14 Staff Report.Commission Events Policy and Commission Budget Policy with attachments
PREPARED BY: Katy Nomura
Interim Town Manager
Reviewed by: Interim Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 09/17/2024 ITEM NO: 14
DATE: September 12, 2024
TO: Mayor and Town Council
FROM: Katy Nomura, Interim Town Manager
SUBJECT: Adopt a Commission Events Policy and Revised Town Council Policy 5-03
“Commission Budgets”
RECOMMENDATION:
Adopt a Commission Events Policy (Attachment 1) and revised Town Council Policy 5-03
“Commission Budgets” (Attachment 2).
BACKGROUND:
In an effort to provide consistent guidance to Commissions regarding events and to ensure the
appropriate use of staff resources, the Policy Committee considered a potential Commission
Events Policy at its June 25, 2024 meeting. The Committee discussed that Commissions should
be encouraged to have self-sufficient tabling at existing Town events, rather than separate
events, to minimize the use of staff resources. The Committee also discussed a requirement
that if a Commission wanted to hold a unique event, as an exception and not the norm, the
Commission would submit a recommendation to the Town Council for consideration and
approval. It was suggested that if staff support was necessary, that it should not be on the
weekends. The draft Commission Events Policy (Policy) in Attachment 1 includes these
elements and was considered by the Committee at its August 27, 2024 meeting. Additional
background can be found in the staff report provided at that meeting for Item 2.1
1 August 27, 2024 Policy Committee Staff Report Regarding Draft Commission Events Policy: https://mccmeetingspublic.blob.core.usgovcloudapi.net/losgatos-meet-
e87cc1ca17cb426e9eef752c7ed5a5c0/ITEM-Attachment-003-1f75387fb2e74caaa8a774171eea8019.pdf
August 27, 2024 Policy Committee Agenda:
https://meetings.municode.com/adaHtmlDocument/index?cc=LOSGATOS&me=e87cc1ca17cb426e9eef752c7ed5a
5c0&ip=True
PAGE 2 OF 2 SUBJECT: Commission Events Policy and Commission Budget Policy DATE: September 12, 2024
DISCUSSION:
On August 27, 2024, the Policy Committee recommended that the proposed Commission
Events Policy (Attachment 1) be brought to the Town Council for consideration and approval.
The Committee also recommended that amendments to the Town Council Policy 5-03
“Commission Budgets” be considered to ensure both policies are aligned.
The proposed amendments to the Commission Budgets Policy broaden appropriate uses of a
Commission’s Budget to include purchasing giveaway items for any event authorized under the
Commission Events Policy and hosting Town Council approved Commission Events in
accordance with the Commission Events Policy.
ALTERNATIVES:
1. Council may direct staff to make specific changes to either policy.
2. Council may take no action.
CONCLUSION:
Staff recommends adopting the proposed Commission Events Policy (Attachment 1) and the
revised Commission Budgets Policy 5-03 (Attachment 2).
FISCAL IMPACT:
Adopting a consistent Commission Events Policy and corresponding edits to the Commission
Budgets Policy will help ensure that Town funds and staffing are used appropriately and
towards Town Council directed objectives.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Proposed Commission Events Policy
2. Proposed Amendments to Town Council Policy 5-03 “Commission Budgets” (Redline)
ATTACHMENT 1
COUNCIL POLICY MANUAL
TITLE: COMMISSION EVENTS
POLICY NUMBER:
EFFECTIVE DATE:
PAGES: 3
ENABLING ACTIONS: REVISED DATES:
APPROVED:
I. PURPOSE:
The Town Boards, Commissions, and/or Committees (hereafter, Commissions) may have
interest in engaging the public through community events. This Policy sets forth the criteria
for Commission participation in events and the use of Town resources for such activities. For
the purposes of this Policy, participation in events refers to serving in a formal Town
Commission role in an event for purposes of engaging the attendees and does not refer to
simply attending an event. This Policy pertains to a Commission’s participation in events in its
official capacity and does not apply when a Commissioner is not acting in their official
capacity.
This Policy works in concert with the Town’s Purchasing Policy and other policies and
procedures.
II. COMMISSION EVENTS
A. Applicability
a. The following sections of this Policy will apply to all Commissions with the exception
of the Youth Commission. In the Youth Commission’s enabling resolution, one of its
duties is to hold forums. In addition, youth may not be able to operate as
independently as adult Commissioners and different considerations may need to be
made for safety and successful event participation. Due to this specific duty and the
additional considerations for participating youth, Youth Commission events may
occur with the approval of the Police Chief to ensure adequate consideration of
budget, safety, liability, logistics, and staffing resources, unless otherwise requested
by the Town Council.
B. General Guidelines:
a. A Commission’s participation in an event must directly relate to its enabling
resolution and be within the scope of the Commission.
Small Town Service Community Stewardship Future Focus
TITLE: Commission Events
PAGE:
2 of 3
POLICY NUMBER:
b. Participation and activities must be appropriate for the type of event and provide
meaningful interaction with the event attendees.
c. Commissions may not participate in events that are:
i. Related to lobbying or for endorsing political candidates or parties; or
ii. Expressly in opposition to the Town’s Vision Statement, Guiding Principles, and
Core Values.
d. A Commission’s budget must be used to fund any necessary expenditures for a
Commission event and must be done in accordance with Council Policies 5-03,
“Commission Budgets” and 4-06 “Purchasing Policy.” Any additional funds require
Council approval and allocation.
e. Commissioners are responsible for preparing for and staffing their portion of any
event and Town staff is not expected to participate. Exceptions may be made by the
Town Council when the use of staff time has been considered and approved by Town
Council; exceptions may only be granted if staffing resources are available, budget is
available to cover any necessary overtime, and the event is approved by the Town
Council and is found to be in compliance with this Policy.
