Town of Los Gatos Council/Commission/Board/ Committee RetreatTown of Los Gatos
Council/Commission/Board/Committee
Retreat
April 12, 2003 8:55am
Town of Los Gatos Council Chambers
MEMORANDUM
TOWN MANAGERS OFFICE
To: Mayor and Town Council
From: Debra Figone, Town Manager
Subject: Annual Council/Commission Retreat
Date: April 3, 2003
We are pleased to provide this information packet as preparation for this year's annual Retreat with
Town Commissions. The Retreat is scheduled to run from 8:55 a.m. to approximately 2:15 p.m.
on Saturday, April 12, in the Town Council Chambers (110 East Main Street). Continental breakfast
will be available at 8:30 a.m. Commissioners are being asked to arrive 15 minutes prior to their
scheduled start times. Below is the working schedule:
8:55 a.m. Verbal Communications
9:00 a.m. Arts Commission
9:25 a.m. Community Services Commission
9:50 a.m. Library Board
10:15 a.m. Transportation & Parking Commission
10:40 a.m. Parks Commission
11:05 a.m. Historic Preservation Committee
11:30 a.m. Planning Commission
12:00 p.m. Lunch
2:00 p.m. General Council/Commission Issues and Wrap -Up
The accompanying staff report and the completed Questionnaires will serve as the foundation for
discussion; each Questionnaire includes the Commission's major accomplishments over the past
year or two, future projects, ideas for training, and any other issues that it wishes to discuss with
Council. The Chair or other representative from each Commission will first present highlights
from its Retreat Questionnaire, allowing for the balance of the session to be used for discussion.
All commissioners are invited to attend.
Staff has worked to ensure that the Retreat has a consistent structure, in order to facilitate
dialogue and to focus on key issues between the Council and Commissions.
We look forward to a productive Retreat for the Council and Commissions.
Table of Contents
1
2
3
4
6
6
7
6
10
TOWN COUNCIL AGENDA
TOWN COUNCIL REPORT
ARTS COMMISSION
COMMUNITY SERVICES
COMMISSION
LIBRARY BOARD
TRANSPORTATION & PARKING
COMMISSION
PARKS COMMISSION
HISTORIC PRESERVATION
COMMITTEE
PLANNING COMMISSION
&AVERY
HEADY INDEX", INDEXING SYSTEM
l
Sandy Decker, Mayor
Steve Glickman, Vice Mayor
Diane McNutt, Council Member
Joe Pirzynski, Council Member
Mike Wasserman, Council Member
TOWN COUNCIL/
ARTS COMMISSION/ COMMUNITY SERVICES COMMISSION/
LIBRARY BOARD/ TRANSPORTATION & PARKING COMMISSION/PARKS
COMMISSION /HISTORIC PRESERVATION COMMITTEE/
PLANNING COMMISSION/
RETREAT AGENDA
APRIL 12, 2003
8:55 AM
110 East Main Street
Council Chambers (Downstairs)
Los Gatos, California
PARTICIPATION IN THE PUBLIC PROCESS
The Town of Los Gatos strongly encourages your active participation in the public process, which is the
cornerstone of democracy. If you wish to speak to an item on the agenda, please complete a "speaker's card"
located on the back of the chamber benches and return it to the Town Clerk. If you wish to speak to an item
NOT on the agenda, you may do so during the "verbal communications" period. The time allocated to
speakers may change to better facilitate the Town Council meeting.
The purpose of the Town Council meeting is to conduct the business of the community in an effective and
efficient manner. This is done by following meeting guidelines set forth in State law and in the Town Code.
Conduct which is considered disruptive during Town Council meetings include, but is not limited to:
• Addressing the Town Council without first being recognized;
• Interrupting speakers, Town Council, and Town staff;
• Continuing to speak after the allotted time has expired;
• Failing to relinquish the podium when directed to do so; and
• Repetitiously addressing the same subject.
For the benefit of the community, the Town of Los Gatos asks that you follow the Town 's meeting gu idel ines
while attending Town Council meetings and treat everyone with respect and dignity.
Page 1 of 2
TOWN COUNCIL/
ARTS COMMISSION/ COMMUNITY SERVICES COMMISSION/
LIBRARY BOARD/ TRANSPORTATION & PARKING COMMISSION/PARKS
COMMISSION /HISTORIC PRESERVATION COMMITTEE/
PLANNING COMMISSION/
RETREAT AGENDA
APRIL 12, 2003
8:55 AM
VERBAL COMMUNICATIONS (Three -minute time limit.)
Commission/Board Reports
(This udy Session is a retreat format. Subjects for discussion to include the activities,
accomplishments, direction on priorities, and concepts related to individual boards and
commissions.)
- Arts Commission (9:00 am)
- Community Services Commission (9:25 am)
- Library Board (9:50 am)
- Transportation & Parking Commission (10:15 am)
- Parks Commission (10:40 am)
- Historic Preservation Committee (11:05 am)
- Planning Commission (11:30 am)
- Lunch (12:00 pm - Retreat may continue through a working lunch)
- General Council/Commission Issues and Wrap -Up (2:00 pm)
**TIMES ARE APPROXIMATE - FOR PLANNING PURPOSES ONLY**
ADJOURNMENT
IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT, IF YOU NEED SPECIAL ASSISTANCE
TO PARTICIPATE IN THIS MEETING, PLEASE CONTACT PATSY GARCIA AT (408) 354-6832.
NOTIFICATION 48 HOURS BEFORE THE MEETING WILL ENABLE THE TOWN TO MAKE REASONABLE
ARRANGEMENTS TO ENSURE ACCESSIBILITY TO THIS MEETING [28 CFR §35.102-35.1041
Page 2 of 2
DATE:
TO:
FROM:
SUBJECT:
MEETING DATE: 4/12/03
ITEM NO.
COUNCIL RETREAT REPORT
April 2, 2003
MAYOR AND TOWN COUNCIL
DEBRA J. FIGONE, TOWN MANAGER
INFORMATIONAL REPORT - APRIL 12, 2003 COUNCIL/COMMISSION
RETREAT
RECOMMENDATIONS:
1. That Council meet with each Town Commission and Board, and discuss issues of interest
to Commission and Board members and to the Town Council.
2. That Council provide direction to staff regarding attendance requirements for members of
Town Commissions, Committees, and Boards.
3. That Council provide direction to staff regarding the recruitment and appointment process
for student Commissioners.
BACKGROUND:
Each April, Council holds a Council/Commission Retreat, at which it meets with all Town
Commissions and Boards, to open the lines of communication between Council, Commissions, and
staff. All members of the Commissions are invited to attend; generally, the Commission Chair and
Vice -Chair take the lead for the Commission in discussion with Council.
Retreat Format
In preparation for the Retreat, each Commission completes a questionnaire, which includes a list of
major accomplishments, planned future projects, ideas for training, and any other issues that it
wishes to discuss with Council. Council is provided each Commission's questionnaire, as well as
its enabling resolution, a matrix of action items from the previous year's Retreat, and other relevant
documents. During each Commission's allotted time with Council, it will first present highlights
from its questionnaire, and use the balance of the session for open discussion.
PREPARED BY: Regina A. Falkn
N:1CSDITCRPTS\april 03 council commission retreat
mmunity Services Director
Reviewed by: ('3C' Assistant Town Manager OIL, Town Attorney Clerk Finance
Community Development Revised: 4/3/03 3:17 pm
Reformatted: 5/30/01
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: INFORMATIONAL REPORT - APRIL 12, 2003 COUNCIL/COMMISSION
RETREAT
April 2, 2003
This year, Council will meet with the Arts Commission. Community Services Commission. Library
Board. Transportation and Parking Commission. Parks Commission, and Historic Preservation
Committee in the morning; and with the Planning Commission beginning at 1 1:30 a.m.
After its discussion with each Commission, Council will have time to discuss general
Council/Commission topics common to all Commissions. The issues that have been identified are:
attendance, recruitment, training, and youth commissions. A matrix of these issues is included as
Attachment 2.
DISCUSSION:
As identified on their Retreat questionnaires, following is a table of issues of interest to each
Commission. A detailed discussion of these issues follows, in the section titled, "Commission -
Specific Topics."
Commission
Key Areas of Focus
Arts Commission
Report on accomplishments for 2002/03.
Review goals and projects for 2003/04.
Community Services Commission
Report on accomplishments for 2002/03.
Review goals and projects for 2003/04.
Library Board
Report on accomplishments for 2002/03.
Review goals and projects for 2003/04.
Civic Center/Library Master Plan.
Transportation and
Parking Commission
Report on accomplishments for 2002/03.
Review goals and projects for 2003/04.
Downtown Parking Management Plan.
Parks Commission
Report on accomplishments for 2002/03.
Review goals and projects for 2003/04.
Requests to remain informed of skateboard park
development process.
Requests to receive advance notice of activities that
impact parks (e.g., park closures for public events).
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: INFORMATIONAL REPORT - APRIL 12, 2003 COUNCIL/COMMISSION
RETREAT
April 2, 2003
Commission
Key Areas of Focus
Historic Preservation Committee
Report on accomplishments for 2002/03.
Review goals and projects for 2003/04.
Discuss update of the Pre-1941 Design Guidelines.
Discuss maintenance of Town's Certified Local
Government (CLG) status.
Discuss definition of "historic structure."
Planning Commission
Report on accomplishments for 2002/03.
Review goals and projects for 2003/04.
Review Floor Area Ratio (FAR) regulations.
Discuss zoning/variance issues related to non-
conforming lots.
Discuss application of policies (such as FAR and the
Alcohol Policy) during the discretionary review process.
As identified in Attachment 2, following is a table of issues of interest to all Commissions. A
detailed discussion of these issues follows, in the section titled, "General Council/Commission
Issues."
Topic
Areas of Focus
Attendance Requirements
Is there a need to strengthen attendance requirements?
Recruitment Process
Improve process.
Commissioner Training
Develop response to requests for training.
Youth Commission
Topic evolving through Community Workshop process.
Commission -Specific Topics
Arts Commission. The function of the Arts Commission is to encourage the development of art,
drama, music, and other creative activities in Town. Under this charge the Commission has
produced a number of successful projects, including Music in the Plaza, Art in the Council
Chambers, and public art installations. At this Retreat, the Commission would like to update
Council on its recent accomplishments, and present its goals for 2003/04.
Community Services Commission. The duty of the Community Services Commission is to ensure
PAGE 4
MAYOR AND TOWN COUNCIL
SUBJECT: INFORMATIONAL REPORT - APRIL 12, 2003 COUNCIL/COMMISSION
RETREAT
April 2. 2003
that the goals and objectives contained in the Human Services Element of the General Plan are
implemented. The Human Services Element addresses the social, health. cultural, and educational
needs of residents. The Commission administers a number of successful programs, including the
Community Grant program and affordable housing developments. One of its most notable recent
projects was the Human Services Needs Survey. A final report is expected to be available in May.
At this Retreat, the Commission would like to update Council on its recent accomplishments. and
present its goals for 2003/04.
Library Board. The Library Board works with Library staff in an advisory role, with the goal of
providing better Library services. This year, the Board has been actively involved in the process
leading to the Civic Center/Library Master Plan project. At this Retreat, the Board would like to
update Council on its recent accomplishments, present its goals for 2003/04, and discuss its interest
in the Civic Center/Library Master Plan project.
Transportation and Parking Commission. The function of the newly formed Transportation and
Parking Commission is to advise the Council on matters relating to on street and off street activities
and services. These include general transportation issues, bikeways, traffic safety, the Town's
Traffic Calming Policy, safe routes to school, traffic studies, and Town -wide parking including the
Downtown Parking Management Plan. At this Retreat, the Commission would like to update
Council on its recent accomplishments, and present its goals for 2003/04.
Parks Commission. The Parks Commission advises Council on issues related to public parks,
grounds, street trees, and beautification. Last year, the Commission's enabling resolution was
revised to include open space and trails issues. At this Retreat, the Commission would like to update
Council on its recent accomplishments, and present its goals for 2003/04.
Historic Preservation Committee. The function of the Historic Preservation Committee is to act as
an advisory body to the Planning Commission and the Director of Community Development on all
matters pertaining to historic preservation. At this Retreat, the Committee would like to update
Council on its recent accomplishments, present its goals for 2003/04; and discuss the update of the
Pre-1941 Design Guidelines, maintenance of the Town's Certified Local Government (CLG) status,
and the definition of a "historic structure."
Planning Commission. The Planning Commission's responsibilities lie in the areas of planning,
subdivisions, zoning, zoning administration, and other land use regulatory controls. At this Retreat,
the Commission would like to update Council on its recent accomplishments and present its goals
for 2003/04; and discuss the Floor Area Regulations, zoning and variance issues related to non-
conforming lots, and the application of policies during the discretionary review process.
General Council/Commission Issues
Attendance Requirements. The Town's attendance policy for members of all regular Commissions,
Committees, and Boards (hereafter denoted "Commissions"), as governed by Resolution 1988-173,
PAGE 5
MAYOR AND TOWN COUNCIL
SUBJECT: INFORMATIONAL REPORT APRIL 12, 2003 COUNCIL/COMMISSION
RETREAT
April 2, 2003
states "Absence from three consecutive regular meetings without formal consent of the Chair is
deemed to constitute a resignation. Appeals can be made to the Town Council." At its 2002 Retreat.
Council expressed a desire to create a more rigorous attendance policy, with the goal of improving
attendance and participation at Commission meetings. Staff has worked with all Town Commissions
and Boards to produce a revised attendance policy. Attachment 1 to this report describes the process
that was under taken, and requests Council input to staff regarding the direction to change the
attendance requirements.
Commissioner Recruitment. In response to Council's direction to improve the Commissioner
recruitment and appH Itment process, staff has implemented the following two changes:
1. The Planning Commission recruitment process now includes a pre -interview orientation
for each applicant, at which staff gives detailed information about the Commission's scope
and workload.
2. A more detailed application form is now being used for the Planning and Community
Services Commissions, in order to elicit Commission -specific information about each
applicant. Development of a recruitment brochure is planned for the coming year.
