MAINE COMMUNITY DEVELOPMENT ASSOCIATION
EXECUTIVE COMMITTEE MEETING MINUTES
FRIDAY, MARCH 14, 2003

A meeting of the MCDA Executive Committee was held at the Eastern Maine Development District Corporation, Conference Room in Bangor on Friday, March 14, 2003 at 10:00 a.m.  Attendees were:

Peter Lyford								Lynne Paul
Ron Harriman								Matthew Eddy
Sarah Demers								Christopher Spruce
Al Smith								Tammy Knight
Isaac Wagner								Joella McBreairty

1.	Welcome and Introductions:  Peter Lyford welcomed the attendees and asked each to introduce themselves.

2.	Approve Minutes of the January 31, 2003 Meeting:  Ron Harriman moved to accept the minutes as 	presented; seconded by Matthew Eddy.  The vote was unanimously in favor.

3.	Treasurer’s Report:  Ron Harriman presented the treasurer’s report for period ending February 28, 2003 as 	follows:
		To date, $154.00 received in income and $246.00 expended for a net ending balance of $15,097.48.

	Peter Lyford received a letter from MMA notifying him that a renewal contract will be drafted and 	submitted next month.  Al Smith moved to accept the Treasurer’s Report; seconded by Joella McBreairty.  	The vote was unanimously in favor.

4.	Working Committees Reports and Discussions:  

	a)	Advocacy Committee (Report and Discussion Summation Attached)
	b)	Communications Committee (Report and Discussion Summation Attached)
	c)	Membership Committee (Report and Discussion Summation Attached)
	d)	Finance Committee (Report and Discussion Summation Attached)
	e)	Membership & Organizational Committee (Report and Discussion Summation Attached)
	f)	Professional Development Committee (Report and Discussion Summation Attached)

5.	DECD/OCD Updates and Announcements (CD Day at the Legislature:  Tammy Knight made the following 	announcements:

	*	The Towns of Gardner, Calais, and Eastport have been invited into the project development phase 		of the Downtown Revitalization Program.
	*	CD Day at the Legislature will be held in the Hall of Flags on April 25
	*	OCD will hold a mini-retreat to discuss the 2004 Program Statement sometime in March with a 			follow-up in May.  OCD encourages participation by MCDA during the program statement process
	*	OCD is working on getting drawdowns completed and submitted electronically
	*	April 22 will be a furlough day for OCD staff
	*	The combination grant/loan programs have been working out very well.  This year 6 out of the 11 		applicants funded are combination grants and loans.  OCD is looking to recapture CDBG funds.
	*	CD Appreciation Day is scheduled for August 15, 2003 
	*	CDBG Implementation Workshop to be held on May 7, 2003
	*	Certification Classes – OCD is working on scheduling a date for classes, possibly in May
	
6.	Other Business as Necessary:		There was none.

MAINE COMMUNITY DEVELOPMENT ASSOCIATION
EXECUTIVE COMMITTEE MEETING MINUTES
FRIDAY, MARCH 14, 2003
PAGE 2

7.	Next Meeting:

	The next meeting is scheduled for April 11 at the MMA Office.  This meeting will be a brainstorming 	meeting to finalize the tasks assigned under each subcommittee.  A follow-up meeting will be held on April 	25 at CD Day at the Legislature.  Joella McBreairty will look at coordinating a video conferencing meeting 	on the 11th.

The meeting adjourned at 2:00 p.m.

Submitted by,

Joella R. McBreairty
MCDA Secretary

PROFESSIONAL DEVELOPMENT COMMITTEE REPORT

Lynne Paul presented a report of the Professional Development Committee meeting.  