C. Guidelines Specific to the Type of Event:
a. Commission Participation at Existing Town Hosted Events:
i. Existing Town Hosted Events are events hosted by the Town that are already part
of a Town Department’s planned work, independent of Commission interest in
the event. These events could include annual Town events (e.g. Spring into
Green), public meetings, workshops, or similar activities.
ii. Where there is a nexus between the work of a Commission and the intent of an
event, or the Commission can provide an activity that creates this nexus, staff
may invite Commissions to participate in an event and will provide guidance on
how Commissions may participate, should they choose to do so. The guidance
will be designed to ensure the success of the event for both Commissioners and
staff and will vary depending on the nature of each event. If the provided
guidance is followed, no additional Town Council approval is required for
Commissioners to participate, unless otherwise requested by Town Council.
iii. Not all Town Hosted Events are suitable for Commission participation due to
limitations including timing, logistics, space requirements, event intent, and staff
bandwidth. Staff will strive to provide Commissions opportunities to participate
in Existing Town Hosted Events to the extent reasonably practicable and
appropriate.
b. Commission Participation at an Externally Hosted Event:
i. Externally Hosted Events are events hosted by entities other than the Town and
not hosted by a Town Commission. For example, these events may be
TITLE: Commission Events
PAGE:
3 of 3
POLICY NUMBER:
implemented by non-profits, businesses, community groups, and other
community and neighborhood stakeholders.
ii. In their official capacity, Commissions may only participate in Externally Hosted
Events that:
a. Serve a public benefit or purpose in alignment with the Commission’s
purpose as stated in the enabling resolution.
b. Are hosted by a non-profit organization, government organization, or official
Town partner;
c. Are located in the Town of Los Gatos or targeted for the Los Gatos
community; and
d. Are free to attendees.
iii. If these provisions and the General Guidelines are met, no additional Town
Council approval is required for Commissioners to participate, unless otherwise
requested by Town Council. Exceptions to these provisions require Town Council
approval.
c. Commission Hosted Events:
i. Commission Hosted Events are events hosted, funded, and implemented by the
Commission.
ii. Commissions are advisory bodies to Council and do not typically host or produce
events, unless requested by Town Council. Therefore, Commissions are
encouraged to participate in existing Town Hosted or Externally Hosted Events as
outlined above, rather than hold Commission Hosted Events. If no Town Hosted
or Externally Hosted Event exists, alternatives could be for an appropriate non-
profit to develop an Externally Hosted Event or to pursue the event outside of
the Commission’s or Commissioner’s official capacity.
iii. In the rare instance a Commission is interested in holding a Commission Hosted
Event, the Commission should make a recommendation to the Town Council for
its consideration.
iv. All Commission Hosted Events require Town Council approval prior to
implementation to ensure adequate staff and financial resources are available,
alignment with Town Council priorities, and consideration of liability and
logistics. If staff attendance is necessary, events past 8:00 p.m. or on weekends
should be avoided whenever possible and staff availability should be taken into
account when planning the date and time.
APPROVED AS TO FORM:
Gabrielle Whelan, Town Attorney
COUNCIL POLICY MANUAL
TITLE: COMMISSION BUDGETS POLICY NUMBER: 5-03
EFFECTIVE DATE: 04/17/2024 PAGES: 2
ENABLING ACTIONS: REVISED DATES:
APPROVED:
I.PURPOSE:
The Town Council may allocate funding to Town Boards, Commissions, and/or Committees
(hereafter, Commissions) for the purpose of communicating the work of the Commission to
the Los Gatos community. This Policy sets forth the criteria for the use of these funds, should
they be allocated.
This Policy works in concert with the Town’s Purchasing Policy and other procedures.
II.USE OF COMMISSION BUDGET
A.Appropriate Uses: Appropriate uses of a Commission’s budget, include:
1. Purchasing supplies and materials for Commission activities
2. Printing flyers or other materials for distribution to the community
3. Purchasing give away items at Town events (e.g., the Youth Commission giving away
succulents at Spring into Green) or events as authorized by the Commission Events
Policy
4. Paying for the registration for a table or booth at a non-Town event in conformance
with State law
5. Attending relevant workshops (registration only)
6.Hosting a Town Council approved “Commission Hosted Event” in accordance with
the Commission Events Policy and the Town’s Purchasing Policy
B.Inappropriate Uses: Inappropriate uses of a Commission’s budget, include:
1. Hiring a vendor to perform services
2. Paying Town employees or other individuals
3. Granting or donating funds to a third-party organization(s), including being a sponsor
or financially supporting a third-party organization’s activities and/or events
Small Town Service Community Stewardship Future Focus
ATTACHMENT 2
TITLE: Commission Budgets
PAGE:
2 of 2
POLICY NUMBER:
5-03
C. Modification of Appropriate Uses: Should a Commission identify a new use for its Town
funds, this Policy must be updated by the Town Council.
III. PROCEDURE FOR EXPENDITURES
A. Prior to Expenditure: Prior to any expenditure that is an appropriate use, the following
procedure must be followed:
1. The request for use of the Commission’s budget must be agendized for
Commission consideration.
2. The staff liaison to the Commission would verify that the intended use of the funds
meets this Policy.
3. The staff liaison would verify available funds for the expenditure.
4. If approved by the Commission, the staff liaison would explain how the purchase
would occur.
B. Expenditure: The staff liaison would be responsible for the expenditure, following the
Town’s Procurement Policy, State law, and local regulations.
C. Post-Expenditure: The staff liaison would be responsible for submitting all receipts and
documentation associated with the expenditure to the Finance Department, and
retaining the documentation consistent with Town policies, procedures, and practices.
APPROVED AS TO FORM:
Gabrielle Whelan, Town Attorney