February 1, 2010

Planning committee meeting minutes

Gustavus Public Library, 7:04 pm, February 1, 2010

In Attendance:

Committee members: Allison Banks, Wayne Howell, Adrianna Cahill, Wayne Clark, Nathan Borson (teleconference)

Members of the public: none

Meeting minutes from January 4, 2010 approved as amended.

Old Business

1. Policy development “Information and Communications”- Committee member Howell discussed the value of using the CBJ model for retention of public records. It is felt that this was a fine model that has been compiled from State law, legal counsel, and the experience of time.

Howell then passed out a handout for committee consideration of public record retention procedures. It was then asked that the committee members read and get their input to committeeman  Howell by February 26th. Howell then will have a summation form by our March 1 meeting for further consideration. Assignments for this document consideration were given. (see To Do List at end of minutes).

2. Grant Writer - Committee member Borson gave committee members copies of the Grant Writer Services Evaluation of Proposals form used by the committee for proposals. This has also been given to the City Clerk at the request of the Grant Agency for documentation of the selection process

3. 2011 Strategic Plan Revision (formerly “City Facilities Planning”) – Committeeman Borson gave the committee a history of how this plan has moved forward, and has informed the City Council we have been working on this. Discussion by the committee that followed included the concerns of community visions have changed or still are valid, and "how do we get proposals to the public for input?" Committeeman Borson discussed edits proposed by Nicole Grewe (CED), and asked for committee input sent to committeeman Borson by February 26.

New Business

1. Public comment on non-agenda items –none

Meeting adjourned at 8:32 pm

Committee To Do List:

Howell- Find “Let your assets be your guide” document, compile records comments by committee members for March 1 meeting.

Cahill – Work on Request for Records form.(due Feb.26)

Banks- Work on Resolutions adopting for P&P,  and write a resolution adopting P&P.(due Feb. 26)

Borson-  Compile edits proposed on 2011 Strategic Plan Revision.

Clark-Draft meeting minutes to Chair.

All Committee Members- Comments on Policy for Public Records to Committeeman Howell (due Feb. 26), and comments on 2011 Strategic Plan to committeeman Borson (due Feb. 26)