08 ACC-Library-CSTC-Fin- Workplans with Attachments
PREPARED BY: Ryan Baker
Library Director
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 02/04/2025 ITEM NO: 8
DATE: January 30, 2025
TO: Mayor and Town Council
FROM: Chris Constantin, Town Manager
SUBJECT: Approve the 2025 Work Plans Recommended by the Town’s Library Board,
Arts and Culture Commission, Complete Streets and Transportation
Commission, and Finance Commission
RECOMMENDATION:
Approve the 2025 Work Plans recommended by the Town’s Library Board, Arts and Culture
Commission, Complete Streets and Transportation Commission, and Finance Commission.
BACKGROUND:
In order to provide Town Commissions/Committees/Boards (Commissions) clarity from the
Town Council regarding their work, staff recommends the Town Council review and approve
each Commission’s work plan for the year. This will ensure Council support, efficient use of
Commissioners’ time, and sufficient staff resources for the Commission’s projects in 2025.
Certain Commissions are exempt from this process due to their specific functions. The exempt
Commissions have items presented to them for consideration rather than the Commissions
creating their own work plans. These exempt Commissions include the Planning Commission,
General Plan Committee, Historic Preservation Committee, and Personnel Board.
DISCUSSION:
In coordination with other Town Departments, the attached work plans were drafted by the
Commission’s staff liaison, taking workload, time commitment, changes in legislation, and
alignment with Council priorities into consideration.
PAGE 2 OF 2 SUBJECT: Library Board, and Arts and Culture Commission Work Plans DATE: January 30, 2025
The Library Board work plan (Attachment 1) was discussed by the Library Board at their regular
meeting on January 8, 2025. The Library Board moved unanimously to recommend the draft
work plan, as presented, for Council approval without alteration or addition.
The Arts and Culture Commission work plan (Attachment 2) was discussed by the Arts and
Culture Commission at their regular meeting on January 15, 2025. The Arts and Culture
Commission moved unanimously to recommend the draft work plan, as presented, for Council
approval without alteration or addition.
The Complete Streets and Transportation Commission work plan was discussed at that
Commission’s January 9, 2025 regular meeting. The CSTC discussed the draft work plan
presented by staff and added one item related to coordination with the County of Santa Clara
regarding the Festival of Lights. One other item related to bus passes was expanded to include
students rather than only seniors. The resulting work plan (Attachment 3) was adopted by the
CSTC by a vote of 5-0-2, with Youth Commissioner Sharma and Commission Miano absent.
The Finance Commission work plan was discussed by the Finance Commission at their special
meeting on January 13, 2025. The Finance Commission requested to add the review of the
Fiscal Impact Analysis Study Scope. With this addition, the Commission moved unanimously to
recommend the work plan for Council approval as presented in Attachment 4.
Staff feels that the items contained in these work plans are manageable for 2025. The addition
of more items to these work plans would impact staff capacity and is not recommended in the
2025 calendar year.
FISCAL IMPACT:
No fiscal impact is associated with this item.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Library Board 2025 Work Plan
2. Arts and Culture Commission 2025 Work Plan
3. Complete Streets and Transportation Work Plan
4. Finance Commission 2025 Work Plan
Library Board 2025 Work Plan
1. Library policy updates necessitated by AB1825 (2024) “California Freedom to Read
Act”.
a. Update the Library’s Collection Development policy to conform with State
legislation.
b. Integrate the currently separate Materials Deaccession policy into the
Collection Development policy.
c. Review a process created by staff that meets the provisions of the legislation
for the public to formally challenge/object to library materials.
2. Library policy updates necessitated by AB781 (2024) “Accessibility to Emergency
Centers: Persons with Pets”.
a. Update existing Library Code of Conduct to conform with AB781, or if
appropriate, remove the section regarding animals in the Library to a
separate policy.
b. Examine current ADA service animal laws, and review/amend Library service
animal policies to ensure compliance.
3. Annual Community Survey of Library Services
a. Work with staff to create and review the Library’s annual community
input/satisfaction survey.
b. Analysis of survey results and suggest any additions or amendments to
strategic direction to staff for consideration.
4. Annual review of Library Code of Conduct for any changes/modifications
suggested by staff as a result of new or changing patron incidents or behaviors.
5. Receive informational presentation from staff regarding annual library statistics
and trends.
6. Library policy update for the Library’s Lost Property policy (2017) to reflect current
staff practice.
ATTACHMENT 1
Arts and Culture Commission 2025 Work Plan
1. Public Arts Master Plan draft for Council review and approval in 2026. Estimated to be
completed over a two-year period, this document will address 2040 General Plan items PFS 25.1
through PFS 25.7, as well providing a guiding document and framework for implementation of the
Town’s Public Arts Fund Ordinance Chapter 25, Article VII, Section 25.70.000. The following steps
of the process are estimated to be completed in 2025.
a. Conduct a community survey in an online format to incorporate more public feedback
in the Public Arts Master Plan.
b. Draft objective standards for public art in private development based on best practices
from neighboring jurisdictions.
c. Draft arts policies based on best practices from other jurisdictions for:
i. Call for Artists and Artist Selection Process
ii. Public Art Maintenance Requirements and Limitations
iii. Murals on Town property
d. Draft the Master Plan section for incorporation of public art in Town parks and
infrastructure.
2. Gateway Project. This project is nearing completion with the commissioned gateway
sculptures already in production by the artist.
a. Identify a location for Gateway Sculpture Phase 4 and Phase 5, and confirm locations
with PPW.
b. Installation of Gateway Sculpture Phase 4 with a target date of June 2025, and Phase 5
with a target date of December 2025. This will close out the project.