To continue the improvements underway, staff requests Council input regarding recruitment and
appointment of student members of the Parks and Community Services Commissions. Currently,
student Commissioners are appointed to the Community Services Commission through the same
process as adult applicants. Student Parks Commissioners are interviewed by a sub -committee of
Parks Commissioners. The sub -committee's recommendation is forwarded to the Parks Commission
and then to the Council for approval. Staff suggests that a standard process for recruiting and
appointing student Commissioners would be beneficial.
Training. At previous Retreats, Commissioners have requested training focused on their roles as
Commissioners. To date, Commission members have received training on topics including effective
meeting design and effective group interaction skills. Questionnaires completed for this year's
Retreat indicate that Commissioners would like to learn more about the issues addressed by their
Commissions, general information about the Town, requirements of the Brown Act, and effective
meeting facilitation. Staff will seek to provide this training within existing resources; one tool will
be the recently updated and improved Commissioner Handbook. The Handbook will be given to
each Commissioner and will be used as a training tool by the respective staff liaisons. Staff will
keep Council updated on Commissioner training efforts.
Youth Commissions. The topic of youth involvement in the Town and greater community is being
explored through meetings scheduled as part of the recent "Community Workshop." Staff will
provide regular informational reports to Council regarding the Community Workshop efforts.
PAGE 6
MAYOR AND TOWN COUNCIL
SUBJECT: INFORMATIONAL REPORT - APRIL 12, 2003 COUNCIL/COMMISSION
RETREAT
April 2, 2003
CONCLUSION:
The annual Council Commission Retreat is a valuable opportunity for Council and Commission
members to engage in meaningful dialog, address issues of interest to all parties, and set goals for
the coming year. The contributions made by members of Town Commissions, Committees, and
Boards are essential to the effectiveness of our municipal government organization.
Attachments:
I. Town Commission Attendance Requirements
2. Cross -Commissions Issues Matrix
Distribution:
Arts Commission members
Community Services Commission members
Library Board members
Historic Preservation Committee members
Planning Commission members
Parks Commission members
Transportation and Parking Commission members
N:1CSDITCRPTS\april 03 council commission retreat.wpd
Attachment
DISCUSSION OF PROPOSED REVISIONS
TO ATTENDANCE POLICY
BACKGROUND:
The Town's attendance policy for members of all regular Commissions, Committees, and Hoards
(hereafter denoted "Commissions"), as governed by Resolution 1988-173, states "Absence from
three consecutive regular meetings without formal consent of the Chair is deemed to constitute a
resignation. Appeals can be made to the Town Council." At its 2002 Retreat, Council expressed
a desire to create a more rigorous attendance policy, with the goal of improving attendance and
participation at Commission meetings.
At its July 1, 2002 meeting, Council discussed the possibility of a new attendance policy which
would rescind the appeal process; instead, any Commission member missing a defined number of
meetings without authorization would lose his or her seat, and the vacant position would be filled
by Council under the normai application process. On the direction of Council, staff drafted such
a policy, and provided it to all Town Commissions for their review and comment.
Based on Commissioner comments, t: _ policy was revised and a new draft was brought back to
the Commissions in November for additional review and comment. A draft attendance policy
was presented to Council in December. The policy retained the existing attendance policy for the
Planning Commission, and provided new parameters for all other Commissions. This proposal
was not approved by Council. Instead, Council asked that staff work with the Planning
Commission to develop a proactive policy, which works to assure maximum attendance.
ISSUE:
The majority of Town Commissions support a policy under which any Commission member
missing 4 regular meetings in a 12-month period loses his or her seat, with no appeal possible.
Working with the Planning Commission Chair, staff brought a similar attendance policy to the
Planning Commission for its review. The Planning Commission did not support this policy, and
proposed instead that the existing policy be maintained for Planning Commission members only.
with the exception that the number of non -excused absences allowed be reduced from 3 to 2.
The Planning Commission Chair has traditionally excused all absences, if the Chair is notified of
the absence in advance of the meeting. As the Planning Commission generally meets 24 times
per year and holds occasional special meetings, in comparison to the 12 meetings per year of
most other Commissions, it was felt that a separate policy was warranted.
The consensus attendance policy, representing the most recent discussions of all Town
Commissions, would include the following changes to the existing policy:
a. Any Commission member missing 4 regular meetings in a 1 2-month period loses his or
her seat, and the vacant position is filled by Council. Any Commissioner losing a seat in
this manner may re -apply for the seat under the standard Commission application process.
b. The appeal process allowed under Resolution 1988-173 is eliminated. Currently, any
Commissioner losing a seat due to absences may appeal to Council, in order to remain on
the Commission. Under the proposed policy, no appeals may be made.
c. No distinction is made between excused and non -excused absences. Absence from the
defined number of meetings results in losing a seat. This provision removes the burden,
under existing policy, for Commission Chairs to determine whether or not an absence is
excused, and which reasons for absences are acceptable. Should this policy be adopted,
Commissioners would be encouraged to continue the practice of calling their
Commission Chair or staff when they will miss a meeting, as a courtesy. The
Commission Chairs would simply be removed from the process of deciding which
absences were excused.
d. The Planning Commission alone retains the existing attendance policy, with the exception
that the number of non -excused absences allowed are reduced from 3 to 2.
Following is a summary of these proposed changes:
Resolution 1988-173 (Existing Policy)
Consensus Policy
3 consecutive non -excused absences
constitutes resignation from Commission.
Absence from 4 regular meetings in a 12-
month period constitutes resignation from
Commission.
Planning Commission: 2 consecutive non -
excused absences constitutes resignation from
Commission.
Appeals may be made to Town Council.
No appeals may be made.
Planning Commission: No change.
Vacancies due to absences will be filled by
Town Council, for unexpired portion of term.
No change.
Commissioner may be removed from office
by Town Council by four -fifths vote, for
reasons unrelated to absences.
No change.
V
CONCLUSION:
The policy questions to answer in this discussion are:
1. How many absences from regular meetings should Commission members be allowed?
2. Should a distinction be made between excused absences and non -excused absences'?
3. Should an appeal to Council be provided for?
Staff requests that Council provide direction to staff on the Town's attendance policy. A final
draft policy would then be brought to Council for its appn al at a regular Council meeting.
An Attendance Policy Worksheet is attached. as an aid to this discussion.
N.\CSD\Town Manager\Commission Retreat\attendance-pc.wpd
Attachment 1
1ppeai AllmVed:'
Total Absences Allowed
Town Commissions
Attachment
2002 Council / Commission Retreat: Issue Matrix
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2003 RETREAT QUESTIONNAIRE
Commission/Committee: I Arts Commission
Arts Commission
Length of Term Term Expires
Gloria Alabaster 3 years 07/01/03
Carla Dougher 3 years 07/01/03
David Breidenthal 3 years 07/01/03
Joanne Johnson - Vice Chair 3 years 07/01/04
Elke Groves 3 years 07/01/05
Thea Hayden 3 years 07/01/04
Teri Hope - Chair 3 years 07/01/05
Mary Ellen Kaschub 3 years 07/01/04
Marcia Tjader 3 years 07/01/05
Meeting Information
Date: 2nd Wednesday of every month
Time: 6:00 pm
Location: 208 E. Main Street, Rm 214
Staff: Regina Falkner, Community Services Director.
Arts Commission
N:1CSD\Town Manager\Commission Retreat103 Retreat\Arts Questionnaire.wpd Page 1
2003 Retreat Questionnaire
Arts Commission
Major accomplishments of the past year.
Music in the Plaza 2002 Summer Concert Series: The MIP Committee held ten concerts,
increasing sponsorship revenues from $28K in 2001, to $30.8K in 2002, and netting an
$1,100.00 profit. The MIP Committee was successful in temporarily relocating the concert series
form the Plaza location to the Civic Center without negatively impacting the event. The
committee also added two more sponsor hospitality tents to further enhance the experience of the
Major Sponsors.
With an overwhelming response in favor of the new location, the Committee requested that
Council approve permanently relocating the concert series to the Civic Center lawn. It was
unanimously approved at the February 3, 2003 Council meeting.
Art in the Council Chambers: The ACC Committee hosted six revolving art exhibits in the
Council Chambers featuring 55 different artists in 2002. The exhibits included works by Los
Gatos High school students, senior citizens, as well as local professional artists. The ACC
Committee was also successful in increasing visibility and attendance at the art receptions.
Public Art Sculpture Installed: The "Portals & Passages" sculpture by Marilyn Kuksht, was
installed on the lawn in front of the Civic Center in June 2002. This 9'x6'3"x3'6" fabricated steel
structure was the first of two additions of public art scheduled from the Civic Center complex. It
is on loan to the Town until June 2004.
Main Street Bridge Mural Project Completed: Commissioners coordinated with the artist,
solicited and were granted funds for a 20'x75' mural depicting Santa Clara landscape, indigenous
plant life, and an Ohlone Indian village were painted on the underside of the Main Street Bridge
along the footpath. A ribbon cutting ceremony and dedication was held in August 2002 upon the
mural completion. More than 60 community volunteers participated in the mural project and
worked alongside local mural -artist Carol Huboi-Werry.
Art Fence Project Completed: The Commission assisted with the planning, call for artists and
installation of original paintings with a "Los Gatos" theme. The art panels were displayed on the
construction fence surrounding the Town Plaza during its renovation. More than 15 artists
participated. The art works were exhibited at the Town Plaza dedication ceremony and digital
photos are displayed on the Town's web site.
Community Grants Process Review: In conjunction with the Community Services
Commission, an ad hoc Arts Commission sub -Committee reviewed the grant evaluation process
and criteria. As a result, the Arts Commission developed a scoring sheet and the Community
Services Commission developed a Grant Program Checklist.
N:1CSD\Town Manager\Commission Retreat103 Retreat\Arts Questionnaire.wpd Page 2
2003 Retreat Questionnaire
Arts Commission
Other: Arts Commissioners held monthly commission and sub -committee meetings. In addition,
commissioners participated and/or acted as liaisons in the following community projects
including: Plaza Working Group, Banner Committee, Community Advisory Committee for the
Civic Center/Library Master Plan, Los Gatos Film Festival 2002, Los Gatos Shakespeare in the
Park 2002, Los Gatos Community Foundation projects, July 4th Community Event, Town Plaza
Dedication Event, Beautification Committee, and Museums of Los Gatos "Touch My HeArt"
Benefit event on February 14th, 2003.
Proposed projects for upcoming year.
Assist with the Los Gatos Community Foundation's, (LGCF) "Art -Cat" sculpture decorating
project. — In conjunction with the LGCF's "Saturday in the Park" event — Aug & Sept. 2003
Install Phil Lange's catfish sculpture - summer of 2003
Assist with the Museums of Los Gatos' proposed "Mural Project".
Assist with the Beautification Committee's anti -graffiti "Traffic Box/Art Project'.
Raise funds and develop art for Gateway Banners for "Music in the Park"
Develop an Awards Program to recognize individuals and/or businesses for contributions to
cultural enhancements in the Town of Los Gatos.
Develop a PR/awareness campaign for the Los Gatos Arts Commission and its projects
Arts Commission Web Site — The Arts Commission would like to establish a Home Page/Web
Site, linked to the Town's web site, to assist with PR, outreach and promotions of the Arts
commission activities, in particular to promote "Music in the Park" and "Art in the Council
Chambers" as well as other Arts related events
Issues specific to Commission.
The Commission works well as a team. It has successfully recruited other volunteers and
welcomes additional assistance.
N:1CSD\Town Manager\Commission Retreat103 Retreat\Arts Questionnaire.wpd Page 3
2003 Retreat Questionnaire
Arts Commission
What training would be beneficial to the Commission?
Thank you for responding to last year's request to provide orientation programs and binders to
new commissioners.
Questions and comments for the Council.
The Arts Commissioners wish to pass along their deep sense of gratitude for the countless hours
of "behind the scenes" work done by the Council, and Town staff, which help make Los Gatos
such a beautiful and sweet place to live. It is an honor and pleasure to serve as commissioners
under the guidance and with the support of the Town Council and its highly professional staff.
N:1CSD1Town Manager\Commission Retreat\03 Retreat\Arts Questionnaire.wpd Page 4
ARTS COMMISSION
RESOLUTION 1996-37
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
REVISING THE ARTS COMMISSION ENABLING RESOLUTION 1988-214
WHEREAS, The Town Council of the Town of Los Gatos wishes to assure conformance of
this enabling resolution with Council approved attendance requirements; and,
THEREFORE, BE IT RESOLVED: by the Town Council of the Town of Los Gatos, County of Santa
Clara, State of California, that the Town of Los Gatos Arts Commission shall be governed as follows.
The Commission shall be advisory to the Town Council and shall operate in the manner herein after
prescribed:
1. Membership - Organization
a. The Commission shall consist of nine (9) voting members, whose terms of office shall be three
(3) years and until their successors are appointed by the Town Council.
The terms of office of the respective members shall be staggered and over lapped in such a
manner that the terms of no more than one-third of the members expire each year.
The Town Council shall fill any vacancies occuring during the term of the Commission. The
Commission shall annually designate a Chairperson and Vice -Chairperson.
b. Five members of the Commission shall constitute a quorum of the Commission for the purpose of
transacting business. Any member shall have the right to present a minority view to Council in reference
to any report or recommendation the Commission may take.
c. The members of the Commission shall serve without compensation, provided that with advance
budgetary approval of the Town Council, the actual and necessary expenses (if any) incurred by the
members in the conduct of Town business shall be reimbursable pursuant to the provisions of Resolution
1987-16
d. The Commission shall establish a regular time and location for its meetings and shall otherwise
call and conduct its meetings in compliance with the provisions of the Ralph M. Brown Act
(Government Code Sections 54950 and following.)
e. Minutes of the actions taken during its meetings shall be kept and filed with the Town Clerk.
f. Meeting attendance requirements will conform with current Town Resolution.
2. Duties and Functions
a. The functions of the Commission shall be to encourage the development of art, drama, music,
and other creative activities in the Town of Los Gatos. Specific activities would include, but are not
limited to:
1. Identify the nature and extent of all existing resources in the arts in the Los Gatos
community.
2. Generate community awareness and support for a full range of activities in the Arts in
the Town.
3. Make recommendations to Town Council and other Town Commission in the field of
art, aesthetics, and beautification.
