Sept

APA Utah – Board/Executive Committee Meeting Agenda

Date: 9/2/2025

Time: Noon – 1:00pm

Location: Zoom Link-

https://us02web.zoom.us/j/89300924486?pwd=P2FlrqxxndV9C7HRx3jJUgGJ7cFXGI.1

Meeting ID: 893 0092 4486

Passcode: 809501

1. Welcome and Opening Remarks

 Call to order/Role Call – 12:09 pm

2. Approval of Agenda and Previous Meeting Minutes

 Review and approve the agenda

 Review and approve minutes from August 2025 – David Rodgers

 Motion: Meaghan. Second: Scott – Minutes approved

3. Discussion Items

a. Forum Conversation - Proposed Forum Updates:

i. (Goal is to make it less overwhelming & fewer areas to monitor)

ii. Cut "Area" -Post to events

iii. Cut "Citizen Planner" -They can post in Planning Topics

iv. Cut "Mentorship & Job Seekers"- Already have a job board

v. Cut AICP Exchange- Is there something better? - Possibly events

vi. "Planning" collapsed with "Planning Challenges & Issues" and

titled it, "Planning Topics" (1)

vii. Keep "Legislation & Implementation"

viii. Keep "Codes and Ordinances"

ix. "Other" changes to "Events"

1. Discussion – reduce the number of areas for people to post to

increase conversations on the existing topics.

2. Between now and the next meeting, look at the forum and see what

makes sense. Email Jason and Nikki ideas for topics and ideas for

how to increase participation in the forum.

3. Look for ways to get automated emails when things are posted in

an area someone has subscribed to.

4. Scott supports cutting the citizen planner area and have them post

elsewhere and getting answers when they have their monthly

meetings.

5. Ask for the board to be more active on the forum. Offer ideas for

how it could be better and more functional.

6. List serve would allow members to get notifications from APA

without needing to do any action, concern about the number of

steps to use the forum. – request to get an email alert when people

respond to comments. Want the forum to send out info without

people needing to do anything.

7. Any opportunity to interact is beneficial for members.

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8. Overall desire is to increase participation.

b. Fall Conference Countdown

i. Who is planning to attend? – going to send out a google form to

determine who on the leadership team is coming.

ii. Current registration number 178/ 400 *a bit lower reg

numbers than this time last year.

iii. Please share the conference info. – ask from Jason to send the

conference info to as many people as we can.

https://apautah.org/conferences/2025-apa-ut-fall-conference/

iv. We have one hotel room for sale. Hyatt Place SLC

Downtown/The Gateway for $205 per night from 10/8-10/10. Here is

the link to book it:

https://www.hyatt.com/shop/rooms/slczd?location=Hyatt%20Place%

20Salt%20Lake%20City%2FDowntown%2FThe%20Gateway&chec

kinDat e=2025-10-08&checkoutDate=2025-10

10&rooms=1&adults=1&kids=0&corp_id=G-APAU.

Please let me know if you end up booking it.

c. APA Utah Spring 2026 Conference

i. We were looking at St. George. After our last meeting, we decided we

could not host it on the dates Dixie Center had available. So we are back

to the drawing board.

 Does not appear that there will be a venue to make St. George work in

the spring.

ii. Looking into several options. May need to do an email vote on

location.

 Park City is looking like the leading option based on availability.

 Multiple members of the board spoke in favor of prioritizing looking

at Richfield due to geographic location for the more rural

communities.

 Sevier Valley center does have convention space that should be big

enough to fit the needs of a spring conference.

Park City

 I am currently looking at "The Prospector Conference Center" in Park City. I also

spoke with the planning director in the area, and she seemed really excited about

being able to help host. The venue would be workable but a bit tight for us. We may

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need to cut off registration. $9,000 + 20% service fee. We are allowed to bring our

own food.

 I am also looking at the Sheraton in Park City, a larger space. Waiting on costs.

 May is a good time in this area.

Richfield

 Snow College: Good rate, multiple buildings on campus. May 6-8 or May 13-15.

Should work size-wise. Lower cost option.

