Preparing for the Comprehensive Planning Process (G3747) I-10-01-2M-300 Pre-Planning Worksheet
G3747
Preparing forthe Comprehensive Planning Process Mike Koles
ocal governments across “planning for the plan.”This publica- Wisconsin are beginning to use tion introduces the concept of pre- Lthe comprehensive plan as a tool planning and includes a worksheet to guide their community’s future.The with common questions that a com- “The beginning is the Wisconsin legislature supports these munity can use as a tool to prepare for efforts as evidenced by the new com- planning. most important part prehensive planning law and associ- ated grant program (see Key Points Why should communities of the work.” about Wisconsin’s New Comprehensive “prepare to plan”? — Plato,The Republic Planning and “Smart Growth” Law One purpose of preparing to plan is to (G3750)).The comprehensive plan is develop initial agreement among key often looked upon as a road map that stakeholders about the overall can foster the achievement of com- planning effort.This includes defining munity goals.The process of develop- the purpose of the effort, the main ing and then implementing a plan is steps in the process, and designing a however, complex, and involves many system to involve citizens and develop different actors, as well as using com- community ownership of the effort. munity resources and creating discus- The support and commitment of stake- sion on potentially divisive issues.To holders are critical if comprehensive undertake a well-organized, efficient planning is to succeed. and civil planning process that In addition to developing support from produces an effective, consensus- key leaders, preparing to plan helps a based comprehensive plan, many community clearly agree upon several communities address planning by first critical decision points from the begin- ning of the process including: ■ Why the community needs to plan ■ General topics the plan should address ■ Who should be involved in the effort ■ Issues the community needs to learn more about ■ Planning process steps and timeline Properly preparing helps assure that Additionally, agreeing on the reasons Often the first step in developing a planning is the correct tool for the for developing a comprehensive plan public participation plan is to agree community to use and that the tool is helps build community support for upon the entity that will guide the used effectively and efficiently. the planning effort from the begin- planning process.This could be one Without preparation, a community ning.Without a broad consensus, body or a mixture of the local govern- might be trying to fit a square peg citizens might look on the planning ment, planning commission, planning into a round hole. Not only does this effort as something that happened in department, citizen’s advisory commit- waste time, but the community will be a smoke-filled room in the back of the tee or private planning consultants. In unsuccessful in achieving its goals. courthouse. addition to identifying the planning entity, the roles of other stakeholders “The governing body of a local governmental can be defined. For example, a citizen’s advisory committee might direct the unit shall adopt written procedures that are process, while the planning depart- ment or professional planner collects designed to foster public participation…” and analyzes data. Also, a chair and —Wisconsin’s Comprehensive secretary of the process are often Planning Law,Wisconsin Act 9 identified.
Questions to ask about stakeholders Preparing to plan Questions to ask when identifying ■ Who are the stakeholders that components the purpose: should be involved in the planning Preparing for the planning process ■ What is our comprehensive process? can be achieved by having a group of planning history? ■ How will we involve stakeholders community leaders address a series of ■ What is the purpose of the in the planning process? questions.The questions can be planning effort? ■ Who will lead the planning broken into four primary categories: ■ What are some broad topics that process? 1. Purpose of planning should be addressed in the plan? ■ Who will post meeting notices, 2. Stakeholder analysis ■ Will a plan help us address our take meeting minutes, attendance, 3. Educational need needs? etc.? 4. Planning process ■ When do certain stakeholders Stakeholder analysis need to be involved? Another initial discussion should Purpose of planning ■ How do we go about choosing revolve around identifying who to Communities often first identify why and hiring a planning consultant? they want to develop a comprehen- involve in the planning effort and how sive plan and the topics that need to and when they should be involved. be addressed in the process. By These individuals, groups or organiza- addressing these points, the commu- tions are often referred to as stakehold- nity can identify whether or not it ers or, anyone who can be affected by really needs planning. Often a com- or can affect the comprehensive plan munity will find that it does not need or its implementation.Without broad to develop a full-blown comprehen- participation, it is difficult to develop a sive plan, but instead can simply quality plan that is relevant to and sup- adjust an existing one (possibly to ported by the community and its meet legal requirements) or develop a leaders.Wisconsin’s comprehensive specific approach to address an issue. planning law recognizes the impor- For example, if algae blooms are the tance of stakeholder involvement and problem, maybe an educational requires that communities adopt program rather than a comprehensive written procedures designed to foster plan is the cure. public participation. Educational need Coordinating the planning Three steps to preparation An integral portion of the planning process Preparing to plan is typically a three- process involves educating the com- Planning process logistics are often step process. munity. A community cannot effec- charted during the preparation step. 1. The first step involves developing, tively plan without knowing where it This might include constructing a a rudimentary understanding of has been, how it got there and where timeline that identifies what will be comprehensive planning, it could be heading. Comprehensive accomplished when, essentially serving Wisconsin’s Comprehensive planning involves deciphering the as a road map to success. It involves Planning Law and the preparation integrated mix of ingredients that ironing out some details. For example, a phase itself. Local planning make up a community; for example, citizen’s advisory or other local agencies, regional planning com- the relationship between transporta- planning committee will have to make missions and University of tion and local development trends, or difficult decisions. During the pre- Wisconsin–Extension educators forest cover and wildlife health.These planning process, the committee might can assist communities through- are just a few of the myriad of connec- ask some of the following questions: out the initial learning phase. tions that must be thoroughly under- ■ How will the committee make 2. The second step involves actually stood to develop and implement an decisions? (Consensus? Voting?) developing a “plan to plan.”This is effective plan. As a community ■ Will all members vote? Who can normally accomplished with a prepares, it should identify topics it vote? small group of people who will needs to learn about and better provide leadership to the planning understand in order to develop the ■ On what will decisions be based process. Plan commissions, town, most effective comprehensive plan. (data, personal values, politics, etc.)? county and village boards, city Questions to ask about educational councils, or even a group of inter- ■ Are there any rules of conduct the needs ested citizens often perform this committee should follow? ■ What do we need to learn about task. ■ Do members have to attend a each topic that will be addressed 3. The final step involves presenting a certain number of meetings to be in the plan? draft “plan to plan” to stakeholders eligible to vote? ■ What are some citizen participa- who will be involved in the tion tools that we can use to ■ How often does the committee planning process.This helps involve the public? want to meet? When? How long? develop buy-in and allows for any Identifying these simple details will needed amendments to be made. make the process much smoother and For example, dates or times are more efficient. often changed to accommodate certain stakeholders or partici- pants may volunteer to perform specified roles, such as committee secretary or newsletter editor.
