Division Leadership PDF

Division Leadership 101 A Webinar for APA Division Leaders Linda Amato, AICP David Fields, AICP Jennie Gordon, AICP Mike Welch December 2016 Divisions Council Chair Divisions Council Vice Chair APA Senior
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Division Leadership 101 A Webinar for APA Division Leaders Linda Amato, AICP David Fields, AICP Jennie Gordon, AICP Mike Welch December 2016 Divisions Council Chair Divisions Council Vice Chair APA Senior Leadership Coordinator 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 professional 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. History & Current Stats AIP Departments in 1960s Subject, geography & population-based 21 active divisions + 5 interest groups members total Range from ~ 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 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 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 The Divisions Council About the Divisions Council 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 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 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 Initiative Champions Next initiative: Sharing Economy What to Expect at DC Meetings 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 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 Roles & Responsibilities of Division Leaders Opportunities for you 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 Division Chair Leading the Division 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 Division Vice Chair / Chair-Elect Participating on the leadership team 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 Division Secretary & Treasurer Participating on the leadership team 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 Note: Some divisions combine these positions. Appointed Positions Newsletter Editor (or Editorial Committee) Website Manager Social Media Manager Conference Session Proposal Coordinator Committee Chairs (as needed) Membership, Policy, Awards Management Topics Materials available on APA Leadership Pages on Division Management Tips 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 Reports These 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) Annual Work Plan & Budget 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. Financial Policies 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 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 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 (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 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 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 Leadership Topics Leadership Resources Login required Forms, templates, policies, governance docs, grants info, etc. Three sections: Administration & Governance Communication & Resources Awards & Grants 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 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? 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! Questions and Discussion Linda Amato, AICP - Divisions Council Chair (206) ; David Fields, AICP - Divisions Council Vice Chair Jennie Gordon, AICP APA Senior Leadership Coordinator (202) ; Mike Welch APA Director of Leadership (312) ;
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