Chapter Development Plan

GPA – 2012 Annual Work Program

1. Role of the GPA Staff
The Georgia Chapter continues to support a part-time paid staff position. This position is intended to provide support to the planning and running of the annual spring and fall conferences and other events. The President and Executive Committee may review and change the duties of the position based on need and budget.

This activity will be directed by the President. 

2. Training, Education, and Advocacy
The annual strategy for training and education includes determining appropriate conference content based on identified need from GPA membership, hosting of the spring and fall conferences and district events, and coordinating with a variety of organizations with the intent of offering GPA training panels on relevant planning topics at their events. The GPA Board will survey GPA members on an annual basis to determine educational needs and interests. The GPA Board will seek to formalize relationships with identified organizations. Conference and district event topics will be relevant to current trends and will include opportunities for CM credits, including law and ethics requirements. A concerted effort will be made to expand the goals of district events to target and train local elected officials, planning commissioners, and others to broaden the reach of planning. As part of this effort, the GPA Board will develop an annual platform related to relevant legislative issues. The GPA Board will review and adopt the platform on an annual basis and develop formal position statements on specific legislative issues as needed. Board members will be encouraged to share the platform and adopted positions with identified organizations including elected officials.

This activity will be directed to the VP for Programs with assistance from the President and the Chair of the Legislative Committee as needed.

3. Membership Services Advancement
GPA will implement communication tools to disseminate information in a timely manner to membership and advance the chapter’s efforts with regard to newsletters, website, membership recruitment and service. To enhance this effort, District Directors will communicate with members in their districts, send a welcome letter to new members, assess the needs of members in their districts, host events and represent GPA at events in their districts. District Directors will also actively seek to engage and involve minority planners in GPA. GPA will post Board meeting summaries and the Chapter Development Work Program on the website and update the work plan on an annual basis. The GPA Board will also continue to recruit and engage GPA volunteers in GPA activities throughout the year. Members will be encouraged to participate on committees and in conference activities. 

This activity will be led by both the President and the VP of Chapter Services 

4. Awards and Recognition
To encourage volunteerism and participation in GPA, GPA will recognize extraordinary contributions by board members and the membership with awards or other significant recognitions for outstanding service. The President and Past-President will determine award recipients and awards to be presented at the annual fall conference. The President will have the option to present an award to one GPA member based on extraordinary service to the Association. The President will also convene an annual Chapter Awards Committee to review and select projects as determined by the annual awards process at the annual fall conference. 

5. Develop Regular Work Program Report
GPA President and President-Elect develop a method and written format to update the GPA Board and committees on progress towards implementation of the annual work program. On a quarterly basis evaluate the work program progress and seek to advance items from GPA Board retreat. Consider how an annual survey of members can be established and completed at fall conferences as a tool to update the work program document.

The President-Elect will coordinate this activity.

Responsibilities of Officers and Board

President

  • Chair, Board of Directors and Executive Committee (ongoing)
  • Prepare agendas of board and executive committee meetings (ongoing)
  • Propose chapter development plan, work program, and budget (annually in December or January)
  • Serve as standing member on all committees (ongoing)
  • Determine the need for ad-hoc and other committees (October-November)
  • Coordinate committee appointments/appoint all committees not otherwise structured in bylaws (annually)
  • Make all other appointments required by bylaws or which may be prudent (annually)
  • Prepare president’s column for each newsletter (ongoing, bimonthly)
  • Recommend persons to fill vacant board positions (as needed)
  • Attend national planning conference (spring)
  • Attend Chapter President’s Council/ fall leadership conferences (as scheduled)
  • Represent the chapter at events (as needed)
  • Respond to various inquiries of the organization (as needed)
  • Appoint an Awards Committee (or have directors serve) (by Spring annually)

Executive Committee

  • Address chapter business when quorum of Board is not present
  • Complete other duties as delegated by Board

President-Elect or Past President 

  • Oversee preparation of chapter development plan (annually in December)
  • Chair, Nominations and Elections Committee (appoint annually)
  • Chair or serve on committees as appointed by president (ongoing)
  • Monitor progress of chapter development plan and work program implementation (ongoing)

Nominations and Elections Committee

  • Prepare calls for nominations and recruit candidates (summer)
  • Verify membership and prepare slate of candidates (summer)
  • Recruit candidate biographies and position statements (summer)
  • Certify election results and announce winners (fall)

