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Regular City Council Meeting Monday,February 25, 2013 Page 4 Mr. Grefenberg expressed his concern with the closed nature of some discussions and that with no records were kept or data available on the selection, even though a ballot was taken for each vote. Those ballots were apparently deleted by Mr. Pratt. While recognizing Mr. Pratt's considerable knowledge on this issue, Mr. Grefenberg spoke to the considerable knowledge of residents and users of the website as well and the value of their perspective in the decision-making process. Mr. Grefenberg expressed his disappointment that those recommendations were not currently covered in the report prepared by Mr. Pratt for the February 11, 2013 City Council meeting. Mr. Grefenberg opined that the best way to resolve issues is to talk about them and to honestly expose them to transparency. Regarding the action item removed from tonight's Consent Agenda, acceptance of the Meadowlark Grant, Mr. Grefenberg thanked those who prepared the actual grant application. Mr. Grefenberg reviewed the process in pursuing this grant ap- plication in December of 2012, timing issues due to the holidays, and the discov- ery of and drafting of the actual application, facilitated by HRC member Megan Dushin. Mr. Grefenberg admitted that it may have been his mistake in signing his name to the grant application; however, he defended that action based on his re- ceipt of the application on Saturday, December 29, and the need to meet the year- end application deadline. While in hindsight, Mr. Grefenberg admitted his regret in not seeking the signature of City Manager Malinen on the grant application, Mr. Grefenberg noted his repeated attempts prior to that deadline to provide in- formation to Ms. Caroline Curti, City Administration staff liaison of the applica- tion process, in addition to seeking the advice of Finance Director Chris Miller on the application process and deadline issues. Mr. Grefenberg noted ongoing and persistent issues had been evident between the HRC, City Manager, and City Council going back a number of years, and ex- pressed his interest in developing a more cooperative relationship. While opining that staff was overburdened with their various responsibilities, Mr. Grefenberg opined that this should serve to allow advisory commissions to take some initia- tives upon themselves. However, in order to do so, Mr. Grefenberg opined that staff then needed to communicate applicable protocol prior to a deadline. Mr. Grefenberg accepted the blame and his mistake in not pursuing a response from Ms. Curti, but reiterated the issues around the crowded holiday season and his impetus to get the application submitted prior to the deadline. Mr. Grefenberg as- sured the City Council that his intent was in no way meant as a rogue advisory commission chair, but simply signing the application in his role as the HRC Chairperson. In hindsight, Mr. Grefenberg realized that this was a mistake; how- ever,he noted the only options were not to submit the application or not following procedure.