20090326 STAFF REPORT
DATE: MEETING DATE: 03/26/09 COUNCIL/COMMISSIONER RETREAT COUNCIL AGENDA REPORT March 20, 2009 TO: FROM: GREG LARSON, TOWN MANAGER SUBJECT: INFORMATIONAL
REPORT -MARCH 26, 2009 RETREAT RECOMMENDATION: That Council discuss issues of interest to Town Commission and BoaTd members and to the Town Council.
BACKGROUND: Retreat Purpose Each spring, Council holds a Council/Commission Retreat at which it meets with Town Commissions, Committees, and Boards (hereinafter refelTed to as "Commissions").
The goal of the Retreat is to open the lines of communication between Council members, Commission members, and staff. All members of each Commission aTe invited to attend; generally,
the Commission Chair and Vice-Chair take the lead for the Commission in discussion with Council. At this Retreat, Council will be meeting with the following six COlmnissions: Arts Commission,
Community Services Commission, Library Board, PaTks COlmnission, TranspOliation and PaTking Commission, and Youth COlmnission. The Council met with the Planning Commission in a sepaTate
Retreat on February I I this year. PREPARED BY: Regina A. Services Director N:ICSDlTown ManagerIComm""on Rct>·",I09 Retr·ea'
. _ Reviewed by: Town Manager__Town Attomey __Clerk Administrator __Finance __Community Development
PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: INFORMATIONAL REPORT -MARCH 26, 2009 COUNCIL/COMMISSION RETREAT March 20, 2009 Retreat Format First will be a briefupdate on topics common to all
Commissions. Next, Council will meet in turn with the COimnissions, as follows: • Youth Commission • Library Board • Arts COimnission • COimmmity Services Commission • Parks Commission
• Transpoliation and Parking COlmnission In preparation for the Retreat, each Commission completed a questiOimaire that requested the COimnission's assessment of its major accomplishments,
proposed fulnre projects, ideas for training, and any other issues that the Commission wished to discuss with Council. Each COimnission's completed questiOimaire, its enabling resolution,
a matrix of action items identified at last year's Retrcat, and other relevant documcnts are included with this repOli (Attachment 4). Staff liaisons facilitated the completion of the
questiolli13ires; guidance was provided with regard to general contcnt and format. The questiOimaires reflect cach Commission's interests and intent. During each Commission's time with
Council, it will focus discussion on the key issues listed in Attachment 3. DISCUSSION: Updates to General Issnes Below are briefupdates of issues raised at previous Council/Commission
Retreats. A sUlmnary is provided as Attaclnnent 1. Commissioner Training An updated and expanded Commissioner Handbook was distributed to all Commissioncrs in 2007. Newly appointed Commissioners
receive a Handbook when they take the Oath of Office. Thc Handbook may be used by a Commission's Chair and its staff liaison to provide orientation and training for newly appointed COimnissioners.
Every spring the Town Manager briefs the commissions on the Town's budget, including the five year forecast. These presentations are well received. Commissioners are invited to participate
in two Leadership Los Gatos (LLG) sessions: "Introduction to Town Government" and "Financing Local Government." A number of Commissioners have paliicipated in the full leadership program.
Others have expresscd all intcrest in applying. Additionally, commissioners will be invited to a training to be held April 23. Topics will includc commissioner rolcs, responsibilities
and commlmication; legal matters; and, best practices for commissioncr's effectiveness. This training received positive feedback ii-om thosc in attendance . . 111 prevIOUS yeal·s.
PAGE 3 MAYOR AND TOWN COUNCIL SUBJECT: INFORMATIONAL REPORT -MARCH 26, 2009 COUNCIL/COMMISSION RETREAT March 20, 2009 Each depmtment lead/staff liaison is responsible for identifying
training that they believe would be beneficial for their Commissions. In addition, Council may provide suggestions about Commissioner training to staff at this Retreat. Ideas for training
may also emerge from the Retreat discussions with COimnissioners. General Plan Update Commissioners m'e regulai'ly notified of opportunities for input in the Town's General Plan Update
m1d will specifically be asked for input on one or more of the four issues to be raised as pmt of the review: the environment and sustainability, recreation, youth and seniors. Communications
between Commissions, Council and Staff As a result of questions raised by Commissioners about communication and interaction between COlU1cil and the Commissions, the 2006 Retreat included
a discussion ofthe process used for communication between Council, COimnissions and individual Commissioners. Both the COimnissioner Hal1dbook and the Council Code of Conduct address
communication. Since 2007, the Commissioner Handbook has included a sUlmnary chart aimed at further clarifying the roles of the Council, Town Manager, staff liaisons, and COimnissions
as they are understood and facilitated by staff. The chart identifies how Council makes assignments to Commissions, and how Commissions report to the Council. That chart has been discussed
at previous Retreats m1d is attached as Attachment 2. As stated in the chmt, it is staffs responsibility to provide background and context on agenda items and to ensure that the COimnission
is aware of potential results of actions. The staff liaison is expected to provide full analysis of issues so that the Commission, and subsequently, the Council, can make informed decisions.
If Council has any feedback on staff roles and responsibilities in supporting the Commissions, this Retreat is a good opportunity for that discussion. Commission-Specific Topics Attached
(Attachment 3) is a table which briefly desclibes each Commission m1d lists key issues identified in its Retreat Questionnaire. CONCLUSION: Thc ammal Council/Commission Retreat is a
valuable opportunity for Council and Conunission members to engage in mem1ingful dialogue, address issues of interest to all pmties, al1d set goals for the coming year. The contributions
made by members ofTown Commissions, COimnittees, and Boards are an importmlt pmt of our municipal govennllent organization. As it develops the FY 09/1 0 Operating Budget, staff will
be exploring ways of reducing staff workload related to Commission work while maintaining commission effectiveness.
PAGE 4 MAYOR AND TOWN COUNCIL SUBJECT: INFORMATIONAL REPORT -MARCH 26, 2009 COUNCIL/COMMISSION RETREAT March 20, 2009 Attachments: 1. General Issues Matrix 2. Council/Commission Communication
summary chart 3. Summary of COlmnission Specific Topics 4. Commission QuestiOlmaires, Enabling Resolutions, and Issue Matrices Distribution: Arts Commission members Connnunity Services
Commission members Library Board members Parks Commission members TranspOltation and Parking COlmnission members Youth Commission members Executive Team members Town website
2008 Council/Commission Retreat Status Report GENERAL ISSUES Highlights of Due Date Discussion Areas ActionlIssue Assigned To and Status Communications Review Council/Commission Staff
Liaisons Completed. communication chart with Commissioners annually. Commission minutes Meeting minutes are to include Staff Liaisons Ongoing. comprehensive summaries of items that are
controversial and/or are likely to be brought to Council for action. Solicitation Policy Provide training to Commissioners Assistant to Completed. regarding Town solicitation policy.
Town Manager it 'g". ::; >-' a N;\CSO\Town Managel\Commission Retreat09 Retreat2008 Issue Matrix.doc March 19,2009
Attachment 2 Town of Los Gatos Council/Commission Communication Town Council Primary role: Act as legislative body for Town of Los Gatos. Provide policy leadership. Listen to Commission
recommendations, requests, or positions of Commission; give feedback or make decision. Make requests or referrals to Commission, through Town Manager. Town Manager Primary role: Serve
as chief administrative officer ofTown organization. Implement Council policies. Work with Mayor to set agendas. Communicate Commission recommendations, requests, or positions to Council.
