[APA-InfoTech Leaders] APA-IT DIVISION: 2005 - 2006 ArchiveMeeting Minutes
Smith, Robert
Robert.Smith at crowncastle.com
Tue Apr 10 10:51:23 CDT 2007
I'm preparing slides for the Session, and would like a logo or splash screen for the IT Division - do we have any artwork that would be suitable for a .ppt slide?
RES
________________________________
From: Smith, Robert
Sent: Tuesday, April 10, 2007 10:20 AM
To: 'APA-InfoTech Division Leaders'
Subject: RE: [APA-InfoTech Leaders] APA-IT DIVISION: 2005 - 2006 ArchiveMeeting Minutes
Ken - sorry for the intrusion but I wanted to get this to the leadership.
CityScape <http://www.cityscapeconsultants.com/> consultants will be bringing a master planning display with them for display at the booth - it's laptop based and should have some good visuals, about planning and managing the wireless communications infrastructure.
They are one of the panelists at the session, and agreed to bring something for display at the IT Division table.
I'm sorry I missed the call for coordinating presence at the booth - I'll get to the conference early, and coordinate to fill in whenever possible.
RES
________________________________
From: apa-infotech-bounces at list.planning.org [mailto:apa-infotech-bounces at list.planning.org] On Behalf Of Ken Snyder
Sent: Friday, April 06, 2007 9:24 PM
To: APA-InfoTech Division Leaders
Subject: Re: [APA-InfoTech Leaders] APA-IT DIVISION: 2005 - 2006 ArchiveMeeting Minutes
Hi Harsh,
Sorry I did not call you. We have been in a marathon session of interviews and I had no time to catch up on calls. If you can change your plans to stick around monday, I am fairly certain we will be able to get permission for you to help both at the booth and at the business meeting. Let's talk further on monday about this.
Another question: Do you have a quick sense of how much it has cost to print and mail the newsletter in the past. Jocelyn is getting quotes in the $1800 range for printing, stapling, labeling, and preparation for mailing. This letter is 16 pages, so it is longer and more expensive than the typical length of 12 pages. Mailing to members will be bulk rate of $.39/newsletter to 400 members.
Ken
On Apr 6, 2007, at 4:58 PM, pi at spatiallink.org wrote:
Archive
***
Executive Committee Meeting
Information Technology Division
American Planning Association
December 9, 2005
Mike Gritz, Chair, called the Executive Committee Meeting to order at2:35 EST. Susan Turner, APA Divisions Coordinator, checked for therequired quorum. Mike then expressed his desire to step down from theposition of Division Chair citing professional reasons.
Motion: Nomination of Ken Snyder, Vice-Chair, as Division Chair
*
Move: Milton Ospina, Communications Chair
*
Second: Harsh Prakash, Secretary/Treasurer
*
Discussion: None
*
Vote: Aye- 6/11 [Mike Gritz, Chair; Milton Ospina, CommunicationsChair; Harsh Prakash, Secretary/Treasurer; Robert E. Smith,Telecommunications SIG Chair; Ken Snyder, Vice-Chair; JudyTjiong, Division Coordinator]Nay- 0/11 Abstain- 0/11 Absent- 5/11
*
Result: Motion Carried
The committee briefly discussed the possibilities for the vice-chair,but decided to postpone its discussion. Mike thanked all those presentand promised to continue providing a supporting role. Ken also thankedthe committee members and signed-off citing previous engagements.
The committee then discussed the upcoming APA Annual Conference andreviewed the division's booth and presentation topics. In response to aquestion, Milton clarified that only booth costs will be covered by ESRI. The location of the booth was also discussed. It was decided to contact Deene Alongi, ESRI, for further guidance.
Robert then offered PCIA's assistance on setting up wireless access atthe booth. He also suggested the possibility of conducting a quicksurvey at the booth. Harsh pointed out that such a survey methodologymay lack statistical validity. Mike later offered to coordinate withRob to get more details on booth setup.
