[APA-InfoTech Leaders] APA-IT DIVISION: 2007/09/07th Meeting Minutes

[pi at spatiallink.org]

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Technology Division of the American Planning Association: Executive
Committee Meeting Minutes

07th September 2007 [1:00 - 2:00 EST]
1-888-245-4141
X 394006

Attendees
1. Ken Snyder, Chair
2. Harsh Prakash, Secretary/Treasurer
3. Milton Ospina, Communications Chair
4. Judy Tjiong, Division Coordinator
5. Gene Roe, Membership Chair
6. Lyle Hornbaker, Website Chair

	Ken called the meeting to order shortly after 1:00 PM and brought-up
the following agenda for review:
1. Approve Agenda
2. Mission Critical! (Need all leadership to step to the plate)
3. 2008 APA Conference Booth (Time permitting)
4. Technology Division Business Meeting (Time permitting)
5. Newsletter Redesign (Time permitting)
6. Website (Time permitting)
7. Next Steps/Next Meeting
8. Other

	Ken started by outlining how his office- Placematters, has put in time
worth around $30-$40,000. He informed that that level of investment was
not sustainable and therefore, the membership must step-up to the plate.
In response to a question by Harsh, Ken detailed the most time-consuming
work: Membership Outreach, Website Updates and Conference Preparations.
Ken urged the leadership to ensure that the once-a-month conference
calls are well-attended. Lyle supported his appeal.

	Continuing this discussion, Ken informed that Placematters had
signed-up for chairpersonship only, not editorship. On editorship,
Milton offered to help with newsletter content. Harsh informed Ken about
the now-reduced $250 stipend for editorship to help offset some of the
incurred cost. Milton said that given the nature of his current job, he
has more free time now than when he was employed by ESRI. Harsh
suggested a website submission form to collect articles for their
newsletter. Milton supported this suggestion for automating approvals,
waivers and other copyright requirements. He also offered to start
calling members more for articles.

	Later Ken urged the leadership to ramp-up their outreach efforts given
the prediction that national membership would go down. Judy clarified
that planners can continue to sign-up as division members even if they
are not national members. Gene asked how to best demonstrate the value
of membership to potential members. He stated that only when that value
is defined, can a serious outreach be undertaken. Milton cautioned
against any delay. Gene wondered about the critical mass of members
required to self-sustain. Harsh added that given technology as a small
subset of planning, the leadership must not set unrealistic expectations
regarding outreach. He also added that given the limited allure of
technology to planners, it will make sense to continue the division's
rebranding: How the name change achieved some of that, and how
interesting overlaps with like-minded divisions could achieve some more.
In response to his question, Ken checked the newsletter website and
confirmed that only members can view their current newsletter as per
APA's policy. 

	On website, Lyle offered to collect FTP links to white papers on
GIS/GPS for their website. Ken asked him to first prepare a roadmap for
their website updates.

	Later Ken highlighted the good work by Jocelyn Hittle and asked for
help in recruiting a new editor. Harsh mentioned Judy's design
background and wondered if she could design a newsletter template to
speed-up publishing. Judy responded by asking Ken for design guidelines.
She also suggested using Lyle's roadmap as guide. In response to a
question by Milton, Ken stated that he only had APA's guidelines from
May 2007. He also revealed that APA National was updating its newsletter
format, and so their templating would be well-timed.

	Then Ken asked Gene about his plan for membership outreach, especially
for lessening the number of members who dropped-off inadvertently. Gene
replied with a request for the membership roster. Ken offered the names
of Kimberley, Melissa Reinbeck and Matt Johnson with APA National to
contact. Harsh added that the last email from Matt only had a list of
new members. Milton said that that list would also be useful for
outreach. Gene ended this discussion by requesting time to compile a
list of members to target.

	On conference preparations, Milton talked about how Mike Gritz could
not assist with booth preparations right-away. Given her proximity to
the conference site, Judy offered to help tentatively. Ken also
mentioned open slots for business meetings.

	Finally everyone agreed on holding atleast one conference call a month.
Ken added that structured agenda could increase attendance. Harsh
suggested that those who want to discuss a particular issue more
frequently do so on their own accord. Judy excused herself from their
next call citing previous engagements. The committee scheduled its next
call on 10/01st/2007 (1 PM EST).

	In parting, Harsh informed about agreeing to represent the division at
the upcoming leadership conference.
	
	Finally, Ken adjourned the meeting.

Respectfully recorded
Harsh Prakash
Secretary/Treasurer
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