Staff Report - Informational Report Council Retreat
DATE: TO: FROM: COUNCIL RETREAT REPORT April 14, 2004 DEBRA J. FIGONE, TOWN MANAGER MEETING DATE: 4/24/0'4 SUBJECT: INFORMATIONAL REPORT -
24, 2004 RETREAT RECOMMENDATIONS: 1. That Council provide direction to staff regarding the proposed changes to the Terms of Office for all Board, Commission,
and Committee members. 2. That Council meet with each Town Commission and Board, and discuss issues of interest to Commission and Board members and to the Town Council. BACKGROUND: Each
April, Council holds a Council/Commission Retreat, at which it meets with all Town Commissions, Committees, and Boards (hereinafterreferred to as "Commissions"). The goal ofthe Retreat
is to open the lines of communication between Council members, Commission and staff. All members ofeach Commission are invited to attend; generally, the Commission Chair
and Vice-Chair take the lead for the Commission in discussion with Council. Retreat Format First will be a discussion of topics common to all Commissions. The key issue this year will
be the proposed changes to the Terms of Office for all Commission members. Next, Council will meet in turn with the Arts Commission, Community Services Commission, Library Board, Parks
Commission, and Transportation and Parking Commission. Inpreparation for the Retreat, each Commission completed a questionnaire, which requested a list of major accomplishments, planned
future projects, ideas for training, and any other issues that the PREPARED BY: Regina A. Services Director N:\CSD\TCRPTS\april 04 council commission
. Reviewed by: ?s.:::s Assistant Town Manager ITownAttorney __ __Community Development Revised: 4/14/04 1:14 pm Reformatted: 5/30/01
PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: INFORMATIONAL REPORT -APRIL 24, 2004 COUNCIL/COMMISSION RETREAT April 14, 2004 Commission wishes to discuss with Council. Each Commission's completed
questionnaire, its enabling resolution, a matrix ofaction items from last year's Retreat, and other relevant documents are included with this report (Attachment 4). During each Commission's
time with Council, it will first present highlights from its questionnaire, and then use the balance of the session for open discussion. The Planning Commission and Historic Preservation
Committee will meet with Council in a separate Retreat, scheduled for May 12. A majority ofthe members ofboth groups was not available for the April 24 date. Material for the May 12
Retreat will be distributed separately, in advance of the DISCUSSION: Update on Common Issues At the 2003 Council/Commission Retreat, four topics were addressed during
the discussion of common issues: attendance requirements, recruitment and appointment of student commissioners, commissioner training, and the formation of a Youth Commission. A matrix
of the discussion of these issues, and follow-up actions are attached to this report (Attachment 1). Following are brief updates of each issue: Attendance Policy: An Attendance Policy
was adopted by Council on December 1, 2003, establishing attendance requirements for allCommissions except the Planning Commission. Council adopted a separate policy for the Planning
Commission, reflecting its expanded meeting schedule. Recruitment and Appointment of Student Commissioners: In January 2004, Council adopted a resolution defining the residency requirements
for specified commissions and for student commissioners. Under this resolution, student commissioners may reside outside the incorporated limits of Los Gatos, if they have a Los Gatos
mailing address and are enrolled in a school located within the Town limits. This has increased the number ofqualified students who may apply for and be appointed to commissions. The
Community Services and Parks Commissions have developed a uniform appointment process for their student commissioners: the Chair and Vice Chair, or the Commission as a whole, makes a
recommendation to Council regarding students to be appointed. Commissioner Training: A revised Commissioner Handbook was distributed to all commissioners after the 2003 retreat. Newly
appointed COmrhissioners receive a Handbook when they take the Oath of Office. The Handbook may be used by the Commission Chair and staff liaison to provide orientation and training
for newly appointed commissioners. Each Commission was also briefed by the Town Manager concerning the fiscal challenges faced by the Town. Attachment 2 presents a summary oftraining
provided to commissions in 2003, and requests for training in 2004 as identified in their questionnaires.
PAGE 3 SUBJECT: INFORMATIONAL REPORT -APRIL 24,2004 COUNCIL/COMMISSION RETREAT April 14, 2004 Youth Commission: In order to increase youth involvement
in Town government and community activities, Council adopted a resolution establishing a Youth Commission on AprilS, 2004. Term of Office Proposal The topic for this year's general discussion
will be standardizing the Tenns of Office for all Commission members. The proposal is to standardize the expiration of commissioners' tenns of office, so that all tenns would expire
on December 31, rather than throughout the year as they do currently. The length ofthe. tenns ofoffice; i.e., the number ofyears ofthe tenn, would not change, and neither would the staggered
tenns of each Commission's members. This proposal would not apply to student commissioners, whose tenns will continue to be aligned with the school year. The proposal would create a
more streamlined process ofrecruitment, appointment, and training of commissioners. Currently, recruitment, interviews, and appointments are done throughout the year in order to fill
tenns that expire in 7 different months. Aligning term expiration dates would allow for one concentrated period of recruitment and advertising each year, and interviews and appointments
could be scheduled for the same month each year. Newly appointed commissioners could receive orientation and training as a group, as could Commission Chairs and Vice Chairs if elected
during the same month. Each Commissioner received a memo from the Town Manager (Attachment 3) explaining the proposal and soliciting their feedback. Community Services Department staff
attended a meeting . of each Commission, in the months of March and April, to present the proposal verbally and to receive verbal comment. Commission members voiced overall support ofthe
proposal, and offered administrative suggestions that would be considered in implementing the proposal. If Council supports the implementation ofthis proposal, staffrequests that they
answer verbally the questions included at the end of Attachment 3, which would help staff to refine the process to be followed. Staffwould return to Council for its formal approval ofthe
proposal at a Council meeting in the summer. If the proposal is implemented, all Tenns of Office would be adjusted in 2005. In that year, all Commissioners would have their tenns extended
or shortened by a few months, in order to expire on December 31.
PAGE 4 MAYOR AND TOWN COUNCIL SUBJECT: INFORMATIONAL REPORT -APRIL 24, 2004 COUNCIL/COMMISSION RETREAT April 14, 2004 .Commission-Specific Topics The following is a table of issues identified
by each Commission on its Retreat questionnaire (Attachment 4). A detailed discussion of these issues follows the table. Commission Key Areas of Focus Arts Commission Report on accomplishments
for 2003/04. Review goals and projects for 2004/05. Community Services Commission Report on a.ccomplishments for 1003/04.· Review goals and projects for 2004/05. Library Board Report
on accomplishments for 2003/04. Review goals and projects for 2004/05. Civic CenterlLibrary Master Plan. Discuss benefits for circulation clerks. Request regarding communication between
the Town and neighboring library jurisdictions. Parks Commission Report on accomplishments for 2003/04. Review goals and projects for 2004/05. Update on skateboard park. Transportation
and Parking Report on accomplishments for 2003/04. Commission Review goals and projects for 2004/05. Downtown Parking Management Plan. Arts Commission. The function of the Arts Commission
is to encourage the development of art, drama, music, and other creative activities in Town. Under this charge the Commission has produced a number ofsuccessful projects, including Music
in the Park, Art in the Council Chambers, and a public art installation. At this Retreat, the Commission would like to update Council on its recent accomplishments, and present its projects
and goals for 2004/05. Community Services Commission. The duty of the Community Services Commission is to ensure that the goals and objectives contained in the Human Services Element
of the General Plan are implemented. The Human Services Element addresses the social, health, cultural, and educational needs ofresidents. Commission liaisons are actively involved in
community programs focused on these needs. The Commission administers a number of successful programs, including the Community Grant program. The Commission has reviewed the results
ofthe 2003 Human Services Needs Survey, and participated in follow up activities. At this Retreat, the Commission would like
PAGE 5 SUBJECT:' INFORMATIONAL REPORT -APRIL 24,2004 COUNCIL/COMMISSION RETREAT April 14, 2004 to update Council on its recent accomplishments, and
present its goals and projects for 2004/05. Library Board. The Library Board works with Library staff in an advisory role, with the goal of providing better Library services. This year,
the Board has been working toward the completion of the Civic CenterlLibrary Master Plan. At this Retreat, the Board would like to update Council on its recent accomplishments, present
its goals for 2004/05, and discuss its interest in the Civic Center/Library Master Plan project and budget issues. Parks Commission. The Parks Commission advises Council on issues related
to public parks, grounds, street trees, and beautification, and has completed many projects in these areas. The Commission has fully integrated open space and trails issues as a part
ofits role. At this Retreat, the Commission woula like to update Council on its recent accomplishments, and discuss its goals and projects for 2004/05. Transportation andParking Commission.
