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Division Leadership 101A Webinar for APA Division Leaders
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December 2016
Linda Amato, AICP Divisions Council ChairDavid Fields, AICP Divisions Council Vice ChairJennie Gordon, AICP APA Senior Leadership CoordinatorMike Welch APA Director of Leadership
Why Divisions?Engage: Connect at the National Planning Conference, online, and at local/regional meet-ups
Grow: Members benefit from the profes-sional and personal networks and paths to leadership that divisions offer both within APA & their communities.
Contribute: Develop technical content, serve on APA task forces/committees, host conference sessions/webinars, advocate for planning, contribute to APA Policy Guides/research, sponsor scholarships, and partner with each other and related organizations.
Network: Active online communities, discussing ideas and sharing news & resources.
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History & Current Stats• AIP “Departments” in 1960s• Subject, geography &
population-based• 21 active divisions + 5
interest groups• 9500+ members total• Range from ~200-1500
members each• Largest – Transportation
Planning, City Planning and Management, Urban Design and Preservation
• Fastest growing – County Planning, Women and Planning, Hazard Mitigation and Disaster Recovery Planning
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Divisions’ Relationship with APA• Part of APA 501(c)3
corporation• Finances reflected in APA’s
financial statements/audits
• Created/dissolved by the APA Board, with DC recommendation
• Cannot pursue independent legislative policy
• Must use APA branding in member communications (e.g. newsletter mastheads, social media icons, etc.)
Divisions Created & Dissolved• Creation of Divisions
– Interest Groups as a first step• Current IGs: Arts and Planning, Tribal Planning, Healthy
Communities, Food, Public Schools
– 300 signatures on petition, 300 members necessary for continued viability
– Approved by APA Board, with recommendation of Divisions Council
– Supporting documentation (proposed budget, bylaws, work plan, etc.)
• Dissolution of Divisions– Mergers– Dissolution
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What APA Does for Divisions• Designates staff exclusively for division support• Collects dues (transfers net to divisions quarterly)• Maintains member records & distributes division rosters• Hosts division websites & provides technical support• Provides free teleconference (Intercall) & virtual
meeting services (AdobeConnect)• Designs & distributes marketing materials to promote
membership in divisions, generally• Coordinates and supports division conference
participation (NPC orientation, meeting support, etc.)• Elevates divisions at NPC with by-right sessions and
facilitated discussions• Provides opportunities for division members to serve on
APA committees and task forces• Offers fee-based platform for division webinars
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The Divisions Council
About the Divisions Council
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• Advisory body to Board • Elected Chair of each Division + 5-member Executive
Committee• Executive Committee: Chair, VC, S/T, Past Chair
(elected), Ex-officio member (appointed)• Chair is an Advisory Member of APA Board• Each officer serve as a liaison to individual divisions• Also liaisons to AICP Commission, SRC, CPC, Interest
Groups• 2x/year in-person meetings + winter/summer virtual
meetings
Committees & Task Forces
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As a division leader, your responsibilities extend beyond your division to the Divisions Council and APA. Each member has a role to play!
Where would you like to serve?
Current and past division leaders:• Serve on DC Committees (Membership &
Communications, Awards, Nominations)• Lead and represent divisions on APA Committees and
Task Forces• Champion the DC’s “Planning for a More Dynamic
Population”, “Smart Cities and Sustainability”, and “Sharing Economy” Initiatives
• Volunteer for as-needed DC Task Forces (to address policy issues, bylaws amendments, etc.)
Division Initiatives – On the Radar
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• Cross-division planning challenges
• Repository of resources• Elevate emerging issues
to national conversation– Aging in Community Policy
Guide– NPC tracks– Smart Cities – APA focus
Sept. 2016• Initiative Champions• Next initiative: Sharing
Economyhttps://www.planning.org/resources/ontheradar
What to Expect at DC Meetings
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• “Call to Meeting” sent 3-6 months before (logistics/prelim. schedule)
• Agendas & Exhibits – 2 weeks before • Arrive early for Divisions Council and other Leadership
meetings• State of APA and Leadership Training• Leadership Dinner/Reception• Divisions Council Business Meeting• Committee or other meetings• DC/CPC collaboration
Your Executive Committee
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Elections• Governed by individual Division Bylaws • Usually two-year terms• Chair is limited to two 2-year terms• Vice Chair vs. Chair-Elect• Secretary vs. Secretary-Treasurer• Consolidated elections
• New officers January 1• Model bylaws
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• Attain a more active level of participation• Use, and further develop, leadership skills• Network with leaders in the field of planning• Contribute to the advancement of planning in the
areas represented by the division• Participate in APA at a national level
Opportunities for you…
Roles & Responsibilities of Division Leaders
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• Provide value to members• Represent division interests• Involve other division leaders & volunteers in
decision-making and activities• Identify and develop future leaders• Prepare the annual performance report (with
support)• Remain an active member of Division’s Executive
Committee as Past Chair• Serving on a Divisions Council Committee, Task
Force, Initiative, or other APA Committee
Leading the DivisionDivision Chair
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• Support and lead division activities• Contribute to development of Division Work Plan and
Budget• Assume the responsibilities of Chair in case of
vacancy • Carry out other responsibilities as described in
Division Bylaws
Participating on the leadership teamDivision Vice Chair / Chair-Elect
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• Maintain division financial records• Manage division finances: submit disbursements and
receipts to APA • Submit required reports to Executive Committee,
Divisions Council, and APA, as requested• Contribute to development of Division Work Plan and
Budget• Take meeting minutes; maintain historical records• Carry out other responsibilities as described in
Division Bylaws
Participating on the leadership teamDivision Secretary & Treasurer
Note: Some divisions combine these positions.
