Staff Reportlowx F
�OS.o�tOS COUNCIL AGENDA REPORT
DATE: AUGUST 24, 2015
TO: MAYOR AND TOWN COUNCIL
FROM: LES WHITE, INTERIM TOWN MANAGER
SUBJECT: 2015 - 2017 STRATEGIC GOALS
RECOMMENDATION:
MEETING DATE: 09/01/15
ITEM NO: i O
Staff recommends that the Town Council identify and prioritize Strategic Goals for the 2015 — 2017
timeframe.
BACKGROUND:
At the August 18, 2015 Town Council meeting, the Town Council reviewed the status of the 2014-
2016 Strategic Goals (Attachment 1). This included items that were completed, in progress or
pending. Eleven of the 32 items have been completed. The majority of the remaining items are in
progress and the percent complete for each is identified in Attachment 1.
The Council also discussed 49 potential new items for identification and prioritization as Strategic
Goals for the 2015 — 2017 timeframe. The ideas were submitted by Council Members, Town staff,
and the public. As part of the Council discussion, each Council Member had an opportunity to
elaborate on goals they submitted, ask questions of staff about current work efforts, Strategic Goals
and other initiatives, and vote on each potential goal.
Attachment 2 provides a tally of each Council vote on all of the potential goals organized by the
original framework of Core Values. Attachment 3 organizes the items by the total number of votes.
Of the 49 goals discussed, five of the proposed goals received five votes, six goals received four
votes, seven received three votes, three received two votes, six received one vote, and 13 goals
received no votes. It should be noted that during the voting process, several goals were grouped
into a combined goal (e.g. goals related to fiscal assessment, traffic, and parking), counting for one
goal each.
DISCUSSION:
To assist the Council in their continued discussion of Strategic Goal identification and
prioritization, Attachment 3 identifies the departments responsible for executing each goal,
estimated the percent complete for goals already in progress, and provided an estimate of costs and
PREPARED BY: CHRISTINA GILMOREO�
Assistant to the Town Manager
Reviewed by: -'Assistant Town Manager own Attorney Finance
Reports\Sept 1 \Strategic Goals and Attachments \Strategic Goals report FINAL do..
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: 2015 — 2017 STRATEGIC GOALS
AUGUST 24, 2015
DISCUSSION (cont'd):
staff resources needed for each proposed goal. The budget information is important and
demonstrates that to advance some of the items, additional resources are needed. For the combined
goals, a sequence of the items is identified.
To complete the identification and prioritization of Strategic Goals for the 2015 — 2017 timeframe,
staff suggests the following process:
• Consider including all five items that received five votes as the top priority Strategic Goals
for the 2015 — 2017 timeframe
• Consider adding items that received three or four votes that are in progress and involve
Parks and Public Works
• Consider adding items that received three or four votes and do not involve Parks and Public
Works
• If the Council wishes to add other items that received three or four votes and involve Parks
and Public Works, the Council should trade out other Strategic Goals for this Department.
CONCLUSION AND RECOMMENDATION:
Staff recommends that the Council identify and prioritize items as Strategic Goals for the 2015 —
2017 timeframe. The Council may use the process identified in this report or use an alternate
process.
COORDINATION:
This staff report was coordinated with the Town Manager's Office, the Town Attorney's Office,
Community Development, Finance, Human Resources /IT, Library, Parks and Public Works, and
Police Departments.
FISCAL L I T:
The Town's approved FY 2015 -16 Operating Budget identifies the resources allocated to complete
the work identified in the departmental work plans. Any needed resources to undertake new
Strategic Goals will be included in the FY 2015 -16 Mid -Year Budget discussions.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required
Attachments:
1. Status of Existing Strategic Goals
2. Proposed Strategic Goals Tally from the August 18, 2015 Town Council Meeting
Police
Library
Parks & Trails
Streets & Parking
Youth & Senior Services
General Plan Implementation
Revise the grading policy (General
Plan Action CD -15.2) and adopt
grading ordinance (In Progress)
Consider regulating polystyrene
(Complete), and leaf Mowers
(Complete)
Update the Town website to
provide timely, easy to access
and important information
for the public. (Complete)
Adopt the use of tools to morass
communication with the public
including social media and
citizen engagement technology.
