MAINE TOWN & CITY MANAGEMENT ASSOCIATION

BOARD OF DIRECTORS MEETING

October 7, 2004

Augusta Civic Center, Augusta, ME

Present: Ruth Marden, Richard Davis, Judy Doore, Nathan Poore, Dana Lee, Stu Marckoon, Larry Cote, Steve Dyer, Nat Tupper, John Anderson, Joan Kiszely, Margaret Langhill. Absent: Jane Jones

• Call to Order: President, Ruth Marden, called the meeting to order at 8:12 a.m.
  
• Approval of May 20, 2004 Minutes: Dick Davis made a motion to accept the minutes from the May 20, 2004 Executive Board Meeting. Judy Doore seconded the motion. All approved.
  
• Financial Report: Treasurer, Dana Lee, reported on the financials for the period ending August 31, 2004. Stu Marckoon made a motion to accept the financial report for the period ending August 31, 2004. Judy Doore seconded the motion. All Approved.
  
• Confirmation of Committee Appointments: Nat Tupper made a motion to accept the Confirmation of Committee Appointments for 2004-2005. Dana Lee seconded the motion. All approved.
  
• Committee Reports:
  • Professional Development Committee: Nathan Poore reported that the Professional Development Committee would be meeting on November 5, 2004 to discuss responsibilities of the committee, to discuss the upcoming Winter Session.
    • He also reported that at this upcoming meeting on November 5, 2004, the committee will be assigning leaders, and will be asking for volunteers to assist in planning 2005 Institute. Currently, there is no proposed date for Winter Session, however, it will be discussed as well at the November 5, 2004 meeting. Nathan concluded by stating that there needs to be more discussion to develop the Winter Program. Dana Lee noted to the Executive Board that Steve McCallister is resigning.
      
  • Communications/Website: Stu Marckoon reported that the committee did not meet at Institute. He also reported that the MTCMA website-the archive and listserv-has been updated, and that due to extensive history, he had only gone 3 months back with the archives and that the listserv would be updated from this point forward.
    • A discussion was presented by Ruth Marden with regard to putting a newsletter together. Stu noted that with such an active website, the need for a newsletter is diminished. Stu did note that he had taken all of the articles with regard to the Palesky Initiative from the Bangor Daily News, and those can be found on the website.
      
    • It was also discussed that Stu takes care of the archives, but Jeri Holt should be contacted for website content, such as putting agendas on the website prior to meeting. Margaret and Joan to handle getting this information to Jeri, and following up to make sure this is done.

  c. Awards: Steve Dyer reported that the committee had a teleconference in August. He thanked Dana for providing such a great transition. The committee will be meeting again next August.

d. Nominating: Nat Tupper reported that the group has not met yet, and will not until Summer. Nothing additional to report.

e. Membership Committee: Richard Davis reported that the Membership Committee will be meeting on November 5, 2004 to discuss roles and responsibilities. He also reported that he had received updates from Margaret Langhill with regard to new members.

i. Nathan Poore opened discussion with regard to Ryan Hada, Town Manager in York having press difficulties due to past college-related incidents. Nancy Allard is also having difficulties due to a petition no confidence. A suggestion was made by several members of the Executive Board for visits to be made by Range Riders to these two individuals with the intention to check in, provide guidance/advice, and to assist if possible. John Anderson, Range Rider Chair, to contact Range Rider representatives to arrange visit.

f. Ethics Committee: Judy Doore reported that the committee has not met, and will not meet unless an issue arises which needs their attention.

g. Range Rider Committee: John Anderson reported on the Range Rider Committee. He is having some difficulty getting information about the current list of Range Riders and where they are located. Joan Kiszely noted that she has some of this information and will be able to meet with him in November.

Several members of the executive board posed the idea that it would be a good idea to invite the Range Riders to do a program at Institute.

New Business:

By-Law review committee discussion: Ruth Marden opened discussion with regard to by-law changes as part of the 2004 goals. Ruth asked for a volunteer to chair the committee, and Steve Dyer volunteered to chair committee. Richard Davis also volunteered to assist, and Steve Dyer will be looking for additional volunteers to complete this goal.

Stu Marckoon-Authorization to pay for services: Ruth Marden opened discussion for adding funds in the annual budget to pay for website services completed by Stu Marckoon. $1000.00 is the proposed budget amount. The hourly rate for services is $15.00 per hour, with the billing to be sent to Joan Kiszely. John Anderson made a motion to accept authorization to pay for website services to Stu Marckoon. Steve Dyer seconded the motion. All approved.

Goals for Upcoming Year: Ruth Marden opened discussion with regard to the MTCMA goals for 2004-2005 as discussed on May 20, 2004 at the Executive Board Retreat at the Hilton Garden Inn, Auburn. One topic of discussion was resurrecting the yearbook. Dana Lee asked about the logistics of putting the yearbook together, and Ruth stated that she will ask Christina to make a form to be emailed out. This form will incorporate updated biographical information, and will ask the member to make changes and submit a new photo if desired. Ruth asked that Nathan Poore review all of the goals and incorporate these goals into training. In addition, it was discussed that the MTCMA should work toward the goal of establishing and maintaining a closer relationship with the other affiliate groups.

Draft Budget: Dana Lee reported on a proposed budget for 2004-2005. After reviewing the previous financial reports, quite a few of the budgeted expenses could be rolled back due to a lack of spending. It was noted that Ethics Plaques/Materials line item should stay in the annual budget for future plaques to be sent out to new members, and for other items like this to be done in the future. Dana Lee discussed that, due to the large amount of revenue generated from sponsors, would it be feasible and logical to reduce member dues or increase scholarships allocations? A round table discussion continued. Nathan Poore added that Institute billing historically comes in late, so some of the figures that Dana worked with in preparing the proposed budget may not be entirely correct due to delay in Institute billing. In addition, Dana Lee stated that the liability insurance is $4500.00, but only $303.00 had been allocated. A call in to finance at MMA needs to happen to ensure that the insurance is being allocated properly. Dana noted that he increased the Travel-Officers expense account due to rising fuel, lodging, and other travel costs. In addition, he proposed mileage reimbursement at the current IRS rate. Stu Marckoon made a motion to accept this proposal, and Nathan Poore seconded the motion. All approved. Because Institute billing not complete, Nathan made a motion to revisit the proposed budget at the November Executive Board Meeting. Steve Dyer seconded the motion. All approved.

Confirm Tentative Board Meeting Schedule: Ruth Marden opened discussion to review the proposed meeting timeline for the 2004-2005 year. Joan Kiszely and Margaret Langhill to give Theresa Chaverie the MTCMA meeting timeline, so that there will be no conflict in meeting dates and times. Ruth Marden asked all Executive Board Members to submit their meeting schedules to Joan Kiszely so that they can be added to the timeline, and the timeline will be submitted to Jeri Holt to add to the website.

• Adjournment: Stu Marckoon made a motion to adjourn. Steve Dyer seconded the motion. All approved.

The meeting adjourned at 9:30 a.m.