Harsh then informed the committee about the new printer for theirnewsletter- B&B Print Source, Inc. He estimated that approximately$1,000 would suffice for booth paraphernalia. It was also agreed toreview the provision of extra laptops on a need-by-need basis. Thecommittee estimated that approximately $3000-$5000 would cover thesnack expenses for an expected audience of 50.
The members then discussed the upcoming paper competition. Mikementioned searching for an email from Jennifer that contained thecompetition details. Milton told the committee that he had found a copyof the said email in his inbox and would soon forward it to the membership.
The committee then reviewed banner setup for the booth. In that regard,it was agreed to send related graphics to Milton. Milton also broughtup the possibility of scheduling the next conference call in the 3rd week of January on the 17th [2:30 EST]. This tentative schedule wasaccepted by all those who were present.
The meeting was then adjourned.
Respectfully recorded
Harsh Prakash
Secretary/Treasurer
***
***
Executive Committee Meeting
Information Technology Division
American Planning Association
December 9, 2005
Mike Gritz, Chair, called the Executive Committee Meeting to order at2:35 EST. Susan Turner, APA Divisions Coordinator, checked for requiredquorum. Mike then expressed his desire to step down from the positionof Division Chair citing professional reasons.
Motion: Nomination of Ken Snyder, Vice-Chair, as Division Chair
*
Move: Milton Ospina, Communications Chair
*
Second: Harsh Prakash, Secretary/Treasurer
*
Discussion: None
*
Vote: Aye- 6/11 [Mike Gritz, Chair; Milton Ospina, CommunicationsChair; Harsh Prakash, Secretary/Treasurer; Robert E. Smith,Telecommunications SIG Chair; Ken Snyder, Vice-Chair; JudyTjiong, Division Coordinator]Nay- 0/11 Abstain- 0/11 Absent- 5/11
*
Result: Motion Carried
Respectfully recorded
Harsh Prakash
Secretary/Treasurer
***
***
Executive Committee Meeting
Information Technology Division
American Planning Association
January 17, 2006
Ken Snyder, Chair, called the Executive Committee Meeting to order at2:05 PM EST. He informed the meeting about his loss of emails to a hacker and requested Judy Tjiong, Coordinator, to email the meetingagenda to him.
Then Jennifer Evans-Cowley, Education Chair, talked about the awardcompetition. She said that a total of 18 nominations had been receivedand that the winners will be notified by the 1st week of February. Shealso talked about Robert Smith's [Telecommunications SIG Chair]suggestion regarding a Telecom award for next year and possiblerevisions to the award categories. Milton Ospina, Communications Chair,asked her about the result notification process. Jennifer answered thatshe would write a result summary.
Later Judy raised a question about possible uses of the extra moneythat ESRI had generously added to the prize. There were a couple ofsuggestions made in that regard: gift certificate for APA's bookstore;award plaque; award certificate; cash-in-hand. Ken settled the issue bydeciding that the winners be allowed to select their options.
Then Jennifer talked about the award presentation format at theupcoming business meeting. Mike Gritz, Immediate Past Chair, suggesteda summary format since that meeting would only last for 1 ½ hours. The Executive Committee agreed to let Jennifer present a summary withcopies of bios of the award recipients.
At this point, the following motion was considered after Harsh checkedfor required quorum:
Motion: Nomination of Jennifer Evans-Cowley, Education Chair, asDivision Vice-Chair
*
Move: Ken Snyder, Chair
*
Second: Harsh Prakash, Secretary/Treasurer
*
Discussion: None
*
Vote: Aye- 7/11 [Ken Snyder, Chair; Harsh Prakash, Secretary/Treasurer;Mike Gritz, Immediate Past Chair; Milton Ospina, CommunicationsChair; Jennifer Evans-Cowley, Education Chair; Robert E. Smith,Telecommunications SIG Chair; Judy Tjiong, Coordinator;]Nay- 0/11 Abstain- 0/11 Absent- 4/11
*
Result: Motion Carried
Following this motion, Jennifer suggested 2 candidates for the nowvacant position of Education Chair. Ken asked her for the best way toapproach the 2 candidates and suggested that she personally encouragethese candidates to apply when the nomination process is opened to theentire membership. Judy referred to the newsletter as a possible forumfor notifying the membership of this nomination. However, Ken opined that it would be best to email this announcement before the APA national conference and then share its result in the newsletter or on the website. Then Jennifer signed-off citing previous engagements.
