Description of Position: South Central Area Representative

Board of Directors (Board)

The Board of Directors consists of all elected officers; all elected area representatives; voting and non-voting appointed special representatives; and the appointed chairs of the Legislative and Professional Development Committees.

Board Duties

Duties of the Board are as follows:

  1. Manage the affairs of the Chapter
  2. Adopt the annual budget of the Chapter.
  3. Set the annual Chapter dues and any special dues or assessments it deems necessary to carry out the Chapter program.
  4. Authorize expenditures consistent with the adopted budget.
  5. Put into effect the votes of the Chapter.
  6. Adopt and disseminate Chapter policies and positions.
  7. Consider and approve appropriate actions relevant to the Chapter’s Ethical Principles for Planning.
  8. Review and approve, deny or table all Chapter award recipients.
  9. Review and comment on proposed APA programs and budgets.
  10. Remove Chapter Officers and Board members from office for malfeasance, misfeasance, nonfeasance, or incapacity.
  11. Establish fees, rights, and privileges of “Chapter-only” members.
  12. Perform such other functions as necessary to carry out the purposes of the Chapter.

South Central Area Representative - Area of Representation

This position is elected to represent and serve Chapter members in the counties of Baca, Bent, Cheyenne, Crowley, El Paso, Huerfano, Kiowa, Kit Carson, Las Animas, Lincoln, Otero, Prowers, Pueblo, and Teller.

Eligibility

The South Central Area Representative shall be a member of the Colorado Chapter of the American Planning Associationwhose address of record is within the region represented.Only chapter members in these counties may vote for the South CentralArea Representative.

Election and Term of Office

All area representatives are elected to a two-year term. The South Central Area Representative’s term begins November 1st of even numbered years. The election process for area representatives shall be coordinated with the election of Chapter officers, as outlined in Article 12 of the Bylaws.

Duties

The Representative shall perform the following duties:

  1. Act as liaison between the members of the region and the Board and represent the interests and concerns of the region to the Board.
  2. Each Representative shall assist the President in planning and presenting Chapter programs which represent or are based on planning activities or problems in his or her region and/or is presented by resource persons from that region. The program, if at all possible, shall be presented at a Chapter meeting held in that region (for programs presented by Area Representatives) or at a time convenient to other public officials (for programs presented with the Public Official Representative).
  3. Coordinate and promote informal and formal meetings of the Chapter members from his or her region to discuss topics related to APA, the Chapter, or other planning activities.

Regional Members

A database of all chapter members is maintained and updated quarterly. The Administrator will provide each area representative with a copy of this database for the region represented so that area representative may contact chapter members for regional events or other chapter functions. Membership information is to be used for no other reason. Area representative may not lend their region’s mailing list or email list to an outside organization without the Vice President for Communications’ consent.

Regional Events

With each annual budget, there is one budgetary line item for Regional Events. Each district is entitled to 1/6 of the budgeted amount to be used for district functions as the representative sees appropriate. (The Metro Denver area is considered 1 region even though there are two representatives.) APA Colorado is exempt from Colorado sales tax. Before the function, the representative should provide the vendor with a copy of the chapter’s tax-exempt certificate (acquired from the Administrator). The Administrator will keep track of how much each district has spent.

If a district has used its allocated funds and money remains in the Regional Events budget, s/he may petition the board at a regular board meeting for reallocation. Factors to be considered during reallocation include: whether all districts have had the opportunity to utilize Regional Event funds, the amount requested in relation to the time remaining in the calendar year, the number of chapter members the function is likely to attract.

The district may seek sponsors to offset the cost of regional events. Checks should be made to “APA Colorado” and submitted to the Administrator for deposit. The Administrator will send an acknowledgement of the donation to the sponsor.

The representative may submit an invoice to the Administrator or may seek reimbursement for the function. For any reimbursement, the representative must provide the Administrator with a written request including the purpose of the reimbursement, the name and mailing address of the person to be reimbursed, the amount to be reimbursed, and the receipt (or a copy of the receipt).

Area representatives may seek the Administrator’s assistance in helping to organize regional events.