Communicate Council requests or referrals to Commission, to staff liaison. Staff Liaison Primary role: Act as delegate ofTown Manager. Provide professional expertise to Commission. Provide
information about Town codes, policies, and regulations. Provide background and context on agenda items. Make Commission aware ofpotential results of actions. Educate members about their
roles and responsibilities. Work with Commission chair to develop agendas. Communicate Commission recommendations, requests, or positions to Council, to Town Manager. Communicate Council
requests or referrals to Commission. Commission Primary role: Advise and make recommendations to Council. Identify community issues, gather information, and analyze issues. Receive public
input at meetings, following public hearing rules. Make recommendations, requests, or positions to Council, through staff liaison. Direct requests for information or support to staff
liaison only. Adhere to Council adopted policies and programs. Provide feedback to Council decisions, requests, or referrals thr0ugh staffliaison. Seek Council approval through staff
liaison before sending letters of official position, or before beginning a new project. Note: This summary indicates the process for communication between Council and Commissions and
vice versa. N:\CSD\Town ManagenCommission Retrcat\06 Retreat\Communication flow chart.wpd
Issues Summary for 2009 Retreat (Attachment 3) Commission Key Areas of Focus Youth Commission • Desire to receive direction from Council In order to increase youth involvement in on
specific issues on which Council Town govennnent and cOlmnunity wants youth input. activities, Council established the Youth • Two Project Comerstone Assets selected Commission in 2004.
for focused activity. • Developed framework for Youth-Friendly Businesses. Library Board • Completed research regarding potential The Library Board works with Library staff Council appoinhnent
of a Poet Laureate in an advisory role, with thc goa1 of by Smmner 2010. providing better Library services. • Board to continue to advocate for new library. • Review floor plans for
new library whcn available. Arts Commission • Effective cOlmnunity outreach tlu'ough The role of the Arts Commission is to "Networking the Arts" encourage the development of art, drama,
music, and other creative activitics in • Successfully implemented programs: Town. Under this this charge the Commission 0 Music in the Park has produced a number of successful 0 Ali
in the Council Chambers projects, including Music in the Park, Art in the Council Chambers, and a public ali • Monitor h'ansition ofMIP to LGM&A. installation. • Training oppOliunities
provided by Town well attended and appreciated. Community Services Commission The role of the Community Services • Effective community outreach through Conllnission is to ensure that
the goals and Liaison appointments and COl1?munity objectives contained in the Human Serviccs Services Connections. Element ofthe General Plan are implemented. Commission liaisons are
• Lead role in Enviromnental Sustainability actively involved in community programs Committee. focused on these needs. The Commission administers a Illunber of successful programs, including
the Commurrity Grant • Implemented Connnunity Grant Program prograln. process improvements. N:\CSD\Town Manager\Commission Rctreat\09 Retreat\2009 Retreat sunUllaty
(Attachment 3) Commission Key Areas of Focus Parks Commission • Parks Commission continues to explore TIle Parks Commission advises Council on keeping Town parks open at night for issues
related to public parks, grounds, special events. street trees, and beautification, and has • The Commission is seeking completed many projects in these areas. representation on the
General Plan The Commission has fully integrated open COlmnittee. space and trails issues as a part of its role. • Drought tolerant landscaping project. • Updating of master tree list,
Transportation and Parldng Commission • Council attendance at Transportation & The Transportation and Parking Parking Commission meetings. COlmnission advises the Council on • Desire
to schedule discussion of parking matters relating to on-street and off-street regulation enforcement and enforcement activities and services. These include resources at a Council meeting.
general transportation issues, bikeways, traffic safety, the Town's Traffic Calming • The Commission supports construction of Policy, safe routes to school, traffic siudies, a parking
structure in Town. and Town-wide parking including the • What actions can the Council take to Downtown Parking Management Plan. assure extension of the light rail to Los Gatos?
2009 RETREAT QUESTIONNAIRE Commission/Committee: Youth Commission Commissioner Peter Hadar Amy Zhang Michelle AranoYsky Sydney Burns BrandyPech Autefeh Sajjadi Robeli Van Unen Paul Glenn
Nicky Robinson Kelsey Hall Sheridan Jones Hirsh Goswamy Killian Jackson Jessica Jolley Ben Baranoysky Length of Term 222222212222222 Term Expires June 1,2010 June 1,2009 June 1,2009
June 1,2009 June 1,2009 June 1,2010 June 1,2010 June 1, 2009 June 1, 2010 June 1, 2009 Junc 1, 2010 June 1, 2009 June 1, 2009 June 1,2010 June 1,2010 Meeting Information Date: 2nd Tuesday
of each month, September through June Time: 7:00 p.m. ---'-------------------------Location: Town Council Chambers Staff: Scott Seaman, Police Chicf
2009 Retreat Questionnaire Youth Commission Major accomplishments of the past year. • Youth survey is in process and will be completed in April 2009 • Selected two Project Cornerstone
assets to focus on as a commission o Connnunity Values Youth -kids perceive that adults in the community value young people o Creative Activities -kids spend 3 or more hours per week
in lessons or practice music, theater or other arts • Signed Mayor's pledge for Project Comerstone • Worked with the Chamber of Commerce to create the framework for a 'Youth Friendly
Business' program, modeled after Alaska's program. Working with the Chamber in March to create specific elements of program for future launch • Pmiicipated in a General Plml community
meeting providing feedback and input on youth issues mld youth perspective on recreation, seniors and environmental issues • Provided input and assistance to a resident, John Hogan,
who is working to develop a youth employment program in Los Gatos. Individual commissioners did preliminary research for the initiative Proposed projects for upcoming year. • Finalize
mld implement 'Youth Friendly Business' progrmn • Review mld follow up on results of youth survey • Work to ensure bus service to LGHS in light of possible route changes • Participate
in General Plan development Issues specific to Commission. • Interest of teens for employment opportunities • Improving relationship between teens and local businesses • Improved access
to parking at the high school • Challenge of finding activities that specifically suppOli Developmental Assets What training would be beneficial to the Commission? • Orientation with
the Police Depmiment and Town (Schedule this year preeluded a formal orientation) • Opportunity for team building/bonding activity between commissioners • Clarification of the Youth
Commission's role Questions and comments for the Council. What specifically would the Council like to see the Youth Commission accomplish or provide input/information about?
YOUTH COMMISSION RESOLUTION 2005 -52 RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS RESCINDING RESOLUTION 2004 -67 AND ESTABLISHING RULES FOR THE YOUTH COMMISSION WHEREAS, it
is recognized that a youth perspective on issues which pertain to the youth in the community is an impOliant part of decision making in Town; and WHEREAS, there is value in increasing
communication between adults and youth; and WHEREAS, there is value in having a mechanism for youth to have a voice in Town affairs and issues relating to youth; and WHEREAS, the Town
Council of the Town of Los Gatos found and dete=ined that the purpose of the Youth Commission is to foster and encourage civic and neighborhood pride and a sense of identity through
the knowledge, understanding, and increased involvement of the Town's youth in the Town's present and future municipal affairs. NOW THEREFORE BE IT RESOLVED BY THE TOWN COUNCIL OF THE
TOWN OF LOS GATOS: 1. There is a need for a Youth Conunission to function in the Town of Los Gatos, which would establish a formal body by which the youth of Los Gatos would have a voice
in the community. a. There is hereby established a Youth Commission which shall generally be responsible for studying various problems, activities and other issues of concern to the
youth in general, and for advising Council on matters pertaining to issues involving the youth of Los Gatos. b. Membership/Organization I. The Youth Commission shall consist of fifteen
(15) members. The members shall be students who are entering grades 8 through 12. Membership for the students requires either residency in the incorporated limits of the Town of Los
Gatos and enrollment in any accredited school, or residency in the unincorporated areas of the County of Santa Clara, which have a Los Gatos mailing address, and enrollment in a school
located in the Town of Los Gatos.
