete story can be written the next day, but they probably will not agree for fear of being scooped by the other media.

Television cameras can be obtrusive especially when doing close-ups, but news crews can be asked politely to film from an angle that does not obstruct the public’s view. 

Offer to brief the assigned print or television reporter before the meeting and give them a written outline of the issues under discussion. Whenever you are interviewed for TV, talk in short, succinct sentences and be prepared for a very short segment to appear on the broadcast, regardless of the amount of time they filmed.

Radio listeners are most likely doing something else while listening. To communicate well over this medium, speak clearly in a friendly, informal voice. Local call-in talk shows are a good vehicle for two-way communication with the public though a clever host will try to boost listenership and ratings by challenging you with controversial ideas or statements. Be prepared by ascertaining the format and the style before you go on the air.

There will be times when no matter how hard you have tried, a misleading or damaging story will appear in print or be broadcast. Do not be swayed by your first frustrated or angry emotions. If other colleagues, staff, or friends do not think any harm was done, ignore it.

However, if you and others believe you have cause to complain, assess the situation. Was the entire treatment of the issue untrue? Or were the facts correct, but the emphasis skewed? Were comments misquoted? Does the story unfairly damage your reputation or that of the agency? If any or all of the above is true, contact the reporter first and, only if necessary, the editor or station manager. If you discuss the issue without rancor, they may be receptive to printing a retraction, a guest editorial or letter, or giving you rebuttal time on the air.

Above all, do not burn any bridges with the media. Over time, and with effort, you can build and nurture relationships that benefit all.

Editor's note: for another article on how planning commissioners can best deal with the media, see David Essex's "Think Like a Reporter" (available to order & download).

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.

Friend us on Facebook

From Betsey Krumholz, General Manager     

    Like everyone else, we're trying to get a handle on social media -- and it is more complicated than it appears.  Wayne posted about his use of Twitter -- here are some additional thoughts.

    First and foremost, it is important to figure out which social medium works for which audience -- which, in turn, means thinking strategically about what you're trying to say to whom.  We heard from one guru that maximizing the value of social media involves "personalizing" your readers.  That is to say -- creating "personas" with whom you are communicating.  Good advice.

    The PCJ is the nation's leading print quarterly publication for citizen planners.  We publish a 20-page journal with articles written specifically for planning commission, zoning board, and governing body members. 

• Persona Number One:  Citizen planners.  Elected, appointed, or community activists.

    The PCJ is a private, for-profit, small business that markets our products to city, county, regional and local officials for use by their citizen planners.

• Persona Number Two:  Professional planners and officials -- the folks with the budget. 

    The PCJ engages authors from across the continent to help us bring timely and interesting planning-related information to our subscribers, including articles on law, design, transportation, ethics, etc. 

• Persona Number Three:  Authors, professionals in planning-related fields, folks with a story to share, communities with planning successes or challenges to learn from.

    AND we're also personally interested in the great planning stuff that is happening around the world.

    Here's how we apply this to our social media use:

    Editor Wayne Senville has found Twitter to be highly effective for keeping up on news bulletins, sharing interesting tidbits, and sending and receiving web links to explore.  It is great to follow up-to-the-minute discussions, hear about new projects, and laugh at a quirky link. For us, it is a great way to communicate in very short sentences with our Persona #3. Some citizen planners (#1) are using Twitter, too, and I expect that number will grow. Follow the PCJ at: http://twitter.com/PlanningJournal.

    LinkedIn has been a terrific way for us to share information with other professional planners, and to get answers to queries.  We have solicited contact information, and asked for recommendations about sources, topics, and items of interest -- with surprising results.  This is a more in-depth way to communicate with professionals -- allowing for greater detail, and more accountability.  Since this is about professional development, networking, and visibility (#3), we hope that it also helps us reach Persona #2.  Look for Wayne Senville or Betsey Masters Krumholz and ask us to connect.

    That brings me to Facebook.  I use Facebook to keep in touch with friends and family, and to find out about events in my community through the interest groups I join, or through the organizations I become a "fan" of.  I don't own a handheld "device", nor do I check my email hourly.  I choose my "Friends" carefully in order to avoid overload, and like the fact that updates and invitations are sequestered in my "Inbox" for review at my convenience.  Originally for just the college crowd, Facebook has been mainstreamed now and includes moms and dads, community volunteers, other media (radio, TV, and print), organizations, politicians, and interest groups.

