Item C.2. Planning Commission Policies and ProceduresCOUNCIL AGENDA
DATE: 1/7/95
ITEM NO. l' ,
ATTACHMENT 4
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
DATE: January 5, 1995
TO: MAYOR AND TOW AI.COUNCIL
FROM: TOWN MANAGER
SUBJECT: PLANNING COMMISSION POLICIES AND PROCEDURES
DISCUSSION:
A copy of the Planning Commission's Policies and Procedures is attached to offer background for the
agenda item on Planning Commission policy on meeting with applicants. The pertinent section is Section
4.0 Field Trips and Evidence Outside Formal Hearings found on page 4.
PREPARED BY:
LEE E. BOWMAN )
U '
!.,
PLANNING DIRECTOR
LEB:mb 1/5/95 4:10 pm
n:dev\cnclrpts\polprocs.1-7
Reviewed by:
Attorney Clerk Finance Treasurer
COUNCIL ACTION/ACTION DIRECTED TO:
TOWN OF LOS GATOS
PLANNING COMMISSION POLICIES AND PROCEDURES
Adopted June 29, 1983
Revised 5/8/85; 11/18/87; 9/22/93
1.0 Planning Commission Meeting:
1.1
Planning Commission meetings start promptly at 7:30 p.m. with a ten (10) minute break at
approximately 9:30 p.m., and adjourn at 11:30 p.m., unless there is a motion to continue
past 11:30. The agenda is frequently heavy and not all items can be heard within this time
frame.
1.2 Agenda Format:
a. Roll CaII
b. Approval of Minutes
c. Written Communications
d. Verbal Communications (Audience)
e. Requested Continuances
f. Report from Planning Director
g• Consent Calendar
h. Continued Public Hearings
i. New Public Hearings
j. Continued Other Business
k. New Other Business
1.3 The format for each agenda item is:
a. Staff report
b. Presentation by the applicant
c. Testimony by the public, including Commissioners
d. Closing remarks by the applicant responding only to any new information presented
by staff or the public
e. Commission motion, discussion and decision
1.4 The Chair and the Planning Director will estimate the amount of time for each item and the
times will appear only on the Commissioners' copies of the agenda. Each Commissioner
is responsible for helping the Chair hold to the times listed on the agenda.
1.5 Applicants are asked to keep their presentations brief, preferably no more than five minutes.
Questions by the members of the Commission do not count against the time.
1.6 Members of the public addressing the Planning Commission should be instructed to give
their name and full address and to please speak into the microphone as all meetings are
recorded.
1.7 Townspeople and other members of the public who wish to speak on any items are asked
to be brief and to limit their comments to three minutes. If any Commissioner cannot hear
the name of the speaker, that person should be asked to spell the name. This request
should go through the Chair.
ATTACHMENT
PLANNING COMMISSION POLICIES AND PROCEDURES -- 2
June 29, 1983 - Revised 5/8/85; 11/18/87; 9/22/93
1.8 At the discretion of the Chair, in order to speed the transcribing of the Minutes and ensure
correct spelling of names and addresses, after speaking, the members of the public are
encouraged to sign on the tablet next to the recording secretary. Each speaker should
write name and full address and list the agenda item of concern.
1.9
1.10
1.12
1.13
NAME
ADDRESS
AGENDA ITEM THANK YOU
Speakers should address all comments and questions through the Chair.
Speakers shall not address the Commission from their seat.
The public should be encouraged to refrain from applause or other signs of approval or
disapproval as this consumes time and doesn't contribute anything to the Commission's
knowledge of the facts needed for decision -making.
Speakers should not speak more than once so that others may have a turn. If time permits,
the Chair may allow a speaker to make additional comments after everyone has had a turn.
Staff reports with plans are posted in the lobby of the Council Chambers.
1.14 Plans are only posted in the Council Chambers for non -consent items.
2.0 Commissioner's Conduct at Meeting:
2.1 Consensus motions are used to indicated the sense of the Commission and are non -action
motions. Commissioners are encouraged to offer consensus motions in order to focus on
specific issues within a larger item or to indicate the sense of the Commission.
2.2 Motions should be very crisp. If findings are required, not only must findings be stated, but
also the reasons behind the findings.
2.3 Motions shall begin with the words "I move ...'
2.4 Commissioners should not debate or offer opinions on the merits of the project when:
a. asking questions of staff;
b. asking questions of applicant(s);
c. asking questions of the audience.
The sequence of asking questions should normally be:
1. questions of staff;
2. questions of the applicant(s) or audience;
3. questions of the applicant(s) responding to the audience.
Then, and only then, Commission debates.
2.5 Commissioners should be considerate of people's feelings and should not place pressure
upon the speakers in an attempt to elicit or clarify a response.
2.6 Procedural questions should be asked of staff or asked of an experienced Planning
Commissioner well ahead of the meeting rather than voicing them during the meeting.
PLANNING COMMISSION POLICIES AND PROCEDURES -- 3
June 29, 1983 - Revised 5/8/85; 1 1 /18/ 87; 9/22/93
2.7 Commissioners should avoid extended discussion of relatively minor points or items.
2.8 Each speaker should talk into the microphone loudly so that the audience can hear.
Commissioners who cannot hear a speaker should so indicate to the Chair.
2.9 Comments or questions pertaining to items not on the agenda should be addressed to staff
before or after the meeting, or at the break.