4. Perform other duties as assigned by the Town Council.
IT IS HEREBY FURTHER RESOLVED that Resolution 1988-214 is hereby rescinded.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos,
California, held on the 1st day of April, 1996 by the following vote.
COUNCIL MEMBERS:
AYES: Joanne Benjamin, Steven Blanton, Linda Lubeck, Patrick O'Laughlin
Mayor Randy Attaway.
NOES: None
ABSTAIN: None
ABSENT: None
SIGNED:
ATTEST:
/s/ Randy Attaway
MAYOR OF THE TOWN OF LOS GATOS
/s/ Marian V. Cosgrove
CLERK OF THE TOWN OF LOS GATOS
ARTS COMMISSION
Action/Issue
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August 7, 2002
2003 RETREAT QUESTIONNAIRE
Commission/Committee: I Community Services Commission
Community Services Commission
Length of Term Term Expires
Tony Blackstock 3 years 01/01/05
Barry Bakken 3 years 01/01/06
Alastair Dallas 3 years 01/01/04
Kirsten Dryden 3 years 01/01/05
Vacant 3 years 01/01/05
Kevin Kelly - Chair 3 years 01/01/04
George Perazzo 3 years 01/01/04
Jocelyn DeGance Graham 3 years 01/01/06
Mary Joanne Zientek - Vice Chair 3 years 01/01/06
Student Members:
Jennifer Werner 1 years 09/30/03
Christopher Wencel 1 years 09/30/03
Meeting Information
Date: 3rd Thursday of every month
Time: 5:30 pm
Location: 208 East Main Street, Room 214
Staff: Regina Falkner, Community Services Director
Community Services Commission
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Page I
2003 Retreat Questionnaire
Community Services Commission
Major accomplishments of the past year.
As part of the 02/03 grant funding cycle, the Commission expanded the type of agencies funded
and did extensive work with A Place For Teens to improve their performance measurements and
administrative functions. In preparation for the 03/04 funding cycle, the Commission worked
with the Arts Commission to review and evaluate the funding process. The result was a
streamlining of the Community Development Block Grant (CDBG) and Community Grant
funding process. In addition, the Commission included an expanded sub -committee meeting
giving the applicant agencies an opportunity to present their proposals, answer Commissioner's
questions, and discuss emerging issues. This roundtable discussion was well received by the
agencies and was valuable to the Commission.
Commission liaisons actively worked with the County HCD Citizen's Advisory Committee and
the Town's Committees/Programs: General Plan, Civic Center Master Plan Citizen's Advisory
Committee, Drug Free Community, and Senior Center. The liaisons regularly communicated
project status to the Commission. The Commission also monitored progress of the Habitat for
Humanity project.
The Commission assisted with collecting information for residents regarding other agency's
services for the Town's website, played a part in the Plaza Park Celebration, the Art Fence
Project and the Los Gatos Creek Trail Mural Project. The Commission advocated for the Needs
Survey.
Proposed projects for upcoming year.
Proposed projects for 2003/2004 include a continued involvement in the youth services,
specifically through involvement in follow-up to the Community Workshop. The Commission
continues to be interested in after school programs for middle school students. The Commission
will follow-up on the Needs Assessment and focus groups.
Issues specific to Commission.
The Commission is considering developing an annual calendar to identify meetings at which
action is to be taken and identify meetings which may be canceled.
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Page 2
2003 retreat Questionnaire
Community Services Commission
What training would be beneficial to the Commission?
Brown Act
Overview of Town Services
Questions and comments for the Council.
The Commission would like feedback from Council about the Commission's efforts and
direction as to what Council would like the Commission to pursue.
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Page 3
COMMUNITY SERVICES COMMISSION
RESOLUTION 1996-36
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS
AMENDING THE COMMUNITY SERVICES COMMISSION
ENABLING RESOLUTION
RESOLVED by the Town Council of the Town of Los Gatos, that the Town Council hereby extends the
Community Services Commission duration. The Commission is advisory to the Town Council and operates in the
mariner hereinafter prescribed.
Membership - Organization
a. The Community Services Commission consists of eleven (11) members: Nine (9) are
voting members over eighteen years of age. Their terms of office are three (3) years and
until their successors are appointed. Two (2) members of the Commission shall, at the
time of their appointment, have completed the ninth grade, shall be students enrolled in
an accredited school, and shall be no more than eighteen (18) years old. These
commissioners may make or second motions but may not vote. Their terms are one year
and begin October 1.
The Commission's membership shall, to the extent possible, reflect the social and
economic diversity of the Los Gatos community. Members representing low and moderate
income groups shall be included.
The members' terms of office are staggered and overlapped so that the terms of no more
than one-third of the members expire each year.
The Town Council shall fill any vacancies occurring during the term of the
Commission. The Community Services Commission shall appoint and prescribe the term of
office for its Chair and Vice -Chair.
b. Five voting members of the Commission shall constitute a quorum for the purpose of transacting
business. Any member shall have the right to present a minority view to the Town Council in
reference to any report or recommendation the Commission makes.
c. Commission members shall serve without compensation, provided that, with advance budgetary
approval of the Town Council, the actual and necessary expenses (if any) incurred by the
members in the conduct of Town business shall be reimbursable pursuant to the provisions of
Resolution 1987-16.
d. The Commission shall establish a regular time and location for its meetings and shall otherwise
call and conduct its meetings in compliance with the provisions of the Ralph M. Brown Act
(Government Code Sections 54950 and following.)
e. Minutes of the actions taken during its meetings shall be kept and filed with the Town Clerk.
f. Meeting attendance requirements will conform with current Town Resolution.
2. Duties and Functions
15
a. The duties and functions of the Commission shall be to ensure that the goals and objectives
contained in the Human Service Element of the General Plan are implemented. Specific
activities include, but are not limited to, the following:
1. Assist the Town in coordinating its community services programs with other agencies
and organizations, public and private.
2. Advise the Town on emerging community needs and the development of new programs.
3. Establish and maintain a human services inventory. The inventory shall be posted in
key public buildings in the Town.
4. Periodically review the Human Services Element and recommend changes needed to
meet new conditions and to respond to the changing community environment.
b. The Commission shall identify the housing and the human service needs of persons of all ages in
the Town and its sphere of influence, examine existing privately and publicly supported
programs in those fields, evaluate such programs, develop plans for the creation of new
programs, and make recommendations to the Town Council.
c. The Commission shall make recommendations to Town Council concerning projects to be
included in funding applications under the Housing and Community Development Act of 1974
and perform the duties necessitated by the Act upon the request of Town Council.
d. In developing recommendations to the Town Council, the Commission should:
1. Elicit the interest and support of various relevant community individuals and groups.
2. Study and examine sources of public and private funding to meet housing and
community service needs.
3. Evaluate the effectiveness of existing programs and make constructive suggestions for
improvement.
4. Examine ways to minimize and/or eliminate overlapping and duplicative services.
e. The Commission may send representatives, when appropriate, to other bodies or commissions.
f. The Commission shall perform other duties as assigned by the Town Council.
BE IT FURTHER RESOLVED that this resolution supersedes any other resolutions regarding the
Community Services Commission including but not limited to 1993-99, 1988-215 and 1986-21. The
Youth Advisory Commission is hereby terminated.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos,
California, held on the 1st day of April, 1996, by the following vote:
COUNCIL MEMBERS:
AYES: Joanne Benjamin, Steven Blanton, Linda Lubeck, Patrick O'Laughlin
Mayor Randy Attaway.
NAYES: None
ABSENT: None
ABSTAIN: None
SIGNED: /s/ Randy Attaway, ATTEST: /s/ Marian V. Cosgrove
MAYOR OF THE TOWN OF LOS GATOS CLERK OF THE TOWN OF
LOS GATOS
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August 7, 2002
U
2003 RETREAT QUESTIONNAIRE
Commission/Committee: I Library Boar,!
Library Board
Length of Term Term Expires
Rita Baum - Vice Chair 3 years 07/01/05
Kathryn Cusick 3 years 07/01/03
Dale Hill 3 years 07/01/04
Mary King 3 years 07/01/05
Karl Pearson - Chair 3 years 07/01/03
Meeting Information
Date: 2"`' Wednesday of February, May, September, November
Time: 3:00 pm
Location: 208 E. Main Street, Rm 214
Staff: Peggy Conaway, Library Director
Library Board
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Page t
2003 Retreat Questionnaire
Library Board
Major accomplishments of the past year.
Many of the Board's accomplishments this year concern involvement with the Civic
Center/Library Master Planning efforts:
•
•
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Board members participated in focus groups and attended Community Forums.
Two Board members are members of the Community Advisory Committee, and
participated in an active manner.
One Board member went on the Benchmarking Tour along with Anderson Brule
Architects and other members of the CAC and Town staff, to visit local libraries
and city halls built within the past five years.
This year the Board recommended "Service Responses" for our Library. A service response is
what a library does for, or offers to, the public in an effort to meet a set of well-defined
community needs. Of 13 possible service responses recommended by the Public Library
Association, the Board chose four primary services for Los Gatos Public Library: Current Topics
and Titles, General Information/Reference, Information Literacy/Lifelong Learning, and Local
History.
Two Board members attended a statewide Trustees Conference in Sacramento, sponsored by the
California State Library.
Proposed projects for upcoming year.
Follow-through and advocate for development of the Civic Center/Library Master Plan
recommendations.
Review and recommend updates as necessary to the Library's Internet Access Policy.
Issues specific to Commission.
The Board will continue working toward the reality of a new library building for Los Gatos.
What training would be beneficial to the Commission?
California Association of Library Trustees and Commissioners' Board Effectiveness Training is
scheduled for April 16, 2003.
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Page 2
2003 Retreat Questionnaire
Library Board
Questions and comments for the Council.
The Library Board desires to see the Civic Center Master Plan completed.
N:\CSD\Town Manager\Commission Retreat103 Retreat'L.ibrary Questionnaire.wpd
Page 3
LIBRARY BOARD
CALIFORNIA EDUCATION CODE
LIBRARIES
Article 2
18910 TRUSTEES
Sec.
18910. Appointment of board of trustees.
18911, Term of office and compensation.
18912. Eligibility of men and women.
18913. Vacancies.
18914. Monthly meetings.
18915. Special meetings.
18916. Quorum.
18917. President.
18918. Record of proceedings.
18919. Rules, regulations, and by-laws.
18920. Administration of trusts; receipt, holdings and disposal of property.
18921. Officers and employees.
18922. Purchase of personal property.
18923. Purchase of real property, and erection of rental and equipment of buildings or rooms.
18910 LIBRARIES
Sec.
18924. State publications.
18925. Borrowing from, lending to, and exchanging with other libraries; nonresident borrowing.
18926. Incidental powers of board.
18927. Annual report to legislative body and to State Librarian.
18910. Appointment of board of trustees
The public library shall be managed by a board of library trustees, consisting of five members, to be
appointed by the mayor, president of the board of trustees, or other executive head of the municipality,
with the consent of the legislative body of the municipality.
18911. Term of office and compensation
The trustees shall hold office for three years. The members of the first board appointed shall so classify
themselves by lot that one of their number shall go out of office at the end of the current fiscal year, two at
the end of one year thereafter, and two at the end of two years thereafter.
The legislative body of the municipality may, by ordinance, provide for the compensation of such trustees;
33
provided that the respective compensation for such trustees shall not exceed fifty dollars ($50) per month.
18912. Eligibility of men and women
Men and women are equally eligible to appointment as trustees.
August 7, 2002
Action/Issue
2003 RETREAT QUESTIONNAIRE
Commission/Committee: I Transportation & Parking Commission
Transportation & Parking Commission Length of Term Term Expires
Marc Jensen, Chair 4 years 01/01/07
Kurt Lemons, Vice -Chair 4 years 01/01/05
Ed Stahl 4 years 01/01/05
Dick Anderson 4 years 01/01/07
Shirley Henderson 4 years 01/01/06
Gladwyn d'Souza 4 years 01/01/04
Edgar LaVeque 4 years 01/01/04
Meeting Information
Date: 2❑d Thursday of every month
Time: 7:30 am
Location: Council Chambers
Staff: John Curtis, Director of Parks and Public Works and Kevin Rohani, Town
Engineer
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Transportation & Parking Commission
Page I
2003 Retreat Questionnaire
Transportation & Parking Commission
Major accomplishments of the past year.
1. Did away with parking fines on Sunday.
2. Positive coalescence between commission and town management which made for positive
communication and dialog which aided the Town in implementing and planning for short and
long term parking solutions.
3. Development and implementation of the new Downtown Parking Management Plan is a great
accomplishment that will help attain improved management of the parking difficulties that
Los Gatos has been faced with for the past several decades.
4. We help to point out that the desires of the individual impact the needs of the whole.
5. The new zone parking concept will provide relief in areas where parking is critical.
6. The Bus Depot and Verizon lot expansions will provide all day parking in an area that dearly
needs more parking for employees.
7. This year we are creating hundreds of parking spaces with new enforcement techniques and
are maximizing the use of our existing facilities without spending millions of dollars.
8. The holiday season parking program was another success at a very difficult time for our
downtown businesses.
9. The retreat held to initiate the new Commission in November of last year was very helpful.
We now have the transportation element of the General Plan in our hands. There is a lot of
information in the General Plan to digest. As we function as a Commission, we will become
more familiar with the individual elements and develop a history of our own.
Proposed projects for upcoming year.
1. Evaluate parking color zones.
2. Continue to develop employee parking permits.
3. Continue Santa Cruz Avenue Streetscape Project.
4. Evaluate bike rack locations.
5. Complete Verizon/Bus Depot Lot.
6. Successfully apply to the Safe Routes to School Program for grants to improve passage to
local schools.
7. Receive information and discus areas identified for Traffic Calming.
8. Deal with VTA on use of large busses in down town.
Issues specific to Commission.
l . Transportation — Provide street infrastructure and circulation needed to enable citizens
and visitors to safely navigate the Town transportation system.
2. Parking — Provide parking accommodation for a growing number of visitors coming to
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2003 Retreat Questionnaire
Transportation & Parking Commission
Los Gatos to shop, dine, play and enjoy the ambience found here.
