Confluence Meeting- Joint SessionNOVEMBER 28,2011 — 6:00 P.M.
POLICE OPERATIONS BUILDING
15900 LOS GATOS BLVD.
LOS GATOS, CA
PARTICIPATION IN THE PUBLIC PROCESS
The Town of Los Gatos strongly encourages your active participation in the public process, which is
the cornerstone of democracy. If you wish to speak to an item on the agenda, please complete a
"speaker's card" and return it to the Clerk Administrator. If you wish to speak to an item NOT on the
agenda, you may do so during the "verbal communications" period. The time allocated to speakers
may change to better facilitate the Town Council meeting
The purpose of the Town Council meeting is to conduct the business of the community in an effective
and efficient manner. This is done by following meeting guidelines set forth in State law and in the
Town Code. Conduct which is considered disruptive during Town Council meetings include, but is
not limited to:
• Addressing the Town Council without first being recognized;
• Interrupting speakers, Town Council, and Town staff;
• Continuing to speak after the allotted time has expired;
• Failing to relinquish the podium when directed to do so; and
• Repetitiously addressing the same subject
For the benefit of the community, the Town of Los Gatos asks that you follow the Town's meeting
guidelines while attending Town Council meetings and treat everyone with respect and dignity.
IN COMPLLINCE WITH THEAMERICANS WITHDISABILITIESACT, IF YOUNEED SPECIAL ASSISTANCE
TO PARTICIPATE INTHISMEETING, PLEASE CONTACT THE CLERKDEPARTMENTAT (408) 354 -6834.
NOTIFICATION 48 HOURS BEFORE THEMEETING WILL ENABLE THE TOWN TO MA %E REASONABLE
ARRANGEMENTS TO ENSURE ACCESSIBILITYTO THIS MEETING [28 CFR ,¢35.102 - 35.1041
Page I of 2
NOTICE AND AGENDA
0'M x OF
SPECIAL JOINT MEETING FOR A STUDY SESSION WITH
THE TOWN COUNCIL /ARTS AND CULTURE COMMISSION/
Y•
BUILDING BOARD OF APPEALS /COMMUNITY & SENIOR
B oa �AtO
SERVICES COMMISSION/ GENERAL PLAN COMMITTEE/
HISTORIC PRESERVATION COMMITTEE/LIBRARY BOARD/
Mayor and Town Council
PARKS COMMISSION/ PERSONNEL BOARD/PLANNING
COMMISSION/TRANSPORTATION & PARKING COMMISSION
YOUTH COMMISSION/NORTH 40 SPECIFIC PLAN
ADVISORY COMMITTEE
NOVEMBER 28,2011 — 6:00 P.M.
POLICE OPERATIONS BUILDING
15900 LOS GATOS BLVD.
LOS GATOS, CA
PARTICIPATION IN THE PUBLIC PROCESS
The Town of Los Gatos strongly encourages your active participation in the public process, which is
the cornerstone of democracy. If you wish to speak to an item on the agenda, please complete a
"speaker's card" and return it to the Clerk Administrator. If you wish to speak to an item NOT on the
agenda, you may do so during the "verbal communications" period. The time allocated to speakers
may change to better facilitate the Town Council meeting
The purpose of the Town Council meeting is to conduct the business of the community in an effective
and efficient manner. This is done by following meeting guidelines set forth in State law and in the
Town Code. Conduct which is considered disruptive during Town Council meetings include, but is
not limited to:
• Addressing the Town Council without first being recognized;
• Interrupting speakers, Town Council, and Town staff;
• Continuing to speak after the allotted time has expired;
• Failing to relinquish the podium when directed to do so; and
• Repetitiously addressing the same subject
For the benefit of the community, the Town of Los Gatos asks that you follow the Town's meeting
guidelines while attending Town Council meetings and treat everyone with respect and dignity.
IN COMPLLINCE WITH THEAMERICANS WITHDISABILITIESACT, IF YOUNEED SPECIAL ASSISTANCE
TO PARTICIPATE INTHISMEETING, PLEASE CONTACT THE CLERKDEPARTMENTAT (408) 354 -6834.
NOTIFICATION 48 HOURS BEFORE THEMEETING WILL ENABLE THE TOWN TO MA %E REASONABLE
ARRANGEMENTS TO ENSURE ACCESSIBILITYTO THIS MEETING [28 CFR ,¢35.102 - 35.1041
Page I of 2
NOTICE AND AGENDA
SPECIAL JOINT MEETING FOR A STUDY SESSION WITH THE TOWN
COUNCIL /ARTS AND CULTURE COMMISSION/ BUILDING BOARD OF
APPEALS /COMMUNITY & SENIOR SERVICES COMMISSION/ GENERAL PLAN
COMMITTEE/ HISTORIC PRESERVATION COMMITTEE/LIBRARY BOARD/ PARKS
COMMISSION/ PERSONNEL BOARD/PLANNING COMMISSION/TRANSPORTATION &
PARKING COMMISSION YOUTH COMMISSION/NORTH 40 SPECIFIC PLAN
ADVISORY COMMITTEE
NOVEMBER 28,2011 — 6:00 P.M.
POLICE OPERATIONS BUILDING
15900 LOS GATOS BLVD.
LOS GATOS, CA
MEETING CALLED TO ORDER
ROLL CALL
VERBAL COMMUNICATIONS (Three- minute time limit)
This Study Session is a Retreat Format — Council will hold discussions with Town Commission and
Board Representatives on the following items:
➢ Budget Presentation and Discussion
➢ Commissioner Handbook Review with Focus on Roles and Responsibilities, and Effective
Meetings
ADJOURNMENT (Council /Redevelopment Agency policy is to adjourn no later than midnight
unless a majority of Council /Redevelopment Agency votes for an extension of time)
Writings related to an item on the Town Council meeting agenda distributed to members of the Council within 72 I
hours of the meeting are available for public inspection at the front desk of the Los Gatos Town Library, located at
110 E. Main Street, and are also available for review on the official Town of Los Gatos website. Copies of desk items
distributed to members of the Council at the meeting are available for review in the Town Council Chambers
Note: The Town of Los Gatos has adopted the provisions of Code of Civil Procedure §1094.6; litigation
challenging a decision of the Town Council/Redevelopment Agency must be brought within 90 days after the
decision is announced unless a shorter time is required by State or Federal law.
Page 2 of 2
NOTICE AND AGENDA
SPECIAL JOINT MEETING FOR A STUDY SESSION WITH THE TOWN
COUNCIL /ARTS AND CULTURE COMMISSION/ BUILDING BOARD OF
APPEALS /COMMUNITY & SENIOR SERVICES COMMISSION/ GENERAL PLAN
COMMITTEE/ HISTORIC PRESERVATION COMMITTEE/LIBRARY BOARD/ PARKS
COMMISSION/ PERSONNEL BOARD /PLANNING COMMISSION/TRANSPORTATION &
PARKING COMMISSION YOUTH COMMISSION/NORTH 40 SPECIFIC PLAN
ADVISORY COMMITTEE
NOVEMBER 28, 2011— 6:00 P.M.
POLICE OPERATIONS BUILDING
15900 LOS GATOS BLVD.
LOS GATOS, CA
MEETING CALLED TO ORDER
ROLL CALL
VERBAL COMMUNICATIONS (Three - minute time limit)
This Study Session is a Retreat Format — Council will hold discussions with Town Commission and
Board Representatives on the following items:
> Budget Presentation and Discussion
> Commissioner Handbook Review with Focus on Roles and Responsibilities, and Effective
Meetings
ADJOURNMENT (Council /Redevelopment Agency policy is to adjourn no later than midnight
unless a majority of Council /Redevelopment Agency votes for an extension of time)
Writings related to an item on the Town Council meeting agenda distributed to members of the Council within 71
hours of the meeting are available far public inspection at the front desk of the Los Gatos Town Library, located at
110 E. Main Street, and are also available for review on the official Town of Los Gatos website. Copies of desk items
distributed to members of the Council at the meeting are available for review in the Town Council Chambers
Note: The Town of Los Gatos has adopted the provisions of Code of Civil Procedure §1094.6; litigation
challenging a decision of the Town CouncillRedevelopment Agency must be brought within 90 days after the
decision is announced unless a shorter time is required by State or Federal law.