2.10 It is not necessary for each Commissioner to repeat his/her argument just because another
Commissioner spoke against it.
2.11 Other than appeals, staff reports outlining recommendations for approval or denial are
recommendations only and should be referred to only in this manner.
2.12 Commissioners should not talk before being recognized by the Chair and should not talk
at the same time as another Commissioner who has been recognized.
2.13 Commissioners should avoid asking to speak at the last minute, when the Commission is
preparing to vote.
2.14 A Commissioner should prepare a motion so that it is complete, clear, and concise. It is
advisable to write down a motion during the meeting, prior to stating it.
2.15 Commissioners should not make a motion until after the Chair has terminated public
discussion. Once the Chair has closed the public hearing, it shall not be reopened absent
compelling circumstances.
2.16 When asking questions of staff or the applicant, Commissioners should ask single, simple
questions, one at a time, rather than a multi -barrel barrage. This will allow staff or the
applicant to give concise answers.
2.17 Commissioners should not make editorial comments unrelated to the issue being heard.
2.18 Commissioners should not discuss pending hearing items during the break, nor give the
appearance of using the break in order to discuss a pending item.
3.0 Absences:
3.1 A Commissioner who expects to be absent should notify the Chair and/or the Planning
Department prior to the meeting.
3.2 Town Policy provides that a Commissioner with three consecutive unexcused absences is
subject to removal from the Commission.
3.3 If a Commissioner expects to be absent at two or more consecutive regular meetings,
he/she should write a note to the Chair, stating the reasons for the absences and request
that they be shown as excused absences.
3.4 If a Commissioner expects to be absent for three or more consecutive regular meetings,
he/she should also address a letter to the Mayor and Town Council stating the reasons for
the absence. A Commissioner should notify the Council if he or she expects to be out of
the country.
PLANNING COMMISSION POLICIES AND PROCEDURES -- 4
June 29, 1983 - Revised 5/8/85: 11/18/87; 9/22/93
3.5 Whenever a Commissioner is absent for any part of a public hearing that is subsequently
continued to another date, that Commissioner is ineligible to vote on that matter at the
continued hearing unless he/she has listened to the tapes of the proceedings. Staff will
keep track of absences and will notify Commissioners when they need to listen to tapes.
The individual Commissioner will then be responsible for making arrangements with the
Planning Department secretary to listen to the appropriate tape(s) and for stating for the
record at the continued hearing that he or she has (or has not) listened to the tapes and
is (or is not) eligible to participate and vote.
4.0 Field Trips and Evidence Outside Formal Hearings:
4.1 On quasi-judicial matters California law requires decisions to be based on findings, and
findings to be based on evidence presented at the hearing. Accordingly, a Commissioner
may not be disqualified for discussing an issue outside of the hearing, but the actual
decision of the Commission must be supported by evidence presented at the hearing.
Accordingly, a Commissioner may not state or predetermine his or her decisions on an
application prior to the hearing. Decisions must be based on evidence presented at the
hearing, i.e. the staff report, testimony given during the hearing and comments from other
commissioners.
4.2 Property visits by individual commissioners are encouraged before the Commission meeting.
If it is important to the decision, Commissioners should introduce at the public hearing any
evidence observed at the property, including the nature of any discussion held with
applicants, neighbors, or other interested parties.
4.3 The Brown Act clearly applies to any field trip where a quorum of the Commission is present.
It would also apply if separate trips were pre -arranged for groups of Commissioners
representing less than a quorum. Accordingly, the best way to conduct a field trip is for the
Commission to formally adjourn one of its meetings to a specific time and place for that
purpose, thereby dispensing with the requirements for special notice to the media or
neighbors.
4.4 If a Commissioner misses a regular meeting, the rule is that he/she may still vote on matters
discussed at the meeting, provided the tapes are listened to. If the Commissioner misses
the official trip, he/she may not vote. Attendance at a field trip is mandatory to be eligible
to vote.
5.0 Consent Items:
5.1 The Planning Commission acts on all items on the consent calendar in one motion.
5.2 Requests for discussion made after action has been taken on the consent calendar will not
be considered.
5.3 If at all possible, each commissioner should discuss concerns on consent items with staff
before the Commission meeting.
5.4 Before the Commission acts on the consent calendar, any person wishing to have a consent
item discussed may request Commission to remove it from the consent calendar and hear
it in normal agenda order.
5.5 It is not necessary to remove an item from the consent calendar under the following
circumstances:
a. Clarification regarding the recommended action, proposed conditions, or suggested
findings is requested, and the Chair determines that the discussion will be non-
controversial or minor.
PLANNING COMMISSION POLICIES AND PROCEDURES -- 5
June 29, 1983 - Revised 5/8/85; 11/18/87; 9/22/93
b. A Commissioner proposes a change because of deficient or missing conditions or
findings, and the change is explicitly accepted by the Commission and the applicant.
5.6 If discussion beyond that described in sections 5.4 and 5.5 above is sought, then the item
will be removed from the consent calendar.
5.7 A Commissioner must state the specific reason for removing an item from the consent
calendar.
6.0 Continuances:
6.1 Planning Commission Resolution No. 78-4, adopted May 10, 1978, states that the Planning
Commission "... will not accept requests for continuances from applicants on planning
applications after 12:00 noon of the Friday preceding any Commission meeting, provided,
however, that the Commission retains the right to make exceptions to this policy when it
finds that a genuine emergency exists which was not known to the applicant prior to 12:00
noon of the Friday prior to such Commission meeting."
