How well a community accepts a plan commission decision depends on much more than the decision itself. Public relations matter. The actions of plan commission members influence whether citizens feel they were listened to, respected and given fair consideration when the decision was made. Here are some steps commissioners can take at public meetings and hearings to bolster public confidence in the commission and its decisions:

Prepare

Careful preparation is critical to success. Clarify the goals of your meeting or hearing and hold it early in the decision-making process. Select an appropriate site, line up speakers and facilitators, and prepare government officials. If background materials are to be provided as a handout, use clear, plain language, understandable by everyone.

Publicize

Outreach efforts can help in getting more people to attend meetings and hearings. Effectively publicize your event using multiple media. Create public interest and educate citizens about what is involved and how they will be affected. Use multiple communication channels to notify, educate, and build interest. Take a look at your community and figure out how people are getting their information. Are notices posted where they are likely to be read? Is the information presented in a format that is likely to be read? (remember that an article, factsheet or story is much more compelling than a posted notice or agenda). Consider placing meeting materials on a website so that they are broadly accessible and can be reviewed in advance.

Launch

Many people are unfamiliar with planning and the role of local government. Take time at the beginning of meetings to describe the role of the plan commission, the nature of the decision being made, opportunities to provide public input, and necessary technical or background information. Clearly frame the key issues and use multiple media to help achieve understanding. Describe the procedures to be used during the meeting.

Facilitate

Well-run meetings influence the overall effectiveness of public involvement. When meetings start and end on time, people are more willing to participate and stay focused on the issues at hand. A skilled chairperson or facilitator is invaluable in running an efficient meeting. Make sure that the facilitator guides and moves the discussion along, clarifying and summarizing main points, assuring citizens of the value of their input, and managing citizens’ emotions. A successful facilitator will be open, unbiased, patient, non-defensive and adaptable.

Listen

Public meetings should provide meaningful opportunities for communication. When people feel that their comments make a difference, they are more likely to take the time to attend meetings and share their ideas. At the beginning of the meeting, describe how public input will be used. Make sure that members of the plan commission and local governing body carefully listen to and value citizens’ comments, remembering that they are community stewards. Reading, sorting through papers, taking a restroom break, or adjusting equipment sends the message that local officials are not listening. Demonstrate you’re listening by restating what you’ve heard from citizens, responding to their comments and following up with questions. Be honest and forthright, yet respectful and sensitive in your responses.

Follow-up

Follow up effectively after the meeting. Make sure that public input is recorded and discuss how that input will be used to make decisions. Report back to citizens at subsequent meetings to discuss how their input was used.

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