07 Staff Report - Retreat Issue Matrix
DATE: COUNCIL AGENDA REPORT JUNE 15,2004' MEETING DATE: 6/21/04 ITEM NO. '7 TO: FROM: SUBJECT: MAYOR AND TOWN COUNCIL. DEBRA J. FIGONE, TOWN MANAGER APPROVE THE 2004 COUNCIUCOMMISSION
RETRE RECOMMENDATION: Approve the 2004 Council/Commission Retreat Issue Matrix. DISCUSSION: This year's Council/Commission Retreat was held April 24, 2004. During the retreat, each Town
Commission was given time to discuss its purpose, work plan, and key issues with Council. As a follow-up to the retreat, staffprepared a matrix ofthe issues raised (Attachment 1)..The
matrix also includes issues from the separate retreat held May 12 with the Council, Planning Commission, and Historic Preservation Committee. As shown in the attached matrix, many ofthe
issues raised are being addressed. Staffrecommends that Council accept the matrix to guide Council/Commission Retreat follow-up work. ENVIRONMENTAL ASSESSMENT: The recommended action
is not a project defined under CEQA, and no further action is required. FISCAL IMPACT: No additional fiscal impact will result from the recommended action. PREPARED BY: REGINA. .
Community Serv irector , , i Reviewed by: Town Manager -=tM=Town Attomey __Clerk. F.inance Revised: 6/16/04 10:49 am Refonnatted: 5/30/0 I
PAGE2 . MAYOR AND TOWN COUNCIL SUBJECT: APPROVE THE 2004 COUNCIL/COMMISSION RETREAT ISSUE MATRIX June 15, 2004 ATTACHMENT: 1. 2004 Council/Commission Retreat: General Issues Summary
Matrix DISTRIBUTION: Arts Commission members Corinnunity Services Commission members Historic Preservation Committee members Library Board members Parks Commission members Planning Commission
members Transportation and Parking Commission members RAF:ag N:\CSD\TCRPTS\2004 Retreat Issues.wpd
--'-'- -'" .. ...._-------, 2004 Council /Commission Retreat: General Issues Summary Matrix ARTS COMMISSION Highlights of Due Date Discussion Areas
Action/Issue Assigned To and Status Liaison Relationships • Expand liaison relationships to Los Arts Commission October 2004 Gatos Film Festival and Shakespeare Los Gatos. N:\CSD\Towll
Mall(lger\COllllllissioll Relreal\U4 Rdreal\20U4lssul: Malrix,wpd April 27. 2004
2004 Council /Commission Retreat: General Issues Summary Matrix COMMUNITY SERVICES COMMISSION Highlights of Due Date Discussion Areas Action/Issue Assigned To and Status Engagement/Integration
of • Engage students in meaningful Community Services February 2005 Student Commissioners community service opportunities. Commission and • Integrate student commissioners into Community
Services working committees. Director Services to Low Income • Inventory local services to homeless Community Services February 2005 Households individuals and families. Commission and
· Inventory services provided by local Community Services churches to homeless and other low Director income households. N:\CSDITown Manager\Commission Relreal\04. Relreal12004 Issue
Malrix.wpd April 27. 2004
2004 Council /Commission Retreat: GeneralIssues Summary Matrix LIBRARY BOARD Highlights of Due Date Discussion Areas Action/Issue Assigned To and Status Civic Center/Library Master •
Complete Master Plan. Town Manager To be addressed through 2004/05 Plan Workplan Explore Partnership • Meet with County Library staff to Town Manager and Met in May, 2004 . Opportunities
with Santa discuss library systems and partnership Library Director High level analysis to be completed Clara County Library opportunities. by County regarding potential System impacts
and opportunities. Discussion to continue. Funding for Library • Attempt to restore funding for library Town Manager Funding partially restored through Materials materials. 04/05 budget
process. • Continue to pursue alternative methods Town Manager and Ongoing to obtain library materials. Library Director N:\CSD\Town Managcr\Conunission Rclrcat\04 Rclrcat\2004 Issue
Matrix,wpd April 27. 2004