6.2 It is the responsibility of each Commissioner to keep staff reports and other materials
necessary for the continued hearing. The only exception is for items continued for an
excessively long interval (9 months or a year). Staff will resubmit old reports only if the
Commission requests a copy of an earlier report, if he/she can make the necessary
arrangements in a timely manner.
7.0 Findings:
7.1 Most matters that come before the Commission require findings. It is the practice of the
Commission (with the exception of consent items) that all findings are formulated by the
Commission. The types of matters requiring findings and the location of the findings to be
made are summarized below:
Zoning Approvals
a. Zone changes and Planned Developments Statute
b. Conditional Use Permit
1. Findings for CUPs:
2. Alternating Uses:
3. Density - Multiple Family Dwelling:
c. Variances
d. Architecture and Site Application
(Considerations)
1. Access to Remote Areas:
2. Demolition permits:
e. Historic applications
1. Construction
2. Use
f. Tree permits
g. Nonconforming lots
h. Use of nonconforming buildings
i. Changing nonconforming uses
j. Expansion of nonconforming buildings
k. Determine nonconforming use is no
longer lawful
I. Exceed Floor Area Ratio
m. Conversion of Mobile Home Parks
n. Setbacks in C-2 zone
o. Reciprocal parking
Citation
Town Code Section 29.20.190
Town Code Section 29.10.150
Town Code Section 29.40.635
Town Code Section 29.20.170
Town Code Section 29.20.150
Town Code Section 29.40.180
Town Code Section 29.10.09030
Town Code Section 29.80.290
Town Code Section 29.80.230
Town Code Section 29.10.0990
Town Code Section 29.10.265(3)
Town Code Sections 29.10.235 &
29.10.240
Town Code Section 29.10.210
Town Code Section 2.10.225
Town Code Section 29.10.225
Town Code Section 29.40.075(c)
Town Code Section 29.20.820
Town Code Section 29.60.335
Town Code Section 29.10.150(e)
PLANNING COMMISSION POLICIES AND PROCEDURES -- 6
June 29, 1983 - Revised 5/8/85; 11/18/87; 9/22/93
p. Parking for major additions to Town Code Section 29.10.150(h)
Single Family Dwellings (findings required for two spaces)
q• Waiver of underground utilities Town Code Section 27.50.025
r. Revocation or Modification of Zoning Approval Town Code Section 29.20.315
s. Roof Signs Town Code Section 29.10.125
t. Time Extensions Town Code Section 29.20.325
Subdivision Approvals
a. Tentative Maps Map Act Section 66473 et seq
b. Final Maps Map Act Section 66473 et seq
c. Double Frontage Lots Town Code Section 24.50.130
General Plan Approvals
a. General Plan amendments Statute
b. Specific Plan adoption and amendments Statute
Other
a. Substantive Zoning Ordinance Amendments Statute
b. Capital Projects Statute
c. Acquisition or disposition of interests in land Statute
d. Street Vacations Statute
e. Negative Declaration and Environmental CEQA Guidelines
Impact Report
f. Community Benefit for projects with Council resolution 1991-174
traffic impact
7.2 Findings cannot simply be a repeat of the ordinance sections, findings must be "sufficient to bridge
the analytical gap between the raw evidence and the decision."*
8.0 Environmental Impact Reports and Negative Declarations:
Environmental Impact Reports provide the Commission with very useful information for the decision -
making process; however, they are not needed for most applications. In the few instances where
an EIR would be helpful, the Commission must make a decision on the issue of a Negative
Declaration or an EIR before discussion of an application.
In effect, the Commission will take a vote on whether or not the EIR issue should be determined first.
If the Commission votes to consider the EIR issue first, then testimony on issues concerning the
environmental impact will be heard. After hearing the applicant and public on the EIR issue, the
Commission will make its decision. If an EIR is required, further discussion of the application will
be continued until the EIR is presented to the Commission.
9.0 Voting:
9.1 A quorum of the Planning Commission for the conduct of business is 4 members.
9.2 A simple majority of a quorum is sufficient for action on any item coming before the
Commission, except that a majority of the full Commission is necessary for the following:
a) General Plan Amendments
b) Adoption of or amendment to a Specific Plan
c) Substantive amendment to the Zoning Ordinance including zone changes.
9.3 An abstention does not diminish the quorum in order for the Commission to conduct
business.
*Topanga Association for a Scenic Community vs. County of Los Angeles
(1974) 11 Ca1.3d 506, 515.
PLANNING COMMISSION POLICIES AND PROCEDURES -- 7
June 29, 1983 - Revised 5/8/85; 11/18/87; 9/22/93
9.4 An abstention is counted on the prevailing side of any vote. For example, if 4
Commissioners are present and one abstains and the vote is 2 to 1 (in favor), the motion
passes. If the vote is 1 to 2 (against), the motion fails.
9.5 Tie votes mean that the motion fails.
9.6 Since most Commission decisions are quasi-judicial, in those cases where a motion to
approve an item fails, it is necessary to make a new motion to deny, since the findings for
denial need to be stated and cannot be assumed that they are simply the reverse of the
findings stated for approval.
9.7 The Commission elects its Chair and Vice -Chair annually at the second regular meeting in
February. The Planning Director is the permanent secretary of the Commission as specified
in the Town Code.