(In Progress)
Ongoing Core Services
(representing roughly 80% of Town resources)
Consider employee
benefit cost containment and
service impact fees (Complete)
Review and revise Town policy
related to the service of
alcohol & entertainment (In
Progress)
Undertake Phase I of project to
improve condition of streets in
the Almond Grove district
(Pending Council Direction)
Explore and present funding
mechanisms to provide ongoing
funding for street maintenance
(Fall 20151
Complete Specific Plan and EIR
for the North 40 (Complete)
TOWN OF
LOS GATOS CORE VALUES
COMMUNITY
...
FISCAL QUALITY PUBLIC Civic
CHARACTER
GOVERNANCE
STABILITY INFRASTRUCTURE ENRICHMENT
Preserve and enhance the
appearance, character and
Ensure responsive,
Maintain ongoing fiscal
stability to provide cost Maintain the condition and Foster opportunities for
environmental gualiy of the
accountable and
effective core services availability of public facilities, citizen involvement, and
community
collaborative government
transportations stems, & cultural, recreational and
that meet the needs of the y
community other public infrastructure individual ervichment
Police
Library
Parks & Trails
Streets & Parking
Youth & Senior Services
General Plan Implementation
Revise the grading policy (General
Plan Action CD -15.2) and adopt
grading ordinance (In Progress)
Consider regulating polystyrene
(Complete), and leaf Mowers
(Complete)
Update the Town website to
provide timely, easy to access
and important information
for the public. (Complete)
Adopt the use of tools to morass
communication with the public
including social media and
citizen engagement technology.
(In Progress)
Ongoing Core Services
(representing roughly 80% of Town resources)
Consider employee
benefit cost containment and
service impact fees (Complete)
Review and revise Town policy
related to the service of
alcohol & entertainment (In
Progress)
Undertake Phase I of project to
improve condition of streets in
the Almond Grove district
(Pending Council Direction)
Explore and present funding
mechanisms to provide ongoing
funding for street maintenance
(Fall 20151
Complete Specific Plan and EIR
for the North 40 (Complete)
Develop public CUP database
and monitoring program
(Complete)
Facilitate privately -led effort to
address options far Downtown
Parking suppl (In Progress)
Update Heritage Tree definition
and 25% Mm regulations in
Tree Ordinance (Complete)
Develop implementation plan for
Update the Housing Element
per Slate law (Complete)
Develop technology priorities
plan (In Progress) and
implement digital Council packet
process (Complete)
Develop a policy to ensure the
continued diversiy of independent
and national businesses
in the dowrdown (In Progress)
"Complete Streets Policy" that
supports a balanced, multimodal
transportation network (on
Hold)
Review policies and practices
related to Community Benefit
(Complete) and Planned
Developments (Spring 2016)
Amend zoning ordinance for Home
Occupation Permits (Fall 2015)
Review role of Consulting Architect
(Complete)
of town properties to I Increase the availability of
Create one -time electric vehicle charging static
Or ongoing funding (In Progress) to meet the growing demand.
