Section Bylaws

Adopted November 1993, Amended May 2006, Amended December 2007

PREAMBLE

This section was formed in recognition of the desire for an organization to represent and serve the needs of planning officials, students and professionals employed in the public and private sectors throughout eastern New York State in accordance with the New York Upstate Chapter of the American Planning Association to be referred to hereafter in this document as the “Chapter”.

ARTICLE I:               NAME AND AREA

The name of this organization shall be the Capital District Planners’ Association, a section of the New York Upstate Chapter of the American Planning Association, to be referred to hereafter in this document as the “Section”.

The area served by the Section includes the following counties of New York State: Albany, Clinton, Columbia, Essex, Franklin, Fulton, Greene, Hamilton, Montgomery, Rensselaer, Saratoga, Schenectady, Schoharie, Warren and Washington to be referred to hereafter in this document as the “Capital District”

 Amendment of the boundaries of the Section as outlined on the Chapter map is governed by the bylaws of the Chapter.

 ARTICLE II:              OBJECTIVES

The objectives of the Section shall be:

To advocate, promote, serve and maintain the highest principles of planning throughout government, business, academic, industry and social agencies in the Capital District, eastern New York State and beyond.

To provide an opportunity for the improvement of the professional competence of Section members through Section sponsored and/or supported educational programs.

To provide an atmosphere for Section members that inspires an interchange of ideas and is conducive to good fellowship.

To provide a forum for expression by professionals in planning and planning related fields.

To encourage interest in and recognition of the value of planning among the citizens of the Capital District and beyond.

ARTICLE III:            MEMBERSHIP
  1. Membership in the Section shall be open to members of the American Planning Association.
  2. Those with an interest in planning and who subscribe to the objectives of the Section listed in Article II may participate in Section activities as non members. Non members will not have voting privileges and can not be Section officers as stipulated in Articles VI and VII.
  3. The Executive Committee shall rule on all questions of membership in consultation with the membership officer of the Chapter.
ARTICLE IV:             OFFICERS
  1. The Officers of the Section shall be: )  Section Director, 2.)  Section Programming Officer, 3.)  Section Professional Development Officer, 4.)  Secretary, and 5.)  Treasurer.
  2. The duties of the Section Director shall be to preside at all meetings of the Section and of the Executive Committee (Executive Committee membership is defined in Article VI). The Section Director shall be ex-officio a member of all committees, shall represent the Section in an official capacity, and shall have such usual powers of supervision and management as may pertain to the office of the Section Director or as shall be assigned to that office by the Executive Committee.
  3. The Section Programming Officer shall be responsible for arranging educational programs, preparing the notice of such meetings and corresponding as necessary. The duties of the Section Programming Officer shall also be, in the event of absence or disability of the Section Director, to exercise the powers and to perform all the duties of that office, and perform such other duties as the Section Director and/or Executive Committee may assign.
  4. The Section Professional Development Officer shall be responsible for the professional development, continued education and recruitment of American Planning Association members as well as representing and advocating on behalf of the Section in various forums and performing such other duties as the Section Director, and/or Executive Committee may assign.
  5. The duties of the Secretary shall be to keep the Minutes of all Executive Committee meetings, to notify the membership of all meetings in accordance with these Bylaws, to maintain the membership rolls, to issue press releases and to perform such other functions as may be incidental to the office or may be assigned by the Section Director and/or the Executive Committee.
  6. The duties of the Treasurer shall be to collect and receive all monies to the Section, to be custodian of such funds, to disburse the same as directed by the Executive Committee, and to work with the Chapter to provide all required financial reports. All financial statements including the following years’ budget shall be prepared by the Treasurer and made available to the membership prior to the third membership meeting of the new year.  For section only members, dues notices shall be sent out no later than January 31st.  The books of the Treasurer shall be audited at the end of each Section year by such agency or persons, as the Executive Committee shall direct.
  7. An elected officer of the Section may be removed from office by the Executive Committee for non-performance of duties as specified in these Bylaws as determined by the Executive Committee. A motion shall be made at one of the two minimum Executive Committee meetings required per year.  The motion will include submission of grounds.  The officer so charged will be provided an opportunity to respond to the grounds for the motion at an Executive Committee meeting.  A two-thirds vote of the entire membership of the Executive Committee will be required to sustain the motion.

