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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) Page 2 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 Page 3 THIS PAGE INTENTIONALLY LEFT BLANK