Loading...
Item 31b Staff Report Discuss Council Policy Committee's Proposed Statement of Purpose and Policy Work Planf COUNCIL AGENDA REPORT DATE: JUNE 16, 2003 TO: MAYOR AND TOWN COUNCIL FROM: DEBRA J. FIGONE, TOWN MANAGE SUBJECT: MEETING DATE: 6/16/03 ITEM NO. 31 b DISCUSS COUNCIL POLICY COMMITTEE'S PROPOSED STATEMENT OF PURPOSE AND POLICY WORK PLAN RECOMMENDATION: It is recommended that the Town Council discuss and give direction regarding the Council Policy Committee's proposed statement of purpose and policy work plan. BACKGROUND: At its May 6 and June 3, 2003 meetings (Attachment 1 & 2), the Council Policy Committee reflected upon its role and goals, identification of policy focus areas, and the development of a policy work plan. In particular, the Committee's discussions centered around three themes: (1) Council Members' knowledge of unwritten Council policies and practices; (2) consideration of where Town Council policies may be deficient; and (3) the creation of a policy reference library. These discussions led to the development of a Committee statement of purpose and the identification of a priority policy focus area which is discussed in further detail in the section below. DISCUSSION: After discussing its purpose and various policy focus areas and reviewing existing Council policies, the Council Policy Committee developed a statement of purpose and determined that there was a priority need to explore the concept of setting a framework for policy development through the establishment of Council roles, expectations, and/or protocols. The following provides an outline of the Council Policy Committee's proposed statement of purpose and policy work plan, which reflects a desire to develop a Council Protocol Policy. PREPARED BY: AMA alyst N:\MGRUHaruyama\Staff Reports\c•unc' policy committee status update.wpd Reviewed by: Q5;S Assistant Town Manager I'own Attorney Finance Revised: 6/11/03 9:22 am Reformatted: 5/30/01 PAGE 2 TOWN COUNCIL AGENDA REPORT SUBJECT: DISCUSS COUNCIL POLICY COMMITTEE'S PROPOSED STATEMENT OF PURPOSE AND POLICY WORK PLAN June 16, 2003 Council Policy Committee Statement of Purpose Prior to discussing the refinement of existing Council policies and/or the development of new policies, the Council Policy Committee chose to reflect on its purpose, which resulted in a discussion of the Committee's goals and desired outcomes. The intent of the statement of purpose is to provide the Committee with a sense of direction when addressing policy issues. The Committee developed the following statement of purpose for Council's review and comment: Council Policy Committee Statement Purpose "To identify and address areas, issues, and concerns where Town Council policy needs to be communicated, documented, clarified, or developed in order to enhance the effectiveness of the Council in carrying out its policy making role in the council/manager form of government." Proposed Policy Focus Area and Work Plan As discussed earlier, the Council identified a priority need to explore the concept of setting a framework for policy development through the establishment of Council roles, expectations, and/or protocols. To accomplish this, the Committee recommends the development of a Council Protocol Policy, similar to those adopted by other California Cities. As a starting point, this policy could reflect the discussions at the January 2003 Council Retreat (Attachment 3), which focused on Council leadership, cooperation, and relationships among Council Members and others. While Council protocol policies range in topic and subject matter, they share several common themes. Categories found in protocol policies include, but are not limited to: • Mayor, Vice Mayor, and Council Member Roles, Responsibilities, and Relationships • Legal and Ethical Standards • Council Conduct • Council/Staff Relations • Council/Boards/Commissions/Committee Relations • Council/General Public Relations Confidentiality Conflict of Interest • Representing Official Town/City Positions Upon Council discussion and direction, the Committee would research and draft a Council Protocol Policy for Council's review and consideration. Given the complexity of these relational issues, the Committee may develop a partial draft policy for Council's review, including the roles, responsibilities and relationships ofthe Mayor, Vice Mayor, and Council Members; legal and ethical standards; council conduct; and council/staff relations. It is envisioned that the Committee would PAGE 3 TOWN COUNCIL AGENDA REPORT SUBJECT: DISCUSS COUNCIL POLICY COMMITTEE'S PROPOSED STATEMENT OF