Mike brought up the topic of booth location and his talks with DeeneAlongi, ESRI. He informed about the mailing of sponsorship packets. Robstated that he had forwarded his packet to PCIA, but still had somebudget-related questions. Ken informed that Susan Turner, APA DivisionsCoordinator, is working on a sponsorship form which is nearly complete.
At this point, Mike talked about booth setup and reception fliers. Hestated that the booth location is a 10'*10' corner location. Milton urged the leadership to take charge of booth setup. Mike, Judy, Harsh(online assistance) and Rob (wireless setup assistance) volunteered tobe part of the Booth Committee. Harsh said that he would mail lastyear's banner to help with this setup.
Then Ken polled the members to see who all would be present at theconference. Both Ken and Mike assured the meeting of their attendance,while Milton and Harsh informed that they may not be able to attend.Mike suggested Judy's name for the complimentary ticket to help hermake the trip.
Later Mike offered to moderate the By Right Session. Ken suggested theidea of handing out survey forms after the session. Rob added thatpreparations for his session are on course inspite of their loss of 1 speaker.
Then Ken brought up the topic of transiting to e-newsletter. Hesuggested a hybrid arrangement with more frequent soft copies and 1hard copy for distribution at the annual conference. Harsh stated thatsuch an arrangement will serve the budget well. He also asked themembers if they would need a check from him so that there is cash-in-hand at the conference. Mike suggested an arrangement similar to lastyear's where conference receipts where later reimbursed.
At this point, Rob brought up the topic of SIG wireless website. Hementioned that the website lacks good design and is looking for asuitable host. Ken said that Harsh's idea of capturing the website'scontent in word or PDF files would be a good first step. Harsh repeatedhis offer of help on this website. Mike asked Rob to also look forexternal hosts. While on website hosting, Harsh mentioned thedivision's existing website account and the monthly fee that thedivision is still paying which he had talked about with Ken earlier.
Later Ken proposed to bring up membership outreach for discussion inthe next meeting. Judy informed all about the next meeting date andtime- 02/03rd/2006, Friday, 4:00 PM EST. Rob offered to setup arecurring call for the next meeting. The committee agreed to meet twiceevery month until the national conference.
The meeting was then adjourned.
Respectfully recorded
Harsh Prakash
Secretary/Treasurer
***
***
Executive Committee Meeting [Conference Call]
Information Technology Division
American Planning Association
February 03, 2006
Ken Snyder, Chair, called the Executive Committee Meeting to order.
...
Harsh Prakash, Secretary/Treasurer, thanked Milton Ospina, Communications Chair, for his email containing the conference call numbers.
As decided in the previous meeting, Ken opened the topic of membership outreach and called for ideas to increase membership. He offered to take the first cut on the proposed membership survey. He expressed his hope that proper communication about division activities would increase its membership.
Robert Smith, Telecommunications SIG Chair, offered to help broadcast this message. Jennifer Evans-Cowley, Vice-Chair, suggested that the division include its business meeting schedule in the proposed broadcast. Milton suggested that a list of division activities for the upcoming conference be added to the said broadcast. Harsh suggested that the division leave a copy of this broadcast on its website. Ken agreed to these suggestions.
Ken also mentioned Susan Turner's [APA Divisions Coordinator] idea of using the listserv for membership and division outreach.
