communities and consultants: best practices
DESCRIPTION
Cecil Group Planning and DesignTRANSCRIPT
Communities and Consultants: Best Practices for Best Results
MAPD 2014 Annual ConferenceJune 6, 2014, 9:00-10:30am
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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Lynn Duncan, Salem, MA
Ashley Hahn, West Warwick, RI
Pamela McCarthy, Norwood, MA
Nancy Merrill, Claremont,NH
Karen O’Connell, Dedham, MA
Susan Sweitzer, Norwalk, CT
William Clark, Milton, MA
and...
Lynn Duncan, Salem, MA
Ashley Hahn, West Warwick, RI
Pamela McCarthy, Norwood, MA
Nancy Merrill, Claremont,NH
Karen O’Connell, Dedham, MA
Susan Sweitzer, Norwalk, CT
William Clark, Milton, MA
and...
Sources
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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Four Questions
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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1. What are the three most important things a planning consultant should know before beginning work for a town?
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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1. What are the three most important things a planning consultant should know before beginning work for a town?
2. What are the biggest mistakes an outside consultant made while working for your town?
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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1. What are the three most important things a planning consultant should know before beginning work for a town?
2. What are the biggest mistakes an outside consultant made while working for your town?
3. What are the three best practices a planning consultant has used in a project with you?
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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1. What are the three most important things a planning consultant should know before beginning work for a town?
2. What are the biggest mistakes an outside consultant made while working for your town?
3. What are the three best practices a planning consultant has used in a project with you?
4. What else would you want a planning consultant to know/be aware of in working with a town?
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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Answers
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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1. What are the three most important things a planning consultant should know before beginning work for a town?
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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1POLITICS
Who drives the bus?
What drives the opposition?
Where are the existing or potential frictions?
Whose support is needed to get the plan approved?
Whose opinion matters?
Who are you working for?
Understand...
...the power structure.
...the political realities.
...the Town’s priorities.
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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2LOGISTICS
How fixed is the budget for your work?
What is the funding source?
Who is the key contact with the Town (probably a staff person)?
How technologically advanced is the Town (GIS, Assessors’ data)?
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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3LOCAL KNOWLEDGE
Get the local nuances right.
Know the basic history and demo-graphics of the town.
What are the community expecta-tions for the plan?
What does the community expect of itself? Who is the leadership? What public outreach has already been done?
What forces are driving this plan or project?
What level of civic engagement is necessary for the success of this project?
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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Thoughts from the Panel
The Cecil Group, Inc.Robinson & Cole LLP
Documentation for the Designation of the Arctic Village Redevelopment Area
December 2013
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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2. What are the three biggest mistakes an outside con-sultant made while working for your town?
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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1POLITICS
Lack of familiarity with the local governance structure.
Thinking you know what the town needs better than its decision-mak-ers - and not being tactful about it. Dismissive of past practices.
Not understanding the politi-cal realities - and not being adept enough to adjust.
Not understanding local power structure and priorities.
Mishandling group dynamics or being adversarial when seeking civ-ic engagement.
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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2LOGISTICS
Underestimating the time and ef-fort needed to conduct outreach for public meetings.
Overwhelming people with slides and data and charts and maps.
Overspending the budget.
Not keeping to previously stated dates.
Not following up on previously discussed items.
Expecting more assistance from Town Staff than they can provide.
Not having an agenda for public meetings.
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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3DIDN’T LISTEN
Assuming a plan that worked in one community will work in an-other
Delivering a plan that feels like a template in which the Town’s name was changed but nothing else.
Delivering a plan that does not match public input.
Not sensitive to information pro-vided by the Town.
Use of acronyms or patronizing speech.
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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Thoughts from the Panel
SOURCE: LIFTED FROM THE WEBPAGE OF ARTINSIGHTS.COM
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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3. What are the three best practices a planning consultant has used in a project with you?
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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1POLITICS
Public input and workshops are key.
Work closely with the planner and discuss details with them sepa-rately from discussions with the boards/committees.
Sensitive candor regarding what works and why - sometimes mis-takes are the best learning tools and not making a decision is still a decision.
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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2LOGISTICS
Use an agenda for public meetings.
Emails not phone calls.
Meet with the planner to discuss logistics before all public events.
Follow-up!
Create an approach that values communication and an active partnership between the town and the consultant - shared goals for the project and the investment of time and energy.
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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3TOOLS
Understand the target audience and bring a new and different per-spective on how to reach that au-dience.
Use of visual and 3D modeling - walk people through their city.
Comparable images and design ex-amples with appropriate scale and sophistication.
Ability to create a vision that is not business as usual - encapsulates and addresses the challenges and results in deliverables that are ef-fective tools for the town.
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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Thoughts from the Panel
-22-
T I V E R T O N C O M M E R C I A L F O R M - B A S E D C O D E L O T D I A G R A M S
LOT
DIA
GR
AM
S
Table of Dimensional Regulations
Minimums Maximums Additional Regulations Reference
Lot Size* (sf)
Lot Width* (ft)
Front Yard Setback* (ft)
Side Yard Setback*† (ft)
Rear Yard Setback* † (ft)
Lot Coverage (%)
Building Height *
*Article V†When adjacent to another commercial property, setback can be zero to allow party walls; when adjacent to residential, the setback minimums are required.‡Setback required for improved pedestrian circulation on the ground level; overhanging and cantilevered upped stories are allowed to the edge of the lot line to form covered walkways. In all cases, 3’ minimum planted buffer.**For buildings ≥ 20,000 SF or parking areas 60 spaces, 50% coverage. All other projects, 70%.
