Board Members Present: David Schmidt, David Carpenter, Matt Nazar, Theresa Olekswi, Doug Webster, Jean Marshall, Sarah Flaks, Fred Marshall (10:45), and Jim Fisher (via teleconference call).

Board Members not present: JT Lockman, Karen Martin, Jim Fortune, and Noel Musson.

Others Present: Jeremy Hatch (Harpswell Planner), Maureen O'Meara (Cape E. Planner), Tim Nelson (Biddeford CEO), and David Versel (Planning Consultant).

Item 1: President Schmidt opened the meeting at 10:36.

Item 2: Secretary's minutes. Sarah moved and Matt seconded to approve the October 11 (MMA Meeting) and December 7 (SPO) minutes as written. Passed unanimously.

Item 3: Treasurer's Report. Fred handed out a cash flow report (1/1/01 through 2/7/02) indicating total inflows at 25,838.20 and total outflows of 24,305.66 for a net gain of $1,532.54. The MAPS Balance sheet (as of 2/7/02) has the total MAPS assets at $16,481.65. The reports were accepted by unanimous consent.

Balances still positive. Recent membership renewals not deposited yet. There was brief discussion about taking some of the profits from NNECAPA to go to reserve account.

Fred reported later in the meeting that a check had been received from Antwon for the additional expenses that had been incurred. MAPS had paid Spruce Point in an effort to retain good relations with the Inn. The check will re-imburse MAPS for the expenses.

Item 4: Presidents Report. Dave S. handed the Newsletter report to Maureen.

Maureen reported that she felt that the last MAPS Newsletter was one of the best in recent times due to effort expended on compiling articles. She encouraged members to keep the trend going by submitting articles for the upcoming Spring newsletter.

Next newsletter will be mailed on May 3 and deadline is April 10 (12th stated at meeting but later corrected via e-mail to April 10th). As previously discussed, the theme will be Trails. Articles by Jim Fisher (re-use and web-site changes), David S. (Hall of flags- Trails day), Theresa (leg. news) and Sarah and Dave (Annual June Mtg. promo with reg. form).

There was discussion about methods to have an up-to-date "Grapevine" section. Historically, the only method that is effective is to have one person responsible for this and proactively follow up. For the present time, MAPS could continue to use whatever input Rodney is able to give and when that is not available, use Kate Albert who compiles the information for the NNECAPA newsletter. Rodney's help is greatly appreciated but MAPS will need to use what is available.

Item 5: Legislative Committee. This meeting to follow immediately after Executive Board meeting.

Item 6: Membership Report.

Item 6A: Web site now has updated address information- Thanks to Jim for efforts.

Item 6B: Matt is moving data into word for a paper directory that should be available for the June meeting. President Schmidt appreciated Board members efforts and reiterated the importance of having one, up-to-date membership list.

Item 6C: David C. discussed the work he has done on the "Welcome" packet and the "Membership" packet. He handed out a draft outline of items that could be included in each packet and asked for Board input.

There was consensus that both packets should be compiled with the vision that little to no updating/ maintenance of the packets would be needed. They should be compiled and be able to be semi-timeless, stand-alone documents. Any specific information could be available by referencing web-sites, etc. to minimize packet updating.

The "Welcome" packet would be for persons that are new to the state or new to the profession and are looking for basic information about what MAPS and Planning in Maine has to offer. It would be smaller and would include a MAPS membership application form. Components could include: Welcome letter from MAPS pres., history and purpose of MAPS (rel. to NNECAPA and APA- none), reference to website where last newsletter would be posted, application form and fees, list of member benefits, reference to list-serve, and general reference to upcoming events- i.e. Annual meeting held "in early June".

The "Membership" packet would be larger and only be sent to persons after they join MAPS. The consensus was that this would be something that new members could use a frame of reference and would ensure that they received something for becoming a MAPS member. There was discussion but no closure to whether or not MAPS members that were re-newing membership would receive this packet. Components: cover letter from MAPS Pres., history and purpose of MAPS, Exec. board (function, mtg. dates, members, addresses, etc.), typical events, ref. to list-serve for past newsletter, membership dir. and a brief discussion of the various roles of; home rule, SPO, RPC's/ COG's, typical role of CEO, where to find applicable state laws, etc.