The Transportation and Parking Commission advises the Council on matters relating to onstreet and off-street activities and services. These include general transportation issues, bikeways,
traffic safety, the Town's Traffic Calming Policy, safe routes to school, traffic studies, and Town-wide parking including the Downtown Parking Management Plan. At this Retreat, the
Commission would like to update Council on its recent accomplishments, present its goals for 2004/05, and discuss the Downtown Parking Management Plan. CONCLUSION: The annual Council/Commission
Retreat is a valuable opportunity for Council and Commission members to engage in meaningful dialog, address issues of interest to all parties, and set goals for the coming year. The
contributions made by members of Town Commissions, Committees, and Boards are essential to the effectiveness of our municipal government organization.. Attachments: 1. 2003 Council/Council/Commission
Retreat: Summary Matrix 2. Council/Commission Retreat: Commission Training Summary 3. Term of Office Proposal: Memorandum from the Office ofthe, Town Manager-4. Commission Questionnaires,
Enabling Resolutions, and Issue Matrices Distribution: Arts Commission members Community Services Commission members Library Board members Parks Commission members Transportation and
Parking Commission members
2003 Council /Commission Retreat: Summary Matrix Attachment 1 ttendance Reqmrements Highlights of Due Date Discussion Areas Action/Issue Assigned To and Status Commission meeting Draft
revised attendance requirements for Community Services Completed. Council adopted new attendance policy. Council adoption. Director attendance requirements December 2003. ARecruitment
Process Highlights of Due Date Discussion Areas Action/Issue Assigned To and Status Student commissioner Develop uniform appointment process for Community Services Completed. The Community
appointments. student commissioners. Director Services Commission student members are appointed by Council based on a recommendation from the Chair and Vice Chair or the Commission.
Parks Commission and Community Services now have the same process. Recruitment brochure-markets being a commissioner. ommlSSlOner Trammg Highlights of Due Date Discussion Areas Action/Issue
Assigned To and Status General Commissioner Distribute revised Commissioner Community Services Completed. Handbook distributed Trail:ing Handbook. Department and Town to all existing
Commissioners in Clerk's Office the Spring 2003. Handbook provided to new Commissioners upon appointment. c N:\CSD\Towll Manager\Commissiol1 Retreal\03 Retreal\2003 Matrix.wpd December
5,2003
2003 Council /Commission Retreat: Summary Matrix Youth Commission Highlights of Due Date Discussion Areas ActionJIssue Assigned To and Status Youth involvement in Town Evaluate Youth
Commission and other Town Manager April 2004 and greater community. avenues for involving youth through the Status report regarding Alive & Loving Life (ALL) effort. establishment of
Youth Commission to be considered by Council in April. N:\CSDlTown Manager\Commission Relreal\03 Relreat\2003 Matrix.wpd December 5, 2003
Council/Commission Retreat: Commission Training Summary Attachment 2 Commission 2003 Training Request Training Provided in 2003 2004 Training Request Arts Commission No new request -appreciated
the • Public Hearing Conduct · Government Process Commissioner Handbooks and • Town's Fiscal Health • Overview ofTown orientation . • Received Updated Organization and Role of Arts Commissioner's
Handbook and Other Commissions Community Services • Brown Act • Town's Fiscal Health • Brown Act Commission • Overview ofTown Services • Received Updated • Overview ofTown Services Commissioner's
Handbook Library Board California Association of Library • Town's Fiscal Health • CALTAC WorkShop in Trustees and Commissioners' Board • Received Updated Library Leadership Effectiveness
Training Commissioner's Handbook • Visibility, Advocacy & 21 st Century Library Service Transportation and • VTA rules and regulation; bus • Downtown Parking Management • Site Visits
Commission routes and hours Plan • Tour ofTown Parks • Study sessions on traffic calming • Traffic Mitigation Fund • Traffic and Parking Public • Site visits to areas
of concern • Safe Routes to Schools Grant Awareness • More delineated maps of the Program • Training and Orientation for . greater downtown area which • TFCA Grant Programs New Commissioners
identifies signals, stop signs, • Traffic Calming Program • Traffic Calming crosswalks -(both school and • Town's Fiscal Health • Annual Budget Presentation general pedestrian) • VTA
Rules and Regulations on by Town Manager • The rationale for placing Buses • Tour ofTown Sign Shop crosswalks and/or stop signs • ADA Parking Lot Requirements. • Inform commissioners
of past • Received Updated ordinances affecting items for Commissioner's Handbook discussion N:\CSD\Town Manager\Commission Retreat\04 Retreat\training matrix.wpd
Commission 2003 Training Request Training Provided in 2003 2004 Training Request Parks Commission • Continuation of the 2002 training • Tour ofTown Parks • Continue to Tour Parks and
on communications and how to • Town's Fiscal Health Trails work with staff • Tree Ordinance • Leadership and Meeting • How to run a Commission meeting • Adopt-a-Planter Program Dynamics
• Vasona Trail Feasibility • Tour Parks in Other Cities • Alive and Loving Live Program • Potential Park Sites • Received Updated Commissioner's Handbook Historic Preservation • California
Preservation Foundation • Town's Fiscal Health Committee Conference Received Updated . • • Workshops offered by the State Commissioner's Handbook Office ofHistoric Preservation • Heritage
Preservation Commission Workshop, Sponsored by the City of Saratoga • Incentives for Historic Preservation Projects Sponsored by the California Preservation Foundation N:\CSD\Town Manager\Commission
Retreat\04 Retreat\training matrix.wpd
Planning Commission • CEQA training by CEQA • Town's Fiscal Health consultant forTown Council, • Received Updated Planning Commission and staff Commissioner's Handbook • Continued discussion
and clarification of the Planned Development zoning process · Initiate in-house training sessions • Additional training topics -role of· DRC, workshop with outside noise consultant,
role ofHPC in relationship to PC and review by Town architect • Inform Commissioners of staff requirements before accepting an application, i.e., project evolution N:\CSD\Town Manager\Commission
Retreat\04 Retreat\training matrix.wpd
Attachment 3 To: From: Date: Subject: M E'M 0 RAN DUM OFFICE OF THE TO\VN MANAGER Members. of Town Boards, Committees, and Commissions Debra J. Figone, Town March
9, 2004 .Term of Office Proposal The Town has a dozen volunteer boards, committees, and commissions whose purpose is to act in an advisory capacity to the Town Council. Members are appointed
by the Town Council, in a process that is administered by Town staff.. I wOuld like to solicit your feedback, as members of these advisory bodies, on a proposal to streamline the process
used to recruit and appoint members. Specifiyally, we are evaluating a process that would standardize the expiration ofmembers' terms of office, so that all terms ' would expire on December
31, rather than throughout the year as they do currently. The length of the terms of office, the number ofyears of the term, would not change. Benefits ofthe Proposal Under the current
recruitment process, there is a year-round cycle of recruiting, advertising, and interviewing. Many ofthese activities are duplicative of each other. Standardizing ofterm expiration
dates would result generally in a substantially more efficient process, and specifically in the following benefits: ., • Recruiting and advertising could take place in one regularly
scheduled time period each year. • Interviews and appointments could be done at one Town Council meeting each year. • An expanded marketing plan could be created and implemented. . •
An orientation for all new Conupissioners could be held each January. • Chairs and Vice-chairs could be elected each February, and be trained for their new roles together. How Your Term
ofOffice Would be Affected All terms of office would be adjusted in 2005; in that year, all members would have their terms extended or shortened by a few months, in order to expire on
December 31. Members whose terms expire in January, February, and March would have their terms shortened, in most cases only by a day. The revised terms would expire on December 31 of
the year before the current term:s expiration. The Boards, Committees, and Commissions affected would be: Bu;ilding Board of Appeals
Term of Office Proposal March 9, 2004 Page 2 • Community Services Commission • General Plan Committee • Planning Commission • Rent Advisory Committee • Transportation and Parking Commission
Members of all other Commissions would have their terms lengthened by 3 to 7 months. The revised terms would expire on December 31 of the year after the current term's expiration. The
Boards, Committees, and Commissions affected would be: • Parks Commission • Architectural Standards Committee • Arts Commission • Art Selection Panel • Library Board . • Historic Preservation
Committee • Personnel Board Your Feedback This proposal will be added to the agenda of your next Board, Committee, or Commission meeting. Please be prepared to provide your comments
during that discussion. If you have questions how, or would like to provide comments in advance ofyour next meeting, please contact your regular staff liaison, or Susan Buxton, Volunteer
Services Coordinator, at (408) 354-6824. Your service to the Town is valuable to the Town Council, and to all the members of the Town organization. I appreciate your input on this proposal.