1.	Update the MCDA Funding Directory – Resource Guide – 
	Too much emphasis is placed on CDBG; members should be encouraged to attend workshops and look for 	other resources.  It is the consensus of the Executive Committee that all new members will have a free copy 	of the directory; however, additional copies should be sold.  The rate will be determined at a later date.  	Peter Lyford has an electronic version of the current guide.  This will be made available to Sarah Demers 	and Christopher Spruce.  They will work with universities to get the resource guide updated as part of a 	class project.  Tammy Knight will get the updated guide installed on CDs.  The Resource Guide could be 	made available over the website.  Members would be issued a password.  The guide should be updated and 	made available for distribution by August (CD Appreciation Day).

2.	Hold a Workshop on Using the Guide and Leveraging Other Funding Sources -  
	MCDA should be more involved in assisting members on how to use the Resource Guide.  This can be 	useful for communities that are looking for other resources to match CDBG funding for various projects.

3.	General Membership Meetings – Invite a Speaker to Discuss a Topic of Interest –  
	MCDA should hold general membership meetings each month and invite a guest speaker; such as, 	legislator, topic on brownfields, etc.)  and also should provide lunch.  Meetings should be interesting and 	lunch would provide a draw for members to attend more frequently.

4.	MMA Conference – 
	Hold a workshop during the MMA Conference that revolves around current issues facing communities that 	could be addressed through community development efforts.  The Brownfields Workshop last year was an 	excellent example.  This year, MCDA has been approached by the Maine Downtown Center to do a 	presentation at the convention.  Other topics of importance are that of transportation, stormwater, Fire 	Departments, (Capital Improvements Issues).  Because of Homeland Security issues, could do a topic on 	capital improvements issues at the convention as well.  Al Smith and Matthew Eddy will assist in the 	presentations.

5.	Assist OCD with the CDBG Administrator and Rehab. Technician Certification Program – 
	MCDA should become involved in the certification programs and assist OCD as much as possible.  

6.	Advocate that CDBG Administrators and Rehab. Technicians should be recertified every 5 years and 	assist OCD with the Recertification Program –
	MCDA again should become more involved in the recertification.  Members discussed the frequent 	changes in the program and decided that recertification every 5 years is adequate, but updates to 	Administrators and Rehab. Technicians should be on-going each year.

7.	Develop a Community Development Professional Certification Program – 
	The Professional Development Committee members feel that a separate program, with less focus on 	CDBG, should be developed to assist Community and Economic Development Professionals.  MCDA 	would like to be more involved in this program to offer comments, ideas, etc.

8.	MCDA Recognition of a Community Development Individual/Organization/Project for Outstanding 	Performance –
	MCDA should recognize an individual, a regional organization, or a project for outstanding performance 	in promoting community and/or economic development efforts in their community.  This recognition 	should be separate from OCD’s recognition at CD Appreciation Day, but the recognition could be done at 	the same time.	
	
ADVOCACY COMMITTEE REPORT

Christopher Spruce of Sunrise County Economic Council presented the report of the Advocacy Committee.

1.	Lobbying –
	MCDA is an affiliate group of MMA.  As such, it enjoys the same status regarding lobbying as MMA 	unlike some not-for-profit organizations, which are prohibited from engaging in lobbying.

	Pursuant to MRSA Title 3, Chapter 15:

		Limits on lobbying without registering as a lobbyist for individual members of MCDA:
•	Cannot lobby for any legislation in excess of 8 hours in any calendar month
•	Cannot be a state employee unless registered with the Commission on Governmental Ethics and Election Practices.

	Certainly MCDA can lobby for or against any bill.  The issue is who is doing that and how often.  If the 	MCDA had an advocacy committee made up of enough individuals, no one individual would have to 	register as a lobbyist.  In reality, there might only be a handful of bills in any one session on which the 	MCDA would want to take a position.  Also, members of the MCDA who work in the Executive Branch, 	may, of necessity, need to distance themselves from any stance MCDA takes, particularly if the legislation 	is being supported or opposed by the Administration.