Page 2 of 2
wx o
MCI.
!p SA COUNCIL AGENDA REPORT
DATE: November 17, 2011
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
MEETING DATE: 11/28111
COMMISSION FORUM
SUBJECT: JOINT SESSION WITH TOWN COMMISSIONS TO DISCUSS THE TOWN'S
BUDGET AND THE COMMISSIONER HANDBOOK
BACKGROUND
Council holds a joint meeting with key advisory bodies annually. This year, discussion will focus on the
Town's budget forecast and the Commissioner Handbook. Given the discussion topics, members of all
of the Town's advisory bodies have been invited to this Commission Forum.
DISCUSSION
Budget Forecast:
Steve Conway, Finance Director, and Jenny Haruyama, Assistant Finance/Budget Director, will present
an overview of the Town's budget. This will be followed by a question/answer period. A copy of the
Power Point presentation is attached. Also attached is a copy of the 2011 -2013 Strategic Goals adopted
by Council earlier this year. The document will be agendized for discussion at the Council's winter
retreat. However, given anticipated budget reductions for the next few years, staff will not be
recommending any substantive additions to or expansion of Town services or project priorities.
Commissioner Handbook:
The Mayor will invite the ranking representative from each of the advisory bodies to join the Council in
a discussion about the roles and responsibilities of commissioners and committee and board members.
Conduct of effective meetings will also be discussed. Relevant sections from the Commissioner
Handbook are attached.
PREPARED BY: Regina A,
Reviewed by: - OLDA Assistant Town Manager jL(a Attorney Finance
NACSD \Town Manager\Comniis ion Retreat \l l Reue tdm
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: JOINT SESSION WITH TOWN COMMISSIONS TO DISCUSS THE TOWN'S
BUDGET AND THE COMMISSIONER HANDBOOK
November 17, 2011
Attachments:
1. Budget Presentation
2. 2011 -13 Strategic Goals
3. Commissioner Handbook, Sections 2a and 2b
Distribution:
Arts and Culture Commission
Community and Senior Services Commission
Library Board
Parks Commission
Personnel Board
Transportation and Parking Commission
Youth Commission
Planning Commission
Building Board of Appeals
Historic Preservation Committee
General Plan Committee
North 40 Specific Plan Advisory Committee
11/17/2011
BUDGET BASICS
THE NUTS AND BOLTS
0M9 Ps \
`pJ CRIp
What is a Budget?
Policy Document that:
• Serves as a Financial Plan and Guide
• Reflects Council and Community Priorities and Goals
• Establishes Funding Levels for Town Services
Attachment 1
is /v /2011
What's a Fund Anyway?
The budget is made up of several types of "funds" or "piggy
banks" for different types of revenue and expenses:
• General Fund
• Special Revenue Fund
• Debt Service Fund
• Capital Project Fund
• Redevelopment Fund
• Internal Service Funds
• Trust and Agency Funds
General Fund is like Your Checkbook
Personal Income
-Paycheck
• Rental Income
• Bank Interest
- oa
Monthly Expenses
• Mortgage
• Food
• Utilities
• Credit Cards
• Home Maintenance
2
11/17 /2011
Town Checkbook: $33M General Fund
Sources of Revenue
• Property Tax
• Sales and Use Tax
• Transient Occupancy Tax
• Franchise Fees
• Licenses & Permits
• Fees & Fines
• Other (e.g, interest)
Operating Expenses
• Salary & Benefits
• Contracted Services
• Materials & Supplies
• Utilities
• Vehicle /Building Maintenance
• Debt Service
MAW
General Fund Revenue — FY 11/12
GF Revenue: $33M
■ Property Tax
■ Sales Tax
■ Franchise Fees
■TOT
■ Other
3
11/17/2011
General Fund Revenue — FY 11/12
GF Revenue: $33M
■ Property Tax
■ Sales Tax
■ Franchise Fees
■TOT
■ Other
Did You Know?
