04 Staff Repot - Preliminary Work Plan for General Plan~pW N 0
t°s cases COUNCIL AGENDA REPORT
MEETING DATE: 2/04/08
ITEM NO: H
DATE: January 31, 2008
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
s,
SUBJECT: APPROVE THE PRELIMINARY WORK PLAN FOR GENERAL PLAN
UPDATE
RECOMMENDATION:
1. Approve the preliminary work plan for the General Plan Update.
2 Designate the General Plan Committee (GPQ as the General Plan Advisory Committee with
up to 10 additional members to be appointed by the Council at a future date.
3. Approve Timeline Option 2 as the tentative schedule for the update.
BACKGROUND:
On December 3, 2007, the Council discussed the preliminary work plan for the General Plan
Update. The Council continued the item and requested additional information on the public
participation process and options for the composition of the General Plan Advisory Committee.
The Council also asked for a flow chart outlining the timeline for the update and a description of
the various tasks associated with the update process.
DISCUSSION:
Advisory Committee
At the December 3 meeting, the Council directed staff to return with options for a General Plan
Update Advisory Committee. The Council stated the advisory committee should include
residents that have not or do not typically participate on these types of committees. Typically,
General Plan Advisory Committees include representatives from the Council and Planning
Commission and have approximately 15 to 20 members. Having more than 25 members on this
type of advisory committee is difficult to facilitate and is not recommended.
PREPARED BY: Bud N. Lortz
Director of Community Development
N:ADEV\CNCLRPTS\2008\General Plan Scope of Work.TC.rpt2.doc
Reviewed by: Assistant Town Manager Town Attorney
Clerk Administrator Finance omC munity Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: WORK PLAN FOR GENERAL PLAN UPDATE
January 29, 2008
Below are options for a General Plan Advisory Committee for Council consideration.
GPC with additional members: This alternative would utilize the existing nine member GPC
and add an additional 10 members to provide broad community representation desired by the
Council. The Committee currently has nine members: three Planning Commission members;
two Town Council members; one Community Services Commission member; and three
community members, including one who owns or manages a business in the Town of Los Gatos,
and two members who are residents of the Town of Los Gatos. Additional members could
include residents of the Town selected by the Town Council. The selection process would be
similar to the General Plan Task Force selection process in 1997 where the Council selected a
board cross section of the community to serve on the Task Force.
New Advisory Committee: A new advisory committee could be established specifically for the
General Plan Update. A new committee would essentially duplicate the role of the GPC. If the
Council selects this option, it is recommended that Council and Commission representatives be
included on the committee. The Council would need to determine how this committee would
interact with the existing GPC and the roles of the two committees.
Existing GPC: While the Council has stated a preference for a General Plan Advisory
Committee that provides broader representation, the existing GPC is an alternative for
consideration.
Staff recommends that the Council approve utilizing the GPC with up to 10 additional members
as the General Plan Advisory Committee. The GPC currently provides recommendations on
General Plan related issues. This group has an understanding of the General Plan and its purpose
and value to the community. The GPC also includes Council and Commission representation,
which should have representation on an advisory committee of this type. Adding up to 10
members would provide the broader representation desired by the Council. Once the Council
determines the preferred Advisory Committee option, staff will return with recommendations for
a process to select Advisory Committee members.
Public Participation
The Council has requested that the General Plan update process include a broad public outreach
component. The proposed scope of work provides the public with multiple opportunities for
participating in the General Plan Update. Below is a summary of anticipated public participation
process.
Kick-Off Meeting: The objectives of this meeting are to inform the public and community
leaders of the value and purpose of the General Plan and the General Plan Update. The direction
and key issues identified by the Council for the update will be presented and community
members can provide input on issues, challenges and the vision for the future of Los Gatos.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: WORK PLAN FOR GENERAL PLAN UPDATE
January 29, 2008
Public Workshops: Public workshops will be held at numerous key stages throughout the
process including, issue identification, land use map alternatives, and goals and policy
development. The timing is shown on the tentative General Plan schedules discussed below
(Attachments 2 and 3).
Panels: Discussions will be held on key topics such as recreation, needs for youth and seniors
and environment/sustainability. Meetings will be coordinated through the General Plan
Advisory Committee so committee members can hear concerns and ideas and incorporate them
into the General Plan.
Public Nfeetings: Town Council and Planning Commission input and direction will be sought at
major milestones during the update. These will be public meetings or study sessions that are
open to members of the public.
Advisory Committee: This Committee is intended to be an advisory committee to advise staff,
provide a forum for public involvement and make recommendations to the Planning Commission
and Town Council on the General Plan Update. (Options for composition of the advisory
committee were discussed above.)
Once a consultant is hired, staff will finalize the scope of work including the public participation
process. Recommendations regarding the timing and/or composition of some portions of the
public participation process will be forwarded to the Council for review and approval.
Schedule
The Council requested a flow chart that details the General Plan update process. Attached are
two schedules to the General Plan.
Option 1: This is a traditional approach to updating the General Plan. It includes an extensive
public participation process throughout the update with sufficient time to review and discuss
potential issues. This approach would take approximately 30 months, from the time the update
commences in August, with an anticipated completion in March 2011.
Option 2: This is a more focused approach that could be completed in approximately 22 months,
with approval of the update in June 2010. This approach would only include the issues
previously identified by the Town Council (environment, recreation, needs of youth and seniors,
and minor revisions of existing policies). Should other issues be raised by the public or the
advisory committee, the Council would need to authorize their inclusion, which would likely
increase the timeline and budget for the update. This approach will need to be refined when the
General Plan consultant is hired to ensure the update will be completed within this timeframe.
PAGE 4
MAYOR AND TOWN COUNCIL
SUBJECT: WORK PLAN FOR GENERAL PLAN UPDATE
January 29, 2008
CONCLUSION:
If the Council approves the Work Plan, staff will prepare a Request for Proposal for consultant
assistance with the General Plan Update.
FISCAL IMPACT:
Funding for the inventory will come from the General Plan Update Fund. Sufficient funds are
available in this account.
BNL:RT:CB:mdc
Attachments:
1. General Plan Update Work Plan
2. Option 1 Schedule
3. Option 2 Schedule
GENERAL PLAN UPDATE-WORK PLAN SUMMARY
Task A: Proiect Initiation
1. Kick-off meeting with staff and consultant
2. Develop project website and communication strategy
3. Hold community workshop to obtain initial input on key issues
4. Refine scope of work and schedule
5. GPC review of final scope of work
Milestone(s):
Public Meeting(s):
• Final scope of work
• Community workshop
• GPC
Task B: Prepare Background Conditions Report
1. Collect background data needed for the General Plan Update and EIR such as the
following:
a. Demographics
b. Development trends
c. Traffic
d. Land use
e. Noise
f. Employment
g. Schools
h. Youth needs
i. Senior needs
j. Environment/sustainability
2. Prepare maps
3. Background data and mapping to be summarized in a Background Conditions
Report
4. GPC, PC and TC review of Background Conditions Report
Milestone(s):
Public Meeting(s):
• Background Conditions Report
• GPC
• PC
• TC
Town of Los Gatos General Plan Update
Work Plan
Revised January 29, 2008
ATTACHMENT I
Task C: Identify Key Issues
1. Convene Stakeholder Panels and hold community workshops to identify issues
and obtain input on key areas such as the following:
a. Recreation
b. Environment/sustainability
c. Youth
d. Seniors
2. GPC to create General Plan Key Issues & Guiding Principles document based on
information from Background Report and input from Stakeholder Panels and
community workshops.
3. PC and TC to review and endorse General Plan Key Issues & Guiding Principles
document.
Milestone(s):
Public Meeting(s):
• General Plan Key Issues & Guiding
• Stakeholder Panels
Principles
• GPC
• PC
• TC
Task D: Development of Alternatives
1. Based on Task C, prepare alternatives to address key issues, areas, and sites in
Town.
2. Alternatives may address topics such as land uses, development options,
transportation, and areas for preservation.
3. GPC to develop preferred alternatives.
4. PC and TC to review and endorse preferred alternatives.
Milestone(s):
Public Meeting(s):
• Preferred Alternatives
• GPC
• PC
• TC
Town of Los Gatos General Plan Update
Work Plan
Revised January 29, 2008
Task E: General Plan Goals and Policy Development
1. Review existing General Plan for goals, policies, and implementation measures to
be retained, modified, and deleted.
2. Develop new elements, goals, policies, and implementation measures
3. Prepare Draft General Plan for review
4. GPC, PC, and TC to review Draft General Plan
Milestone(s):
Public Meeting(s): i
• Draft General Plan
• GPC
• PC
• TC
Task F: Draft EIR
1. Conduct environmental review on Draft General Plan
2. Draft EIR will be prepared parallel with Draft General Plan.
Milestone(s):
Public Meeting(s):
• Draft EIR
Town of Los Gatos General Plan Update
Work Plan
Revised January 29, 2008
Task G: Public Hearings
I . Hold community workshops to present and obtain feedback on Draft General Plan
and EIR.
2. GPC to refine Draft General Plan based on community input.
3. GPC to recommend Draft General Plan to PC.
4. Hold Public Hearings before Planning Commission and Town Council on Draft
General Plan and EIR
5. Revised Draft General Plan based on direction from Commission and Council
6. Prepare Final EIR
7. Publish adopted General Plan
Milestone(s): Public Meeting(s):
• Revised Draft General Plan • Community Workshops
• Certified EIR • GPC
• Adopted General Plan . PC
• TC
N:\DEV\Curtis B\Projects\General Plan\Summary GPU Workplan 012908.doc
Town of Los Gatos General Plan Update 4
Work Plan
Revised January 29, 2008
Attachment 2
Option 1 Schedule
and
Attachment 3
Option 2 Schedule
Are available for review in the Clerk Department