3. Bikeways and Pedestrians — Provide safe, functional and pleasing passageways for
bicyclists and pedestrians in the downtown area and the arterial routes throughout the
Town.
What training would be beneficial to the Commission?
1. VTA rules and regulations; bus routes and hours.
2. Study Sessions on traffic calming.
3. Site visits to areas of concern.
4. More delineated maps of the greater downtown area which identifies signals, stop signs,
crosswalks - (both school and general pedestrian).
5. The rationale for placing crosswalks and/or stop signs.
6. Inform commissioners of past ordinances affecting items for discussion.
Questions and comments for the Council.
1. We serve at the pleasure of the Council. Though we may develop our own agenda items
from time to time, we expect that the Council will send items to the Commission that
need further discussion/clarification.
2. The Commission supports the Downtown Parking and Management Plan. The elements
of the plan that need support are the logic of the zones, the parking permits, and the
acceptance of the more inconvenient parking locations (Miles, Park and Ride, and Bus
Depot). A slow and caring approach for the Downtown Parking Management Plan would
likely ensure its successful implementation.
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TRANSPORTATION AND PARKING COMMISSION
RESOLUTION 2002 -102
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS
DETERMINING THE NEED FOR A PARKING AUTHORITY;
DECLARING THE TOWN COUNCIL TO BE THE PARKING AUTHORITY;
ESTABLISHING THE TRANSPORTATION AND PARKING COMMISSION;
AND RESCINDING RESOLUTIONS NO. 1988-218 AND 1991-205
WHEREAS, transportation issues throughout the Town need to be carefully evaluated to
ensure that the quality of life in the Town is positively impacted by proper transportation
management;
WHEREAS, traffic congestion and speeding, particularly in the residential
neighborhoods, is also an ongoing problem within the Town of Los Gatos; and
WHEREAS, pursuant to Section 3650 of the Streets and Highways Code of the State
of California there has been created and now exists a public body corporate and politic known as
the Parking Authority of the Town of Los Gatos in accordance with the provisions of the Parking
Law of 1949; and
WHEREAS, the Parking Law of 1949 provides that the Parking Authority shall not
transact any business or exercise any powers unless and until the Council by resolution declares
that there is need for the Authority to function in the Town of Los Gatos; and
NOW THEREFORE BE IT RESOLVED BY THE TOWN COUNCIL OF THE
TOWN OF LOS GATOS:
1. There is a need for a Parking Authority to function in the Town of Los Gatos and this
Council hereby so declares and determines.
a. The Council hereby declares itself to be the Parking Authority, and all of the
rights, powers, duties, privileges, and immunities vested by the Parking Law of
1949 in the members of the Parking Authority shall be vested in the Council of the
Town of Los Gatos as the Parking Authority of the Town of Los Gatos.
b. The purpose of the Parking Authority is to establish and manage parking
improvements in the Central Business District.
c. The Mayor of the Town of Los Gatos shall act as the chairperson and presiding
officer of the Parking Authority of the Town of Los Gatos; and the Town Clerk
and Town Treasurer, respectively, of the Town of Los Gatos shall act as Clerk
and Treasurer of the Parking Authority of the Town of Los Gatos.
2. There is a need for a Transportation and Parking Commission to function in the Town of
Los Gatos to review and recommend actions relating to traffic calming, bikeways, parking,
and related local traffic issues.
a. There is hereby established a Transportation and Parking Commission which shall
generally be responsible for advising the Town Council regarding local transportation
and parking strategies and for advising the Parking Authority on matters pertaining
to parking in the Central Business District.
b. Membership / Organization
i. The Transportation and Parking Commission shall consist of seven (7)
members. At least one (1) member must be a resident of the Downtown area.
ii. Members first appointed to the Commission shall so classify themselves by lot
that the terms of the first members shall end as follows: the term of two (2)
members shall expire on January 1, 2003; the term of two (2) members shall
expire on January 1, 2004; the term of two (2) members shall expire on
Jane iary 1, 2005, and the term of one (1) member shall expire January 1, 2006.
Succeeding members shall serve a term of four (4) years and until their
successors are appointed and qualified, except any appointments to fill an
unexpired term shall be for such unexpired period.
iii. At its first meeting, or as soon as possible thereafter, the Commission shall
elect officers and adopt bylaws for the conduct of business. The Commission
shall appoint and prescribe the term of office for its Chair and Vice -Chair.
iv. Five voting members of the Commission shall constitute a quorum for the
purpose of transacting business.
v. Commission members shall serve without compensation, provided that, with
advance budgetary approval of the Town Council, the actual and necessary
expenses (if any) incurred by the members in the conduct of Town business
shall be reimbursable pursuant to the current Council policy.
vi. The Commission shall hold a regular meeting at least once each month. The
Commission shall establish a regular time and location for its meetings and
shall otherwise call and conduct its meetings in compliance with the provisions
of the Ralph M. Brown Act (Government Code Sections 54950 and
following).
vii. Minutes of the actions taken during its meetings shall be kept and filed with
the Town Clerk.
viii. Meeting attendance requirements will conform with current Town Resolution.
c. The duties of the Commission shall include the following:
i. Provide advice and reviews and recommendations to the Town Council on
all matters related to transportation and parking within the Town,
excluding matters related to parking management within the Central
Business District, which advice reviews and recommendations shall be
forwarded to the Parking Authority
ii. Review, monitor, and make long-range recommendations concerning the
construction, operation, and maintenance of publicly owned off-street
parking lots and structures and on -street parking spaces within the Central
Business District.
iii. Review, monitor, and make recommendations regarding parking meter rates
and limits; parking meter replacement; directional sign placement, and parking
lot traffic patterns.
iv. Advise on fees and assessments for the parking improvement program.
v. Make recommendations regarding the allocation of funds derived from
revenues collected on behalf of the Parking Authority. The recommendations
shall be based on allowed uses of such proceeds consistent with state and local
law.
vi. Review and approve staff proposals to provide traffic calming measures in
accordance with the approved Traffic Calming Policy. Such proposals, if
implemented, would be temporary. Permanent installations of traffic calming
measures would be made with a consensus of the affected neighborhood and
the approval of the Town Council.
vii. Advise the Town Council on policy matters relating to local transportation
issues, as requested by the Town Council.
viii. Advise the Town Council on policy matters relating to bikeways and bicycle
system planning, with such recommended policies and systems to be approved
by the Town Council.
ix. Perform other duties as may from time to time to be prescribed by the Parking
Authority or the Town Council.
3. This Resolution shall take effect immediately upon its adoption.
u
BE IT FURTHER RESOLVED that Resolution No. 1988-218 and Resolution No. 1991-205 are
hereby rescinded.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los
Gatos, California, held on the 1st day of July, 2002, by the following vote:
COUNCIL MEMBERS:
AYES: Steven Blanton, Sandy Decker, Steve Glickman, Joe Pirzynsski,
Mayor Randy Attaway
NAYS: None
ABSENT: None
ABSTAIN: None
/5/ Randy Attaway
SIGNED: MAYOR OF THE TOWN OF LOS GATOS!
LOS GATOS, CALIFORNIA
ATTEST:
/s/ Marian V. Cosgrove
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
August 7, 2002
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ISS1ON CONTINUED
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2003 RETREAT QUESTIONNAIRE
Commission/Committee: I Parks Commission
Parks Commission
Length of Term Term Expires
Debbie Gary 4 years 04/01/04
Sandy Gordon - Vice -Chair 4 years 04/01/06
Steven Graham 4 years 04/01/07
Richard Konrad 4 years 04/01/07
April Maiten 4 years 04/01/04
Sherrie Richter 4 years 04/01/05
Gary Schloh - Chair 4 years 04/01/05
Student Members:
Andrew Lee 1 year 09/30/03
Andrew Richter 1 year 09/30/03
Meeting Information
Date: 1" Tuesday each Month
Time: 7:30 pm
Location: Council Chambers
Staff: John Curtis, Director of Parks and Public Works
Tim Boyer, Parks Superintendent
Parks Commission
Page 1
2003 Retreat Questionnaire
Parks Commission
Major accomplishments of the past year.
1. Worked with the Los Gatos Community Foundation on placement/construction of the
bandstand and cupola in Oak Meadow Park.
2. Updated and improved the water play area at Oak Meadow Park.
3. Worked with the Shakespeare Theater Group on setting the stage in Oak Meadow Park.
4. Approved and recommended to Council Shakespeare in the Park program at Oak
Meadow.
5. Worked with the local neighborhood to improve Fairview Plaza. Improvements are in
progress and landscape design completed.
6. Worked with Cal Trans to clean up the Highway 9/17 interchange.
7. Reviewed and reduced the energy requirements at the Blossom Hill Park tennis courts.
8. Received approval for a feasibility study to extend the Los Gatos Creek Trail around
Vasona Lake and pursued implementation of the Loop.
9. Investigated improving the Pageant Grounds for increased usage. Sent a letter to the
CAC on recommendations for incorporating the Pageant Grounds into the new Civic
Center Master Plan.
10. Continued work on finding a suitable site for the proposed Skateboard Park.
11. Participated in the planning/finalization and completion of the Town Plaza renovation
and its initial celebration.
12. Improved communication between Council, Staff and Parks Commission.
Commissioners are back in the loop; Staff and Chair are reviewing the Parks Commission
Agenda/Minutes prior to the meeting.
13. Worked with Staff on "Parks Needs Assessments." Toured Los Gatos parks with staff and
generated an action item list of maintenance and required safety actions.
14. Generated an interim policy for problem Liquid Amber Town trees.
15. Melded the Trails charter into the Parks Commission and added the two members on the
Trails & Bikeways Committee who applied to the Parks Commission.
Proposed projects for upcoming year.
1. Complete the renovation of Fairview Plaza.
2. Remodel the new picnic area where the cupola is now located. Remove the wall and
construct a new barbeque area on what is presently the stage at Oak Meadow Park;
construct a lattice over that same area for shade.
3. Complete the Oak Meadow Park bandstand._
4. Complete and prioritize a needs assessment of the park system. Continue tours of all
parks with staff to generate action item list of maintenance and required safety actions.
5. Visit trails and identify priorities in improving existing trails and developing new trails.
Ensure trails have good signage and maps are available.
Page 2
2003 Retreat Questionnaire
Parks Commission
6. Continue to participate in the skate park development; complete the "land swap" with
Santa Clara County for the proposed Skateboard Park.
7. Complete Feasibility Study to extend the Los Gatos Creek Trail around Vasona Lake.
8. Continue to interact with other commissions and committees to ensure good
communication.
9. Publish/Post a tree ordinance and continue to be involved with the Tree Ordinance.
Issues specific to Commission.
1. Revise Resolution 2002-103.3.c (term of office) changing the Student Commissioners'
terms of office so that it commences April 1 and ends March 30 of the following year
instead of commencing October 1 and ending September 30 to improve youth
commissioner appointments.
2. The Commission would like updates on Parks operations budget.
What training would be beneficial to the Commission?
1. Continuation of the 2002 training on communications and how to work with staff.
2. Training on how to run a Commission meeting.
Questions and comments for the Council.
1. The Commission would like to make certain that it is in the loop for use of parks for
public events.
2. The Commission requests an update on land swap status with the County for a location
for the Skateboard Park: The Commission also requests that it be kept informed of the
process.
3. The Commission would welcome any further direction from members of the Council.
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Page 3
PARKS COMMISSION
LOS GATOS TOWN CODE
CHAPTER 19. ARTICLE II.
Sec. 19.20.010. Created.
There is created a Parks Commission for the Town.
Sec. 19.20.015. Appointment, terms of office, compensation of members.
(a) The Parks Commission shall consist of nine (9) members, eight (8) of whom shall reside within the
Town, one (1) of whom may reside within Monte Sereno or Los Gatos, and all of whom shall be appointed by the
Town Council. The members shall serve without compensation, but all necessary expenses incurred by them while
acting in their official capacities shall be paid by appropriate action of the Town Council. (Ord. 2039)
(b) Two (2) members of the Commission shall, at the time of their appointment, have completed the ninth
grade, shall be students enrolled in an accredited school and shall be no more than eighteen (18) years old.
(c) The Commission shall, by resolution, adopt a procedure regulating the recruitment of applicants for
the positions and the method by which it will choose those candidates recommended for appointment. The terms
of office of the student members shall be one (1) year, commencing October first and ending September thirtieth.
(d) The terms of office of all other members of the Commission shall be four (4) years and until their
successors are appointed and qualify.
Sec. 19.20.020. Removal of members; absence of members.
(a) The Town Council may remove any member of the Parks Commission from office prior to the
expiration of the member's term by the affirmative vote of not less than three -fifths of all the members of the Town
Council. Vacancies shall be filled by appointment by a majority vote of the Town Council, and shall be for the
unexpired portion of the term of office vacated.
(b) Absence from three (3) consecutive regular meetings without the formal consent of the Parks
Commission shall be deemed to constitute the retirement of such member, and the position shall thereupon be
declared vacant.
Sec. 19.20.025. Meetings; quorum; officers; staff.
(a) The Parks Commission shall hold regular meetings at least once a month, and, at the discretion of the
Commission, such other meetings as may be necessary or expedient. A majority of the Parks Commission shall
39
constitute a quorum for the purpose of transacting the business of the Commission. The Parks Commission shall
elect a Chair and a Vice -Chair, both of whom shall serve at the pleasure of the Commission. Terms of office shall
be for one (1) year and shall begin on May first and continue through April thirtieth of the following year.
(b) Staff services as required shall be provided to the Parks Commission by the Director, who shall also
serve as Secretary of the Commission without vote.
Se. 19.20.030. Records to be kept.
The Secretary of the Parks Commission shall keep a record of all proceedings, resolutions, findings,
determinations, and transactions of the Commission, which records shall be a public record, and a copy of which
shall be filed with the Town Clerk.
Sec. 19.20.035. Powers and duties.
The duties of the Parks Commission shall be to:
(1) Act in an advisory capacity to the Town Council in all matters pertaining to public parks, grounds, street
trees, and Town beautification, and to cooperate with other governmental agencies and civic groups in the
advancement of sound planning and programming for parks and street trees.
