HomeMy WebLinkAbout09/24/1974Aw
C: LOS HILLS
?bin F,.,..,ont nnad
Mayor Stanle,/ Grabn:r-ski called the Special Joint Study Session ra .:rder at
7:40 P.',;. in the nar^ ',;om of the Foothill Cclle7e District C°f •.cos, hiai
E' F1Jatc 101. "Otos Hilis:
A. h.•LL C ._
CITY CIL
Present:
Councilmer, Chaney, MaReynci;:, "ow�ciT+rdean
CITY C007tCI1-_ PLANNING
CC;•! UScl%
STr.idDlN:i
Councilman Helgasson
11Ci!;17TTEES
C: LOS HILLS
?bin F,.,..,ont nnad
Mayor Stanle,/ Grabn:r-ski called the Special Joint Study Session ra .:rder at
7:40 P.',;. in the nar^ ',;om of the Foothill Cclle7e District C°f •.cos, hiai
E' F1Jatc 101. "Otos Hilis:
A. h.•LL C ._
CITY CIL
Present:
Councilmer, Chaney, MaReynci;:, "ow�ciT+rdean
Miller, Mayor Gr7,bowski
Absent:
Councilman Helgasson
PLAPINIt^::.
Present:
Commissioners Perkins, Chick. Young, Chairmen
COMMi-,SlON:
Absent:
Spencer.
Commissioners Carico, Lachenbruch, FoilliPs.
SIU. DE"GN
Present:
Mrs. Gould, Mr. Flincklay, Vic, C'1^: rrrran Mr.
rXR!ITTEF::
Absent:
Smith.
Dr. Hamilton, Mrs. Rudolph, Cnti-man Gibson.
I:OISE ABATEMENT
Present:
Mr. V. Gregorwich
'icarn,
COMMITTEE:
Ausent:
Mr. Barber, Mr. Fetti ngcr, Mr. ,: ;;iLy, Mr.
Mr. Pfefer, Mr. Traficanti, Accieg Chairman
Shriver.
PATHWAY
Present:
Cdr. Dochna--r,l, Fi;•s. Hillestad,, ii-. if:ar,
COMMITTEE:
Chairman Stutz.
:Absent:
Mr. Franks,;,Irs. Sr amSrirm
PUBLIC WORK
Presert:
Mr. Brown, Mr. Paanenberq, Fir. Fir. Pynf'.,
COMM:fTIEE:
Chairman Alterwnfen.
!nAP'FIc & P!UbLIC
Prese:-t:
Chairwoman Golasmi+;i. 9n Mr. R i
SAFETY COtIAITTEE:
Absent:
Mrs. Jones, Mr. Be�.tm°,n, Mr. ,,,ar., ydel
r1r Stewart.
HISTORIAfi:
Present:
Mrs. Fava
Mayor GraLows!ci reauisted that the purpose of the meeting be real irin zh�,
record; specifical'„ to resolee questions regarding areas of ^espcnsibility and
autho-iry, intra -a> , ,l c xrmur`.cation, 'iscai ;r nlr,i Sta sinpnrt ',;lance
.
of it cr�st. and oi.0 ,:issues in connection with the umetior nq of CJ m cions
an.; w':aitr tees. "the r"ryor 'so noted that a .ropos�d "able r - Organiz im had
beer. dis�ribute! in these aI:tending this evening's Tree ing and he CX;Ct,.!
members to commani on the Table.
Thr ileyor also read into the record she legal opinion of Air 9i1''r„ Sit,
Attorney regarding the option of a City or whether or nci to 7a 7e F7 snnr,ig
Commission. '.!hen c. Corwiss on is provided c:^, it .hen trrfo;mt tha d!�t.ies
4 MINUTES OF A JOINT ST;11Y SESSION - Sept -.ma,'- 94, 1974
spelled out in Staie Law; together with any other requirements provided by
Ordinance. r.11 other Conuni-sions or Committees, either Standing or &:1 Hoc,
have the duties and responsibilities which are spelled out in P.eiclutions or
Ordinances adopted by Council. In all cases, the City Council is solely
responsible for making the appointir,eots to the Planning Commission or Ccrmitt-S'S
?iayor Grabowski noted the communication received from Commissioner Carico, who
was out of Town. Commissioner Carico had recomended: ij That the Environ-
mental Design Conanittea and Pathway Committee work more closely with the P'lannin,
Comaniss:,.r: before the matters go to Council; and F) That a study to done on tr:o
possible esnansion of the Town's Urban Service Area at`.he SCatf and Planc;aq
com.;ssior. level before any decision is made.
