1DRAFT Council Meeting: 2/19/13
Item: I
MINUTES OF THE TOWN COUNCIL /COMMISSION FORUM
JANUARY 28, 2013
The Town Council of the Town of Los Gatos conducted a Special Meeting on Monday,
January 28, 2013 at 6:00 P.M. at the Police Operations Building, 15900 Los Gatos
Boulevard, Los Gatos, CA.
STUDY SESSION CALLED TO ORDER - 6:00 P.M.
ROLL CALL
Present: Mayor Barbara Spector, Vice Mayor Steven Leonardis, and Council
Members Marcia Jensen, Diane McNutt, and Joe Pirzynski.
Absent: None
VERBAL COMMUNICATIONS
There were no verbal communications for this meeting.
DISCUSSION TOPIC
The Council held a joint meeting with key advisory bodies. The discussion focused on
two topics:
• Suggested changes to operating guidelines to improve Commission efficiency
and effectiveness, and
• Suggested achievable priorities for 2013 within the context of Council adopted
goals and staff capacity to support.
Council provided the following direction regarding efficiency and effectiveness
measures and Commission priorities for 2013:
All Commissions:
All Commissions should move to action -only minutes, whereby topics of discussion are
listed, public speakers are identified, and any formal action taken by majority vote is
noted. If requested, staff could tape record Commission meetings and retain the
recordings for one year.
Projects undertaken by the Commissions should be limited to one or two each year, in
recognition of the significant workload generated by Council — adopted goals and other
priorities arising throughout the year.
Commission projects should also be undertaken sequentially rather than concurrently.
DRAFT Council Meeting: 2/19/13
Item:
The Town Manager's suggestion to revise the Commission handbook was not deemed
a priority by Council; however, the project may proceed if there is staff capacity to
undertake it.
Arts and Culture Commission
Projects should be undertaken sequentially in the following order:
Cat Walk (spring)
Arts grants review (spring)
Footbridge, Phase II (summer)
Rotating Banner (fall)
Efficiency /Effectiveness
Council questioned the fairness of the process if the ACC evaluates community arts
grants while competing for same. Suggested third party reviewer or additional funds if
available.
Community and Senior Services Commission
Projects should be undertaken in the following order.'
Review existing documents
Expand networking efforts; invite agency representatives to address Commission
Needs assessment, if needed
Ideas included having a Commission retreat with a facilitator to help the group refocus
its efforts and holding focus groups to identify needs, rather than a conducting a formal
survey. The Commission Chair was interested in these two ideas, while reserving the
opportunity to do a formal survey if gaps in information remain.
Efficiency /Effectiveness
Increasing the frequency of meetings is possible, however, the Commission may
want to have some of the meetings in a concentrated period of time if it is holding
focus groups and meeting with agency representatives.
Library Board
Projects should be undertaken in the following order.
■ Customer service standards review and input (through July)
■ Participate in five -year visioning process (late 2013)
■ Networking with other library boards and organizations (ongoing)
■ Reconciliation of State Library Board and local jurisdiction roles (moved to
projects in recognition of level of effort required) (as capacity allows)
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DRAFT
Council Meeting: 2/19/13
Item:
Efficiency /Effectiveness
• Increase meetings to every other month instead of quarterly
• Identify a youth representative for Library Board next year
Parks Commission
Projects:
• Commissioners should serve as ambassadors for the parks, meeting with
neighbors and neighborhood groups to generate support and assistance for the
improvement and upkeep of parks.
• Develop a "tool box" for neighborhood volunteers to support parks volunteer
efforts, including a checklist of park - related tasks that could be undertaken by
volunteers and training for those volunteers.
Efficiency /Effectiveness
■ Council did not discuss Commission's request regarding process guidelines for
agenda items; however, staff has discussed this item with the Chair and will
address the Commission's needs.
Transportation and Parking Commission
Efficiency /Effectiveness
• Current bi- monthly schedule is sufficient; Commission uses meetings efficiently.
• Bicycle Advisory Committee requests to meet on a regular basis (recommended
quarterly), rather than as needed. Council concurred with the move to quarterly
meetings, and with the need to ensure the Youth Commission representative
participates more.
Projects
• Projects identified by the Commission were included in the Council study session
regarding the Capital Improvement Program, and they will be scheduled
consistent with Council direction.
• Downtown directional signage for parking areas is the highest priority.
• Trail connection between Highway 9 and LG Creek Trail and the pedestrian
bridge connecting to Creekside Sports Park remain on the CIP list.
• Funding is not likely to be available for a Downtown parking garage.
ADJOURNMENT
The meeting adjourned at 7:35 p.m.
Attest:
Mazarin A. Vakharia, Clerk Administrator
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