Attachment: Term Expiration Date Proposal N:\CSD\Volunteer\Bds&Com memo.wpd
Town of Los Gatos . Boards, Committees, and Commissions Term Expiration Date Proposal Existing Term Advisory Body Proposal Expiration Date January Planning Commission Tenn expiration
dates would Building Board of Appeals change to December 31 ofthe Community Services Commission year previous to the existing General Plan Committee expiration date. Transportation and
Parking Commission February (none) March Rent Advisory Committee April Parks Commission Tenn expiration dates would May (none) change to December 31 of the same year ofthe existing June
Architectural Standards Committee expiration date. July Arts Commission Art Selection Panel Library Board August Historic Preservation Committee September Personnel Board Student Commissioners
-Community Services Commission Student Commissioners -Parks Commission October (none) November (none) December (none) N:\CSD\Volunteer\Bds&Com Table.wpd
Term of Office Proposal Questions for Discussion Does the Council support the proposal to have all Commission terms (except student commissioner terms) end on December 31 of each year?
Terms would continue to be staggered. If the Council supports the proposal, direction on the following issues below is requested. Should interviews be held: • in November or December?
This will dictate the recruitment schedule and due date for applications. • before one or two regular Council meetings or at a special meeting in the evening or on a Saturday? Interviews
could take from 2 to 5 hours depending on the number of applicants. The amount of time necessary can be estimated after the applications have been received. Does Council have any suggested
changes to the appointment? Use subcommittees to ,recommend appointments and/or narrow the list of final interviews? N:\csd\tcrpts\april 04 council commission questions
2004 RETREAT QUESTIONNAIRE Commission/Committee: Arts Commission Arts Commission Joanne Johnson -Chair -Mary Ellen Kaschub -Vice Chair Elke Groves Marianne Hamilton Ten Hope -Chair Valerie
Hopkins Nicki Huber Marcia Tjader Jules MacLean Length of Term 3 years 3 years 3 years 3 years 3 years 3 years 3 years 3 years 3 years Term Expires 07/01/04 07/01/04 07/01/05 07/01/06
07/01/05 07/01/06 07/01/06 07/01105 07/01/04 Meeting Information Date: 2nd Wednesday of every month Time: 4: 00 pm Location:
214 E. Main Street, RID 214 Staff: Regina Falkner, Community Services Director. Arts Commission Page 1
2004 Retreat Questionnaire Arts Commission Major accomplishments of the past year. Arts in the Los Gatos Community have expanded significantly over the past few years through the efforts
ofArts Commissioners and ·other community volunteers. • Installed Phil Lange's catfish sculpture, "Los Gatos Pescado" on top of the kiosk located . . on the corner of Main and Fiesta.
• Successfully staged ten MIP concerts. The Commission raised funds to offset all direct cost and develop a fund balance. • Held a public hearing to permanently relocate the Music in
the Park concert series to the Civic Center lawn. Training provided was valuable. • A number of Arts Commissioners are active in other community art projects such as: • The Chamber and
Morning Rotary Club's Jazz on the Plazz concert series. • The Los Gatos Community Foundation's, "Art-Cat" project that raised $43,000. Funds were distributed to nine art related agencies
including a $10,000 donation for a new public art piece in Town. • Commissioners are participating in the Los Gatos Art Association's Plein Air Project. • The Museums of Los Gatos fundraiser,
Touch My Heart. • Coordinated six Art in the Council Chambers exhibits including a 55 piece display in September by the Los Gatos/Saratoga Camera Club, the first ever of this size. The
program served a diverse population of artists including seniors and youth. • Arts members participated in the Los Gatos Town Banner program. • Coordinated an art
exhibit at the July 4th Event. • Using the Town's website, the Arts Commission now can promote the Arts commission activities, in particular to promote "Music in the Park" and "Art in
the Council Chambers" as well as other Art related events. Proposed projects for upcoming year. • Expand participation in the July 4th Community Event. • Develop a PRlawareness campaign
for the Los Gatos Arts Commission and its projects. Page 2
2004 Retreat Questionnaire Arts Commission • Update the'MIP logo and design a new program and banner. • Explore additional funding sources for art activities. Issues specific to Commission.
• Input ofTown budget reductions. What training would be beneficial to the Commission? • Overview of Town organization and role of Arts Commission and other Commissions. • Government
Process Questions and comments for the Council. Page 3
ARTS COMMISSION RESOLUTION 1996-37 RESOUJTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS REVISING THE ARTS COMMISSION ENABLING RESOLUTION 1988-214 WHEREAS, The Town Council ofthe Town
of Los Gatos wishes to assure confonnance of this enabling resolution with Council approved attendance requirements; and, THEREFORE, BE IT RESOLVED: by the Town Council ofthe Town ofLos
Gatos, County of Santa Clara, State of California, that the Town ofLos Gatos Arts Commission shall be governed as follows. The Commission shall be advisory to the Town Council and shall
operate in the manner herein after prescribed: 1. Membership -Organization (a) The Commissionshall consist ofnine (9) voting members, whose terms ofoffice shall be three (3) years and
until their successors are appointed by the Town Council. The terms of office of the respective members shall be staggered and over lapped in such a manner that the terms ofno more than
one-third ofthe members expire each year. The Town Council shall fIll any vacancies occurring during the term ofthe Commission. The Commission shall annually designate a Chairperson
and Vice-Chairperson. (b) Fivemembers ofthe Commissionshall constitute a quorum ofthe Commission for the purpose of transacting business. Any member shall have the right to present a
minority view to Council in reference to any report or recommendation the Commission may take.. (c) The members of the Commission shall serve without compensation, provided that with
. advance budgetary approval ofthe Town Council, the actual and necessary expenses (if any) incurred by the members in the conduct ofTown business shall be reimbursable pursuant to the
provisions ofResolution 1987-16 ' d. The Commission shall establish a regular time and location for its meetings and shall otherwise call and conduct its meetings in compliance with
the provisions of the Ralph M. Brown Act (Government Code Sections 54950 and followirig.) e. Minutes ofthe actions taken during its meetings shall be kept and filed with the Town Clerk.
f. Meeting attendance requirements will confonn with current Town Resolution.
2. Duties and Functions (a) The functions ofthe Commission shall be to encourage the development ofart, drama, music; and other creative activities in the Town ofLos Gatos. Specific
activities would include, but are not limited to: . 1. Identify the nature and extent of all existing resources in the arts in the Los Gatos community. 2. Generate community awareness
and support for a full range ofactivities in the Arts in the Tov'm. 3. . Make recommendations to Town Council and other Town Commission in the field of art, aesthetics, and beautification.
4. Perform other duties as assigned by the Town Council. IT IS HEREBY FURTHER RESOLVED that Resolution 1988-214 is hereby rescinded. PASSED AND ADOPTED at a regular meeting of the Town
Council ofthe Town of Los Gatos, California, held on the 1st day of April, 1996 by the following vote. COUNCIL MEMBERS: AYES: NOES: ABSTAIN: ABSENT: Joanne Benjamin, Steven Blanton,
Linda Lubeck, Patrick O'Laughlin Mayor Randy Attaway. None None None SIGNED: /s/Randy Attaway MAYOR OF THE TOWN OF LOS GATOS ATTEST: /s/Marian V. Cosgrove CLERK OF THE TOWN OF LOS GATOS
2003 Council I Commission Retreat: Summary Matrix ARTS COMMISSION Highlights of Due Date Discussion Areas Action/Issue Assigned To and Status Music in the Park location Explore opportunities
for hosting arts Arts Commission and August
2003 and events at Town Plaza events at Town Plaza. Identify goals. Community Services Completed. Arts Commission held Coordinate with Chamber of Commerce. Director public hearing September
17. On October 6, Council voted to accept the Commission's recommendation to hold the event at the Civic Center lawn area. Proposed projects for Explore the possibility of marketing
Assistant Town Summer 2004 upcoming year summer activities collectively. Manager and Report regarding proposed Community Services marketing plan to be presented to Director Council in
Spring. Commission membership Discuss option of allowing an Arts Arts Commission and January 2004 Commission seat to be filled by a student Community Services Completed. The Arts Commission
under 18 years of age. Director agreed to to seek student volunteers as participants. N:\CSD\Town Manager\Commission Retreal\03 Relreat\2003 Matrix.wpd December 5, 2003
2004 RETREAT QUESTIONNAIRE Commission/Committee: Community Services Commission Community Services Commission Barry Bakken -Vice Chair Toni Blackstock Alastair Dallas John Hogan George
Perazzo Jessica Scheiner Mary Joanne Zientek -Chair Student Members: Rachel Berkowitz Jennifer Werner Meeting Information Date: 3rd Thursday of every month Length of Term 3 years 3 years
3 years 3 years 3 years 3 years 3 years 1 years 1 years Term Expires 01/01/06 01/01/05 01/01/07 01/01/05 01/01/07 01/01/07 01/01/06 09/30104 09/30/04 Time: 5:30 pm ----------------------------..,---L
ocation: 208 East Main Street, Room 214 Staff: Regina Falkner, Community Services Director Community Services Commission Page 1
2004 Retreat Questionnaire Community Services Commission Major accomplishments of the past year. The 03/04 funding cycle marked the second year that the Commission implemented it's streamlined
COIIlfilunity Devylbpment Block Grant (CDBG) and Community Grant funding process. The Cbrrimissioh included an expanded sub-committee meeting giving the applicant agencies an opportunity
to present their proposals, answer Commissioner's questions, and discuss emerging issues. This roundtable discussion was well received by the agencies and was valuable to the Commission.
