March 1, 2010

March 1, 2010

Approved 4/19/10

Planning committee meeting minutes

Gustavus Public Library, 7:03 pm March 1 , 2010

In attendance:

Committee members Nathan Borson, Allison Banks, Adrianna Cahill, Wayne Clark

absent: Wayne Howell

Members of the public: None

Meeting minutes from February 1, 2010 approved unanimously as written

Old Business

Policy development “Information and Communications”

Committee discussed committee member Wayne Howell’s “Public Records Management” document. The committee feels further work needs to be taken on the following areas:

1. The “deliberate process privilege” (needs examples for clarification)
2. “What is a record and non-record” (comparisons with terminology and examples)
3. “What records are not subject to public inspection” (library records?)
4. Need to define drafts with State Statutes (Is every draft a record?)
5. More details needed to define how hard documents managed (maps, paper, photographs etc.)
6. How is confidentiality protected? and
7. How do we deal with public record requests concerning paper vs. electronic mediums?

The committee then discussed the drafts presented by committee member Cahill relating to public requests for records and certificate of record destruction. Final details pending on council’s resolution on costs and fee schedule to be added to forms.

Final discussion by the committee voiced questions on how the records would actually be destroyed, and who would be responsible for documenting the process.

Grant Writer

Committee member Banks is continuing to work with the city clerk on this issue.

2011 Strategic Plan Revision

Committee decided to postpone discussion on this item until next meeting.

New Business

Public comment on non agenda items

None

Meeting adjourned at  9:03 pm   Next meeting April 12, 2010

To Do list: