SOLUTIONS Case Studies

In May 2006, Mayor David Cicilline and the city council announced the creation of Providence Tomorrow, an innovative and inclusive planning process using charrettes to create a framework for growth and preservation of Providence neighborhoods.

After a citywide charrette in October 2006, it became apparent that a simple update to the city’s Comprehensive Plan originally envisioned by the Planning Department would not adequately capture and reflect the public’s vision for Providence.

Over the years, the city’s Planning & Development department had struggled to maintain the massive document. “It was all we could do just to update it,” recalls Linda Painter, Deputy Director for Planning. “We had five writers within the department contributing to various sections of the plan using Microsoft Word. We depended on e-mails back and forth, so invariably the question became, ‘Who has the latest version?’ ” Citizen engagement was also a challenge. Residents could attend public hearings, review documents in the library, write comment letters, or e-mail the department with questions and concerns. But integrating the feedback into the overall plan and responding to each inquiry was an ongoing and significant challenge.

“Limehouse is the first software system that lets the city handle a document like the Comprehensive Plan without each author creating multiple drafts. And because it’s Web-based, residents can comment on the plan and receive meaningful feedback from us. Combined with the built-in design templates, Limehouse allows us to focus on content and public outreach rather than version control and formatting.” - Linda M. Painter, AICP Deputy Director – Planning, City of Providence Department of Planning & Development

After seeing a demonstration of Limehouse software at the 2006 American Planning Association Conference, the department realized that no other vendor offered the complete package, a comprehensive tool for interacting with citizens and creating public documents.

Limehouse was officially on board as of November 2006. Three weeks later, Limehouse had completely transformed the way the Planning & Development department develops public documents.

The transformation at a glance

• Department employees were trained on the software
• The software and the existing plan were uploaded, centrally hosted, and supported by Limehouse
• Contributing writers were accessing the plan through Limehouse, always getting the most up-to-date version of the plan
• Non-designers could easily lay out the document with powerful design tools
• The draft version of the plan automatically published to the Web site as an interactive HTML document for public comment
• PDF version for downloading
• Citizens had a platform for viewing current information, providing comments, and getting answers to their questions

There are citizens who are comfortable speaking at a public hearing, but there are also citizens who are reluctant to attend or take the microphone at public meetings. With Limehouse in place, these citizens now have a voice. They can go to the department’s Web site and view the latest information and comments from other citizens, as well as contribute their own ideas to the planning process. “It makes the process much more inclusive and dynamic,” notes Linda. “Limehouse doesn’t replace public meetings. It better aligns our meetings with the concerns raised by citizens through the department’s Web site.”

Objective

Overhaul the process for writing, updating, and publishing the city’s Comprehensive Plan, and engage residents to help craft the vision for the future of the city and its neighborhoods.

Challenge

The department had five authors contributing and updating the massive document using Microsoft Word, which often resulted in version control and tracking issues, access limitations, and delays. Citizen engagement was limited to public hearings, copies of the draft document in libraries and community centers, letters, and e-mails.

Solution

Utilize Limehouse Software as a universal, Web-based platform for engaging the public, and developing, designing, and publishing the city’s Comprehensive Plan.

Results

• Limehouse fully installed and operational in three weeks
• A dynamic, well-designed public document that engages citizens
• Easy access, editing, and version control
• Automatically published the Comprehensive Plan to the Web site as an interactive HTML document for public comment
• PDF version for downloading
• Public meetings that are more proactive and aligned with citizens’ concerns

By February 2007, the Planning & Development department had completely overhauled the Comprehensive Plan. A month before the close of the first public comment period, over 200 comments had been received on the draft document – an unprecedented response.

“Limehouse is the first software system that lets the city handle a document like the Comprehensive Plan without each author creating multiple drafts. And because it’s Webbased, residents can comment on the plan and receive meaningful feedback from us. Combined with the built-in design templates, Limehouse allows us to focus on content and public outreach rather than version control and formatting,” says Linda.

The department is also pleased with the continuing support from Limehouse. “They provided on-site training. In one day, we were trained and ready to go. And they don’t wait for you to call them. They anticipate issues, often delivering our wish list of product features in subsequent versions of their software.”

Ultimately, the Comprehensive Plan is a living document, a multiyear process for managing the growth and vitality of Providence. But when asked what this first significant step would have been like without Limehouse Software, Linda was quick to respond, “I don’t even want to think about it.”