Sales Tax
1 cent for every 8.25 cents
� of sales tax paid per dollar
Property Tax
9.4 cents for each property tax dollar paid E
r
C!
11/17/2011
General Fund Expenses — FY 11/12
GF Operating Expenses: $33M
• Salary & Benefits
• Materials & Supplies
• Internal Service Funds
• Debt Service
5
Evolution
of Sales
Tax
se.aae am
5a,0ao.am -
51.000.000.
50.000.000
•Other
•New Car Dealers
K000.000
•Electronic Retail
SJ,000.000
-
-- •NeNliz
$2,000,000
St oeo,00a -
FYMVN] FY200I100 FY'NOBIW FYSTA /10 FY2010111 FY2011112
General Fund Expenses — FY 11/12
GF Operating Expenses: $33M
• Salary & Benefits
• Materials & Supplies
• Internal Service Funds
• Debt Service
5
ii /17/2011
General Fund Expenses - FY 11/12
GF Operating Expenses: $33M
■ Salary & Benefits
■ Materials & Supplies
■ Internal Service Funds
■ Debt Service
Past Budget Strategies
Revenue
• Reduced Reliance on Netflix Revenue
• Building Budget Stabilization and Capital Reserves
• Adoption of General Fund Reserve Policy
Expenditures
• Strategic Hiring Freeze
• Furloughs
• Attrition
• 2 -Ter Pension Structure
• Benefit Cost Sharing
• Lease of Town Facilities
• Executive Restructuring
• Contractual Services
II
11/17/2011
A Look Ahead - FY 2012/13
Rising Costs: $ 2.0 M
- Retirement Pensions
- Health Benefit Costs
- Retiree Medical Costs
- Police Cost of Living Increases
- Increased Library Maintenance
Decline in Sales Tax: $ 1.5 M
State RDA Takes:
5M
$ 4.0 M
FY 12/13 Budget Planning
Strategic Budget Discussions Underway
By Department
With Employees
Public Outreach
Update of the 5 -Year Forecast (early 2012)
Council Prioritization of Town Services (January, 2012)
Reserve Utilization Strategy
7
11/17/2011
General Fund Reserves
• Catastrophic. Designated for expenses associated with
unforeseen emergencies, such as a disaster or catastrophic event
Budget Stabilization. Designated to mitigate annual revenue
shortfalls due to changes in the economic environment
• Capital and Special Projects. Designated for key infrastructure
and capital /special projects as identified in the Town 5 -year Capital
Improvement Plan
Catastrophic 12.5% = $3.75 M $3.7 M
Budget Stabilization 12.5% = $3.75 M $6.6 M
Capital and Special Projects NA $4.6 M
Reguned Reserve Level is based an a %of GF eVeni itums, euluding oneaimee,penses
GF Reserve amounts are subject to change based on 10/11 Final Audit.
Questions?
8
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Roles and Responsibilities
Role of Boards, Commissions, and Committees
Boards, Commissions, and Committees (referred to collectively as "Town commissions" have
a critical role in the Town of Los Gatos. They serve as a conduit for citizen inputs a way of
gathering, analyzing and recommending options to the Town Council which has the final
responsibility for making policy decisions. Any citizen can come before the Town Council to
offer an opinion or make a suggestion, but commissions provide another important avenue for
evaluating solutions to community problems. The individuals who serve on the Town
commissions are among the most respected and appreciated volunteers in the community.