    My role at the PCJ is to communicate with our subscribers -- the citizen planners (#1) as well as the professionals who make the purchasing decisions. Being on Facebook allows me to ask questions, post information, add links or video clips, and let folks know about articles in our upcoming issues and update the monthly specials. BUT, most importantly, it provides a venue for citizen planners to "speak" with each other about issues in their communities.  I think this has huge potential -- but it takes YOU to get involved.

    Our group is growing -- join us by going to Facebook , searching "Planning Commissioners Journal" -- and becoming a member.  Read our news, add to our discussion board, post on our wall, or add photos or links to your community.  The door is always open to new friends.

How to Work Effectively With Elected Officials

Tip 12 of 25
from Elaine Cogan

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When was the last time the planning board spent weeks or months on an important issue, only to have your decision overturned by your elected city council or commission?

If this happens often, you should ask yourselves what steps you can take to make sure this is a rarity and that planning commission policies and decisions usually are supported by your elected body. It may be very interesting to sit in on your governing body’s meeting when an appeal of one of your decisions is being considered. You may not enjoy hearing people disagree with your well-reasoned approach, but the experience should reveal other points of view you may need to consider in the future.

If the content or form of the planning commission’s findings often are set aside or ignored, you may be able to find simple changes that will make them more acceptable; if the findings are okay but the governing body disagrees with your conclusions, revisit the issue with one or more officials or staff to find out why you are out of step. This knowledge may help you craft a winning strategy the next time.

Be acquainted with the political platforms of the members of the governing body. Did someone campaign for office and win by promising to end all planning in your community? Are some members strongly pro or anti-growth? That type of information are clues to how individuals may respond to  specific planning  issues. Even in the face of tacit opposition, you  should not give up. You and the other commissioners should arrange a visit to explain your positions and the positive results of good planning on your community -- and also listen attentively to the elected official's contrary ideas.

In such relationships, do not ask  planning department staff to convey your message. It is most effectively conveyed, and received, if you do it yourselves. Politely but firmly insist that you speak to the appropriate elected official, not to staff.

Another relationship-building activity is to invite elected officials to a retreat or informal workshop  where you try to reach consensus on a common vision, goals, objectives, and planning agenda. Even if the best you can do is agree to disagree, you will have heard each other and begun to form relationships that will be useful in the future.

Most importantly, strive to be open and cordial in all your relationships. Remember, you will have to work together tomorrow ... and tomorrow. Your community deserves no less.

Note from Planning Commissioners Journal Editor Wayne Senville: 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.

Follow Us on Twitter

From Planning Comm'rs Journal Editor Wayne Senville:

You've undoubtedly heard about Twitter, but have you tried it? We're increasingly using Twitter to post short planning-related news, updates, and interesting -- and sometimes entertaining -- links. Just look to the left and you'll see our most recent Twitter updates listed, or visit our home page on Twitter (see the screenshot below).

 

Yes, as with many new things, there's a bit of a learning curve -- and some of the terminology sounds strange at first -- but I've found Twitter perhaps the most useful of the new "social networking" services for planners and planning commissioners to use. In fact, a growing number of planning departments are using Twitter to easily post short announcements or links to more detailed information available on their web sites.

Twitter is definitely worth trying out -- even if you eventually decide it's not for you.

I came across a good short (4 minute) introduction to the basics of Twitter. If you haven't used Twitter, take a look at this video.

After you sign up, be sure to "follow us" on Twitter. Just click the "follow me on Twitter" link on the left below our most recent tweets, or use this link. You can also search for "PlanningJournal" on Twitter and you'll find us.

After we hear from you, we'll Tweet you information on where you can find many planning-related Tweets -- all in one place!

p.s., Betsey Krumholz, our General Manager has a preference for Facebook, which we're also making use of. Next week, she'll fill you in on some Facebook basics.