Commission liaisons actively worked with the County HCD Citizen's Advisory Committee and the Town's Committees/Programs: General Plan, Civic Center Master Plan, Citizen's Advisory Committee,
Drug Free Community, Alive and Loving Life, and Senior Center. The liaisons regularly communicated, project status to the Commission. The Commission also monitored progress ofthe Habitat
for Humanity project which was completed last fall. The Commission tracked the Needs Survey progress, reviewed the results and participated in the follow up. In the last year the Commission
made three administrative changes: reduced the number of adult Commissioners from 9 to 7 to better reflect the workload and the size of similar commissions; clarified the residency requirements
for Student Commissioners; and revised the student application process to mirror that employed by the Parks Commission. Proposed projects for upcoming year. ,Proposed projects for 2003/2004
include a continued involvement in the youth and senior services. The Commission will work with staff to complete its follow-up on the Needs Assessment and focus groups. Issues specific
to Commission. The Commission is monitoring its calendar to identify meetings at which action is to be taken and identify meetings which may be canceled. Page 2
2004 Retreat Questionnaire Community Services Commission What would be beneficial to the Commission? Brown Act Overview ofTown Services Questions and comments for the
Council. The Commission would like feedback from Council about the Commission's efforts and direction as to what Council would like the Commission to pursue. Page 3
COMMUNITY SERVICES COMMISSION RESOLUTION 2003 -133 RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS AMENDING THE COMMUNITY SERVICES COMMISSION ENABLING RESOLUTION RESOLVED by
the Town Council of the Town of Los Gatos, that the Town Council does hereby establish the terms and conditions for appointment to and conduct of the Community Services Commission. The
Commission is advisory to the Town Council and operates in the manner hereinafter prescribed. (1.) Membership -Organization (a.) The Community Services Commission consists of nine (9)
members: Seven (7) are voting members over eighteen years ofage. Their terms ofoffice are three (3) years and until their successors are appointed. Two (2) members ofthe Commission shall,
at the time of their appointment, have completed the ninth grade, shall be students enrolled in an accredited school, and shall be no more than eighteen (18) years old. These commissioners
may make or second motions but may not vote. Their terms are one year and begin October 1. The The Commission's membership shall, to the extent possible, reflect the social and economic
diversity ofthe Los Gatos community. The members' terms of office are staggered and overlapped so that the terms of no more than one-third ofthe members expire each year. The Town Council
shall fill any vacancies occurring during the term of the Commission. The Community Services Commission shall appoint and prescribe the term of office for its Chair and Vice-Chair. (b)
Five voting members ofthe Commission shall constitute a quorum for the purpose of transacting business. Any member shall have the right to present a minority view to the Town Council
in reference to any report or recommendation the Commission makes. (c) Commission members shall serve without compensation, provided that, with advance budgetary approval ofthe Town
Council, the actual and necessary expenses (if any) incurred by the members· in the conduct of Town business shall be reimbursable pursuant to the provisions ofResolution 1987-16. .
(d) The Commission shall establish a regular time and location for its meetings and shall otherwise call and conduct its meetings in compliance with the provisions ofthe Ralph M. Brown
Act (Government Code Sections 54950 and following.) (e) Minutes ofthe actions taken during its meetings shall be kept and filed with the Town Clerk. (f) Meeting attendance requirements
will conform with current Town Resolution. (2.) Duties and Functions (a.) The duties and functions of the Commission shall be to ensure that the goals and objectives contained in the
Human Service Element of the General Plan· are implemented. Specific activities include, but are not limited to, the following: 1. Assist the Town in coordinating its community services
programs with other agencies and organizations, public and private. 2. Advise the Town on emerging community needs and the development of new programs. 3. Establish and maintain a human
serviCes inventory. The inventory shall be posted in key public buildings in the Town.
NAYS: ABSENT: ABSTAIN: 4. Periodicallyreview the HumanServicesElementattdrecommend changes needed to meet new conditions and to respond to the changing community environment. (b.) The
Commission shall identify thehousing and the human service needs ofpersons of all ages in the Town. and its sphere of influence, examine existing privately and publicly supported programs
in those fields, evaluate such ·programs,. develop plans for the creation ofnew programs, and make recommendations to the Town Council. (c.) The Commission shall make recommendations
to Town Council concerning projects to be included in funding applicationS under the Housing and Community Development Act of 1974 and perform the duties necessitated by the Act upon
the request OfToWn Council. (d.) In developing recommendations to the Town Council, the Commission should: 1. Elicit the interest and support of various relevant community individuals
and groups. 2. Study and examine sources ofpublic and private funding to meet housing and community service needs. 3. Evaluate the effectiveness of existing programs and make constructive
suggestions for improvement. 4. Examine ways to mii1imize and/or eliminate overlappingand duplicative services. (e.) The Commission may send representatives, when appropriate, to other
bodies or commissions. (f.) The Commission shall perform other duties as assigned by the Town Council. BE IT FURTHER RESOLVED that Resolution 1996-36 is hereby rescinded. PASSEDAND ADOPTED
at a regular meeting oftheTownCouncil ofthe Town ofLos Gatos, California, held on the 3rd day ofNovember, by the following vote: COUNCIL MEMBERS: AYES: Steve Glickman, Diane McNutt,
Joe Pirzynski, Mike Wasserman. Mayor Sandy Decker. None None None SIGNED lsi Sandy Decker MAYOROF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA ATTEST: /s/Marian V. Cosgrove CLERK OF THE
TOWN OF LOS GATOS LOS GATOS, CALIFORNIA
2003 Council /Commission Retreat: Summary Matrix COMMUNITY SERVICES COMMISSION Highlights of Due Date Discussion Areas Action/lssue Assigned To and Status Current projects Review final
report regarding the Human Community Services August 2003 Needs Assessment from consultants and Commission and Completed. Staff is implementing consider recommended follow-up actions.
Community Services identified follow-up actions to be Director .completed this fiscal year. Proposed projects for Benchmark senior drop-in centers as a Community Services Ongoing. upcommg
year means of assessing the Town's center. Commission and Senior CSC members and staff visited Coordinator Sunnyvale Senior Center. Visit to Campbell Adult Center slated for late Spring.
Town's Grant Program In cooperation with the Community Community Services Ongoing. Workshop efforts, visit local teen centers Commission and CSC members and staff visited for'best-practice
activities. Community Services Santa Clara Youth Center and Teen Director Center. Visit to the Saratoga Teen Center slated for late Spring. N:\CSD\Town Manager\Commission Retreat\03
Retreat\2003 Matrix.wpd December 5, 2003
2004 RETREAT QUESTIONNAIRE Commission/Committee: Library Board Library Board Rita Baum -Vice Chair Kathryn Cusick Dale Hill Mary King Karl Pearson -Chair . Length of Term 3 years 3 years
3 years 3 years 3 years Term Expires 07/01/05 07/01/06 . 07/01/04 . 07/01/05 07/01/06 Meeting Information Date: 2nd Wednesday of February, May, September, November Time: 3:00 pm -----------------....