The purpose of Boards, Commissions, and Committees in Los Gatos is to:
• Identify community issues that fall within their scope of work as identified in the
enabling resolution.
• Gather information and analyze issues.
• Hold public hearings and use other means to determine how the community feels
about issues related to their respective fields.
• Recommend policies and procedures related to their respective fields to the Town
Council based on analysis and community input.
• Serve as an intermediary between the public and the Town Council and staff by
providing information, explanation, and support for different points of view.
• Exemplify the mission statement of our Town government to enhance the quality of
life in Los Gatos by providing the highest quality of leadership and most efficient
services and facilities.
Responsibilities of Individual Members
Each member of a Town of Los Gatos board, commissions or committee agrees to the
following responsibilities during his or her term of office:
• Attend every meeting
• Demonstrate respect, fairness, consideration, and courtesy to others
• Respect the authority of the chair
• Prepare in advance of meetings and be familiar with issues on the agenda
• Be respectful of other people's time, stay focused and act efficiently during
meetings
• Serve as a model of leadership and inspire public confidence in Town government
• Act and speak with honesty and integrity
• Be wary of conflicts of interest, be knowledgeable of the requirements of the Brown
Act, and seek advice when appropriate
ATTACHMENT
Role of the chair and the vice chair
Commissions generally rotate the position of chair and vice chair each year. Frequently the
position is based on seniority, but that is not a mandatory criterion. The willingness and ability
of an individual to serve as the chair or vice -chair should be taken into consideration. The
additional responsibilities of serving as chair and vice chair may take extra time.
Responsibilities of the chair:
• Preside at all official meetings of the board, commissions, or committee
• Consult with the staff liaison in drafting the meeting agenda
• Attend Town Council meetings as needed to represent the board, commission, or
committee
• Sign correspondence on behalf of the board, commission, or committee
• Make the public feel welcome at meetings
• Keep discussions orderly, focused, efficient, impersonal, and fair
Responsibilities of the vice chair are to substitute for the chair as needed.
Responsibilities of the Staff Liaison
The Town's administrative staff works for and is accountable to the Town Manager. It is,
therefore, the Town Manager's responsibility to allocate staff's time and effort as liaisons to
Town boards, commissions, or committees. Requests for information or support should be
directed to the staff liaison, not to other Town staff. The responsibilities of Town staff serving
as liaisons include:
• Attend all meetings
• Prepare agendas in conjunction with the commission chair
• Provide background and context on agenda items
• Alert the Commission of possible detrimental actions
• Offer professional expertise and recommendations about an issue
• Keep the board, commission, or committee focused on priorities
• Interpret codes, ordinances, policies and other regulations
• Ensure that motions and minutes reflect the intent of the commission
• Educate new members about their role and responsibilities
Relationship with the Town Council
The primary responsibility of boards, commissions, and committees is to advise and make
recommendations to the Town Council. It is the Council's role to absorb the advice and
recommendations offered by numerous sources and to make decisions to the best of its ability.
Because the Town Council is in a position to see the broader context and is aware of other
concerns, it may not always follow the recommendation offered by individual boards
commissions, committees. Even though the Council relies on the work of Town commissions,
there should be no confusion about the separate roles of each.
Although there may be disagreement with the Town Council on an issue, once the Council has
established its position, the board, commission, and committee or their individual members,
should not do anything contrary to established policies and programs adopted by the Town
Council. If the appointed individual would like to discuss the Council's action, they should
contact the staff person responsible for their advisory body.
Business transacted with the Council should be in writing from the body as a whole and
forwarded through staff who will then forward it to the Town Manager's Office. The Town
Manager will review all reports, findings and recommendations and forward to the Council
those matters within its province.
Letters from boards, commissions, and committees addressed to the public or other agencies
and concerning official positions being taken must first be forwarded to the Town Council for
approval before being mailed. Letters from individual board, commission, or committee
members to either the public or the media regarding issues that are within the jurisdiction of
that board, commission, or committee should be distributed to the other members and the
Council as a matter of courtesy.
