May 5, 2008

May 5, 2008

Meeting of the Gustavus Strategic Planning Committee

Present: Nate, Allison, Carolyn, Bruce, Jim, Wayne

Agenda Approved

Minutes from April 7 Meeting Approved as written

Old Business:

Library Information Center: Allison described the center at the library. Meeting minutes and most current projects for each committee will be stored there. She will keep the white board current with upcoming meetings.

Policy Development: The City Council has 2 for consideration at their next meeting.

Liquor License Consideration draft policy was sent to committee members for comment. The policy is accepted with changes and will be forwarded to the Mayor for City Council consideration. Passed.

Annual Planning Policy—Discussion on the draft. Work plans for projects do not need to be tied to funding cycles. Committees should work on their plans all year. The policy should have a background section. Planning committee should review endowment projects and CIP projects to make sure they are consistent with the strategic plan. Does the planning committee think the annual work plans should be required of committees? Committees should be “encouraged” to write annual work plans in the policy. Committees seek funding through CIP, Endowment grant, (each of these has a process to follow) or a city capital request which requires a project scoping form or capital purchase request. Committees should start in Nov to put together their projects for the following budget cycle. A scoping form regardless of the funding source. The policy should contain a timeline for submission to various funding sources. Should the deadline for endowment funds and city capital projects be the same date as the CIP? No. The CIP requests have to be to the city by November 30. The others would be in March. The endowment and the city budget could be the same deadline. March 15. Allison will work on a revision.

Next policy to work on? Wayne suggests “Naming”. He will pass the draft to us.

CEDS Report: The deadline is May 16. The FY listed on the instructions is fy08, which is confusing. We do need to update our list of projects. List updated. Nate will send updated list to Ken Klawunder/Southeast Conference.

Seat Four Vacancy: Nate will tell Ken that Allison and Jim wish to continue their seats. He will ask Ken to advertise for the vacancy.

Annual Work Plans and Capital Budgets: We haven’t gotten any additional.

New Business:

Public Comments on Nonagenda Items: None

Carolyn suggests that the committee meet at the library now to avoid key issues. Allison said we need to check for scheduling. Passed.

Next meeting: July 14