Pre-planning process Step 1 ➡ Step 2 ➡ Step 3 Basic understanding Developing Present draft of comprehensive a pre-plan “plan-to-plan” planning to stakeholders Summary References Comprehensive planning is complex, 1. Bryson, J. M. (1995). Strategic involves many actors, uses community planning for public and nonprofit resources, involves discussion regard- organizations: A guide to strength- ing potentially divisive issues, and may ening and sustaining organiza- take place over the course of several tional achievement. Jossey Bass years. Entering into such a process is Publishers, San Francisco. not being taken lightly by many 2. Bunnell, G. (1997). To Produce an Wisconsin communities, and as a Effective Plan You Need a Plan for result they are beginning the process Planning. UW-Madison Department by planning to plan.Without a map of of Urban and Regional Planning, the planning process, the road to Extension Report 97-2. success may be inordinately long and 3. Kelly, E. D. and E. Becker. (2000). bumpy. Community planning: An introduc- tion to the comprehensive plan. Island Press,Washington, D.C. 4. Koles, M. J. (1998). An integrated environmental management case study:The Upper Sugar River watershed initiative. Journal of Regional Analysis and Policy.
Author: Mike Koles is a University of Wisconsin–Extension community resource development educator located in Winnebago County. Photo by Doug Moore. Issued in furtherance of Cooperative Extension work, Acts of May 8 and June 30, 1914, in cooperation with the U.S. Department of Agriculture, University of Wisconsin–Extension, Cooperative Extension. University of Wisconsin–Extension provides equal opportunities in employment and programming, including Title IX and ADA requirements. If you need this information in an alternative format, contact the Office of Equal Opportunity and Diversity Programs or call Extension Publishing at (608) 262-2655. © 2001 by the Board of Regents of the University of Wisconsin System. Send inquiries about copyright permission to: Director, Cooperative Extension Publishing, 201 Hiram Smith Hall, 1545 Observatory Dr., Madison,WI 53706. You can obtain copies of this publication from your Wisconsin county Extension office or from Cooperative Extension Publications, 45 N. Charter Street, Madison,WI 53715, 608-262-3346. Outside Madison, call toll free: 1-877-WIS-PUBS (947-7827). Before publicizing, please check on this publication’s availability. To see more Cooperative Extension publications, visit our web site: www.uwex.edu/ces/pubs/ Preparing for the Comprehensive Planning Process (G3747) I-10-01-2M-300 Pre-planning worksheet
1. What is the purpose of the planning effort?
2. What are some broad topics that should be addressed in the plan?1
3. Will a plan help us address our needs?
4. Who are the stakeholders that should be involved in the process?
5. How will we involve stakeholders?2
6. What will be the role of each stakeholder? When will each be involved?
1 Wisconsin’s Comprehensive Planning Law clearly identifies some general topics that need to be addressed by the comprehensive plan. These are commonly referred to as the “nine elements.”The nine elements provide an effective guide for discussion regarding this question. 2 Wisconsin’s Comprehensive Planning Law requires that:“The governing body of a local governmental unit shall adopt written procedures that are designed to foster public participation…”This essentially means that a public participation plan must be adopted.When discussing this issue, it is important that the significance of citizen participation and the variety of tools available to foster participation is clearly under- stood. A separate educational session on public participation may be necessary. 7. Who will provide technical assistance to develop the comprehensive plan? Does the community have the skills or will it need to hire a planning consultant?3
8. Who will chair the planning process, perform secretarial duties, etc.?
9. What policies will we use to make decisions?
10.What are committee conduct rules?
11.How often do we want to meet? How long? Do we want to have set dates? Times?
12.What are the community’s educational needs with regard to comprehensive planning (information on plan topics, data, trends)?
3 If the community intends to hire a planning consultant, an additional topic that should be addressed is how the consultant will be hired (e.g., request for qualifications, request for proposal).