The Mayor commented thai the meeting would be informal, aid that !'ovrci' ;:mid
ask each separate Committee to make their comments prior to hearing from the
Plannin^ Commission:
PATHWAY 10MMITTEE: Chairman Robert Stutz.
REPORTING: Mr. Stutz commented that he agreed with the proposed -fable of
Organization, wherein the Pathway Crrrmittee wcuid be responsible to the
Planning Commission and act on properties before they no Pefure the
commission.
STAFF SUPPORT: Some liason was needed between the City Pt navar, City
8rgineer and the Co;mnittee for reporting of the status of the Committee's
recommendations for paths and trails. He also noted that in some cases,
the final map did not show the easements requester!.
1;r. Stutz also requested that the Minutes of the Committee be prepared and
distributed as soon as they were turned in. He also noted that the Committee
feit it would be a good idea to receive all Agendas and Minutes of the
Plann;ng Commission.
;ASTEP. PATH PLAN: Reported that an Administrative Intern was worki,g full-
tior, the easements recorded for paths and trails for this element of the
General Plan.
MAINTENANCE ANO CONSTRUCTION OF TRAILS AND PATHS: Ccrmnittee, could not con-
structively cs.rry this aspect otheir, responsibility out because a cost
estimate was +seeded. Mr. Stutz spoke of the prnLiems of summer help carrying
out the maintenance of paths and trails w';en th^y did not really kno•: their
business. Ho,ic,er, he said the Committee mould have to make do u,ttil better
help and further monies were available.
CDPEUNICATION WITH PLANNING COMMISSION: Suggested that a repre�antaAve
from the Planninq CCommissi o— n at,
t �1 Pathway Committee meetings and vice -
4W versa tc better improve communications.
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i MINUTES OF A JOIN`' STUD" SES: ioi•! 24, iSl
PATH'eAy COh1NITTEE :';.t_d):
Discussion then ensued regarding how the Committee presented their findings
to the Planning Commission, the pros and cons of the Committee reporting
:irectly to the City Council, an^ the make-up of the Cominittee. Cdr.
Dochnahl commented that he felt the Chaironan of the Committee should have
some say in the apnointments of members. The Hayor state that he Felt the
me'rbership of the Pathway Committee should be comprised enrially of those
in;?<esled an•1 concerned with pedestrians, equestriars and :,icYclists.
TRAFFIC XVIII PU6L_C SAFE -Y: Chairwoman Irma Goldsmith.
STAFF �'PPORT::jv, Goldsmith reported that t; -e memDar:; Of Staff, they,'
MinagarV-aCity Engineer had always been cooperative with her avid the
Committee. She said the Committee worked with good results with the City
Engineer. who had been helpful in providing infomation needed by the
Comm; Minutes and Agendas were no problem, since the committee did
these themselves.
Mrs. Goldsmith commented that it was disappointing to have the Committee work
or, a report to be presented to Council, often to find chat the natter was
OAW put over to another meeting. She said the Committee would like to see a
faster implementation of their recommendations and reports.
cohi ITTEE: There was a problem in trying to get a quorum for ea,:n meeting.
Mrs. Goldsmith suggested that Council consider a five -member Committee as
opposed to seven members. She also suggested that a citizen be allowed to
"audit" a committee to see what work was being :one and whether it was to
their liking and suited their qualifications before an appointment was made.
She felt in this way, a person interested in serving on one of the Town's
Conpittees might better choose which one suited his partic-!lar interests.
She t:iought, also, that the membership of the Committee should represent all
areas of the Town, and should have a balaace of men and women representatives.