,.-----------Location: 208 E. Main Street, RID 208 Staff: Peggy Conaway, Library Director; Linda Dydo, Assistant Library Director Library Board Page 1
2004 Retreat Questionnaire Library Board Major accomplishments of the past year. The Library Board worked toward completion of the Master Plan as follows: Honored all responsibilities
and commitments toward contributing to the Master Plan. Invited M. Manzo, Saratoga Library Commissioner, to speak at a Library Board meeting on steps taken which resulted in a successful
bond measure and a new Saratoga library. Toured the new Saratoga, West Valley and Martin Luther King, Jr. library facilities. The Library Board advised the Library Director as follows:
Provided feedback and direction on the budget crisis. Revised/updated the Library's Internet Access Policy. Supported the establishment of the Amazon.com Wish List for library materials.
Board members made personal contributions to the Library fund-raising projects. Supported improvement in Library efficiency and effectiveness as exemplified by the self service model.
Supported the History Project. Following their CALTAC Board Effectiveness Training, the Board planned and carried through a full-day Library Board Retreat in August 2003 The Library
Board attended workshops as follows: CALTAC (California Association of Library Trustees and Commissioners) Board Effectiveness Training in April 2003. CALTAC Regional Workshop on 'Visibility,
Advocacy and 21 st Century Library Service' in March, 2004. Proposed projects for upcoming year. The Board will advocate for and maintain surveillance over progress toward completion
of the Master Plan. The Board will 'monitor and advise on the effects on the community resulting from service reductions in the Library. Issues specific to Commission. Due to the sizable
monetary and time investment already expended, the Library Board urges early completion of the Master Plan during 2004, so as to be ready when the opportunity presents itself. Page 2
2004 Retreat Questionnaire Library Board What training would be beneficial to the Commission? The Board will attend applicable workshops as they become available. Questions and comments
for the Council. The Library Board would like to request that two Town Council member liaisons work with the Library Board to move the Master Plan to completion. The Board would like
to know what avenues are being explore to increase Town revenues? The Board has noted that the Library's circulation clerks, many ofwhom are long-term employees, do not receive benefits.
As a courtesy, the Board would appreciate seeing any communication from the Town to a neighboring library jurisdiction prior to its being sent. The Library Board would like to thank
the Town Council for their continued support. Page 3
LIBRARY BOARD CALIFORNIA EDUCATION CODE LIBRARIES Article 2 18910 et al: LIBRARIES AND TRUSTEES SectionS: 18910. Appointment of board of trustees. Term of office and compensation.
.18912. Eligibility ofmen and women. 18913. VacaIicies. 18914. Monthly meetings. 18915. Special meetings. 18916. Quorum. 18917. President. 18918. Record of proceedings. 18919. Rules,
and by-laws. 18920. Administration oftrusts; receipt, holdings and disposal ofproperty. . 18921. Officers and employees. 18922. Purchase of personal property.
18923. Purchase ofreal property, and erection of rental and equipment ofbuildings or rooms. 18924. State publications. 18925. Borrowing from, lending to, and exchanging with other libraries;
nonresident borrowing. 18926. Incidental powers of board. . 18927.. Annual report to legislative body and to State Librarian. 18910. Appointment of board of trustees The public library
shall be managed by a board oflibrary trustees, consisting offive members, to be appointed by the mayor, president ofthe board oftrustees, or other executive head ofthe municipality,
with the consent ofthe legislative body ofthe municipality. 18911. Term ofoffice and compensation The trustees shall hold office for three years. The members of the first board appointed
sruill so classify themselves by lot that one oftheir number shall go out ofoffice at the end ofthe current fiscal year, two at the end of one year thereafter, and two at the end of
two years thereafter. The legislative body of the municipality may, by ordinance, provide for the compensation of such trustees; providedthat the respectivecompensation for such trustees
shall not exceedfifty dollars ($50) per month. 18912. Eligibility ofmen and women Men and women are equally eligible to appointment as trustees. 18913. Vacandes Vacancies shall be filled
by appointment for the unexpired term in the same manner as the original appointments are made. 18914. Monthly metings Boards of library trustees shall meet at least once a month at
such times and places as they may fix by resolution. 18915. Special meetings Special meetings may be called at any time by three trustees, by written notice served upon each
member at least three hours before the time specified for the proposed meeting. LffiRARY BOARD CONTINUED 18916. Quorum A majority ofthe board shall constitute a quorum for the transaction
ofbusiness. 18917. President The board shall appoint one of its number president, who shall serve for one year and until his successor is appointed, and in his "absence shall select
a president pro tem. 18918. Record of proceedings The board shall cause a proper record of its proceedings to be kept. 18919. Rules, regulations and by-laws The board of library trustees
may make and enforce all rules, regulations, and bylaws necessary for the administration, government, and protection ofthe libraries under its management, and all property belonging
thereto. 18920. Administration of trusts; receipt, holdings and disposal of property The board oflibrary trustees may administer any trust declared or created for the library, and receive
by gift, devise, or bequest and hold in trust or otherwise, property siruated in this state or elsewhere, and where not otherwise provided, ofthe property for the benefit
ofthe library. 18921. Officers and employees The board oflibrary trustees may prescribe the duties and powers ofthe librarian, secretary, and other officers and employees ofthe library;
determine the humber ofand appoint all officers and employees, and fix their compensatioh. The officers and employees shall hold their officers or positions at the pleasure ofthe board
18922. Purchase of personal property The board oflibrarytrustees may purchase necessary books, journals, publications, and other personal property. 18923. Purchase of real property,
and erection of rental and equipment of buildings or rooms The board oflibrary trustees may purchase real property, artd erect or rent and equip, such buildings or rooms, as may be necessary,
when in its judglllenta suitable building, or portion thereof, has not been provided by the legislative body ofthe municipality for the library. 18924. State publications The board of
library trustees may request the appropriate state officials to furnish the library with copies of any and lill reports, laws, and other publications ofthe state not otherwise disposed
of by law. 18925. Borrowing from, lending to, and exchanging with other libraries; nonresident borrowing . The board of library trustees may borrow books from, lend books to, and exchange
books with other libraries, and may allow nonresidents to borrow books upon such conditions as the board may prescribe. 18926. Incidental powers of The board oflibrary trustees
maydo and perform any and all other acts and things necessary or proper to carry out the provisions ofthis chapter. 18927. Annual report to legislative body and to State Librarian The
board of library trustees, or if there is no board of trustees, then the administrative head of the library shall, on or before August 31 st, in each year, report to the legislative
body ofthe municipality and to the State Librarian on the condition ofthe library, for the year ending the 30th day of June preceding. The reports shall, in addition to other matters
deemed expedient by the board oftrustees or administrative head of the library, contain such statistical and other information as is deemed desirable by the State Librarian. For this
purpose the State Librarian may send to the several boards oftrustees or administrative heads of the library instructions or question blanks so as to obtain the material for a comparative
study of library conditions in the state.
