What a different world we’re living in. With many of us holding online office meetings we’re thinking about things that weren’t on anyone’s mind in January, such as how does my quarantine hair look?

There are other considerations. Government agencies, like the National Capital Planning Commission (NCPC), still have responsibilities to hold formal public meetings so the entitlement process can move forward.

One of NCPC’s primary roles is to review and approve federal, and some local, projects in the National Capital Region. We hold monthly meetings where staff present projects, the public testifies, project applicants answer questions, and Commissioners deliberate and vote.

In response to COVID-19 guidance on gatherings, NCPC, like other public bodies, transitioned to conducting meetings online. While there were numerous concerns, NCPC was in a good position. We recently streamlined our submission guidelines, created an online portal to provide Commissioners with meeting material, and opened an online project application submittal portal. In preparation for an impending office renovation when staff would need to telework for several months, NCPC began using Microsoft Teams, an online meeting tool.

Still, it was a challenge to move from an in-person to an online public Commission meeting. We had to consider following formal Commission bylaws and procedures; adapting procedures for technology (for instance, moving public testimony before staff presentations and having people call in instead of using video); ensuring due process for applicants and the public; and accommodating people remotely with varying technology skills.

We held a special online meeting on April 29 to test the system, and then our regular May 7 meeting. Fortunately, for the most part, things went smoothly. A special thanks to the many NCPC staff who worked very hard to make this happen.

What did we learn?

• It is necessary to evaluate your processes – in our changing world saying “but this is how we always did it” no longer works.
• The importance of patience and practice. Changing a meeting style takes time while everyone learns a new system and process. People have different technical skills and comfort levels. Knowing this, we tested and practiced first with staff, then with Commissioners, applicants, and the public.
• Don’t expect perfection – there is bound to be some kind of hiccup. We mapped out contingencies for problems and made sure that everyone knew in advance the backup options and how to address things that didn’t go right.

We’re thinking about long-term impacts. Sixteen members of the public testified on one item remotely. Phone-in testimony might encourage increased public participation because people won’t have to travel to our office for the afternoon meeting. Calling in is more equitable, as its more likely that people have access to a phone than video equipment (and bandwidth) and poses fewer technical hiccups.

We’re also exploring ways to engage with our fellow planners, partners, and the public online that could range from virtual workshops to online charrettes. Stay tuned!

Marcel Acosta
Executive Director, National Capital Planning Commission
Mentor, ULI Washington Young Leaders Mentorship Program
Member, ULI Washington Placemaking Initiatives Council

In ULI Washington’s new Leadership Insights column, ULI Washington will regularly feature member leader’s thoughts and insights as we adjust personally and professional to a “new normal.”