May 12, 2009

Approved as amended June 8, 2009

May 12, 2009

Planning Committee Meeting Minutes

Meeting called to order 7:08 P.M, Gustavus Public Library

In Attendance: Nathan Borson, Allison Banks, Wayne Howell, Wayne Clark

Absent: Bruce Tedsten

Also in attendance: Kapryce Manchester

Meeting Minutes from April 13, 2009 : Reviewed and approved unanimously.

Old Business

Policy development “Information and Communications”

1. The committee looked at the format for Record Retention Schedules adopted for the City of Juneau and the State of Alaska. The committee liked the definitions of records listed by the State of Alaska, and will look closer at the City of Juneau’s retention schedules for adoption with a Gustavus focus.
2. The committee also liked the use of a “Copy” stamp on items expendable when originals are retained.
3. Wayne Howell and Kapryce Manchester will look at the Juneau Record Retention Schedule, and propose a draft a recommendation of “what is and what is not a record for the City of Gustavus. This draft will then be sent to Gustavus standing committees for their input.

New Business

1. Public comment-none
2. Grant writer- Committee discussed a cash award to be used for grant writing.
3. 1. Nate Borson declared that he may have a conflict of interest. Specifically, he is co-owner of Corvid Computing, a company that could benefit financially if actions of the committee resulted in a grant being awarded for a proposed community broadband project. At this time the meeting was turned over to Allison Banks, Vice-chairman.
   2. Allison Banks determined that Nate Borson does not have a conflict of interest.
   3. Wayne Howell moved to overturn the vice-chair's decision on grounds that while Nate Borson does not have a substantial financial interest at the present time, the potential for conflict exists as this matter moves forward. Wayne Howell moved that  Nate Borson be allowed to participate fully in all discussions pertaining to the grant writer agenda item, as the potential conflict has been declared. After discussion, motion passed unanimously.
4. Committee read Goucher report sent to the Planning Committee by the Fire Department. Committee felt they would offer its assistance to help Fire Department in its future decision process.
5. Planning Committee then discussed member Bruce Tedtsen’s resignation. Bruce will be asked to contact the mayor of his decision.
6. Tasks that came out of discussion:
7. 1. Wayne Howell was assigned to meet with Kapryce Manchester  to go over the City of Juneau’s record retention schedule, and form a draft for next meeting.
   2. Allison Banks will request information from the Mat-Su Borough concerning email access/retention.
   3. Nate Borson will give the committee an example of a RFP.
   4. Wayne Clark will contact Bruce Tedtsen and request he contact the mayor with his resignation.

Next Meeting Monday June 8, 2009