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04 Staff Report - 2006 Retreat Issue MatrixDATE: TO: FROM: COUNCIL AGENDA REPORT May 30,2006 MAYOR AND TOWN COUNCIL DEBRA J.FIGONE,TOWN MANAGER MEETING DATE:6/05/06 ITEM NO. SUBJECT:APPROVE THE 2006 COUNCIIJCOMMISSION RETREAT ISSUE MATRIX RECOMMENDATION: Approve the 2006 Council/Commission Retreat Issue Matrix. DISCUSSION: This year's Council/Commission Retreat was held April 22,2006 with the following six commissions:Arts Commission,Community Services Commission,Library Board,Parks Commission,Transportation and Parking Commission,and the Youth Commission.Planning Commission information is not included in this report as the Planning Commission meeting was held separately.During the retreat,each Town Commission was given time to discuss its purpose,work plan,and key issues with Council.As a follow-up to the retreat,staff prepared a matrix of the issues raised (Attachment 1).Staff recommends that Council accept the matrix to confirm Council/Commission Retreat follow-up activities. An issue common to many of the Commissions preparing for the Retreat was communication with Council.During the summer,staff will review the Commissioner Handbook to ensure that it cross references where appropriate,the Council Code of Conduct.The handbook will be updated accordingly to ensure that the Council's expectations regarding Council/Commission relations are communicated consistently between both documents.The handbook was last updated January 10, 2005. ENVIRONMENTAL ASSESSMENT: The recommended action is not a project defined under CEQA,and no further action is required. PREPARED BY:REGINA A.FAL~ Community servi~rector Reviewed by:"Assistant Town Manager -f-c*h-Town Attorney __Clerk Finance Revised:6/1/06 1:33 pm Reformatted:5/30/01 PAGE 2 MAYOR AND TOWNCOUNCa SUBJECT:APPROVE THE 2005 COUNCIL/COMMISSION RETREAT ISSUE MATRIX June 5,2006 FISCAL IMPACT: No additional fiscal impact will result from the recommended action. ATTACHMENT: 1.2006 Council/Commission Retreat:General Issues Summary Matrix DISTRffiUTION: Arts Commission members Community Services Commission members Library Board members Parks Commission members Planning Commission members Transportation and Parking Commission members N:\CSD\TCRPTS\2006 TCRPTS\2006 Council Commission Retreat.wpd "\ I 2006 Council /Commission Retreat ARTS COMMISSION Highlights of Due Date Discussion Areas ActionlIssue Assigned To and Status Music in the Park (MIP)Continue to work with KCAT to determine Arts Commission,December 2006 if filming MIP concerts can be done with Community Services no or minimal financial impact on the MIP Director budget (consider filming costs and performance fees.) MIP Recruit volunteers to assist with setting up Arts Commission,June 2006 and taking down tents used at the concert.Community Services Request for volunteers publicized Director and Volunteer through Town's Community Unity Services Coordinator web page. ;;. N:\CSD\Town Manager\Commission Retreat\06 Retreat\2006 Issue Matrix.wpd May 30,2006 I • 2006 Council /Commission Retreat COMMUNITY SERVICES COMMISSION Highlights of Due Date Discussion Areas ActionJIssue Assigned To and Status Vulnerable Populations Determine what systems are in place to Community Services March 2007 evacuate people in nursing/convalescent Commission,Senior facilities during an emergency.Coordinator,and . Community Services Determine what systems are in place to Director assist and or evacuate persons who are homebound or mobility impaired during/after a disaster.Identify other vulnerable populations. N:\CSD\Town Manager\Commission Retreat\06 Retreat\2006 Issue MatIix.wpd May 31,2006 2006 Council /Commission Retreat LIBRARY BOARD Highlights of Due Date Discussion Areas ActionlIssue Assigned To and Status Civic CenterlLibrary Master Complete Master Plan Town Manager Plan will be completed by Plan 12/31/06. Monitor Progress of the The State legislature has placed a $600 Town Manager and Ongoing Bond Act of 2006,and the million statewide library bond measure on Library Director eligibility of Los Gatos the June,2006 ballot.If it is determined Public Library to apply for that Los Gatos will apply for those funds,a that funding.consultant will be required to complete the drawings and application.Additional funding will be needed.An evaluation of the level of additional study will be made to determine if the scope of work can meet multiple