PURPOSE AND POLICY WORK PLAN June 16, 2003 present this partial draft Council Protocol Policy to Council in August 2003. At that time, the Committee would also present additional policy focus areas for Council review and comment. CONCLUSION: The work of the Council Policy Committee reflects the development of a draft statement of purpose and policy work plan. The Committee recommends that the Council discuss and give direction regarding its statement of purpose and proposed work plan, which includes researching and drafting a Council Protocol Policy. If directed by Council, a draft Council Protocol Policy would be presented to Council by the Committee in August 2003. FISCAL IMPACT: Should Council direct the Committee to draft a Council Protocol Policy, it is anticipated that there will be no fiscal impact associated with this action. However, it is important to note that work plan priorities and completion dates should be made in consideration of available resources. Existing staff within the Manager's Office will provide the necessary policy development support. Attachments: Attachment No. 1 Attachment No. 2 Attachment No. 3 Council Policy Committee June 3, 2003 Memorandum( supporting materials not included) Council Policy Committee May 6, 2003 Memorandum January 2003 Council Retreat Summary Notes MEMORANDCD UM OFFICE OF THE TOWN MANAGER TO: TOWN COUNCIL POLICY COMMITTEE MAYOR SANDY DECKER COUNCIL MEMBER JOE PIRZYNSKI • FROM: DEBRA J. FIGONE )Pts------- TOWN MANAGER ORRY KORB ©6� TOWN ATTORNEY SUBJECT: DISCUSS COUNCIL POLICY COMMITTEE PURPOSE, PROCESS CONSIDERATIONS, AND POLICY DEVELOPMENT DATE: JUNE 3, 2003 RECOMMENDATION: It is recommended that the Town Council Policy Committee discuss its purpose and role and process considerations as it relates to policy development. PURPOSE: The purpose of this report is to provide the Council Policy Committee background information as it relates to existing Council policies and policy development. BACKGROUND: At its May 6, 2003 meeting, the Council Policy Committee reflected upon its role and goals, identified key policy focus areas, and discussed the development of a policy workplan. In particular, as the Committee evaluated its purpose and mission, the discussion centered around three themes: (1) the long-standing tenure of previous Council Members with respect to their knowledge of unwritten Council policies and practices; (2) consideration of where Town Council policies may be deficient; and (3) the development of a policy reference library. In an effort to address these issues, the Committee discussed the concept of setting a framework for policy development through the establishment of formal, yet flexible Council roles, expectations, and protocols. As a starting point, the foundation for this framework would be the discussions at the January 2003 Council Retreat (Attachment 1) which focused on Council leadership, cooperation, and relationships among Council ATTACHMENT 1 consider developing a policy workplan which incorporates Council feedback received as a result of the Committee's June 2, 2003 status update presented under Council matters. It is then recommended that the Committee present a draft policy workplan for further Council discussion at the Monday, June 16, 2003 meeting. FISCAL IMPACT: None. Attachments: Attachment 1: Attachment 2: Attachment 3-6: Attachment 7: Town Council January 2003 Retreat Summary Notes and Staff Report Existing Town Council Policies Background Policy Material from the Cities of Sunnyvale, Mountain View, Palo Alto, and Santa Clara. May 6, 2003 Council Policy Committee Staff Report cc: Town Council Pamela Jacobs, Assistant Town Manager Orry Korb, Town Attorney Jenny Haruyama, Administrative Analyst DJF:jh N:IMGRUHaruyama\Projects\Council Policy Committee\June 3 Council Policy Committee Memo.wpd MEMORANDUM OFFICE OF THE TOWN MANAGER TO: TOWN COUNCIL POLICY COMMITTEE MAYOR SANDY DECKER COUNCIL MEMBER JOE PIRZYNSKI FROM: DEBRA J. FIGO TOWN MANAGER ORRY KORB (PK-- TOWN ATTORNEY SUBJECT: DISCUSS COUNCIL POLICY COMMITTEE PURPOSE AND PROCESS CONSIDERATIONS DATE: MAY 6, 2003 RECOMMENDATION: That the Committee consider establishing a statement ofpurpose and work plan for recommendation to the Town Council. The work plan would outline priority policy focus areas and would serve as the proposed work plan for the Committee. Process suggestions are also included. DISCUSSION: The following provides a suggested discussion outline for the Committee's use in determining its roleand goals, along with process considerations with respect to the development of new or refinement