Cecil Group Planning and Design

1. Communities and Consultants:
Best Practices for Best Results
MAPD 2014 Annual Conference
June 6, 2014, 9:00-10:30am

2. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
2
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

3. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
3
Four Questions

4. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
4
1. What are the three most important things a
planning consultant should know before beginning
work for a town?

5. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
5
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?

6. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
6
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?

7. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
7
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?

8. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
8
Answers

9. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
9
1. What are the three most important things a
planning consultant should know before beginning
work for a town?

10. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
10
1
POLITICS
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.

11. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
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2
LOGISTICS
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)?

12. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
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3
LOCAL
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?

13. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
13
Thoughts from the Panel
The Cecil Group, Inc.
Robinson & Cole LLP
Documentation for the Designation of the
Arctic Village Redevelopment Area
December 2013

14. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
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2. What are the three biggest mistakes an outside con-
sultant made while working for your town?

15. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
15
1
POLITICS
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.

16. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
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2
LOGISTICS
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.

17. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
17
3
DIDN’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.

18. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
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Thoughts from the Panel
SOURCE: LIFTED FROM THE WEBPAGE OF ARTINSIGHTS.COM

19. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
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3. What are the three best practices a planning
consultant has used in a project with you?

20. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
20
1
POLITICS
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.

21. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
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2
LOGISTICS
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.

22. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
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3
TOOLS
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.

23. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
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Thoughts from the Panel
TIVERTON COMMERCIAL FORM-BASED CODE L O T D I A G R A M S
LOTDIAGRAMS
SideYardSetback
Front Yard Setback
FrontYardSetback
Rear Yard Setback
Lot Coverage
70%
max.
Lot Size
30,000 sf min.
Definedpedestrianaccessfrom
sidewalk
tobuilding’smainentrance.
Landscapeplantingstobuffersidewalk/
walkwaysfrom
parking
Lot Line
Lot Line
LotLine
LotLine
Street
Street
3’min..
20’
min.
10’
min.
Lot Diagram
Building
Disposition
10’
min.
PFD
Pedestrian Friendly
Destination
(Proposed District)
10’
min..
Min Veg. Buffer Line
Min.Veg.BufferLine
PlaningBufferVaries;3’-10’
DependingonParkingConfiguration
Lot Frontage
100’ min.
35’
max.
Building
Height
> 8:12
-22-
TIVERTON COMMERCIAL FORM-BASED CODE L O T D I A G R A M S
LOTDIAGRAMS
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’
SideYardSetback
Front Yard Setback
FrontYardSetback
Rear Yard Setback
Lot Coverage
70%
max.
Lot Size
30,000 sf min.
Defi
ned
pedestrianaccess
from
sidew
alk
to
building’smainen
tran
ce.
Lan
dscapeplantings
to
buffer
sidew
alk/
walkwaysfrom
parking
Lot Line
Lot Line
LotLine
LotLine
Street
Street
3’m
in..
20’
min.
10’
min.
Lot Diagram
Building
Disposition
10’
min.
PFD
Pedestrian Friendly
Destination
(Proposed District)
10’
min..
Min
Veg. Buffer
Line
Min.Veg.Buffer
Line
PlaningBuffer
Varies;3’-10’
Depen
dingonParkingConfigu
ration
Lot Diagram Alternates
Desirable Less Desirable Avoid
Lot Frontage
100’ min.
35’
max.
Building
Height
> 8:12

24. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
24
Thoughts from the Panel
-22-
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’
Front Yard Setback
pedestrianaccessfrom
sidewalk
obuilding’smainentrance.
andscapeplantingstobuffersidewalk/
walkwaysfrom
parking
Lot Line
Street
Street
Lot Diagram
Min Veg. Buffer Line
ne
fferVaries;3’-10’
nParkingConfiguration
Lot Diagram Alternates
Desirable Less Desirable Avoid
Lot Frontage
100’ min.

25. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
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4. What else would you want a planning consultant to
know/be aware of in working with a town?

26. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
26
1
POLITICS
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.

27. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
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2
LOGISTICS
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.

28. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
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3
TOWNS
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

29. COMMUNITIES AND CONSULTANTS: BEST PRACTICES FOR BEST RESULTS
MAPD 2014 ANNUAL CONFERENCE
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What do you think?
Most important things to know?
Biggest mistakes?
Best practices?