Partners and Affiliates Committee (PAC) Charter

Partners and Affiliates Committee (PAC) Charter

Authority
This Partners and Affiliates Committee (PAC) is a Standing Committee of the Board established under Article VI of the Bylaws.

Purpose
To foster collaboration, communication, and mutual support between APA Utah and allied organizations, including but not limited to government agencies, universities, nonprofits, advocacy groups, professional associations, and community-based organizations whose mission(s) align with planning principles in Utah.

Membership
Any Utah Chapter Member may seek to serve on a Committee.
Committee members shall be appointed by the Committee Chair.
Appointments will occur at the beginning of the governing year.
The Committee Chair may fill vacancies or remove a member at any time, with or without cause.

Committee Chair/Vice-Chair (if needed)
The Committee Chair will be an elected member of the Board.
The Chair will be appointed with a majority vote of the Board.
The Chair may request a Vice-Chair as well as recommend an appointee.
If a Vice-Chair is needed, one will be appointed with a majority vote of the Board.

Size and Terms
The Committee shall have at least three (3) members and no more than eleven (11) members.
Committee members shall serve a minimum 2-year term, with no limit on terms served.
Committee members shall serve staggered terms to ensure continuity over time.
The Chair and Vice-Chair terms will end when the Chair's board term ends, regardless of re-election pursuits.

Meetings and Attendance
Meetings will occur monthly.
The meeting schedule will be determined by the Committee at the start of the year.
Committee members are expected to attend no less than 75% of scheduled meetings.

Operations
A majority of Committee members constitutes a quorum.
Any approvals made by the Committee require a quorum present, followed by a majority vote of the quorum.
The Committee Chair will report its activities to the Board during the Board's scheduled meetings.
Committees may collaborate with other APA UT Chapter Committees.
Committees may request Board approval to activate a Task Force to assist with ad hoc needs.
Minutes of all Committee meetings will be kept and preserved for record-keeping.

Responsibilities

• Identify and maintain a roster of strategic partners and affiliate organizations.

• Facilitate regular engagement and knowledge-sharing opportunities.

• Coordinate cross-promotional efforts for events, initiatives, and publications.

• Recommend joint initiatives, new affiliations, or partnerships to the APA UT Board for approval.

• Serve as a liaison between APA UT and partner entities to strengthen alignment and resource-sharing.

• Develop outreach strategies to deepen relationships and identify shared goals.

• Coordinate APA UT representation at partner events and vice versa.

• Propose and coordinate co-branded programming (e.g., webinars, workshops).

• Promote partner initiatives through APA UT communications (as appropriate).

• Document and share best practices for partnership management.

• Supervise Task Forces under its purview (currently: Sponsorship).

• Maintain a partner event calendar

Helpful Skills, Backgrounds, Interests
While not required, members with the following are encouraged to participate:

• Strong interpersonal and communication skills

• Experience with inter-organizational collaboration or stakeholder engagement

• Understanding of Utah’s planning ecosystem and allied fields

• Ability to identify mutually beneficial opportunities and navigate organizational dynamics

• Comfort with collaborative tools (e.g., shared drives, email groups, virtual meeting platforms)

Time Commitment
Committee Chair/Vice-Chair:

• Monthly: 2–3 hours

• Peak Season: 5–6 hours

Committee Members:

• Monthly: 1–2 hours

• Peak Season: 3–5 hours

Peak Season is defined as the conference season, particularly August through October, when tabling events and CM coordination are most active.

 Charter Modifications

This charter may be reviewed annually by the APA UT Board and updated as necessary to reflect evolving organizational priorities and opportunities. 

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