Attachment 1 - December 4 2014 Policy Committee Staff ReportATTACHMENT 1
POLICY #POLICY TITLE BRIEF DESCRIPTION EFFECTIVE MOST RECENT
REVISION
ENABLING ACTIONS JUSTIFICATION
Recind Validate Revise
COUNCIL OPERATION
1 Town Council Agenda Format and Rules To establish procedures which standardize the Town Council agenda and
insure an orderly meeting.
12/15/1986 12/6/2010 1986-183; 1987-124;
1993-181; 1994-57;
1996-108; 2001-77;
2004-33; 2009-002
This Policy is currently under review by the Policy Committee.
2 Standard Town Council Report Format To facilitate Town Council decision making.2/10/1992 12/14/2000 This Policy is currently under review by the Policy Committee.
3 Public Access to Council Decision Making To establish procedures which insure that the public has access to Council
decision making.
5/18/1992 X Rescind and combine this Policy with the Town Council Agenda Format and Rules Policy.
4 Appointments and Memberships To set out the process for: (1) Appointing citizens to boards, commissions
and committees; (2) Appointing Council members to various boards,
commission and committees; (3) Council membership on non-profit
boards of directors.
6/15/1992 X Rescind and combine this Policy with the Commission Appointment Policy, which includes detailed process and
guidelines for recruitment and appointment of citizens to Boards, Commissions and Committees.
5 Commission Appointments To establish policy to encourage participation by Town residents on Town
Boards, Commissions and Committees.
2/28/1990 6/13/1994 X Revise and combine this Policy with Appointments and Memberships to establish a detailed process and
guidelines for recruitment and appointment of citizens to Boards, Commissions and Committees.
6 Policy Statement Concerning Commendations
and Proclamations
To clarify the process for issuing proclamations and commendations.1/19/1993 X Staff recommends revisions to this Policy.
7 Americans with Disabilities Notice on Town
Agendas
To provide access to public meetings of the Town.8/2/1994 X Rescind this Policy and incorporate it as part of the Town Council Agenda Format and Rules Policy,which
establishes a standard template for Council meetings.
8 Naming Town-Owned Facilities To establish a policy for naming Town-owned facilities.10/21/1996 Resolution 1996-133 X This Council Policy reflects current practice and Council direction.
9 Access and Retention to Video Recorded Media
of Council Meetings
To establish the process by which the public and staff may obtain video
recorded media and maintain copies of Council, Board, Commission
and/or
4/7/2003 X Rescind and combine with the Records Retention Policy as a Town Administrative Policy, and update the Policy to
align with Town's use of new technology and current process.
10 Town Council Code of Conduct Policy To establish guiding principles for appropriate conduct and behavior and
sets forth the expectations of Council members.
5/3/2004 12/17/2012 Resolution 2004-59;
Resolution 2006-111
X This Council Policy was revised on December 17, 2012 and is current with Council direction.
11 Solicitation and Donation Policy To effect Town donations and solicitations in a manner that complies with
both the letter and spirit of CA ethics laws and , within that framework, to
expand the potential for community donations by establishing a
mechanism by which individuals and organizations may be more readily
advised of donation opportunities.
4/21/2008 X This Council Policy was adopted on April 21, 2008 and is current with Council direction.
12 Public Use of Town Equipment and Signs at Town
Council and Planning Commission Meetings
To establish requirements for audio/visual presentations and the display
of signs and other symbolic material by the public at Town Council and
Planning Commission meetings.
4/21/2014 X This Council Policy was newly adopted on April 21, 2014 and is current with Council direction.
13 Town Council, Planning Commission and
Employee Use of Tablets for Digital Agenda
Packets
To provide guidelines for Town Council, Planning Commission members
and employees on the use of electronic tablets during meetings subject to
the Brown Act and at such
4/21/2014 X This Council Policy was newly adopted on April 21, 2014 and is current with Council direction.
ENGINEERING, CONTRACTING & CONSTRUCTION
14 Neighborhood Traffic Calming Policy To establish guidelines for the neighborhoods and Town staff to work
together in addressing various types of traffic conditions, such as
speeding, cut-through traffic, truck intrusion and commercial parking spill-
over, which would improve the quality of life for the neighborhoods.
3/18/2002 X This Council Policy reflects current practice and Council direction.
STAFF RECOMMENDATION
Inventory of Town Council Policies 1
FINANCE & ACCOUNTING
15 Town Purchasing Policy and Procedure Manual To guide purchasing practices and provide an overview of purchasing
objectives, policies and functions.
8/4/2008 X Staff is currently working on revising this policy and estimates to have a revised policy for Council review and
approval within a year.
16 Identity Theft Prevention To establish an identify theft prevention program to protect the personal
and financial information of residents and businesses which have new or
existing accounts with the Town as required by the Federal Fair and
Accurate Credit Transations (FACT) Act
2/21/2009 X This Council Policy reflects current practice and Council direction.
17 Town Council and Board Member Expense
Reimbursement Policy
This policy applies to the Mayor and members of the Town Council, boards
and commissions. It covers the expenditure of Town funds and
reimbursement of expenses for authorized Town business.
1/6/2011 X Staff recommends that this Policy be revised and combined with the Travel and Expense Policy in the
Administrative Manual Policy.
18 General Fund Reserve Policy To establish a target minimum level of designated reserves in the General
Fund to: (1) Reduce the financial impacts associated with a disaster or
catastrophic event; (2) Respond to the challenges of a changing economic
environment, including prolonged downturns in the local, state, or
national economy; (3) Demonstrate continued prudent fiscal management
and creditworthiness.
5/16/2011 X This Council Policy reflects current practice and Council direction.
19 GASB 54 Fund Balance Policy To outline the policies and procedures adopted by the Town Council
regarding provisions for identifying and classifying fund balance in
accordance with Governmental Accounting Standards Board (GASB)
Statement No. 54.
6/4/2012 X At least every two years, the Town Council must affirm or revise this Policy, usually during the budget process.
This Council Policy reflects current practice and Council direction.
LAND USE
20 Attics Policy shall be used when reviewing development plans that include attic
space. The intent of this policy is to reduce the visible bulk and mass of
structures.
10/21/2002 2002-167 X Rescind. The definition for "attic" is included in the Municipal Code. This Policy is redundant.
21 Cellars To be used by staff when reviewing plans that include a cellar.10/21/2002 2002-167 X Revise to meet new Building Code changes.
22 Minor Alterations to Commercial Buildings To define "minor" exterior alterations" to commercial buildings that may
be approved by the DRC as set forth in Section 29.20.745(8) of the Zoning
Ordinance.
4/18/2005 2005-038 X Revise to clarify and correct Municipal Code inconsistencies.
23 Community Benefit Policy To provide the Town a means to support projects that are beneficial and
desirable to the community but may have certain negative impacts.
11/4/2002 2002-175 This Policy is currently under Council review. Council has had discusssions about rescinding this Policy. On
October 21, 2013, the Town Council discussed this Policy and directed staff to conduct further work.
24 Landscaping Policies To provide Town staff, Town Council, Planning Commission and applicants
for Town permits with a clear and concise statement of the Town of Los
Gatos policies regarding landscaping.
8/5/2013 2013-032 X Rescind. This Policy is outdated and no longer needed. Landscaping guidelines are captured in other documents,
including Town applications.
25 Height Pole and Netting Policy To provide Town residents, staff, advisory and decision-making bodies
with a visual tool to evaluate proposed construction.
11/4/2002 2002-175 X This Council Policy reflects current practice and Council direction.
Inventory of Town Council Policies 2