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20 Staff Report - Regarding Town Council RetreatDATE: TO: FROM: SUBJECT: MEETING DATE: 01-21-03 ITEM NO. O COUNCIL AGENDA REPORT JANUARY 16, 2003 MAYOR AND TOWN COUNCIL DEBRA J. FIGONE, TOWN MANAGER DISCUSSION AND DIRECTION REGARDING TOWN COUNCIL RETREAT RECOMMENDATION: 1. Approve the meeting minutes from the Town Council Retreat held January 10 and 11, 2003. 2. Discuss and provide direction regarding the suggested actions identified during the Council Retreat. BACKGROUND: The Town Council held a Council Retreat on January 10 and 11, 2003 at the Toll House Hotel. The purpose of the Retreat was to provide an opportunity for the Town Council to discuss how they would like to work together as a Council team, to review an update of the Town's 5-year strategic plan and to discuss key strategic issues for future consideration. DISCUSSION: Attachment 1 provides the summary of the Council Retreat, including the meeting minutes from the Retreat, and the suggested actions for follow-up (Exhibit A). Staff is seeking Council approval of the meeting minutes, and discussion and direction regarding the suggested actions. The suggested actions represent our interpretation of Council's comments and discussion, taking care to not lose the essence of the comments while summarizing and making clear the intent of the comments. We have framed most of the suggested actions as items to explore in recognition that we will need to evaluate them in the context of available resources and other work plan priorities, as was discussed at the Retreat. At the same time, we did hear Council identify priorities among these suggested actions. From a work plan perspective, the more significant of these include the following: c PREPARED BY: Pamela S. Jacobs Assistant Town Manager Reviewed by: Assistant Town Manager Attorney Clerk Finance Community Development Revised: 1/16/03 3:49 pm Reformatted: 5/30/01 r+ . PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: DISCUSSION AND DIRECTION REGARDING TOWN COUNCIL RETREAT January 16, 2003 • • Council -Commission Relationship Issues — which can be addressed at the April 12`h Counci (- Commission Retreat; Economic Development -Related Issues — which can be addressed within the Economic Vitality Program (the issue of creating an Economic Development Roundtable is addressed in a separate Council report on this agenda); Human Needs Assessment — which we will proceed to implement as stated in the suggested action; Town Hall in the Neighborhood — for which we will develop a concept and time line proposal for Council consideration; Resident Satisfaction Survey — which we will explore funding in the FY 03-04 budget; Enhanced Communication Methods — which we will evaluate in the context of the FY 03-04 budget to identify the methods that achieve the greatest impact; Youth Summit — for which we will develop a concept and time line proposal for Council consideration. As noted in the suggested action, the youth summit will be one way to assess the interest in the creation of a youth commission. If Council determines interests or priorities other than the above ones interpreted by staff, Council comment and direction is needed. CONCLUSION: Staff appreciates the opportunity to engage in dialogue with Council at the Council Retreat about the status of key work plan items, strategic issues, and priorities for the future. We believe that the Council Retreat was productive and successful, and look forward to Council feedback on the suggested actions, in general, and on the priorities noted above. In addition to ongoing reporting regarding the priorities, staff will provide a progress report regarding all the suggested actions and priorities midway through 2003. Attachments: 1. Town of Los Gatos, Town Council Retreat, January 10 and 11, 2003, Meeting Minutes Exhibit A, Town of Los Gatos, Town Council Retreat, January 10 and 11, 2003, Suggested Actions DRAFT TOWN OF LOS GATOS TOWN COUNCIL RETREAT January 10 and 11, 2003 Meeting Minutes TOWN COUNCIL RETREAT The Town Council of the Town of Los Gatos met at the Toll House Hotel, 140 South Santa Cruz Avenue, at 3:30 p.m., Friday, January 10, 2003 and 8:30 a.m., Saturday, January 11, 2003 in a Council Retreat. COUNCIL ATTENDANCE Present: Sandy Decker, Mayor Steve Glickman, Vice Mayor Diane McNutt, Council Member Joe Pirzynski, Council Member Mike Wasserman, Council Member FRIDAY, JANUARY 10, 2003 SESSION VERBAL COMMUNICATIONS Ray Davis voiced concern that the Town had scheduled two public meetings at the same time, spoke about the Sobrato Company's actions in other markets regarding converting office space to housing, and expressed concern about the process regarding a recent appeal before the Town Council. Purpose of Retreat Mayor Decker opened the meeting with her vision for the Retreat. Debra Figone, Town Manager, discussed why the Retreat was important from her perspective. Shawn Spano, consultant to the Town, presented the purpose of the Retreat as an opportunity for the Town Council to discuss how they would like to work together as a Council team, to review an update of the Town's 5-year strategic plan and to discuss key strategic issues for future consideration. Meeting Discussion Exhibit A, attached to these minutes provides summary notes from this session and a listing of the suggested actions for follow-up. ADJOURNMENT Mayor Decker closed this evening's session at 7:30 p.m. ATTACHMENT 1 SATURDAY, JANUARY 11, 2003 SESSION VERBAL COMMUNICATIONS Ray Davis voiced concerns regarding potential violations of the Brown Act as it relates to the Town's public meeting agendas, and expressed concerns regarding safety issues involving Hicks Road. Meeting Discussion The Strategic Plan Debra Figone opened this session with a brief overview of the Town's 5-year strategic plan, covering all six (6) of the plan's strategic priorities: • Priority 1 - Appearance, Character, and Quality of the Community • Priority 2 - Responsive, Accountable and Cost Effective Government • Priority 3 - Fiscal Stability • Priority 4 - Infrastructure • Priority 5 - Transportation, Traffic, and Parking • Priority 6 - Personal Growth and Enrichment of the Individual As each priority was discussed, Ms. Figone addressed Town Council's questions and requests for additional clarification. Strategic Issues Discussion The Town Council Retreat also served as an opportunity to discuss key strategic issues, including the Town's fiscal health and the economy; Town communication, outreach, and feedback processes; and community service issues as they relate to youth. Staff engaged in a dialogue with Town Council to further address its questions and concerns regarding the key strategic issues. Exhibit A, attached to these minutes provides a listing of the suggested actions for follow-up. ADJOURNMENT Mayor Decker closed this evening's session at 3:00 p.m. TOWN OF LOS GATOS TOWN COUNCIL RETREAT SUGGESTED ACTIONS January 10-11, 2003 January 10th Session: Working