10.0 Abstentions:
10.1 The reason for an abstention should be given by the Commissioner at the time of the
abstention; i.e. absence during part of the hearing, conflict of interest (actual interest need
not be disclosed) or appearance of conflict of interest. There is seldom any other reason
for abstaining.
10.2 A Commissioner may vote on the Minutes of a meeting at which he or she was absent.
11.0 Minutes:
11.1 The Minutes are not verbatim, but are action Minutes.
11.2 The Minutes are presented to the Planning Commission as "Draft Minutes" and any
corrections are incorporated into the final Minutes rather than appearing in the subsequent
set of Minutes as "corrections to ...".
11.2.1 Only substantive corrections should be made during meetings.
11.2.2 Corrections to mechanics (spelling, punctuation, typos, etc.) shall be transmitted
to the Planning Director or the Administrative Secretary in writing, by phone, or at
a convenient time outside public session.
11.3 General Rules:
11.3.1 Staff and Commissioners should be identified by title and name.
11.3.2 The vote on each item will list the vote of commissioners present and will also list
those commissioners absent. This is done because the Minutes are filed by Item
and when a matter goes to the Town Council they only receive the Minutes
pertaining to the Item in question.
11.3.3 Consent Items appear in the Minutes in the same order as they appear on the
agenda and the vote on the Consent Item motion is repeated on each item. If a
commissioner wishes to dissent on one or more Consent Items it must be
announced at the time of voting.
11.4 Content of Minutes:
11.4.1 The Minutes will include a brief description of the item being considered (usually
a restatement of the Item as it appears on the agenda).
PLANNING COMMISSION POLICIES AND PROCEDURES -- 8
June 29, 1983 - Revised 5/8/85; 11/18/87; 9/22/93
11.4.2 The Minutes will include a listing of who speaks on the item by name and address,
• generally categorized as pro and con with a synopsis of the points raised. Specific
comments may not be attributed to each speaker.
11.4.3 The Minutes will include the motion on the item with the maker and seconder
identified and the vote.
11.4.4 The motion is shown in its entirety as restated by the Chair prior to the vote. All
conditions and findings made by the maker of the motion are also shown.
11.4.5 Motions to amend and subsequent motions are also shown.
11.4.6 All motions shall be listed in the Minutes. Motions not receiving a second will be
shown to die for lack of a second.
11.4.7 Comments and discussion made by a commissioner or staff before a motion is
made and seconded are not included in the Minutes.
11.4.8 Comments made by a commissioner when speaking to a motion are included, but
in summary form only.
11.4.9 Minority Reports. Comments made by a commissioner against a motion will be
included as stated above and automatically becomes a minority report. If a
commissioner wants a specific statement included as a minority report, it can be
done in one of two ways:
a. By stating immediately prior to or after a specific comment made during the
meeting that it should be included in the Minutes.
b. By announcing at the end of the item before the next item is commenced
that the commissioner desires to have a minority report included in the
Minutes and that a written report will be submitted to the full Commission
for information and inclusion with the draft Minutes.
11.4.10 If a Commissioner has an additional reason for wanting an item included in the
Minutes, the Commissioner should state that "for the record" the comments should
be included. This procedure should be used sparingly.
12.0 Recycling Program:
The Town is actively participating in recycling of paper. Commissioners are encouraged to:
a. Return the brown envelopes (in which the packet is delivered) to the secretary.
b. All Planning Commission reports dealing with issues that will go to Council should also be
given to the secretary.
c. All white paper that is no longer needed should be left in a neat pile on the floor or in the
recycling bin provided.
13.0 Guidelines for Applicants:
13.1 All drawings must be clear and legible and must include the following, if applicable:
13.1.1 Project location relative to nearest arterial and collector street intersection.
13.1.2 Direction Arrow (north) on all relevant drawings, i.e.: site, topography.
PLANNING COMMISSION POLICIES AND PROCEDURES -- 9
June 29, 1983 - Revised 5/8/85; 11/18/87; 9/22/93
13.1.3 To avoid confusion and increase legibility, site plan, grading plans, and landscape
plans should be on separate drawings. Applicants should consult the Planning
Department if they feel plans can be combined. A Commissioner may move to
continue an item based on illegible plans, provided that such continuance will not
result in automatic approval.
13.1.4 All building elevations should indicate whether they are N, S, E, or W.
13.1.5 All notations, including, dimensions, shall be readable without magnification whether
reduced drawings or not. (Scale of buildings, etc., and contours to be determined
by staff to assist the Commission for reviewing significant details.)
13.1.6 Any development which might have an impact on the solar accessibility of adjoining
properties, all PDs and multiple family projects shall provide building and tree
shadow plans based on shadows cast from 9 a.m. to 3 p.m. on December 21st to
allow for evaluation of solar access protection of south roofs and walls.
13.1.7 All plant designations shall have common names as well as botanical names shown
on Landscape Plans.
13.2 After the first DRC meeting, and if the staff determines it is necessary (for instance, in the
case of applications for PD, multiple -residential, major commercial, industrial adjacent to a
residential, or any application requiring an EIR, or likely to engender neighborhood
controversy), staff shall advise the applicant to arrange to hold neighborhood meetings with
both property owners and residents who will be affected by the applicant's proposed project
(within 300 feet). Notification of such meeting should be forwarded to the Planning
Commission and any Planning Commissioner wishing to attend shall notify the Planning
Director who will permit no more than three (3) Commissioners to attend. This shall be
accomplished prior to scheduling for a Planning Commission meeting and shall be for the
purpose of averting conflicts at the Planning Commission level, i.e.: achieving satisfactory
compromises. A summary of the Neighborhood meeting should be included in the staff
report.
