Staff Report.Commission Applications-Enabling Documents (2)
PREPARED BY: Shelley Neis
Town Clerk
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 09/21/2021 ITEM NO: 8
DATE: September 13, 2021
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Approve the Modifications to the Board, Commission, and Committee
Enabling Documents and Applications as Recommended by the Commissions,
Council Policy Committee, and Liaisons
RECOMMENDATION:
Approve the modifications to the Board, Commission, and Committee enabling documents and
applications as recommended by the Commissions, Council Policy Committee, and liaisons.
BACKGROUND:
In January 2021, the Town Council added diversity, equity, and inclusion (DEI) to the FY 2021-
2023 Strategic priorities. The Town Manager’s Office took immediate action and directed all
Departments to use a lens of justice, equity, diversity, and inclusion (JEDI) in the development
of the Town budget and capital program, delivery of services, preparation of policy documents,
and the creation of all new programs, projects, and policies. The Mayor requested study
sessions in 2021 with each of the Town’s Boards, Commissions, and Committees to thank the
members for their service to Los Gatos, review accomplishments, consider future work items,
and discuss the incorporation of diversity, equity, and inclusion into their work plans.
DISCUSSION:
With the JEDI focus in mind, the Boards, Commissions, Committees, and their liaisons
(collectively “Commissions”) reviewed the application and enabling document for their
respective Commission. The Arts and Culture Commission, Complete Streets and
Transportation Commission, Community Health and Senior Services Commission, Library Board,
Parks Commission, and Youth Commission each had separate Study Sessions with the full Town
Council and any suggested modifications to the application and/or enabling resolution were
PAGE 2 OF 5 SUBJECT: Approve the Modifications to the Board, Commission, and Committee Enabling Documents and Applications as Recommended by the Commissions, Council Policy Committee, and Liaisons DATE: September 13, 2021
DISCUSSION (continued):
included in the staff report, and therefore the Policy Committee did not review them prior to
the study sessions. Those suggested modifications are as follows:
Arts and Culture Commission (ACC)
Enabling Resolution
• Noted that section 1a has the stated requirement that “One (1) member of the
Commission shall be an arts professional…” The Commission has expressed that this is
not well defined and could be a possible barrier to entry to an otherwise qualified
candidate. The Commission expressed that the passion and desire to be involved in the
arts combined with a wide range of backgrounds and creative ideas among the balance
of all Commissioners should be the primary selection consideration of a potential new
Commissioner. While professional experience in the arts is helpful, the Commission
does not feel it is a requirement to fill the role.
Application
• Noted that many of the questions asked in the application are targeted towards
established previous involvement in arts organizations and may be a limiting factor to
obtaining a broader number of applicants.
Community Health and Senior Services Commission (CHSSC)
Enabling Resolution
• The enabling resolution was amended in May 2020.
Application
• The Commission did not review the application but the Assistant Town Manager, staff
liaison for the CHSSC, reviewed and provided suggested edits (Attachment 1).
Complete Streets and Transportation Commission (CSTC)
• The Commission has no recommended changes to the enabling resolution or
application.
Library Board (LIB)
Enabling Resolution
• The Board has no recommended changes to the enabling resolution.
PAGE 3 OF 5 SUBJECT: Approve the Modifications to the Board, Commission, and Committee Enabling Documents and Applications as Recommended by the Commissions, Council Policy Committee, and Liaisons DATE: September 13, 2021
DISCUSSION (continued):
Application
• It was noted that the leading questions regarding previously held government positions
and previous involvement with civic organizations could be perceived as a barrier to
entry and/or be discouraging to applicants without background in these areas. The
Board instead recommends a more inclusive leading question such as “What are your
unique perspectives and experiences that you would bring to this role?”
Parks Commission
• The Commission has no recommended changes to the enabling resolution or
application.
General Plan Committee, Historic Preservation Committee, and Planning Commission
The Planning Commission (PC), General Plan Committee (GPC), and Historic Preservation
Committee (HPC) did not have separate Study Sessions with the Town Council and their
recommendations, as well as recommendations for the Conceptual Development Advisory
Committee (CDAC) enabling resolution, were reviewed by the Policy Committee on August 27,
2021 (Attachment 2).
After discussion, the Policy Committee unanimously agreed to forward a recommendation to
the Town Council to approve the changes to each of the applications recommended by each
Commission with the following modifications: (1) combine the first three questions on all
applications as recommended by the GPC and (2) let the applicant choose which Element of the
General Plan to comment on for the GPC application. The Committee also unanimously agreed
to forward a recommendation to the Town Council to approve the changes to each of the
enabling resolutions recommended by each Commission. The Policy Committee discussed and
did not take a position on expanding the role of the GPC to consider and make
recommendations on policy documents and Town Code amendments.
Building Board of Appeals (BOA)
The Building Board of Appeals meets when necessary and did not have an opportunity to
review the application and enabling resolution. The Building Official, staff liaison for the BOA,
reviewed the documents and suggested minor edits to the application and enabling resolution
(Attachments 3 and 4).
PAGE 4 OF 5 SUBJECT: Approve the Modifications to the Board, Commission, and Committee Enabling Documents and Applications as Recommended by the Commissions, Council Policy Committee, and Liaisons DATE: September 13, 2021
DISCUSSION (continued):
Personnel Board
The Board expressed a desire for a modified and scaled down application for reapplying to the
Board. Staff does not support this request. While it could be easier for incumbents to
complete a modified application, to ensure fairness for all incumbents, it would require two
separate applications for each Commission. Direction from Council would be needed on which
questions to remove from the “incumbent” applications and having two applications could
potentially cause confusion for applicants.
Commissioner Interviews and Appointments
Per Policy 2-11, applicants are required to be interviewed to be considered for appointment.
Currently the Policy only allows for telephone interviews for incumbents applying to the same
Commission.
If an incumbent Commissioner is requesting reappointment to the same Commission, the
incumbent may submit a request to be interviewed by telephone, with their application,
instead of attending the interview or must submit a letter prior to the interviews, describing
the reason why the applicant cannot be present telephonically or in person for the interview,
and why the applicant should be reappointed to the Commission.
Now that Town Council meetings are utilizing remote participation (Zoom) to allow the public
to participate either in person or remotely, staff is recommending allowing remote
participation for the commissioner interviews.
For consistency year to year, staff is requesting that the adult Commissioner annual interviews
and appointments be held at the special meeting in December when the Mayor and Vice Mayor
are appointed. This would allow for longer interview times for the applicants and reduce the
need for a separate special meeting.
If approved, these would require modifications to the Commission Appointments Policy 2-11.
COORDINATION:
The preparation of this report was coordinated with the Town Manager’s Office, the Town
Attorney, Community Development, Human Resources, Library, and Parks and Public Works.
PAGE 5 OF 5 SUBJECT: Approve the Modifications to the Board, Commission, and Committee Enabling Documents and Applications as Recommended by the Commissions, Council Policy Committee, and Liaisons DATE: September 13, 2021
FISCAL IMPACT:
There is no fiscal impact to update the applications and enabling documents.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. CHSSC Application.Redlined
2. Policy Committee Review of Planning Committees Staff Report and Attachments
3. BOA Enabling Resolution.Redlined
4. BOA Application.Redlined