2003 Council /Commission Retreat: Summary Matrix LIBRARY BOARD Highlights of Due Date .. Discussion Areas ActionlIssue Assigned To and Status Adequacy of the current The Library is being
evaluated through the Assistant Town June 2004 Library building Civic Center/Library Master Plan process. Manager, Library Director, and Citizen's Advisory Committee Level of library
use The Resident Satisfaction Survey showed Library Director and Ongoing. The library will continue use ofLGPL at the national average of Library Board to interact with our customers
to 66%. Extensive feedback on library determine how operations can be resources and services was published in the improved. draft of the Strategic Master Plan -Town Service Assessment
of 2002, the results of 13 Community Forums and Staff Workshops, and 233 written survey responses. Parking, transportation, and the availability of quiet study rooms, a computer training
lab, and richer collections were among the items requested. Manager\CoJnmission Retreat\03 Retreat\2003 Matrix.wpd December 5, 2003
2004 RETREAT QUESTIONNAIRE Commission/Committee: Parks Commission Parks Commission Length of Term Term Expires Debbie Gary 4 years 04/01104 Sandy Gordon -Vice-Chair 4 years 04/01106
Jim Handy 3 years 04/01/07 Richard Konrad 4 years 04/01/07 April Maiten 4 years 04/01104 Sherrie Richter 4 years -04/01/05 . Gary Schloh -Chair 4 years 04/01105 Student Members: Andrew
Lee 1 year 09/30104 Chelsea Starr 1 year 09/30104 Meeting Information Date: Time: 1st Tuesday each Month 6:30pm Location: October to June: Council Chambers July to September: Town Park/Trail
Staff: John Curtis, Director of Parks and Public Works Tim Boyer, Parks Superintendent Parks Commission Page 1
2004 Retreat Questionnaire Parks Commission Major accomplishments of the past year. Fully integrated Trails and Parks Commissions Walked the trails; identified /mapped current and potential
trails Completed renovation at Fairview Plaza (except for electrical work provided by PG&E) Completed the bandstand construction at Oak Meadow Park Identified new park/sports field sites
Better communication with contractors to enforce tree ordinance. Published tree ordinance Published three articles in the Los Gatos senior newsletters to promote park use and awareness
Adopt-a-Planter program in downtown Los Gatos Renovated restroom at Belgatos Park Installed or repaired benches at Bachman, Live Oak Manor, Oak Hill Play lot, and La Rinconada Completed
feasibility study on Vasona Loop Trail Proposed projects for upcoming year. Complete trails map; identify and prioritize potential new trails Continue to work on the publication of the
Town trails map; post trails map on Town website Construct a new picnic/barbeque area at Oak Meadow Park; complete arbor; renovate Areas 1 &2 Continue talks with the Water District regarding
the completion ofthe Vasona Loop Trail Work with the County to find areas for soccer/sports field Renovate gazebo at Live Oak Manor Hold a Seniors Day in the Park Continue brainstorming
ideas to renovate the Pageant Grounds Issues specific to Commission. Continue parks/trails "needs assessment" (on-going basis) Better communication with contractors to enforce tree ordinance
Post the tree ordinance on the web Continue to search for open space for parks/sports field What training would be beneficial to the Commission? One day leadership seminar for commissioners
Meeting dynamics Page 2
2004 Retreat Questionnaire Parks Commission Questions and comments for the Council. The Commission requests an update on land swap status with the County. What are the budget constraints
and do they affecUrelate to new projects and existing maintenance? The Commission would welcome any further direction from members ofthe Council. N:\CSD\Town Manager\Commission Retreat\04
Retreat\Questionnaire\Parks Questionnaire.wpd Page 3
PARKS COMMISSION RESOLUTION 2004 -3 . RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS RESCINDING RESOLUTION 2002-103 AND ESTABLISHING THE PARKS COMMISSION WHEREAS, Section 19.20.010
of the Los Gatos Town Code states that the Town WHEREAS, Resolution 2002-103 the Parks Commission;
WHEREAS, the Town Council now desires to rescind Resolution 2002-103 establish a Commission with advisory oversight for issues related to public parks, oft:street
trails, open space, grounds, street trees, Town beautification. NOW,THEREFORE,THETOWNCOUNCILOFTHETOWNOFLOS GATOS DOES HEREBY RESOLVE AS FOLLOWS: There is hereby created a
for the Town. (1.) The Commission shall be advisory to the Town Council shall operate in the manner hereinafter prescn'bed. (2.) Membership/Organization a. The Parks
Commission shall consist of nine (9) members, seven (7) aduhs, two (2) students. All commissioners commissioners shall be appointed by the Town Council. b. Six (6) aduh members of the
Commission shall reside within the incorporated municipal limits ofthe Town of Los Gatos, California; one (1) adult member may reside within the incorporated municipal limits ofthe Town
ofLos Gatos or ofthe City of Monte Sereno, California. Two (2) youth members shall reside within the incorporated municipal limits ofthe Town ofLos Gatos, California and attend
accredited school; or reside in the unincorporated areas ofthe County Clara, California, which have a Los Gatos mailing address, and attend a school located within the Town
ofLos Gatos. c. Two (2) youth members ofthe Commission shall, at" the time oftheir appOintment, have completed the ninth grade, and shall be no more than eighteen (18) years old. d.
The Connirission shall develop a procedure regarding recruitment ofyouth members for Council approval. The terms ofoffice ofthe student members shall be one (1)
year, commencing October first and ending September thirtieth. e. The terms of office ofall other members ofthe Commission shall be four (4) years and until their successors are appointed
and qualifY. The members' terms ofoffice are staggerec;l and overlapped so thatthe terms ofno more than one-third ofthe members expire each year. f. Commissionmembers shall serve without
provided that, with advance budgetary approval ofthe Town Council, the actual and necessary expenses (ifany) incurred by the members in the conduct of Town business
shall be reimbursable pursuant to the current Council policy. g. T.b.e Commission shall establish a regular time and location for its meetings and shall otherwise calland conduct its
meetings incompliance withthe provisions ofthe Ralph M. Brown Act (Government Code Sections 54950 and following.) h. The Parks Commission shall hold regular meetings at least once a
month, and, at the discretion ofthe Commission, such other meetings as may be necessary or expedient. A majority of the Parks Commission shall constitute a quorum for the purpose of
transacting the business ofthe Commission. The Parks Commission shall elect a Chair and a Vice-Chair, bothofwhomshall serve at the pleasure ofthe Commission. Terms ofoffice shall be
for one (I) year and shall begin on the :first meeting in March and end the following March. i. Staffservices as required shall be provided to the Parks Commission by the Director of
Parks and Public Works, who shall also serve as Secretary of the Commission without vote. j. Meeting attendance requirements will conform with current Town Resolution. k. The Secretary
of the Parks Commission shall keep a record of all proceedings, resolutions, findings, determinations, and transactions of the Commission, which records shall be a public record, and
a copy ofwhich shall be filed with the Town Clerk. (3.) Powers and duties. The duties ofthe Parks Commission shall be to: a. Act in anadvisory capacity to the TownCouncil in matters
pertaining to public parks, off-street trails, open space, grounds, street trees, and Town beautification, and to co.operate with other governmental agencies and civic groups in the
advancement of sound planning and programming for parks and street trees. b. Review policies and procedures on park, trail, open space, street tree, and
beautification programs for approval by the Town Council c. Review periodic inventories ofparks, street tree, trails, open space, and beautification services that exist or may be needed,
and interpret the needs of the public, within these areas, to the Town Council. d. Aid in coordinating the park, open space, trail, street tree, and beautification services with the
programs ofother governmental agencies and voluntary organizations. e. Understand the policies and functions ofthe Townpark, street tree, open space, trails, and beautification programs.
f. Advise the Director of Parks and Public Works in the preparation of the annual budget for the parks, street tree, trails, open space, and beautification programs, and a long-range
capital improvement program for these services. g. Hold hearings on matters pertaining to park, open space, and trails sites, their acquisition and development, capital expenditures,
and municipal activities in relation to parks. (4.) Not to affect powers of Town Council. Nothing in in this resolution shall be construed as restricting or curtailing any of the powers
of the Town Council, or as a delegation to the Parks Commission ofany ofthe authority or discretionarypowers vested and imposed by law in such Council. The TownCouncil declares that
the public interest, convenience, welfare and necessity require the appointment ofa Parks Commissionto act in a purely advisory capacity to such Council for the purposes enumerated in
this resolution. BE IT FURTHER RESOLVED that Resolution 2002-103 is hereby rescinded. PASSED AND ADOPTED at a regular meeting
ofthe Town Council ofthe Town ofLos Gatos, California, held on the 5th day ofJanuary, 2003 by the following vote: COUNCIL MEMBERS: AYES: Sandy Decker, Diane McNutt, Joe Pirzynski, Mike
Wasserman, Mayor Steve Glickman. NAYS: ABSENT: ABSTAIN: None None None ATTEST: Is! Marian V. Cosgrove CLERK OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA SIGNED: Is! Steve Glickman
MAYOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA
PARKS COMMISSION LOS GATOS TOWN CODE CHAPTER 19. ARTICLE II. See. 19.20.010. Created. There is created a Parks.Commission for the Town. Sec. 19.20.015. Appointment, terms of office,
compensation of members. (a) The Parks Commission shall consist of nine (9) members, eight (8) of whom shall reside within the Town, one (1) ofwhom may reside "Yithin Monte Sereno or
Los Gatos, and all of whom shall be appointed by the Town Council. The members shall serve without compensation, but all necessary expenses incurred by them while acting in their official
capacities shall be paid by appropriate action ofthe Town Council. (Ord. 2039)' . (b) Two (2) members ofthe Commission shall, at the time oftheir appointment, have completed the ninth
grade, shall be students enrolled in an accredited school and shall be no more than eighteen (18) years old. (c) The Commission shall, by resolution, adopt a procedure regulating the
recruitment of applicants for the positions and the method by which it will choose those candidates recommended for appointment. The terms of office ofthe student members shall be one
(1) year, commencing October first and ending September thirtieth. (d) The terms ofoffice ofall other members ofthe Commission shall be four (4) years and until their successors are
appointed and qualify Sec. 19.20.020. Removal of members; absence of members. (a) TheTownCouncil may remove any member ofthe Parks Commission from office prior to the expiration ofthe
member's term by the affirmative vote ofnot less than three-fifths ofall the members ofthe Town Council. Vacancies shall be filled by appointment by a majority vote ofthe Town Council,
.and shall be for the unexpired portion ofthe term of office vacated. (b) Absence from three (3) consecutive regular meetings without the formal consent ofthe Parks Commission shall
be deemed to constitute the retirement of such member, and the position shall thereupon be declared vacant. Sec. 19.20.025. Meetings; quorum; officers; staff. (a) The Parks Commission
shall hold regular meetings at least once a month, and, at the discretion ofthe Commission, such other meetings as may be necessary or expedient. A majority ofthe Parks Commission shall
constitute a quorum for the purpose of transacting the business of the Commission. The Parks Commission shall elect a Chair and a Vice-Chair, both ofwhom shall serve at the pleasure
ofthe Commission. Terms ofoffice shall be for one (1) year and shall begin on May first and continue through April thirtieth of the following year.
