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Item 4 Staff Report Adopt Resolution Amending Town Council Agenda Format and RulesCOUNCIL AGENDA DATE: 4/4/94 ITEM NO.4:Rss- TOWN OF LOS GATOS COUNCIL AGENDA REPORT DATE: March 28, 1994 TO: MAYOR AND TOWN COUNCI FROM: TOWN MANAGER SUBJECT: ADOPT RESOLUTION AMENDING TOWN COUNCIL AGENDA FORMAT AND RULES RECOMMENDATION: Adopt resolution amending Town Council Agenda Format and Rules. DISCUSSION: Attached are proposed changes to your policy on the Town Council Agenda format as suggested by Mayor Attaway and Council Member Blanton. These changes will simplify the process and facilitate public participation. ENVIRONMENTAL ASSESSMENT: Is not a project as defined under CEQA, and no further action is required. FISCAL IMPACT: None. Attachments: 1. Resolution amending Town Council Agenda Format and Rules 2. Proposed Council Policy on Town Council Agenda Format and Rules PREPARED BY: DAVID W. KNAPP, Town Manager DWK:pm MGRO68 A:\CNCLRPTS\4-4-1 Reviewed by: 3/28/94 11:22 am Attorney CI COUNCIL ACTION/ACTION DIRECTED TO: Finance Treasurer RESOLUTION NO. RESOLUTION OF THE TOWN OF LOS GATOS AMENDING TOWN COUNCIL AGENDA FORMAT AND RULES WHEREAS, on December 6, 1993 Town Council adopted Resolution No. 1993- 181 establishing Council Agenda Format and Rules; and WHEREAS, it has become necessary to amend the Agenda Format and Rules to simplify the agenda process and to facilitate public participation. THEREFORE, BE IT RESOLVED, the Council Agenda Format and Rules are established as indicated in the attached. BE IT FURTHER RESOLVED, that Resolution 1993-181 is hereby repealed. PASSED AND ADOPTED at a meeting of the Town Council of the Town of Los Gatos, California, held on the day of 1994 by the following vote: COUNCIL MEMBERS: AYES: NAYES: ABSENT: ABSTAIN: SIGNED: MAYOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA ATTEST: CLERK OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA MGRO68 A:\CNCLRPTS\4-4-1.RES Subject: Town Council Agenda Format and Rules Approved: COUNCIL POLICY TOWN OF LOS GATOS Enabling Page 1 of 3 Actions: Effective Revised Date: 4/4/94 Date: 6/15/92 12/6/93 PURPOSE To establish procedures which standardize the Town Council agenda and insure an orderly meeting. POLICY The following policies have been established: A. Order of the Agenda Closed Session Interviews Meeting Called to Order Roll Call Pledge of Allegiance Closed Session Report Appointments Presentations Consent Calendar Verbal Communications Public Hearings Other Business (including Bid Awards) Commissio11 a Council Reports Adjournment (No later than midnight without vote) B. Consent Calendar The Mayor will ask if any member of the public wishes to comment on any item on the consent calendar. These items may be heard after"Public Hearings'. Items removed from the consent calendar at the request of a Council Member shall be considered for discussion and action after the section of the agenda entitled "Other Businesg'. C. Verbal Communications Presentations shall be limited to five (5) minutes per subject. All items that require Council action will be referred to staff for review and recommendation at a subsequent meeting. D. Adjournment Council meetings will be adjourned at midnight unless a majority of the Council Members present vote to extend the adjournment time. E. Preparation of the Agenda The agenda is prepared by staff for the Mayo? s approval. In this manner the Mayor determines the agenda. Any member of the Council may request that the Mayor make a change or addition to the agenda. At a Council meeting, the Council may also place or delete an item on an agenda. If . _ ::». <t .>::.:::._;:: .:;.. l etag an tte oa a t e ag r da, then the in the ne tt If the wish of the Council is to add an item on the agenda of that meeting, then the Brown Act generally :requires a two-thirds vote uxi4.t..14nous vpt :q base present: ` IOW as 5 Vfolina.M40.11.*1.0:6;:iriaatitiwitfi a finding that there is a need to take immediate action and the need for action came to the attention of the Town after the agenda was posted. F. Agenda Schedule Preparation Schedule Friday, 10 days prior to meeting Wednesday, Noon, prior to meeting Wednesday, 5:00 p.m., prior to meeting Thursday, prior to meeting G. Conduct of Town Council Meetings The Council shall adopt: All agenda reports due to Town Manager Cut-off for requests for placement of items on agenda by members of the public Cut-off for placement of items on the agenda by members of Town Council Written agenda is finalized and printed. Agenda packets distributed to Town Council members. 