(2) Formulate policies and procedures on park, street tree, and beautification programs for approval by the
Town Council.
(3) Recommend the adoption of standards on organization, personnel, areas, facilities, program and financial
support.
(4) Make periodic inventories of parks, street tree, and beautification services that exist or may be needed, and
interpret the needs of the public to the Town Council.
(5) Aid in coordinating the park, street tree, and beautification services with the program of other
governmental agencies and voluntary organizations.
(6) Interpret the policies and functions of the Town park, street tree, and beautification programs to the
general public.
(7) Advise the Director in the preparation of the annual budget for the parks, street tree, and beautification
programs, and a long-range capital improvement program for these services.
(8) Hold hearings on matters pertaining to park sites, their acquisition and development, capital expenditures,
and municipal activities in relation to parks.
See. 19.20.040. Article not to affect powers of Town Council.
Nothing in this article shall be construed as restricting or curtailing any of the powers of the Town
Council, or as a delegation to the Parks Commission of any of the authority or discretionary powers vested and
40
u
imposed by law in such Council. The Town Council declares that the public interest, convenience, welfare and
necessity require the appointment of a Parks Commission to act in a purely advisory capacity to such Council for
the purposes enumerated in this article.
41
RESOLUTION 2002 .103
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS
ESTABLISHING THE PARKS COMMISSION
WHEREAS, Section 19.20.010 of the Los Gatos Town Code states that the
Town Council shall establish a Parks Commission; and
WHEREAS, the Town Council wishes to establish a Parks Commission, with
advisory oversight for issues related to public parks, off-street trails, open space, grounds,
street trees, and Town beautification.
NOW, THEREFORE, THE TOWN COUNCIL OF THE TOWN OF LOS
GATOS DOES HEREBY RESOLVE AS FOLLOWS:
1. There is hereby created a Parks Commission for the Town.
2. The Commission shall be advisory to the Town Council and shall operate in the
manner hereinafter prescribed.
3. Membership/Organization
a. The Parks Commission shall consist of nine (9) members, eight (8) of whom
shall reside within the Town, one (1) of whom may reside within Monte
Sereno, Los Gatos, or the unincorporated areas of Los Gatos. All
commissioners shall be appointed by the Town Council.
b. Two (2) youth members of the Commission shall, at the time of their
appointment, have completed the ninth grade, shall be students enrolled in an
accredited school and shall be no more than eighteen (18) years old.
c. The Commission shall develop a procedure regarding recruitment of youth
members for Council approval. The terms of office of the student members
shall be one (1) year, commencing October first and ending September
thirtieth.
d. The terms of office of all other members of the Commission shall be four
(4)years and until their successors are appointed and qualify. The members'
terms of office are staggered and overlapped so that the terms of no more
than one-third of the members expire each year.
e. Commission members shall serve without compensation, provided that, with
advance budgetary approval of the Town Council, the actual and necessary
expenses (if any) incurred by the members in the conduct of Town business
shall be reimbursable pursuant to the current Council policy.
f. The Commission shall establish a regular time and location for its meetings
and shall otherwise call and conduct its meetings in compliance with the
provisions of the Ralph M. Brown Act (Government Code Sections 54950 and
following.)
g. The Parks Commission shall hold regular meetings at least once a month,
and, at the discretion of the Commission, such other meetings as may be
necessary or expedient. A majority of the Parks Commission shall constitute a
quorum for the purpose of transacting the business of the Commission. The
Parks Commission shall elect a Chair and a Vice -Chair, both of whom shall
serve at the pleasure of the Commission. Terms of office shall be for one (1)
year and shall begin on the first meeting in March and end the following
March.
h. Staff services as required shall be provided to the Parks Commission by the
Director of Parks and Public Works, who shall also serve as Secretary of the
Commission without vote.
i. Meeting attendance requirements will conform with current Town
Resolution.
j. The Secretary of the Parks Commission shall keep a record of all
proceedings, resolutions, findings, determinations, and transactions of the
Commission, which records shall be a public record, and a copy of which
shall be filed with the Town Clerk.
4. Powers and duties. The duties of the Parks Commission shall be to:
a. Act in an advisory capacity to the Town Council in matters pertaining to
public parks, off-street trails, open space, grounds, street trees, and Town
beautification, and to cooperate with other governmental agencies and civic
groups in the advancement of sound planning and programming for parks
and street trees.
b. Review policies and procedures on park, trail, open space, street tree, and
beautification programs for approval by the Town Council.
c. Review periodic inventories of parks, street tree, trails, open space, and
beautification services that exist or may be needed, and interpret the needs of
the public, within these areas, to the Town Council.
d. Aid in coordinating the park, open space, trail, street tree, and beautification
services with the programs of other governmental agencies and voluntary
organizations.
e. Understand the policies and functions of the Town park, street tree, open
space, trails, and beautification programs.
f. Advise the Director of Parks and Public Works in the preparation of the
annual budget for the parks, street tree, trails, open space, and beautification
programs, and a long-range capital improvement program for these services.
g. Hold hearings on matters pertaining to park, open space, and trails sites,
their acquisition and development, capital expenditures, and municipal
activities in relation to parks.
5. Not to affect powers of Town Council. Nothing in this resolution shall be construed
as restricting or curtailing any of the powers of the Town Council, or as a delegation
to the Parks Commission of any of the authority or discretionary powers vested and
imposed by law in such Council. The Town Council declares that the public interest,
convenience, welfare and necessity require the appointment of a Parks Commission
to act in a purely advisory capacity to such Council for the purposes enumerated in
this resolution.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos, California, held on the ist day of July, 2002 by the following vote:
COUNCIL MEMBERS:
AYES: Steven Blanton, Sandy Decker, Steve Glickman, Joe Pirzynski, Mayor
Randy Attaway
NAYS: None
ABSENT: None
ABSTAIN None
ATTEST: /s/ Marian V. Cosgrove SIGNED: /s/ Randy Attaway
CLERK OF THE TOWN OF LOS GATOS MAYOR OF THE TOWN OF LOS
GATOS
LOS GATOS, CALIFORNIA LOS GATOS, CALIFORNIA
PARKS COMMISSION
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August 7, 2002
a,•
2003 RETREAT QUESTIONNAIRE
Commission/Committee: I Historic Preservation Committee
Community Services Commission Length of Term Term Expires
Susan Burnett -Vice Chair 4 years 08/01/04
Kelly Blough 4 years 08/01/06
Leonard Pacheco - Chair 4 years 08/01/03
Jeanne Drexel - Planning Commission 4 years 01/31/05
Lee Quintana - Planning Commission 4years 01/31/07
Meeting Information
Date: 1st Wednesday of every month
Time: 5:30 pm
Location: 110 East Main Street, Council Chambers
Staff: Sandy Baily, Associate Planner
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Page I
2003 Retreat Questionnaire
Historic Preservation Committee
Major accomplishments of the past year.
Analyzed various sites and worked with the general public to determine location for historic fire
bell.
Proposed projects for upcoming year.
Develop brochures on the Town's historic preservation process.
Update the Pre-1941 Design Guidelines.
Continue to participate in the relocation of the historic fire bell.
Issues specific to Commission.
Items one and two below were highlights of discussion at last year's Retreat. Items three and
four were discussed with Council at the 2002 Retreat. At the time, Council did not recommend
that these items be pursued.
1. Who Should Update the Pre-1941 Design Guidelines
At the last retreat, Council directed that the guidelines be updated due to the following problems:
• The guidelines are generic and less restrictive than the development guidelines adopted
by the Town for Historic Districts.
• The guidelines do not fully assist staff or the public and on several occasions, staff has
had to forward building permits to the Historic Preservation Committee to determine if
the work proposed meets these guidelines. This results in extra time and expense for the
applicant and staff, as well as the Historic Preservation Committee.
• The guidelines need to be more detailed concerning architectural elements. Continual
problems staff and the Committee have with the current guidelines is that there are no
standards for bay windows and better direction is needed for staff to evaluate proposed
modifications to porches and windows.
2. Should the Town Maintain the Certified Local Government (CLG) Status
The Committee encourages that the CLG status be maintained. The benefits of this status
include the following:
• Eligible for grants. A grant of $5,000 was received.
• State is more cooperative in helping a CLG when there are historic preservation
questions.
• State could provide assistance in helping a CLG to protect an historic structure when
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Page 2
2003 Retreat Questionnaire
Historic Preservation Committee
threatened.
• CLG's are allowed to comment on nominations to the National Register of Historic
Places (i.e.: Los Gatos High School).
Individual Committee members started to revise the guidelines. However, staff is
recommending that the guidelines be revised by an outside consultant. The Committee has
recommended that the Town apply for a CLG grant to help cover costs associated with the
revision. Staff has expressed a concern about applying for this grant since it may raise a question
by the State as to why we are not using the State's date requirement for historic structures, which
is discussed below, and may jeopardize our CLG status. Funding could be set aside in the fiscal
year 03-04 budget to ensure completion of the guidelines if a CLG grant is not secured.
3. Should the Definition be Revised for the Age of an Historic Structure to be Consistent
with State Requirements or at Least Change the Date to Prior to 1951
Pursuant to Town Code, the definition of an historic structure is a primary structure built prior to
1941 (or which has an LHP overlay zone). The Committee believes that the definition of an
historic structure should be amended to meet State requirements which is 50 years or older.
Following are their reasons for this request:
• Implementing Strategy CD.I.3.6 of the General Plan states that the Town shall
periodically review historic landmark preservation legislation and update the Town Code
as necessary.
• The Town's Certified Local Government status could be in jeopardy since our definition
is less restrictive than the State's. Staff Note: We have not had any indication from the
State, that our CLG status is in jeopardy.
• Some buildings which are considered historic by State standards (but not the Town's)
may be approved for a demolition or major remodel through the CEQA process without
considering the impact to an historic structure.
What training would be beneficial to the Commission?
California Preservation Foundation Conference
Workshops offered by the State Office of Historic Preservation
Questions and comments for the Council.
See discussion items under issues specific to Committee.
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Page 3
HISTORIC PRESERVATION
COMMITTEE
RESOLUTION 1994-16
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS
TO AMEND THE TERMS OF OFFICE AND DUTIES OF THE
HISTORIC PRESERVATION COMMITTEE
AS AN ADVISORY BODY TO THE PLANNING COMMISSION
RESOLVED by the Town Council of the Town of Los Gatos, that the Town Council hereby formally establishes the
Historic Preservation Committee. The Committee shall be advisory to the Planning Commission and shall operate in
the manner hereinafter prescribed.
1. Appointment and terms of office.
The Historic Preservation Committee shall consist of five (5) members, three (3) public members and two (2) Planning
Commissioners. The public members shall be appointed by the Town Council and the Planning Commission
members shall be appointed by the Planning Commission Chair and affirmed by the Town Council. The Town
Council and the Planning Commission chair shall appoint professional and lay members with demonstrated interest,
competence, or knowledge in historic preservation. The Town Council and Planning Commission chair shall seek
professional committee members from among the disciplines of architecture, history, architectural history, planning,
archeology, or other historic preservation related disciplines such as urban planning, American studies, American
civilization, cultural geography, or cultural anthropology to the extent that such professionals are available in the
community. Except as necessary to appoint qualified historic preservation professionals in the community, the
Committee members should be residents of the Town, and at least one member should be a resident of a designated
historic district.
The terms of office of the 3 public members of the Committee shall be four (4) years and until their successors are
appointed and qualify. Lots shall be drawn to determine which of the first members shall fill which initial terms.
Terms begin on February 1st.
2. Removal of Public members; absence of members.
The removal of public members and the absence of members shall be governed in accordance with the rules
established in the latest Town Council resolution concerning duties of members of Boards and Commissions of the
Town of Los Gatos. Vacancies shall be filled by appointment by a majority vote of the Town Council, and shall be for
the unexpired term of the office vacated.
3. Meetings; quorums; officers.
The Historic Preservation Committee shall hold regular meetings at least once a month, and such other meetings as it
deems necessary or expedient. Special meetings shall be held by the Committee to avoid any delay of an application
being considered by the Planning Commission. A majority of the Historic Preservation Committee shall constitute a
quorum for the purpose of transacting the business of the Committee. The Committee shall elect a chair and vice -
chair, both of whom shall serve at the pleasure of the Committee. Terms of office shall be for one year and shall begin
on February 1 and continue through January 31 of the following year.
4. Powers and Duties.
The duties of the Historic Preservation Committee shall be to report to, consult with, and provide assistance to the
Planning Commission as provided in Chapter 29, Article VIII, Division 3 of the Town Code. The Committee must
28
report to the Planning Commission prior to any Commission meeting scheduled to discuss an application for a historic
structure which requires Planning Commission approval, or a proposal to designate a landmark or a historic district.
5. Resolution not to affect powers of Town Council or Planning Commission.
Nothing in this resolution shall be construed as restricting or curtailing any of the powers of the Town Council or
Planning Commission, or as a delegation to the Preservation Committee of any of the authority or discretionary
powers vested and imposed by law in such bodies.
FURTHER RESOLVED, that this Resolution rescinds Resolution 1990-150.
PASSED AND ADOPTED at a regular meeting of the Town Council held on 7th day of February, 1994, by the
following vote:
COUNCIL MEMBERS:
AYES Joanne Benjamin, Steven Blanton, Linda Lubeck,
Patrick O'Laughlin, and Mayor Randy Attaway
NAYS: None
ABSENT: None
ABSTAIN: None
SIGNED: /s/ Randy Attaway
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST: /s/ Marian V. Cosgrove
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
29
Augusi 7, 2002
Action/Issue
2003 RETREAT QUESTIONNAIRE
Commission/Committee: I Planning Commission
Planning Commission
Mike Burke
Jeanne Drexel, Vice Chair
Paul Dubois, Chair
Philip Micciche
Joanne Talesfore
Morris Trevithick
Lee Quintana
Length of Term Term Expires
4 years
4 years
4 years
4 years
4 years
4 years
4 years
Meeting Information
Date: 2" and 4'h Wednesdays of every month
01/31/06
01/31/05
01/31/04
01/31/07
01/31/04
01/31/06
01 /31 /07
Time: 7:00 pm
Location: 1 10 E. Main Street, Council Chambers
Staff: Bud Lortz. Director of Community Development
Planning Commission
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Page 1
2003 Retreat Questionnaire
Planning Commission
Major accomplishments of the past year.