ARTICLE V:              STUDENT REPRESENTATIVES

  1. Two Student Representatives from the University at Albany’s accredited planning program shall be appointed by the members of the Graduate Planning Program in consultation with the Graduate Planning Program Director as members of the Section Executive Committee.
  2. The student representatives will share a single vote on the Executive Committee.
  3. The student representatives shall be members in good standing with the American Planning Association.
  4. The Student Representatives shall advise on student interests and needs of students; evaluate the extent to which the Section’s programs and services meet the needs of students; and make recommendations on how the Section can help meet the needs of students.
ARTICLE VI:             EXECUTIVE COMMITTEE
  1. The Executive Committee shall consist of the five (5) officers of the Section plus the immediate past Section Director (in good standing with the American Planning Association) and two Student Representatives. Each officer and the immediate past president shall have one vote.  The two Student Representatives shall share a single vote.
  2. The Executive Committee will meet at a minimum of two times per year.
  3. The Section Director shall act as the Chairperson of the Executive Committee.
  4. The Executive Committee shall handle all business of the Section except matters otherwise specified herein.
  5. A quorum for transaction of business by the Executive Committee shall consist of a simple majority of the five Officers of the Executive Committee.
ARTICLE VII:           ELECTION OF OFFICERS
  1. On or before October 1st the Section Director shall appoint a Nominating Committee of no more than three (3) Section members which shall prepare a list of one or more nominees for each of the offices to be filled by election. The Nominating Committee shall report the list of nominees in the November meeting notice.
  2. All other nominations shall be from the floor at the November meeting.
  3. All officers shall be elected individually by plurality vote by recent ballot at the Annual Meeting, which shall be held in November. Newly elected officers shall assume office on January 1, and they shall hold office until their successors assume office.
  4. Eligibility for election as an officer shall be restricted to Section members who are also members in good standing of the American Planning Association.
  5. Eligibility to vote for the election of officers shall be restricted to Section members who are in good standing of the American Planning Association.
  6. Vacancies, which occur in any of the offices, shall be filled by a majority vote of the Executive Committee, the person(s) thus chosen to hold office for the balance of the unexpired term.
ARTICLE VIII:          COMMITTEES
  1. The Section Director shall be empowered to appoint and to specify the duties of temporary committees as deemed necessary.
ARTICLE IX:             PROGRAMS AND MEETINGS
  1. The Section shall sponsor at least eight (8) programs per year at a time and place designated by the Executive Committee. A minimum of five (5) programs shall be luncheon presentations.  In addition, these programs shall include, but are not limited to, audio conferences or other training programs, Section sponsored conferences or conferences sponsored by the Section with other organizations.  Luncheon presentations shall be arranged by the Section Programming Officer.  Audio conferences or other training programs, Section sponsored conferences or conferences sponsored by the Section with other organizations shall be arranged by the Section Professional Development Officer.
  2. Special business meetings may be called by the Section Director at any time, provided that the general membership is notified five (5) days in advance of the time, place and specific purpose of the meeting.
  3. An annual meeting shall be held during November for the purpose of electing officers and for such other business as the Section Director or Executive Committee may deem appropriate. At such meeting, annual reports shall be rendered by the Section Director and the Treasurer.
  4. Meetings of the Executive Committee shall be held at the call of the Section Director with a minimum of two meetings per year.
  5. A quorum for transaction of business by the Executive Committee shall consist of a simple majority of that Committee.
ARTICLE X:              FINANCES
  1. Non members of the American Planning Association, and therefore non members of the Section, shall pay fees for training and other services offered by the Section. The fees will be determined by the Executive Committee.
  2. Disbursements are to be made by the Treasurer, with payments between $25 and $100 requiring approval of the Section Director and payments over $100 requiring approval of the Executive Committee.
  3. The Executive Committee shall provide for an annual audit.
ARTICLE XI:             ADOPTION AND AMENDMENT OF SECTION BYLAWS
  1. Before adoption, copies of Section Bylaw amendments shall be sent to each member of the Executive Board of the Chapter for review and comment.
  2. Adoption and amendment of Section Bylaws shall be at a regular meeting of the Section and shall be by a two-thirds (2/3) vote of regular members present.
  3. Members must be notified at least five (5) days in advance by the Secretary of the intention to propose adoption or amendment of the Section Bylaws.
  4. Upon adoption of Section Bylaw amendments, they shall be promptly filed with the President of the Chapter and the Executive Director of the American Planning Association.
ARTICLE XII:           ROBERT’S RULES OF ORDER

All matters which are not covered in the Section Bylaws shall be determined by reference to Roberts’ Rules of Order, as amended or by the Constitution and Bylaws of the American Planning Association.