11. Up to five (5) Altemates may be appointed to the Youth COllli11ission, with one representing each grade level appointed to the COlmnission. The altemates shall be students who are
entering grades 8 through 12. Membership as an Altemate requires either residency in the incorporated limits of the Town of Los Gatos and enrollment in any accredited school, or residency
in the unincorporated areas of the County of Santa Clara, which have a Los Gatos mailing address, and enrollment in a school located in the Town of Los Gatos. An Altemate shall serve
on the Youth Commission in the event a member from that grade or the next higher or lower grade if more than one member from a patiicular grade is no longer able to serve the remainder
ofhis/her tenn. 111. The tenns of office of the members shall be two (2) years, unless such member is first appointed upon entering the l2'h grade whereby the tenn of office shall be
one (l) year. Members will serve until their successors are appointed and qualified, except any appointments to fill an unexpired tenn shall be for such unexpired period. The tellliS
of office of an altemate shall be one (1) year. Members shall serve a maximum of one tenn (2 years); however, a:t1 altemate may serve one year as an alternate and a two-ycar term as
a member. IV. Eight (8) voting members of the Commission shall constitute a quorum for the purpose of tra:t1sacting business. v. Commission members shall serve without compensation,
provided that, with adva:t1ce budgetaty approval of the Town Council, the actual and necessaty expenses (if any) incuned by the members in the conduct ofTown business shall be reimbmsable
pmsuant to the cunent Council policy. VI. The Commission shall hold a regular meeting at least once each month between Septcmber and June. The Commission shall establish a regular time
and location for its meetings and shall otherwise call and conduct its mectings in compliance with the provision s ofthe Ralph M. Brown Act (Government Code Sections 54950 and following.)
The COlllinission shall elect a Chair and Vice-Chair, both ofwhom shall serve at the pleasure of the C01111nission. Tenns of office shall be for one (l) YCat· and shall begin on the
first meeting September and end the following September. V11. Minutes of the actions taken during its meetings shall be kept and filed with the Town Clerk. V11l. Meeting attendance requirements
will confonn with the CUlTent Town Resolution. c. The duties of the COlllinission shall include the following: I. Foster greater involvement of youth in municipal govellli11ent affairs.
11. Study problems, activities, a:t1d concems of youth, especially as they relate to municipal programs or projects ofthe Town of Los Gatos. 111. Hold forums on problems, activities
and concerns of youth, either alone or in conjUl1ction with other govemmental agencies and cOlllinunity organizations, as the Commission deems desirable. iv. Review municipal matters
refened to the Commission by the Town Councilor other Town boards, c01111nittees, or commissions a:t1d, as appropliate, make recommendations on those matters.
PASSED AND ADOPTED at a regular meeting of the Town Council ofthe Town of Los Gatos, Califomia, held on the 6'h day of June, 2005 by the following vote: COUNCIL MEMBERS AYES: NAYS: ABSTAIN:
ABSENT: ATTEST: Steve Glickman, Diane McNutt, Joe Pirzynski, Barbara Spector, Mayor Mike Wasserman. None None None SIGNED: /s/Mike Wasselman MAYOR OF THE TOWN OF LOS GATOS LOS GATOS,
CALIFORNIA /s/MarLyn J. Rasmussen CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA
2008 Council /Commission Retreat Status Report YOUTH COMMISSION Highlights of Due Date Discussion Areas Action/Issue Assigned To and Status Ongoing -YC Chair and Vice Communication methods
Continue to utilize staff and Town Youth Commission and Chair continue to meet one on between Council and Youth Manager as conduit between Youth Police Chief one with the Mayor and Vice
Commission Commission and Council Mayor. Continue to utilize minutes to convey actions/activity of commission Completed. Expand minutes to include additional detail on those issues likely
to be more Completed. direct interest to Council Determine appropriateness of Completed. Will be utilized on a commission's utilizing resolutions to state/express a position on an issue
case by case basis. Retail opportunities for youth Work with Chamber of commerce/Youth Commission and Ongoing-The Chamber and YC retailers to explore ways to increase Police Chief are
meeting to craft a "youth the number ofbusinesses serving friendly business" program. youth needs Participate in the 2010 General Plan Ongoing. update Youth recreational needs Participate
in 2010 General Plan Youth Commission YC subcommittee is working update withCDD. N:\CSD\Town Manager\Commission Retreat\09 Retreat\2008 Issue Matrix.doc March 17,2009
2008 Council /Commission Retreat Status Report YOUTH COMMISSION Youth Interest Awareness Focused method by Youth Police Chief YC is doing a survey. Committee Commission to solicit input
on youth Issues Survey will include schools Council desires surveys to be valid, attended by YC members. The address grades 6-12 and high schools survey is done in person and no beyond
Los Gatos High. students attend Leigh or Westmont. N:\CSD\Town Manager\Commission Retreat\09 Retreat\2008 Issue Matrix.doc March 17, 2009
2009 RETREAT QUESTIONNAIRE Commission/Committee: Library Board Commissioner Rita Baum Lyn Dougherty Dale Hill Deborah Belmnan Mary King Length of Term 3 years 3 years 3 years 3 years
3 years Term Expires 12/31/11 12/31/09 12/31/10 12/31/09 12/31/11 Meeting Information Date: 2nd Wednesday of Febtuary, May, September, & November Time: 3:00 p.m. -----------------------------Location
: 208 E. Main Street Staff: Peggy Conaway, Library Director
2009 Retreat Questionnaire Library Commission Major accomplishments of the past year. The Board has continued to advocate successfully for a new library building for the Town of Los
Gatos. Research has been done on the appoinhnent of a Poet Laureate for the Town, with the possibility that person would compose and deliver a poem at the opening of the new librmy in
2011. The Board as a group visited two new local libraries to gather ideas for the new Los Gatos building. The Board joined and has attended a meeting of the California Association of
Librmy TlUstees and Commissioners (CALTAC), an organization which exists to educate trustees and connnissioners to cany out their duties and responsibilities to provide effective library
service. Proposed projects for upcoming year. The Library Board will review and give their input to staff on the floor plm1s for the new librmy. The Board will continue to plan the steps
and procedures that would be necessary in order for the Conncil to appoint a Poet Laureate for Los Los Gatos, should they desire to do so. The goal would be to have a Poet Laureate in
place by Spring or Summer 2010. Issues specific to Commission. The Board is concerned with the proposed initiative which appears to be an effort to delay the construction of a new library.
What training would be beneficial to the Commission? The Board will work on being effective advocates for the library in difficult fiscal times at1d with some opposition to the new librmy.
An onsite Board Effectiveness Training Workshop, sponsored by CALTAC, may prove useful. Questions and comments for the Council. The Librmy Board wishes to express their thanks for the
Council's support of a much-needed new librmy for the Town. The Librmy Bom"d would like to gain insights ii-mn the Council on how they (the Bom"d) can best be effective in difficult
financial times when a major project is plat1ned at1d has some opposition. N:\CSD\Town Manager\Colllmission Rctreat\09 Retrcat\Librmy 09 Questionnaire.doc
LIBRARY BOARD CALIFORNIA EDUCATION CODE LIBRARIES Article 2 18910 et al: LmRARIES AND TRUSTEES Sections: 18910. Appointment of board oftmstees. 18911, Tenn of office and compensation.