When a member of an advisory body addresses the Town Council at a public meeting, it should
be made clear whether the member is speaking on behalf of the advisory body or as an
individual citizen.
Boards, commissions, and committees and their individual members should not attempt to
predict Council action, either publicly or privately. However, they may, and should, interpret
Council policies or identify trends in Council thinking.
Relationship with the Public
Members are encouraged to become aware of public opinion relating to their field of influence.
They should welcome citizen input at meetings and ensure that the rules and procedures for
these public hearings are clearly understood.
Members should conduct themselves at public meetings in a manner that is fair, understanding
and gracious. Members should be considerate of all interests, attitudes and differences of
opinion. They should also take care to observe the appearance as well as the principle of
impartiality.
All Town employees, Council members, and Town volunteers, including commission, committee,
and board members, are prohibited from accepting gifts, gratuities, or favors. Acceptance of any
gift, gratuity, or favor might reasonably be interpreted as an attempt to influence the recipient's
actions. See the complete Administrative Policy online.
Area of Interest
The specific duties of each commission are set forth in the enabling resolution that Council adopts
to create the commission. It is implicitly understood that the advisory body is limited to the
consideration of those matters which are specifically assigned to its jurisdiction. In special or
unusual circumstances, when interest spreads into an area beyond its jurisdiction, the commission
should formally request specific authorization from the Council to consider the matter and to
formulate recommendations in that area.
Conflict of Interest
The State of California requires all Cities and Towns to adopt a "conflict of interest" ordinance.
The Town of Los Gatos has adopted an ordinance to meet the State requirements and has indicated
that all Commission, Board or Committee members must file the Fair Political Practices
Commission Form 700 with the Clerk. Members should also remain wary of potential conflicts of
interest and seek advice as appropriate (more information online.)
Term of Office
A commissioner's term of office officially begins when the new member takes the Oath of Office,
administered by the Clerk Administrator, and expires when their term expires and their successor
is appointed. The term of office for each commission can be found in the commission's enabling
resolution.
Attendance
Attendance at each regular meeting of a board, commission, or committee is essential. If a
commissioner knows in advance that he /she will be absent from a meeting, he /she should inform
his/her commission chair or staff liaison. Resolutions online outline the attendance requirements
for each commission.
Residency Requirement
Residency in the Town of Los Gatos is required for appointment and continued membership on the
following commissions: Arts Commission, Community Services Commission, Library Board,
Sister City Committee, and Planning Commission. Certain commissions may require residency for
certain members of the commission, while other membership may involve business or property
ownership, or other community representation, but not legal residency. See Residency
Requirements Resolution online.
Resignation
A commission member resigning from office before the end of his/her term must send a letter
announcing their resignation to the Mayor. Copies will be forwarded to the Town Council, and the
board, commission, or committee.
Reimbursement of Expenses
Prior approval from staff must be received before a commission member may purchase an item for
the benefit of that commission, committee or board for a Town - sponsored activity or event. A
receipt for that item(s) must be submitted before the member may be reimbursed. (See Resolutions
online.)
A resolution entitled, "Reimbursement of Expenses ", explains reimbursement policy for
attendance at governmental business functions.
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Effective and Efficient Meetings and Membership
Effective meetings occur when two things happen: a clear and reasonable agenda is
determined and individuals come to the meeting prepared to discuss items on the agenda
and take appropriate actions. In this way, it is the responsibility of every member to make
each meeting as efficient and effective as possible.
An effective meeting will:
• Start on time
• Follow an agenda
• Adhere to parliamentary procedure
• Demonstrate respect for everyone in attendance and their points of view
• Keep discussions focused and on point
• Encourage participation and an open exchange of ideas and information
• Make use of staff expertise and experience
Working with Town Staff
To work well with the commission, committee or board staff liaison, or Town employee,
the commission member can be more effective if they:
• Ask questions.