COUNCIL: Committee felt that in some instances, rouncil did rot allot
enough time during their meetings to hear a full and complete sport on
matters referred to the Committee for study and recommmendatios•J,TheMayor
commented where action
red, it
shouldbe that or. any report Jiver,
should be pl4ced undar "General Orders" rather t'ria^. under "Committee Reports".
and in this way, the problem would receive direct and early at`nntion.
AGP20yED TRAFFIC SUR1,'E_: Mrs. Goldsmith reported that many of rile problems
related to traffic mig`.t be resolved upon completion of the Traffic Survey
authorized by Council, which will then allow the Shariff to use radar within
the '.own Ii1:!its.
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4w
MINUTES OF A JOINT SYU!A SESS__'N ., SePll'':ibar `/_q. :97�
TRAFFIC A";D. PORLIC SP,FE`:'. (Cont'61_:
FISCAL RESPUisSiBl_ iTY: As far as this area '!ant, the "nmmittee, Hrs.
Goldsmit`i stated.. was not sure of its resnonsibility. She soid the
rgzi .,.ittce ero,ad ,ac feci i� -,lir rerurt was adtnuuta ,css tj;sy cauld present
'-ouncil v!ith >(,m . idea. ^f the cos_s of racop:;^ n6c.tions +..ad2. and w,&6 monies
were ,,i'!able.
�4a b^rs:i' su+,•estid that any time t -e Committee monies, they
ccu:c 'nosult, :with the City Manager so that hz ce+.'id •ails: uads from
Comm i- and sehedulc his iteia as an action iter: on the Ana:rda..
REPC!"_,": Ca.rnr'il c„nsensus was that the Tra�"fic and Puhlic --afctp
Commshould report directly to Council.
NOISE Rzs;'FiIENT coNFtITS"E: hh% Oalter Gregur••rrch:
COi1.'Il""EE: Mr. Gregorwich comrrrnted that the C31rmittee was also `.aving
problems it o7ttino a quorum together for meetings and felt that a five
member Crnraeittee would be able to work batter.
I•!'�,n asl.,d by the F+•ayor how the Committee would feel about r=porting to the
olanninn Commission sine_ the impact of noise upon the cc—unity is a
Planning Consideration, Mr. Gregorwich said he woatld ask t`,. Committee their
consensus, since this matter had not been dise.,ssed, and "2 r:vul:'. not
rescord at this time.
Chai.,:,an Spence,, -f the Planning Cownission felt that the "c iso. ti�,aicment
Committee shout-_,. continue to renort to Council.
BUDGET "(i:.s Caemittee had no budget requiremei, s.
STA_F UPCORI • Mr. Greg r-aich said he did r-ot 'Feel at le t� cor:ma-,t gun
ia;:cer.
Discuss+cn re`:ol-red around th. "Lorgan+ .cion of the +'.omr c, the noise
ordinance and violations th.:reof.; and wh-t e.u;hori�y the uom^.itree had
regardinq enfo+'cemar:t.
ENVIROWtENTAL oESi:r_COh_i_TTEE: Vice Chairman Christopher Smith.
CC.i"ITEE: h9r-. Smith rcpertcd that +she Cocarittee also hai prob:ams wit!:
g t ''g a ouofu: Jget'�r_ as a seven --member Comf"ttee. T-ney felt they
cauld wor!, oe",ter ..,: mbership were reduced to five. Mr. Sm. ?h
agreed �v!itb :'cs. Goldsmith's suggestion of "auditing" at Committee before
deciding on w:,;ch Committee they !would like to terve. Pe also felt
t! -•l -all Committ^cs needed sono members +with exparti�e or ha,:`gro+,rd in the
rr Committee's rerticular field.
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MIMUFES OF A JOINT STUDY SESSION - September 24, 1574
ENVIRONME97AL DES I&_COIIITTEE cont'd):
EItDGE_: The Committee was still not sure of funding for its work, or
Whether State or Federal funds might be available for some of the projects
planned. He also said tF.e Committee did not know who would be responsible
for the maintenance of a nroject after completion.
