11 Staff Report - Work Plan for Council Policy~pW N 0
COUNCIL AGENDA REPORT
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DATE: NOVEMBER.7, 2005
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
MEETING DATE: 11/7/2005
ITEM NO.
I.
SUBJECT: DISCUSS COUNCIL POLICY COMMITTEE RECOMMENDATIONS AND
SET POLICY DEVELOPMENT WORK PLAN FOR COUNCIL POLICY
COMMITTEE
RECOMMENDATION:
It is recommended that Council discuss Council Policy Committee recommendations and set a-policy
development work plan for the Council Policy Committee.
PURPOSE:
The purpose of this report is to present Council with information concerning a variety ofpolicy focus
areas as recommended by the Council Policy Committee to enable Council to prioritize and establish
a policy development work plan for the Committee.
BACKGROUND:
On Monday, October 4, 2005, the Council Policy Committee (Vice Mayor McNutt and Council
Member Spector) met to review and discuss current and carried over (from previous fiscal years)
policy focus areas for future development, prioritization, and Council consideration. During its
meeting, the Committee also reviewed its role and purpose established by Council in June 2003. The
Council Policy Committee Statement of Purpose is: "To identify and address areas, issues, and
concerns where Town Council policy needs to be communicated, documented, clarified, or
developed to enhance the effectiveness of the Council in carrying out its policy making role in the
Council/Manager form of government." The October 4th Committee draft minutes are attached for
Council's information (Attachment No.. and will be approved by the Committee at a future
Council Policy Committee meet, i
PREPARED BY: PN~117ARUY4MA
Adm' 'str iv~e Prog Manager
N:\MGR\JHaruyama\StaffReports\Council polz' co ittee priority.wpd
Reviewed by: Assistant Town Manager own Attorney Clerk Administrator
Finance Community Development Revised: 10/25/05 2:13 pm
Reformatted: 5/30/02
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: DISCUSS COUNCIL POLICY COMMITTEE RECOMMENDATIONSAND SET
POLICY DEVELOPMENT WORK PLAN FOR COUNCIL POLICY
COMMITTEE
October 4, 2005
DISCUSSION:
The following section discusses the policy focus areas reviewed by the Committee, related policy
considerations, and staff time estimated to complete each policy area as reflected in the attached
matrix (Attachment No. 2). The Committee's recommended policy focus areas for Council
consideration are also discussed.
Policy Focus Areas and Matrix
The Committee discussed the following current and carried over (from previous fiscal years) policy
focus areas in no order of priority:
• Process for Providing Feedback to Commissions
• Guidelines for Commissions/Boards as relates to External Activities
• Corporate Sponsorship/Donations
• Requests for Memorials to Members of the Public
• Street Renaming
• Guidelines for Participation of Community Organizations in Town-sponsored Events
The attached matrix (Attachment No. 2) describes in more detail, policy focus areas, related policy
considerations, and estimated required staff involvement for each policy area. The following section
outlines the Committee's policy focus area priority recommendations for Council discussion.
Council Policy Committee Recommendation
The Committee recommends that Council discuss policy focus areas 1-3 as reflected on the attached
matrix as the priority work items to undertake. These are numbered for reference purposes only, they
are not in priority order. All 3 policy focus areas would be worked on concurrently.
As Council will note, the recommended areas are complex and have multiple dimensions. At this
time, the Policy Committee recommends that Council consider undertaking each policy focus area
in its entirety, rather than breaking the policy issues down into subsets or subcategories. However,
this approach could change as the issues are worked through by the Committee. Council
concurrence or additional direction is desired regarding this approach. Council comment on " policy
considerations" as presented in the attached matrix is also requested.
Upon Council direction, the Committee would develop the policy focus areas prioritized by Council
and if feasible, direct staff to work on them simultaneously with an estimated completion by the end
of the fiscal year. The Committee could schedule a policy status check in with Council or develop
partial draft policies for Council's review and comment by Spring 2006.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: DISCUSS COUNCIL POLICY COMMITTEE RECOMMENDATIONSAND SET
POLICY DEVELOPMENT WORK PLAN FOR COUNCIL POLICY
COMMITTEE
October 4, 2005
CONCLUSION:
The work plan established by Council can be modified should Council needs and priorities change.
FISCAL IMPACT:
There is no significant additional fiscal impact associated with the establishment of a policy
development work plan. However, it is important to note that work plan priorities and completion
dates should be made in consideration of available resources. Staff within the Town Manager's
Office will provide the necessary policy development support.
Attachments:
Attachment No. 1: Draft Council Policy Committee Minutes Dated October 10, 2005
Attachment No. 2: Draft Policy Council Policy Committee Matrix
DRAFT
TOWN OF LOS GATOS
COUNCIL POLICY COMMITTEE
MONDAY, OCTOBER 10, 2005
4:00 P.M.
110 E. MAIN STREET
LOS GATOS, CALIFORNIA
MINUTES
1. ROLL CALL
Council Policy Committee meeting was called to order at 4:00 p.m.
Members Present: Vice Mayor Diane McNutt and Council Member Barbara Spector
Also Present: Debra Figone, Town Manager; Pamela Jacobs, Assistant Town
Manager; Jenny Haruyama, Administrative Programs Manager;
and Scott Seaman, Chief of Police
Council Member Steve Glickman was present in the audience.
2. VERBAL COMMUNICATIONS
Rick Parfitt addressed the Council Policy Committee regarding posting of information
related San Jose Water Company's logging plan in the Santa Cruz Mountains.
Debra Figone, Town Manager explained the Town's current practice and that staff would
evaluate his request and advise Council accordingly.
3. STAFF REPORT
Debra Figone, Town Manager provided a high level overview of the purpose of the
Council Policy Committee and its past practices as it relates to policy development and
prioritization processes. Ms. Figone reviewed a draft Policy Focus Area Matrix,
describing current and carried over (from previous fiscal years) policy focus areas,
policy considerations, and potential timeline for completion.
4. COMMITTEE ACTION
The Committee recommended that following policy focus areas (in no particular order of
priority) be presented to Council for consideration:
• Corporate Sponsorship/Donations/Solicitations
• Process for Providing Feedback to Commissions/Boards
• Guidelines for Commissions/Boards as relates to External Activities
5. ADJOURNMENT
The meeting was adjourned at 5:15 p.m. A future meeting was not scheduled.
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