Then Ken brought up the topic of field trips at the conference as referenced in Rob's email to him. Rob mentioned that he is still trying to figure out the logistics- buses etc.
In regards to division outreach, Jennifer talked about audits and surveys of divisions' websites and recommending general best practices. She mentioned that last year's funding application was not successful. At this point, Ken suggested using SurveyMonkey [http://www.surveymonkey.com/] <http://www.surveymonkey.com/%5d> to help offset the cost. Jennifer expressed her concern regarding the restrictions associated with that service. Rob advised the committee to include in any survey questions regarding how divisions and their members use technology solutions. In response, Ken said that it would be a good idea to include such questions in the earlier discussed survey. He offered to setup a draft questionnaire. Milton also offered to help map the membership of all APA divisions.
Then Ken talked about the division newsletter. He said that articles need to be submitted by February-end so that the newsletter is ready for distribution at the conference. In reply to a question by Harsh, Ken said that articles should be emailed to Ric Stephens, Newsletter Editor, with copies emailed to him.
Later the committee discussed booth sharing with the National Association of County Planners [NACP]. Harsh said that the NACP could help offset some of the booth paraphernalia cost. Milton replied that the NACP probably has no money for sharing. Judy suggested using the Personal Communications Industry Association [PCIA] as a resource.
Finally, Ken decided on having some agreement with the NACP. Harsh proposed that in return of this sharing, the division ask for a similar booth presence at NACP's conference. Jennifer added that the division inform the NACP about permissible handouts since there would be a shortage of display area. Ken requested Milton to coordinate with NACP/NACO in this regard.
Following up on Jennifer's comment, Rob asked about display rules against vertical stacking. Ken said he would be able to arrange that. Judy reminded the committee that having a corner location for its booth meant more display room.
At this point, Harsh asked Ken to consider the following motion after checking for the required quorum:
Motion: Approval of Minutes from Last 2 Meetings
*
Move: Ken Snyder, Chair
*
Second: Harsh Prakash, Secretary/Treasurer
*
Discussion: None
*
Vote:Aye-6/11 [Ken Snyder, Chair; Jennifer Evans-Cowley, Vice-Chair; Harsh Prakash, Secretary/Treasurer; Milton Ospina, Communications Chair; Robert E. Smith, Telecommunications SIG Chair; Judy Tjiong, Coordinator;] Nay- 0/11 Abstain- 0/11 Absent-5/11
*
Result: Motion Carried
Then Jennifer presented the following breakdown of response to the student paper competition:
* 1 submission in the "Information Technology in Disaster Mitigation and Recovery along the Gulf Coast" category
* 8 submissions in the "GIS and Planning" category
* 3 submissions in the "Telecommunications in Planning" category She said that she hopes to be able to release the final results in 2 weeks.
Milton asked Jennifer about the receipt of ESRI's sponsorship check. She replied that checks should be mailed to Harsh. Rob asked her to email related information so that he can pass it onto PCIA.
Then Rob talked about 'Government Technology' and asked if the division would be interested in advertising in the magazine. Milton informed the committee that ESRI advertises in 'Government Technology'.
Finally, Ken wrapped up the proceedings. He informed those present about the next meeting date and time-02/17th/2006, Friday, 3:30 PM EST. Rob reminded the committee that the conference call number would remain the same [724-338-8001 015342x, 086411x].
The meeting was then adjourned.
Respectfully recorded
Harsh Prakash
Secretary/Treasurer
***
***
Information Technology Division of the American Planning Association: Executive Committee Meeting Notes
7th April 2006
Ken called the meeting to order. Harsh rejoined the conference noting that he was unable to talk with Susan about the division checkbook after he had disconnected.
Ken brought up the meeting agenda.
First, Mike offered to bring the poster board to the conference.