18912. Eligibility of men and women. 18913. Vacancies. 18914. Monthly meetings. 18915. Special meetings. 18916. QUOlU1ll. 18917. President. 18918. Record of proceedings. 18919. Rules,
regulations, and by-laws. 18920. Administration oftmsts; receipt, holdings and disposal ofproperty. 18921. Officers and employees. 18922. Purchase of personal prope1ty. 18923. Purchase
of real property, and erection of rental and equipment of buildings or rooms. 18924. State publications. 18925. Bonowing from, lending to, and exchanging with other libraries; nonresident
bonowing. 18926. Incidental powers of board. 18927. Annual report to legislative body and to State Librarian. 18910. Appointment of board of trnstees The public library shall be managcd
by a board oflibrary tmstees, consisting offive members, to be appointed by the mayor, president of the board of trustees, or othcr executive head of the municipality, with the consent
of the legislative body of the municipality. 18911. Term of office and compensation The trustces shall hold office for threc years. Thc members of the first board appointed shall so
classify thcmselves by lot that one of their number shall go out of office at the end of the current fiscal year, two at the end of one year thereafter, and two at the end of two years
thereafter. The legislative body of thc municipality may, by ordinance, provide for the compensation of such trustees; provided that the respective compensation for such tmstees shall
not excecd fifty dollars ($50) per month. 18912. Eligibility of men and women Men and women are equally eligiblc to appointment as trustees. 18913. Vacancies Vacancies shall be filled
by appointment for the unexpired term in the same mamler as the original appointments arc 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 callcd at any time by three tmstees, by written notice served upon each
member at least three hours before the time specified for the proposed meeting. 18916. Quorum A maj ority of the board shall constitute a quomm for the transaction of business. 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 ofIibrmy tmstees may make and enforce
all mles, regulations, and bylaws necessary for the administration, government, and protection of the libraries under its management, and all property belonging thereto. 18920. Administration
of trusts; receipt, holdings and disposal of property The board oflibrmy tmstees may administer any bust declared or created for the library, and receive by gift, devise, or bequest
and hold in bust or otherwise, property situated in this state or clsewhere, and where not otherwise
provided, dispose ofthe property for the benefit of the library. 18921. Officers and employees The board of library bustees may prescribe the duties and powers of the librarian, secretmy,
and other officers and employees of the library; detemnne the nnmber of and appoint all officers and employees, and fix their compensation. The officcrs and employees shall hold their
officers or positions at the pleasure of the board. 18922. Purchase of personal property The board of library bustees may purchase necessary books, journals, publications, and other
personal propcrty. 18923. Purchase of real property, and erection of rental and equipment of buildings or rooms The board oflibrary tmstees may purchase real property, and erect or rent
and equip, such buildings or rooms, as may be necessmy, when in its judgment a suitable building, or portion thereof, has not been provided by the legislative body of the municipality
for the library. 18924. State publications The board of library tmstees may request the appropriate state officials to furnish the librmy with copies of any and all reports, laws, and
other publications of the state not otherwise disposed ofby law. 18925. Borrowing from, lending to, and exchanging with other libraries; nonresident borrowing The board oflibrmy trustees
may borrow books from, lend books to, and exchange books with other libraries, and may allow nomesidents to borrow books upon such conditions as the board may prescribe. 18926. Incidental
powers of board The bom'd of library tmstees may do and perform any and all other acts and things necessary or proper to cany out the provisions of this chapter. 18927. Annnal report
to legislative body and to State Librarian The board oflibrary tmstees, or if there is no board oftmstees, 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 of the library, for the year ending the 30th day of June preceding. The reports
shall, in addition to other matters deemed expedient by the board oftmstees or adrninistrative head of the library, contain such statistical and other information as is deemed desirable
by the State Librarian. For tlns purpose thc State Librarian may send to the several boards oftmstees or administrative heads of the library instmctions or question blanks so as to obtain
the material for a comparative study of library conditions in the state.
2008 Council /Commission Retreat Status Report LIBRARY BOARD Highlights of Due Date Discussion Areas Action/Issue Assigned To and Status Name a Los Gatos Poet Suggestion made for Library
Board to Chair of Library Board Research has been completed on the Laureate. designate a "Poet Laureate" for Los Gatos. and Library Director selection ofPoet Laureates in other This
may be a part of the opening jurisdictions. The Board will now work celebrations for the new library in 2011. on developing a draft process for the selection and installation of a Poet
Laureate, to be approved at appropriate levels. The goal will be to have someone in place by Spring, 2010, and have that person present a poem written especially Fundraising for the
new Fo=ulate fundraising and donor Friends ofthe Library for the opening ofthe new library in library and donor recognition plans within Town policy. Board President falL 2011. recognition.
The Friends of the Library have engaged a professional fundraising organization, and with their help conducted a Capital Campaign Readiness Assessment which included interviews with
18 key community leaders. The campaign is now in the organizational and recruitment phase, wherein a part-time fund development director has been hired, members of a Campaign Steering
Committee and several other committees are being recruited, and cultivation of major donors has begun. The Friends campaign for $2.1 million dollars will be launched in June, 2009, and
will continue for approximately 20 months. The format and process for donor recognition will be established within the tirneline of the donor campaign. N:\CSD\Tovm Manager\Commission
Retreat\09 Retreat\2008 Issue Matrix.doc March 19,2009
2009 RETREAT QUESTIONNAIRE Commission/Committee: Arts Commission Commissioner Penelope O'Neill Jade Bradbury Shawn Chamaw MaryCmtis Marianne Hamilton Valerie Hopkins Jonathan Knowles
David Stonesifer Colleen Wilcox Length of Term 3 years 3 years 3 years 3 years 3 years 3 years 3 years 3 years 1 year Term Expires 12/31/10 12/31/10 12/31/11 12/31/11 12/31/09 12/31/09
12/31/10 12/31/11 12/31/09 Meeting Information Date: 2nd Wednesday of each month Time: 4:00 p.m. Location: 208 E. Main Street Staff: Regina Falkner,
Community Services Director
$9,150 $8,500 2009 Retreat Questionnaire Arts Commission Major accomplishments of the past year. Successfully staged ten Music in the Park (MIP) concerts in 2008. The COlmnission raised
funds to offset all direct costs and increased its fimd balance. Approximately $59,500 was raised and expenses totaled approximately $52,200. Feedback received fi'om audience niembers
through surveys distributed and collected at the concerts was generally very positive. Each conceli in this series serves approximately 2000-3500 people. During the last year, the commission
reviewed and anlended the MIP Guidelines which were approved by Council. An outline ofMIP Coordination Procedures was also updated. These documents will be useful in defining the event
for future project plamlers. Coordinated six Art in the Council Chambers exhibits and miist receptions. Art in the Council Chambers (AICC), conceived to "display and promote the work
of local artists," has been in operation for nearly two decades. In 2008, AICC installed six exhibits in the Council Chambers. The cOlmnunity reach of the AICC program includes the regular
KCAT TV airing ofTown Council and Planning Commission meetings which capture the art work. Postcm'ds and postage to publicize the event are paid by the Town. This event scrves approximatcly
60 to 100 pcople each rcception. Thc annual cost for postcm'ds and postage is approximately $1,600. hnplementcd C0111111unity Grant funding process for ali agencies serving Los Gatos
residents. A four person sub-committce is responsible for rcviewing the grants and forwarding a recOlmnendation on to the Commission for consideration. FY 20091201 0 applications wcre
from five agencies, amount requested: FY 2009/2010 COlmnittee Status Quo recommcndation: Networking the Arts. hI order to stay informed about community trends, issues and needs, the
COlmnission assigns cOlmnissioncrs to contact local art agencies at least once during the year. Information obtaincd during the conversation is shared at thc AC meeting and hclps guide
fimding decisions. Proposed projects for upcoming year. During the next yCal', the COlmnission will review staff reports on three primary issues and will subsequently provide Council
with recommendations. These issues include: I. Music in the PaI'k -The Commission will comment on the proposed Scope ofWork included in the contract with Los Gatos Music & Alis. 2. Public
Art Policy -The Commission will comment on a revised policy to be prepared by staff. The policy will likely h'mIsfer the rcsponsibilities of the Art Selection Panel to the Alis COlmnission
and thereby eliminate thc need for the Panel. 3. Arts Commission Enabling Resolution-The COlmnission has revisited its enabling resolution mId, will, with Council and staff guidance,
re-focus on policy issues. The COlmnission intends to inquire with other cities regarding successful municipal arts programs.
Issues specific to Commission. None. What training would be beneficial to the Commission? Continue to provide Commissioners the oppOltunity to participate in the two Leadership Los Gatos
sessions. The AC appreciates the Town Manager's ammal budget presentations and requests that those be continued. Commissioners valued the Brown Act training provided by the Town Attomey.