 Maybe fewer planners are available for the committee.

Moab

 Really tight for 200. Judi does not recommend it B/C it is very tight. May need to

cap it at less than 130-150. We usually have around 200+.

 May need to do it very early, Feb/ March. We are starting later this year, so it could

be a challenge.

 Will need to do their catering. Not sure on the room rental requirements.

Price *Will look into today

 https://www.carbon.utah.gov/amenity/carbon-county-events-center/events-center/

 USU Eastern in the area.

d. Bylaws, Handbook Governance Outreach Strategy – Link Here

 Have had several comments on the feedback form.

 Feedback on the updated bylaws.

 Discussion on nominating committee. Goal is to help drum up interest in

running for board positions, not to gatekeep and prevent people from running.

 Anticipate having the election on the bylaws from the 11 th -13 th of this month.

 Will send out a reminder before the ballot is opened.

 Need to hold an election for board members. Election will be based on

whether bylaws are passed.

 Question from Bruce about whether the vote is for the entire bylaws or if it

will be split up in some way?

 Answer: Splitting it up complicates the vote, especially when the board isn’t

aware of everyone’s concerns. If we do split it up, we have no way to get

consensus on what the bylaws are.

 Are we confident as a board that people feel comfortable voting for the

bylaws in their totality?

 Answer: The way we have structured the bylaws and handbook allows for

flexibility when creating amendments. Goal is to get a framework established.

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 Scott Hill – Think the board has done a good job moving items from the

bylaws to the handbook that may require multiple amendments going forward.

The handbook will be easier to amend.

 Will discuss at the October meeting what positions will be up for election, and

will use the conference to drum up interest in people running for those offices.

 Do not have any problem adding a write in section if members have

comments and feedback in the bylaws.

 Consensus: Put the bylaws forward as they are and put a comment box if

people have feedback. The vote will just be a yes or no vote on approving the

bylaws.

4. Action Items

5. Updates and Reports

 President’s Update/Report – Jason Boal

o I have been invited to the APA’s Congressional Fly-In - September 16-18,

2025.

o 8/29 – We held a webinar discussion on the bylaws & handbook.

 Vice-President’s Update/Report – Meagan Booth

 Secretary Update/Report – David Rodgers

 Treasurer Update/Report – Mike Gottfredson

o Currently use stripe to take payments and it only reports back to APA in a

lumpsum. This makes it very difficult to categorize those payments in our

accounting software. Want to streamline this process to make categorizing

more efficient and effective.

o Mike has been termed out, so there will need to be a new treasurer. Have set

up a process to make sure there is a process to authorize payments and review

accounts.

o Will still have a bookkeeper whose whole role is to make sure transactions are

going through.

 Past President Update/Report – Tippe Morlan

 Professional Development – Brue Parker

o Have had two AICP study sessions, window is still open to take the exam in

October. Have not heard about any changes to that. It was discussed at

National APA in Denver about potentially changing that and allowing the

exam to be taken more often. Have had about 7 or 8 regular attendees to the

study group.

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 Legislative Update/Report – Wilf Sommerkorn/Zach Smallwood

 Programs Update/Report – Chris Hupp

 Communications Update/Report – Ted Knowlton

 Emerging Planners Group – Mackenzie Johnson

o There will not be a session from students at the conference this year. Want to

do something more informal. Will announce the mentorship program at a

lunch on the second day of the conference.

o Mackenzie will help with the transition to a new EPG board member before

she leaves for maternity leave.

o Will match mentors and mentees in November. Chris Hupp is helping with the

mentorship program.

o Suggestion to have students institutionalize presenting their projects. Did not

have great attendance at that session in the Provo conference. Vision to have

students have their presentation boards at the conference rather than a session.

 Citizen Planner Liaison/Volunteer Liaison Committee – Scott Hill

 Executive Director’s Update/Report – Nicole Masson

 Region Representatives

6. Upcoming Events, Reminders, and Key Dates

 Oct 09, 2025 - 2025 APA Utah Fall Conference

7. Closing Remarks/Questions and Adjournment

a. Adjourned at 1:04 pm