General Commercial* 12,000 100 0 1-20 20 50 50
PFD Pedestrian Friendly District Proposed*
12,000 100 10‡ 10 20 50/70**≥8:12=35’<8:12=25’
Side Yard Setback
Front Yard Setback
Front Yard Setback
Rear Yard Setback
Lot Coverage
70% max.
Lot Size
30,000 sf min.
Defined pedestrian access from
sidewalk
to building’s main entrance.
Landscape plantings to buffer sidewalk/
walkw
ays from parking
Lot Line
Lot Line
Lot Line
Lot Line
Street
Street
3’min..
20’min.
10’
min.
Lot Diagram
Building Disposition
10’
min.
PFDPedestrian Friendly
Destination(Proposed District)
10’
min..
Min Veg. Buffer L
ine
Min. Veg. Buffer Line
Planing Buffer Varies; 3’ - 10’
Depending on Parking Configuration
Lot Diagram Alternates
Desirable Less Desirable Avoid
Lot Frontage
100’ min.
35’
max.
Building
Height
> 8:12
-22-
T I V E R T O N C O M M E R C I A L F O R M - B A S E D C O D E L O T D I A G R A M S
LOT
DIA
GR
AM
S
Table of Dimensional Regulations
Minimums Maximums Additional Regulations Reference
Lot Size* (sf)
Lot Width* (ft)
Front Yard Setback* (ft)
Side Yard Setback*† (ft)
Rear Yard Setback* † (ft)
Lot Coverage (%)
Building Height *
*Article V†When adjacent to another commercial property, setback can be zero to allow party walls; when adjacent to residential, the setback minimums are required.‡Setback required for improved pedestrian circulation on the ground level; overhanging and cantilevered upped stories are allowed to the edge of the lot line to form covered walkways. In all cases, 3’ minimum planted buffer.**For buildings ≥ 20,000 SF or parking areas 60 spaces, 50% coverage. All other projects, 70%.
General Commercial* 12,000 100 0 1-20 20 50 50
PFD Pedestrian Friendly District Proposed*
12,000 100 10‡ 10 20 50/70**≥8:12=35’<8:12=25’
Side Yard Setback
Front Yard Setback
Front Yard Setback
Rear Yard Setback
Lot Coverage
70% max.
Lot Size
30,000 sf min.
Defined pedestrian access from
sidewalk
to building’s main entrance.
Landscape plantings to buffer sidewalk/
walkw
ays from parking
Lot Line
Lot Line
Lot Line
Lot Line
Street
Street
3’min..
20’min.
10’
min.
Lot Diagram
Building Disposition
10’
min.
PFDPedestrian Friendly
Destination(Proposed District)
10’
min..
Min Veg. Buffer L
ine
Min. Veg. Buffer Line
Planing Buffer Varies; 3’ - 10’
Depending on Parking Configuration
Lot Diagram Alternates
Desirable Less Desirable Avoid
Lot Frontage
100’ min.
35’
max.
Building
Height
> 8:12
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
24
Thoughts from the Panel
-22-
T I V E R T O N C O M M E R C I A L F O R M - B A S E D C O D E L O T D I A G R A M S
LOT
DIA
GR
AM
S
Table of Dimensional Regulations
Minimums Maximums Additional Regulations Reference
Lot Size* (sf)
Lot Width* (ft)
Front Yard Setback* (ft)
Side Yard Setback*† (ft)
Rear Yard Setback* † (ft)
Lot Coverage (%)
Building Height *
*Article V†When adjacent to another commercial property, setback can be zero to allow party walls; when adjacent to residential, the setback minimums are required.‡Setback required for improved pedestrian circulation on the ground level; overhanging and cantilevered upped stories are allowed to the edge of the lot line to form covered walkways. In all cases, 3’ minimum planted buffer.**For buildings ≥ 20,000 SF or parking areas 60 spaces, 50% coverage. All other projects, 70%.
General Commercial* 12,000 100 0 1-20 20 50 50
PFD Pedestrian Friendly District Proposed*
12,000 100 10‡ 10 20 50/70**≥8:12=35’<8:12=25’
Side Yard Setback
Front Yard Setback
Front Yard Setback
Rear Yard Setback
Lot Coverage
70% max.
Lot Size
30,000 sf min.
Defined pedestrian access from
sidewalk
to building’s main entrance.
Landscape plantings to buffer sidewalk/
walkw
ays from parking
Lot Line
Lot Line
Lot Line
Lot Line
Street
Street
3’min..
20’min.
10’
min.
Lot Diagram
Building Disposition
10’
min.
PFDPedestrian Friendly
Destination(Proposed District)
10’
min..
Min Veg. Buffer L
ine
Min. Veg. Buffer Line
Planing Buffer Varies; 3’ - 10’
Depending on Parking Configuration
Lot Diagram Alternates
Desirable Less Desirable Avoid
Lot Frontage
100’ min.
35’
max.
Building
Height
> 8:12
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
25
4. What else would you want a planning consultant to know/be aware of in working with a town?
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
26
1POLITICS
Why has the community issued this contract?
What are the goals of the commu-nity?
What drives the opposition?
What are the concerns of the local media?
Understand the political playing field!
Use plain speech - no talking at, over or under.
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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2LOGISTICS
Finish the project on time and within budget.
Be accessible!
Don’t nickel and dime the com-munity for every hour of time through requested change orders.
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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3TOWNS NEED US
The ability to retain a consultant is a key factor in taking an idea or a goal to the next level...consultants have a major contribution to make to towns and leveraging that work is an important strategic consid-eration. This represents a shift in how consultants are viewed...how can we be more proactive plan-ners together with an active imple-mentation strategy paired with the plan.
PARTNERS
COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTSMAPD 2014 ANNUAL CONFERENCE
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What do you think?
Most important things to know?
Biggest mistakes?
Best practices?