Secretary

  • Maintain all non-financial records of the chapter (ongoing)
  • Consolidate and secure storage of organizational records (ongoing)
  • Prepare and disseminate minutes of board and membership meetings (ongoing)
  • Prepare and disseminate minutes of executive committee meetings (ongoing)
  • Distribute agendas, minutes, and reports to all board members (ongoing)
  • Distribute membership logs to officers of the board (quarterly)
  • Serve as Parliamentarian at board and executive committee meetings
  • Notify APA National of changes to the Board of Directors (as needed)
  • Maintain membership roster at membership meetings (annually)
  • Provide list of student members to Ga. Tech for election (February-March)
  • Report to board on filing procedures and retrieval system

Treasurer

  • Maintain all financial records of the chapter (ongoing)
  • Assist President in preparing the annual budget (annually in December-January)
  • Provide reports on fund balances (quarterly or semi-annually)
  • Receive and disburse funds (ongoing)
  • Maintain corporate registration and U.S. mailbox (ongoing)

VP for Programs 

  • Appoint and chair Programs Committee (annually in January)
  • Appoint and oversee Planners’ Luncheon Coordinator (annually in January)
  • Prepare and recommend conference schedule at least two years in advance (January)
  • Compile and disseminate a calendar of important planning events and activities (quarterly)

Fall Conference Committee 

  • Plan and oversee annual fall conference (ongoing annually)
  • Schedule membership meeting (fall conference)
  • Determine timing of awards ceremony (fall conference)
  • Coordinate fall conference sessions with all functional committees (ongoing beginning February)
  • Recruit sponsors and exhibitors to defray conference costs (Summer)
  • Prepare evaluation instrument and tally and report conference evaluations

Spring Conference Committee

  • Plan and oversee spring conference (if approved by Board)
  • Schedule board or executive committee meeting at spring conference (Winter)
  • Recruit sponsors and exhibitors to defray conference costs (Winter)
  • Prepare evaluation instrument and tally and report conference evaluations (Spring) 

Planners’ Luncheons 

  • Plan and oversee at least two planners’ luncheons (summer and winter or as determined appropriate)
  • Prepare schedule and secure luncheon locations (annually)
  • Recommend agreements for luncheon locations to VP Programs (Semi-annually)
  • Distribute notices of luncheon events (Semi-annually) 

Awards Committee 

  • Prepare/revise award nomination categories and forms (annually in Spring)
  • Distribute award nominations packages (annually in summer)
  • Order awards for recipients (annually in fall)
  • Provide certificates for outgoing board members (annually at fall conference)
  • Announce awards at fall conference (annually at fall conference)
  • Prepare news releases on GPA Award winners (annually in October)

VP for Chapter Services

  • Appoint and Chair Chapter Services Committee
  • Lead website content and maintenance
  • Receive and disseminate job announcements to newsletter editor and webmaster (ongoing)
  • Lead newsletter content and dissemination of information
  • Lead Annual, Spring and Fall conference campaigns and develop strategies for fundraising.

Chair, Legislative Committee

  • Appoint and Chair Legislative Committee (annually)

Legislative Committee

  • Conduct survey of membership on legislative priorities (annually in fall and/or spring)
  • Prepare/update legislative priorities (annually Summer/Fall)
  • Report on bills pending in the General Assembly (ongoing January – April)
  • Testify before legislative committees and other groups (as needed)
  • Coordinate with legislative subcommittee of Georgia Quality Growth Partnership (quarterly)
  • Recommend positions on specific legislation by the Board of Directors (as needed)
  • Monitor and report on state agency rules (as needed)
  • Coordinate with APA National’s legislative advocacy program (as needed)
  • Interact with APA legislative liaison (as needed)
  • Attend national legislative conference (annually)

Professional Development Officer

  • Appoint and Chair Professional Development Committee (annually in January)
  • Appoint and oversee Student Support Subcommittee (annually in January)
  • Appoint and oversee AICP College of Fellows Nominating Committee (annually in January)
  • Oversee and report on the election of student representative (Annually in April)

Professional Development Committee

  • Conduct AICP Exam Review Course (annually in February)
  • Monitor passage rates, AICP Exam (annually in Summer)
  • Purchase updated AICP training publications (CDs, study guides, videos, etc)
  • Prepare report of new AICP members, give to newsletter editor for publication (upon announcement)
  • Develop program of assigning continuing education credits at chapter conferences (ongoing)
  • Organize one or more professional development conference sessions.
  • Oversee professional development endowment (as needed)