(b) Staff services as required shall be provided to the Parks Commission by the Director, who shall also serve as Secretary ofthe Commission without vote. .PARKS COMMISSION TOWN CODE
CONT: Sec. 19.20.030. Records to be kept. The Secretary ofthe Parks Commission shall keep a record of all proceedings, resolutions, findings, determinations, and transactions ofthe Commission,
which records shall be a public record, and a copy ofwhich shall be filed with the Town Clerk. Sec. 19.20.035. Powers and duties. The duties ofthe Parks Commission shall be to: (1.)
Act in an advisory capacity to the Town Council in all matters pertaining to public parks, grounds, street trees, and Town beautification, and to cooperate with other governmental agencies
and civic groups in the advancement ofsound planning and programming for parks and street trees. (2.) Formulate policies and procedures on park, street tree, and beautification programs
for approval by the Town Council. (3.) Recommend the adoption ofstandards on organization, personnel, areas, facilities, program and financial support. (4.) Make periodic inventories
ofparks, street tree, and beautification services that exist or may be needed, and interpret the needs ofthe public to the Town Council. (5.) Aid in coordinating the park, street tree,
and beautification services with the program ofother governmental agencies and voluntary organizations. (6.) Interpret the policies and functions oftheTown park, street tree. and beautification
programs to the general public. (7.) Advise the Director in the preparation of the annual budget for the parks, street tree, and beautification programs, and a long-range capital improvement
program for these services. (8.) Hold hearings on matters pertaining to park sites, their acquisition and development, capital expenditures, and municipal activities in relation to parks.
See. 19.20.040. Artiele not to affect powers ofTown Council Nothing in this article shall be construed as restricting or curtailing any ofthe powers of the Town Council, or as a delegation
to the Parks Commission of any of the authority or discretionary powers vested and imposed by law in such Council. TheTownCouncil declares that the public interest, convenience, welfare
an.d necessity require the appointment ofa Parks Commissionto act in a purely advisory capacity to such Council for the purposes enumerated in this article.
2003 Council /Commission Retreat: Summary Matrix PARKS COMMISSION Highlights of Due Date Discussion Areas ActionlIssue Assigned To and Status Tree Ordinance Revised Tree Ordinance to
improve clarity. Parks Superintendent July 7,2003 and Parks Commission Completed. Approved by Town Council.. Expand community Explore "Our Parks Day". Provide stamp Parks and Public
Works Completed. Discussed at May 6 awareness of parks on "passport" for visitors. Director Parks Commission meeting. Park information posted on Town Website. Identify new park sites;
Look for other potential park sites. Parks and Public Works Ongoing. Discussed at May 6 create a vision for Town Director Parks Commission meeting. parks Commissioners suggested developing
the Novitiate Park. Investigating the Lark and Winchester lot site for a community garden. Seniors in the Park Day Commission to explore ideas with Senior Parks Commission, Completed.
Discussed at May 6 Coordinator. Parks and Public Works Parks Commission meeting. Director, and Senior Commissioner writing articles Coordinator about the Town's various parks for Senior
Newsletter. N:\CSD\Town Manager\Commission Retreat\03 Retreat\2003 Matrix.wpd December 5, 2003
2004 RETREAT QUESTIONNAIRE Commission/Committee: Transportation & Parking Commission Transportation & Parking Commission Kurt Lemons, Chair Edgar LaVeque -Vice Chair Marc Jensen Ed Stahl
Dick Anderson Shirley Henderson Timothy Boyd Meeting Information Date: 2nd Thursday of every month Time: 7:30 am Location: Council Chambers Length of Term 4 years 4 years 4 years 4 years
4 years 4 years 4 years Term Expires 01/01/05 01/01/08 01/01/07 01/01/05 01/01/07 01/01/06 01/01/08 Staff: John Curtis, Director of Parks and Public Works and Kevin Rohani, Town Engineer
Transportation & Parking Commission
2004 Retreat Questionnaire Transportation & Parking Commission Major accomplishments of the past year. Applied for and received (TFCA) Transportation Fund for Clean Air Grant for Bike
Rack Project located and installed new bike racks throughout the Town Grant application for Safe Routes to School projects to enhance safety for children Presence as a Transportation
and Parking Commission is a benefit to the Town Listened to citizens on areas of concern Kept up-to-date on town-wide parking and projects Kept informed on Traffic Calming Program Established
criteria forNo Parking Spaces for 7' High Vehicles Involvement in the Downtown Parking Management Plan: • Monitored progress ofbus depot and Verizon lot expansions to provide all day
parking. • Monitored progress to create hundreds of parking spaces with new enforcement techniques and maximized the use ofour existing facilities without spending millions of dollars.
• Successful Valet Parking Program • Postponement of new zone parking to allow business in the downtown to recover Proposed projects for upcoming year. Continue to receive staff updates
and progress reports on the following areas of interest so the Commission can be informed and provide input as is relevant: parking plans, signing, street resurfacing, leases, and private
parking lot availability during off business hours. • Traffic Calming Program • Smaller buses in Town • Gateway Proj ect • Linking lights on Los Gatos Boulevard Page 2
2004 Retreat Questionnaire Transportation & Parking Commission Continuation of on-going street, sidewalk, and curb and gutter renewal throughout the downtown area and outlying neighborhoods
Planning process for Civic Center Further review the Downtown Parking Management Plan -future implementation ofparking zones Construct more parking spaces Utilize the pennit process
to discourage intensification that would further strain our existing parking inventory Commission review of "use permits" to assess impact on existing parking inventory Solicit owners
of private parking to assess their ability to share their facilities in ways that are not harmful to their business Review Parking Management Plan as it develops and make changes to
assure the effective use ofour existing parking inventory Safety Issues at crosswalk at Highway 9 and Massol Town Enforcement of 30 minute zones in private lots -(The Police Department
will be the lead department in addressing this inquiry). Identify intersections for enhanced pedestrian crosswalks Issues specific to Commission thoughts on parking
problem in the downtown: A Downtown shopping district is unique because it is surrounded by residential properties. A shopping mall is unique because it is surrounded by parking structures.
If it is our intention to accommodate all needs for parking, we should build more parking facilities. If it is our desire to maintain the unique character of our town, we must be prepared
to deal with the constant pressures on our scarce parking resources. Every segment of our community will always want more. As a result, solutions to parking problems will always be dynamic
with no end in sight. It is frustrating to realize that we may not solve all ofour parking problems in the long term, therefore, we must find gratification in creative short term solutions.
Page 3
2004 Retreat Questionnaire Transportation & Parking Commission What training would be beneficial to the Commission? Continue to receive up-to-date progress reports so that input can
be based on the latest data to assist in making informed suggestions. Site Visits Tour ofTown Parks Traffic and Parking Public Awareness Training/Orientation Meeting for new Transportation
and Parking Commissioners Continue to provide Traffic Calming information Budget Presentation by Town Manager on an annual basis Tour ofTown Sign Shop Questions and comments for the
Council. The Chair of the Commission presents these comments to the Town Council on behalfofthe Commission: . Commendations to Debra Figone for her budget update, to Kevin Rohani for
his attention to . questions, concerns, and for providing the Commission supportive information and updates on future and present work in progress, to Carol Musser for her data on parking
areas, leases, valet parking, and to John Curtis for his valuable input. This is a good team! Their focus is broad enough to encompass the Town's many parking and traffic needs, but
narrow enough to see to the concerns of the needs of individual citizens. This year we received a great amount ofinformation prior to each meeting. Every question was heard and answered
at the time Or at the following meeting. Kevin Rohatli certainly did his job well. Carol Musser and John Curtis were right OIl top of any problem, and I must praise them also. In the
past I felt like I was on the outside looking in. Not this past year, I'm on the inside looking out. I think that Debra Figone was great to give us an overview bfthe five year projected
plan. We really felt like we are a necessary part of the plan. We need to continue to be the eyes and ears for Los Gatos. No one person can be aware of all the problems that come up.
