Attachment 4 - March 23 2021 Policy Committee Staff ReportPREPARED BY: Shelley Neis
Town Clerk
Reviewed by: Town Manager, Assistant Town Manager, and Town Attorney
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL POLICY COMMITTEE REPORT
MEETING DATE: 03/23/2021
ITEM NO: 2
DATE: March 11, 2021
TO: Council Policy Committee
FROM: Laurel Prevetti, Town Manager
SUBJECT: After Review and Comment, Recommend that the Town Council Approve the
Draft Enabling Resolution for the Council Policy Committee
RECOMMENDATION:
After its review and comments, staff recommends that the Council Policy Committee
recommend that the Town Council approve the draft enabling resolution for the Council Policy
Committee.
BACKGROUND:
At the February 23, 2021 Council Policy Committee meeting, the Committee members
requested staff return with a draft enabling resolution acknowledging the Committee’s
existence and keeping the Committee’s objectives flexible, depending on the Town Council’s
priorities and the Committee’s annual work plan.
Staff further researched the history of the Policy Committee and was able to locate the
following references to the Policy Committee in Town Council meeting minutes from 2003
under Council Matters. There are no staff reports associated with the items and staff was not
able to locate the work plan that is referenced.
June 2, 2003 Minutes
Mrs. Decker reported on the Council Policy Committee. She noted that a reference library
has been compiled from a large range of municipalities and spoke of initiating a process to
access our current policies, explore options for the future, and develop a work plan to return
to Council on June 16th. Mr. Pirzynski spoke of solidifying the verbal history of town policy
and making it clearer for all to follow and feel comfortable with. Council as a whole will have
the opportunity to discuss these individual policies at future Council meetings.
ATTACHMENT 4
PAGE 2 OF 2
SUBJECT: After Review and Comment, Recommend that the Town Council Approve the Draft
Enabling Resolution for the Council Policy Committee
DATE: March 11, 2021
BACKGROUND (continued):
June 16, 2003 Minutes
Mayor Decker spoke of the meetings of the Council Policy Committee which has met twice.
She spoke of the Statement of Purpose which has been developed to offer a sense of
direction, and of the Work Plan to develop a framework for policy development. She noted
that the ideas from the January Council retreat were used as a foundation for the current
work plan.
Council agreed that the Statement of Purpose met with their consensus.
Council wished to take a general overview of the work plan to see what things they could
easily agree upon and then have staff work on those items while they took some additional
time and effort on the items that would require extra consideration and discussion.
The second whereas clause in the draft enabling resolution incorporates the purpose of the
Committee that staff was able to locate from Council Policy Committee Draft Notes from 2003
(Attachment 2).
CONCLUSION:
The Committee should listen to public input, review, and discuss the proposed resolution.
Based on the discussion, the Committee should identify modifications, if any, to the draft
resolution and forward the resolution to the Town Council for its review and consideration.
COORDINATION:
This report has been prepared with coordination between the Town Manager’s and Town
Attorney’s Offices.
FISCAL IMPACT:
There is no fiscal impact to establish an enabling resolution for the Committee.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Draft Resolution
2. First Council Policy Committee Meeting Agenda
1 of 2
Resolution 20 - Council Meeting Date
RESOLUTION 2021-
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS
ESTABLISHING THE TOWN COUNCIL POLICY COMMITTEE
WHEREAS, the Town Council of the Town of Los Gatos, does hereby formally establish
the Town Council Policy Committee.
WHEREAS, the purpose of the Council Policy Committee shall be to identify areas,
issues, concerns where Council policy needs to be communicated/documented, clarified, or
developed to enhance the effectiveness of the Council and/or the Town administration in
conducting Town business in their own respective roles. The Committee’s objectives shall be
flexible, depending on the Town Council’s priorities and the Committee’s annual work plan.
WHEREAS, the duties of the Committee shall be to report to, consult with, and provide
recommendations to the Town Council on all matters relating to Council Policies, Town Code,
and other policy documents of the Town. The Committee shall forward recommendations to
the full Council for discussion and final action, and as appropriate refer items to the appropriate
Town Board, Committee, or Commission.
