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17 Staff Report - Structure of the Planning Commission3 .yaw r+ aF ~ t 1"96 4 1 c :ATE: QtACIL ~kGE VI?kRFP0IZ'V August 10,, 2005 NIET ETING : 814 5105 TO: MAYOR VNI) TONN -N CO ONCE, a w 17& 'FROM: i~1A~AGERj Sr GJEC - CO-NSIDERATION O T; :%ITIVES TO TBE STRUCTURE OFTITi PLNNNINC COMMISSION AND PROVIDE D:[RCCTION' I3EFO .tiIAKJNG,tiN-,hXT REGUL<~R<WP0JNT-k EN`[ S FI' FHE CONINNIISSION, etemline if thore Frill 'fie an 5mictur i1, changes m ado: to Ifi.d aompos troa Lf , Yailnitl, C ~rtzzni sion be.fcxe the next r~aular apl~c~inture:nt5 ate Pride at thc: enci of 005p a BA.CKCTR0U,' The ter -os of two laii lin- Corizr s,4 oners w expire a~ the eA6 of this k,-ear. Vne 'of ese C'omn.'Jissioner5 hips resigned and the process to till that seat for th.c remainder Of the, terra is pnder« a.v. Staff ~N ll begin advertisinu and accepting applications for bo,ud and conurdssio, ty `acaijcies m thl- October t'raie frame., T1' Comic l desires to, mtge. aiv stractuml chatnpes to the cc}tmpo.sition of ibc. Planning Commission, Council Should provide direction to staff on the desires, rizo~lifications. Staff will prepare the necessary changes to the Town Code zmd bring the itezr to Coitneil fc,r a~nsidcr rtion and adoption prior t~:> the rzct2titment/<ippoi_ntinent of netvv Commissioners. On June 20, 2005, the Town Council rovie« ed the follovu-up actions tcx the. Planning, Corfnnission/Town Council retreat of April 27, 2W5. As parr of that cliscixssion, the Council also Collsidcre'd the question of Possible ,tructural changes to tbe, Commis fan and eatltlnUe,d the itetu`to iii wst 15 for further consideration in order to receive input froti.e Plant ing Commission. The Council discussed thxt:e possible modi icaciorns to the strUCture of the- C.n7I1Ttll5SIOT : 1) r LiuCtirrn of, plc el-s om Seven tc~ i~ e,~ ,reclutticm ai tbe len-th of tlJe, tern?S01- Qo Intnissio [WrS tiroril four-to (Continued 0akage '2?) DIREECTTOP, OP C(~ 1 _ II ` I 1 VELt~Pwt Rey u VS -----k5sistant Town _ l nagoi 1'4,Towa Attr rIIC!\,Gerk Acli.ii~istr ~ FttZCe _.Corzxn~~l3lit3z• zlc~pnre.nt tie . ;,1tt,'ti i a irr a I 440 rt E w * K w 1E p v t r- Y ~ i a a 9 3 3 TAG SUBIECT: RETREAT SIONITNORY NIO S two years, 3) implem.ntab6n.of a tuaining? Period that'wQDld .ocem,"priDr to tile: seatjm of33le'w (701T1r'z issiopers. The Counci_t requested tha( staff obtain the Com-Tiiission's input, t~ 'the potc'116a4' changes pri >i- to further consideratiozl. DISCUS5IONI I `lbe plapin 11" C'ozrrrr-:issit dt cussed tills issue- Ld the>1'r_rleetu - of July 13, -0 5. Staff has pro ide. the C_°c7uncil with a CO recordirzc~ of the rneot'na and the Action Mimtes are attached for reference' ~ ttachment t}_ Die C'.onuaission's cola mrents on .the tierce.. possihl a ditic<rti_ons ue sLUrlmarizec as follows` ~ A. Peduee Conurussiotr b'm' Sez 10 Fire: .Commissioners unaninaouslN belies ed the size of'the Coz u.ssiou should remain at seven ~merrrloers. I r general, lire. C oniirrissiozrers stated that sever members allow for a -,;v' er range of `'iewpomts, distributes decision-makiag " pmtier" among more intli's ideals, and -lows:. some ability to miss an a casional -meeting without risk of alack- of a quoa-tran., Reduce T-L it is from Four to Two Year,~,-" 'Nearly all of the Commissioners supported ihe, retention of four-`-eat terms. Ope 'C`onunissiot1er- pole, -W favor of the change. Commissioncrs stated that a four-year terns is appropriate i-en the amount of information Nvith t~'hich new Comn-issimers must become. farniliar dire to the, coz~rp)rerit~~:>f tlx To~,tt"s glarti~ita<~ polio tes arad c_rrditraztces. In add~tiort, tlteybelz4ve.cl that atv~o~ Near tom co0d impaix the continuity of the I'lat)n n Commission and wonld not neczssaxily zzp7 e the quality of applicants. One Conunissioner spoke In favor of a two-year terra statirr« U-rat incumbents lute the ability to apply r reappoititruenf and should he given the Q2,tiorl be reappointed for two or four tears. r`. 1jW, letr7,.nt Training Period Prior to Seat, fl g of NCwCorrunission Nlo"'[ Corrurrissiollefs did riot support the alternative of a three to four-n-ionth trai iingy prograT for z~c« Comiz-iissioners prior to taking their seats- However. Al Commissioners stated traming;' is crucial aEd should Inc provided for bath incoming atid curl eat Cotxuuissioncrs wid should. ire. on-~oirt~7. St}zn,e Cfonv nrssiozrers su~~~ested that a training pro~rai.~r for, i>e~~~ Corrzr~issiozrzxs could, mchlde several in-depth s: ssions on spocific tolric•s and conld, include vir Morin frbfrL' is e perittrcet :E> r~rz~i szola rtiztz~t~er for all e-mt rcjed period. Cc~r ~ir~icciclrre.r sa-'C- ted_thatall applicants fonhe ortlzr 4si~;n, reclu ri: to adericIi iel 'Coctinrissiotx meetings and receive some 11IT1itE d trainin T prior to rtrtci~ ie~. s With the CotrtlcR., J`he Cor_ mi,ssioner bel evod this r~ oiild enable Coaircil to obtain more in-depth ans«vcrs ore as appl c-alb's viQ wpoint and, lzov-ht12rocess priortos r tktuag an appointaaont, 10, ,a 9§ N s x m P I a A 19 RXOT1 37 '.%IAYOR AND 1 ONVN CCIL-NO SUBJECT: RETREAT SUMNLAWY'NIO-MI, aAm, ;brs t 15"005 ON(;`YSIO\: ,,ks previouslti :inentioned,' the lcrms of two Planning iC~~mmissionezs, w)11 expire at the end of', this tiear. Staff will heLin adverticing stn accepting applications, for board and cuinmission vacancies, in the Octobo- time frame.. If Coclnu l desires to make. my stj:uctural chan`cs to the. Composition of 'the Planmin: C<?mimssion, Council shoiiJdLj_)rovi&, direction so'diat,staff rzrat- imp]ct"nent"'thcse~ c,i~au~cs in atimely rnanner_ a`' '?IRONNIE_ Nf'r',~L ASSESS-N1F~T: Ts not a 1?rojcct define.d under CEQAj. U irtlicr action is;recluireiL 'F-[SC AL: I1:IPACT: ti one., Attac:ltt~xents:, a L .Action A'llnutos of th ?la~ining ~ur~7as i~an meedmi of luly'13, 005 ~istribtitian: a Planning olnrn sszo l Councii~FGPC. s[ruut»ra ti t o (i8i50_5.«pd. Y~ 3 ToNk-N-1 OF IOS CA'f os PfANN-fNG Co n s C> >~TrNG. ACTION NIIN TF.S 1"M-NI COUNCH, CRAXIBERS. 3.10 E, l AJN STREET ` -F DNESDAYjUL.Y 1-112005. Fes-7:04 p p o~aFT .'].ease refor ta• orn xct dl l #07-.134)5 to bear the entire proceedings sif Laiszsct ng ROLL C A1L 'resezri_1 Chair9MichaeJ Parke, Vice Chair PhdMicciche, D.`klicbael Kano .ived at. pn1 Thomas O'Di ell, i:ce Quintana, arld.Juanne lalcs rorc , e = .~~hset~r, ~~in7ls ~'xevithiL;k Chair Burke a pounced that %Ir. Trevithick resinnej roin,It le `olunl ssfoat, cUec;tiv izrunediately due to relocation ow of the ,area.) otli rs_, Assistant Coma )1witt> Deg elopznei-a Director Randy ~sud t, ,associate Plantzer 1c~eT. Putt ]sou and Act V Town Attozpey Daniel Siega V RB lrr mAM NIC ATI07° Ray Davis Commented ou the- Aan-&e in chairmanship Pr the3Planni'lig. Cc~rtinussic~n, °a perceptiozl that Town is Trioving away front democracy, the pledge of allegiance at w mcctinos, as wc:h as a memo from the )'own %fanager ana.tbo possible rest -acturing of the Plasium`, Commis on; APPRO AI OF AIINUTES Ra.. Davis Commented on the `[own providing "action oclV' minutes rather Itim verba " , amilutes as done in the past. ,Tune 2005 - ;N9.otion by Curamissionei 0Pc)nne7I and-seconded ~jt Corr iss ~~ner Nlicci,ciae to approve nleetin, Ininll jL5 y F'a scd uta. iniiltottsly. -0. (='t,T11MISsit> a e ~iotein attendance for thus vote i CONSENT C,- LENT ,,MAYNo e r I jffif~achment 1 lia r►a~r NMI AP Awafims-Wlm AM TWO r )UMV E7l76€. r X 3 fY •,.y~ gry~~~ r` iii"~}+~g,~~`ffiTl^ ~ : t.. J~~~~'..~~' ~.Gmr~~~ MUM imp-Aaw- P, ~i lip t' ~ ,,,.~t, ~~c"t,"~• + t~ PUIVIznq COIllnussioD,,- TuIV U 2005 Action Meeting il!i~'nutes Pal-0 ° I~ 4 MOT "E-M-1 f li -Church. Street ° ("Ondit onal t se Pe7 ~:it Lt S-()(1:1 21rcllitecturc and Site : ppli ation S-O5 002 Re.c jjtstin~7 appi a[ for additional sclu,are foota te- for a new social lull anc°for etcterio~ modificatioas on property zoned RN1:5-12. P-N 529-28-029 PROPEIT Y OW ifi'EK/APPlJC ANT ,os itos Methodist Church PUDLIC ' S IO Y b ~ aunt ~'artluzt~tc>n-~orhes SID 'FoFiU.rt; v o? vita ss oner rccic ze and econdc c b,,r Comi4ss-oiaei laIestort Lo approve Conditional L se''trrcti t J-05-001 and Architecture anti Site Application S-05-CKJ2. the recluirccl. l-urdini:s Nveyc made Lis noted in E;dubit D of the repoirtdated July 6. 2005 and the applicatim incorporated conditions as n;otc:d in Fxltib-ii s F (Architecture and Site Application) of"' report dated July 6. 2005. This application incoq)orated couditions as noted in F,\hibit E (Conditional Use Pez u.t) of report dated Jule 6, ?005 with t13e cixazzges a. note-d below: 12. '[`iZ I-V C: CUII\ 1'S: Nily Tilton dev lop~lnent titi-itl incluck.tl~eancrea ec cunzt at ~F tr~~ffie counts above the baselim from tbC follovA'inl~ projects: lJ-05-001 - 24 ADT, two M peal; hour and two PNI Dealt 'fiout..trips U-0?-002 - 2'62 ADT, Vwo AM peak hour and zero I"~}I peak hour trips Yistin~ })efore C C 1' -;2'26 .~NDT,, 2 AEI pcak lhour and zeroj'M peal- hour trips . a ~ e %Motion carried 6-0. ° a Ap~r~ al 7'ightS rec- re(T by panel v T sw T, ° 'hair.13tzrke and Comfnissioner Qui.auula ask'CO J)e'e used frog-j ddiscussion of thefollw~vutg crrt., Consider amcndiug the Town Code regarding formula retail stores. It has been, detemained that this project COI Ad not have a sigmifiLant impact on the etivirozzmen f erEfore, the project is not subject to the al.if is r viranmentai Quality Act (Suction 15061 (b)(3)). ,APPLICANT. Town of .c s Gatos P(j-13T iC ' STINION : Now ,MOTION: Motion. br cornrl-~tssionet,,Q'~Doju)ell and secorlded'bv C:oVu~ssitLrzc:r`ralestore`to recommet nd Zonbia Code. Anzeuc -ir ,,m .k-,L -0 1)t forwar&cl to th& To~~,rt Council f0 f final. s c:orisideratioxt~ Motion carried 4-Or-with Chair°tule anCI C.omniissionerEQldlr t,,ulI rc,cused., ,r p r-~ , FT~W5 lanttin~ trmt~Zi;s'sio7i _ 11 3 LJ D. ,fiction Meetin-2 Minutes °Pagc 4 !'leis is u ~~ccuaarrt~i ~lcilinrz portly and ~vil~~btr~vnvat°~~ec~:tc~~ Town roz'fnctlfbr fin a? cc_s smlera.tion. I'l l✓i1~ Discussion of structural Jlanges to tile fntroduction provided by Randy Tsuda regarding potentiz strut i tzral changes to the C.OMM SSIOTY. Potential changes include two-year instead of four-`'e%u term.s, a 5-mernber Comlsussio.n vs a 7 nmmber Commission ~md an implementation of a training pctiod of three to lour Jnonths for all new Conijiiissioners., CotTilaliSSloilel5 provided comments on the ;issues ,notcd ill -the Staff 11lurrlc? followts: w _ rnnlissionir"ylicciche.,TrajniIIgIWOU 'be ire"keeping u~itlI-ProcedUl-C" .e., }Fetuly to Lie of Cal forma Cities/Ptaimors lh,stitutc and more training by the Planking Division. Should be a change in the Council's process of selecting Colnrrtisaioric r's. Candidates should be i.nterOewed, and selected alter they attend rouglxly° five Corrnliission meetings. Provide candidates with copies of General Plcm and HANide Design Csuidclincs. To reduce the number of Commissioncrs is tangerc~us and should siav at seven clue- to absonces at any -iven dine,. T cr- ,ear terns is a good flan with the option to IAmew for e- then t~vo or four-yeartert~ls. Connnis5ioner Talesforo, Learning is an on-going reality for this job. Two-year terms may alter the commitment to the job because of the time it tapes to learn the job ',md could ebange the pool of Commission applicants. Constant turnover of Commissioners will cause a loss of experiencg mid continuity. Number of Ccrmt iissionc.rs shoittd stay at setiea since it has alleviated tho problem of not having x.nough Commissioners for a gw5fl rain rng is a 0004 idea and - sugges-fcd the possibility of a me ritoring pro,,iram. ,Comrnissioncr Kane:: Commissioners need more ttairting, howrever, there is no sn stittif~ for cxpet iQncc. Prospective candidates could attend batly Town Council and'Plamning Conni-lissiom Il stings Prier to appointment. Tlie seasoned and l now~ledgeable current Commissioners help the zew Corrimissioners who are less familiar with all the ordinances, etc. Leadership Los Gatos lcertainlyhelps candidates understand the Town better. 'Need seven Connnissioners wid shouldn't shorten the term. Trailing on the C enerat Plan and the Hillside Standards wmild be essential anti Ibis training could be pro-vided by a fourth-year Commissioner for the newest Commissioner. Conlntissioner O'Donnell: Seems Council isn't: happy with the Conjtission. Five-member Commission, versus seven, manes no sense since it gives fewer Commissioners more powoe I. Two-year torm is too short and if not happy with a Cormnissioner just-don't re-appoint. If Town 'Nvon'tpay- for traiiiing except for one time per member per terns for the yea lyLea-ue conference, "then