The training prompted process changes. Questions and comments for the Council. Overall, the Arts Commission was again delighted with the level of community participation at our events
in the past year and we look fOlward to continued success in 2009. N:\CSD\Town Manager\Commission Rclreat\09 Retreat\09 Arts Questionnaire.doc
2008 Council /Commission Retreat Status Report ARTS COMMISSION Highlights of Due Date Discussion Areas Action/Issue Assigned To and Status Funding of Music in the The Commission asked
that the Town Community Services Completed. The proposed FY Park assume the cost of the July 4tl, concerts as Director and Town 2008/09 Operating Budget includes well as various Town
fees and costs. Manager funding for the July 4tl, concerts. N:\CSD\Town Manager\Commission Retreat\09 Retreat\2008 Issue Matrix.doc M""h 17, 2009
ARTS COMMISSION RESOLUTION 1996-37 RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS REVISING THE ARTS COMMISSION ENABLING RESOLUTION 1988-214 WHEREAS, The Town Council of the
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
of Los Gatos, County of Santa Clara, Statc ofCalifol1lia, that thc Town ofLos Gatos Arts Connnission shall be govemed as follows. The Commission shall be advisory to the Town Council
and shall operate in the manner herein after prescribed: 1. Membership -Organization (a) Thc Commission shall consist of nine (9) voting members, whose temlS of office shall be three
(3) years and until their successors are appointed by the Town Council. The terms of office of the respectivc members shall be staggered and over lapped in such a mallier that the terms
of no more than one-third of the members expire each year. The Town Council shall fill any vacancies OCCUlTing during the telm of the COlllinission. The Connnission shall annually designate
a Chairperson and Vice-Chairperson. (b) Five members of the Connnission shall constitute a quorum of the Connnission for the purpose oftransacting business. Any member shall have the
right to present a minority view to Council in reference to any report or reconnnendation the COllli1llSsion may take. .(c) The members of the Commission shall serve without compensation,
provided that with advance budgetary approval oftheTownCouncil, the actual and necessary expenses (ifany) incuned by the members in the conduct ofTown business shall be reimbursable
pursuant to the provisions of Resolution 1987-16 d. The COlllinission 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 (GovelTmlent Code Sections 54950 and following.) e. Minutcs ofthe actions takcn during its meetings shall be kept and filed with
the Town Clerk. f. Meeting attendance requirements will conform with cunent Town Resolution.
2. Duties and Functions (a) The functions of the Commission shall be to encourage the development of ali, drama, music, and other creative activities in the Town of Los Gatos. Specific
activities would include, but are not limited to: I. 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 of activities in the Arts in the Town. 3. Make recommendations to Town Council and other Town Commission in the field of art, aesthetics, and beautification.
4. Perfonn other duties as assigned by the Town Council. IT IS HEREBY FURTHER RESOLVED that Resolntionl988-214 is hereby rescinded. PASSED AND ADOPTED at a regular meeting of the Town
Council ofthe Town of Los Gatos, Califomia, held on the I st 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 OF THE TOWN OF LOS GATOS ATTEST: /s/Marian V. Cosgrove CLERK OF THE TOWN OF LOS
GATOS
2009 RETREAT QUESTIONNAIRE Commission/Committee: Community Services Commission Commissioner Length of Term Term Expires Barbara Cardillo -Chair 3 years 12/31/09 Susan Gomez -Vice Chair
3 years 12/31/10 Toni Blackstock 3 years 12/31/10 Matt Guettler 3 years 12/31/11 Nancy Marcus 3 years 12/31/09 Michelle Thiebaud 3 years 12/31/11 Anita Wolf 2 years 12/31/09 Student
Members: Adam Hadar 1 year 06/30/09 Stanford Stickney 1 year 06/30/09 Meeting Information Date: 1" Thursday of each month -------------------_. Time: 5:00 p.m. Location: 208 E. Main
Street Staff: Regina Falkner, COlmnunity Services Director
2009 Retreat Questionnaire Community Services Commission Major accomplishments of the past year. During the past year, Commission liaisons continued to actively work with a number oflocal
and regional committees. These included the County Housing and Community Development Advisory Committee, General Plan C01mnittee, Drug Free Community, Youth C01mnission, and the Senior
ConsOliium. The liaisons regularly cOlmmmicated project status to the Commission. The Commission successfully implemented two modifications to the Community Grant funding process which
awards grants to human service agencies serving Los Gatos residents. First, the Commission invited the agencies for a public meeting earlier in the review cycle and second, the Town
will be implementing a two-year funding cycle beginning in FY 2009/10. This coincides with the County process. In order to stay informed about community trends, issues and needs, the
CSC assigns commissioners to visit funded agencies each year. Infonnation obtained dming the visit is shared at the CSC meeting and helps guide CUlTent and hltme funding decisions. In
January, Barbara Cardillo met with Community Services and Police Department and CS staff rcgarding response to residents who are homebound or otherwise vulnerable, dUling and after a
major disaster. It was agreed that the 2009 Los Gatos Prepared Campaign will include special efforts to reach out to and educate these residents. Proposed projects for upcoming year.
In addition to its regular work projects, the Commission will continue to explorc the Town's wcbsite for ease of navigation. The Conunission will also continue to act in a coordination
role for the Town's Environmental Sustainability Committee. Issues specific to Commission. Dming the next year the Community Services Commission will continue to monitor the two-year
funding cycle. What training would be beneficial to the Commission? Barbara Cardillo, CSC Chair, is a Leadership Los Gatos. Commissioners will continue to be encouraged to attend the
two Leadership Los Gatos sessions open to all Commissioners and any futurc Commissioner trainings. The Commission appreciates the annual budget presentations provided by the Town Manager.
Questions and comments for the Council. The Commission would like feedback limn Council about the Commissions' efforts as well as direction as to any additional projects the Council
would like the Commission to explore. N:\CSD\ToWIl Managcr\Commission Retrcat\09 Retreat\CSC 09 Questionnaire.doc
COMMUNITY SERVICES COMMISSION RESOLUTION 2004 -60 RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS RESCINDING RESOLUTION 2003-133 AND 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 telms and conditions for appointment to and conduct of the
Community Services COlmmssion. The COimrussion is advisOlY to the Town Council and operates in the maimer hereinafter prescribed. (1.) Membership -Organization 1. The Community Services
Commission consists of nine (9) voting members. Seven (7) are members over eighteen (18) years of age. Their telms of office are three (3) years and until their successors are appointed.
Two (2) members of the Comlmssion shall, at the time of their appointment, have completed the ninth (9th) grade, shall be students enrolled in all accredited school, and shall be no
more than eighteen (18) years old. Their temlS of office are one (1) year and until their successors are appointed. The Commission's membership shall, to the extent possible, reflect
the social and economic diversity ofthe Los Gatos cOimnunity. The members' tenns of office are staggered and overlapped so that the temlS of no more than one-third of the members expire
each year. The Town Council shall fill any vacancies occurring during the term of the COimnission. The Community Services Connmssion shall appoint and prescribc the term of office for
its Chair and Vice-Chair. b. Five (5) voting members of the 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 ally report or reeonnnendation the Commission makes. c. COimrussion members shall serve without compensation, provided that, with advance
budgetary approval ofthe Town Council, the actual and necessalY expenses (if any) incurred by the members in the conduct ofTown business shall be reimbursable pursuant to the provisions
of the cunent Town Resolution. d. The Commission shall establish a regular time and location for its meetings and shall othcrwise call and conduct its meetings in compliance with the
provisions of the Ralph M. Brown Act (Government Code Sections 54950 and following.) e. Minutes of the actions taken during its meetings shall be kept and filed with the Town Clerk.
