M04-19-10 RetreatMINUTES OF THE 2010 COUNCIL/COMMISSION RETREAT
APRIL 19, 2010
The Town Council of the Town of Los Gatos conducted a Special Meeting on
Monday, April 19, 2010 at 8:15 P.M.
MEETING CALLED TO ORDER
ROLL CALL
Present: Mayor Diane McNutt, Vice Mayor Joe Pirzynski, Council Member Steve
Rice, and Council Member Barbara Spector.
Absent: Council Member Mike Wasserman.
M4:13_1190191►VAIIT, 111►1KIN IICZ1.1
Open/Closed Verbal Communications
DISCUSSIONS
This Study Session is a Retreat Format - Council held discussions with
Town Commissions/Boards on the following items:
1. 2010-12 Core Value and Strategic Goals
Mayor Diane McNutt commented about the Council's core values and strategic
goals for the next two years.
2. Fiscal Year 2010-11 Budget Outlook
Jenny Haruyama, Finance Budget Manager made a presentation on the
proposed 2010-2011 budget.
Mayor Diane McNutt
Commented on the Town's budget challenges and how important the
Commissions are to the Town Council and the community.
Discussions — Continued
3. Council and Commission Chair Leadership Discussion on Town
Priorities
Commission Comments
Questioned how the Town responds to the garbage cans that are
overflowing in the downtown area and around Los Gatos High School.
Commented about the General Plan and the Transportation and Parking
Commission's role with streets, roads, and crosswalks.
Questioned if there is an increased use of consultants and questioned if
the Town has looked into keeping those costs down.
Questioned the decrease in the amount of Commission meeting's and the
increased attendance at community meetings.
Expressed concerns about filling vacant positions and would like to see a
more aggressive recruitment process.
Questioned when the Los Gatos Boulevard plan would be coming forward.
Questioned if the strategic goals have been adopted by Council.
Questioned how the Commissions can more effectively achieve the goals.
Mr. Larson
Commented about the Town's operating procedures for upkeep of the
downtown.
Clarified that sometimes it is more cost effective to hire consultants.
Clarified the process for contract bidding.
Commented that the Town staff has reduced costs from 6-8% in each of
the last three to five years.
Clarified that the General Plan is the top priority and after that is adopted
the same staff would be working on the Los Gatos Boulevard plan.
Mayor Diane McNutt
Questioned how the Commissions could work together to achieve the
strategic goals.
Commission Comments
Complemented the Library Board on the poet laureate selection process.
Commented on incorporating the Youth Commission into youth art goals
which are being developed by the Arts and Culture Commission.
Suggested having periodic multi -commission meetings.
2
Discussions - Continued
Mr. Larson
Commented about the upcoming sports facility and the various
Commissions' roles with that process.
Council Comments
Questioned if the Youth Commission would be interested in interacting
with other commissions.
Commission Comments
Commented that the Youth Commission could work to integrate the youth
with goals that other Commissions are working on.
Suggested a desire to communicate among the Commissions.
Commented that if the Commissions interacted and worked on shared
goals that it may save staff time.
Suggested that it would be productive if the Council attended some of
these meetings.
Commented that the Sustainability Committee does provide an opportunity
for multiple Commissions to come together.
Suggested sending agendas or minutes from Commission meetings to
each Commission.
Mr. Larson
Suggested a meeting with members from each Commission to design
shared work plans.
Commission Comments
Commented that these meetings need to be well planned out to be
effective.
Questioned the timeframe of completion for the current strategic goals.
Mr. Larson
Clarified that Council and staff are targeting completion of the current
goals within two years.
Council Comments
Commented that the work on the goals would be overlapping.
Commented on what it means to be a policy maker and what it means to
be a volunteer or the eyes of the community.
Commented on the Commissions' roles as members of the community.
Questioned the process to request clarification on policy issues at the
Commission level.
Discussions — Continued
Mr. Larson
Clarified that the Commissioner's Handbook addresses the protocol for
requests and for clarification from Council.
Commented that the process would begin at the staff liaison level.
Requested guidance on priority goals and which Commissions would be
associated with those goals.
Council Comments
Questioned if a priority list could be created.
Commission Comments
Commented that a prioritized list would be helpful in achieving goals as
strategic goals may change and are subject to shifting.
Commented on the importance of communication throughout the process.
ADJOURNMENT AT 9:46 P.M.
Attest:
Jackie D. Rose, Clerk Administrator