5 Desk ItemMEETING DATE: 09/03/13
ITEM NO: 5
DESK ITEM
DATE: SEPTEMBER 3, 2013
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: APPROVE THE TRANSITION TO ACTION ONLY MINUTES FOR TOWN
COUNCIL MEETINGS
REMARKS:
In response to a Council question, the following information clarifies the recommendation
regarding the style of minutes:
• Council approval of this item will mean that "action only" minutes will be prepared for
Town Council meetings. Alternatives are provided in the event that the item is pulled and
Council wishes to take a different action.
• Council approval of this item will also mean that the names of individuals addressing the
Council will be included in the minutes, along with the topic of comment. "Topic of
comment" includes the speaker's position on the mattei (e.g., in favor, against), but does
not include a summary of speaker's comments.
In addition, the attached correspondence was received after the agenda was published. Please
note that the suggestion made by the author of the correspondence is similar to the current style of
minutes, which the Council Policy Committee is recommending be changed for the reasons stated
in the staff report.
ATTACHMENTS: (previously received with staff report)
1. Overview of Style of Minutes
2. Survey of Neighboring Cities
ATTACHMENTS: (received with this desk item)
3. Correspondence received after 12:00 p.m. Thursday, August 29
PREPARED BY: PAMELA JACOBS
ASSISTANT TOWN MANAGER
C ol9-b
Reviewed by: Assistant Town Manager Town Attorney Finance
From: Lee Quintana[mailto:leeandpaul@earthlink.net]
Sent: Tuesday, September 03, 2013 7:45 AM
To: Council; Town Manager
Subject: Agenda Item 5 - Action Minutes
Attached are my comments on Agenda Item 5
September 2, 2013
RE: Agenda Item 5 September 3, 2013 Town Council Meeting
Approve the Transition to Action Only Minutes for Town Council Meetings
FROM: Lee Quintana
TO: Mayor Barbara Spector and Members of the Town Council
Please consider the following comments and suggestions:
COMMENTS:
1. The Staff Report is too narrowly focused on format, cost and meeting legal
requirements.
2. Minutes are important beyond just meeting legal requirements.
• Los Gatos prides itself on the participation of its citizen in the governing process.
• An important function of minutes is to provide the information necessary for
informed participation.
3. Before making your decision tonight please consider:
• The role minutes play in providing information to enable informed participation.
• Not everybody is able to listen to the entire recording of every Council Meeting
4. Minutes summarizing the topic discussed by speakers or Council without
summarizing what was said do not provide useful information, represent good
governance or a transparent process.
SUGGESTION:
Adopt a form of minutes that is a hybrid between Action Minutes and Summary Minutes
that include the following:
1. Public Comments/Questions: Name of each commenter and a summary of each
speakers comments
2. Council Comments/Questions: Name of Council Member and a summary of each of
their comments.
3. Staff:
• Summary ofresponse to Council comments/questions
• Summary of response to questions from the public
• Any additional information provided by staff
4.The Motion: The motion, the council members making and seconding the motion, the
recorded vote and a summary of the reasoning of each Council Member
Thank you for your consideration.
cc: Pamela Jacobs, Greg Larson
ATTACHMENT