f. Residency and meeting attendance requirements will COnf0l11l with current Town Resolutions. (2.) Duties and Functions a. The duties and functions ofthe Commission shall be to ensure
that the goals and obj ectives contained in the Human Service Element of the General Plan are implemented. Specific activities include, but are not limited to, tlie 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. Periodically review the Human Services Element and recOlmllend changes needed to meet new conditions and to respond to the changing conununity environnlent. b. The
Connnission shall identify the housing and the human service needs of persons 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 of new programs, and make recommendations to the Town Council. c. The Conmnssion 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 of Town Council. d. In developing recommendations to the Town Council, the Commission should: 1. Elicit the interest and SUppOlt ofvarious relevant community individuals and
groups. 2. Study and eXaJnine sources ofpublic and private funding to meet housing and community service needs. 3. Evaluate thc effectiveness of existing programs and make constructive
suggestions for improvement. 4. Examine ways to mininnze and/or eliminate overlapping and duplicativc sen'lces. e. The Connnission may send rcpresentatives, when appropriate, to other
bodies or commISSIons. f. The Connnission shall perform other duties as assigned by the Town Council. BE IT RESOLYED that Resolution 2003-133 is hereby rescinded. PASSED
AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, California, held on thc 3" day ofMay, 2004 by the following vote: COUNCIL MEMBERS: AYES: NAYS: ABSENT:
ABSTAIN: Sandy Decker, Diane McNutt, Joe Pirzynski, Mike Wasserman, Mayor Steve Glickman. None None None SIGNEDlsl Steve Glickman MAYOR OF THE TOWN OF LOS GATOS LOS GATOS, CALITORNIA
ATTEST: lsi lsi Marian V. Cosgrove CLERK OF THE TOWN OF LOS GATOS LOS GATOS, CALITORNJA N:\CSD\ToWll Manager\Commissiol1 Retreat\2003-Enabling Resolutions-Codes.wpd
2008 Council /Commission Retreat Status Report COMMUNITY SERVICES COMMISSION Highlights of Due Date Discussion Areas Action/Issue Assigned To and Status Care of vulnerable Investigate
alternative systems to the CERT Community Services Commission, Police Department populations during and program for identifYing and caring for Senior Coordinator and staff will include
after a disaster homebound residents. Community Services Director targeted outreach and Ultimately, it is the goal of the CERT program education to to cover the entire Town. vulnerable
populations as part of the 2009 Los Gatos Prepared campaign. Community Grant Evaluate Grant Program and review best Community Services Commission Two year funding Program practices.
Consider two-year funding cycle. and Community Services Director cycle will be implemented beginning FY 2009/10. Community Services on Assess the Town's website for ease of Community
Services Commission, Ongoing. Town website navigation. Community Service Director, and Assistant to Town Manager Sustainability Committee Develop agendas aimed at informing committee
Community Services Commission Anticipate that members of current and planned activities and and Community Services Director Sustainability obtaining feedback 011 these efforts. Committee
will continue through June 2009. N:\CSD\Town Manager\Commission Retreat\09 Retreat\2008 Issue Matrix.doc March 17,2009
2009 RETREAT QUESTIONNAIRE Commission/Committee: PARKS COMMISSION Commissioner Stephen Endweiss Sandy Gordon Jim Handy Barbara Holden -Chair Richard Kom-ad -Vice-Chair Brant Corenson
GarySchloh Student Members: LOli Komshian Leena Iyar Length of Term 4 years 4 years 4 years 4 years 4 years 4 years 4 years 1 year 1 year Term Expires 12/31/ll 12/31/09 12/31/10 12/31/12
12/31/10 12/31/12 12/31/11 06/30/09 06/30/09 Meeting Information Date: 1" Tuesday of each month Time: 6:00 p.m. Location: 41 Miles Avenue Staff:
Todd Capurso, Parks & Public Works Director
2009 Retreat Questionnaire Parks Commission Major accomplishments of the past year. • Native plant sponsoring, Oleanders replaced with arctostaphylos Howard McMinn at La Rinconada Park.
Plants paid for by member of Commission, labor provided by Cisco at behest of other PC member. • Successful and well-attended Arbor Day event '08 at Daves Ave School • Senior picnic
• Trail clean up (volunteer groups) • COimnissioner Schloh's personal maintenance of a pOliion of the Los Gatos creek trail near Main St. bridge • Chair Holden's personal maintenance
of a reach of Smith Creek at La Rinconada Park • Live Oak playground play-set, assistance with post-fire issues Proposed projects for upcoming year. • Chair Holden and COimnissioner
Corenson to apply for a grant to get improved irrigation (using less water) for Oak Meadow Park. • Student COimnissioners Iyar and Komshian committed to a Student Project (action & location
TBD) • "Drought-tolerant TurfProject": Chair Holden volunteered to fund raw materials for a location (TBD) of a drought-tolerant sod demonstration area. DeltaBlueGrass intimated the
possibility of supplying sod types free of charge. Project needs to be agendized for Parks Commission discussion. • Commissioner Komad plans anothcr Arbor Day event at local school April
24. • Senior Picnic cvent • Continued effort for location and support of a COlmnunity Garden. • Sub-Committee consisting of Chair Holden and COlmnissioners Endweiss and Schloh are updating
Mastcr Tree List and Replacemcnt Tree List. List to be forwarded to Council for approval. • Commission or Ftiends of Los Gatos Parks to work with Los Gatos Connnunity Foundation to possibly
obtain funding for volunteer projects and other volunteer efforts. • COimnission wishes continued investigation into scheduled night-time activities such as meteor shower watching in
Los Gatos Parks. • Tree Pennit Process improvement; Based on COimnissioner Handy's reporting of (illegal) heritage h'ee topping @Hmwood & Santa Rosa, Chair Holden is agendizing investigation
into and potential improvement of the Tree Permit Process. Commissioner Corenson suggests input from Cowlcil, community, PPW, and other municipalities to consider definitional, political,
legal, propetiy, and cultural issues. Issues specific to Commission. None.
What training would be beneficial to the Commission? The Parks Commission would like to request training and/or consultation to explain the Town budget process (both Town-wide and depmiment
specific.) Questions and comments for the Council. The Pm'ks Commission requests an opportnnity to have a representative on the General Plan Committee. N:\CSD\ToWll Managcr\Commission
Rctreat\09 Retreat\Parks 09 Que..<;tionnaire.doc
PARKS COMMISSION RESOLUTION 2005 -96 RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS RESCINDING RESOLUTION 2004-3 AND AMENDING THE TERMS OF OFFICE OF STUDENT MEMBERS OF THE PARKS
COMMISSION WHEREAS, Section 19.20.010 ofthe Los Gatos Town Code states that theTownCouncil shall establish a Parks Commission; and WHEREAS, Resolution 2004-3 established the Parks Commission;
and WHEREAS, the Town Council now desires to rescind Resolution 2004-3 to amend the tenns of office of student members of the Parks Commission. NOW,THEREFORE,THETOWN COUNCILOFTHETOWNOFLOS
GATOS DOES HEREBY RESOLVE AS FOLLOWS: There is hereby created a Parks Commission for the Town. (I.) The Commission shall be advisory to the Town Council and shall operate in the manner
hereinafter prescribed. (2.) Membership/Organization a. The Parks Conunission shall consist ofnine (9) members, seven (7) adults, two (2) students. All eonnnissioners shall be appointed
by the Town Council. b. Six (6) adult members of the Commission shall reside within the incorporated municipal limits of the Town of Los Gatos, California; one (I) adult member may reside
within the incorporated municipal limits of the Town of Los Gatos or of the City of Monte Sereno, Califomia. Two (2) youth members shall reside within the incorporated municipal limits
of the Town of Los Gatos, Califomia and attend any accredited school; or reside in the unincorporated areas of the County of Santa Clara, Califomia, which have a Los Gatos mailing address,
and attend a school located within the Town of Los Gatos. c. Two (2) youth members of the Commission shall, at the time of their appointment, have completed the ninth grade, and shall
be no more than eighteen (18) years old. d. The Commission shall develop a procedure regarding recmitment of youth members for Council approval. The terms of office of the student members
shall be one (1) year, and/or until their successors are appointed. e. The terms ofoffice ofall other members ofthe Conunission shall be four (4) years and until their successors are
appointed and qualify. The members' terms ofoffice are staggered and overlapped so that the terms of no more than one-third ofthe members expire each year. f. Commission members shall
serve without compensation, provided that, with advance
budgetary approval oflbeTownCouncil, the actual andnecessaryexpenses (if any) incurred by the members in the conduct of Town business shall be reimbmsable pmsuant to the current Council
policy. g. The Commission shall establish a regular time and location for its meetings and shall othelwise call and conduct its meetings in compliance with the provisions ofthe Ralph
M. Brown Act (Goverrnnent Code Sections 54950 and following.) h. The Parks Commission shall hold regular meetings at least once a month, and, at the discretion of the Commission, such
other meetings as may be necessary or expedient. A majority of the Parks Commission shall constitute a quolUm for the purpose oftransacting the business of the Commission. The Parks
Connnission shall elect a Chair and a ViceChair, both ofwhom shall serve at the pleasme of the COlnnussion. TelIDS of office shall be for one (1) year and shall begin on the first meeting
in March and end the following March. 1. Staff services as required shall be provided to the Parks Conllnission by the Director of Parks and Public Works, who shall also serve as Secretary
oflbe Commission without vote. j. Meeting attendance requirements will conform with cunent Town Resolution. k. The Secretary ofthe Parks Commission shall keep a record ofall proceedings,
resolutions, findings, dctenninations, and transactions of the Connlussion, which records shall be a public record, and a copy of which shall be filed wilb the Clerk Administrator. 1.
