August 3, 2009

August 3, 2009

Planning Committee Meeting Minutes

Approved 11/2/09 with correction

Meeting Called to order 7:10 PM , Gustavus Public Library

In Attendance: Nathan Borson

                        Allison Banks

                        Wayne Clark

                        Wayne Howell

Absent: None

Also in Attendance: Kapryce Manchester

Old Business

Policy development “Information and Communications”

Kapryce Manchester and Wayne Howell had gone through the CB Juneau’s policy and highlighted material that could be used for Gustavus. Wayne Howell will be going through this policy and will delete material that doesn’t pertain to us. Allison Banks will also go through this material and do the same. The committee then agreed that we would focus on email issues at our next meeting, especially defining records with the help of State definitions, and those used by the Mat-Su Borough. Wayne Howell proposed we discuss the use of the Eight Criteria format in defining “Is it a record?” The committee then assigned Nate Borson to give the committee the definition of a Record, and for Wayne Howell to use the Mat-Su format to define a Non-record. Allison Banks will then perform the “first cut” on the file plan on her library nights. 

Grant writer(s) request for proposals

Wayne Howell then discussed material in the DRAFT: Request for Proposals Grant Writer Services. The committee looked closely at the Section entitled “Scope of Services”, after brief discussion, the format was left as written The only change suggested for the Draft document was to change the Submittal Guidelines section to read “be received by the City Clerk by 4:00pm, on September 25 (not July 28 as written in Draft) 2009. The committee then felt the Request for Proposals be published after the August City Council meeting and the deadline be September 25, 2009. A motion was made by Wayne Clark that “We (the committee) adopt the Request for Proposal August 2009 version for submission to the City Council” Motion passed, by a 3-0 vote (note: committee member Banks had to leave early and was not present for vote)

New Business

Public comment on non agenda items

No public comments

Prioritized project list for grants

1. After brief committee discussion, Nate Borson offered to send a brief email setting a deadline for Master Capital Request List.
2. Nate Borson again stated that in the future he would have to recuse himself when the committee would discuss any material involving Corvid Computing.

Committee To Do List

• Wayne Howell:

• • Go through electronic version of CB Juneau to delete material not pertinent to Gustavus.

  • Define “Non-records” for committee discussion (Mat-Su).

  • Make a motion at the August 6^th Special City Council Meeting for permission to request funding from rural funding for Grant.

• Nate Borson:

• • Give committee working definition for “Records”

  • Send email message to set deadline for Master Capital Request List.

• Allison Banks:

• • Develop a “first cut” on file plan.

• Wayne Clark:

• • Type minutes of meeting.

Next Meeting set for September 9, 2009

Meeting Adjourned at 8:58pm