Be a Partner With Your Schools

Tip 11 of 25
from Elaine Cogan

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In too many communities, planning stops at the school door. At the same time that boards of education are dealing with the challenges of overcrowded schools in one area and others that are under-utilized, planners are choosing housing policies that affect the demographics of these same schools. This behavior is encouraged when their governing bodies and sources of revenue are separate.

While such divisions of responsibility may have made sense in the past, this is less defensible in today’s era of growing needs, finite resources, and a demanding citizenry. Enlightened planning commissioners should take the responsibility of bridging that divide without dividing the community.

Has your planning board ever met formally or informally with the school board? Do your planners work with school staff on issues that concern you both? Do you have early notice of plans for new schools or playgrounds? Do you inform them of prospective zoning changes that  affect the schools? If school officials need a zoning or comprehensive plan change, do they involve you in the pre-proposal stage? What community needs could be satisfied by joint planning?

Consider transportation. What can you do to help make schools easier to access by foot or bike? Will the next new school be built in an area that is accessible for children walking or bicycling? Can school parking lots be used by neighborhood businesses when schools are closed?

Consider sharing. Few communities have enough libraries, parks, and places for community meetings and cultural events. Schools have many of these, often closed to the general public.  Joint planning and/or co-ownership can benefit all.

Your planning board is the ideal body to initiate dialogue with school officials. Show them your plans in process and invite their comments. Ask them about their short and long-range facility and property needs. Talk about common issues and concerns and how they can be solved in a cooperative, cost-effective fashion. After laying the groundwork, agree on a project on which you can act jointly and direct your staffs to do everything possible to make it a success.

The most effective planning boards continually demonstrate their understanding that the community is served best if its individual components work as an interdependent whole rather than a series of unrelated parts. By becoming partners with the schools you will demonstrate your commitment to serving the community, not enhancing your individual fiefdoms. All will benefit.

For more on the relationship between schools and planning, see the articles in our Fall 2004 special focus issue.

Note from Planning Commissioners Journal Editor Wayne Senville: 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.

Planning Is Not Just for Adults

Tip 10 of 25
from Elaine Cogan

view all Tips posted to date

What do kids know about planning? Not much, if you use jargon such as zoning, setbacks and conditional use. What can they contribute to planning in your community? Plenty! But only if you give them opportunities to express themselves in their own language and in their own way. Terminology familiar to professional and lay planners is sure to turn them off. But talk about putting a large retail store across from their favorite park, whether to build a skateboard facility near the high school or put speed bumps downtown, and you will get their attention.

With a little care, you also can find rewarding ways to involve young people in the big picture --envisioning the future.

Have a contest, but keep it simple and uncomplicated. Ask children of all ages, “what do you want our community to be like when you grow up?” Encourage poems, essays, plays and stories, models and posters, and you will be surprised and delighted at their imaginative and creative responses.

Seek media, business, and other sponsors. Local newspapers and television stations generally cooperate in highlighting good news about young people, and businesses like to have their names linked with such good works. Two high school visionaries in a project I managed recently wrote a rap song about the future and received front page coverage in the local press. They also were invited to sing at a luncheon of a civic club and on a local radio station. Their peers loved it, though most adults had difficulty understanding the words.

Involve the principals and the teachers in all the schools ... public and private, as well as those involved in home schooling. Make the planning staff and commission members available to speak in classrooms, taking care to put the planning issues you are dealing with in terms of real situations young people face. Inspire the youth and you will inspire their parents.

Make it easy to participate. Have no rules except age limits. Supply sufficient application forms to all schools and community centers and make them available on the Internet.

Encourage all to participate. The contributions of grade schoolers will necessarily be less sophisticated than those of middle and high schoolers, but the depth of the ideas of all ages will surprise you. Make special efforts to involve young people in minority communities.

Give all participants recognition. Buttons or caps are as welcome as expensive prizes and can be paid for by business sponsors. The best recognition is to display the results prominently where people congregate. The local library, city hall, shopping mall ... each community has its own center of activity. Announce they will be shown at your next community meeting and you will attract a cadre of  parents and grandparents who go wherever their children’s creations are  posted.

Most importantly, after the young people have had their say, make sure their comments are considered when the planning decisions are made. Given opportunities to express themselves in their own special ways, young people’s wisdom and insights not only can add to the quality and fabric of your community but be a training lesson for future leaders.