(3.) Powers
and duties. The duties of the Parks Commission shall be to: a. Act in an advisory capacity to the Town Council in matters pertaining to public parks, offstreet trails, open space, grounds,
street trees, and Town beautification, and to cooperate with olber governmental agencies and civic groups in the advancement of sound plamung and progrannning for parks and street trees.
b. Review policies and procedmes on park, trail, open space, street tree, and beautification programs for approval by the Town Council. c. Review periodic inventories of parks, 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 of other governmental agencies and voluntary organizations. e. Understand the policies and functions
ofthe Town park, street tree, open space, trails, and beautification,programs. f. Advise the Director of Parks and Public Works in the preparation ofthe mmual 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 ofTown Council. Nothing
in this resolution shall be constmed as restricting or curtailing any of the powers ofthe Town Council, or as a delegation to the Parks Connuission of any ofthe authority or discretionmy
powers vested and imposed by law in such Council. The Town Council declares that the public interest, convenience, welfare and necessity require the appointment of a Parks Commission
to act in a purely advisOlY capacity to such Council for the purposes enumerated in this resolution. BE IT FURTHER RESOLVED that Resolution 2004-3 is hereby rescinded. PASSED AND ADOPTED
at a regular meeting of the Town Council of the Town of Los Gatos, California, held on the 6th day of September, 2005 by the following vote: COUNCIL MEMBERS: AYES: NAYS: ABSENT: ABSTAIN:
ATTEST: Steve Glickman, Diane McNutt, Joe Pirzynski, Barbara Spector, Mayor Mike Wassennan. None None None SIGNED: lsi Mike Wasserman MAYOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA
lsi MarLyn J. Rasmussen CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA
MEMORANDUM OFFICE OF THE TOWN MANAGER To: From: Mayor and Town Council Greg Larson, Town Manager Subject: Date: Parks Commission Representation on the General Plan Committee March 20,
2009 The Parks Commission has requested to have a representative appointed to the Town's General Plan Committee and/or the General Plan Update Advisory Committee. Thll General Plan Committee
(GPC) consists of nine members as follows: two Council members, three Planning Commissioners, a Community Services Commissioner, two other residents and one person who owns or manages
a business in Town. The Council has previously considered and rejected a request to add other commissioners to the GPC and explicitly asked for "new applicants" (i.e., not current commissioners)
to apply for the new positions on the expanded General Plan Update Advisory Committee (GPUAC). Staff does not recommend increasing the size ofthe GPC and/or GPUAC for several reasons:
1. Would further dilute the perspective and voice of the Planning Commissioners and Council members who must ultimately act on any proposed General Plan changes; 2. Would change the
membership of the GPC and GPUAC right after the relaunch of the General Plan Update process; 3. The Parks Commission request can be accommodated in other ways, such as through periodic
briefings by staff, attending and observing GPC/GPUAC meetings, or participating in the public workshops and hearings associated with the General Plan Update. 4. The same argument of
relevancy could certainly be made for the Transportation & Parking Commission and possibly others as well. However, if the Council does want to change the GPC composition, then staff
would recommend consideration of the following alternatives: A. Eliminating the two residential appointees and replace them with appointees from the Parks and Transportation & Parking
Commissions; B. Changing the Community Services Commission position to be a generic Commission position to be appointed by the Council from any applicant currently serving, and with
at least least two years remaining (including potential reappointments) on the Community Services, Parks or Transportation & Parking Commissions. GL:pg N:\MGR\AdminMasters\memos\memo
fOlmat.doc
March 16, 2009 Mayor and Town Council TOWN OF Los GATOS PARKS COMMISSION PARKS AND PUBLIC WORKS SERVICE CENTER 41 MILES AVENUE LOS GATOS, CA 95030 RE: 2009 Council Retreat Submission,
General Plan Committee Representation The Parks Commission's purpose is to act as an advisory body to the Town Council on matters pertaining to public parks, trails, grounds, street
trees and Town beautification. The Parks Commission takes this task and the duties with which they are charged seriously and and each Commissioner regards this as a personal commitment.
Due to this dedication and interest, it would serve the Town well to have Parks Commission representation on the General Plan Committee for the purposes of long-term planning, preservation,
and beautification of our Town. We take sincere pride in our Town's beauty; both planned and natural. We also take pride in the fact that Los Gatos has been named a "Tree City U.S.A."
for the 29th year running. This is due in part to the ongoing efforts of many, including the Parks Commission. It is stated on our town's web site, "the Town organization takes seriously
its task of community stewardship, which includes resource conservation and pollution prevention." The Parks Commission not only agrees with this statement but also firmly believe we
as Parks Commissioners playa vital role in this commitment to resource conservation and community stewardship. As examples of the above, we would like to point out highlights of some
of our accomplishments for 2008; 1. Native plant sponsoring, Oleanders replaced with arctostaphylos Howard McMinn at La Rinconada Park. Plants paid for by member of Commission, labor
provided by Cisco at behest of other PC member. 2. Successful and well-attended Arbor Day event '08 at Daves Ave School 3. Senior picnic 4. Trail clean up (volunteer groups) 5. Commissioner
Schloh's personal maintenance of a portion of the Los Gatos creek trail near Main St. bridge 6. Chair Holden's personal maintenance of a reach of Smith Creek at La Rinconada Park 7.
Live Oak playground play-set, assistance with post-fire issues Based on the above accomplishments, as well as our long term commitment to the main purpose stated above, the Parks Commission
respectfully requests representation on the Town General Plan Committee and would appreciate the Town Council's consideration of this request. We look forward to the opportunity for
further discussion. Sincerely, Town of Los Gatos Parks Chair and Commissioners C;\OOCUME-1\mdudley\LOCALS-1\Temp\XPgrpwise\2009 CouncilRetreatCoverLetter Parks.doc
2008 Council /Commission Retreat Status Report PARKS COMMISSION Highlights of Due Date Discussion Areas Action/Issue Assigned To and Status Night time opening of Determine the feasibility
of opening Town Parks Commission, Parks and Item has been Belgatos Park for viewing of Parks during night-time hours. Explore Public Works Director, and a) discussed and remeteor showers
issues including neighborhood traffic, Logistics Team agendized for Parks noise, parking and staff costs. Commission meetings. b) resubmitted for 2009 Council Retreat. Staff keeps the
Commission Commission involvement in The Commission requested to be info=ed Community Development info=ed on the progress of the General Plan Update of opportunities for participation.