1. Roberf s "Rules of Order," or 2. some other rules of order, or 3. allow the Mayor to conduct the meeting as deemed appropriate so long as all members of the Town Council concur. ADMINMANOI A:\COUNCIL\TCAGENDA Page 2 of 3 H. Reconsideration of Items No item acted upon by the Town Council will be reconsidered by the Council within ninety (90) days of the Council action unless the item is requested for reconsideration by a member of the Town Council. A motion for reconsideration may only be made at the meeting of the original Council action or at the meeting immediately following the original action provided the matter appears on the agenda. See schedule in paragraph F concerning placement of items on the regular agenda by members of the Town Council. I. Motions by the Chair The Chairperson of the meeting may make or second motions. The Mayor may restate, or ask that the maker restate, all motions immediately prior to any vote. APPROVED AS TO FORM: Town Attorney ADMINMANO1 A:\COUNCIL\TCAGENDA Page 3 of 3 RESOLUTION 1994-57 RESOLUTION OF THE TOWN OF LOS GATOS AMENDING TOWN COUNCIL AGENDA FORMAT AND RULES WHEREAS, on December 6, 1993 Town Council adopted Resolution No. 1993- 181 establishing Council Agenda Format and Rules; and WHEREAS, it has become necessary to amend the Agenda Format and Rules to simplify the agenda process and to facilitate public participation. THEREFORE, BE IT RESOLVED, the Council Agenda Format and Rules are established as indicated in the attached. BE IT FURTHER RESOLVED, that Resolution 1993-181 is hereby repealed. PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, California, held on the 4th day of April, 1994 by the following vote: COUNCIL MEMBERS: AYES: Joanne Benjamin, Steven Blanton, Linda Lubeck, Patrick O'Laughlin Mayor Randy Attaway NAYES: None ABSENT: None ABSTAIN: None SIGNED: /s/ Randy Attaway MAYOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA ATTEST: /s/ Marian V. Cosgrove CLERK OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA MGR068 A:\CNCLRPTS\4-4-1.RES Subject: Town Council Agenda Format and Rules Approved: COUNCIL POLICY TOWN OF LOS GATOS Enabling Page 1 of 3 Actions: Effective Revised Date: 4/4/94 Date: 6/15/92 12/6/93 PURPOSE To establish procedures which standardize the Town Council agenda and insure an orderly meeting. POLICY The following policies have been established: A. Order of the Agenda Closed Session Interviews Meeting Called to Order Roll Ca11 Pledge of Allegiance Closed Session Report Appointments Presentations Consent Calendar Verbal Communications Public Hearings Other Business (including Bid Awards) Council Reports Adjournment (No later than midnight without vote) B. Consent Calendar The Mayor will ask if any member of the public wishes to comment on any item on the consent calendar. These items may be heard after"Public Hearings'. Items removed from the consent calendar at the request of a Council Member shall be considered for discussion and action after the section of the agenda entitled "Other Business'. C. Verbal Communications Presentations shall be limited to five (5) minutes per subject. All items that require Council action will be referred to staff for review and recommendation at a subsequent meeting. D. Adjournment Council meetings will be adjourned at midnight unless a majority of the Council Members present vote to extend the adjournment time. E. Preparation of the Agenda The agenda is prepared by staff for the Mayor's approval. In this manner the Mayor determines the agenda. Any member of the Council may request that the Mayor make a change or addition to the agenda. At a Council meeting, the Council may also place or delete an item on an agenda. If two nt;more uncil. moo*: pl a pg x erxz ap a future age nda, C het to ay sh I.:pl c ti o axe ag rg t1he near iture If the wish of the Council is to add an item on the agenda of that the current meeting, then the Brown Act generally requires a two-thirds vote p € imou v© ©f th present if less :than 5 Ce e r s a p t,:<with a finding that there is a need to take immediate action and the need for action came to the attention of the Town after the agenda was posted. F. Agenda Schedule Preparation Schedule Friday, 10 days prior to meeting Wednesday, Noon, prior to meeting Wednesday, 5:00 p.m., prior to meeting Thursday, prior to meeting G. Conduct of Town Council Meetings The Council shall adopt: All agenda reports due to Town Manager Cut-off for requests for placement of items on agenda by members of the public Cut-off for placement of items on the agenda by members of Town Council Written agenda is finalized and printed. Agenda packets distributed to Town Council members. 