3. Outside the Box, utility box art wraps. This is an annual project which is funded to cover four
utility boxes each year with artwork through an open community call for artists.
a. Identify locations for the next round of the Outside the Box program, and confirm
locations with PPW.
b. Open the application for artists and review submissions for judging.
4. Art in the Council Chambers. This is slated as an ongoing annual project to rotate three
exhibits in the Council Chambers each year.
a. Review applications for Art in the Council Chambers exhibits through an open call for
artists.
b. (Subcommittee assignment) Install a new exhibit every four months, and host an
opening reception.
5. Finish creating a brochure with information about the Commission (project started in
2024).
6. (As needed or requested) Provide input on projects that incorporate public artwork per the
Town’s Public Arts Fund Ordinance, and provide input when requested by PPW on CIP projects
that incorporate public art.
ATTACHMENT 2
ATTACHMENT 3
Recommended 2025 CSTC Commission Work Plan
1. Commission to review staff’s recommendations regarding improvements and modifications
to the Downtown Parking Program and Residential Permit Parking Programs. (Relates to
Mobility Element Implementation Program S).
2. Commission to review staff’s work relating to reducing cut through traffic, building on the
work completed by the Beach Traffic Ad Hoc that will sunset in June 2025. (Relates to
Mobility Element Implementation Program N)
3. Commission to continue work of the Bus Pass Ad Hoc to evaluate potential subsidized
public transit fares for seniors and students (Relates to Public Facilities, Services and
Infrastructure Implementation Program KK).
4. Commission to receive presentations regarding proposed transportation related capital
projects and provide feedback and recommendations to staff for consideration.
5. Commission to receive updates regarding staff coordination with Santa Clara County Parks
Departments regarding Fantasy of Lights event and its impact on Town of Los Gatos
transportation assets, including Los Gatos Creek Trail.
Finance Commission 2025 Work Plan
Items Projects Assignments Frequency Finance Commission Target Date(s)Notes
1
General Fund Reserve Fund Policy Review current policy and consider recommendations
related to how funds should be classified going forward in
FY 2025/26.
3/10/2025
Review of policy should inform the
2025-26 fiscal year budget.
2
Educational Development Schedule a joint meeting of the Finance Commission and
Town Council to provide education on local government
budgeting and financial reporting.Tentative 5/12/2025, Based on Consultant and Council
availability.
Consider bringing in experts from the
GFOA to conduct this in person
training.
3
OPEB Review Perform a due diligience review of OPEB investment
program.
10/13/2025
Third party review of OPEB program.
4
Council Priority Scorecard Continue the work of the ad hoc committee to discuss
framework for a Council scorecard and start developing
top level metrics for consideration which can be
supported by existing data systems.6/9/2025
This process will be iterative to be able
to frame appropriate measures which
can be readily maintained.
5
Five-Year Capital Improvement Program Establish the structure for a multi-years CIP which will
focus on identifying current and future capital needs,
determine the funding level required to support those
needs, and start moving towards a comprehensive
approach to capital planning.10/13/2025
This will be a multiyear process due to
the many pieces that need to be
integrated for a comprehensive capital
plan.
6
Review the Scope of the Comprehensive Fiscal
Impact Analysis
Comprehensive Fiscal Impact Analysis including Scenario
Sensitivity Analysis with Risks and Opportunities which will
evaluate the potential fiscal impact of planned growth.
TBD Based on Community Services Director Timeline
This process is led by the Community
Development Department.
A
Five-Year Forecast Discuss Assumptions for the Five-Year Forecast Annually 2/10/2025; 3/10/2025 Report Back on Council Action
B
Operating and Capital Budget Review and Make Recommendations on the Proposed
Annual Budgets Annually
4/28/2025; 5/5/2025; 5/12/2025 (Published on
4/21/2025 - No Meeting)
C
Mid-Year Budget Review and Make Recommendation on the Mid-Year
Report Annually 2/10/2025
D Audit Plan Review Pre-Audit Meeting Annually 9/8/2025
E
Annual Comprehensive Financial Report Review and Make Recommendations on the Draft Annual
Comprehensive Financial Report Annually 12/1/2025; 12/8/2025
F
State Controller Financial Transaction Report Review and Make Recommendations on the Town Draft
Financial Transaction Report Annually 1/13/2025
G
Measure G Revenue and Expenditure Report Receive Measure G Revenue and Expenditure Report
Annually 3/10/2025
H Single Audit Report Receive Single Audit Report if applicable Annually 3/10/2025
I
Financial Policies Review and Make Recommendations on the Investment
Policy Annually 3/10/2025
J Financial Policies Review and Make Recommendation on the General Fund
Reserve Policy As Needed 3/10/2025
K
Investment Performance Receive Monthly Financial and Investment Report
Monthly
1/13/2025; 2/10/2025; 3/10/2025; 4/14/2025; 5/12/2025;
6/9/2025; 8/11/2025; 9/8/2025; 10/13/2025; 11/10/2025;
12/8/2025 Consent Item
Required by Town Code Section 2.50 or Other Council Policy
Multiyear Projects
Attachment 4
Finance Commission 2025 Work Plan
L
Pension and OPEB Trust Funds Performance Receive Performance and Account Summary Reports for
CERBT and CEPPT Quarterly 3/10/2025; 6/9/2025; 9/8/2025; 12/8/2025 Consent Item
M CalPERS Actuarial Reports Receive CalPERS Annual Actuarial Reports Annually 10/13/2025 Consent Item
N
OPEB Actuarial Analysis Receive OPEB Actuarial Analysis Every Two
Year N/A
O
CalPERS Performance Receive CalPERS Public Employees' Retirement Fund
(PERF) Preiminary Performance Report Annually 12/8/2025 Consent Item