Ken talked about the background color for the booth banner. He mentioned a discussion with Milton regarding the logo: Ken had expressed his desire to have a logo, while Milton had opined otherwise. Ken asked those present to share their views on the logo and resolve the issue. The meeting agreed that a logo looks better. Mike said that Milton would try to get a cleaner background image for the banner.
Then Ken opened questions and comments for the Booth Committee. Mike informed that Judy had obtained pricing for carpet, chairs, tables etc for a total of $634. He inquired about a division credit card since the amount had to be paid by the end of the day.
Ken and Harsh informed that the division does not have a credit card. Harsh added that he had earlier talked with Julie, and that the modus operandi from the last conference wherein members were reimbursed after-the-fact would be adopted this time too. Ken offered to use The Orton Foundation's credit card to meet the urgent requirement.
At this time, Ken searched and found the Booth Order Form. He asked Mike to send it to him as a PDF, to which Mike promptly agreed.
Ken said that before the discussion moves onto other topics, the committee discuss all aspects of booth setup. Mike replied that he is still working on a fishbowl and handouts. He informed those present that the booth setup is nearly complete.
Mike also asked for volunteers to fill empty slots for manning the booth. Ken urged the volunteers to fill-in whenever they can.
At this time, Mike raised the possibility of using the banner from last year's conference. Harsh asked him to email the address where he wanted the banner sent. Harsh informed those present about having discussed this use of the old banner with Ken. He described the old banner as being similar to the header image at http://www.apa-it.org/ . Mike said that he would check-in by next Friday and therefore, the old banner could be sent to his hotel address. It was finally agreed to have the banner mailed to Ken's office. Harsh offered to email Ken a picture of the banner before mailing it to ensure that it meets the booth's aesthetic requirements.
Then Judy talked about booth paraphernalia and furnishings. Ken told her that she can make the decisions necessary to ensure completion of booth setup.
At this point, Mike informed the committee that the price quoted by Judy applied only to 501(c)(3) not-for-profit organizations. Harsh offered to ask APA for the Tax ID to avail of this benefit. Given the urgency, Ken suggested using The Orton Foundation's Tax ID instead.
Then Ken described the sponsorship fund that he and Julie had raised for this year's conference.
Later Jennifer talked about the division's award ceremony. She expressed her limited availability for the ceremony since she would also be receiving an award from the Economic Development division. She requested that the division's ceremony be postponed by 15 minutes to allow her time to manage both engagements. Ken voiced his approval but expressed concern about the short time interval since as he said, award ceremonies tend to linger.
Jennifer also mentioned that since only 2 recipients would attend the award ceremony, she would keep the presentation format flexible. She told those present that the presentation would last for approximately 20 minutes. Ken asked her to ensure that after the welcome message, she talk about the sponsors and '2006 overview'.
Later Judy informed Jennifer that Keith Pizzoli- a 3rd award recipient also planned to attend the ceremony. She requested that given his interest in division activities and the nature of his project, he be given time to talk about his work. The committee agreed.
Then Harsh raised the topic of division's name change. Ken informed the committee that in all, 61 responses (more than 10%) were received to the division name change survey. Of these, 25 votes were cast in favor of maintaining the status quo, while 17 votes were cast to change the name to Technology Division of APA. He said that Susan wanted a recommendation from the division by Monday so that she can present it before the National Board for approval. Given that and the near-split in vote, Ken polled the committee for votes. He said that he would also talk with Milton before he makes his recommendation to Susan.
Later Ken talked about his talk with Paul Farmer and how APA, the division and The Orton Foundation hoped to expand their collaboration in the future. He specifically mentioned collaborating on newer display technologies for future conferences. Mike added that since the next conference is scheduled to be held in Philadelphia, this coming together is very timely.
At the end, Harsh reminded those present that he would be unable to attend this year's conference as notified earlier.
Finally, Ken adjourned the meeting.