of existing Town policies. This outline is comprised of three key components: (1) Policy Committee Statement ofPurpose; (2) Potential Policy Focus Areas; and (3) Development ofa Work plan. Policy Committee Statement of Purpose When considering Town policies, the Committee may want to first reflect on its purpose. This process might include a discussion of the Committee's purpose, goals, and desired outcomes which could be achieved through the development of a statement of purpose. An example of such a statement is as follows: ATTACHMENT 2 FACIE 3 TOWN COUNCIL PO" ICY COMMITTEE SUBJECT: DISCU;, J COUNCIL POLICY COMMITTEE rJRPOSE AND PROCESS CONSIDERATIONS May 6, 2003 CONCLUSION: It is recommended that the Council Policy Committee develop a statement ofpurpose and a discuss process for determining policy focus areas and work plan development. FISCAL IMPACT: It is anticipated that there .will be no fiscal impact associated with the development of a committee statement of purpose or work plan. However, work plan priorities and target completion dates should be made in consideration of available resources. It is anticipated that existing staff within the Manager's Office will provide necessary policy development support. cc: Town Council Pamela Jacobs, Assistant Town Manager Orry Korb, Town Attorney Jenny Haruyama, Administrative Analyst DJF:jh N:\MGRUHaruyama\Staff Reports\COUNCILPOLICYMEMO.wpd 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: Flow 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 ATTACHMENT 3 January llth 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. Sujgested 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 Su22ested 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. SuEf ested 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. Sug'ested 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 . Su22ested action: Explore attracting medical technology firms to locate in town as a complement to the Town's hospitals and medical centers. Su22ested action: Staff should continue to make personal contacts with commercial tenants and owners, including an increased emphasis on reaching out to the brokerage community. Su22ested action: Continue to explore alternative options for enhancing revenue, including user's fees, commercial business license fees, etc. Su2Rested 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 Sug'ested action: Proceed with conducting the Human Needs survey, incorporating Council input and ensuring the survey methodology is sound to ensure valid results. 3 Town Council Minutes June 16, 2003 Redevelopment Agency Los Gatos, California COUNCIL MATTERS (31A&B.28) VTA BOARD RESTRUCTURING PROPOSAL/VERBAL REPORT (31 A.28) Mr. Pirzynski explained the letter from Mayor Jose Esteves of the City of Milpitas outlining a proposal to restructure the VTA Board. This. proposal would provide a voting seat for all jurisdictions and maintain the same proportional vote representation for the City of San Jose and Santa Clara County. He asked if there was consensus among Council to pursue the review of the board composition so that there will more representation from the individual cities and the ability to have all cities' voices heard in discussion. Council consensus to have staff write a letter to Milpitas to agree that this would be an avenue to pursue and to allow our Council to participate in considering the VTA Board restructuring. COUNCIL POLICY COMMITTEE/WORK PLAN/STATEMENT OF PURPOSE (31 B.28) Mayor Decker spoke ofthe meetings ofthe Council Policy Committee which has met twice. She spoke of the Statement of Purpose which has been developed to offer a sense of direction, and of the Work Plan to develop a framework for policy development. She noted that the ideas from the January Council retreat were used as a foundation for the current work plan. Council agreed that the Statement of Purpose met with their consensus. Council wished to take a general overview of the work plan to see what things they could easily agree upon and then have staff work on those items while they took some additional time and effort on the items that would require extra consideration and discussion. Mr. Glickman spoke of the new WiFi technology and the need to keep abreast of it before it becomes an issue for our community. Ms McNutt agreed that this subject should return on a later agenda. MANAGER MATTERS (32.28) There was no report given this evening. ADJOURNMENT Mayor Decker closed this evening's meeting at 11:57 p.m. ATTEST: Marian V. Cosgrove Town Clerk N:\Clk\Marian's Files\Draft Minutes\MM061603 12