Together Implementation and Assessment of Retreat Items At the conclusion of the Friday session, the council asked: How will we know that this retreat was a success 6-9 months from now? In response, staff agreed to compile a summary report identifying the main points and suggested action items discussed at the retreat. These items will then be assessed in a progress report or follow up meeting/retreat with the council. What is an Effective Council Member? Effective council members are able to balance the following tensions or competing values: • Being proactive about creating change in the community vs. seeking to preserve and protect the community • Leading and educating the public on an issue vs. following the wishes of the public • Recognizing the short term and long term implications of an issue and decision What is an Effective Council Team? • Members are prepared and knowledgeable on the issues • Decisions are made based on the best available information, and a careful interpretation of the data • Members rely on community input and council discussion at council meetings in making final decisions • There are no coalitions or well defined voting blocks What Constitutes Effective Council Discussion? • There is an openness to differing points of view • Members are able to disagree with one another • Differences are managed constructively • Members listen to each other with respect EXHIBIT A How Should the Council Partner with Commissions & Boards? • Respect and fully consider their decisions and recommendations • Be cautious about overturning commission decisions • Review selection of commissioners Su2pested actions: Establish a Council selection committee o Enhance the selection process (example: more time for individual interviews perhaps using a Council Selection Committee) 4 Expand efforts to recruit applicant pools 4 Advise unsuccessful applicants prior to Council meetings. Suggest training opportunities for Less experienced/qualified candidates to improve competencies Su,ested action: Ensure training and development opportunities are available to commissioners SuR2ested action: Develop a communication mechanism for informing commissions about council policy decisions How Should the Council Partner with Staff? • The current relationship is working exceedingly well; council admires and appreciates staff • Council needs to be cautious about overburdening staff • Council should not do staffs' work • Council members need to be careful not to create expectations among staff that fit his/her own interpretations, but do not have the full backing of whole council Suiiested action: The Town Manager is empowered to oversee and monitor the Council's actions in regard to overusing or misusing staff; will consult with Mayor or other appropriate Council member as necessary Su Rested action: The Town Manager will function as a central clearing house for advising Council about their individual participation in local and regional groups as representatives of the Town and the Council. This issue will be discussed with the Council Policy Committee. 2 January 11th Session: Looking Forward The Strategic Framework Council asked a number of questions and clarifications in response to the Town Manager's update of the strategic plan. In addition to comments about specific implementation strategies, one overarching action item was suggested. Suggested action: When possible, staff should provide council with quantitative data regarding status on priorities and goals as a way to help assess success. Example: the number of graffiti incidents per year. Issue Category #1: Fiscal Health and the Economy Suggested action: Explore the possibility of creating an economic advisory board (or committee, roundtable, etc.), taking into consideration mission, goals and composition that will make the group most effective. Suggested action: Explore the possibility of bringing appropriately -scaled convention groups and trade shows to Los Gatos. Align with the San Jose Convention and Visitors Bureau to help identify Los Gatos as a destination for people attending conventions in San Jose. Suggested action: Explore providing Council on a regular basis a fact sheet reporting sales tax revenue, commercial and residential vacancy rates and other relevant economic trend information . Suggested action: Explore attracting medical technology firms to locate in town as a complement to the Town's hospitals and medical centers. Suggested action: Staff should continue to make personal contacts with commercial tenants and owners, including an increased emphasis on reaching out to the brokerage community. Suggested action: Continue to explore alternative options for enhancing revenue, including user's fees, commercial business license fees, etc. Suggested action: Explore the possibility of annexation based on a cost/benefit analysis of each site, including infrastructure condition, Town service costs, revenue generated, etc. Issue Category #2: Communication Outreach and Feedback Suggested action: Proceed with conducting the Human Needs survey, incorporating Council input and ensuring the survey methodology is sound to ensure valid results. 3 Suwested action: Explore funding a resident satisfaction survey in the FY 03-04 budget. SuR ested action: Consider holding some council meetings "off site" in a neighborhood location or consider holding special Town meetings in neighborhoods (example: Town Hall in the Neighborhood). Si Rested action: In developing marketing and communication material, consider how to present town information to encourage interest from residents. Suz'ested action: Explore the development of a central location or communication vehicle for people to find out about town services. SuiTested action: Explore developing a communication vehicle for informing interested residents about Council policy decisions (example: informing neighborhoods involved in traffic calming efforts where to find information about ultimate Council decision.) Suggested action: Explore the possibility of creating an email network or list serve for communicating town information to residents. Suggested action: Work with the local media to advocate including information about some of the less visible community activities in town Issue Category #3: Community Services Suzeested action: Explore the possibility of holding a youth summit with youth and leaders from existing community groups serving youth to identify issues and actions the Town and its partners can address, as one way to collect information about and assess the interest in the creation of a youth commission or other focused efforts. Suniested action: Explore in partnership with other organizations opportunities for providing drug and alcohol prevention programs for middle school youth, including identifying programs and models undertaken in other communities. Issue Category #4: Other Strategic Issues Suggested action: Refer the possibility of creating an ethics program to the Council Policy Committee. 4