07 Staff Report - General Plan Update Advisory Committee~i W N 0
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DATE:
TO:
FROM:
SUBJECT
COUNCIL AGENDA REPORT
February 28, 2008
MAYOR AND TOWN COUNCIL
GREG LARSON, TOWN MANAGER
MEETING DATE: 3/03/08
ITEM NO: 11
ADOPT RESOLUTION ESTABLISHING THE GENERAL PLAN UPDATE
ADVISORY COMMITTEE
RECOMMENDATION:
Adopt Resolution establishing the General Plan Update Advisory Committee.
BACKGROUND:
On February 4, 2008, the Council approved the preliminary work plan and schedule for the
General Plan Update. The Council also discussed options for a General Plan Advisory
Committee. The Council selected the option that utilizes the existing nine member General Plan
Committee (GPC) with up to 10 "at-large" members to provide the broad community
representation desired by the Council.
DISCUSSION:
Attached is a Resolution establishing the General Plan Update Advisory Committee. The
Advisory Committee is proposed to be comprised of the existing General Plan Committee (GPC)
members and up to 10 additional "at-large" members of the community that would be appointed
by the Town Council using a process similar to that used to select members of other Town
boards and commissions. This would be a separate committee from the GPC whose sole
function will be to advise the Town Council on the General Plan Update.
Rotation of the Council and Commission representatives to the GPC (who would also serve on
the General Plan Update Advisory Committee) should not be an issue. The early stages of the
General Plan Update will focus on data collection and the preparation of the Existing
Background Conditions Report. The substantive discussion of goals and policies will begin
approximately one year from initiation of the update. Staff and the consultants can adjust the
PREPARED BY: Bud N. Lort2l q
Director of Community Development
N:\DEV\CNCLRPTS\2008\General Plan Advisory Committee.TC.rptl.doc
Reviewed by: Assistant Town Manager Town Attorney
Clerk Administrator Financef Community Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: GENERAL PLAN UPDATE ADVISORY COMMITTEE
March 3, 2008
tuning of policy development as necessary to make sure it starts and ends with the same GPC
members to ensure consistency during this important phase of the update.
The Council has indicated that the additional committee members should provide a broad
community representation and should not be members of existing Town Committees. This
preference is included in the Resolution. The Resolution also clarifies the duties of the
Committee, appointment and the term of office. Duties are limited to review of the General Plan
issues previously identified by the Town Council (environmental/sustainability, recreation, and
needs of youth and seniors) and minor modifications of existing policies. The inclusion of
additional issues or modification of the approved scope of work and timeline requires approval
by the Town Council.
If the Council approves the Resolution officially establishing the committee, staff will conduct a
Town-wide outreach effort publicizing the opportunity to serve on the committee. An article
about the committee is being included in the upcoming addition of Vista. Staff will also contact
applicants for recent Committee openings and invite them to apply, along with community
members that expressed interest in the General Plan Update at the recent Town Hall
neighborhood meetings. The Committee openings will also be noticed in the newspaper, the
Town website, and through the Town's electronic mailing list.
Once applications are received, staff will return to the Town Council with detailed
recommendations on a selection process for the "at-large" members of the Committee.
As an alternative, the Council may choose to allocate one or more of the "at-large" positions to
representatives of Commissions, organizations or constituents directly related to the issues being
addressed through the General Plan update. If the Council chooses to allocate one or more
positions described, staff will focus additional outreach efforts as appropriate.
CONCLUSION:
If the Council approves the Resolution, staff will begin advertising for the Committee openings
and return to the Council for selection of 10 "at-large" members.
FISCAL IMPACT:
Any necessary funding will come from the General Plan Update Fund. Sufficient funds are
available in this account.
BNL:CB:mdc
Attachments:
1. Resolution Establishing The General Plan Update Advisory Committee
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RESOLUTION NO.
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS
ESTABLISHING THE GENERAL PLAN UPDATE ADVISORY COMMITTEE
AS AN ADVISORY BODY TO THE TOWN COUNCIL
WHEREAS, the existing General Plan of the Town of Los Gatos was adopted in
July 2000; and
WHEREAS, on February 4, 2008, the Town Council of the Town of Los Gatos
approved the preliminary scope for a limited update to the General Plan that focuses on
the environment, recreation, needs of youth and seniors, and minor revisions of existing
policies; and
WHEREAS, the General Plan Update Advisory Committee is intended to be an
advisory committee created for the purpose of advising Town staff, providing a forum for
public involvement and making recommendations to the Planning Commission and Town
Council on the General Plan.
WHEREAS, the Town Council of the Town of Los Gatos desires to formalize
the creation of the Town of Los Gatos General Plan Update Advisory Committee,
including its purpose, and number and terms in this Resolution, as set forth below; and
RESOLVED, the Town Council of the Town of Los Gatos establishes the
General Plan Update Advisory Committee, which shall be advisory to the Town Council
and shall operate in the manner hereinafter prescribed:
Appointment
The General Plan Advisory Committee shall consist of nine members of the
General Plan Committee as established by Council resolution and up to 10 "at-large"
members appointed by the Town Council. The "at-large" members shall represent
various geographic areas, community interests and organizations, various age groups,
residential interests, business interests and other interests as identified by the Council at
the time the appointments are made. The "at-large" members of the Advisory Committee
may not belong to any other established Town commission, board or committee.
The General Plan Update Advisory Committee shall sunset on July 2, 2010 unless
extended by the Town Council.
2. Committee Role
The Committee shall serve as an advisory body that provides community input on
product tasks associated with the General Plan Update. Unless authorized by the Town
Council, the General Plan Update shall be limited to the review of the issues previously
identified by the Town Council (recreation, needs for youth and seniors and
environment/sustainability) and minor modifications of existing policies. The inclusion
ATTACHMENT 1
of additional issues or modification of the approved scope of work and timeline require
approval by the Town Council. Council input and direction will be sought at major
milestones during the update. The role of the GPC is to:
• Work with staff and the consultant to review and refine the Work Plan
• Conduct community workshops
• Disseminate reports to Commissions and Council
• Review the Draft General Plan and make recommendations to the Planning
Commission and Town Council
3. Meetinjas
The Chair of the General Plan Committee shall serve as Chair of the General Plan
Update Advisory Committee. The Advisory Committee will determine its schedule (it is
anticipated that the Committee will meet twice a month). Committee members are
expected to regularly attend meetings and public workshops. However, it is understood
that on occasion, a Committee member may not be able to attend a meeting. Three
absences in a calendar year may subject the member to expulsion from the Advisory
Committee upon approval of the Town Council. The Council will not fill any vacancies
after the Committee has completed review of the Existing Conditions Background
Report.
The Committee, working with staff and the consultant, will work to develop a
consensus on issues where possible. Formal votes on issues will not be taken.
4. Conflict of Interest
Upon appointment to the Committee, members are required to file Conflict of
Interest forms with the Town Clerk for Disclosure Categories 2, 3 & 4 as listed in Town
Code Sec. 2.30.615.
5. Powers of Town Council and Planning Commission
Nothing in this resolution shall be construed as restricting or curtailing any of the
powers of the Town Council or Planning Commission, or as a delegation to the General
Plan Advisory Committee of any of the authority or discretionary powers vest and
imposed by law in such bodies.
PASSED AND ADOPTED at a regular meeting of the Town Council of the
Town of Los Gatos, California, held on the day of , 2008 by the
following vote:
COUNCIL MEMBERS
AYES:
NAYES:
ABSTAIN:
ABSENT:
SIGNED:
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR
TOWN OF LOS GATOS LOS GATOS, CALIFORNIA
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