13.3 Timing of Submissions:
Once an application is scheduled for the Planning Commission, all submittals (drawings,
reports,etc.) shall be provided to the Planning Department sufficiently in advance that they
can be evaluated by Staff for completeness and be in the Commissioner's packets the Friday
before the Commission's Wednesday meeting. Staff shall advise applicants that failure to
provide materials on time will mean a continuance by the Planning Commission or possible
denial if applicant refuses a continuance.
13.4 Town Policy for Handling Abandoned Applications:
13.4.1 Where there has been no activity for at least three (3) months, the applicants shall
be notified in writing that the matter is being set for public hearing before the
Planning Commission with a recommendation for denial.
13.4.2 If no additional response is received within 15 days of the date the letter is sent, or
if the applicant advises staff that he decides not to pursue it, the application will be
set for public hearing for denial/withdrawal as appropriate. No mailed notice will
be made unless required by State law. The legal advertisement and the agenda
shall note the recommended action and reason for such action. •
13.4.4 A request to extend the processing time can be granted by the Planning Director
at any time before the matter is set for public hearing. If after such an extension
is granted, and there is still no satisfactory action to complete the application, the
matter will automatically be set for public hearing as described under 2. above.
PLANNING COMMISSION POLICIES AND PROCEDURES -- 10
June 29, 1983 - Revised 5/8/85; 11/18/87; 9/22/93
13.4.5 There shall be no fee refunds or off -sets on future applications.
13.5 Applications for Demolition of Housing:
Such applications shall be accompanied by a staff report prepared by Town Building Official
which assesses the condition of the housing units in terms of compliance with the Health
and Safety Codes (UBC, NEC, UPC, etc.) and what measures might be necessary to
rehabilitate such housing.
13.6 Applications to cut down trees:
Such applications shall be accompanied by a report by the Superintendent of Parks and
Forestry on the health and viability of the trees and a recommendation on the action the
Commission should take.
13.7 Revocation and Modification Proceedings:
In Code Enforcement proceedings, the Planning Director is authorized to set public hearings
for revocation and/or modification of zoning approvals.
14.0 Planning Commission Committees:
The Commission has several standing committees and individual commissioners also
represent the Commission on a number of Council appointed committees as follows:
14.1 Commission Committees:
Architectural Standards Committee - 3 members
Noise Committee - Inactive
Policies and Procedures Committee - Inactive
Hillsides Committee - Inactive
14.2 Council created Committees:
Trails Committee - 1 member
General Plan Committee - 3 members
Liaison with Community Services Commission - 1 member with 1 alternate
Historic Preservation Committee - 2 members
Redevelopment Advisory Committee - 1 member with 1 alternate
Conceptual Development Advisory Committee - 3 members
Committee members are appointed by the Chair at the next Commission meeting following
the election. Committee terms are for one year.
LEBI\MEMOS\POLPROC
September 30, 1993
ATTACHMENT 1
January 5, 1995
"Destiny is not a matter of
chance; it is a matter of choice."
TOWN OF LOS GATOS
STRATEGIC PLAN
JULY 1, 1995 - JUNE 30, 2000
MISSION STATEMENT:
To enhance the quality of life in Los Gatos by pro „ ng the ij;hest qua i l and
facilities as efficiently as possible.
To provide a working environment which promotes
meets the needs of the community, council, emplos,
and volunteers.
I. Introduction
A. Plan Purpose
• To meet the To t'r " wt�:�eeds °Aft the neafive years
osters cooperation and
_commission members,
• To form the.- b "for eva, _ass
facil ma
ion
B. S
Strategic pla� -..ra systematic way to manage change which emphasizes
consensus bu ii while considering the environment, available resources, and
possible futures. Based upon this information, action plans on critical issues
are imple»ted, monitored, and adjusted as the situation changes.
MGRO80 A:\MISC\STRATPLN.95
1
Strategic Planning:
• concentrates on implementation;
• focuses on selected issues;
• explicitly considers resource availability, both inside and outside the
organization;
• assesses strengths, weaknesses, and the competitive position
community;
• emphasizes results;
• produces a coordinated effort;
• sets realistic objectives and allocates rwces to a , and
• is sometimes quantitative, but also str es the i :: orta „ men,
intuition, and creativity.
Strategic planning is not a panacea. It is ed to:
• replace other types of planning; .;
• analyze the root causes of major problems; o
• be a "one-shot" effort; it is an ongoing
C. Process for Plan Development:
Department Heads and l
and short-term objectiF
Committees provided«
workshop in Jane
Aranch esta
m the large nu
Forbes purc
hotel was o
between S
Lithe
action.
ownnagemt' " ' eam drafted revisions to long
ecerber, 199, Town Boards, Commissions and
'discussed the plan during its goals
atos coils from "El Rancho Rinconada de Los Gatos," a
J839 by a Mexican land grant and so named because of
mountain lions in the area. In 1854, James Alexander
ome of this land and built a flour mill. In 1860, the first
ed to provide a stage stop on the toll road which had been built
'Jose and Santa Cruz.
