Part 1: Introduction and Administration

Part 1: Introduction and Administration

This APA Utah Board Handbook (Handbook) includes all current standing policies adopted by the APA Utah Board (Board).

1.1 Purpose

This section defines the core purposes of the APA Utah Board Handbook: guiding Board operations, orienting new members, and promoting consistent, mission-aligned governance. It clarifies roles, supports effective decisions, and ensures accountability throughout the organization.

• Maintain governance continuity and clarity

• Orient new Board and committee members

• Ensure alignment with APA Utah's mission and goals

• Promote effective delegation to the Executive Manager

1.2 Authority & Consistency

This section clarifies the Handbook’s role within APA Utah’s governance, its relationship to the Bylaws and Articles of Incorporation, and the Board’s authority to amend it. Understanding this context is key to proper use.

• This Handbook is subordinate to the Bylaws of the Utah Chapter of the American Planning Association and Articles of Incorporation

• The Board may amend this document at any time

1.3 Maintenance and Review

To remain relevant and functional, this Handbook must be regularly reviewed and maintained. This section assigns responsibility for its upkeep and sets expectations for periodic review and version control, ensuring that Board members always have access to current policies and procedures.

• The Handbook shall be maintained by the Board with the assistance of the Executive Manager

• Reviewed at least every two years or as needed

• Updated versions will be dated and archived

1.4 Change Protocol

This section assigns responsibility for maintaining the Handbook and sets expectations for regular review, ensuring Board members have access to current policies and procedures.

• Proposed changes may be submitted by any Board member or the Executive Manager

• Board approval is required for any policy change

1.5 Definitions

To ensure consistency, key terms are defined in Appendix A as a reference for shared understanding among Board and committee members.

• See Appendix A for key terms and definitions 

1.6 Corporate Records and Polices

This section outlines APA Utah’s key corporate records and governance documents, how they’re managed, and how they relate to this Handbook.

• This Handbook is intended to support and implement the approved Bylaws of the Utah Chapter of the American Planning Association

• In addition to the policies outlined in this Handbook, APA Utah maintains a collection of corporate records and governance policies that guide chapter operations and compliance. These include, but are not limited to:

  • Articles of Incorporation

  • This APA Utah Board Handbook

  • Financial policies and procedures

  • Approved meeting minutes and Board resolutions

  • Conflict of Interest disclosures

  • Annual reports and tax filings

  • Strategic plans and evaluations

  • APA-required chapter performance documents

• These records are managed by the Executive Manager, with oversight from the Admin & Finance Committee and President. Copies of official records are stored in secure cloud-based folders and made available to Board members upon request.

• The Board may adopt, revise, or rescind corporate policies by majority vote. Updates will be reflected in this Handbook or as standalone documents referenced herein.

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