hint/ do Commissioners get the education necessary to improve. .COII-La issiotter Quitltarla: Better to have, ftmr-year tern) tts two is n-ut long ~noa,;, `Wuckluadis significant. but shorter agendas have redmed workload and meeting length. EdUcatJOR/training I'S' food, but thore is no substitute for actually having to do the word:, i.e., on-the-job trainiitg- vlrntoring is a good idea. A more e:ff;icient way to learn is through a study session. before. each ,irreetingso that allCoxnmissioners havej the same, itiCornlation., e 'lannin~ :oixuaai lion *July X16 200> *a~nActionleetin} :°7intztL.s R 'awe 5 DPAF'[ Coi7m-jssiyn~r I3urltc: This is not an e.nUl-V feve! position. J'beie are wher committees, to serve. o[I before beinD appointed to the Planuing Commission and ifs t}-tc: responsibility of the Courtc J_ to, aJ)POInt the rnost apprc±priatc_/experienced person. There is a leandrig curve to this job and uk,o vctTs would by too short. l!t we wexe a `professional' commission, the five, mombers would bey fine-, hv)v"ewer, since we ,ire citizen volunteers. thi,, is not our maui job. Sievon U)rlunlssi(-cIlcrs~ gV,,es dIvVr`itV and €e~ OrI- oIM-Iissi()ners wives More 20 ef'to fe\N-ex ojle. P PUIEST-1-MONY--Rai Duv') t,- I ,SuminarU i,omn-Icnts'bv Cormru-ssioneN-.! T) Discussed previous terms o office (,i?me omnllssionvrs are apl~oit ted to zl au ur .'ulfilled terrii}, 2.) need a passion fen' this job to do t, expe,ricnced Conzmissiozier, help the less experieziced, 4) Comniission is appointed to'be independent and use best jud :ement iii_ n1'tU- my decisions, 5) questioned the accuracy of the. su7-nmarv minutes h-om the.r-etreat (attached T .o staff report), give more dcuails for a clearer picture of discussions, 6) Commissioners sen^e at the pleasure of the Council and mayhe the. Comnaiis,! ijoti lVeds to do a better.job to undersiacid what Council is looking for. Seems to be a communication, issue, 7) before items sucli as the ~ aumxar; Notes (o before; COiincil. allOW thi Cutruiiis,~ tote. c',fpor-tuum, to Provide comments e yore item, ~izue,final/ ipprov,~d., ~1x Tsiida: Gornixicnt ,fr©m this° or iorz of the'mee,ting will he-lon.vat-decta). 'own (-'ouncil irk bath CD krfnaf and, siinunar cd.rn the staff report going lxiekt(~Council for, a1uture rric:etin6rs. sub-(o x miftee ~aporis General Flan Committee - 126 corilnle.n~s prdvided on theJune 22,"1005 meeting. Tiistoric Presert,ation C_'orritnittee - CC}t M. ISSio3rCT K1 IOC, COU1n-IeiITCJ can the small historic homes .rebuilt into lay-e homes whic-l-t creates a nez!rhfiiorhood compatibility issue. Also commented on, the attendance by Coirarussion .r .Kane and Ul)onnell at a trai6ncr session hosted by the De partinent of Interior. ;Rep >rt from director of -,,None, Chair, Burke a4-Ijonnied the. ineetinL," at approxi>_ ately ):60 P.'N-`i. `'ti C)RLos CA-1' 1S PL,~`` °L\( O L~ ESSIC)?ti' JW-v J 3, 2005 AILLil lbaL-, CL21i taiwing" Commission - July 13, 2005 Action -Meeting''lviutes WON lge 6 ~n . R ancly, Tsu j As istant Director uf Community I-X~, velOpluoDt. tud N! Lodz Diyectvr o[' G ommunity `develop serif .,t1,%EC\t5C C.TION'-,%tiiV\?() 5TC7-J~-05.Dr n.%vptl a