• Prepared draft Hillside Development Standards
• Prepared draft Telecommunications Ordinance
• Prepared draft Tree Ordinance
• Approved 14561 Winchester Boulevard - site of 21 homes
• Held Study Sessions for 615 Blossom Hill Road (site of 21 homes) and Sohrato
Developr,!ent R & D on Winchester Blvd. Project approved by Planning Commission.
• Held Study Session for reclamation of reuse of the San Jose Water Company facility at
the corner of Prospect Avenue and Reservoir Road
Revised Attic and Cellar policy
• Review and training on Planning Commission policies and procedures
• Prepared Town Code amendment to update Conditional Use Permit table
• Amended Town Code to regulate sport court fencing
Proposed projects for upcoming year.
Continue planning for the projects in the North Forty.
Demolition Policy
Second Units
Zoning Regulations Update
Issues specific to Commission.
• Review Floor Area Ratio (FAR) regulations - should it be an absolute?
• ZoningNariance issues related to non -conforming lots in older transition neighborhoods
as well as variances in general.
• How to apply policies(such as FAR, Alcohol Policy, etc.) within the discretionary review
process when acting on Architecture and Site and CUP applications.
Other issues as time allows or for consideration at future meetings:
Establish Planning Commission (only) Retreat and establish additional Planning
Commission/Council Retreat
Review of approved conditions prior to their finalization/before letter sent to applicant.
• Establish goals, objectives and standard format for applicant/Planning Commission Study
Sessions.
• Establish ongoing mechanism for Commission discussion of procedural issues and policy
issues (interpretation or recommendation of new policy or changes to existing policy), as
well as requesting clarification from Council on policy interpretation.
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2003 Retreat Questionnaire
Planning Commission
What training would be beneficial to the Commission?
CEQA training by CEQA consultant for Town Council, Planning Commission and staff.
• Continued discussion and clarification of the Planned Development zoning process.
• Initiate in-house training sessions.
• Additional training topics - role of DRC, workshop with outside noise consultant, role of
HPC in relationship to PC and review by Town architect.
• Inform Commissioners of staff requirements before accepting an application, i.e., project
evolution.
Questions and comments for the Council.
•
•
Should the Town identify predominately single story neighborhoods worthy of
preservation? If so, should the Town develop development review criteria for these
neighborhoods?
How can the efficiency/effectiveness of Historic Preservation Committee (HPC) review
be improved? Can review by the HPC be better integrated into the overall application .
process, including by the Planning Commission?
Is the architectural peer review process achieving its intended goals or does it need some
modifications?
Other questions and comments as time allows or for consideration at future meetings:
• Is the Town legally entitled to place a lien on abandoned property if an approved PD is
unreasonably delayed?
• Should CUP's be renewable, say every 5 years, i.e., with opportunities to change
conditions if not working or circumstances have changed.
• Should different findings be required for different types of CUP's, i.e., different findings
for alcohol -related CUP's vs CUP's for churches, etc.?
• Should PD's be required for all subdivisions in the hillsides?
• The ability of PC to make thoughtful, informed decision is in large part dependent upon
on -going training, the accuracy and completeness of information/data, data provided in
project plans and staff reports, as well as the quality and scope of the analysis of issues
discussed in staff reports.
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Page 3
PLANNING COMMISSION
LOS GATOS TOWN CODE
CHAPTER 20. ARTICLE II.
Sec. 20.20.010. Established.
A Planning Commission is established for the Town.
Sec. 20.20.015. Composition, appointment, terms.
The Planning Commission shall consist of seven (7) voting members, whose terms of office >hall be four
(4) years and until their successors are appointed. The members shall be appointed by the Town Council. The
terms of office of the respective members shall be staggered and overlapped in such a manner that the terms of not
less than one (1) nor more than two (2) members expire each year. The term of each member shall commence on
the first day of February, and shall expire on the thirty-first day ofJanuary of the fourth successive year.
See. 20.20.020. General duties.
The Planning Commission shall be the Town's planning agency within the meaning of Government Code
section 65100. The Planning Commission shall perform such duties and exercise such powers and authorities with
regard to planning, subdivisions, zoning, zoning administration and other land use regulatory controls as are
prescribed by ordinance and state law.
Sec. 20.20.025. Chair.
The Planning Commission shall appoint and prescribe the term of office for its chair.
Sec. 20.20.030. Quorum.
A majority of the members of the Planning Commission shall constitute a quorum. Except as otherwise
prescribed by ordinance or State law, a vote by a majority of a quorum shall be sufficient to transact business.
Sec. 20.20.035. Attendance of members.
Meeting attendance requirements for Planning Commission members shall be as prescribed by current
Town resolution.
47
RESOLUTION 2001 - 42
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
AMENDING PLANNING CO',I'V1ISSION
POLICIES AND PROCEDURES
WHEREAS:
A. The Town Council has determined that it is in the best interest of the Town to advance
the start time of its regular meetings and those of the Planning Commission from 7:30 p.m. to 7:00
p.m.
B. The start time of regular meetings of the Planning Commission is set forth in section 1.1
of the Town of Los Gatos Planning Commission Policies and Procedures.
C. The Town of Los Gatos Planning Commission Policies and Procedures were last
amended on November 16, 1998, by Resolution No. 1998-187.
RESOLVED:
1. That Resolution No 1998-187 is hereby revoked.
2. That section 1.1 of the Town of Los Gatos Planning Commission Policies and Procedures
is hereby amended to read as follows, and all other sections remain unchanged:
Planning Commission meetings start promptly at 7:00 p.m. with a ten
(10) minute break at approximately 9:00 p.m., and adjourn at 11:00
p.m., unless there is a motion to continue past 11:00 p.m. The agenda
is frequently heavy and not all items can be heard within this time
frame.
3. The revised Town of Los Gatos Planning Commission Policies and Procedures are
attached hereto and by this reference incorporated herein as Exhibit "A."
1
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town
of Los Gatos, California held on the 16`h day of April, 2001, by the following vote:
COL NCIL ' 'EMBERS:
AYES: Randy Attaway, Steven Blanton, Sandy Decker, Steve Glickman,
Mayor Joe Pirzynski.
NAYS:
ABSENT:
ABSTAIN:
None
None
None
SIGNED:
AYOR 6F,i'HE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
2
TOWN OF LOS GATOS
PLANNING COMMISSION POLICIES AND PROCEDURES
Adopted June 29, 1983
Revised 5/8/85; 11/18/87; 9/22/93, 11/16/98; 4/16/01
1 0 Planning Commission Meeting:
1.1
Planning Commission meetings start promptly at 7:00 p.m. with a ten (10) minute break at approximately
9:00 p.m., and adjourn at 11.00 p.m., unless there is a motion to continue past 11 00 p.m.. The agenda
is frequently heavy and not all items can be heard within this time frame.
1.2 Agenda Format:
a. Roll Call
b. Approval of Minutes
c. Written Communications
d. Verbal Communications (Audience)
e. Requested Continuances
f. Report from Planning Director
g. Consent Calendar
h. Continued Public Hearings
New Public Hearings
j. Continued Other Business
k. New Other Business
1.3 The format for each agenda item is:
a. Staff report
b. resentation by the applicant
c. Testimony by the public, including Commissioners
d. Closing remarks by the applicant responding to any new information presented by staff or the
public or to Commission comments
e. Commission motion, discussion and decision
1.4 The Chair and the Planning Director will estimate the amount of time for each item and the times will
appear only on the Commissioners' copies of the agenda. Each Commissioner is responsible for helping
the Chair hold to the times listed on the agenda.
1.5 Applicants are asked to keep their presentations brief, preferably no more than five minutes. Questions
by the members of the Commission do not count against the time.
1.6 Members of the public addressing the Planning Commission should be instructed to give their
name and full address and to please speak into the microphone as all meetings are recorded.
1.7 Members of the public who wish to speak on any items are asked to be brief and to limit their comments
to three minutes. If any Commissioner cannot hear the name of the speaker, that person should be asked
to spell the name. This request should go through the Chair.
1.8 At the discretion of the Chair, in order to speed the transcribing of the Minutes and ensure correct spelling
of names and addresses, after speaking, the members of the public are encouraged to sign on the forms
next to the recording secretary. Each speaker should write name and full address and list the agenda
item of concern.
1.9 Speakers should address all comments and questions through the Chair.
PLANNING COMMISSION POLICIES AND PROCEDURES -- 2
June 29, 1983 - Revised 5/8/85; 11/18/87. 9/22/93, 11/16/98
1.10 Speakers shall not address the Commission from their seat.
1.11 The public should be encouraged to refrain from applause or other signs of approval or disapproval as
this consumes time and doesn't contribute anything to the Commission's knowledge of the facts needed
for decision -making.
1.12 : .:eakers should not speak more than once so that others may have a turn. If time permits, the Chair
may allow a speaker to make additional comments after everyone has had a turn.
1.13 Staff reports with plans are posted in the lobby of the Council Chambers.
1.14 Plans are only posted in the Council Chambers for non -consent items.
2.0 Commissioner's Conduct at Meeting:
2.1 Consensus motions are used to indicated the sense of the Commission and are non -action motions.
Commissioners are encouraged to offer consensus motions in order to focus on specific issues within a
larger item or to indicate the sense of the Commission.
2.2 Motions should be very crisp. If findings are required, not only must findings be stated, but also the
reasons behind the findings.
2.3 Motions shall begin with the words "I move .. .
2.4 Commissioners should not debate or offer opinions on the merits of the project when:
a. asking questions of staff;
b. asking questions of applicant(s);
c. asking questions of the audience.
The sequence of asking questions should normally be:
1. questions of staff;
2. questions of the applicant(s) or audience;
3. questions of the applicant(s) responding to the audience.
Then, and only then, Commission debates.
2.5 Commissioners should be considerate of people's feelings and should not place pressure upon the
speakers in an attempt to elicit or clarify a response.
2.6 Procedural questions should be asked of staff or asked of an experienced Planning Commissioner well
ahead of the meeting rather than voicing them during the meeting.
2.7 Commissioners should avoid extended discussion of relatively minor points or items.
2.8 Each speaker should talk into the microphone loudly so that the audience can hear. Commissioners who
cannot hear a speaker should so indicate to the Chair.
2.9 Comments or questions pertaining to items not on the agenda should be addressed to staff before or after
the meeting, or at the break.
PLANNING COMMISSION POLICIES AND PROCEDURES -- 3
June 29, 1983 - Revised 5/8/85; 11/18/87: 9/22/93, 11/16/98
2 10 It is not necessary for each Commissioner to repeat his/her argumentlust because another Commissioner
spoke against it.
2.11 Other than appeals, staff reports outlining recommendations for approval or denial are recommendations
only and should be referred to only in this manner.
2.12 Commissioners should not talk before being recognized by the Chair and should not talk at the same time
as another Commissioner who has been recognized.
2.13 Commissioners should avoid asking to speak at the last minute, when the Commission is preparing to
vote.
2.14 A Commissioner should prepare a motion so that it is complete, clear, and concise. It is advisable to write
down a motion during the meeting, prior to stating ft.
2.15 Commissioners should not make a motion until after the Chair has terminated publi7... discussion. Once
the Chair has closed the public hearing, it shall not be reopened absent compelling circumstances.
2.16 When asking questions of staff or the applicant, Commissioners should ask single, simple questions, one
at a time, rather than a multi -barrel barrage. This will allow staff or the applicant to give concise answers.
2.17 Commissioners should not make editorial comments unrelated to the issue being heard.
2.18 Commissioners should not discuss pending hearing items during the break, nor give the appearance of
using the break in order to discuss a pending item.
3.0 Absences:
3.1 A Commissioner who expects to be absent should notify the Chair and/or the Planning Department prior
to the meeting.
3.2 Town Policy provides that a Commissioner with three consecutive unexcused absences is subject to
removal from the Commission.
3.3 If a Commissioner expects to be absent at two or more consecutive regular meetings, he/she should write
a note to the Chair, stating the reasons for the absences and request that they be shown as excused
absences.
3.4 If a Commissioner expects to be absent for three or more consecutive regular meetings, he/she should
also address a letter to the Mayor and Town Council stating the reasons for the absence. A
Commissioner should notify the Council if he or she expects to be out of the country.
3.5 Whenever a Commissioner is absent for any part of a public hearing that is subsequently continued to
another date, that Commissioner is ineligible to vote on that matter at the continued hearing unless he/she
has listened to the tapes of the proceedings. Staff will keep track of absences and will notify
Commissioners when they need to listen to tapes. The individual Commissioner will then be responsible
for making arrangements with the Planning Department secretary to listen to the appropriate tape(s) and
for stating for the record at the continued hearing that he or she has (or has not) listened to the tapes and
is (or is not) eligible to participate and vote.
PLANNING COMMISSION POLICIES AND PROCEDURES -- 4
June 29, 1983 - Revised 5/8/85, 11/18/87, 9/22/93, 11/16/98
4.0 Field Trips and Evidence Outside Formal Hearings:
4.1 Applications before the Planning Commission involve quasi-judicial matters, legislative matters and
matters that have attributes of each. On quasi-judicial matters California law requires decisions to be
based on findings, and findings to be based on evidence presented at the hearing. Accordingly, the
actual decision of the Commission on a quasi-judicial matter must be supported by evidence presented
at the hearing, i.e. the staff report, testimony given during the hearing and comments from other
Commissioners. A Commissioner may not state or predetermine his or her decisions on an application
prior to the hearing.
4.2 In order to avoid the appearance of bias or impropriety, individual Commissioners are prohibited from
discussing, outside of the public hearing process, the substance of any project with project proponents,
opponents and other interested parties. This prohibition shall apply to all projects, whether conceptual
or proposed, that can be considered by the Commission in reviewing an application, on appeal or on
remand. Study sessions may be used as a means of facilitating informal communication. Ad hoc
meetings of less than a quorum of the Commission are prohibited, unless specifically authorized by the
Town Council. Individual Commissioners who have engaged in prohibited discussions shall recuse
themselves from consideration of the project.
