June 7, 2010

June 7, 2010

Planning Committee Meeting Minutes

Called to order 7:00 pm.

Present: Nate Borson, Adrianna Cahill, Allison Banks, Wayne Clark Absent: Wayne Howell

Also In Attendance: Dianne Klawunder

5/10/2010 Minutes: Cahill moved to approve the minutes as written. Banks seconded. Unanimously approved as written.

Old Business:

1.     Policy development “Information and Communications”: On the subject of records and non-records, Cahill contacted Lawrence Blood about the decision tree, no response at this time. We have definitions, but no flow chart. It was suggested we use the State’s retention policy as a format, and to use this to the greatest extent possible. The committee also felt that historic records should be handled just like other documents. The committee will continue to look at the proposal brought forth by Committeeman Howell and the State. The committee then compared the State’s format with Howell’s, to see which areas were and were not addressed. Public records (Howell-yes/State-No), Who had access and how (Howell-yes/State-No), Confidentiality (Howell-yes/ State-No), Historical records (State covers, but not who/where),and  Procedures to follow for Public records request (Cahill waiting for answer). Still needed are answers to: With whom and where are things actually stored?, and How are conversational records stored.  It was discussed that Borson ask Kapryce Manchester come to our next meeting to answer questions stated above.

2.     Grant Writer: Borson was asked to talk with the Mayor about where the City Council was in this decision.

3.     2011 Strategic Plan Revision: Committee member Borson reported he went to work session to answer City Council questions, and that next City Council’s meeting the Council was to direct the committee the direction they wanted us to follow on the Revision Plan) Committee member Banks agreed to stand in for Committee member Borson at the next City Council General Meeting). The committee then discussed ideas for the 2030 vision. One idea discussed was some sort of community essay contest of “What do you think Gustavus will look like in 2030?”  The committee felt that all members need to come to next meeting prepared to comment on how to obtain a 2030 vision plan. 

New Business

     Public comment on non agenda items-None

Adjournment: Banks moved to adjourn. Cahill seconded. Pased unanimously and adjourned at 9:03 pm