2.	MCDA’s Advocacy Role – 
	It is extremely important that MCDA weigh-in on proposed legislation and policies that impact community development in Maine.  As the organization for community development professional in this state, MCDA should position itself to be looked at by both State and Federal Officials as the “voice” of community development policy making in Maine.  To accomplish this, MCDA members need to identify themselves to both appointed and elected community development leaders.  The ability to achieve such recognition is enhanced by having among MCDA members, representatives of the Department of Economic and Community Development and by its association with Federal community development agencies, such as USDA’s Rural Development Service.

	Recommendation:  MCDA should establish a permanent Advocacy Committee to develop strategies to enhance its visibility among State and Federal officials.  The committee should have a minimum of 5 active members willing to meet electronically on a regular basis throughout the year.

	Possible Strategies:  One approach to enhancing MCDA’s advocacy role is to establish an e-mail network among members that can be used to communicate “legislative alerts”, as well as to impart general information about community development efforts across the state.  This includes the sharing of “success stories” and identifying barriers to achieving success.  All of this exchange of information will enhance the knowledge base that is necessary to make effective cases for policies that MCDA supports and/or proposed policies that MCDA supports/opposes.  Members of the Advocacy Committee should endeavor to establish a “presence” among elected Federal and State officials to the extent that they are consulted about proposed changes in community development policies.

	(Also, see attached excerpt from Michigan Community Development Directors Association’s Draft Action Plan)

	Public Outreach:  The Advocacy Committee should work closely with the Executive Committee to develop public outreach initiatives, particularly as these relate to enhancing community development efforts across the state.

	Partners/Linkages:

•	Department of Economic and Community Development
•	Regional Economic Development Agencies/Regional Councils of Government
•	Maine Municipal Association
•	Rural Development Service
•	Rural Caucus of the Maine State Legislature
•	Members of the Business, Research and Economic Development Committee, Maine State Legislature
•	Staff, Office of Governor John Baldacci
•	National Community Development Associations
•	Other New England State’s Community Development Associations
•	Chambers of Commerce

3.	Discussion –
	
	*	Should also partner with National affiliates such as COSCDA (Council of State Community 			Development Association) , and State affiliates such as MSHA 	(Maine State Housing Authority) 		and CEI (Coastal Enterprise, Inc.).  Peter Lyford recommended we make a list of national 			organizations and policy of purpose in order to link with some or all of the affiliates listed.

	*	Contact Theresa Savoy, Lobbyist, to assure MCDA receives Legislative updates

	*	MCDA members should take the 2003 CDBG Program Statement and offer revisions now before 			OCD drafts the 2004 Program Statement.  

	*	There should be a consensus among MCDA members when lobbying.  Rural communities may 			have differences from larger communities at times and MCDA should not become involved in 			lobbying an issue that members have differences with.  Only issues that affect all communities, 			and/or issues that MCDA members have an overall consensus of agreement with should be 			supported.

	*	Al Smith, Chris Spruce, and Ron Harriman will work on advocacy issues and make 				recommendations to MCDA.

GOAL THREE:	Engage in Proactive Advocacy on Behalf of Community 					Development

	Tasks/Measures of Accomplishment
	
	Develop criteria and publicize
		solicit nominations, select

	Develop a means for identifying most
		critical legislative issues and
		work with key staff

	Identify MCDDA members with ties
		to relevant national organs
		and use for linking

	Identify a small group of members to
		make contacts, develop
		cooperative partnerships

Action Strategies					         		

1.	Develop mechanisms for recognizing				 
	“Significant Contributors” to Community				
	Development at the annual meeting
	(e.g., CD Practitioner, Legislator, HUD, MSHDA)

2.	Identify and implement specific strategies
	for involving legislators in regional and
	state meetings

3.	Initiate legislation as appropriate, work with			
	legislative staff on key issues						

4.	Develop a proactive approach to HUD advocacy

5.	Continue to encourage HUD and MSHDA
	participation at MCDDA executive board
	meetings

6.	Maintain active relationships with national			
	organizations that would give MCDDA						
	an “in” for legislation							

7.	Establish closer ties to the state associations of	 		
	local government, exchange conference					
	participation, information						

	
MEMBERSHIP COMMITTEE REPORT

A report prepared by Tony Levesque, Al Smith, and Matthew Eddy was presented.

1.	How to attract new members?

	A.	Membership Campaign
		Begin now by inviting representatives from the Entitlement Communities to attend the 03/14/03 	Meeting
	
		Start a Plus One Campaign and create an invitation to be mailed out to all the identified potential 	members and partners.  Potential of dividing up tasks by creating teams and offering incentives.

The Committee felt that the following listed items merely identified the issues that could attract new members but needed to be addressed by the Executive Committee and/or other committees.

	B.	Develop Programs that yield positive exposure
		Sponsor/Assist in Re-certification Process
		Create constructive meeting schedule with speakers
		Create on-going visible/valued workshops

	C.	Acknowledge members’ accomplishments/awards/certification
		Create incentives and awards for members

	D.	Staff/Highlight CD Day in the Legislature
		Contribute/Staff CD Appreciation Day

	E.	Create new handouts with mission and recent activities

2.	Who should be a member?

	A.	Every municipality including Entitlements and Native Communities
	B.	Successful and Unsuccessful Applicants
	C.	Service providers (i.e. Ron Harriman Assoc.)
	D.	Service providers (i.e. DECD, CAPs, CEI, MSHA, Oxford Hills, NMDC)
	E.	Service providers (i.e. Engineers, Architects)
	F.	Certified Administrators/Techs
	G.	Past Members (i.e. Lenny Dow)
	H.	Ex-Officio (i.e. Rural Development, HUD)

3.	Develop new partners

	A.	EDCM membership
	B.	MAP membership
	C.	Legal
	D.	Public Works Directors
	E.	Housing Authorities/Supported Housing/Assisted Living
	F.	Town Managers
	G.	MAREDA membership

4.	Create Draw/Explain Services

	A.	By-Laws
	B.	Web Page Development
	C.	Brochures
	D.	Newsletters
	E.	Membership Directory
	F.	Resource Directory

5.	Roles and Responsibilities of Membership?

	Amend the By-laws and define the roles and responsibilities

6.	Types of Membership:

	Regular
		*	Individual
		*	Municipal

	Service
		*	State Agency
		*	Regional Agency
		*	Non-Profit
		*	For-Profit
		*	Affiliate

	Honorary
		*	Individual
		*	Ex-Officio (FEDS)

7.	Delivery of Service by Regional Organizations:

	The Committee felt that this should be considered as part of program development as an option for 	format/location/provider.

Discussion – 

	*	MCDA will have a booth at CD Day at the Legislature
	*	Town Managers should be members.  MCDA could assist towns with issues, i.e. code enforcement, 		land use issues, etc. 
	*	Should consider placing an article in the Maine Townsman
	*	MCDA should follow-up with the results of the strategic planning meeting to all members
	*	By-laws should be made available as a “living document” to all members
	*	A new package should be developed for new members
	*	Regarding rates, a municipality should pay one rate, however, if MCDA is holding a workshop and 		four employees want to attend, they should all pay membership fees for the workshop.
	*	Very Important!  When developing packages, newsletters, etc., MCDA should have a theme.  			Tammy Knight will help in developing a new logo for MCDA.

	
COMMUNICATIONS COMMITTEE REPORT

Mary Walton, Isaac Wagner and Joella McBreairty presented a report on web design, newsletter design, and communications with MMA.

