April 7, 2008

Strategic Planning Committee Meeting

April 7, 2008

Present:  Nate, Bruce, Jim, Allison, Carolyn.  Absent:  Greg, Wayne.  In audience:  Ken K, Janet and Joe Lassiter.

Agenda approved

Minutes:  Motion to approve March 10 meeting minutes.  Passed.


Old Business

1.    Library information center status:  Allison--rack arrived.  She will take to the library and decide where to place it with Sylvia.  Will install this week.  Nate will show her on website how to see what has changed.  Whiteboard will stick on the wall and has also arrived.  Nate:  this will take care of 2 of the public information ideas.

2.    Policy development:  Nate:  came up with a list and posted on web.  It shows the last known status of each.  Allison:  looked at definitions of policy/procedure/ordinance and how they work together, the hierarchy.  Reading from definitions.  Nate:  we need a strategy on where to go with it.  We need guidance from the city council.  Allison:  we need a prioritized list.  Ken:  we saw need for policy.  It was policy by crisis.  We wanted guidelines so we wouldn't stumble in the future.  The heading no one could understand.  The format was redesigned.  We tried to condense and write with as few words as possible.  Wayne took the project of developing a procedure to write policy.  Need criteria for examining a liquor license application/renewal.  The 2 before the council now will probably go the 60 days and go through.  Bruce:  none of us are experts on writing policy or on liquor licenses.  Should we look at other resources, like policy from other cities?  Ken:  yes.  Carolyn:  we need guidance from the city council for priorities and then what the city council wants the policy to say, before we start.  Ken:  The liquor license policy would be simple, what puts a flag on a particular license that would cause us to not pass it through.  A citizen's complaint?  A trooper call?  We aren't an investigative body.  Carolyn:  Liquor license policy first?  Ken:  yes.

It would be emailed among planning committee, then come to Planning meeting for committee to vote on.  Then would  be put on city council work session agenda.

Liquor License policy Assigned to  Carolyn.  Nate will scan and send to all.

Ken:  There is a Policy on work plans and budgets.  Bruce:  should the finance committee write it?  Would prefer that the finance committee do the nuts and bolts and the planning committee do the policy part.  Nate:  the planning committee should write the annual work plan part.  Nate will look at the policy part and pass on to the finance committee.

3.    CEDS Report:  This is something done by T-H Central Council.  We are behind on it on our work plan.  Ken:  surprised that it is not longer in Southeast Council.  It is just a list direction we've started on projects.  Allison will do some research by starting by a T-H Central Council to find out what it is and what they want.

New Business

1.    Public comment on non agenda items:  Ken:  the survey Nicole Grewe did is coming out.  June 4 public meeting at the school.  60% response on survey.  She will send a summary to all respondents.  The full report will be distributed in the community.  The information will come to everyone at the same time.

There is a community meeting on the dock EA.  No date yet.

Jim:  Lost available grants letter.  Jim wrote a letter to bring to city council work session.  Letter was read.  Ken:  asked for CIP proposals and only got 2.  We would have gotten more if we'd asked for it.  Carolyn:  moves that Jim take letter to City council.  Seconded.  Allison:  might help to know if other cities have something similar.  Passed.  Jim will ask to get on agenda.  Ken:  send to me and I'll put on agenda.

2.    Seat four vacancy.  Greg resigned.  His seat was to expire June 14, '08.  Bylaws say mayor will appoint until end of term.  Nate will be absent for June meeting.  Some committee memberships will expire in June.

3.    Annual Work Plans and Capital Budgets:

Finance committee will review budgets this week and get them to planning.

Planning committee operating budget:  It was passed last meeting.

Annual Work plans and capital budgets:

Road Committee--Nate helped with their work plan. Jim:  it falls within the goals.  Ken:  Andy Hughes asked what the long term transportation projects were.  Nate:  they are working on standards in order to have a list to work from.  Joe:  upgrading some but need to get a handle on the rest.  Working on getting information on roads.  Allison:  the strategic plan listed rink creek rd as the priority.  Motion to accept.  Discussion--they need to add the CIP process to the plan.  Allison:  we should suggest it.  Carolyn:  we could ask city council to add it to each work plan.  Allison:  we need to add it to the template.  Motion passed.
Capital budge for Road Committee:  Nate doesn't have it.

Planning committee:  work plan is done.  We don't have a capital budget.

GCN--motion to pass work plan.  Passed.
Capital budget:  there is not grant money yet, so can't put on the budget.  Wrote budget based on available funds.  Passed to finance.

Need GVFD and Library work plans.  GVA?  MFC and Parks and Rec committees are not functioning.

move to adjourn.  Passed. 
Next meeting May 5.