,WiLeg gave way to orchards, and rapid growth ensued when the
ad reached Los Gatos in 1878. The residential subdivisions of Broadway,
ayview, Fairview, and Almond Grove were built in the 1880s. By 1887, the
population had grown to 1,500 and Los Gatans voted to incorporate.
MGRO80 A:\MISC\STRATPLN.95
2
Fruit industries faded slowly during the Depression and World War II, but the
postwar period brought an influx of people producing residential and
commercial development. Highway 17 was constructed through the center of
Town. Growth leveled off in the early '70s, leaving Los Gatos with its small-
town atmosphere and pedestrian -oriented downtown.
B. Community Values
• Town (Complete Community, Human Scale)
Because of its distance from other cen of popula Gatos
developed as a complete community ' uding reaentt
�
industrial elements. PreservingLosGatos as a om lete 'vat-teed
community has been and remains a goal for the "°'rt
_.__.
From the first 100 acre town site and ; population of 1,652, Los
Gatos grew slowly so that by 1963 the, _ 3 square miles, with a
population of 11,750. Today Los G 's co oximately 12 square
miles and has a population of 27 445,=persons `s is relatively slow
growth over the first 80 years r in a humaie' community with
narrow streets and small built
Los Gatos' boundariesencompass compasti of terrain, ranging from
level land to steep y denselyh ooded lisides. The sharp visual
contrasts among tb" eaturand chafing architecture create the
picturesque sett u€ y if the Tin. In t e midst of an increasingly uniform
urban complex, Is setti x ' as attracted people with a preference for the
kw
Town's di high q ' o ral and urban environment.
h`Town over an extended number of years has left
a he .cage of older, established residential areas and a
downtownany historic buildings representing the various eras in the
Town's ist ,.- - ''Protection of these historic resources which are a major
part of t wn's character is an important community goal. Two
museuli Tait Avenue and Forbes Mill, help preserve the Town's valued
histo
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• Education
The Town is rich in educational and cultural resources. Los Gatos High
School is housed in beautiful older buildings with expansive grounds
sweeping down to Main Street. Fisher Middle School, Blossom Hill, Van
Meter, and Alta Vista elementary schools are also located in Town. All
these schools have been recognized for the high achievement their
students. Local commitment to quality education is so high,: t voters
passed a parcel tax to enhance the educational pro ni all, six school
districts serve Los Gatos children. Wes a ley C t College and
San Jose State University are located iighborinties.
• Openness and accessibility of local grnme
The small-town character of the comreflected in the Town
government's responsiveness to local citizen ' e Towns various citizen
boards, commissions and committees provide n issues ranging from
development to the arts. Community input is=p:_decision-making
through informal neighborhoo 1 s as we g anal public hearings.
By making personal contact tembers-:or by attending a
Council meeting, resident can dire ence . own policies.
• Preserve neighborhgq,
as one* the world's most desirable places
toridivellings, compatible in -fill
ppropriate to the community needs
Los Gatos neighborhoods.
e is a ljor part of any community's quality of life. The
Town µ tos has one of the lowest crime rates in the Bay Area.
The Tov+iment works with citizens to preserve life, maintain human
rights, p> eproperty, and promote individual responsibility and
commu y commitment. The community values law enforcement service
whichenphasizes problem solving.
Los Gatos' trees contribute to the beautiful, natural setting of our
community. Our trees make the area more attractive, soften impervious
surface and buildings, provide shade in summer and remove carbon dioxide
from the air. Ou'r residents enjoy and nurture our urban forest.
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• Environmental concern
In response to the community's desire for a clean environment, the Town
provides a number of environmental programs including: curbside
recycling, commercial cardboard recycling, household hazardous waste
collection, non -point source, and air quality management.
• Economic health
The community has become increasingly
maintaining the strength and quality o i
apparent that all segments of the contini
support and manage our economy.
activities located in the historic do
The Town's economy has improved rec
since 1986. In the past two years th'o
tax revenues when many other comnumties n
growth or a decrease. Property-1 siaave also=
rtance of
has becom
.• to 4
many
throughout t
The interest in a Los Ga1'13oule
the future. The real pcitsibill
sign. A strong locata,e nomy
services our citizei°`ma
• Tradition
e To
Parks
es its htt =and traditions through many special events:
hting imristmas tree at Town Plaza, the annual holiday
and Ce annual Strawberry Festival in June, arts and
:ants.
Ss
a runity.
�
Ong a steady decline
Iwn an increase in sales
ty are showing no
tt9wir an increase.
ort also bodes well for
center is another positive
own is to provide the many
Los Gat is iize the natural beauty of the area and the leisure and
recreaticki opportunities their parks provide. The Town Park System
contaia mixture of neighborhood parks, play lots, regional park sites and
op ace areas. Park facilities provide areas for hiking, bicycling,
ing, tennis, field activities, and family picnic areas. Most parks have
ayground facilities for children.
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• Open space
Los Gatos is dedicated to preserving, maintaining, and enhancing its open
space. Open space provides protection for areas of particular scenic
beauty and enhances the survival prospects for endangered plant and
animal species.
• Recreation
Los Gatans value health and vigorously M : cipat =t-cation programs
which are made possible through a join' 'veers agree e = tween the ?
Los Gatos -Saratoga Joint Union Higlf hool District `r, 'u tos
Union School District, and the Sarata UmonScllool DIs
• Community Services
A wide variety of community services rep _ m:and these services are
v.
important in defining the communit Service .g .__ �; d the Town
actively support a number of c creation- d human service
activities providing public a 4ti. tance rehabilitation, rent
mediation, transportation glstanc i °ms, nutrition, health, senior
citizen and youth program.