purposes and is cost effective. Town key purposes at this time are:1)to meet bond funding,application requirements;and,2)to move closer to construction drawings if the Town does not receive this grant and is still interested in funding a new library through other means. Investigate the possibility of An analysis of Education Code 18910-Town Manager,Town Staff recommends dropping this adding positions to the 5-18927 is necessary to determine if a Attorney,Library follow up action at this time. member Library Board.general law city can appoint more than 5 Director members to its Library Board.Preliminary research indicates that this is unlikely. N:\CSD\Town Manager\Commission Retreat\06 Retreat\2006 Issue Matrix.wpd May 31,2006 2006 Council/Commission Retreat TRANSPORTATION AND PARKING COMMISSION Highlights of Due Date Discussion Areas ActionJIssue Assigned To and Status Review of Kaku Traffic and The Commission will review the report to Transportation and December 2006 Parking Report make sure that the recommendations are Parking Commission completed before discussing a new parking and Parks and Public garage.Works Director (in coordination with Town Manager and Police Chief) Downtown Permit Parking The Commission will review current signs Transportation and Spring 2007 and parking limitations and work with the Parking Commission Parks and Public Works Department and the and Police Captain Police Department to make changes and (in coordination with bring consistency to the signs for permit Assistant Town parking.Manager) Sidewalks and Crosswalks The Commission will review and discuss Transportation and November 2006 ways to construct and maintain sidewalks Parking Commission and crosswalks in Town.This will include and Town Engineer ownership responsibility and funding (in coordination with mechanisms.Town Manager) N:\CSD\Town Manager\Comrnission Retreat\06 Retreat\2006 Issue Matrix.wpd May 31,2006 2006 Council/Commission Retreat PARKS COMMISSION Highlights of Due Date Discussion Areas Action/lssue Assigned To and Status Outreach to Elementary Educate students about the parks'system.Parks Commission and May 1,2007 Schools Public Works Superintendent Locate Site for a Town Continue efforts to find a location for a Parks Commission and April 1,1007 Community Garden Town community garden.Public Works Director Town Trails &Parks Map Complete and distribute Town Trails &Parks Commission and December 31,2006 Parks map.Public Works Director Trail Clean Up Organize a trail clean up.Parks Commission and July 1,2006 Parks Superintendent N:\CSD\Town Manager\Cornrnission Retreat\06 Retreat\2006 Issue Matrix.wpd May 31,2006 I~------------------- 2006 Council/Commission Retreat YOUTH COMMISSION Highlights of Due Date Discussion Areas Action/lssue Assigned To and Status Term Limits Create resolution for May 5,2006 Council Police Chief May 5,2006 Completed Meeting to remove term limit for commissioners.Give commissioners opportunity to resign if they are not attending/participating Study retail opportunities for Develop expertise within Youth Police Chief and Ongoing.Study conducted in May, youth throughout Los Gatos Commission to advise Youth Commission 2006 and presented at Youth CouncillTownlbusinesses on retail (in coordination with Forum spending trends and youth needs Town Manager and Economic Vitality Manager) Increased interaction Consider holding two Police Chief August 2006 between Youth Commission Commission/Council retreats each year and Council (September and April) Interaction with other Assume more of an advisory role vs.Police Chief and For implementation with newcommissions/staff planning events due to difficulty of fitting Administrative Commission in Fall 2006 sub committee work into full school Captain schedule.Create liaison with other commissions N:\CSD\Town Manager\Commission Retreat\06 Retreat\2006 Issue Matrix.wpd June I.2006 2006 Council /Commission Retreat GENERAL ISSUES Highlights of Due Date Discussion Areas ActionlIssue Assigned To and Status Commission Training Continue to provide briefings regarding Town Manager April 2006 Town budget. Invite Commissioners to Leadership Los Administrative Completed December,2006. Gatos sessions:"Intra to Town Programs Manager and Invitation to be extended annually. Government,"and,"Financing Local Staff liaisons Government." N:\CSD\Town Manager\Commission Retreat\06 Retreat\2006 Issue Matrix.wpd May 31,2006