Note from Planning Commissioners Journal Editor Wayne Senville: 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.

Older Citizens Have Much to Offer

Tip 9 of 25
from Elaine Cogan

view all Tips posted to date

Although there always will be retirees who travel or migrate to other climes, most people are “aging in place,” staying in the communities where they have their roots. Reaching and engaging them as citizen planners is both a challenge and an opportunity for your planning board.

First, realize their worth. They have longevity and history, and well remember what may or may not have aroused controversy in the past. Certainly, times change, but it is always helpful to be apprised of any context that would help smooth the way for current ideas.

Second, meet and greet them on their own turf. Make presentations or even hold a community meeting at retirement facilities or senior centers. They usually have ample meeting space and welcome visitors.

Accommodate their few special needs. Schedule some meetings in the daytime. For their easy reading, reproduce handouts or explanatory material in larger than normal print. If you are making a presentation in even a medium-sized room, use a microphone.

When considering new zoning regulations, appeal to their pride by showing how the proposals will enhance the livability of the community and increase the value of their homes. Recognize their self-interest as grandparents by showing how changes will benefit the younger generation. Ask their advice about their priorities and try to accommodate them.

For your next workshop or public event, invite young people from a nearby high school to bring their grandparents or older friends. Encourage a dialogue between the generations. For example, when planning a new park, if you consider the needs of older citizens for benches and rest areas, they may be more inclined to support play areas and ball fields.

Older residents also can be valuable members of your planning board. Every commission benefits from having a healthy mix of ages and interests. If yours does not currently include an older citizen, find one who is willing to be involved when you have your next vacancy. If you have a citizens advisory board or special subcommittees, consider retirees for those positions as well.

Show retirees they still count by tapping into their wisdom and availability. Planning in your community will be enriched.

Note from Planning Commissioners Journal Editor Wayne Senville: 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.

The Importance of Reaching Out

Tip 8 of 25
from Elaine Cogan

view all Tips posted to date

Does anyone on your planning staff or board speak or understand Russian? Laotian? Spanish? How well do you communicate with the non-English speaking members of your community? How good is your pipeline to their concerns and viewpoints?

If you are not already actively doing so, consider extending your reach to the citizens of your community for whom English is not their first language. Just because they do not attend planning hearings or meetings that are natural to you and others in the majority community, it is folly to believe they do not care, especially if they live in areas affected by your decisions.

Reaching out takes time and special effort. For example, before considering sensitive land use changes in an area where there has been little or no response to your familiar ways of communicating with citizens, do not give up. Contact church leaders, social workers, school principals, local business owners, and community leaders. Tell them you sincerely want to get a sense of the attitudes of the residents toward  planning issues likely to be controversial or important to them.

Be prepared to be surprised and hear about concerns you may not have thought of. Pledge to take these into consideration when you deal with  specific issues and give them feedback that shows you have listened, even if you feel you have to make an decision that may appear adverse to their interests.

Non-English speaking people may come from cultures less familiar with and even suspicious of the democratic give-and-take we take for granted. By expecting more absolutes from government, they may think it is useless or even dangerous to express a contrary opinion. It takes patience to help them overcome these perceptions.

In a recent planning project, we were having no success reaching Spanish-speaking people through regular means. After talking with community leaders, we found that this closely knit community was not comfortable going outside their neighborhood for public meetings. Instead, it was suggested we come to their church after religious services. Enlisting the help of their pastor and a translator, we held a very successful meeting, and heard concerns we never would have anticipated, at 11:30 Sunday morning.

Other outreach efforts should include placing notices in community newspapers and translating information about meetings and proposed planning actions into their common  language. Employ local translators whenever possible.

You make important planning decisions that affect those who speak English -- and those who do not. By doing everything you can to mitigate the negative effects of cultural and language barriers, you will enrich your community and truly be able to say that you plan for all.

Note from Planning Commissioners Journal Editor Wayne Senville: 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.

Speak Out

Tip 7 of 25
from Elaine Cogan

view all Tips posted to date

As a planning board member, you see first hand the beneficial effects of good planning in your community. You spend hours in meetings and hearings and brief yourself with reports and field trips. That is your “job description” and you should have known what you were volunteering for when you agreed to serve. Still, how much do you know about what planning issues are on the minds of the average citizen? How much do they know about what planning is all about?