Accomplishments During Fiscal
fin
ri
• Simplified development ..re w
• Increas . employee recognition
• Expanded:: tome ainin
• Instil , computer
• Provided"ompute €or Library's computer catalog
• Organizedra. Boulevardvitalization group
• Obtain 1identifying Los Gatos
• Developed 5 year: lan
• Completed Los Gatosk Trail
luated taking bad a Department
proved bidding process
proved use of consultants, contractors
luated altspittive funding for street sweeping
regislature to implement workers' compensation changes
puterizing Police Department
• lle' permit tracking system
• Established PFM work assignment and reporting program
• Finished Parking District improvements
• Re-evaluated community paiking plan
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Trimmed/removed and replaced damaged/dead trees
Developed strategy for additional playfields
Developed trails program master plan
Completed disaster preparedness manual (SB 1841 Petris)
Revised job descriptions for.ADA requirements
Improved lighting and signs at Civic Center
Began implementing Structural and Maintenance Study recommendatio
Implemented energy conservation grant (evaluation of HVAC Oki lig
Replaced Council Chambers sound system
Restored Maria's Berry Farm
Maintained high quality services through improve iciency
Increased use of volunteers
Visited junior and senior high schools to promojeadinid libra
Expanded outreach program to bring library bo home reside
Helped expand Friends of the Library activities =_
Assigned a police officer as school resource offices
Distributed recycling information through the so
Held Community Services forums
Helped Teen Center complete its buildin
Improved Blossom Hill School pedestr
Established alcohol standards for band
Accommodated the Brazilian invasi h
Worked with Belgatos Park Fr a 1s to in pI ove the
Established volunteer progra
Connected Town to the Int
Conducted community Eons on To
Condu _ a charettu ; ; _ the fuU
Visit= ° usin?€-iiscuss the
deal I I graffit and gangs
'al future
"Gatos Blvd.
s and concerns
Completedt�t of I i s construction
Rewrote Pd µ "<,artmen _ ,_ wand procedures manual
Organizedognitio reception
Coo meted andsp+d $600,000 worth of volunteer work
Established cable Tarry committee
bied successfullyfo o further State cutbacks of local revenue
educed booking fges
duced State mdates: crossing guards, workers comp
- erated wiAneighboring jurisdictions to provide animal control, street sweeping,
and building inspection services
,tract street resurfacing service to Monte Sereno
• ijmented brush abatement
• Expanded non -point source program
• Provided composting training
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Worked with non -profits which support Town residents:
Salvation Army, Belgatos Park group, Rotary Club/Oak Meadow Park, CASA,
Teen Counseling Center, Friends of the Library, Trail volunteers, 801st Army
Engineers/Oak Meadow Park
Initiated V. I. P. program
Operated within annual revenues
Reduced outside litigation costs
Reduced liability exposure through:
ABAG driver training, firearms training, finance li
liability component in sidewalk replacement eval
Rte. 85 improvements, playground safety check `=
computer aided dispatch
Adopted Route 85 General Plan Amendment
Reduced worker's compensation costs
Designed and managed projects from within:
Police Department remodel, Oak Meadow Part=
system, Police automation system
Evaluated and contracted for the following services:
engineering, tree trimming, custodial, p
State Board of Equalization, auditi
landscaping, Los Gatos Blvd. widorig, too
emergency planning
Improved police space for books
Fixed Neighborhood Center roo
Performed seismic upgrade
Provided new employees lounge space
Installe. I -mail
Instni a�
t
tr
Comb `: n= ,::^ , .,projec ....
Wideneos
Provided yard w
Provide
Come ed Arts
1vcl
rogra
DaToped funding' ;
vided new audio(
tailed new libr
proved PFM r
vided a corgi'
ogee training: telephones, computers, ABAG driver and firearm safety
nes
bility
fin, doh
epresen
tANN
st
em, including
eautification,
BAG,
I taents, Library automation
motions, s auction, auditing
ate maw ated costs, Rte. 85
,n check OES reimbursement,
ar
osting?-=Togram
n master plan
facilities
�m for Council Chambers
k security system
io system
pence room (at Berry Farm)
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PLAN FOR THE NEXT FIVE YEARS - 7/1/95 - 6/30/2000
Customer Service
• Clarify and simplify policies .and procedures
• Simplify development review
• Reach out to community groups and individual residents
• Provide more information on Town services
• Provide computer access to Town services for residents
• Enhance employee recognition program
• Increase involvement in community groups
• Provide the public with tools to better understa
• Resolve complaints quickly
• Support Joint Venture Silicon Valley
• Encourage affordable housing
• Integrate/coordinate Chamber of Commerce/Do
Social and Economic Health
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Maintain environmental quality
Maintain Town's unique character
Maintain fiscal solvency
Anticipate changing demograp,,ic_
Deal with State and County ue
Annex county islands
Encourage the developme
Assist i 1evitalizin
Imp1e
Facilfa
Provide
Encourage
Genera
,strate
;ociation activities
ent centers
s oulevard
Irvices delivery
-by State and County
in community service organizations
(date General Pl i°Hccordance with State law
t housing elemet certified
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Environment
• Coordinate environmental programs and services
• Convert to alternative -fuel vehicles, where appropriate
• Support Bay to Bay Trail system
• Increase public art
• Enhance pedestrian circulation throughout Town
• Maintain a program to eliminate graffiti
• Landscape Town medians
Productivity
• Continually improve efficiency
• Continually restructure to meet service require