Incidental contacts that do not address the substance of any project are not prohibited. Incidental contacts
are those that are not reasonably understood to influence a Commissioner's decision, and include
speaking with an interested party to obtain approval to enter a property and to obtain information intended
to orient the Commissioner about the physical aspects of the property or a project. Participation in or
attendance at meetings of the Town Council or any subordinate bodies are not prohibited.
4.3 Property visits by individual Commissioners are encouraged before the Commission meeting. If it is
important to the decision, Commissioners should introduce at the public hearing any evidence observed
at the property. Commissioners shall also disclose any incidental contacts with interested parties, and
the nature of the contact. Upon opening the public hearing and prior to receiving any public testimony,
the Chair shall ask each Commissioner to introduce any relevant evidence obtained outside the public
hearing, including that observed at the property.
4.4 The Brown Act clearly applies to any field trip where a quorum of the Commission is present. "' would also
apply if separate trips were pre -arranged for groups of Commissioners representing less the . a quorum.
Accordingly, the best way to conduct a field trip is for the Commission to formally adjourn one of its
meetings to a specific time and place for that purpose, thereby dispensing with the requirements for
special notice to the media or neighbors.
4.5 If a Commissioner misses a regular meeting, the rule is that he/she may still vote on matters discussed
at the meeting, provided the tapes are listened to. If the Commissioner misses the official field trip, he/she
may not vote. Attendance at a field trip is mandatory to be eligible to vote.
5.0 Consent Items:
5.1 The Planning Commission acts on all items on the consent calendar in one motion.
5.2 Requests for discussion made after action has been taken on the consent calendar will not be considered.
5.3 If at all possible, each Commissioner should discuss concerns on consent Items with staff before the
Commission meeting.
PLANNING COMMISSION POLICIES AND PROCEDURES -- 5
June 29, 1983 - Revised 5/8/85, 11/18/87. 9/22/93, 11/16/98
5 4 Before the Commission acts on the consent calendar, any person wishing to have a consent item
discussed may request Commission to remove ft from the consent calendar and hear it in normal agerda
order.
5.5 It is not necessary to remove an item from the consent _alendar under the following circumstances:
a. Clarification regarding the recommended action, proposed conditions. or suggested findings is
requested, and the Chair determines that the discussion will be noncontroversial or minor
b. A Commissioner proposes a change because of deficient or missing conditions or findings, and
the change is explicitly accepted by the Commission and the applicant.
5.6 If discussion beyond that described in sections 5.4 arr.! 5.5 above is sought, then the item will be removed
from the consent calendar.
5.7 A Commissioner must state the specific reason for removing an item from the consent calendar.
6.0 Continuances:
6.1 Planning Commission Resolution No. 78-4, adopted May 10, 1978, states that the Planning Commission
' ... will not accept requests for continuances from applicants on planning applications after 12:00 noon
of the Friday preceding any Commission meeting, provided, however, that the Commission retains the
right to make exceptions to this policy when it finds that a genuine emergency exists which was not known
to the applicant prior to 12:00 noon of the Friday prior to such Commission meeting."
6.2 It is the responsibility of each Commissioner to keep staff reports and other materials necessary for the
continued hearing. The only exception is for items continued for an excessively long interval (9 months
or a year). Staff will resubmit old reports only if the Commissioner requests a copy of an earlier report,
if he/she can make the necessary arrangements in a timely manner.
7.0 Findings:
7.1 Most matters that come before the Commission require findings. It is the practice of the Commission (with
the exception of consent items) that all findings are formulated by the Commission. The types of matters
requiring findings and the location of the findings to be made are summarized below:
Zoning Approvals
a.
c.
d.
e.
f.
9
Zone changes and Planned Developments
Conditional Use Permit
1. Findings for CUPS:
2. Altemating Uses:
3. Density - Multiple Family Dwelling:
Variances
Architecture and Site Application
(Considerations)
1. Access to Remote Areas:
2. Demolition permits:
Historic applications
I. Construction
2. Use
Tree permits
Nonconforming lots
Citation
Statute
Town Code Section 29.20.190
Town Code Section 29.10.150
Town Code Section 29.40.635
Town Code Section 29.20.170
Town Code Section 29.20.150
Town Code Section 29.40.180
Town Code Section 29.10.09030
Town Code Section 29.80.290
Town C ode Section 29.80.230
Town Code Section 29.10.0990
Town Code Section 29.10.265(3)
PLANNING COMMISSION POLICIES AND PROCEDURES -- 6
June 29, 1983 - Revised 5/8/85; 11/18/87: 9/22/93, 11/16/98
h Use of nonconforming buildings Town Code Sections 29 10.235 &
29 10 240
Changing nonconforming uses Town Code Section 29 10 210
1 Expansion of nonconforming buildings Town Code Section 2.10 225
k. Determine nonconforming use is no Town Code Section 29.10 225
longer lawful
I. Exceed Floor Area Ratio Town Code Section 29 40 075(c)
m. Conversion of Mobile Home Parks Town Code Section 29 20 820
n. Setbacks in C-2 zone Town Code Section 29 60 335
o. Reciprocal parking Town Code Section 29 10.150(e)
P. Parking for major additions to Town Code Section 29 10.150(h)
Single Family Dwellings (findings required for two spaces)
q. Waiver of underground utilities Town Code Section 27.50-025
r. Revocation or Modification of Zoning Approval Town Code Section 29.20.315
s. Roof Signs Town Code Section 29-10.125
t. Time Extensions Town Code Section 29.20.325
Subdivision Approvals
a. Tentative Maps Map Act Section 66473 et seq
b. Final Maps Map Act Section 66473 et seq
c. Double Frontage Lots Town Code Section 24 50.130
General Plan Approvals
Other
a. General Plan amendments Statute
b. Specific Plan adoption and amendments Statute
a. Substantive Zoning Ordinance Amendments Statute
b. Capital Projects Statute
c. Acquisition or disposition of interests in land Statute
d. Street Vacations Statute
e. Negative Declaration and Environmental CEQA Guidelines
Impact Report
f. Community Benefit for projects with Council resolution 1991-174
traffic impact
7.2 Findings cannot simply be a repeat of the ordinance sections, findings must be "sufficient to bridge the
analytical gap between the raw evidence and the decision:'
*Topanga Association for a Scenic Community vs. County of Los Angeles
(1974) 11 Ca1.3d 506, 515,
8.0 Environmental Impact Reports and Negative Declarations:
Environmental Impact Reports provide the Commission with very useful information for the decision
making process; however, they are not needed for most applications. In the few instances where art EIR
would be helpful, the Commission must make a decision on the issue of a Negative Declaration or an
EIR before discussion of an application.
In effect, the Commission will take a vote on whether or not the EIR issue should be determined first. If
the Commission votes to consider the EIR issue first, then testimony on issues concerning the
environmental impact will be heard. After hearing the applicant and public on the EIR issue, the
Commission will make its decision. If an EIR is required, further discussion of the application will be
continued until the EIR is presented to the Commission.
PLANNING COMMISSION POLICIES AND PROCEDURES -- 7
June 29, 1983 - Revised 5/8/85, 11/18/87, 9/22/93, 11/16/98
9.0 Voting:
9.1 A quorum of the Planning Commission for the conduct of business is 4 members.
9.2 A simple majority of a quorum is sufficient for action on any item cc qg before the Commission, except
that a majority of the full Commission is necessary for the following.
a) General Plan Amendments
b) Adoption of or amendment to a Specific Plan
c) Substantive amendment to the Zoning Ordinance including zone changes.
9.3 An abstention does not diminish the quorum in order for the Commission to conduct business.
9.4 An abstention is counted on the prevailing side of any vote. For example, if 4 Commissioners are
present and one abstains and the vote is 2 to 1 (in favor), the motion passes. If the vote is 1 to 2
(against), the motion fails.
9.5 Tie votes :new that the motion fails.
9.6 Since most Commission decisions are either wholly or in part quasi-judicial, in those cases where a
motion to approve an item fails, it is necessary to make a new motion to deny, since the findings for
denial need to be stated and cannot be assumed that they are simply the reverse of the findings stated
for approval.
9.7 The Commission elects its Chair and Vice -Chair annually at the second regular meeting in February.
The Planning Director is the permanent secretary of the Commission as specified in the Town Code.
10.0 Abstentions:
10.1 The reason for an abstention should be given by the Commissioner at the time of the abstention; i.e.
absence during part of the hearing, conflict of interest (actual interest need not be disclosed) or
appearance of conflict of interest. There is seldom any other reason for abstaining.
10.2 A Commissioner may vote on the Minutes of a meeting at which he or she was absent.
11.0 Minutes:
11.1 The Minutes are not verbatim, but are action Minutes.
11.2 The Minutes are presented to the Planning Commission as "Draft Minutes" and any corrections are
incorporated into the final Minutes rather than appearing in the subsequent set of Minutes as
"corrections to ...".
11.2.1 Only substantive corrections should be made during meetings.
11.2.2 Corrections to mechanics (spelling, punctuation, typos, etc.) shall be transmitted to the Planning Director
or the Administrative Secretary in writing, by phone, or at a convenient time outside public session.
11.3 General Rules:
11.3.1 Staff and Commissioners should be identified by title and name.
PLANNING COMMISSION POLICIES AND PROCEDURES -- 8
June 29, 1983 - Revised 5/8/85: 11/18/87, 9/22/93, 11/16/98
11.3.2 The vote on each item will list the vote of Commissioners present and will also list those Commissioners
absent. This is done because the Minutes are filed by Item and when a matter goes to the Town Council
they only receive the Minutes pertaining to the Item in question.
11.3.3 Consent Items appear in the Minutes in the same order as they appear on the agenda and the vote on
the Consent Item motion is repeated on each Item. If a Commissioner wishes to dissent on one or more
Consent Items it must be anrcunced at the time of voting.
11.4 Content of Minutes:
11.4.1 The Minutes will include a brief description of the item being considered (usually a restatement of the
Item as it appears on the agenda).
11-4.2 The Minutes will include a listing of who speaks on the item by name and address, generally categorized
as pro and con with a synopsis of the points raised. Specific comments may not be attributed to each
speaker.
11-4.3 The Minutes will include the motion on the item with the maker and seconder identified and the vote.
11.4.4 The motion is shown in its entirety as restated by the Chair prior to the vote. All conditions and findings
made by the maker of the motion are also shown.
11.4.5 Motions to amend and subsequent motions are also shown.
11.4.6 All motions shall be listed in the Minutes. Motions not receiving a second will be shown to die for lack of
a second.
11.4.7 Comments and discussion made by a Commissioner or staff before a motion is made and seconded are
not included in the Minutes.
11.4.8 Comments made by a Commissioner when speaking to a motion are included, but in summary form
only.
11.4.9 Minority Reports. Comments made by a Commissioner against a motion will be included as stated
above and automatically becomes a minority report. If a Commissioner wants a specific statement
included as a minority report, it can be done in one of two ways:
a. By stating immediately prior to or after a specific comment made during the meeting that it
should be included in the Minutes.
b. By announcing at the end of the item before the next item is commenced that the Commissioner
desires to have a minority report included in the Minutes and that a written report will be
submitted to the full Commission for information and inclusion with the draft Minutes.
11.4.10 If a Commissioner has an additional reason for wanting an item included in the Minutes, the
Commissioner should state that "for the record" the comments should be included. This procedure
should be used sparingly.
12.0 Recycling Program:
The Town is actively participating in recycling of paper. Commissioners are encouraged to:
PLANNING COMMISSION POLICIES AND PROCEDURES -- 9
June 29, 1983 - Revised 5/8/85, 11/18/87: 9/22/93, 11/16/98
a. Return the brown envelopes (in which the packet is delivered) to r Secretary
b. All Planning Commission reports dealing with issues that will 10 to Council should also be given
to the secretary.
c. All white paper that is no longer needed should be left in a neat pile on the floor or in the
recycling bin provided.
13.0 Guidelines for Applicants:
13.1 All drawings must be clear and legible and must include the following, if applicable:
13.1.1 Project location relative to nearest arterial and collector street intersection.
13-1.2 Direction Arrow (north) on all relevant drawings, i.e.: site, topography.
13.1.3 To avoid confusion and increase legibility, site plan, grading plans, and landscape plans should be on
separate drawings. Applicants should consult the Planning Department if they feel plans can be
combined. A Commissioner may move to continue an item based on illegible plans, provided that such
continuance will not result in automatic approval.
13.1.4 All building elevations should indicate whether they are N, S, E, or W.
13.1.5 All notations, including, dimensions, shall be readable without magnification whether reduced drawings
or not. (Scale of buildings. etc., and contours to be determined by staff to assist the Commission for
reviewing significant deta;is.)
13.1.6 Any development which might have an impact on the solar accessibility of adjoining properties, all PDs
and multiple family projects shall provide building and tree shadow plans based on shadows cast from 9
a.m. to 3 p.m. on December 21 st to allow for evaluation of solar access protection of south roofs and
walls.
13.1.7 All plant designations shall have common names as well as botanical names shown on Landscape
Plans.
13.2 After the first DRC meeting, and if the staff determines it is necessary (for instance, in the case of
applications for PD, multiple -residential, major commercial, industrial adjacent to a residential, or any
application requiring an EIR, or likely to engender neighborhood controversy), staff shall advise the
applicant to arrange to hold neighborhood meetings with both property owners and residents who will be
affected by the applicant's proposed project (within 300 feet). This shall be accomplished prior to
scheduling for a Planning Commission meeting and shall be for the purpose of averting conflicts at the
Planning Commission level, i.e.: achieving satisfactory compromises. A summary of the neighborhood
meeting should be included in the staff report.
13.3 Timing of Submissions:
Once an application is scheduled for the Planning Commission, all submittals (drawings, reports, etc.)
shall be provided to the Planning Department sufficiently in advance that they can be evaluated by Staff
for completeness and be in the Commissioner's packets the Friday before the Commission's
Wednesday meeting. Staff shall advise applicants that failure to provide materials on time will mean a
continuance by the Planning Commission or possible denial if applicant refuses a continuance.