COMMUNICATIONS: Mr. Minckley, Secretary for the Comnittee, ccmmiented that
there was a ccmmun'.cations breakdown regarding the charges of the Committee,
and that the communications between this Committee an,! others was very poor.
Mr. Snith also said he would like to see better communications established
.et,ieen Committees.
REPO.I'.I G: Discussion e.isued between Council, Staff, Planning Commission
relative to whom the Committee should report. Councilman Cheney felt the
Committee should report to the City Manager and the City Council. Commission(
Perkins felt that environmental design related directly to Planning and
thought the Committee should report to the Commission. Mr. Mader, Planning
Consultant, agreed that this Committee should logically report to the
Commission. Mr. Mader also felt that at the Staff level, some matters should
be referred to this Committee for their input. He thought matters concerning
use permits, variances and landscaping plans for single family residences,
40 would be areas where the Committee's advice would be valuable.
Mrs. Gould raised the question of work already done by the Committee on the
median strips and the priority list established, and how the new charges to
the Committee might affect this work. She also asked about the Committee's
responsibility relative to open space, the Freeway, and other public lands.
tees
and somead Mizer re-a=_sianmentsted madehat to avoiiddes of the duplication ofteffortlooked into
.
PUBIC 1IORKS COQ -PUTTEE: Chairman F",att Altenhoven, Mr. Reith Broom.
COMMITTEE: Mr. Altenhofen commented that there were no internal problems
within the Committee; that it was now comprised of five members and he felt
the size was right, with no attendance problems. Deferred to Mr. Brown for
further discussion and comments.
STAFF SUPPORT: Mr. Brown noted that the Committee felt handicapped in that
they felt a lack of input and direction from both City Council and City
Manager.He said the Chairman did not receive Minutes and Agendas of the
Ccuncil or Planning Commission so he could be better informed on what was
going on in the Town.
BUDGET: Since the Committee comes under Resolution #751, which directly
charges the Committee with financial responsibility, questions were raised
4W regarding monies available for Committee recomonendations.
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MINUTES SIF A JOIti: STUDY
PUBLIC V'R4c COMMITTEF rcent'•:�;:
COW"'INICATIO'IS: The Committee felt that ,inca the Minutes of their
meetings were fonaarded to Council, this was enough of a report, and that
if Council 6esiree further information, they could always request it of the
Commnittee. !'r. Brown also suggec'':ed an exchange of Committee minutes so
all memers cuuld be better informed. Mr. 3rown said the Committee welcomed
residents who might sant to attend any of their meetirgs.
Mayor G:abowsxi irquire:l about how the Committee handled coi•.inlaints that
the,,, :'raeived regarding the repair of "pot holes". Nr. Brouc and P1r.
`ltrr4ofzn resconded that nothing was being do:�e a`.oat those Lo date, sande
the Committee did not know how to handle them except to refer them to the
Cita ":onager or, Ci ✓ Fn"ioeer for action. The Committee did not feel trey
were cml'igated to ao arythir,g else with ouch complaints.
Discussion ensued, and the Mayor felt a more positive respocsc should be
given citizen complaints. He felt t;iat any complaint should Y;s reported
to the City Manager for action, with a follow-up by the Committee to see
if corrective action tad been taken. If there was no rwsponse fror• Ad-
ministration within ten days, then the Committee should cr;rr.',efore Council
for direction.
Further discussion was also held on the utilization of fu^^s available for
road maintenance and the bes'z way they could be used.
TOWN HISTORIAN: Mrs. Florence Fava
Mrs. Fava thanked Council for taing included in this evening's meeting.
She asked for Council's direction as to what, specifically she was expected
to do in her capacity of Town Historian since no specific charges were ever
laid down for her. She noted that she was maintaining the scrapbooks for
the Town and reviewing the historical sites. She also directcd Council's
attention to the fact Oat her appointment as Historian had axired, but
that she was continuing to work in this capacity.
Discuss`.nn was held regarding Mrs. Fava's notifiicatioa of tea.'= that were
coming be+ore the Planning Commission and ho!,., she worked with t.ha`, b•�dy
regarding landmarks of historical significance.