Director, Parks Commission, the General Plan Update and Parks and Public Works infonns the Commission of Director, Town Manager upcoming meetings related to parks and recreation, and
Connnittee membership. N:\CSD\TOWTI Manager\Commission Retreat\09 Retreat\2008 Issue Matrix.doc doc March 19,2009
2009 RETREAT QUESTIONNAIRE Commission/Committee: Transportation and Parking Commission Commissioner Edgar LaVeque, Chair Erik Wilhelmsen, Vice-Chair Bruce Entin Ed Stahl Dick Anderson
Collette Lynner Chris Tanimoto Length of Term 4 Years 4 Years 4 Years 4 Years 4 Years 4 Years 4 Years Term Expires 12/31/11 12.131/11 12/31/09 12/31/12 12/31/1 0 12/31/10 12/31/12 Meeting
Information Date: 2nd Thursday of each month --------------------Time: 7:30 a.m. Location: 41 Miles Avenue Staff: Todd Capurso, Parks & Public Works Director -----------
2009 Retreat Questionnaire Transportation & Parking Commission Major accomplishments of the past year. Reviewed and approved the design ofthe lighted crosswalk project between Los Gatos
Woods and Jack Fisher Park in collaboration with the City of Campbell. Continued development ofnew bike map. Continued focus on present and future parking needs in Los Gatos. Pursue
construction of downtown parking garage. Coordinated neighborhood outreach for two traffic calming programs for Massol Avenue and Vista Del Monte neighborhoods. Proposed projects for
upcoming year. Provide input to staffregarding the development of a Parking Pennit Policy. Develop funding source and design process for a downtown parking garage. Improve cnforcement
ofpermit parking in the downtown arca, especially around the high school and the surrounding rcsidential neighborhoods. Issues specific to Commission. Downtown parking garage. Downtown
and residential permit parking rcgulations and enforcement. Town of Los Gatos bicycle route map and signage for bikers. High school parking and impacts on adjacent neighborhoods. What
training would be beneficial to the Commission? Comprehcnsive understanding of resources of Town's finances. Study class on rcsource allocation in the Town. Continuing touring stTeets
and intersections to evaluate problem areas and traffic calming measures. Better knowledge of Los Gatos popUlation, demographics, and projected population growth. Results of transpOliation
surveys (bus, bike, pedestrian, and vehicular) conducted by the Town, County ofVTA in the last two years.
2009 Retreat Questionnaire Transporting & Parking Commission Questions and comments for the Council. The Commissioners invite Council members to occasionally attend Commission meetings
to hear discussions about parking issues that it faces. The Commission would welcome the opportunity to discuss parking regulation enforcement by Police and enforcement resources at
a Council meeting. Can the Council have a public meeting with the downtown merchants regarding an additional downtown parking garage? What is the Council plan/policy for revitalizing
the vibrancy to downtown Los Gatos? Is the Council engaged with VTA to bring the light rail to Los Gatos?
TRANSPORTATION AND PARKING COMMISSION RESOLUTION 2004 -110 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 PARIGNG COMMISSION; AND RESCINDING RESOLUTION NO. 2002-135 WHEREAS, transpOliation issues tlnoughout the Town need to
be carefully evaluated to ensure that the quality oflife in the Town is positively impacted by proper transportation management; WHEREAS, traffic congestion and speeding, pmiicularly
in the residential neighborhoods, is also an ongoing problem within the Town of Los Gatos; and WHEREAS, pnrsuant to Section 3650 ofthe Streets and Highways Code of the State of Califomia
there has been created mId now exists a public body corporate and politic known as the Parking Authority ofthe Town of Los Gatos in accordance with the provisions of the Parking Law
of 1949; and WHEREAS, the Parking Law of 1949 provides that the Parking Authority shall not transact any business or exercise any powers unless and nntil the COll1lcil by resolution
declares that there is need for the Authority to function in the Town of Los Gatos; mId NOW THEREFORE BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF LOS GATOS: (1.) There is a need
for a Parking AuthOlityto function in the Town ofLos Gatos and tlns Council hereby so declares mId determines. a. The Council hereby declares itselfto be the Parking AuthOlity, and all
ofthe rights, powers, duties, privileges, and inununities vested by the Parking Law of1949 in the members ofthe Parking Authority shall be vested in the Council ofthe Town of Los Gatos
as the Pm'king AutlIority of the Town of Los Gatos. b. The pUl1Jose ofthe Pm'king Authority is to establish and manage parking improvements in the Central Business Dish'ict. c, The Mayor
of the Town of Los Gatos shall act as the chail1Jerson and presiding officer of the Parking Authority ofthe Town ofLos Gatos; and the Town Clerk and Town Treasurer, respectively, of
the Town of Los Gatos shall act as Clerk mId Treasurer of the Parking Authority of the Town of Los Gatos, (2,) There is a necd for a TranspOliation and Parking Commission to function
in the Town of Los Gatos to review and recommend actions rclating to traffic calming, bikeways, parking, and related local h'affic issues. a. There is hereby established a Transportation
and Parking Commission which shall generally be responsible for advising the Town Council regarding local transpOliation and parking
strategies and for advising the Parking Authority on matters pertaining to parking in the Central Business District. b. Membership /Organization 1. 2. 3. 4, 5. 6. 7. 8. The Transportation
and Parking Commission shall consist of seven (7) members. Residency in Town is required for appoinhnent and continued membership on the TranspOliation and Parking Commission, for all
members. (1) Persons initially appointed to the newly established Transportation and Parking Commission, who were members of the former Parking COlmnission at the time of its dissolution
in July 2002, need not be Town residents. Members shall serve a tenn of four (4) years and until their successors are appointed and qualified, except any appointments to fill an unexpired
term shall be for such unexpircd period. At its first meeting, or as soon as possible thereafter, the COlmnission shall elect officers and adopt bylaws for the conduct ofbusiness. The
Commission shall appoint and presclibc the tem1 of office for its Chair and Vice-Chair. Five votingmembers ofthe COlmnission shall constitute a quorwn for the purpose oftransacting business.
Connnission members shall serve without compensation, provided that, with advance budgetary approval of the Town Council, thc actual and necessary expenses (ifany) incuned by the members
in the conduct of Town business shall be reimbursable pursuant to the CUlTent Council policy. The COlmnission shall hold a rcgular meeting at least once each month, The Commission shall
establish a regular timc 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 following). Minutes ofthe actions taken during its meetings shall be kept and filed with the Town Clerk. Meeting attendance requirements will confOlm with CUlTentTown
Resolution, c. The duties of the COlmnission shall include the following: 1. 2, Provide advice and reviews and reconnnendations 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 recOlmnendations shall be forwarded to thc
Pill'king Authority.. Review, monitor, and makc long-range recOlmnendations concerning the constmction, operation, and maintenance of publicly owned off-sh'eet parking lots and shuctures
ill1d on-street parking spaces within the Central Business Dish'ict.
3. 4. 5. 6. 7. 8. Review, monitor, and make recommendations regarding parking meter rates and limits; parking meter replacement; directional sign placement, and parking lot h'affic pattems.
Advise on fees and assessments for the parking improvement program. Make recommendations regarding the allocation offunds delived from revenues collected on behalf of the Parking Authority.
The recommendations shall be based on allowed uses ofsuch proceeds consistent with state and local law. Review and advise staff proposals to provide traffic calming measures in accordance
with the approved Traffic CalmingPolicy. Such proposals, ifimplemented, would be tempormy. Permanent installations of h'affic calming measures would be made with a consensus of the affected
neighborhood and the approval of the Town Council. Advise the Town Council on policy matters relating to local transportation issues, as requested by the Town Council. Advise the Town
Council on policy matters relating to bikeways and bicyele system plmming, with suchrecOlmnended policies and systems to be approved by the Town Council. 9. 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 ilmnediatelyupon its adoption. BE IT FURTIIER RESOLVED that Resolution
No. 2002-135 is hereby rescinded. PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, Califomia, held on the 16'h day of August, 2004, by the following
vote: COUNCIL MEMBERS: AYES: NAYS: ABSENT: ABSTAIN: Sandy Decker, Diane McNutt, Joe Pirzynski, Mike Wasserman, Mayor Steve Glickman None None None SIGNED: lsi Steve Glickman MAYOR OF
THE TOWN OF LOS GATOSI LOS GATOS, CALIFORNIA ATTEST:/sl Mmian V. Cosgrove CLERK OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA
2008 Council /Commission Retreat Status Report TRANSPORTATION AND PARKING COMMISSION Highlights of Due Date Discussion Areas Action/Issue Assigned To and Status Parking Regulation Parking
enforcement is insufficient. Police Department Review ofparking regulation Enforcement enforcement to be done after program is at full capacity. Downtown Parking Garage Detennine the
cost of an above ground Transportation and Review of downtown parking will parking structure vs. a below ground Parking Commission be done during FY 2008/09. structure. and Parks and
Public Works Director Light Rail Extension to Advocate for extension oflight rail to Los Town Manager/Elected Parks and Public Works Director Los Gatos Gatos. officials will provide
updates to the Commission. N:\CSD\Town Manager\Commission Retreat\09 Retreat\2008 Issue Matrix.doc March 17, 2009