January 10, 2003

State Planning Office- Augusta

Members present: Jim Fisher, Noel Musson, Doug Webster, David Sanborn, Matt Nazar, Sarah Flaks, Theresa Oleksiw.

President Fisher opened the meeting at 10:50 A.M. The beginning of the meeting was slightly delayed due to another meeting regarding the proposed "wetland" theme for the upcoming annual meeting that was held just prior to the Executive Board meeting.

Item 1: December minutes. Theresa moved to accept the December 6th minutes as written. No discussion. Motion passed unanimously.

Item 2: Presidents Report. President Fisher reported that there have been unanticipated delays in mailing the newsletter (see more discussion below in item #5 below). The legislative committee did not meet following the 12/6/02 meeting due to lack of a quorum. There is a spectrum of pending legislative issues that MAP can address as needed.

Item 3: Treasurer's Report. Jim handed out a five-page report compiled by Fred Marshall. The information indicated that total MAP liabilities & equity is $17,494.46. Theresa commented that the treasurers report might be more helpful if it were formatted in a more user-friendly manner. While the detail of the information is helpful, that level may not be needed at every executive board meeting and could be presented in more detail periodically or at the annual meeting.

The issue of moving the timing of the fiscal year to work in conjunction with when annual dues are due could be discussed at the next meeting given that Fred's input would be helpful. Jim reminded the Board that the Executive Board will need to present a proposed budget at the annual meeting.

Sarah moved to accept the treasurer's report. Motion passed unanimously.

Item 4A: Search Committee for MAP Executive Board. Theresa is working on the nominating committee. She is willing to stay on the Board but does not want to be an officer. Sarah indicated that she intends to not be on the Board next year but that she is willing to work on nominations.

Matt is willing to stay on the Board but re-stated that he can not be president due to the appearance of a conflict of interest as a result of his position at SPO and pending legislation. Jim indicated that he is willing to stay on as President although he is willing to step aside in the event that another person is interested in taking this role.

Theresa moved that Jim contact David Galbraith to possible serve as the next nominating committee coordinator. Motion passed unanimously. There should be a brief statement in the upcoming newsletter indicating that the Executive Board is looking for members.

Item 4B: Annual Meeting- Planning. Theresa summarized the discussions with representatives from MAWS (Maine Association of Wetland Scientists) and others just prior to the Executive Board meeting. This sub-committee will continue to work via e-mails regarding finalizing the agenda for the upcoming annual meeting.

Spruce Point Inn has been reserved for June 6th. There was discussion regarding whether or not it was appropriate for MAP funds to be used for reserving a three bedroom condo unit (with large living room area) that could be used as the location for the proposed recital on Thursday evening which would comprise the "social" event that has occurred on Friday afternoon in past years. The unit rents for $300. The evening "entertainment" could be a music recital and singing from the "state" (since many are state employees) singers.

The consensus was that it would be appropriate to utilize MAP funds to reserve the unit primarily since the space would be used by any MAP member that wanted to attend the "social" event on Thursday evening. The cost of the condo will be at least partially offset by the understanding that a MAP member wishing to stay in one of the three bedrooms could pay a fee roughly comparable to other rooms in the Inn (perhaps slightly less due to the possible noise issue if the living room is used late into the evening). The fees from these three bedrooms would go back to MAP since MAP is reserving the condo unit. Matt moved that MAP reserve the condo given the understandings stated above. Motion passed unanimously.

The proposed timetable for the wetlands theme annual meeting is;

8 AM- Business Meeting

9 AM- Wetland Presentation

12 PM- Lunch and Awards

2 PM- Wetland Tools presentation with poss. optional field workshop.

An early registration form will need to be included in the newsletter. The timing of the May news letter may need to be adjusted to ensure that MAP members are aware of the annual meeting theme and that there is time to send in the registration form.

Jason (Spruce Point Inn) will send the contract to Jim for him to sign as President. Fred can issue the necessary check.

Item 4C: Annual Meeting- Awards. David reported that he is continuing to call MAP members in the western Maine area to ensure that this focus is maintained. He expects to call Robert Boyer, a retired planner in the Lewiston-Auburn area.

David will get an announcement in the newsletter regarding awards and will make some phone calls to RPC's and some of the major Planning Departments throughout the State. Future committee members may include Ann Kreig and Robert Boyer.

Item 4D: Legislative and Policy. Jim reported that discussions regarding CPAC (Community Preservation Advisory Committee) are continuing. The forthcoming Newsletter has a questionnaire regarding the priorities for MAP for upcoming legislation which should help guide future positions by MAP. The subcommittee meeting immediately following the Executive Board meeting will be discussing major issues for this coming year's legislature.

Item 4E: Membership. Matt reported that he has talked with David Schmidt and that he has information regarding the "Information" and "Welcome" packet materials on his computer. Matt will be talking with David to obtain copies of this data. Jim and Matt will work with Fred regarding the necessary protocol for the information.

Item 4F: Workshops and Education. The Board should be contemplating topics for an MMA workshop. The deadline for this comes up during the summer when there are typically not many Board meetings. This should be an item for discussion on the May agenda.

No definite progress on a SPO workshop with MAP as the focus needs to be finalized. Design guidelines are a possibility. Allen Caron may be interested in working with MAP on Growth Smart Maine. There is also the possibility of working with the Muskie School (similar to last year) for another workshop/ breakfast with USM students.

Item 5: Newsletter. There have been multiple delays regarding the winter newsletter. Noel will contact Maureen and Jennel regarding how the delays can be avoided in the future as Maureen is busy with personal obligations.

The spring newsletter should have a "wetlands" theme which works in conjunction with the annual meeting. Rodney will be compiling "local news". Jim, Matt, and Theresa will be locating folks to housing articles that are needed for the 1/24/03 deadline (for a 2/14/03 publication date). There should be at least one article regarding the annual meeting. Possible articles/ contacts include;

Jim- Castine article

Frank O'Hara- Regional Housing

Workforce housing

CPAC- Liz Rettinmeir- Affordable housing

Upcoming Newsletter Timelines; (submission-printer-publication)

1/24/03-1/7/03-2/14/03

4/11/03-4/25/03-5/1/03

6/11/03-7/25/03-8/1/03

10/17/03-10/31/03-11/7/03

Item 6: List Serve. Jim's primary concern is with "spam" mail. The present set-up is an automatic sign-up/ open enrollment which may need to be changed.

Item 7: Website. Jim has completed the new State employee e-mail addresses to maine.gov on the MAP website. He has been adding more RFP's and job announcements.

Item 8: Other, New, Old, and Unfinished business. The next meeting will be February 7th and the agenda should include an update on the annual meeting.

The meeting was adjourned at 12:38 P.M.