13.4 Town Policy for Handling Abandoned Applications:
PLANNING COMMISSION POLICIES AND PROCEDURES -- 10
June 29, 1983 - Revised 5/8/85, 11/18/87, 9/22/93, 11/16/98
13.4.1 Where there has been no activity for at least three (3) months, the applicants shall be notified in writing
that the matter is being set for public hearing before the Planning Commission with a recommendation
for denial.
13.4.2 If no additional response is received within 15 days of the date the letter is sent, or if the applicant
advises staff that he decides not to pursue it, the application will be set for public hearing for
denial/withdrawal as appropriate. No mailed notice will be made unless required by State law. The legal
advertisement and the agenda shall note the recommended action and reason for such action.
13.4.4 -equest to extend the processing time can be granted by the Planning Director at any time before the
matter is set for public hearing. If after such an extension is granted, and there is still no satisfactory
action to complete the application, the matter will automatically be set for public hearing as described
under 2. above.
13.4.5 There shall be no fee refunds or off -sets on future applications.
13.5 Applications for Demolition of Housing:
Such applications shall be accompanied by a staff report prepared by Town Building Official which
assesses the condition of the housing units in terms of compliance with the Health and Safety Codes
(UBC, NEC, UPC, etc.) and what measures might be necessary to rehabilitate such housing.
13.6 Applications to cut down trees:
Such applications shall be accompanied by a report by the Superintendent of Parks and Forestry on the
health and viability of the trees and a recommendation on the action the Commission should take.
13.7 Revocation and Modification Proceedings:
In Code Enforcement proceedings, the Planning Director is authorized to set public hearings for
revocation and/or modification of zoning approvals.
14.0 Planning Commission Committees:
The Commission has several standing committees, and individual Commissioners also represent the
Commission on a number of Council appointed committees as follows:
14.1 Commission Committees:
Architectural Standards/Hillsides Committee - 3 members
Noise Committee - Inactive
Policies and Procedures Committee - Inactive
14.2 Council created Committees:
Trails Committee - 1 member
General Plan Committee - 3 members
Liaison with Community Services Commission - 1 member with 1 alternate
Historic Preservation Committee - 2 members
Redevelopment Advisory Committee - 1 member with 1 alternate
Conceptual Development Advisory Committee - 3 members
PLANNING COMMISSION POLICIES AND PROCEDURES -- 11
June 29, 1983 - Revised 5/8/85; 11/18/87, 9/22/93, 11/16/98
Committee members are appointed by the Chair at the next Commission meeting following the election.
Committee terms are for one year.
S 1aty416 16a wpd
PLANNING COMMISSION
\
Action/Issue
Terreno de Flores session worked well.
Continue with similar processes as
appropriate.
• Architectural Review: positively
received by applicants.
• Consultant works for Town; do
homework so they have accurate,
unchanging information, extension of
staff, guided by Town, based on need.
• Joint study sessions were not supported.
• If there are methods to direct comments
from Council to Commissioners, they
will pursue, when appropriate.
Staff Reports • Planning Commission acknowledged
staff report improvement over the last
year.
• Council directed staff to continue to
evolve analysis of projects as part of
staff reports.
:a>
£
§
2
ou
•- 2 •e
k
§
P.
§
c . k
k `CL
"Check in" on Peer review
process.
Use of Council and or
Planning Commission study
sessions for large or
controversial projects or
policy interpretation.
Retreat\02 Retreat\2002 RETREAT NOTES.wpd
%-
r
=
v
n : fr,
IV
.s
• Council asked Commission to
comprehensively review items sent back
to them.
• Council directed staff to review training
session options.
Community
Development, Director
of Community
Development
Community
Development, Director
of Community
Development
0
IQ
O.
CM
May, 2002
Completed.
Informed Planning Commission of
training options at the May 29,
2002 Stuff Study Session.
PLANNING COMMISSION CONTINUED
!mn03 ZOOZ
,)n Retreat: Issue Matrix
MEMORANDUM
TOWN MANAGERS OFFICE
To: Town Council/Planning Commissioners
From: Debra Figone, Town Manager
Subject: Town Council/Planning Commission Retreat of April 12, 2003
Date: April 9, 2003
In preparation for the upcoming Council/Commission retreat, the following additional
information is provided to assist with the discussion of identified issues. These issues were
outlined in the April 2, 2003 retreat packet in the informational staff report as Key Areas of
Focus for the Planning Commission (page 3 matrix) and under tab 9, Retreat Questionnaire
"Issues Specific to Commission". The following additional information presents discussion
points for the priority issues. The objective is to foster an effective and efficient discussion of
the issues given time constraints.
ISSUE 1 - Review Floor Area Ratio (FAR) Regulation- Should it be an absolute?
The purpose of this focus area is to discuss th application of FAR and to clarify interpretation of
the code related to FAR. In reviewing the Floor Area Ratio, it is important to note that the FAR
formula as adopted is one of several tools used to control home size in relation to lot size. FAR is
not intended under current code as an absolute. It is a nominal value that can be varied when
other elements, such as neighborhood character, are considered in the review of a project.
Attachment 1 provides the FAR section from the municipal code.
The following provides four examples of potential situations where exceeding the FAR limit may
be appropriate:
Conversion of a vaulted ceiling to habitable space. The exterior of the structure does not
change, but the area (interior volume) changes to habitable space and is then included in
the FAR calculation and the home would then exceed the FAR.
U-shaped house where an applicant is proposing to "fill-in" the U portion with habitable
floor area which is not visible. The additional floor area is calculated in the FAR and the
home would exceed the FAR limit.
Demolition of an existing home on a cul-de-sac where the proposed replacement home
would exceed the FAR. All of the other homes on the cul-de-sac exceed the FAR and the
proposed home would be of similar size, scale and in character with the other existing
homes.
ISSUE 3- Attendance Requirements
Please refer to the material supplied in the informational report of April 2, 2003, Attachment I.
The issue of attendance requirements is one that is a general Council/Commission issue. The
requirements for the Planning Commission specifically requires discussion with the Planning
Commission, however, unlike other commissions, the preference is to maintain the current
attendance policy.
ISSUE 4-Prohibition from Discussion with Project Proponents/Opponents.
The Planning Commission discussed this policy last fall. As a result, the Planning Commission
voted to maintain the policy as it currently exists. There continues to be some interest in
discussing this policy to ensure the Planning Commission can effectively approach its work
under this policy. As time allows, this policy could be discussed with the current Planning
Commission members. The Policy is provided in Section 4.2 of Attachment 3.
ZONING REGULATIONS § 29.40.075
slope (measured in the general direction of the side lot lines) is twenty (20) percent or more on
at least one -quarter of the depth of the lot, the front yard is reduced to fifty (50) percent of that
required in the zone.
(Ord. No. 1316, § 4.10.080, 6-7-76; Ord. No. 1337, 11-1-76)
Sec. 29.40.065. Rear yard.
In computing the depth of a rear yard where such yard opens onto an alley, one-half the
width of such alley may be assumed to be a portion of the required rear yard.
(Ord. No. 1316, § 4.10.090, 6-7-76; Ord. No. 1337, 11-1-76)
Sec. 29.40.070. Projections allowed into yards.
(a) A porte cochere may be permitted over a driveway in a side yard, provided that it is not
more than one (1) story high and twenty-four (24) feet long and not closer than two (2) feet from
the side lot line, and is entirely open on at least three (3) sides, except for the necessary
supporting columns and customary architectural features.
(b) Cornices, eaves, belt courses, sills, canopies, bay windows, chimneys or other similar
architectural features may extend or project into a required side yard not more than twenty-
four (24) inches and may extend or project into a required front or rear yard not more than
thirty (30) inches.
(c) Open, unenclosed stairways, or landing places, not covered by a roof or canopy, may
extend or project into a required rear yard not more than four (4) feet.
(d) Open, unenclosed porches, not covered by a roof or canopy, less than four (4) feet above
grade may project into front, side or rear yards or into any court up to six (6) feet; but in no case
shall the projection into a side yard be closer than six (6) feet to the property line or into a court
exceed a distance of more than twenty (20) percent of the width of such court.
e) Open, unenclosed balconies, not covered by a roof or canopy may project into a front or
rear yard up to six (6) feet.
(Ord. No. 1316, § 4.10.100, 6-7-76; Ord. No. 1337, 11-1-76)
Sec. 29.40.075. Floor area ratio.
(a) The objective of the floor area ratio (FAR) is to assist in determining whether the mass
and scale of the project is compatible with the surrounding neighborhood. The FAR is a
nominal limit, not a goal, and shall be used in conjunction with the residential development
standards adopted by resolution.
(b) The FAR applies to those lots developed or proposed to be developed with a single- or
two-family dwelling in all residential zones (except the RC and HR zones). The following
standards shall be used to regulate new construction:
(1) The allowable FAR for all structures, excluding garages, on lots between five thou-
sand (5,000) square feet and thirty thousand (30,000) square feet shall be determined
by the formula:
Supp. No. 12
2084.1
ATTACEMENT 1
ZONING REGULATIONS § 29.20.175
(2) Whether there will be appropriate use of existing plants and sufficient addition of new
landscaping.
(Ord. No. 1316, § 5.20.050, 6-7-76; Ord. No. 1680, 3-17-86)
Sec. 29.20.160. Conditions of approval.
(a) To protect the general health and welfare of all citizens, the deciding body may enforce
reasonable requirements more stringent than the minimum zone requirern. nts,
sary or appropriate to insure a development compatible to and harmonious with, the particilar
neighborhood and the established uses therein.
(b) In granting architecture and site approval, time extension o;: mod'fications t}.crec,f,
the deciding body may include such conditions as are reasonable and necessary under the
circumstances to carry out the intent of this chapter. Such conditions, without limiting the
discretion and authority of the deciding body in this regard, may include site planning
conditions, architectural conditions, landscape conditions, street dedication; treel: and drain-
age improvements, off-street parking conditions and outdoor advertising conditions.
(Ord. No. 1316, § 5.20.060, 6-7-76; Ord. No. 1377, 12-5-77; Ord. No. 1680, 3-17-86)
Sec. 29.20.165. Variances —Generally.
Variances from the provisions of this chapter may be granted upon a finding, of fact th_rt,
owing to special conditions, enforcement of the provisions of this chapter would rrault
hardship.
(Ord. No. 1316, § 5.20.100, 6-7-76)
Sec. 29.20.170. Same —Findings and decision.
The deciding body, on the basis of the evidence submitted at the hearing, may grant a
variance if it finds that:
(1) Because of special circumstances applicable to the property, including size, shape.
topography, location or surroundings, the strict application of this ordinance deprive:,
such property of privileges enjoyed by other property in the vicinity and under
identical zone; and
(2) The granting of a variance would not constitute a grant of 42cia1 privilege;;
inconsistent with the limitations upon other properties in the vir:inity and zoo'
which such property is situated.
(Ord. No. 1316, § 5.20.110, 6-7-76; Ord. No. 1375, 11-21-77)
Sec. 29.20.175. Conditions.
In approving a variance, a time extension or modification thereof, the deciding body niay
include such conditions as are reasonable and necessary under the circumstances, to prese;we
the integrity and character of the zone and to secure the general purpr:.r : of ch::r;te.r
Supp. No. 15 2043
ATTACHMENT 2
PLANNING COMMISSION POLICIES AND PROCEDURES -- 4
June 29, 1983 - Revised 5/8/85; 11/18/87; 9/22/93, 11/16/98, 4/16/01
4.0 Field Trips and Evidence Outside Formal Hearings:
4.1 Applications before the Planning Commission involve quasi-judicial matters, legislative matters and
matters that have attributes of each. On quasi-judicial matters California law requires decisions to be
based on findings, and findings to be based on evidence presented at the hearing. Accordingly, the
actual decision of the Commission on a quasi-judicial matter must be supported by evidence presented
at the hearing, i.e. the staff report, testimony given during the hearing and comments from other
Commissioners. A Commissioner may not state or predetermine his or her decisions on an application
prior to the hearing.
.." 4.2
In order to avoid the appearance of bias or impropriety, individual Commissioners are prohibited from
discussing, outside of the public hearing process, the substance of any project with project proponents,
opponents and other interested parties. This prohibition shall apply to all projects, whether conceptual
or proposed, that can be considered by the Commission in reviewing an application, on appeal or on
remand. Study sessions may be used as a means of facilitating informal communication. Ad hoc
meetings of less than a quorum of the Commission are prohibited, unless specifically authorized by the
Town Council. Individual Commissioners who have engaged in prohibited discussions shall recuse
themselves from consideration of the project.
Incidental contacts that do not address the substance of any project are not prohibited. Incidental contacts
are those that are not reasonably understood to influence a Commissioner's decision, and include
speaking with an interested party to obtain approval to enter a property and to obtain information intended
to orient the Commissioner about the physical aspects of the property or a project. Participation in or
attendance at meetings of the Town Council or any subordinate bodies are not prohibited.
4.3 Property visits by individual Commissioners are encouraged before the Commission meeting. If it is
important to the decision, Commissioners should introduce at the public hearing any evidence observed
at the property. Commissioners shall also disclose any incidental contacts with interested parties, and
the nature of the contact. Upon opening the public hearing and prior to receiving any public testimony,
the Chair shall ask each Commissioner to introduce any relevant evidence obtained outside the public
hearing, including that observed at the property.
4.4 The Brown Act clearly applies to any field trip where a quorum of the Commission is present. It would also
apply if separate trips were pre -arranged for groups of Commissioners representing less than a quorum.
Accordingly, the best way to conduct a field trip is for the Commission to formally adjourn one of its
meetings to a specific time and place for that purpose, thereby dispensing with the requirements for
special notice to the media or neighbors.
4.5 If a Commissioner misses a regular meeting, the rule is that he/she may still vote on matters discussed
at the meeting, provided the tapes are listened to. If the Commissioner misses the official field trip, he/she
may not vote. Attendance at a field trip is mandatory to be eligible to vote.
5.0 Consent Items:
5.1 The Planning Commission acts on all items on the consent calendar in one motion.
5.2 Requests for discussion made after action has been taken on the consent calendar will not be considered.
5.3 If at all possible, each Commissioner should discuss concerns on consent Items with staff before the
Commission meeting.
ATTACHMENT 3