In connection with the development of the packets, Dave C. presented four possible logos for MAPS kindly compiled by a good friend. There was consensus from the Board that the logo showing a dark background in the shape of the State with a compass rose on top, all black and white, was the most desirable. This logo will be used for the packets, newsletter, and any other MAPS needs. Thanks to Dave C. and his helper for their efforts!

Item 6D: 2002 Membership mailings.

Mailings sent 2/7/02. Exec. Board given forms today at meeting. 146 +/- sent out. Fred will be making efforts to maintain a good record of members and who has paid to ease confusion at June Meeting.

Item 7: Web-site update. A new link to the list-serve has been achieved and the address list has been updated. Jim will be adding the June 7 Annual meeting to the current events.

Item 8A: Annual Meeting (June 7 @ Spruce Point). Sarah reported that she has been talking to Terry Dewan and Sam Copeland re: topics and possible speaking fees. There was some discussion about the possibility of MAPS paying for Terry/ Sam expenses (lodging, meals, boat ride, etc.) in exchange for speaking. Dave and Sarah will explore the idea. There was consensus that a contract would be appropriate given last years experience.

Sarah has received input (via e-mail) from several MAPS members regarding what the focus of the morning session will be and will be talking with Terry and Sam about the topics raised.

The conference should come out in the black which may necessitate increasing the cost per person for the boat ride. Food will be the same as last year as people seem happy with that component.

There was consensus that MAPS should continue to try to work with the Landscape architects. It was suggested that a page or two of the MAPS newsletter could be devoted to the landscape architects in an effort to have the two groups of professionals in Maine work together. The landscape architects (LA's) could compensate MAPS for the incurred expenses. Dave S. could talk with Terry and some other LA's at the June meeting about collaborative efforts.

Fred reported that the LA's are in the process of trying to get organized and held a meeting on Jan. 25th at Terry D. office. Dave S. will call Terry D. office to discuss possible future efforts.

Item 8B: Sarah reported that Spruce Point has offered to pay for half of the boat expenses since they are unable to provide MAPS with the same meeting place for the morning workshop this year (lighthouse). Another room/ building will be provided.

The Inn is presently holding 5 cabins (each with a fireplace, living area, and 2 bathrooms) that MAPS members or those attending the Annual meeting could rent. There was consensus that we should get a definitive date from the Inn re: how long they can hold these cottages. It would be good if the Thursday evening informal discussion could occur but this may depend partially on how many cottages and MAPS attendees actually stay that night.

Item 8C: Boat. There was consensus that the larger boat (50+ people) should be reserved since it was filled last year and it seems likely that there will be good attendance at the June Meeting due to the inclusion of the LA's. Cost is $750 and the larger boat needs to leave from deeper water than at the Inn pier. The cost to transport to the boat will be approximately $100.

Item 9: Awards update. Theresa, filling in for Jim F., reported that Jim will be e-mailing COG's, RPC's, and posssibly some of the State's largest cities. There were forms and submission deadlines included in the past newsletter. The web-site also has forms that can be downloaded.

Item 10: Other.

David Versel reported that he is in the consulting business and is looking into health insurance that may be available via APA. It is a real issue for consultants throughout the State. He will keep the Board advised.

Doug Webster reported that he presented the Topsham Planning Board with their 2001 award at their January 15 meeting. The PB was appreciative and thanked Theresa for all of her guidance and efforts for the Town.

Maureen reported that there will not be a conference in Northern New England this year. There will be a conference in Providence on September 13, 14, and 15th. Presently looking for sessions. This would be a good opportunity for professional training.

Monday AM, 2/11/02, various planners will be making a presentation to USM students about Site Plan Review.

UMA is looking for critics for the architectre student presentations; this would be a good item to put on the list-serve.

Next Meeting set for March 1st @ 10:30 P.M. at SPO. Subsequent meetings April 5 and May 3. Annual meeting June 7th.

Executive Board Meeting adjourned at 12:15 P.M.

Legislative Board meeting following.