February 4, 2008

Library Info Center

Nate:  a concern is that it be kept up to date.

Allison:  She's there on Wednesday nights.  The only concern is committees that might meet between Wednesdays.  She can get it off the web sites.  She should have just the most current information.  Archives are on the web and people can go to library computers to read.  This is in addition to the post office bulletin board.

We can place it temporarily to start. 

Moved and seconded to accept Allison's recommendation.  Passed.

Greg:  Development plan on airport triangle.  12 acres for DRC.  The prime part will have the test well, but the rest would be untouched.  Trees would give a buffer.  The plan is being circulated within the DRC committee.  The idea is to keep it as unobtrusive as possible.  FAA has to have the plan before they will say whether it would be allowable. 

Wayne:  What action is needed. 

Greg:  Can't find a spot for compost except for the airport triangle.  Only  options one and three are still viable now.  Option one is to leave where is except for construction waste.  Option three is to move all to triangle.  No action is required by the city council within the next month. 

Wayne:  City Council should do a resolution and letter for going to DOT and FAA to ask for approval.

Should happen at March general meeting.

Jim::  Read the purpose of the Committee.  It fits our mission.

Wayne:  will send the policy on policy around.

Allison:  She did a sample using the forms.  Started with the annual work plan and wrote in a hypothetical project.  Look in strategic plan to see if it's there.  Next thing is the project scoping form.  This helps to answer the questions they will need to answer to go forward.  Capital purchase request form comes next.  The info will come from the project scoping form.  One form generates another. 

Bruce:  sometimes you wouldn't need the scoping form.  An example is a committee that needs a copy machine. They could go directly to the capital purchase request form.

Jim:  Spoke about volunteer burnout.  Volunteers are falling by the wayside.  A small percentage of people volunteer.  Some are super volunteers.  Have to think of volunteers as a resource.  We have to protect them.  When we plan a project, can we estimate time it will take.  Can the planning committee help get volunteers together to help.  He will work on.  Volunteers are the people on site.  Volunteers are a resource and are not renewable.  Plans should include estimated hours.  Paper work is a burden.  Estimated hours could be included in scoping form, as other costs are estimated.  Maybe we need to pay people to do these projects.

Nate:  We used to keep track of the number of hours we spent each month.  Maybe we should do that again. 

Bruce:  it's a slippery slope when you start remuneration.  Need a policy in place first.  It has to be applied fairly. 

Wayne:  a project manager position has been discussed.  We want to keep city govt as small as possible.  We need to be cautious in terms of budgets.  Re tracking volunteer time:  it's cumbersome and depressing. 

Does the project require professional consulting?  Should be added to the scoping form. 

Greg:  the committee person may be the best person for the job, but they may have a conflict if they were to be paid.

Wayne:  Does it require a permit, Does it require a contract?  Those 2 questions need to be on the scoping form.

Greg:  moves that after #5, add a question:  Is a project manager or grant administrator needed for the project?  Passed. 

Nate will do and will re-number the form. 

Jim:  moves that there be an added section for estimating volunteer hours.  Greg suggests it be #10.  What is the estimated # of volunteer hours needed for this project?  Allison suggested an amendment to add bullets giving examples.  ie:  applying for grant, filing a state permit, completing city proposal, implementation of project, managing the contract. Amendment passed.  Motion passed. 

Nate will put Allison's example of scoping form on web.

Nate:  is the annual work plan form ok?  Nobody had a problem.  Is the capital purchase form okay?  No problems stated.  Capital project worksheet?  Allison didn't do an example for that form yet, but will.  Committees should have to do either the capital purchase form or the scoping form.  The budget worksheet is a summary of all the project and capital purchases for the committee for the year.

Nate will send web site around.  Also will send around work plans. 

Copy jobs:  meet and work on Fri the 22nd after work--Allison and Nate.

Vice Mayor does intro

Planning introduces documents.  Allison will do work plan, scoping form, capital purchase.  Nate will do capital budget.  All will help their respective committees. 

GVFD--Bruce

Library--Jim

DRC--Greg

P&R--inactive

MFC--inactive

GCN--Nate

Roads--Wayne

GVA--Carolyn

Finance--Allison

Lands--

Planning--

Next meeting is March 3, 2008