March 10, 2008

March 10, 2008

 Approved April 7, 2008

Minutes from Feb 4 meeting approved.

Nate was given a copy of the manual of policies.  The City Council wants the committee to go through the policies, organize them and tell them what needs to be done to formalize them.  Some have been passed.  Some are still drafts. 
Allison:  we could catalog what is there and lay them out. 
Nate:  we are going to be the body that organizes the work.  We need to take what they have done already and make it right.  The only one that is valid now is policy on policy.  The rest need to be looked at in light of policy on policy.

Discussion on what policy is and how it relates to ordinance, resolution, and the strategic plan. 

Policy has to do with how the city conducts its business.
It should be easy for a person to find ordinance, policy, resolution, each should be cross referenced so there are no hidden "rules". 
How does this relate to the strategic plan?  Ordinance trumps all.  Ideally ordinance and policy would harmonize.  The Plan is the list of desired outcomes.  Is the plan a policy?  No. 
Strategic Plan overlies all.  Policy is a task of the plan.  Policy says we will have a plan and will follow the plan.  Policy is above all.  Not a strict hierarchy.  Resolution formalizes a decision.
Nate will take the pile of policies and organize them to see what we are working with.
Allison try to define what a policy is and its role and formulate a gossary.  She may check with Nicole at DCCED.
In the long run the city council wants a manual of policies.

Jim went to first library board meeting last week.  Kathy L. used to pursue every grant available.  Nobody on board wants to take on grant writing.  Maybe other committees or boards have the same issue.  Does the city need to hire a grant writer?  Grants the person obtains might support the position.  We are missing out on a lot of grants. 

Finance committee could work on this to finance a position.  The position could be built around the annual work plans to see what grants are needed. 

Jim:  volunteers would appreciate professional help.  Can we recommend this to the council? 

Jim will write up a recommendation for the committee to look at.  He will need to get on the agenda of a city council work session. 

Greg moved that Jim write it up and present it.  Seconded.  Passed. 

Contractor might be a better idea. Person would be paid based on what grants they get. 

Other kumbaya feedback?  Liaisons need to work with their committees on planning and budgeting.  Greg will meet with Paul.    Library will do friday.  GCN hasn't met yet.  GVA?  Carolyn needs to check on them.