Student Services Subcommittee/Student Representative

  • Assist in coordinating Georgia Tech Annual Reception (annually late summer/early fall)
  • Develop a package of printed materials to encourage student membership and recruit student members (February)
  • Distribute conference information to students (March-April)
  • Determine whether a student mentoring program is needed (April)
  • Provide practical projects for student academic papers
  • Administer student paper competition
  • Assist awards committee in administering awards program for student projects
  • Ensure GPA representation at the Ga. Tech Student Awards Banquet

AICP College of Fellows Nominating Committee 

  • Obtain listing of AICP members eligible for nomination (when provided)
  • Notify, consider, recruit, nominate candidates for Fellow of AICP (as appropriate)
  • Provide names of new AICP Fellows to newsletter editor for publication
  • Provide notice of outcome of all applications/nominations for AICP Fellows
  • Report to Board on activities and outcomes (annually, Fall) 

Planning Officials Development Officer 

  • Appoint and Chair Planning Officials Development Committee
  • Recruit faculty and volunteers for community planning institute (spring/summer)
  • Hold community planning institute (CPI) (annually in summer or as otherwise scheduled)
  • Evaluate and recommend curriculum for CPI and other training activities (annually)
  • Coordinate program of training with other training providers (ongoing; quarterly)
  • Conduct a training needs assessment, or communicate to the membership and Board the results of existing training needs assessments
  • Explore the issue of certification of planning officials
  • Investigate and recommend additional training programs as may be appropriate (ongoing)
  • Provide outreach to planning officials
  • Assist with recruitment of planning officials to fill board positions (summer)
  • Assist in recruiting planning officials for membership (ongoing)

At-Large Directors

  • Serve as Awards Committee unless otherwise appointed (annually in Summer/Fall)
  • Serve as Membership Recruitment and Member Services Committee (ongoing)
  • Chair or participate in functional committees (historic preservation, transportation, urban design, and economic development) (ongoing)
  • Provide notice of First Friday’s (District 3 Director)
  • Organize district events (as appropriate)
  • Prepare news releases on district activities (as needed

District Director Responsibilities
In addition to informational brochures, the following materials and/or information should be available for District Directors to share with current and prospective members.

Resources

  • Organizational chart (APA, GPA, Committees and contact info).
  • List of current Board members! Map of districts.
  • Mission Statement, Goals and Work Program.
  • Calendar of current events.
  • Agenda for upcoming Board meeting and past minutes.
  • Copies of newsletters.
  • List of APA resources and publications.
  • Promotional material for CPI, GPA conferences.

Duties

  • Chair GPA Committees.
  • Communicate with GPA Board on matters important to their membership.
  • Assist with GPA functions within their region.
  • Assist GPA in assessing needs of membership and district.
  • Organize and facilitate district events.
  • Represent GPA at non-GPA functions.
  • Enhance GPAs role in promoting better development in Georgia.
  • Enhance GPAs role to help planners.
  • Enhance GPAs work with other related organizations.

Long-Range Strategic Plan

PROCESS

The Board of Directors will be the steering committee for the strategic planning process. The President will be the champion. The Past President or President-Elect will be the coordinator. (2003 plan)

NATIONAL ORGANIZATIONAL MANDATES

The American Planning Association provides leadership in the development of vital communities by advocating excellence in community planning, promoting education and citizen empowerment, and providing the tools and support necessary to effect positive change (2003 plan)

APA CHAPTER PRESIDENT’S COUNCIL CHAPTER MANDATES

  1. Each Chapter shall prepare and maintain a long-range plan of development and submit same to the CPC executive committee every five years.
  2. Mission Statement: Each Chapter shall develop a mission statement, which defines the Chapter’s core function(s) or purpose(s) and submit to the CPC executive committee.
  3. Annual Work Plan: Each Chapter shall prepare an Annual Work Plan, which identifies specific quantifiable goals for the coming year, based on the mission statement. This Work Plan can be a listing of goals and objectives, much of which correspond to these criteria. The work plan is to be submitted to the CPC Executive Committee.
  4. Each Chapter must prepare and submit the financial report for the previous (or most recent) fiscal year to the CPC Executive Committee annually. The report shall include the identification of all sources of income as well as expenditures.
  5. Bylaws: Chapters shall operate under a current set of bylaws. Chapters shall review their bylaws no less then once every four years and update as needed. These bylaws shall be sent to APA staff and the CPC executive committee.
  6. Each Chapter must send its Chapter president or proxy to at least one of the two leadership meetings held in any given calendar year.
  7. Each Chapter must hold a business meeting annually within the chapter boundaries.
  8. At least three (3) times per year, each Chapter shall publish and send to its members, the CPC Executive Committee and the Executive Director, a newsletter or comparable publication that focuses on current information and concerns relevant to its Chapter. This publication maybe in an electronic form.
  9. Chapter publications shall be identified with the full name of the Chapter as “a Chapter of the American Planning Association,” and with the uniform logotype of the Association.