Progress)
options to address traffic &
parking issues (in Progress)
Increase regulation of on -street
vehicular sales & advertising
(Complete)
Ensure public safety through
Proactive community policing,
effective emergency response,
ant ccmmunity -wide emergency
preparedness
Economic yiWlly,
Planning, Building & Code Compliance
Arts & special Events
Environmental Services
Emergency Preparedness
Partner with the Veterans
Committee to develop a
Veterans Memorial
In Los Gatos (In Progress)
Develop plan to enhance the
aesthetics and use of the Civic
Center as
community resource (In
Progress)
Develop a strategic plan
for the library (Fall 2015)
Review senior services needs
assessment information
gathered by the Community and
Senior Services Commission
(Complete)
Implement migration to
regional communications
and intemperebility (In
Progress)
In conjunction with County
Fire, implement
minion plans for areas sub
to flooding and fires (In
Progress)
Conduct mid-contract review, a
update of Contract
with Monte Sereno
for police services to reflect
needs and resources (Comple
Increase installation and use of
traffic speed monitoring signs to
improve traffic safety (In
Progress)
Expand community partnerships
for crime prevention
and response (In Progress)
ATTACHMENT 1
ADOPTED FEBRUARY 18, 2014
THIS PAGE
INTENTIONALLY
LEFT BLANK
PROPOSED 2015 -2017 STRATEGIC GOALS
ORGANIZED BY VOTE TALLY FROM 8 -18 -15 TOWN COUNCIL MEETING
5 VOTES
• Expand smoking restrictions to multi - family housing and outdoor seating areas, and /or consider
tobacco retailer permitting
TAO and Police and Youth Commission. This item can be absorbed within the current work plan.
• Identify funding for repaving all Almond Grove streets.
PPW. In Progress. 75% complete; Scheduled for the September 15, 2015 Council meeting.
• Transportation Around Schools —
o Conduct transportation study around schools (current Strategic Goal).
PPW. Outcome will result in recommendations with costs. Status: currently establishing scope
for an already funded study. Kickoff scheduled for October 2015.
o Transportation Demand Management Plans for Schools (and private development).
PPW. This item could be included in the evaluation of the above item and relies on schools to
implement. If recommended in the study, this item will begin in February 2016. Cost: $25,000
per school.
o Work with high school to reduce students' use of cars; address high school's parking and
traffic issues.
PPW & Police. This item can be absorbed within the current work plan and relies on high
school cooperation. Kickoff —April 2016.
o Create a Bicycle and Pedestrian Master Plan.
PPW. In progress. 5% complete $40,000 grant pending Town acceptance and $40,000
unfunded. Staff is exploring funding options.
• Downtown Parking
o Explore parking garage at Main /Lyndon without public cash outlay and with inclusion of
below market price housing.
PPW & TMO. In Progress. 10% complete. This item is in the current work plan.
o Add two parking garages Downtown.
PPW. Project scheduled to begin in June 2016 following results of Request for Information for
the above item. This item will require funding for staff to provide management (Estimated at
$180,000).
o Review options to enhance parking in the Downtown.
PPW. Conduct full assessment with consultant (estimated budget add of $100,000 +) and
$35,000 for staff resources. Project scheduled to begin August 2016.
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Attachment 2.docx
ATTACHMENT 2
Page 2 of 4
5 VOTES (cont'd)
o Revise Town Code with respect to parking, with an eye toward allowing valet parking
without a Conditional Use Permit and other changes
TMO, CDD, and TAO. Valet parking modifications are in progress. A comprehensive update of
parking requirements would require consultant assistance (estimated $15,000 to $50,000) to
evaluate the Town's existing requirements and recommend modifications to reflect current
best practices.
4 VOTES
• Adopt enhanced Water /Drought regulations and /or ordinances
PPW. In Progress. 75% complete. This item is in the current work plan.
• Traffic
o Address cut through traffic
PPW and Police. In Progress. 5% complete. Phase 1 analysis expected December 2015; phase
2 planning proposed to begin December 2015. Estimated costs over a 3 to 10 year horizon
include specific capital projects: $75,000 to $5M+ and staff resource costs: $10,000 to
$500,000.
o Review options for traffic mitigation through the Downtown and neighborhoods.
Some as above.
• Get private shuttles to make regular and practical circuits of the Town
PPW. Estimated budget add of $50,000 for staff resources. This project can be scheduled to begin
in January 2016.
• Explore and present funding mechanisms to provide ongoing funding for street maintenance
TMO, FIN, and PPW. In progress. This item is scheduled for the September 15, 2015 Council
meeting.
• Increase use of social media to better communicate with our residents
Library and All Departments. In Progress. Council consideration on September 1, 2015. This item
can be absorbed within the current work plan.
