Maine Association of Planners

Meeting Minutes

December 7, 2001 Meeting

State Planning Office, 10:00 A.M.

Members present: David Schmidt, Fred Marshall, Sarah Flaks, Jim Fisher, Jim Fortune, Theresa Olekswi, Jean Marshall, David Carpenter, Doug Webster, Karen Martin, and Noel Musson.

Item 2: Minutes from October meeting (held at MMA) postponed until the MAPS January meeting since Matt (acting Recording Secretary for October meeting) unable to attend 12/7/01 meeting.

Announcements: Legislative meeting to be held at noon today following MAPS Executive Board meeting.

Fred handed out cash balance sheets and reported that the MAPS accounts are healthy. Checking account balance is about $6,000 and total present assets expected to be approximately $16,000 after paying some outstanding bills.

In connection with MAPS financial role in the NNECAPA Conference, there was discussion about the outcome of the Conference budget/ expenses. In accordance with past practices, MAPS had funded upfront costs since Maine was the host state of the Conference.

Total expenses for the Conference were $14,000 and MAPS and NNECAPA had each paid half of the expenses. After reconciliation of income and expenses from the Conference, MAPS had netted a $3,000 profit. $2,500 had been paid by MAPS (in sponsorships) for the breakfast. Theresa suggested that a report of the net $ for the NNECAPA Conference be included in the MAPS newsletter so MAPS members understand that MAPS did not subsidized the NNECAPA Conference. Fred will review the article to ensure the figures are correct.

David Schmidt thanked MAP members, including the Executive Board, for their involvement with the Conference.

Theresa moved to accept the Treasurers report as presented. David S. seconded. Motion carried unanimously.

Discussion continued regarding NNECAPA Conference. The consensus was that the food was quite inadequate but that Fred and students deserved thanks for their efforts. The downtown location was effective although some speakers were not able to attend due to events on September 11^th.

Theresa presented the proposed budget primarily utilizing numbers from two years ago (last formal budget). Budget has a small increase in the awards budget. The annual meeting for 2001 was a net loss and there was consensus that this practice should not continue. The annual meeting should at least break even.

The amended budget is comprised of the following; $250 for administration, $3500 for the annual meeting, $300 for awards, $1000 for legislative, $1200 for newsletter, $550 for web page, $250 for workshops for a total of $7050. Projected revenues; $3500 for membership, $3500 for annual meeting, $50 for MMA affiliate.

Amended budget moved to be accepted by Theresa and seconded by Sarah. Motion passed unanimously. Theresa will write a 2002-2003 budget for voting at the 2002 annual meeting.

The Subdivision workshop (Natalie Burns, J B G & H) was very well attended (standing room only). It ended a little early but there was extensive informal and productive discussion among attendees; especially between planners and CEO’s. The Access Management workshop (Kathy Fuller, DOT) was also well attended. Thank you notes were sent to speakers.

Maureen needs articles for the upcoming Newsletter. The deadline is 12/14. Noel will be writing an article on the charette. Judy Cooper-East is also working on the report. Theresa will be also be writing a short article. The Spring 2002 Newsletter will focus on Trails. Contributors will include Jean Marshall, Jim Fisher, David Schmidt and others.

No further work on the plan. Input from Matt would be helpful to ensure consistency with the MAPS by-laws.

To be discussed immediately following MAPS Executive Board Meeting at noon.

Three needs were identified; (1) Welcome package, (2) membership directory and (3) MAPS "flyer". An ad-hoc subcommittee was proposed to develop the welcome package to be completed by June 2002 was proposed. Members will be David Carpenter, Sarah, Matt and Karen Martin who can help with copying.

Fred will be coordinating the finances for the membership directory with assistance from Beth (SPO). Copies of the former MAPS flyer may be located by Kathy Fuller or Jim Upham. David S. will help with mailings and a membership form. Jim will be the membership secretary and create an easily updateable database for future use.

The Michigan association of planners has an interesting site that may have some good ideas. New articles from the newsletter should be a PDF format to be more useable. There was consensus that it would be appropriate to put the MAPS membership form on-line on the website. The problem would be how payment would be received.

The Annual Meeting is set for June 7^th, 2002 at Spruce Point Inn after considering other sites. Possibilities for speakers include Randall (cluster development and open space), Judy Brown (interpersonal relationships, dealing with managers, etc.- costly), Tom Daniels (director of Farm Presentation), and Landscape architects including Sam Coplan, Terry Dewan, and Elizabeth Gaff. Topics could include great American neighborhoods, commercial design standards, streetscapes, and use of digital imaging.

Jim Fortune discussed the program. The January newsletter will have nomination forms. The subcommittee is comprised of Jim F., Jack Kartez, Tony Dater, Jerry Skinner, and Karen Martin. Rodney can help coordinate obtaining the awards from a shop he has worked with in the past.

Theresa indicated that Tim Nelson, Biddeford CEO, is interested in becoming a MAPS Executive Board Committee member. The Board invited him to the next meeting in January.

The next meeting is set for Friday, January 11^th, 2002 at 10:30 A.M. at State Planning Office.

The legislative subcommittee meeting was held at noon.

Members attending: Beth DeLavalle, Theresa Oleksiw, Jean Marshall, and Jim Fisher

Issues Discussed:

• Growth Management Study Committee - see handout
• Maine GIS initiatives - regional GIS system
• Rehabilitation codes - currently discourages incremental improvements because you then have to meet all of the code requirements.
• Modification will permit incremental improvements without having to meet all the fire, ADA, etc.
• Incentive based improvements are another option (Code enforcement Association opposed this concept)
• Matt Nazar has more information

David Schmidt, AICP

Kittery Town Planner

VOICE: 207-439-6807

FAX: 207-439-6806

EMAIL: Kittery_Planning@yahoo.com TOWN WEBSITE: http://www.town.kittery.me.us/