Page 4
2004 Retreat Questionnaire Transportation & Parking Commission Is there anything you feel is helpful to know as a new member on the Commission? Enjoyed the opportunity to be a part of
the Transportation and Parking Commission. Due to the unique economic situation we are experiencing, I would recommend that the Council . proceed with caution towards implementing the
DowntownParking Management Plan. The business environment in the Downtown is still very difficult and any significant changes that result in increased costs to business would be met
with some opposition. I would not like to see the effort that went into developing the plan wasted. At this time I think we need a comprehensive outreach program that explains to the
Downtown businesses the logic of the plan and to develop strong support in the business community. The elements ofthe plan that need support are the logic ofthe zones, the parking permits,
and the acceptance of the more inconvenient parking locations (Miles, Park and Ride, and the Bus Depot). I hope that a slow and caring approach would insure the successful implementation
of the plan. A plan for using small shuttle buses in the Town is still needed. Mostpublic transportation systems come with a very high price versus public benefit. I would like to see
us develop a system that has low cost and that the vehicles be small enough to store when the demand is low. At this time, I think the system that is used by SantanaRow has the most
potential for a fun and low cost solution. They use old golf carts that were customized by the Arts Commission of San Jose. They use them on weekends and on high traffic holidays. We
could do the same thing using themes unique to our community (Almond Grove, Cats, Auto Row, Oak Meadow Park, etc.) Page 5
TRANSPORTATION AND PARKING COMMISSION RESOLUTION 2002 -102 RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS DETERMINING THE NEED FOR A PARKING AUTHORITY; DECLARING THE TOWN COUNCIL
TO BE THE PARKING AUTHORITY; ESTABLISHING THE TRANSPORTATION AND PARKING COMMISSION; AND RESCINDING RESOLUTIONS NO. 1988-218 AND 1991-205 WHEREAS,transportation issues throughout theTownneed
to be carefully evaluated to ensurethat the quality of life in the Town is positively impacted by proper transportation management; WHEREAS, traffic congestion and speeding, particularly
in the residential neighborhoods, is also an ongoing problem within the Town ofLos Gatos; and WHEREAS, pursuant to Section 3650 ofthe Streets and Highways Code ofthe StateofCalifornia
there has been created and now exists a public body corporate and politic known as the Parking Authority ofthe Town of Los Gatos in accordance with the provisions ofthe Parking Law of
1949; and WHEREAS, the Parking Law of1949 provides that the Parking Authority shall not transact any business or exercise any powers unless and until the Council by resolution declares
that there is need for the Authority to function in the Town of Los Gatos; and NOW THEREFORE BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF LOS GATOS:1. There is a need for a Parking
Authority to function in the Town ofLos Gatos and this Council hereby so declares and determines. a. The Council hereby declares itselfto be the Parking Authority, and all ofthe rights,
powers, duties, privileges, and immunities vested by the Parking Law of 1949 in the members of the Parking Authority shall be vested in the Council ofthe Town ofLos Gatos as the Parking
Authority ofthe Town ofLos Gatos. b. The purpose of the Parking Authority is to establish and manage "parking improvements in the Central Business District. " c. The Mayor of the Town
of Los Gatos shall act as the chairperson and presiding officer of the Parking Authority oftheTownofLos Gatos; andtheTown Clerk andTownTreasurer, respectively, ofthe Town ofLos Gatos
shall act as Clerk and Treasurer ofthe Parking Authority ofthe Town of Los Gatos. 2. There is a need for a Transportation and Parking Commission to function in the Town of Los Gatos
to review and recommend actions relating to traffic calming, bikeways, parking, and related local traffic issues. a. There is hereby established a Transportationand ParkingCommission
which shall generally beresponsible for advising the Town Council regarding local transportation"and parking strategies and for advising the Parking Authority on matters pertaining to
parking in the Central Business District.
TRANSPORTATION & PARKING b. Membership /Organization i. The Transportation and Parking Commission shall consist ofseven (7) members. At least one (1) member must be a resident ofthe
Downtown area. ii. Members first appointed to the Commission shall so classify themselves by lot that the terms ofthe fIrst members shall end as follows: the term oftwo (2) members shall
expire on January 1, 2003; the term of two (2) members shaH expn:e on January 1, 2004; the term of two (2) members shall expire on January 1, 2005, and the term ofone (1) member shall
expire January 1, 2006. Succeeding members shall serve a termoffour (4) years and until their successors are appointed and qualified, except any appointments to fill an unexpired term
shall be for such unexpired period. iii. At its first meeting, or as soon as possible Commission shall elect and adopt bylaws for the
conduct ofbusiness. TheCommissionshall appoint and prescribe the term ofoffice for its Chair and Vice-Chair. iv. Five voting members of the Commission shall constitute a quorum for the
purpose of transacting business. v. Commissionmembers shall serve without compensation, provided that, with advancebudgetary approval of the Town Council, the actual and necessary expenses
(if any) incurred hy the members in the conduct of Town business shall be reimbursable pursuant to the current Council policy. . vi. The Commission shall hold a regular meeting at least
once each month. The Commission shall establish a regular time and locatioll for its meetings and shall otherwise call and conduct its meetings in compliance with the provisions ofthe
Ralph M. Brown Act (Government Code Sections 54950 and following). vii. Minutes ofthe actions taken during its meetings shall be kept and filed with the Town Clerk. viii. Meeting attendance
requirements will conform with current Town Resolution. c. The. duties ofthe Commission shall include the following: 1. Provide advice and reviews and recommendations to the Town Council
on all matters related to transportation and. parking within. the Town, excluding matters related to parking management within the Central Business District, which advice reviews and
recommendations shall be forwarded to the Parking Authority ii. Review, monitor, and make long-range recommendations concerning the construction, operation, and maintenance of publicly
owned off-street parking lots and structures and onstreet parking spaces within the Central Business District. iii. Review, monitor, andmakerecommendations regarding parkingmeter rates
and limits; parking meter replacement; directional sign placement, and parking lot traffic patterns. iv. Advise on fees and assessments for the parking improvement program. v. Make recommendations
regarding the allocation of funds derived from revenues collected on behalfofthe Parking Authority. The recommendations shall be based on allowed uses of such proceeds consistent with
state and local law.
TRANSPORTATION & PARKING. vi. Review and approve staff proposals to provide traffic calming measures in accordance with the approved. Traffic Calming Policy. Such proposals, if implemented,
would be temporary. Permanent installations of traffic calming measures would be made with a consensus of the affected neighborhood and the approval ofthe Town Council. vii. Advise the
TownCouncil on policy matters relating to local transportation issues, as requested by the Town Council. viii. Advise the Town Council on policy matters relating to bikeways and bicycle
system planning, with such recommended policies and systems to be approved by the Town Council. ix. Perform other duties as may from time to time to be prescribed by the Parking Authority
or the /Town Council. 3. This Resolution shall take effect immediately upon its adoption. BE IT FURTHER RESOLVED that Resolution No. 1988-218 and Resolution No. 1991-205 are hereby rescinded.
PASSED AND ADOPTED at a regular meeting ofthe Town Council ofthe Town of LosGatos, California, held On the 1st day of July, 2002, by the following vote: COUNCIL MEMBERS: AYES: Steven
Blanton, Sandy Decker, Steve Glickman, Joe Pirzynsski, Mayor Randy Attaway NAYS: None ABSENT: None ABSTAIN: None SIGNED: ATTEST: . Is/Marian V. Cosgrove CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA lsi Randy Attaway MAYOR OF THE TOWN OF LOS GATOS! LOS GATOS, CALIFORNIA
2003 Council /Commission Summary Matrix TRANSPORTATION ANI) PARKING COMMISSION Highlights of . Due.Date Discussion Areas ActionlIssue Assigned To and Status Smaller
Buses in Town Promote smaller buses and pursue with. Town Engineer Ongoing. Notified VTA of desire VTA. to have smaller buses. Issue under ... consideration. Downtown Traffic and Use
focus groups to monitor. Town Engineer Ongoing Parking ..' Residential'P'arking Pt<rmit Evaluate residential parking permits Transportation and Ongoing Evaluation· downtown. Parking
Commission .,'. and Parks and Public . Works Director Trails Evaluate bikeways and on-road systems Commission Ongoing connecting to trails. Transportation and Parking Commission and
Parks and Public Works Director .. N:\CSD\ToWIl Manager\CommissioIl Relreal\03 Relreal\2003 Matrix.wpd December 5, 2003