CHAPTER ORGANIZATIONAL MANDATES

The purposes of the Chapter shall be (per Article II of the association’s bylaws) to encourage, promote and assist physical, economic, and human resources planning within the State of Georgia and to further the purposes of the American Planning Association, including but not limited to the following:

  1. To provide for the exchange of ideas and to disseminate information to public officials and others engaged in or interested in planning and community development;
  2. To foster meetings, conferences, and educational programs relating to planning and development;
  3. To promote and support research and publications relating to planning and development and other pertinent subjects;
  4. To develop programs for the examination and continuing education of professional planners;
  5. To develop high standards for professional practice and competency through education;
  6. To otherwise promote understanding, cooperation, coordination, and support necessary for progressive planning and development throughout the State of Georgia.

General mandates include (a) Conduct an annual membership meeting (Article V, Section 1) and (b) Prepare list of members (Article V, Section 6). The Board of Directors is responsible for the following major tasks: (a) Formulate Annual Work Program and Budget; (b) Report business to the membership; (c) Establish dates of all annual meetings; and (d) Hold two meetings every calendar year.

STAKEHOLDERS

The general public; local, regional, and state governments; planning commissioners and elected officials; professional planners; allied design professionals; APA; disadvantaged groups; students.

GOALS AND STRATEGIES

1. Develop strategies to increase membership.

  • Create and maintain a member data base (membership directory).
  • Develop a new member welcoming system.
  • Determine dropped members and contact them about maintaining membership.
  • Target planning officials for membership.
  • Target students for membership.
  • Target minority planners for membership.
  • Promote AICP as the professional membership of planners.
  • Use committees of GPA to develop up-to-date programs, continuing education sessions, newsletter articles, web-based information, and member services that are relevant and meaningful to a diverse group of planning professionals.

2. Provide affordable, accessible continuing education opportunities for practicing planners and planning officials at conferences. 

  • Establish continuing education credits for attendees at chapter conferences.
  • Provide and expand Community Planning Institute programs in coordination with other providers.
  • Evaluate and reconfigure the curriculum for Community Planning Institute (added 12-7-04)

 
3. Pursue social, economic, and racial equity by being more aggressive in attracting minorities to the planning profession.

  • Nurture minority planners to take on leadership positions, serve on committees and task forces and work on special projects (APA plan).
  • Urge and provide support for members to fulfill their obligations under the APA Ethical Principles of Planning and AICP Code of Ethics to provide pro bono services to disadvantaged communities, and report on these activities (APA plan). 

4. Develop and advance an agenda for stronger planning legislation in Georgia.

  • Update and publicize GPA position on Legislative Issues in Georgia.
  • Update and advance strategy for legislative changes that support GPA position.
  • Work with other organizations to support legislation consistent with GPA position.
  • Publish educational material about current legislative initiatives, track status of bills of interest to the planning profession and keep membership informed of ways to become involved in planning legislation in Georgia and the nation. 

5. Foster joint relationships and partnerships with other organizations.

  • President and President Elect to engage in dialogue with GMA, ACCG, GAZA, MPOs, regional development centers, Blueprint fellows, and other organizations of similar interests. (modified by Board 12/12/03)
  • Program Committee to identify GPA presenters and conference sessions for GMA and ACCG conferences and consider GPA Conference sessions for presentations by ACCG, GMA, and GAZA.
  • Chair of Legislative Committee to identify joint legislative support and public education efforts with GMA and ACCG
  • Professional Development Committee and PODO Committee to identify joint continuing education opportunities with GAZA, GMA and ACCG
  • Develop communications and joint interests with GAZA.
  • Continue GPA’s involvement with the Blueprints Partners.