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• Newsletter Editor (or Editorial Committee)
• Website Manager• Social Media Manager• Conference Session
Proposal Coordinator• Committee Chairs (as
needed)• Membership, Policy,
Awards…
Appointed Positions
Management TopicsMaterials available on APA Leadership Pages on https://www.planning.org/leadership/divisions/administration/
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Division Management Tips
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• Delegate specific task responsibilities among leadership• Hold regular conference calls among Executive Committee –
let others be involved• Develop a leadership succession plan and train upcoming
leaders• Use the APA website and Leadership Coordinator as a
source for information• Connect with fellow leaders!
Performance ReportsThese are reports to your members as well as the Divisions Council & APA (and your chance to brag!). They also give you an opportunity to PLAN for the coming year.
• Division accomplishments • Annual financial report• Next year’s work plan & budget• Annual meeting minutes & attendance• Member communications• Conference activities• CM activities• Elections (not annual)• Member survey (not annual)
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Annual Work Plan & Budget
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• Establish goals and objectives– Tie to APA and DC Development/Work Plans where
possible– Identify specific strategies and/or programs– Assign responsibility; Identify budget requirements
• Budgets– Dues are $25/regular member, $10/student member
• Deduct $7.50 for APA (quarterly) & $2.50 for DC (Q1, Q3); No assessment on student members
– Changes coming for Student Members & New Planners– Travel expenses; Travel Reimbursement Guidelines
Find the division work plan template here and the financial report template here.
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Financial Policies
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• Annual budgets should reflect work plan items• Be accountable to members via an accessible source (e.g.
website, newsletter).• Outside revenues (conferences, webinars, publications,
sponsorships, etc.) are encouraged.• Take advantage of DC grants!
• APA staff shall be signers on any division contracts or other financial obligations.
Division Websites
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• Each Division has a website hosted APA• Although APA staff will post content, the Division is
responsible to provide/update material.• In the pipeline: Divisions will be able to post/edit their
own content!• Website should include, at a minimum:
• Leadership information• Newsletters• Business documents (bylaws, performance report, work
plan/budget)
Here’s where that appointed web manager is helpful!
Member Communications
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• Review communications best practices• Newsletter or other substantial communication tools at
least 4x/year, must include original content– Examples: technical articles, member spotlights, research pieces,
conference summaries
• Newsletters / E-blasts– E-mail (Vertical Response, Constant Contact, MailChimp,
etc.)• In the pipeline: fee-based opportunity to use APA’s Real Magnet
service as part of a parent-child relationship.
– Social media (Facebook, LinkedIn, Twitter, etc.)– Ask for contributions, share content across
divisions/chapters, member profiles• Online Community/Collaboration Platform coming Fall 2017 • Stay on brand!
Beyond the Basics
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• AICP Certification Maintenance– National Planning Conference: by-right session, mobile
workshop, facilitated discussion, dinner– APA webinar platform or OH/UT Webcast Consortium– Chapter/Regional Conferences
• Scholarship Program, Student Paper Competition, Mentorship Program
• Awards• Research projects• Product development• FAICP Nominations• Publications (PAS report, etc.)• Support for Divisions Council Initiatives• Policy activities
Planning for the Conference
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• Encourage division members to submit sessions• Sponsor a by-right educational session• Host a facilitated discussion (or mobile workshop,
dinner)• Staff the Divisions Council booth• Hold an annual business meeting• (Optional) Host a reception
Planning for each year’s conference begins with an orientation conference call/webinar in early June. It’s wise to have appointed your Session Proposal
Coordinator by then!
Division Best Practices
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Leadership Topics
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• Login required• Forms, templates,
policies, governance docs, grants info, etc.
• Three sections:– Administration &
Governance– Communication &
Resources – Awards & Grants
Leadership Resourceshttps://www.planning.org/leadership/resources/
Member Recruitment & Retention• Provide high-quality, substantive resources for members• Work the crowd
– National Planning Conference, Chapter Conferences– Division business cards
• Membership Brochure/Flyer• Divisions Booth at National Planning Conference• Mention in your conference sessions!• Division sign-up = freebie reception• Identify untapped markets (allied organizations?)• Contact lapsing(ed) members• Retired Members
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Identifying Future Leaders• Attends business meetings• Comments on the
newsletter or other communications
• Candidate that wasn’t elected
• Complains• Expresses interest• Engage them through
Member Profiles or Members on the Move in your newsletter
• Have you asked?
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Top 10 Tips for Leadership Success
• Don’t be afraid to ask questions• Don’t do it all yourself; delegate!• Use available resources…don’t reinvent the wheel• Reach out to your past chairs, the DC Leadership Committee,
and the DC Executive Committee• Communicate often with your Division Executive Committee
& members• Match volunteer interests with division needs and explain the
task• Listen and collaborate• Make “the ask” – people like to be asked!• Consider adding a Chair-Elect position• Have fun!
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Questions and Discussion
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Linda Amato, AICP - Divisions Council Chair(206) 595-0148; [email protected]
David Fields, AICP - Divisions Council Vice [email protected]
Jennie Gordon, AICP – APA Senior Leadership Coordinator(202) 349-1025; [email protected]
Mike Welch – APA Director of Leadership(312) 786-6372; [email protected]
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