This two-way sharing of information is invaluable to your optimal performance, but it requires you and the other commissioners to move off the dais and into the community. Although it may take even more of your time away from your business or family, it can be controlled, and it definitely will be worthwhile.

If you are fearful of giving a talk, think again. No one can be more effective than a citizen planning commissioner when presenting information about planning to a group of citizens.

Enlist staff to help you organize a speech, possibly accompanied by slides, on the benefits of planning to your community and current projects of interest. Make sure it is free of jargon and “plannerese,” with examples to which people can relate. Show “before” and “after” pictures of how planning decisions have added to the quality of life in your community and talk about unfinished business. Practice until you are comfortable with the text and the technology.

When you are sufficiently prepared, ask staff to notify service and civic clubs that you and the other planning board members are available for presentations at their meetings. You will be surprised at how many take you up on the offer.

Your speech should be no more than 15 minutes, with time for questions. This allows listeners to clear up any ambiguities or points they may not understand and gives you additional opportunities to get your message across. Avoid arguments or feeling you should defend a specific decision, and of course, do not talk about any pending case.

Speak in well understood words and phrases. Even lay planning commissioners -- if they have been around any length of time -- can start talking in "plannerese." That's alright if your audience is staff or other commissioners. It is not alright when talking to the public. Avoid jargon whenever you can, but if you must use words or acronyms such as infill, density bonuses, PUDs, or FAR (or others particular to your location), explain what they mean.

Staff can help with displays and  technical data, but the message is most powerful when citizens such as yourselves talk to other citizens. You may be challenged by a few but, generally, people will be glad you came to talk with them and welcome your open attitude and willingness to share information.

Reach out and speak out when there is no controversy and people will tend to trust you when the inevitable contentious times arise.

Note from Planning Commissioners Journal Editor Wayne Senville: 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.

Go Where the People Are

Tip 6 of 25
from Elaine Cogan

view all Tips posted to date

It is a sunny Saturday afternoon. As usual, throngs of people are at the local mall, shopping, strolling, greeting their friends and neighbors. Prominent among the storefronts, and attracting considerable attention, is something new: a display about Our Town ... what it is and what it might become, depending on the planning decisions that soon will be made.

Mounted attractively on tabletop boards are photos and drawings and easy to read text about alternatives. Staff in leisurely dress is available to answer questions and there are brief comment forms to fill out. There are even balloons for the kids. Why go to all that bother ... and at the mall? Because that is where the people are!

Public involvement that informs people of their choices and truly engages their hearts and minds while remaining civil is increasingly difficult. People with strong opinions always will find ways to be heard. But isn’t it at least as valuable, or even more informative, to learn what less vocal but still concerned folk think? In an ideal world, we can engage them before the controversy erupts, or perhaps diffuse it entirely with sound dialogue and conversation.

From more than 30 years experience designing and facilitating public participation processes, it is obvious to me that the most successful are those we take out to the people ... not when we expect them to come to us. Only the most committed or zealous citizens will spend their precious time at a public meeting, no matter how important planning board or staff thinks it is. There are many other ways. Consider these tips as part of your job.

As noted above, regularly display easy to read information at the local library, mall, or community center, ideally with staff present, always with opportunities for the public to write down their comments.

Reach out with speeches and presentations. Deal with neighborhood concerns in the affected neighborhoods, meeting in living rooms, libraries, and schools. Talk to businesspeople and community activists at their civic clubs and in church basements. Take the issues to them and listen to what they tell you. This cannot displace your legally required public hearings, but does provide valuable additional forums.

Use the Internet actively. Nearly every community has a Web site, some more ambitious and attractive than others. Post your information there and invite (and answer) comments and questions, honestly and regularly. Read what bloggers say about community issues.

These ideas are just starters. What would work in your community? Begin by asking this uncommonly discussed question and you will think of many creative ideas. Most importantly, you will reach people who may never otherwise be involved in civic activity.

Note from Planning Commissioners Journal Editor Wayne Senville: 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.