• Streamline policies and procedures in all departrne
• Computerize
Records Management
Tree inventory
Sign inventory
Land use inventory
• Automate irrigation systems
• Continue to manage volunteer prc
• Support Badger and Smart Vale;
• Develo - nding for jig* cture i nts and maintenance (streets, sidewalks,
stor ra ° sanitai
• Developn for paclities maintenance
• Develop buil[iarking facilities
• Consider bu more=downtown parking facility
• n i t of downtown streetscape (bike racks, benches, newsboxes,
landscaping)
• Emend assessment a for landscape and lighting maintenance
• I velop master play;=f -storm drains
velop undergro* utilities plan
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Transportation
• Implement roadway improvements from circulation element of General Plan
• Promote construction of Vasona Corridor light rail
• Discourage commuter traffic on Santa Cruz/Winchester
• Encourage the provision of express busses in the Route 85 H.O.V. lane
• Promote a downtown/Los Gatos Blvd. shuttle feasibility study
• Encourage use of trails and bikeways for alternate transportatic
Personnel
• Keep and attract quality employees
• Reinforce commitment to customer service
• Continue employee development program
• Recognize volunteer service
• Recognize exceptional employee performance
• Continue to organize annual volunteer recognit
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Facilities
• Build new library
• Continue to look for opportunities* make toretls= s available
• Rehabilitate and renovate Civic ,center (i;Iudes IgI~i orhood Center)
• Make Americans with Disabil Act trades
• Expand service center a
• Improve police facilities
• Renov dark faciliti
• Eva l W bainin
• Cooper
• Estali emergent
• Est fish network
•
ring chi s to address common interests and provide services
yes radio network
,Afans with neighboring libraries computer catalogs
�,onitor refuse collti recycling and yard waste collection agreements through:
-Vest Valley RaW eview Committee and cooperative W.V. Solid Waste
Management ggram
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PLAN FOR NEXT YEAR 7/1/94 - 6/30/95
Customer Service
• Continue customer service training
• Continue customer satisfaction surveys
• Involve citizens in problem resolution
• Streamline business license program
Social and economic health
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Organic
Adop'
Consider ib
Establish a
Revital;')^
Attract -Viable op
nother
Implement economic development strategy ='
Continue manager's visits to Town businesses
Establish donation boxes at Town facilities suc and trails
Publish wish list in the Weekly -Times
Maintain environmental quality
Maintain Town's unique character
Promote State legislation which facilitates fiscal health
Encourage Los Gatos Foundation succes
Support Friends of Bel Gatos Park in
Obtain revenue from landscape and;
Keep pressure on for Vasona lighrail
Adopt Route 85 General Plan ndme t
Encourage intergovernmentasion. servicew
Facilitate long term financi fans for uman service agencies
Encourage nonprofits that iport Tow rests is
no er Ca u y Servi
ategi`=.os Gat vd.
emenM a and beautification plan for downtown Los Gatos
onference and event centers
arks, Forestry and Maintenance Dept.
artci merchants to Old Town
erate within aial revenues
luate contr ng for services, emphasizing quality of service expected
sue grants
kers' compensation costs
e costs
encourage physical fitness
continue workers' comp training for managers
Promote design and project management from within
MGROBO A:\MISC\STRATPLN.95
and art organizations
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• Emphasize risk management to reduce liability costs
• Improve lighting downtown
• Track street light outages
• Reduce Town liability by improving sidewalks, tree grates, keeping better job logs,
and removing safety problems
• Continue ABAG safety training
• Replace bike racks and benches
• Proactive record keeping
• Improve project management
Productivity
• Computerize fleet management
• Expand E-mail and Internet connections
• Provide adequate number of PCs and printers
• Maintain PFM work assignment and reporting pr,
• Complete installation GIS automated system
• Enhance use of permit tracking system (Bad er. . Smart
• Streamline business license process
• Improve parking citation processing e.
• Improve contracting and purchasing, iethods
• Improve property ownership recoC
• Finish CCAP grant/police auto#ion
• Obtain Town -wide aerials
• Monitor utility street cuts n t rigor
• Understand dept. roles jerOfice rel
Tav
Town
• Complef
• Develop tra.
StandL
Mai#enance
P
tinue implemen?marts Commission Master Plan
sist Downtown Akis—ociation to expand sidewalk cleaning program
store cupola
lement be'cation plan
fans
ristmas lights downtown
ce and
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Facilities
• Initiate use and space needs study for Civic Center
• Develop facilities plan in conjunction with structural repairs programs
Improve employee work space
Improve inside air quality
• Adopt funding plan for facilities
• Assist Library Board/Friends of the Library to develop new libtary financing plan
• Continue improving lighting and signs at Civic Center;w
P g g g,6
• Continue implementing Structural and Maintenance ° dy redations
• Improve Council Chamber audio-visual system
• Install library security system
• Provide a conference room
• Improve emergency communication system
• Develop security plan for Civic Center
• Enhance computer network security
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Administration
• Maintain high customer service standa[
• Continue employee training
safety training
workers' compensation train
customer service
disaster preparedness r
• Play a larger role in interg'ernme
• Revise mative actin ogram
• Find ; avoidburnou
• Obta utnant
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