January 19, 2009

Meeting called to order 19:05, Gustavus Public Library

In attendance: committee members Nathan Borson, Wayne Howell, Bruce Tedtsen, Allison Banks,

Also in attendance: Wayne Clark 

Absent: None.

Meeting Minutes:  Read and approved unanimously. 

Old Business: 

Annual Planning Policy and Procedure. This has been turned over to the finance committee and city council. May need to remind the finance committee to write their operating budget section so the council can adopt the policy in time for the operating budget cycle.  No action as yet, so need to remind finance committee of need for action. 

Information and Communications Policy and Procedure - Next project for Planning Committee to work on.  Nate worked up rough outline, but no further action.  Discussed need to get City Clerk and Council more involved at early stage for this important policy.  The committee agreed that the item on new business that Wayne suggested, City Website Management , be added to this part of the discussion, since it pertains to information and communications issues.  Issues discussed: consistent posting of committee minutes, public request for making available financial records, making available citycorrespondence in/out, making available reports that come to the city.  In particular the committee discussed the need to make the public aware of new Ordinance that has been published for public comment - there needs to be a way to make an announcement and make the document available to ensure that all in the community are aware of it and have access to it.  The committee discussed the possibility of web postings and radio announcements. 

Outcome - Nate will begin to draft an outline for the Information and Communication Policy and Procedure and pass it around for the committee to discuss and provide input.    

CIP submission review - Seven were submitted - Rink Creek Bridge, Good River Road Culverts, GCN Broadband, Library Server Replacement, Fire Hall Siding, Fire Hall Upgrades, DRC Skidder and Improvements.  The City Council decided to remove the library server proposal and fund it (partially) from City reserves because the CIP request is not a given, and we would not know until July if it is approved.  The City published a non-code ordinance at the January meeting for comment and adoption for February.  The City Council also recommended that the proposals be grouped - the two road projejcts, the two firehall projects.  The City Council also ranked the top two projects - the road projects were ranked #1 and the GCN Broadband as #2. 

Meeting adjourned at 9:03 PM.