25 January 2016 | Approved: 14 March 2016

Re-Vote on Ordinance 2016-01 – January 2016

Mayor McCathran called the Joint Work Session to order at 7:38 p.m. In attendance were Council Members Georgette Cole (also HPC liaison), Audrey Maskery, John McClelland (also a PC member), and Greg Silber. Also present were Planning Commission members Brenda Gumula, David Hix, Peter Nagrod and Historic Preservation Commission members Gail Littlefield, David Stopak and Mimi Styles. Residents Charlie Challstrom, Marilynn Frey and Ken McCathran were also in attendance. Because of technical difficulties, the meeting was not recorded as previously indicated on the agenda.

Approval of Agenda:

The agenda was approved by general consensus.

Teleconference with State Archives Representative Christian Skipper – Discussion – Town Records Management Plan:

Mayor McCathran introduced State Archives Representative Christian Skipper. She then turned the meeting over to Gail Littlefield. The group decided to use Bob Booher’s outline as a guide for the meeting. Mr. Skipper answered many questions about the following topics as they pertain to records retention:

• Scanning Standards – Mr. Skipper agreed we could use PDF’s rather than JPEG’s
• Who would do the scanning
• Documents that are “born digital”
• Who retains ownership/liability
• Archival boxes, inventory forms, labels
• Access to records
• Use of The Cloud
• Artifacts and special collections
• Hiring a Records Management Officer
• E-mail communications and use of .gov
• Defining what constitutes Washington Grove official government records
• The value of Town physical artifacts
• Pitfalls of a local archives

Mayor McCathran thanked Mr. Skipper for his help. The teleconference ended at 8:25 p.m.

Mayor McCathran asked Marilynn Frey to form a group with representation from TC, PC, and HPC. Also included in the group are Town Archivist Pat Patula, Town Clerk Kathy Lehman, Town Treasurer Mary Challstrom and resident Ken McCathran. Marilynn agreed.

Block 11 – John McClelland:

Mayor McCathran explained this was on the agenda in an effort to be sure all groups are on the same page and supporting each other on this subject as officials of the Town. Mayor McCathran asked John McClelland to give the update. John reviewed the history of the area and the consequences of the fire at 203 2nd Avenue. The decision to have the alley in Block 11 surveyed arose from the need to provide equal access for foot traffic to #6 The Circle, #8 The Circle and 203 2nd Avenue. The survey discovered a set of unpermitted stairs, two (2) ponds and other items belonging to #8 The Circle installed on Town land. The Town representatives have met with Maggie Range (#8 The Circle) on several occasions and letters have also been exchanged about the structures on Town land, specifically the stairs. Ms. Range has complied with the request to remove the other items on Town property, however, the stairs still remain. The group discussed leaving the stairs as they are and addressing encroachment issues when needs change, conducting another review when triggered by a particular events, ordinance reviews and easements required under the American with Disabilities Act.

Mayor McCathran reminded Town representatives to be careful to separate personal opinions from the official actions of the Town when speaking with residents.

New Business:

107 Pine Avenue: Mayor McCathran explained this property is titled to the deceased mother’s and her grandson’s names. There is an in-law suite in the home which is a violation of the Town ordinances. The Town attorney advised Mayor McCathran to send a notice of the violation to the current trustee (the auction company) and grandson Michael Miller. The home is up for auction very soon.

Closed Swimming Lake Legislation: Mayor McCathran reported this bill, granting the Town administration of Maple Lake, is headed for the Senate.

There being no further new business, the meeting adjourned at 9:25 PM.