Respectfully recorded
Harsh Prakash
Secretary / Treasurer
***
***
Information Technology Division of the American Planning Association: Executive Committee Meeting Minutes
29th September 2006 [1:00 - 2:00 EST] 1-866-238-8001 1-724-338-8001 X 023652
Attendees
*
Ken Snyder, Chair
*
Harsh Prakash, Secretary / Treasurer
*
Mike Gritz, Immediate Past Chair
*
Milton Ospina, Communications Chair
*
Robert Smith, Telecommunications SIG Chair
Ken called the meeting to order shortly after 1:00 and brought up the meeting agenda for review:
*
Review Agenda items
*
Hosting the website
*
APA 2007 Conference logistics such as booth and reception
*
Maximizing volunteers
*
Increasing membership
*
Next Steps/next meeting
*
Other
He started the discussion on potentially hosting the division's website with an outside host. Harsh informed that although the division had web pages on http://www.planning.org/ , the workflow of updating those webpages was reminiscent of the pre-internet era in that it took a minimum of 2-3 days with 2-3 routings before any 'fresh content' found its way to the website. Ken mentioned the delay following his newsletter article when he had encountered a similar problem with no one to hold accountable. Mike shared his similar but unsuccessful attempt as Chair to move the division website away from the folds of http://www.planning.org/ . Rob shared his ongoing search for a better website host for PCIA, the wireless infrastructure association.
Milton recounted his experiences with other groups where membership communication was done using non-internet based tools and suggested a similar approach through Phone Banks. Ken responded by saying that the Information Technology Division ought to have certain tools and tool types given its intrinsic technology focus. Mike mentioned his work with the Global Planning Educators Interest Group (GPEIG), an interest group within the Association of Collegiate Schools of Planning (ACSP), and how GPEIG used tools to communicate with its membership.
Milton cautioned the attendees of the earlier resistance from APA National. Harsh also cautioned against 'biting more than what can be chewed '.
Eventually, Mike offered to coordinate with Ken and Harsh on possible options towards a more responsive website. He agreed to email his suggestions as a first step. Ken decided on taking the lead on that coordination. Rob suggested studying how state chapters operated their websites within the folds of APA National. Ken and Harsh agreed on a 'trust us before we break it' workflow mantra. Milton commented that that would be difficult to follow and advised the committee on ensuring that its actions do not lead it 'back at the same junction'. The attendees also floated the idea of a Content Coordinator to address some of their website concerns. Rob offered his full support to any action that the division undertakes. In essence, the committee agreed to reassess its status-quo, and talk with other divisions like the Federal Planning Division and state chapters, before marching ahead.
At the end, Harsh shared his vision for the website wherein it becomes an integral part of 'things that members check on coming to work'. He shared his idea of having a group blog since he felt that a lot of members would be interested in reading about the planning work of Ken, Jennifer, Mike etc. Ken responded that he is currently busy blogging for Planetizen. Mike offered his compliments to the good work done by Planetizen, and suggested possible website coordination with Planetizen.
Ken ended the discussion by reminding the attendees of their e-newsletter at http://www.itinfotext.org/ and his pleasant experiences working with Joomla Content Management System [CMS]. All of the attendees complimented the new look.
In other matters, Ken briefed the committee of the upcoming retirement of Ric Stephens from its editorship. Milton shared his impressions of the many years of excellent service performed by Ric. Harsh offered to write a profile of Ric for their next newsletter.
Ken also brought up the topic of 'division name change' and the urgent need to have an agreement on it. All attendees agreed to have the division's name changed from 'Information Technology' to 'Technology'.
Milton ended with the topic of the two by-rights sessions at the next APA National Conference in Philadelphia. Rob talked about his panel on 'Wireless Communications'.
Finally, Ken talked about taking up the topic of 'Membership Outreach' in the next meeting scheduled for 3rd November 2006 [1:00 - 2:00 EST], and adjourned the meeting.
Respectfully recorded
Harsh Prakash
Secretary / Treasurer
***
<Archive.Executive_Committee_Meeting_Minutes.2005_2006.pdf>
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