2004 Council /Commission Retreat: General Issues Summary Matrix TRANSPORTATION AND PARKING COMMISSION Highlights of Due Date Discussion Areas Action/Issue Assigned To and Status
Calming • Prioritize various traffic calming Parks and Public Works Ongoing projects. Director Skate Park • Evaluate the skate park location option Assistant Town Community Meeting,
June 2004 .. on Miles Avenue parking lot. Manager and Parks and Public Hearing, June 2004 Public Works Director Parking Management Plan • Work on improving parking in and Parks and Public
Works Ongoing around downtown. Director and Police Chief Safe Routes to Schools • Improve safety of crossing at Highway Parks and Public Works Fall 2004 9 and Massol. ' Director Install
Lighting at Trails · Explore and practical matters Parks and Public Works Winter 2005 Around Miles Avenue related to the light installation. Director· Parking Lot N:\CSDlToWIl
April 27, 2004
2004 Council /Commission Retreat: General Issues Summary Matrix PARKS COMMISSION Highlights of Due Date Areas Action/Issue Assigned To and Status Soccer Fields •
Evaluate current field use by updating Assistant Town Analysis underway 1993 report. Manager and Parks and August 2004 • Continue to research possible sites. Public Works Director Skate
Park • Evaluate the skate park location option Assistant Town Community Meeting, June 2004 on Miles Avenue parking lot. Manager and Parks and Public Hearing, June 2004 Public Works Director
Oak Meadow Park Airplane • Commission to review options Parks and Public Works September 2004 . developed by staff. Commission Director recommendation to Town Council. Guidelines for
use: • Proposed guidelines reviewed by Parks Parks and Public Works Approved by Council, June 2004 • Bandstand Commission. Director • Plaza • Prepare for presentation to Town • Civic
Council. N:\CSD\ToWIl MUllager\Collllllissioll Relreal\04 Relreal\2004 Issue Malrix.wpd April 27. 27. 2004
2004 Council/Commission Retreat: General Issues Summary Matrix PLANNING COMMISSION Highlights of Due Date Discussion Areas ActionlIssue Assigned To and Status Provide the Commission
an Retreat has been scheduled with staff and Director of Community June 30, 2004 opportunity for additional the Commission with an outside facilitator. Development training. C\Documents
and Settings\Tcmp\MXLibDlr\2004 Issue Matrix.pc.wpd 2004 June 14,
2004 Council /Commission Retreat: General Issues Summary Matrix HISTORIC PRESERVATION COMMITTEE Highlights of Due Date Discussion Areas Action/Issue Assigned To and Status Redefine "historic
structure" Consider amending the Town Code or Director of Community June 2005 developing a Town policy so that only Development and the structures which have specific historic Historic
Preservation significance will be forwarded to the Committee Historic Preservation Committee for review. This will be done in conjunction with the update revision of the Pre-1941 Design
Guidelines Regulation of new fences on Council will reevaluate for consideration Director of Community May 2006 lots which contain an in conjunction with comprehensive fence Development
historic structure regulations· for the advanced planning work program C:\DocumenIS and Sellings\jmiller\Local Sellings\Tcmp\MXLibDir\2004 Issue Matrix.hpc.wpd 2004 June 14,
2004 Council /Commission Retreat: General Issues Summary Matrix General Issues Highlights of Due Date Discussion Areas Action/Issue Assigned To and Status Downtown Banners • Replace
faded Downtown banners. Community Services October 2004 Director and Parks and Public Works Director Relationship with Youth • Network with Youth Commission Town Manager and Ongoing
Commission regarding projects where there is Department Heads common interest Commissioner Terms Highlights of Due Date Discussion.Areas Action/Issue Assigned To and Status Proposal
to Have All • Presentproposal including workplan to Community Services June 2004 Commission Terms end Council for approval. Director and Town December 31 Rather than Clerk Throughout
the Year N:\CSD\Town MalIix.wpd. April 27, 2004