WHEREAS, the Committee shall be advisory to the Town Council and shall operate in the
manner hereinafter prescribed.
A. The Town Council Policy Committee shall consist of two (2) Town Council Members
appointed annually by the Mayor.
B. The Committee shall appoint a Chair and Vice Chair.
C. The Committee shall establish a regular time and location for its meetings and shall
conduct its meetings in compliance with the provisions of the Ralph M. Brown Act
(Government Code Sections 54950).
D. Minutes of the actions taken during the Committee’s meetings shall be kept and shall
be a public record.
WHEREAS, nothing in this resolution shall be construed as restricting or curtailing any of
the powers of the Town Council, or as a delegation to the Committee of any of the authority or
discretionary powers vested and imposed by law in such bodies.
NOW, THEREFORE, BE IT RESOLVED, that the Town Council Policy Committee is hereby
established as an advisory committee to the Los Gatos Town Council.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los
Gatos, California, held on the __ day of ___ 20__, by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS: ATTACHMENT 1
2 of 2
Resolution 20 - Council Meeting Date
ABSENT:
ABSTAIN:
SIGNED:
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
DATE: __________________
ATTEST:
TOWN CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
DATE: __________________
DRAFT
1of 3
COUNCIL POLICY COMMITTEE
THOUGHTS
Purpose
To identify areas, issues, concerns where Council policy needs to be communicated/documented,
clarified, or developed to enhance the effectiveness of the Council and/or administration in
conducting Town business in our own respective roles
Process
1. Pre-meeting with Council Policy Committee
2. Committee meets on Purpose Statement and sets initial workplan (priority areas,
priorities within priority areas, living document, time)
3. Bring Statement of Purpose and workplan to Town Council (June)
Priority Focus Areas
1. Council Practices
· Participate on Boards or Committees that seek Town funding (current policy)
· Interactions with the press (public statements, Letters to the Editor)
· Presence at Community meetings
- Protocol issues
- Representation of Town - direct or indirect
· Serving on assigned regional boards and committees or Town boards & committees
- Whose interest are represented?
- Should Council Members serve on standing cross rep committees where issues will
be before them for approval? ( e.g., General Plan, Community Development
Advisory Committee)
· Commendations, resolutions - review and decision process
· Protocol/ procedures of all town meetings (Council & Commissions)
· Response to constituent issues (responsibility to forward information to the
administration for evaluation and response)
· Method for performance evaluation for Council Appointees
· Calling for meetings that involve other Council members or staff
1.A. Role of Mayor
· Setting Agenda - is more clarification needed?
· Relationship to other Council Members
· Commendations and Resolutions (relates to Council practices)
· Appointing Council liaisons to special issues (Council policy guidance role)
· Calling “ad hoc” informal meetings on Town issues
ATTACHMENT 2
DRAFT
2of 3
1.A. Role of Mayor (continued)
· Meeting with constituents - taking lead on hot issues (complaints)
· Appointing Council Members to regional & Town standing committees
· Calling for Commission sub-committees on key issues
· Articulating Council emphasis/priorities/State of the Town Address
· Representing Town Council - ceremonial & substantive presentations - service clubs
· Political leader for year - constituent issues, administrative check in
2. Council/Staff Relations
· Council/Manager Boundaries
· No directing
· Meetings
- Participation in meetings
- Requesting to be part of meetings
- Requesting staff to be at meetings
· Liaison roles - Why? When? Role
· Seeking guidance from Mayor & Council
- Formal
- Informal
3. Council Boards & Commissions Relations
· Appointment process (subcommittee)
4. Administrative/Council Agenda Streamlining Opportunities
(Opportunity to review some of the long-standing reports and question their value or if there
is a better approach.)
· Bi-Monthly Calendar
· Public Hearing List
· Planning Department Report
· Code Compliance Report
· Accounts Payable
· Payroll Report
· County referrals (needed? delegate to Planning Commission?)
5. Legislative Policies
· Amicus Participation
· Resolutions
6. Ethics
DRAFT
3of 3
7. Campaigns
8. Other Areas We Have Said We Would Look At?
(Look at performance review notes)
9. Budget/Fiscal Policies (research existing)
10. Community Issues
· Flag/Banner Protocol