In the previous posts, Understanding the Risks in the Planning Process and A Sponsors Guide the the Planning Process, I provided a general description of the process. This post includes a number of actionable ideas for project sponsors.
Talk to your neighbors
Often a planned project impacts nearby neighbors or neighbors feel that it impacts them. View, sunlight, traffic, parking, character of the area, objectionable uses, the list goes on. These concerns are often frustrating whether valid or not and it’s easy to dismiss them, but the planning authority will take them seriously, and if you haven’t at least tried to reach an accommodation, your first public hearing will not go well.
Don’t be surprised. Seek out your neighbors. Find out what they are thinking. There is a right time to do this. Don’t talk to them before you have a strong idea of the nature of the project or they end up designing it for you. However, you want to do it before it’s set in stone. You hope for their support and pray not to have their objection. But even if they do mount a strenuous objection, the fact that you tried to reach an accommodation will serve you well at the hearing.
If you already have a presence on the site, reach out to your neighbors and community members to discuss both your plans and their concerns. It’s much better if the head of your organization has established a cordial relationship with neighbors long before you have a project for which you need their support. There are often issues of coexistence between property owners. Be proactive and collaborate with them on a regular basis. You will benefit from the relationship when it comes time for your project.
I once represented a San Francisco church that was planning a major project. The head of the church often had neighborhood meetings, inviting interested parties to evening discussions about traffic, parking and noise issues, describing their programs, always accompanied by a generous table of cookies, cakes and coffee. Even when there were challenging issues, the meetings always ended in good humor, both sides feeling heard. After one particularly challenging meeting the pastor turned to me and said, “Never underestimate the power of church cookies.”
Can you enlist supporters?
It is certainly worth a try but remember, they are not professionals and they have to live with their neighbors. Attending hearings and speaking is a big ask. Try for a letter of support, supporters rarely show up at hearings.
Ask for more than you need
Even if you’re unopposed, you will likely have to compromise. Always ask for more than you need but understand exactly what you can afford to give up. This kind of negotiation sometimes happens in the heat of battle in a public hearing.
If you want something, give something
When you propose a project and are asking for some accommodation, change of use, increased density, variance from some regulation, or just a discretionary approval, think about what you are offering the community in exchange. Too often project sponsors are so convinced about the value of what they want, that they offer very little. In my opinion, just because your project addresses a concern of value to your organization does not make this a community value.
Local knowledge is essential
There is no substitute for a skilled local operative at your side– somebody who understands the local code inside and out, is tracking the progress of current projects in the jurisdiction, knows the staff and commissioners personally. Some are planning consultants, some are land use attorneys. Often, the best are former senior staff members who have gone to the dark side. All architects have applied for planning approvals. If your architect is one of those experts, great. If not, get one. If you have a challenging project, being pretty good isn’t enough
Attend a public hearing
No matter how much this is all explained to you, you probably won’t really understand how difficult a project can be unless you experience it. There is no substitute for actually sitting through an evening of public hearings for projects similar to yours, controversial projects that can fill the room. Before you even start serious design, I recommend that you go to one and make it a date with your architect or project manager.