After discussion, Council agreed that rharges should be prepared for the
office of Town Historian before other questions raised by Mrs. I'ava were
approached.
PLANNING COMMISS'011: Chairman Spencer, at. al.
COMMISSION: Chairman Spencer felt there was a lack of definitive che'ges>
and thought eccry Committee membar should get copy of 3esr-ot4on #6 '6
4W outlining areas of responsibility. He also noted that Locacce the Variance
and Permit Commission met prior to the Planning Commission, there were
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MINUTES 0� �; JOINT STUDY SES.1 - Septvabcr %1, l"f'
PLANNING ";;!iIISSION (cant'd):
occassicns when there were time conflicts.
STAFF SUPPORT: Chairman Spancer felt that there was not enough Staff support
for the CormnisSion.
C0;1Ml:NICATIOGS: Felt strongly that there was not enod;lh guidance from the
Ctty Counct�cr Staff when matters were referred to the Corv^.ission for action.
Coi;n s ane Sehic. raised the question of ag.ndas of St.af meetings kung
sant owt to notif;, those Commissioners who wished to attend these
Discussion was held regarding the difficulties in preparing an agenda, since
Staff cod not alwa— kite,; :c;til a few days prier to srch rneeti,.?s just which
items ;ould be ready for discussion. Tne Mayrr suggested it would be the
Chairman's responsibility to decide whether an agenda for such meetings was
needed.
SITE DEVELOPMENT CO�i!ITTEE: Commissioner Young commented on problems surround-
ing the Site Deveiepment —Committee and the haphazard manner in which the
meetings are held. Me felt the Committee should be accorded more importance
in the Planning structure since it was a very important committee.
Commissioner Perkins remarked that he had given tiie matter of Committees
serious consideration, and had come up with four points which he felt made
for an effective Committee:
I. A clear charge must be laid on the Committee so that they know
exactly_ what they are responsible for;. a vague charge made for
vague recommendations.
2. It must be made absolutely clear to whom the Commitoee reports
within an orgar.izatio;ial structure.
3. The organization that is responsible for listening to the Committee
must listen to the Committee. Not only must they listen to the
Committee, but encourag^_ the Committee; that there is nothing so
d•i11ing as to have recommendations back -rated.
a If tits Town sets up a Committee; it implies that the Committee will
be supportive-. This evening, the question had been raisA several
times as to what kind of support the Committees should get from
Staff, what kind of resources they should have. fir. Perkins said
that Committee members were volunteers who gave of their time for
the benefit of tine Community, and if their time is to be effective,
that rncans they get support. If the Town says the Committee should
do a certain job, the Town, by implication, says this Committee will
have the support it needs - within reas�able bounds. The Cr..^
:rmittee
shoulb expect this support in Staff time, funds, or w';a.tever is
necessary.
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MINUTES OF A JOLJ STC"( SE:SION - Septc-Mbar 24. _?7=
PLANNING C4VISSION (cont'd):
Mr. Pz rkins concluded by stat*.ng that if all. four of these points were
put together, then the Town would have an effective Committee system.
SIAFF:
Ci -.y Engineer, Alex Russell,pointed out the problem of coo,,Oination in
that the Planning Commission meetings are held the 2nd and nth Mondays,
ane Pathway Committee met on the 4th Mondays. He suggested the possibility
o- i!ra Path:,ay Committee changing their meeting date or having twice-
iaonthiy meetings. Mayor Grabowski suggested that the Chairmen o` the Com�itte,
and Cc.^mission wor!r. on this problem together.
Mr. Russell also commented that Staff was working on the Master Path Plan,
but in many instances found that land offered for dedication in the past
had hot been accepted by the Town prior to the filing of the Final Map.
OTHER:
Councilwoman Miller questioned the proposed Organizational Chart in that
it showed the Budget Review Corenittee as a Standing Committee rather than
an Ad Hoc Committee.
ADJOURNMENT:
The Study Sessicn was adjourned at 11:05 P.M.
Respectfully submitted)
Morma J. Hislop
9irginia �luffstetter
Deputy Clerks
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