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07 Staff Report - Reduce Number of Community Services Adult CommissionersMEETING DATE: I1/03/03 ITEM NO. COUNCIL AGENDA REPORT DATE: OCTOBER 21, 2003 TO: MAYOR AND TOWN COUNCIL FROM: DEBRA J. FIGONE, TOWN MANAGER SUBJECT: ACCEPT THE COMMUNITY SERVICES COMMISSION RECOMMENDATION TO REDUCE THE NUMBER OF COMMUNITY SERVICES ADULT COMMISSIONERS FROM NINE (9) TO SEVEN (7), AND ADOPT DRAFT RESOLUTION. RECOMMENDATION: Accept the Community Services Commission (CSC) recommendation to reduce the number of CSC adult commissioners from nine (9) to seven (7), and adopt the attached draft Resolution amending the Community Services Commission Enabling Resolution (Attachment 1). BACKGROUND: Membership in the Community Services Commission, as governed by Resolution 1996-36, consists of eleven members: nine are voting members over eighteen years of age and two members are non- voting students. At their October 16, 2003 meeting, the CSC approved a recommendation from the Chair and Vice - Chair to reduce the number of adult commissioners from nine to seven. The two student positions would be unaffected. DISCUSSION: The proposed change in membership would bring the CSC in alignment with the size of the other two largest Town Commissions, each with a total of nine members. The change in membership is a better match to the Commission's workload, allowing each commissioner a chance to participate in a variety of sub -committees and study groups. PREPARED BY: REGINA FALKNER,; JY 5 Community Services Dil.ec'tor Reviewed by: (- Assistant Town Manager Town Attorney Clerk Finance Revised: 10/22/03 9:39 am Reformatted: 5/30/01 PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: ACCEPT THE COMMUNITY SERVICES COMMISSION RECOMMENDATION TO REDUCE THE NUMBER OF COMMUNITY SERVICES ADULT COMMISSIONERS FROM NINE (9) TO SEVEN (7), AND TO ADOPT DRAFT RESOLUTION October 21, 2003 Due to the number of terms that will expire at the end of the calendar year, and the number of commissioners who do not intend to reapply, the reduction in the number of adult members will occur through attrition. CONCLUSION: Upon recommendation from the Chair and Vice -Chair, the Community Services Commission approved a reduction in the number of adult commissioners, and recommend that Council adopt the proposed draft Resolution amending the Community Services Enabling Resolution (Attachment 1). ENVIRONMENTAL ASSESSMENT: The recommended action is not a project defined under CEQA, and no further action is required. FISCAL IMPACT: Not applicable. Attachments: 1. Draft Resolution Amending the Community Services Enabling Resolution Distribution: Community Services Commission N:\CSD\TCRPTS\CSCmembership.wpd COMMUNITY SERVICES COMMISSION RESOLUTION 2003 - 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 does hereby establish the terms and conditions for appointment to and conduct of the Community Services Commission. The Commission is advisory to the Town Council and operates in the manner hereinafter prescribed. (1.) Membership - Organization (a.) The Community Services Commission consists of nine (9) members: Seven (7) 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. 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 (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.) Duties and Functions (continued) 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 Resolution 1996-36 is hereby rescinded. PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, California, held on the , by the following vote: COUNCIL MEMBERS: AYES: ABSENT: ABSTAIN: SIGNED MAYOR OF THE TOWN OF LOS GATOS ATTEST: CLERK OF THE TOWN OF LOS GATOS N:1CSDITCRPTS\RESOLUTIONS\CSCreso.wpd RESOLUTION 2003 -133 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 does hereby establish the terms and conditions for appointment to and conduct of the Community Services Commission. The Commission is advisory to the Town Council and operates in the manner hereinafter prescribed. (1.) Membership - Organization (a.) The Community Services Commission consists of nine (9) members: Seven (7) 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. 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 (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 Resolution 1996-36 is hereby rescinded. PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, California, held on the 3`d day of November, by the following vote: COUNCIL MEMBERS: AYES: Steve Glickman, Diane McNutt, Joe Pirzynski, Mike Wasserman, Mayor Sandy Decker. NAYS: ABSENT: ABSTAIN: ATTEST: None None None SIGNED /s/ Sandy Decker MAYOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA /s/ Marian V. Cosgrove CLERK OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA