Board members present: David Schmidt, Matt Nazar, Karen Martin, Sarah Flaks, Jean Marshall, Noel Musson, Doug Webster, Fred Marshall and Jim Fisher (via telephone).

Board members not present: David Carpenter, JT Lockman, Jim Fortune, Theresa Oleksiw, and Maureen O'Meara.

Item 1: President Schmidt opened the meeting at 10:37 A.M.

Item 2: Minutes from 4/5/02. Corrections;

Moved by President Schmidt to approve the minutes as corrected. Motion passed unanimously.

Item 3: Treasurer's report.

Fred handed out a 9-page summary of account balances, cash flows, paid and unpaid dues, as well as budget comparisons for the past few years. $5,000 was transferred from the checking account to the money market in accordance with the Executive Board's decision at the last meeting.

It was suggested that future membership forms indicate the year that members are paying for.

There was discussion about the costs associated with the newsletter and the annual meeting. The Board felt it was important to propose a balanced or net positive budget.

The consensus of the Executive Board was that advertising and/ or sponsors could be utilized to offset costs. The Board added $1,000 to the anticipated income for calendar 2003 to be raised from advertising in the newsletter and sponsoring of the annual meeting. President Schmidt will talk with Terry D. regarding possible sponsors and will e-mail the names to Karen M.

The Board also proposed eliminating the $1,000 for the legislative policy committee (see item 4B below). The revised calendar 2003 budget will be presented to the membership at the June 7, 2002 annual meeting.

Item 4: Presidents Report

4A: Newsletter. The newsletter went out the last week of April. The proposed theme for the next newsletter is landscape architecture and design. The deadline is July 12th. Terry/ Sam may be willing to write an article. People willing to write articles and take photos (digital cameras preferred) need to be sought at the Annual Meeting. Maureen is expected to ensure that the membership is aware of newsletter issues at the Annual Meeting. Jennell Carter will be the new student newsletter coordinator. She is at the end of her first of two years at the Muskie School.

4B: President Schmidt reported that Paul Schumacher at SMRPC felt that the $1000 proposed in the original 2003 budget for the legislative policy committee coordinator position would not be sufficient. It seems unlikely that SMRPC would be interested in the position for the proposed funds.

Item 5: Awards Program. Karen Martin reported that the subcommittee has decided upon an award recipient in each category. Rodney has been contacted to ensure the awards are ready to present and Jim Fortune or another member of the Awards Committee should be prepared to present the awards.

Item 6: Nomination Committee for the 2002 Executive Board. Jean Marshall reported that 14 of 15 slots of the proposed slate for the Executive Board have been filled. There was discussion about the importance of a geographically diverse Board. The consensus of the Board was that the one additional member should be either Jim Brown (prior board member), Bob Hamblen, Robert Bowyer (retired former planning director from Cambridge MA), or Dan Stevenson (DECD, Dave Carpenter's brother in law). A full slate should be proposed at June 7th Annual Meeting.

Item 7: Membership. A list of paid memberships was compiled on pages 4 and 5 of the Treasurers report. Matt has the paper membership directory ready to give to the printers for cost estimates. Matt will determine the most efficient method of printing the 5 x 8 booklet to be handed out at the Annual Meeting. Membership/ Welcome packets are ready to print but are presently quite lengthy; efforts to decrease the number of pages should be explored before printing.

There was discussion about why dues income has declined during the past few years. Fred will compile a summary of dues history. Most Board members seemed willing to contact past MAP members to encourage them to re-join and pay their dues.

Item 8: Website update. Jim reported that the website has an updated list of members. There was discussion about identifying members on the website who have not paid their dues to function as a "flag" reminder to send in their checks.

Item 9: Upcoming June 7th Annual Meeting. Mary C. has the flyer. It will be sent next week with labels supplied by Matt due to his familiarity with current members from compiling the Membership Directory. It was agreed that MAP would sponsor two students for the annual meeting provided that they staffed the "welcome table" from 7:15 to 9 AM.

Name tags and sharpies will be needed at the welcome table. Possible handouts include; Meeting agenda, Membership Directory, Budget, Summary of Board activities and accomplishments, Presidents report including subcommittees, and new membership packets. Membership forms will be available. Given the cost and logistical complications, it would be best if beverages on the boat were BYOB. Expected equipment needs for the presentation other than what Terry/ Sam will bring include two easels and a screen. Ideally, these could be brought to avoid extra charges.

Item 9A: Speakers. President Schmidt and Sarah have talked with Terry/ Sam. See item 10B below.

Item 10: Other Business.

Item 10A: Jim Fisher proposed that the Board set a tentative date for the next Executive Board Meeting following the June 7th Annual Meeting in the event that there is not time at Spruce Point. The Board agreed on August 2nd.

Item 10B: Beth D. provided the Board with a 5-page outline that had been received via e-mail from Terry/ Sam regarding the presentation at the Annual Meeting. The outline looked very inclusive and the Executive Board wanted to ensure that Annual Meeting attendees would gain useful knowledge to apply to their work.

The meeting was closed at 12:45 P.M.