MCDA Web Page Design 

*Photos should be included on the web page.  These could include past and current community project photos.
*Newsletter should be updated (quarterly) as distributed
*By-Laws
*MCDA Meetings – Include agendas posted at least one week prior to meetings
		      - Include meeting minutes posted at least one week after the date of the meetings
*Membership – List all members with e-mail addresses and company web sites (if acceptable to members)
*Membership Committees:  Should have lings for Executive Committee Members, and Members serving on each    of the committees formed during the Strategic Planning Meeting.
*Annual Report should be posted on the web site
*Resources should be listed with explanation and website links;
o	State and Federal Agencies; i.e. MSHA, DECD, OCD, CAPs, HUD, USDA, RD, DEP, etc.
o	Local; regional planning offices, Community/Economic Development Offices, Municipalities
o	Funding Resources;  EDA, FWHA, CFDA, OCD, funding pages to agencies listed above, etc.
*Training and Conferences – List state and national conferences, CDBG Implementation Workshop, CD Day at the Legislature, CD Appreciation Day, MMA Convention, etc.
*Registration Form – Form to allow an individual, organization, etc. to print off membership form or submit it electronically
*  Contact Us – Provide an e-mail link as well as an address and other MCDA information

Newsletter/Annual Report

A sample newsletter was presented and circulated among the members.  This sample would be used as an Annual Report rather than a quarterly newsletter.  Committee should develop an e-Newsletter similar to that of EMDC.  The e-Newsletter would contain links on various articles that could be printed out separately.  The first newsletter will be developed and submitted to MMA for distribution in June.  The newsletter should include CDBG information, regional projects, Maine preservation projects, etc.  

The Annual Report should include information on MSHA projects, Brownfields, Census Data, EDA, MCDA subcommittees, Town/Project recognition (The newsletter should be used to nominate town/project via e-mail), etc.

Discussion –
	*	MMA Preference is not to have e-mail address that can be accessed by individual memberships
	*	MCDA needs a contact person to take responsibility for answering questions/comments
	*	Isaac Wagner will begin updating the website immediately.
	*	Newsletter should be sent to MMA for publishing – Focus on Quality.  At times, MMA did not 			publish the newsletter as submitted (missing articles, poor photos, etc.)

MMA Services/List Serve

MMA Affiliate Office
	Contact Person:	Joan Kiszely/Nancy Sargent
	Contract:		Purchase of Service Agreement
	Cost:			$850 Per Year
	Services:		This contract covers a wide variety of group coordination, bookkeeping, workshop 				coordination, and organizational development.  As it relates directly to the 					Communications Committee, this agreement covers mailings to the general 					membership and executive membership and also maintains the membership list.

				In the next year, the Affiliates Office would like to work toward making 						communication electronic, or as much as possible (they will continue to snail mail 				to people who prefer it).  The Affiliates Office will facilitate electronic 						communication with the executive board members the general membership.  They 				are there to support the needs of the board.  The general membership listservice 					will be maintained and run under our other contract….through the Resource 					Center.

MMA Resource Center
	Contact Person:	Jerry Holt
	Contract:		Resource Center (Website)
	Cost:			$300 Per Year, Plus $40 per year for domain name registration (MCDA)
	Services:		The Resource Center contract covers web hosting, routine updates, and creation 					and maintenance of the general membership listserve.  We currently are not taking 				advantage of this service.  This listserve would allow a designated person to send 				out an e-mail to all the members of MCDA literally by pressing “send” on your e-				mail program.  The message will be sent, via the web, to all members who will 					want e-mail communication.  Everyone has the option to request to be taken off the 				e-mail communications list.  With this service we could send out e-newsletters, 					minutes, meeting announcements, and theoretically the contract does not limit to 				what we can send to members.

Summary:
Most of the communication items that we want to be more efficient with including, e-mail communication, newsletter distribution, and website design and maintenance are currently covered under our contracts with MMA.  We simply need to make it a priority to feed MMA the information they need.

	
FINANCE COMMITTEE REPORT

Ron Harriman was not present at the time of the committee report.  Peter Lyford discussed the following:

*	MCDA is looking for technical assistance money from OCD to fund workshops, training seminars, etc.

*	Also looking at involving entitlement communities to possibly provide discretionary funding to help OCD.  	They will be invited to future MCDA meetings to provide program descriptions and administrative 	procedures of each program they work with.