• Digitize Town Records
TMO /Clerk Administrator. 20% complete. A new staff position (records manager) or consultant
would be needed. In lieu of a dedicated staff position or consultant, current staff would need to
redistribute and reprioritize the daily workload. Project will take approximately 6 to 18 months to
complete depending on staffing. Estimated costs: $60,000- $70,000.
Page 3 of 4
3 VOTES
• Conduct a review the annual Community Grant process and provide recommendations for
administrative and funding improvements
TMO. In progress. This item is in the current work plan.
Develop an Economic Vitality strategic plan to evaluate opportunities that allow the Town to
enhance vibrancy and attract residents and visitors to shop, dine & stay
TMO. Workload — High. Propose to hire a consultant to assist in the development of a Town -wide
Economic Vitality strategic plan (estimated cost $20,000 to $50,000). Consultant /strategic
planning process could be completed by end of calendar year with Council consideration in early
FY 2015-1Z
o Evaluate and make necessary changes to Town policies to encourage mom and pop
businesses to innovate their business plans /models
TMO and CDD. Workload — Medium. This item should be incorporated into the Economic
Vitality Plan.
o Close Downtown streets four times per year for festivals, street dances, car shows,
Oktoberfest, etc.
TWO, PPW, and Police. This topic can be considered with Special Events Permit policy
evaluation by the Council Policy Committee and as individual Special Events Permits are
submitted for review.
o Redo Downtown streetscape to make Downtown more user friendly and less frantic
PPW (Transportation). Workload—High. Estimated budget add: $250,000 to $1M for a
consultant and $25,000 to $100,000 for staff resources. With funding, this project can begin in
August 2016. Implementation costs undefined until after consultant's work.
o Consider the implementation of parklets within the Downtown
PPW. Workload — Medium. Estimated budget add for staff resources: $25,000. No planned
use of Town funding for construction costs.
• Create a Town contracts tickler
TMO /Clerk Administrator. Project will take 1 to 2 months at current staffing levels.
• Add more Green Bike Lanes and explore options for making the Town more bike friendly
PPW. Workload— Medium. Estimated budget add: Capital funding $100,000 to $1M and staff
resources $50, 000.
Page 4 of 4
2 VOTES
• Consider repeal /revision of AHOZ ordinance
• Evaluate and make necessary changes to Town policies to encourage mom and pop businesses to
innovate their business plans /models
• Explore smart signal light technologies and re- timing of traffic signals
1 VOTE
• Consider converting AHOZ Design Guidelines to "Multiple Family Residential" Guidelines
• Sign Ordinance —could range from education and enforcement to review of and revisions to
standards to rewrite of entire ordinance
• Revise policies on Below Market Price units
• Expand newsrack ordinance Town -wide
• Establish Council term limits
• Combined items regarding fiscal assessment:
• Conduct a Library department fiscal assessment of services
• Conduct a Police department fiscal assessment of services
o Discover real solutions to Los Gatos structural deficit issues
o Review and consider new major revenue sources
NO VOTES
• Implement specific measures for our Sustainability Plan
• Turn the corner of Lark and Winchester into a pocket park
• Regulate Food Trucks
• Develop Police Department conflict of interest policies
• Establish annual board and commission retreats and /or planning sessions with Council to review
and confirm work plans, goals, and priorities
• Establish a small business support program
• Conduct a user fee study
• Consideration of school transportation services, funding and impacts
• Enhance Safe Routes to Schools for all Los Gatos students, including those in districts other than
LGUSD
• Create a Bicycle and Pedestrian Master Plan
• Add more charging stations
• Explore opportunities for energy improvements /cost savings in Town infrastructure
• Eliminate noise (compressor) in Pageant Park
• Close Downtown streets four times per year for festivals, street dances, car shows, Oktoberfest,
etc.
• Explore options to work with the Beautification Committee to designate a Town tree and /or plant
• Have the Police Department Chief report to Council