You need as much information as possible in order to understand an issue
before you cast your vote. It is the job of Town staff to study and understand
complex situations. Ask for clarification if you need it.
• Inform staff or Chair of meeting absences in advance.
If you know you will need to miss a meeting because of a schedule conflict,
let the staff liaison or Chair know about it as far in advance as possible. This
allows meetings to be rescheduled if it is clear there will not be a quorum.
• Treat all staff as professionals.
• Communicate clearly, honestly, and directly.
• Build a relationship based on mutual trust and respect.
• Don't ask Town staff to perform tasks or share information outside
the role as liaison.
Making the Public Feel Welcome
Making the public feel welcome is an important part of the democratic process and every effort
should be made to be fair and impartial in listening to public testimony. There should be no sign
of partiality, prejudice or disrespect shown by a member of a Town
board, commission or committee towards anyone participating in a public forum.
The public will feel most comfortable if they:
• Are treated with politeness and respect
• Have a fair and equitable opportunity to share their points of view
• Feel that members of the board, commission or committee are really listening,
with an open mind, to what they have to say
• Are asked questions but not argued with or criticized
• Never hear or feel a personal attack of any kind
Role of the Chair in welcoming the public.
• Ask speakers to identify themselves for the record.
• Enforce time limits so that all speakers have an equal opportunity to convey their
views.
Don't allow verbal exchanges to break out between speakers and opponents in the
audience, or between speakers and members of the board, commission or
committee, or between speakers and staff.
Soothe tempers and quiet emotions among everyone in attendance by adhering to
meeting procedures and insisting that discussion stay orderly, focused, and
impersonal.
Public Conduct at Meetings
The Town of Los Gatos strongly encourages active participation in the public process, which is
the cornerstone of democracy. If a member of the public wishes to speak to an item either on or
off the agenda, it may be addressed during the "verbal communications" period. A time limit
may be allocated to speakers to better facilitate the meeting.
The purpose of a Town board, commission or committee meeting is to conduct the business of
the community in an effective and efficient manner. This is done by following meeting
guidelines set forth in State law and in the Town Code. Conduct which is considered disruptive
during Town Council and/or Town Commission meetings include, but is not limited to:
• Addressing the commission without first being recognized
• Interrupting speakers, commissioners, or staff
• Continuing to speak after the allotted time has expired
• Failing to relinquish the podium when directed to do so
• Repetitiously addressing the same subject
For the benefit of the community, the Town of Los Gatos asks that the Town's meeting
guidelines are followed and that everyone is treated with respect and dignity.
Effective Members
To participate effectively each member of a commission, board or committee needs to:
• Understand the purpose of the board, commission or committee.
Be clear on your role and responsibilities and how this particular board,
commission or committee fits into the governance of the Town of Los Gatos.
• Prepare for each meeting in advance.
Read through the agenda and know what will be discussed at each meeting. Read
through staff reports or other background materials or visit sites, as appropriate.
• Bring an open mind to each meeting.
You are representing the entire community in your role as a member of a Town
commission, so it is important to put aside personal opinions and be open to new
ideas, information, and points of view.
• Treat everyone with respect and dignity.
You are playing an important part in the democratic process which
guarantees access and fair treatment to all. Your behavior and attitudes are in the
spotlight and should reflect the highest standards of the community.
Tips for New Members
• Attend meetings of the board, commission or committee before applying for the
position.
• Read through minutes of previous meetings of the commission to become familiar
with the current issues under discussion. These are available online.
• Ask the staff liaison if there is background material that may be helpful for you to
read and study, such as the General Plan or the Strategic Plan.
• Become familiar with the basic rules of parliamentary procedure.
• Attend at least one or two Town Council meetings to better understand how the
role of the individual board, commission or committee fits into the overall
governance of the Town.
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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 of Town 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 of Town Manager. Provide professional expertise to
Commission.
Provide information about Town codes, policies, and regulations.
Provide background and context on agenda items.
Make Commission aware of potential 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 through staff liaison.
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.
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