1. Robert's "Rules of Order," or 2. some other rules of order, or 3. allow the Mayor to conduct the meeting as deemed appropriate so long as all members of the Town Council concur. ADMINMANOI A:\COUNCIL\TCAGENDA Page 2 of 3 H. Reconsideration of Items No item acted upon by the Town Council will be reconsidered by the Council within ninety (90) days of the Council action unless the item is requested for reconsideration by a member of the Town Council. A motion for reconsideration may only be made at the meeting of the original Council action or at the meeting immediately following the original action provided the matter appears on the agenda. See schedule in paragraph F concerning placement of items on the regular agenda by members of the Town Council. I. Motions by the Chair The Chairperson of the meeting may make or second motions. The Mayor may restate, or ask that the maker restate, all motions immediately prior to any vote. APPROVED AS TO FORM: Town Attorney ADMINMANO1 A:\COUNCIL\TCAGENDA Page 3 of 3 INTERNAL TRACKING COMPLETE AND INITIAL EACH STEP ACTION AGENDA ITEM: J''' I 1 RESOLUTION/ORDINANCE NUMBER: DESCRIPTION: BY DATE LIST IN BOOK gqi,/, 17OrtIL) / 0 ,,, irk ON DISC? MARIAN'S FORM SENT TO DEPT. a-12-1-C PUBLISH IF REQUIRED - Indicate date of ORDINANCES ONLY Publication. WHEN SIGNATURE AND /s/ COPY (1 EACH) returned, LIST ON SIGNATURE TRACKING & SEND TO MAYOR -- , , SEND COPIES TO DEPT. DISTRIBUTION LIST Dist. Report Date: NO.of COPIES: Z .----- TYPE ENVELOPES AND MAIL SIGN BY CLERK/SEAL q VV ENTER INTO ECM ORDINANCE/RESOLUTION FILE OUR s COPY IN BASKET. EPUT FILE IN VAULT qb-r SEND FOR CODIFICATION IF ORDINANCE ! nIk:forms\ordres2 OFFICE OF THE TOWN CLERK ORDINANCES & RESOLUTIONS ORIGINATING DEPT: COUNCIL AGENDA DATE: COUNCIL AGENDA ITEM: SUBJECT: Number: Date of Adopt: COUNCIL ACTION: AYES: RESOLUTION 5? 'T L NAYS: ABSENT: ABSTAIN: COUNCIL MEMBERS NAMES: Number. Date of Intro: Date of Adopt: ZONE CHANGE: ORDINANCE Joanne Benjamin, Steven Blanton, Linda Lubeck, Patrick O'Laughlin Mayor(or Chairman) RANDY ATTAWAY. ORDINANCES and RESOLUTIONS MUST BE RETURNED TO TOWN CLERK BY WEDNESDAY AT 12 NOON. ORDINANCES MUST BE READY FOR IMMEDIATE PUBLICATION CLK 1:1114:\OTHER\ORDRES April 4, 1994 Los Gatos, California PERMIT PARKING/SOUTHERN PACIFIC RIGHT-OF-WAY/ORDINANCE INTRO (22.42) The Town Clerk read the title of the Draft Ordinance. Motion by Mrs. Lubeck, seconded by Mrs. Benjamin, that Council waive the reading of the Draft Ordinance. Carried unanimously. Motion by Mr. Blanton, seconded by Mrs. Lubeck, that Council introduce Draft Ordinance entitled, ORDINANCE OF THE TOWN OF LOS GATOS PROVIDING THAT THE REPEAL OF SECTION 15.40.155 OF THE CODE OF ORDINANCES, TOWN OF LOS GATOS AND DECLARING SAME TO BE NULL AND VOID AND OF NO EFFECT. Carried unanimously. NO PARKING CURB/LOS GATOS-ALMADEN/ROSS CREEK (23.09) The following people from the audience spoke to this issue: Tom Easley, 15630 Los Gatos -Almaden Road, requested removal of the red curb. Dorothy James, 101 Ross Creek Crt., spoke of the need for a red curb in the present location. No one else from the audience addressed this issue. Motion by Mr. O'Laughlin, seconded by Mr. Blanton, that Council deny the request to remove the no parking area on Los Gatos -Almaden Road at Ross Creek Court. Carried unanimously. DEVELOPMENT FEES/PROJECT ELIMINATION/REFUNDS (24.35) Motion by Mrs. Lubeck, seconded by Mrs. Benjamin, that Council direct the Planning Commission to initiate a General Plan amendment to delete the requirement for medians in Winchester and University Ave. Carried unanimously. Motion by Mrs. Lubeck, seconded by Mr. O'Laughlin, that Council declare that the Town will not be installing a traffic signal at University and Lark Ave; Authorize the Town Manager to process refunds totalling $12,320.00 from account # 100-26900 to the three developers who contributed to the Lark/University signal project; Authorize the Town Manager, after the General Plan amendment is adopted by Council, to process refunds totaling $74,003.02 from account#100-26900 and approx. $9,000 in interest from account #1111-80000 to the nine developers who contributed to the Winchester Blvd. and University Ave. median projects. Carried unanimously. AGENDA FORMAT/COUNCIL RULES/RESOLUTION 1994-57 (25.10) Motion by Mr. Blanton, seconded by Mrs. Benjamin, that Council adopt Resolution 1994-57 entitled, RESOLUTION OF THE TOWN OF LOS GATOS AMENDING TOWN COUNCIL AGENDA FORMAT AND RULES. Carried unanimously. COUNCIL COMMITTEE APPOINTMENTS (26.10) Motion by Mrs. Benjamin, seconded by Mrs. Lubeck, to accept the amended Council Committee Appointments and have only two representatives at the General Plan Committee. Carried unanimously. COUNCIL COMMITTEE REPORTS (27.10) Mrs. Lubeck reported on the Route 85 Opening. United Way has declined to run any sporting event for the opening. TC: D6: MM040494 7